6 min read
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Static Groups offer a powerful solution to streamline administrative tasks, enhance security, and improve team collaboration in NetSuite.
By organizing business operations through these groups, you can save valuable time and boost efficiency with a centralized view of critical information. In this blog post, you'll learn how to define a static group in NetSuite and use it to schedule emails that automatically send the results of saved searches to the designated group members.
Static Groups vs. Dynamic Groups
Static Groups
- Members are manually added (via UI or CSV import) and remain fixed.
- Unlike Dynamic Groups, the list only changes when modified by authorized users.
- Ideal for scenarios where group membership rarely changes and needs careful management.
Dynamic Groups
- Members are dynamically updated based on the results of a saved search.
- The group updates in real-time as the saved search results change.
- Perfect for situations requiring automatic updates to group membership based on specific criteria.
While both group types can look at a Saved Search to get their members, the way they handle that data moving forward is completely different:
Dynamic Groups use the search as an engine: The group is permanently linked to the Saved Search. Every time you look at the Dynamic Group, NetSuite essentially runs the search in the background. If a customer meets the criteria tomorrow, they are automatically in the group. If they fail the criteria the next day, they drop out.
Static Groups use the search as a camera: The group uses the Saved Search to take a one-time snapshot of the data. It pulls in whatever records meet the criteria at the exact second you click "Add with Search." Once those members are added, the link to the search is broken. The list is locked, and future changes to the data will not update the Static Group.
Currently, Saved Searches can't be emailed to a Dynamic Group, but a Static Group serves as a good alternative. You can create Static Groups by choosing members from list records or utilizing a saved search. These groups are fixed and require manual updates to add or remove members. Keep in mind, Static Groups have a member limit of 10,000. If your recipient list exceeds this number, switching to a Dynamic Group won't solve your email issue; instead, you should bypass groups entirely by using the Recipient from Results tab on the Saved Search, or look into NetSuite's Marketing Campaigns.
How to Create a Static Group:
1. Navigate to Lists > Relationships > Groups > New
2. What kind of group would you like to create? > Select Static
3. What kind of members would you like to include? > Select Entity Type (Example: Employee)
MAKE SURE TO NOTE: Leave this field blank. If an email address is entered here, scheduled searches will only send results to this address, bypassing the individual group members entirely.
Edit or create the Saved Search to insert the Static Group
1. Navigate to Lists > Search > Saved Searches2. Click Edit for the desired Search
3. Click Email
4. Click Specific Recipients
5. Recipient:
- Type the Name of the Static Group
- Click Add
Note: To send Email by Schedule, you will need to mark the box for Send Emails According to Schedule and set the frequency within the Schedule subtab.
Note: You can also add several Groups as Recipients of the Email.
Written by Travis Perkins, Senior Business Consultant
Other NetSuite Email Tips + Tricks Blogs:
1. Email Best Practices for Compliant Messaging in NetSuite
2. How to Automatically Email Searches and Reports
3. Notice: Fake Invoice Emails Appear to be Coming From NetSuite
4. Choose What Notifications to Send Your Customers or Vendors
5. How to Define, Customize and Access a Saved Search
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