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Search & Filter


Search in the parent navigation

The search function is always available in the top-level navigation bar and allows you to quickly find items without having to open a specific project first.


New or changed items may take some time to appear in the search results, as they must first be indexed.


The search results display tasks and topics, documents, folders, contacts, and meetings. If a phone number is on file, you can call contacts directly from the search results.



To narrow your search to a specific project, you can select it. Only search results from that project will then be displayed. You can expand the search to include all projects again at any time.



The expanded view allows you to display all search results for a specific division—such as all tasks or documents—together.



In addition, you can switch between the sorting criteria "Relevance" and "Modification Date." When sorting by “Relevance,” various factors are taken into account to display the items likely to be most important to the user at the top. When sorting by “Modification Date,” the most recently modified items are displayed at the top. The following section describes in detail how search terms are matched against the content, particularly when multiple search terms or special characters are used: How the Text Search Works.




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Search directly within the project

Within a project, you can search directly for an element, which displays the results immediately in the corresponding division. The search works according to the same principle for all elements. In the document repository, for example, you can search using the search field in the menu bar, and the results are displayed directly in the document repository. The following section describes in detail how search terms are matched against the content, particularly when multiple search terms or special characters are used: How the Text Search Works.


In addition, the results can be sorted by various criteria, such as name or date. The available sorting criteria depend on the type of items and may therefore vary in other divisions. To simplify the search, additional filter criteria can be set using the filter function.



In the document repository, you can also use the search bar to specify whether to search only by name or by name, metadata (e.g., file size), and content. By default, all information is searched.



By expanding the search criteria, you can include additional divisions in the search—for example, changing the search scope from "All Tasks" to "All." In this case, the search will also include information, decisions, and topics.



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How the Text Search Works

Whether you’re searching in the top-level navigation or directly within the project, any search term you enter is matched against the content using the same rules. A search term is found if it matches an entire word or appears at the beginning of a word. Therefore, when searching for “final invoice,” the search terms “final” or “invoice” will also yield a result, but “invoice” will not, since it does not appear at the beginning of a word.


When performing a search for multiple terms, the search will also return items that contain only one of the terms, since the search uses an "OR" operator.


If the search term contains special characters or quotation marks, items with different special characters will also be found, since certain characters are treated as word separators.


The following characters are treated as delimiters in the search field: space, " ", ,, :, ;, /, \, &, +, %, [, ], (, ), ?, =
The following characters are not treated as delimiters, but the string will also be found when searching for its individual parts: -, _
The following character is treated as a separator only if it appears exactly once in the search term: .


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Filter Function

In all divisions, views can be filtered by criteria, allowing you to display only the relevant items. The specific criteria available depend on the item in question. The menu bar provides settings for the view, sorting, and filter criteria. The options for view and sorting also vary here depending on the element.


When combined with sorting and favorites, filtered views can be saved, allowing you to create helpful, recurring reports. For more information on favorites, see the following article: Favorites.



Using the filter function, you can set filters based on various criteria and combine them as desired. To review the visibility settings, additional visibility filters are available at Project Administrators. For more information, see the following article: Visibility & Permissions.



When using checkboxes, the filter is applied as soon as a checkbox for a criterion is selected. If multiple filters for the same criterion can be combined, by default only results that meet all selected criteria are displayed. Using the OR operator, however, causes all results that meet at least one of the criteria to be displayed. Filter criteria such as Categories or Document Properties can be defined in the project settings.



The timeline can be used to narrow down a date range. Using the date selector, you can choose a specific day on the calendar or set a dynamic range, such as the last 7 days. With a dynamic range, the date adjusts automatically so that the selected time period is always displayed, regardless of when the filter view is opened.



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Updated on: 06/08/2026