Find anything with advanced search
The two searches — the instant box in the top bar that sweeps the whole organization, and the Search screen's three-step criteria builder that digs into one project by field, operator, and value — plus the templates that save a search worth repeating.
At the end of this guide you'll use the right search for each job: the instant top-bar box when you know roughly what something's called, and the Search screen when you're hunting by criteria — this project, this content type, this field between these values.
The instant search: everywhere, by name
The Search... box in the top bar searches across your whole organization as you type, dropping down live hits labeled with their project, folder, and type. Pressing Enter runs a full-text search over documents, tasks, forms, and assets and lands you on a results page.
That's the reach-for-it-first tool. Its limit is precision — which is what the Search screen adds.
The Search screen: one project, precise criteria
Open Search in the left navigation. It walks three steps:
The Search screen's three-step criteria builder, with a project chosen and field criteria being added
Project — pick one. Advanced search digs into a single project by design; for everything-everywhere, that's the top-bar box above.
Content type — Document, Form, or Task, plus an entry for each of the project's assets. (There's no "document type" step — the type of content is the axis here.)
Optional criteria — where the digging happens:
- The Content & metadata box takes free text (Enter runs the search from here too).
- The FIELDS button opens the project's field list — toggle on the ones to filter by, and each becomes a criterion row.
- Enter a value in a criterion and its operator selector appears. Text fields offer word starts with / does not start with; numbers, currency, and dates offer the comparison set — equals through is between and including, which adds a second to input. Tasks add their own rows: Assigned to, Due On, Milestone, Priority, Task State.
Click SEARCH. Results arrive as cards (a toggle switches to a list), with your criteria fields as the columns.
Success check: search a project for documents where a date field is between and including two dates you know bracket real documents — the results should be exactly that slice, nothing else.
Templates: save the search worth repeating
A search an administrator expects people to run weekly — "invoices this month missing a PO," "tasks past due by milestone" — can be saved as a template: build the criteria, then SAVE AS TEMPLATE (organization administrators only). From then on everyone picks it from Select a template... at the top of the Search screen, and admins can UPDATE TEMPLATE as the need evolves. If you've never seen the template picker, that just means none exist yet — it hides when the list is empty.
Which search when
| You know… | Use |
|---|---|
| Part of its name, could be anywhere | Top-bar instant search |
| The words inside it, could be anywhere | Top-bar box + Enter (full text) |
| The project and the criteria that define it | Search screen |
| That this exact hunt happens every week | A saved template |