NetClose - Create Email Notifications for Reconciliations and Flux Analysis
Overview
The NetClose Tasks module offers standard and custom email notifications. This article applies to NetClose Reconciliations and Flux Analysis, where emails are not available out-of-the-box, but can be enabled via saved searches. These searches can provide email notifications when records are due the next day, overdue, submitted for review the prior day, and a daily summarized email of all outstanding items.
Saved Searches
The Email Notification Saved Searches can be found under the names shown in the screenshot below.
To begin receiving notifications, click Edit on the search you want to use. When the Saved Search is open navigate to the Email subtab and the Schedule subtab within it.
Here you can set the time you want the emails to be sent, by default NetSuite will set this to 2:00 am. Once you have set the time, check the boxes Send Emails According To Schedule and Summarize Scheduled Emails. You will also want to uncheck the box Send If No Results.
Then click Save & Run and the Saved Search will begin sending email notifications when the Criteria is triggered.
Saved Searches can only be scheduled by the Owner of the Saved Search. The Owner is generally the NetSuite User who installed NetClose. If the Owner is unable to schedule the Saved Search you can create a copy of the Saved Search by giving it a Search Title then clicking Save As.
Customizing the Searches
These Saved Searches can be copied and customized to meet your company's needs. For example, under the Customize Message tab within the Email subtab, you can change what the email says or the address it is sent from. You can also edit what is included in the table sent in each email by changing what is shown on the Results subtab. The emails will go to the Assignee or Approver, depending on the emails purpose but the email recipients can be changed under the Recipients tabs within the Email subtab.
Each of the specific Saved Searches will send emails on different triggers. By default, the Due Date email will send one email the day before a Reconciliation or Flux Analysis is due, the Overdue email will send one email every day that a Reconciliation or Flux Analysis is overdue, and the Submitted for review email will send one email to the Approver the day after a Reconciliation or Flux Analysis is submitted for review. Any of these criteria may be changed under the Criteria subtab of each Saved Search.