ANS-0027 · SAVED SEARCHES & FORMULAS
How to Display the Approver’s Name on an Expense Report Saved Search
Leverage NetSuite's System Notes to identify the user who approved an expense report by tracking status changes.
Short answer
To show the approver's name on an Expense Report Saved Search, use System Notes. Filter for changes in `document status` where the old value was `Pending Supervisor Approval`. Then, display the `Set By` value from the System Notes to reveal the approver's user name.
Scenario
Users often need to identify the specific individual who approved an expense report within NetSuite. While direct supervisor approval fields may not be explicitly exposed or logged in System Notes, the approval process inherently changes the expense report's status, which can be tracked.
Solution
While supervisor approval is not a field directly exposed or logged in the system notes, the status of an expense report changes when it gets approved. To identify the approver, a saved search can be created. Configure this search with a filter specifying that the System Notes field document status has changed, and that its old value is Pending Supervisor Approval. For the output, set the Set By value of the System Notes. This method allows the identification of the user who performed the approval action by tracking the status transition.
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