Managing Your NetSuite Database

Over the last few years we’ve experienced quite a few NetSuite implementations and have helped a few move to a “Phase 2” implementation or added customizations for items such as “On the Water Inventory” or “Container Inventory” management. All in all, most companies have managed to move their use of NetSuite forward and have gained many improvements in their processes that a move to NetSuite promised. That’s the good news – NetSuite rocks and is continuing to make a dramatic impact on business efficiencies throughout the world.

So, now the bad news – with all the new process comes a lot of trial and error as well as improvements on your improvements. Adding to the complexity of data and process inputs are the introductions of new NetSuite administrators and power users through the years of NetSuite use. Each time a new administrator is added to the equation comes a need/desire to analyze and implement new process improvements, create new searches, reports and custom fields, to help them with their tasks. My question to you is “How many searches, reports and custom objects exist in your system for no other reason than everyone had forgot about them or they’re outdated?” What’s the impact on those unused data points? Maybe none? Maybe lots?

Well, here’s a sample of data generated by using FloDocs, from an account we service:

Account went live: 2008
Searches that haven’t been accessed in the last 6 months: 2506
Unused custom fields: 922
Unused scripts: 331
Unused records: 40

The list of metrics goes on, but the point I’m making is that there’s a desperate need to review your NetSuite systems and make sure you’re working with the cleanest and most efficient systems possible.

Another item that seems to go unspoken is the need for change management. How many of you are actively updating or implementing changes to your live NetSuite environment on a regular basis? Hopefully, most of you are testing new workflows, scripts, etc in a NetSuite Sandbox account prior to implementing in your live system, but I know that’s not always possible. In either case, we feel you should institute some type of change management tool. It could mean the difference between a catastrophic mishap with days to recover, if you recover, or use the change management system to revert back to a saved status in minutes/hours.

At the end of the day, if you haven’t considered putting tools or processes in place to protect and manage your systems, you should. If you’re interested in running a few tests to evaluate your system, the team at FloDocs have built a great tool to handle everything mentioned above plus much more. You can reach out to them directly or work with us and we’ll use our FloDocs instance to run some analysis for you. I bet you’ll be surprised with the results.