Who Is This For?
All Users – locating documents, templates, training, and tasks
Authors / Owners – narrowing lists to working items
QA / Managers – applying targeted filters for reviews and audits
How to Do It?
Step 1: Use Global Search to find anything across modules
From the Sidebar > Search, enter a keyword, ID, user name, or phrase and press Enter. Results show matches across modules (e.g., Documents, Templates, Users) and indicate the module for each item.
📎 References:
Step 2: Use In-List Search for fast results in the current module
Open a module (e.g., Documents) and type in the search bar at the top of the list view. Matching results appear immediately and are limited to the active module.
💡 Use in-list search when you already know the module you’re working in—it’s faster than global.
📎 Reference: Navigating the Document Page
Step 3: Apply Filters to refine results
Click the three horizontal lines icon beside the search bar to open filters. Select criteria like Type, Process, Owner, or State. The list updates automatically to show only records that match.
Click the filter icon (three horizontal lines).
Choose one or more filters (e.g., Type, Process, State).
Review the auto-updated list.
❗ Compliance reminder: Filters only change what you see, not your access rights. You’ll still only see records you’re permitted to view.
📎 Reference: Exploring the User Interface
Step 4: Save Quick Filters (Segments) for one-click reuse
After applying filters, click Save As to store the set with a custom name. Choose Private (for yourself) or Shared (for your team). Saved filters appear as buttons beside the search bar for one-click access.
Apply your desired filters.
Click Save As.
Name the filter and choose Private or Shared.
Access the saved filter from the buttons beside the search bar.
💡 Create a shared “Due this week” or “My approvals” segment for your team to standardize views.
📎 Reference: Using the My Work Dashboard
Tips
💡 Start broad with Global Search, then narrow down with In-List Search and Filters.
💡 If results look off, check whether you’re viewing Working Copies, Effective, or Retired in the Top Bar.
💡 Save frequently used conditions as Shared segments to align team workflows.