The quick answer
Edit the saved search, check Available as List View, and save it. Then open the list for that record type, such as Transactions > Sales > Create Invoices > List, and pick the search from the View dropdown. The list then uses the search's criteria, columns, and sort order instead of its default layout. Pick Default to go back. Changing the view doesn't change any records.
The screenshots show sample data. Person and operating-company names are fictional. Use your own records and values when following the steps.
Before you start
This example uses a Transaction saved search called Collections Follow-Up. A collections clerk wants the Invoices list to show only invoices with a balance still due, with due dates and days overdue, instead of every invoice with general columns. The search already exists with these criteria:
- Type is Invoice
- Main Line is true
- Amount Remaining is greater than 0
Keep Type is Invoice in the search. A Transaction search covers every transaction type, and the view uses the search's criteria, not the list's. If you drop that line, credit memos, payments, and other transactions can show up on the Invoices list. Main Line is true returns the invoice header, so you get one row per invoice instead of one per item line.
You need permission to edit the saved search. Here the search's owner, who has the Administrator role, does it. Other people see the view only if they can access the search through its Public setting or Audience subtab. Sharing the search doesn't give them access to invoices or fields their role can't already see, and a role can also be limited in which views it may use.
01. Look at the Default view
Go to Transactions > Sales > Create Invoices > List. View is Default, and the list has its own Type, Employee, Status, and Style filters with a Customize View button. It shows Total: 8, both Open and Paid In Full, with Date, Document Number, Name, Account, Status, Currency, and Amount.
02. Turn on Available as List View
Open the search for editing. Menus vary by role, but in this account it's under Reports > Saved Searches, where you point to Collections Follow-Up and choose Edit. You can also find it in Reports > Saved Searches > All Saved Searches and click Edit on its row.
On the Saved Transaction Search page, check Available as List View. The Criteria subtab still shows Type is Invoice, Main Line is true, and Amount Remaining is greater than 0. Click Save.
In this account, saving opens the search's results. Collections Follow-Up returns Total: 5, with Document Number, Name, Due Date/Receive By, Days Overdue, and Amount Remaining. The checkbox doesn't change these results or who can see the search. It only makes the search one of the choices in the Invoices list's View dropdown.
03. Pick the search in View
Go back to Transactions > Sales > Create Invoices > List and open View. Collections Follow-Up is now listed under Default. A search shows up here only if it's active, it's a Transaction search that fits this list, and you can access it.
Choose Collections Follow-Up. The list now shows Total: 5, only open invoices, with Document Number, Name, Due Date/Receive By, Days Overdue, and Amount Remaining. The most overdue invoice is first, because the search sorts Days Overdue in descending order.
Two controls change too. In this account, Customize View becomes Edit View, which opens the saved search itself if you're allowed to edit it. And only the Style filter is left, because the search's criteria decide which invoices appear.
Check the result
- View shows Collections Follow-Up.
- The list shows Total: 5, and every row has an Amount Remaining.
- The columns are Document Number, Name, Due Date/Receive By, Days Overdue, and Amount Remaining, with the most overdue invoice first.
- The button next to View says Edit View, and Style is the only filter.
04. Switch back to Default
Pick Default in View. The list goes back to the 8 invoices from step 01, its own columns, and its Type, Employee, and Status filters. No invoice changed. Only the view did.
NetSuite may remember the last view you picked on this list the next time you open it. That's a preference for you, not a setting for the list. It doesn't make Collections Follow-Up the default view for anyone else.
Common questions
What does Available as List View do on a saved search?
It adds the search to the View dropdown on the list for the search's record type. Here, it put Collections Follow-Up on the Invoices list. The checkbox doesn't change the search's results or who can see it, and it doesn't touch any records.
Why doesn't my saved search appear in the View dropdown?
Check that Available as List View is checked and saved, the search is active, and it's a search for the record type of the list you're on. You also need access to it, either because it's Public or because you're in its Audience, plus permission for the records and fields it shows. A role can also be limited to certain views, which hides the rest.
What's the difference between Customize View and Edit View?
On the Default view, Customize View lets you build your own view of the list. Once you pick a view that comes from a saved search, the button reads Edit View and opens that search's definition. Changes you save there change the search, including for anyone else who uses it.
Does changing the list view change any records?
No. Switching from Default to Collections Follow-Up only changed which invoices were shown and which columns appeared, from 8 invoices to the 5 with a balance due. Nothing was edited, created, or deleted. Picking Default brought the original list back.
Why does my invoice list view show other transaction types?
A Transaction saved search covers every transaction type unless its criteria say otherwise, and the view uses the search's criteria, not the list's. Add Type is Invoice to the search and save it. If you want one row per invoice, add Main Line is true as well.