Follow these recommendations when downloading and scheduling NetSuite saved searches and queries with ExtendInsights Analytics.
These practices help prevent refresh errors, protect Excel formulas and visualizations, and keep scheduled reports running reliably.
✅ Use Unique Column Labels
Every results column in a NetSuite saved search must have a unique label. Duplicate labels can cause a Mismatch Headers or Failed to Get Results error in ExtendInsights.
When configuring the saved search in NetSuite:
Give each results column a unique name.
If a field name contains special characters, enter a Custom Label without special characters.
For grouped or summarized results, enter a unique Summary Label.
After Changing Saved Search Columns
If you add, remove, rename, or reorder columns in a NetSuite saved search:
Open the workbook in Excel.
Launch ExtendInsights.
Locate the saved search on the Reports tab.
Refresh the saved search manually.
Perform this manual refresh once before relying on its schedule again. This allows ExtendInsights to capture the saved search’s updated column structure.
✅ Use Excel Online When Downloading Large Searches
Switching between workbooks in Excel Desktop while ExtendInsights is writing data can interrupt the download process.
When downloading a large saved search or running multiple downloads:
Open the source workbook in Excel Online.
Start the refresh from ExtendInsights.
Allow the refresh to finish before editing the source workbook.
Continue working in other Excel files separately.
This approach is particularly helpful for large data sets and concurrent refreshes.
✅ Use a Dedicated Source Workbook
Store downloaded NetSuite data in a dedicated Excel workbook instead of building formulas, PivotTables, and dashboards directly on the downloaded worksheets.
Recommended workflow:
Download saved searches into a dedicated source workbook.
Save the source workbook to OneDrive for Business or SharePoint.
Connect separate analysis workbooks to the source workbook using:
Excel Power Query
Power BI
Build formulas, PivotTables, charts, and dashboards in the separate analysis files.
This approach provides several benefits:
ExtendInsights can update the source workbook without interfering with analysis.
Formulas, PivotTables, and charts remain protected from changes to downloaded data.
Multiple reports can use the same source data.
Analysis workbooks can refresh from the updated source workbook.
📘 Learn more about using SharePoint or OneDrive data with Power Query and Power BI.
✅ Keep Workbook and Worksheet Names Consistent
Avoid renaming worksheets created by ExtendInsights.
ExtendInsights uses worksheet names to map downloaded data to the corresponding saved searches. If you rename a worksheet, ExtendInsights may create a new worksheet during the next refresh instead of updating the renamed sheet.
For scheduled workbooks:
Avoid renaming the workbook.
Avoid moving the workbook to another OneDrive or SharePoint location.
Keep the worksheet names created by ExtendInsights.
If you must rename or move the workbook, review and test its schedules afterward.
✅ Schedule Saved Searches and Queries Carefully
Scheduled workbooks must be saved to:
OneDrive for Business
SharePoint
Workbooks stored only on your computer cannot be scheduled. This is expected behavior.
When configuring schedules:
Select a frequency that matches the reporting requirement.
Avoid refreshing data more frequently than necessary.
Run large or complex saved searches during off-peak hours.
Consider scheduling resource-intensive searches overnight.
Test saved searches and queries manually before scheduling them.
Review schedules regularly and remove those that are no longer needed.
Excessive scheduling can affect 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
✅ Remove Schedules Before Deleting Workbooks or Worksheets
Before deleting a scheduled workbook, worksheet, or saved search:
Open ExtendInsights.
Go to the Schedule tab.
Locate the associated schedule.
Remove the saved search or query assignment, or delete the schedule.
Confirm that the schedule is no longer active.
Delete the workbook, worksheet, or saved search.
If you delete the workbook or worksheet first, the scheduled job may continue running and generate repeated error notifications.
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
🔵 Duplicate or Mismatched Column Labels
Symptoms
ExtendInsights displays a Mismatch Headers or Failed to Get Results error.
Why This Happens
Two or more saved search results columns use the same label, or the labels in NetSuite no longer match the worksheet structure expected by ExtendInsights.
How to Resolve the Issue
Open the saved search in NetSuite.
Go to the Results tab.
Assign a unique Custom Label or Summary Label to each column.
Save the NetSuite saved search.
Return to Excel and refresh the saved search manually.
🔵 Filter Criteria has a null value
Symptoms
The saved search runs in NetSuite but ExtendInsights displays Failed to Get Results
.
Why This Happens
The saved search contains an incomplete criteria row with a blank or null value. NetSuite’s API cannot process the incomplete filter.
This is a NetSuite API limitation.
How to Resolve the Issue
Open the saved search in NetSuite.
Go to the Criteria tab.
Locate the filter row containing the blank or null value.
Remove the incomplete criteria row or enter a valid value.
Save the saved search.
Return to Excel and refresh it manually.
🔵 Mismatch number of Columns
Symptoms
The saved search was previously working, but the refresh fails after someone changes its results columns in NetSuite.
Why This Happens
The number or order of columns in NetSuite no longer matches the saved search structure stored by ExtendInsights.
This can happen after someone:
Adds a results column.
Removes a results column.
Renames a column.
Changes the order of the columns.
How to Resolve the Issue
Open the workbook in Excel.
Launch ExtendInsights.
Go to Analytics > Reports.
Locate the saved search.
Refresh it manually.
ExtendInsights retrieves the latest saved search configuration and updates the worksheet structure.
🔵 Workbook deleted before removing the schedule
Symptoms
You continue receiving scheduled refresh error notifications after deleting a workbook.
Why This Happens
The workbook was deleted before its schedule was removed. The scheduled job continues trying to update a workbook that no longer exists.
How to Resolve the Issue
If the workbook can be recovered:
Restore the workbook from the OneDrive or SharePoint recycle bin.
Open ExtendInsights.
Remove the saved search or query assignments from the schedule, or delete the schedule.
Confirm that the schedule is no longer active.
Delete the workbook again if it is no longer needed.
If the workbook cannot be recovered, contact CloudExtend Support. Include the saved search name, schedule name, and previous workbook location so Support can help stop the scheduled workflow.
Related Articles
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.