Search across your work

Search helps you find existing work without manually browsing every Space, Collection, List, or app area. Search results depend on your access, the active context, and the data available to your account.

Use Search when you need to:

1. Find a task, list, doc, dashboard, goal, contact, company, or other work item.
2. Recover work when you do not remember where it lives.
3. Confirm whether an item exists before creating another one.
4. Open a result quickly from a search entry point.

Before you start

• You can only see results you have permission to access.
• Results may depend on the active Space or search scope.
• Archived, deleted, private, or restricted items may not appear in normal search results.

How Search works

1. Open Search from navigation or a search entry point.
2. Type the name, keyword, or partial phrase you remember.
3. Review results by title, type, and context.
4. Open the result that matches the work you need.
5. If the result is missing, broaden the search or check access and filters.

Expected outcome: You can find existing work even when you do not remember the exact location.

Search by item name

1. Open Search.
2. Type the title or a recognizable part of the title.
3. Review matching results.
4. Open the result.

Search by broad terms

1. Open Search.
2. Type a broad term such as invoice, meeting, client, launch, risk, or blocked.
3. Review results that include the term in searchable fields.
4. Narrow the query if too many results appear.

Search when you do not know the exact name

1. Try a partial word from the item name.
2. Try a related owner, client, project, or topic term.
3. Search inside the most likely Space when scope options are available.
4. Check recently deleted or archived areas if the item used to exist but no longer appears.

Search Behavior

• Search should support full and partial terms where indexed data is available.
• Multi-word searches can match when each word starts a matching searchable word.
• Search may rank exact title matches higher than broad content matches.
• Permission-restricted items should not appear to users without access.
• Search results can differ by Space, feature, and item type.
• CRM searches can match contact or company names and may also match available email or phone values.

Result Type Reference

Search can return different result types depending on what is indexed for your account and Space.

Result type	What it can find	Common reason it may be missing
Task	Tasks and subtasks you can access.	Task is private, deleted, archived, or outside the active scope.
Folder	Collection folders.	Folder is private, moved, or in another Space.
List	Lists and list-like work areas.	List is hidden by access, deleted, archived, or outside scope.
Dashboard	Dashboards you can open.	Dashboard is restricted, archived, or unavailable in the Space.
Goal	Goals you can open.	Goal is restricted, archived, or outside the active Space.
Doc	Docs you can open.	Doc is private, deleted, archived, or not indexed in this scope.
Whiteboard	Whiteboards you can open.	Whiteboard is private, deleted, archived, or outside scope.
Contact or company	CRM records by name, email, or phone when available.	CRM is unavailable, record is restricted, or details are missing.
Chat	Chat conversations you can access.	Conversation is unavailable, restricted, or outside scope.
Reminder	Reminders you can access.	Reminder is outside scope, deleted, archived, or unavailable.

• Search navigation item or app-shell search entry when available.
• Help recommendations may point to Search when users cannot find work.
• Command Center is separate; use it for commands and quick create actions.

Controls and states

Control or area	What it does	Important states
Search input	Accepts full words, partial words, names, and broad terms.	Empty query, typing, cleared query, unsupported term.
Result list	Shows matching accessible work.	Loading, no results, many results, restricted results hidden, paged results.
Result item	Opens the selected work item.	Item opens, no access, item moved, item archived/deleted.
Scope controls	Narrow results when available.	Wrong Space, wrong feature area, broad scope, restricted scope.

Searchable content expectations

• Search should be useful for common object names such as tasks, lists, docs, dashboards, folders, goals, contacts, companies, and whiteboards when those items are indexed.
• Partial search should help when users remember only part of a title.
• Access rules still apply; Search should not expose work the user cannot open.
• Archived or deleted work may require Settings areas such as Archived or Recently Deleted instead of normal Search.
• A direct link can still open an item that a specific search surface does not show if that surface uses a narrower scope.

Troubleshooting

Search returns no results

• Symptom: You search for an item and nothing appears.
• Cause: The item name may differ, the active scope may be wrong, the item may be archived or deleted, or you may not have access.
• Resolution:
  1. Try a shorter or broader query.
  2. Check the active Space.
  3. Search for a related word, owner, or project.
  4. Check archived or recently deleted items if you have access.
  5. Ask the item owner or admin to confirm access.

Too many results appear

• Symptom: Search returns many unrelated items.
• Cause: The query may be too broad.
• Resolution:
  1. Add a more specific word.
  2. Include the item type, such as task, doc, list, contact, or dashboard.
  3. Narrow the Space or app area scope if available.

You can open an item from a link but not find it in Search

• Symptom: A direct link opens the item, but Search does not show it.
• Cause: The item may not be indexed for the current search surface, or it may be outside the active scope.
• Resolution:
  1. Confirm the Space and feature area.
  2. Try searching from a broader entry point.
  3. Report an issue with the direct link and search query if the item should be searchable.

FAQ

Does Search show private or restricted work?

Search should only show work your account can access. If you need access, ask the item owner or Space admin.

Should I use Search or Command Center?

Use Search to find existing work. Use Command Center when you want to search commands or quickly create supported work.