Search

Search is the fastest way to find a record or a document without knowing which module it lives in — for users who have it. This page covers who has search, what its results mean, and what to use instead if you don’t.

Who has search

Search is available when three things line up: your plan includes it, it’s turned on for your account, and you hold all-record access rather than access limited to specific record groups.

Meet all three, and a magnifying-glass icon sits in the header on every page. Click it to open a search panel at the side of the screen — type at least three characters and results appear as you type, with no button to press. The page you were on stays behind the panel, and closing it returns you to exactly where you were; open search again later in the same browser tab and your last query is still in the box.

Without all-record access, no search icon appears — there’s no smaller version of search waiting behind it. Use the floating column filters on any list page instead: see Filtering within a list.

What search returns

Results come back in two groups, each covering only the modules you have access to.

Record results

A record result is matched on the record’s own fields — its name, identifiers, or other details. A record can also surface because of something attached to it: when the match came from a calendar event or a timeline entry rather than the record itself, the result says so, labeled Matched event: …, so you can see why it’s there. Clicking a record result opens that record’s page.

Attachment results

An attachment result is a match found inside the text of an uploaded file, not just its filename. Each result shows a snippet of the matching passage and how many places in the file matched. Clicking the result opens the record the attachment belongs to; a separate button on the result opens the file itself.

How search matches text

Search is hybrid — semantic matching and exact-keyword matching run in a single pass, not as separate modes. A search for indemnification can surface a clause that reads “hold harmless” through meaning alone, while exact terms still match exactly as expected.

Results are ranked best-first and are a shortlist, not a complete list. When you need every matching record in a filterable view, use a module’s list page or Reports instead.

If the semantic side is briefly unavailable, the panel says so and falls back to keyword-only matching until it’s back — you still get results, just without the meaning-based reach. That’s a temporary degrade, not a separate mode you can choose.

What search can’t find

Search is upfront about its limits.

Unreadable files

Photos, scans with no text layer, unsupported file formats, and files still processing after upload can’t be text-searched. When any of your attachments aren’t searchable yet, the panel reports how many — so an empty Attachments section means “no matches,” not “we didn’t look.”

Workflows aren’t included

Search covers records and attachments only. Open workflows live on the Dashboard and the Workflows view instead.

Scoped by module access

Search respects module access the same way every other page does: records in modules you can’t open never appear in results, and an attachment follows the same rule as the record it belongs to.