Recent Records, Shortcuts, and New Recorords

In this lesson we look at the Recent Records, Shortcuts and New Records which should help you work more efficiently and effectively in NetSuite. We talk about when records show up in the recent records list, and how to view more than what appear on the dropdown menu. We talk about adding locations to your NetSuite shortcuts menu, including web locations outside of NetSuite. Then we cover how to use the shortcuts portlet and how to add it to your home screen if it isn’t already there. Lastly we cover why the New Records drop down can be helpful in speeding up your workflow, and how to customize the records listed underneath it.

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Recent Records, Shortcuts, and New Records are all convenience features found in NetSuite to help you work faster, and we’ll look at each of these in this video. All of these options are found on all work centers, and they are present almost everywhere in NetSuite. Recent Records are found under this clock icon on the far left of the menu bar, and they allow you to easily go back to the records you most recently worked on. Shortcuts, which are also referred to as favorites or bookmarks, are found under this star icon just to the right of recent records. Shortcuts in NetSuite work similarly to those in your web browser; they allow you to easily get around the system or navigate to other locations on the web that you use often. New Records are located toward the upper middle of the screen, here, under this paper with a plus sign over it, and they let you quickly create new records with minimal navigation. Like most other menus, these are all activated by simply hovering your mouse over them. Recent Records is not really customizable. Right now we can see that I do not have a link for Anderson Boughton, which is a customer I know exists in this account. This is because I have not opened this customer recently. Let’s search for them here in the Global Search, and open the customer. Now, let’s go back to our home dashboard. If we hover over Recent Records, we now see Anderson up here at the top; this is because we just viewed them. Recent Records will show you the twelve most recent records you have accessed on the dropdown menu, however you can access more by clicking on the All Recent Records link. This view shows the last records you have accessed, as well as some other data about them. We can see the name, the type, and the date they were last accessed. We can also sort by any of these fields by clicking on the title. In the left hand column we have the ability to View or Edit the record, and we can use our right click trick to open these in a new tab if we want. Back at the home screen we have the Shortcuts menu. I have a few here already, which I might have added previously or might have been added by my administrator. I can add almost any page to my shortcuts, so if I worked with my Income Statement report on a regular basis, I could add this. Let’s do this now. First, I will open the Income Statement by hovering over Reports, then Financial, then I will click on Income Statement. Now if I hover over the shortcuts menu I can click Add to Shortcuts. I can enter a name, or leave what’s provided. I also have the option to have it open in a new window. In chrome this will actually open in a new tab rather than a window. But I’m going to leave this off for now anyway. We don’t immediately see the shortcut added, and this is because we have to refresh the page, or go to a different page, for the menu to refresh. If I go back to the home dashboard, now we see the link, and we can check that it works by opening it. Let’s go back to the home dashboard again. If we scroll down, we can see there is also this Shortcuts portlet; if you don’t have this don’t worry I’ll show you how to add it in a moment. This portlet has the same shortcuts we see in the menu, but if we hover to the right on the title bar, we get a dropdown where we can manually add a New Shortcut. From here we can add one not just to somewhere in NetSuite, but also to other locations anywhere on the Internet. For example, we can add a link to a financial site. In our case, let’s add The Street, which is a financial news site. I’ll go ahead and type in The Street for the name, and type in for the URL. I’ll also check open in a new window so whenever we go here we don’t lose access to NetSuite. We immediately see this in the portlet, but we don’t yet see it in the menu. To see it in the menu we have to refresh the page. If we click on the link we see The Street open in a new tab. There is a chance that you don’t have the same shortcuts portlet that I was just using. If this is the case, you can add it. First, I’ll remove mine like so. Now, I’ll go to the top of the screen, and click Personalize. In the Personalize Dashboard dropdown, I will make sure I have Standard Content selected. Then I will scroll to the right and find this Shortcuts icon, and click it. Now I can close the Personalize Dashboard dropdown with the X in the upper right. This added my portlet back but it isn’t quite where I want it; I’d really like it in the left hand column. I can click and drag it by the blue bar, from the right hand side to the left hand side; this looks a lot better to me. If we want to edit the shortcuts we see either in the portlet, or in the menu, we can do that in the Set Up window. We get there by hovering over the star icon then clicking on Set Up Shortcuts at the bottom of the list. On this screen, we can use the dominos here on the left to click and drag these into the order we want them to appear. So maybe I want The Street here at the top, and my Income Statement below that. Now these are in the order I want them. I might also decide that I really want my Income Statement to open in a new tab each time I use this link to get to it. If I click the checkbox under Open in New Window, this will always open in a separate browser tab when I open it in Chrome. Depending on the browser you use, this might open in a new window or a new tab. I can also rename any of these if I want to, so maybe this Status link would make more sense if it were called NetSuite Status, since that is a little more descriptive. Finally, I might also decide that I do not need some of these. So maybe I don’t really ever use this Work Order Priority List. If that’s the case, then I can uncheck the box next to it, and when I click Save, the link will be deleted; in addition to all of my other changes being saved. One of the things I like best about these shortcuts is that they follow your NetSuite login, and are not specific to the browser or computer you are working on. So if you find yourself having to work on multiple computers, and there are a few links that you use all the time, you can add them here and they will be there whenever or wherever you login. The last convenience feature I want to cover is the New Records menu. If you have to create a lot of new records this will make your job quite a bit simpler. If we hover over the icon of a paper with a plus sign we see this New Record dropdown. If I click on Case I am taken to a page where I can enter a new support case. This menu helps you avoid having to go through some of the multiple levels of Navigation that you otherwise would, at least for common records you might be creating often. Normally to enter a new case the fastest method would be to hover over Lists, then Support, then Cases, and then click New, and this is the way menus work. If I was a little bit sloppy with my mouse movements I might end up closing the menu by moving my mouse off of it. This list helps avoid some of the tediousness of multi-level navigation. Looking back at the list we see that mine has a few items that were added at some point earlier, but let’s customize it now. If we click Personalize at the bottom of the list we are taken to this New Bar Set Up page. From here we can choose the options we want. So maybe I don’t create new Leads often, but I do create new Customers. I can uncheck one and check the other. I can also move these around by clicking and dragging on the dominos to the left, the same as we did for shortcuts. Once I have my list setup the way I want it I can click save and we are taken back to the home dashboard. Now if I hover over new records I can see that I have it just as I want it. Now that you’re familiar with Recent Records, Shortcuts, and New Records you should find navigating the areas of NetSuite you use most often a lot easier. Questions this video will answer: • What are recent records in NetSuite? • How do I access more recent records in NetSuite? • What are shortcuts in NetSuite? • How do I access shortcuts in NetSuite? • Are shortcuts in NetSuite portable? • Where are new records in NetSuite? • How do I customize recent records? • How do I add shortcuts in NetSuite? • How do I edit shortcuts in NetSuite? • I added a shortcut in NetSuite, but don’t see it, what happened? • What is the shortcuts portlet? • How do I add shortcuts to the portlet? • How do I add the shortcuts portlet to my dashboard? • How do I remove the shortcuts portlet from my dashboard? • How do I rearrange portlets in the dashboard of NetSuite? • How do I rearrange shortcuts in NetSuite? • How do I open shortcuts in a new tab or new window? • How do I change the names of shortcuts? • How do I change the URL of shortcuts? • Do NetSuite shortcuts go between computers? • What is the new records menu in NetSuite? • Can I make entering new records faster in NetSuite? • How do I make entering new records faster in NetSuite? • How do I edit new records shortcuts quick links in NetSuite? • How do I move new record links in NetSuite?
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