How to See Deleted Records on NetSuite
Viewing deleted records in NetSuite can be a complex task, primarily because the platform is designed to maintain data integrity and security. However, there are various approaches and tools you can use to retrieve information about deleted records, depending on your specific needs. Here’s a comprehensive guide on how to see deleted records in NetSuite.
Understanding NetSuite's Data Handling
Before diving into methods to view deleted records, it’s essential to understand how NetSuite manages data:
Soft Deletes vs. Hard Deletes
In NetSuite, understanding the difference between soft deletes and hard deletes is crucial for effective data management. Here’s a breakdown of both concepts:
Soft Deletes
Soft deletes occur when a record is marked as inactive or deleted without permanently removing it from the database. The data remains accessible in the background for auditing and potential recovery.
Key Characteristics
- The record's data remains in the system, allowing for historical tracking and reporting.
- Soft deletes are logged in System Notes, providing visibility into who deleted the record and when.
- Soft-deleted records can often be reactivated or restored through the user interface or APIs.
- Commonly used for maintaining records that may need to be referenced in the future, such as customer records or transaction histories.
Hard Deletes
Hard deletes involve the permanent removal of a record from the database, making it impossible to recover through standard interfaces or tools. They are typically used for sensitive data that must be permanently removed for compliance reasons (e.g., personal information).
Hard deletes may also be employed for records that are no longer needed and should not be retained for any reason.
Key Characteristics
- The record and all associated data have been completely deleted from the database.
- Once a hard delete is performed, the record cannot be restored or referenced.
- Hard deletes may not leave a trace in System Notes, making it challenging to track deleted records.
- Helps ensure that sensitive or unnecessary data does not persist in the system.
- Reduces clutter in the database, potentially improving performance.
Understanding soft and hard deletes in NetSuite is essential for effective data governance. Soft deletes offer flexibility and traceability, while hard deletes ensure that sensitive data is permanently removed.
Organizations should carefully consider their data management strategies and choose the appropriate deletion method based on their specific needs and compliance requirements.
System Notes
NetSuite maintains a log of changes made to records, including deletions. This log, known as System Notes, provides insight into who deleted a record and when. System Notes are your first line of defense in tracking changes.
Viewing Deleted Records
Accessing System Notes
Navigate to the specific record type (e.g., customers, transactions) you are interested in. Click on the “System Information” tab or look for the “System Notes” link.
Filtering Deleted Records
In the System Notes, filter the results by the type of action, specifically looking for “Delete” actions. Review the timestamps and the user who performed the deletion. This method will give you a clear history of the deleted record, though it won’t allow you to recover the data itself.
Saved Searches
If you want to analyze deleted records systematically, you can create a Saved Search:
Creating a Saved Search
- Go to Reports > Saved Searches > All Saved Searches > New.
- Choose the record type you want to search (e.g., Customer, Sales Order).
Configuring the Criteria
- In the criteria section, add a filter for System Notes. You can specify the “Action” as “Delete.”
- Set additional filters based on your needs (e.g., date range, user).
Results
- Configure the results tab to display relevant fields, like record ID, date of deletion, and user.
- Save and run the search.
This will generate a list of deleted records along with pertinent details.
SuiteScript and SuiteTalk API
For more advanced needs, developers can use SuiteScript or SuiteTalk API to access deleted records programmatically.
SuiteScript
Use SuiteScript 2.0 to create scripts that query System Notes for deleted records. You can write scripts that automatically log deletions or notify users about deletions.
SuiteTalk API
With SuiteTalk, you can access System Notes or other records programmatically. Create custom applications or integrations that log deletions or generate reports based on deletions.
Using the Recycle Bin
If your organization has implemented the Recycle Bin feature, you can explore the following features associated with it.
Accessing the Recycle Bin
Navigate to the Recycle Bin through the navigation menu.
Restoring Deleted Records
Here you can see records that have been deleted but are available for restoration. Select the records you want to restore and click the restore button.
Keep in mind that this feature may not be available in all versions or instances of NetSuite.
Best Practices for Handling Deleted Records
Handling deleted records in NetSuite requires careful consideration to maintain data integrity and compliance. Here are some best practices:
Understand Record Deletion Types
- Soft Deletion - Records are marked as inactive but remain in the database.
- Hard Deletion - Records are permanently removed. Be cautious, as this can lead to data loss and integrity issues.
Use of Status Fields
Implement status fields (e.g., Active/Inactive) instead of hard deletions for easy tracking and potential restoration.
Audit Trails
Enable system notes to track changes, including deletions. This provides a history for compliance and troubleshooting.
Backup Regularly
Schedule regular data backups. This helps in restoring records if needed and provides a safety net against accidental deletions.
User Permissions
Limit delete permissions to only essential users to reduce the risk of accidental or unauthorized deletions.
Documentation and Change Management
Document processes for handling deleted records, including how to manage, restore, or report on them.
Implement Workflows
Create workflows that require approval for deletions. This adds a layer of review before records are removed.
Regular Reviews and Cleanup
Periodically review inactive records and assess if they should remain in the system or be permanently deleted.
Consider External Integrations
If using integrations, ensure they respect your deletion policies and practices, especially regarding how records are handled externally.
By following these best practices, you can ensure that your approach to handling deleted records in NetSuite is effective and aligns with your organization’s data management strategies.
While NetSuite doesn’t provide a straightforward way to recover deleted records, several methods allow you to track and analyze deletions effectively. By leveraging System Notes, creating Saved Searches, and using SuiteScript or the Recycle Bin, you can gain insights into deleted records and enhance your data management practices.
Regular training and communication can further minimize the risk of data loss in the future. Book a call with us for a better understanding of how to implement deleting records in NetSuite safely and systematically.
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