NetSuite has an extremely useful feature called the Reminders portlet. “Portlets” are what the boxes on the NetSuite dashboard are called. Their function is to display information which the user deems to be pertinent—much like the gauges on a car’s dashboard. The Reminders portlet is one of the most popular portlets. With just a couple tweaks, it can be very helpful to any NetSuite user.
What is the Reminders portlet? It’s exactly what it sounds like. It is a live feed that shows which tasks you must complete or which records you must deal with. For instance, it may show you how many invoices you have to print, how many phone calls you need to make, or how many orders you must receive. With the ability to create reminders from Saved Searches, the possibilities with the Reminders portlet are endless.
In this blog, we will show you some basic Reminder portlet configuration as well as some of the new features added in the 2016.2 update. The first thing we will do is go over how to add a reminder to your portlet, then we will show you how to create custom reminders from Saved Searches. New features will be explained as we go over each process, as they make more sense in-context.
So how do we add reminders?
First, hover over the upper right corner of the Reminders portlet, and click “Set Up”. Don’t worry if you don’t see the refresh button or the dropdown menu—they don’t appear till you hover over them.
Now you will see a menu of available reminders. Custom reminders are marked with a “C” in a green circle.
Reminders can now be dragged directly to the spot where you want them from the selection panel to the “Current Selections” panel.
You can also click the reminder’s name, though this will add it to the bottom of the list. If you do it this way but don’t want it at the bottom, you can drag the reminder to the appropriate spot after adding it.
In the above screenshot, you may notice a box in the lower left marked “Show reminders with zero results”. Checking this box will cause the reminders portlet to show you reminders even when there are no results. This may be useful in letting you know what you don’t have to worry about, as seen below.
Next, let’s go over how to make a custom reminder from a Saved Search.
For this example, we will use our custom Saved Search, “00 Customers – No orders in 2 weeks”. Here at WAC’s Florida office, we like to put “00” in front of the names of our custom searches because that causes them to sort to the top of the list. This particular Saved Search was created to show us which customers have not ordered for two weeks or more.
First, open the Saved Search which you want to make into a reminder.
Next, make sure your Saved Search is going to make a good reminder—that means you should check for duplicates and that the Saved Search is not returning unwanted results.
Now go and click the edit button.
When you get into edit mode, ensure that “Available For Reminders” is checked as below.
Make sure to save.
Now go back to your dashboard, hover over the upper right corner of the Reminders portlet, and click “Set Up” as before.
Now you should see the saved search in your available reminders box as below, and you can now add it to your Reminders portlet like any other reminder.
If you do not see your reminder, try refreshing the page and going back into Set Up.
A new option in 2016.2 is the ability to make reminders into headlines. To do that, drag your reminder to the “Headline” box, as seen below.
When you return to the dashboard, you will see that this puts the number on top of the reminder’s name and enlarges it for greater visibility.
Another option you have in 2016.2 for editing reminders is hovering over the reminder on your dashboard and clicking the little pencil which appears:
This gives you a box which contains some more options for the given reminder.
The options for each reminder vary, and with Invoices Overdue, you may have it remind you of invoices which are a certain number of days overdue.
You can also display the reminder as a headline from here, or add highlighting rules. Highlighting reminders is another new feature for 2016.2.
What are highlighting rules? They cause NetSuite to draw your attention to important reminders by highlighting them with a color if they reach a certain threshold.
Let’s say that you want NetSuite to draw your attention to the reminders if there are more than 200 invoices overdue.
In the above screenshot, under “Highlighting rules” you can see an option which says “+ Add Rule”. Click it. This creates a new rule and lets you tell the system what number it should highlight the reminder at, and what color to do it in.
A reminder can have multiple highlighting rules. For instance, you may want it to turn yellow if 50 or more invoices are due and red if over 200 are due. Simply click “+Add Rule” again.
Now save. Your reminders should look like this:
As you can see, the Reminders portlet is very useful and can be configured for almost any role in NetSuite. It is easy enough for any user with basic skills to fine-tune to best facilitate their job.
We hope that this blog entry has been useful to you, and if you have any questions, feel free to contact us!