This article outlines recommended best practices for using ExtendInsights Analytics for NetSuite. Following these guidelines helps ensure reliable downloads, stable schedules, and consistent Excel outputs.
💡 Best Practices
✅ Tip 1 - Make each field label unique in your results
Field names must be unique to avoid duplicate column errors.
If a field contains special characters, assign a Custom Label without special characters.
For grouped or summarized searches, use a Summary Label
If you add, remove, or rename fields in a saved search:
Manually refresh the search once in Excel
This applies to scheduled searches as well
This ensures ExtendInsights captures the updated column structure.
✅ Tip 2: Use Excel Online When Downloading Large Searches
While ExtendInsights is writing data to Excel:
Switching between workbooks in Excel Desktop can interrupt the write process
Recommended approach
Use Excel Online when running large or multiple downloads
Continue working in other Excel files without interruption
This is especially important for high-volume or concurrent refreshes.
✅ Tip 3 - Use a "Source File" approach to keep your data safe
To prevent file conflicts and protect formulas:
Stream saved searches into a dedicated Source File
Save the Source File to OneDrive for Business or SharePoint
Perform analysis in separate workbooks using:
Excel Power Query, or
Power BI
Benefits:
The Source File is not open while ExtendInsights writes data
Formulas, pivots, and charts remain intact
Analysis files can refresh automatically from the Source File
📘 Learn more about Power Query and Power BI
✅ Tip 4: Do Not Rename Worksheets After Download
Avoid renaming:
Workbook names
Worksheet names created by ExtendInsights
ExtendInsights maps saved searches to worksheet names.
If a worksheet name no longer matches the saved search name, ExtendInsights will create a new sheet during refresh.
✅ Tip 5: Schedule Saved Searches and Queries Carefully
To use scheduling:
Save the Excel file to OneDrive for Business or SharePoint
Scheduling recommendations
Avoid overly frequent schedules
Large or complex searches should run during off-peak hours (for example, 2:00 AM)
Excessive scheduling can impact NetSuite performance
If Excel Power Query Is Not Used
During scheduled runs:
Do not edit the workbook
Avoid opening the workbook in Excel Desktop
Disable worksheet filters
Share the workbook with View-only permissions
✅ Tip 6: Remove Schedules Before Deleting Saved Searches
Before deleting:
A worksheet, or
A saved search tied to a schedule
You must remove or disable the schedule first.
🛑 IMPORTANT
If you delete a worksheet without removing the schedule:
The job will continue to run
You will receive repeated error notifications by email
FAQs
How does ExtendInsights scheduling work?
Scheduled searches run at the defined times and update the Excel file
If saved search columns change, you must manually refresh once
Hourly schedules run on the hour
Example: A schedule added at 9:45 will run at 10:00, 11:00, 12:00, etc.
This is expected behavior.
What are the reasons for the Failed to Get Results error?
🛠️ Quick Fixes for Failed to Get Results Error
🔵 Field labels are not unique
Cause
Two or more columns share the same name. The error will be "Mismatch Headers".
Resolution
Update the saved search
Use Custom Label or Summary Label to make names unique
🔵 Filter Criteria has a null value
Saved search has criteria set with null values. Learn more about this error here.
Resolution
The workaround is to remove this line from your saved search criteria.
🔵 Mismatch number of Columns
User edited NetSuite Saved Search (remove, added, or renamed columns).
Resolution
Manually refresh the search in Excel to get the latest configuration of the saved search from NetSuite.
🔵 Workbook deleted prior to removing the schedule
When a workbook was deleted but it has a schedule set to pull saved searches from NetSuite.
Resolution
Need to recover the deleted workbook and schedule it before deleting it again
OR
Get the name of the Saved Search and send a message to support in the lower-right corner of the page. We can pause the workflow to stop the error notification.
📘 See the related article for additional errors encountered when streaming data from NetSuite.
Need Help?
Before contacting Support, search our Help Center:
If you still need assistance:
💬 Use in-app chat (bottom-right of the support site)
✉️ Email cloudextend-support@celigo.com
📎 Include the saved search name, workbook location, and screenshots where possible.