Get more from a Saved Search using Summary/Detail Results


Business Usage for Summary level searches:

The creation of summary level search results with drill-down capabilities is a very powerful method for simplifying complex sets of data. Summary level searches can help answer key business questions such as:

Report on repeat customers having more than a given number of orders in the last year while listing by order count and total revenue.

Display orders grouped by order type, customer category, or industry with total orders and revenue for each grouping. How the data is grouped and the search summarized is data determined by the user.

Show employees listed by total billable hours by month.

Report on customers with a total count of support cases. It may be beneficial to analyze which customers are having the most issues.

Each of these search examples is possible only by grouping the search results in meaningful ways. Also, the ability to add criteria based on the summarized result is important. For example, in our first example, only show customers with more than 3 orders by adding summary criteria.

This type of information is very powerful. My first example, having a list of customers that purchased more than 3 times in the last year may be very helpful when sending special promotions or discounts to your most profitable customers.

How to Create a Summary level search:

The process of creating a summary level search is fairly simple if you break it down into four basic steps. The first step is to define the search as you normally would or you can pull up one of your favorite searches you currently have. Second, determine which fields you want to summarize your data by placing a ‘group by’ function for each field. Third, determine the function to apply to the rolled up data such as sum, count, min max or average. There is a fourth and optional step to place criteria that applies to the summarized data such as where count is greater than.

For our example we are going to create a list of customers with more than 3 orders. The detailed view will include other details about each of the orders such as order number, date, and amount extra.

Example Steps

In the first screen shot, you can see the settings for the first three steps…

Step 1 – Create a typical search with all the fields you wish to see in the detailed view.

Step 2 – Create your summarized view by determining which fields to group your data by.

Step 3 – Set your function.

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Step 4 – Summary level criteria also known as “having” condition. Summary criteria is the only way to get a list of customers based not on the conditions of a single attribute but based on the summarization of the data. This could be customers with a certain number of transactions, total purchase amount or average purchase amount.

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When you run the search you first get the summary view first. In our example, only two columns will display because we only selected one field to group by and that is customer. In our example, the results look like the image below:

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To drill down to the detailed view, double click on any one of the customers and you will view the orders that comprise the count of order numbers.

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NetSuite summary level searches are easier to create than many users think. The value these searches can provide in terms of extracting more relevant information out of the system is worth the effort. Apply these steps to create searches relevant to your own business.