Overview
Use Search & Filters when your document list is large and folders alone are not enough. This feature is built for real day-to-day questions like: “Show me all PDFs from last month”, or “Show me invoices owned by Alex”.
You can use this to:
- Find a file by keyword (file name, folder name, or tag name).
- Narrow results using filters like date range, file type, size, owner, tags, and folder.
- Save time by saving common filters (example: “My PDFs this month”).
- Use quick filters like Today / This Week / Last 7 days (when enabled in your setup).
Real-life example: Every morning, you need “all new files uploaded in the last 7 days that are tagged Urgent”. Save this as a filter once, then reuse it daily.
How it works
- Search looks for your text in file names and can also match folder names and tag names.
- Filters add rules to narrow results (date range, type, size, owners, tags, folder).
- Saved Filters store your rules with a name so you can apply them again later.
- Quick Filters are pre-set date shortcuts like “Today” or “Last 30 days”.
Good to know: Filters usually apply to the Files list (and sometimes within a chosen folder). If your results look empty, check whether you are filtering by a specific folder.
Step-by-step guide
- Open Documents → Files.
- Use the search bar to type a keyword (example:
contract). - Apply filters such as:
- Date From and Date To to limit by upload/created date
- File Types like
pdf,xlsx - Tags like
ApprovedorUrgent - File Owners to see files from specific people
- Folder if you want to search within one folder
- If you use the same filter often, create a Saved Filter and name it clearly.
- Use Quick Filters for common date ranges (Today / This Week / Last 7 days).
Fields table (Saved Filter / Quick Filter)
| Field Name | Description | Example |
|---|---|---|
Filter Name |
The name you give this filter so you can reuse it later. |
My PDFs (Last 30 Days) |
Description |
Optional note explaining what the filter is for. |
Monthly review for audit prep |
Owner |
Who created/owns this saved filter. |
Alex |
Date From |
Include files created from this date (start). |
01/03/2026 |
Date To |
Include files created until this date (end). |
31/03/2026 |
File Types |
Comma-separated extensions to include. |
pdf,xlsx |
Minimum Size (KB) |
Only show files larger than this size (0 = no minimum). |
50 |
Maximum Size (KB) |
Only show files smaller than this size (0 = no maximum). |
5000 |
File Owners |
Only show files owned by these users. |
Alex, Maria |
Tags |
Only show files that have these tags. |
Urgent |
Folder |
Limit the search to one folder (if you want to focus). |
Finance / 2026 |
Quick Filter |
Marks this filter as a quick shortcut filter. |
On |
Quick Filter Type |
Which shortcut range it represents.Last 7 Days |
Last 7 Days |
Set as Default |
Automatically apply this filter when you open the files list (if enabled). |
On |
Created |
When the filter was created. |
07/04/2026 |
Last Modified |
When the filter was last changed. |
07/04/2026 |
Field Explanations (all fields in the table)
Filter Name
Use a name that explains the result, not the setup (example: “Invoices to Review”).
Description
Add a short “why” so others (or future you) understand the purpose.
Owner
The user who created this filter. Useful if filters are shared in your process.
Date From / Date To
The time window for files (helps with weekly/monthly work).
File Types
Limit results to certain formats (example: only PDFs).
Minimum Size (KB)
Useful to hide tiny files like icons or placeholders.
Maximum Size (KB)
Useful when you want only “small attachments” or to avoid huge videos.
File Owners
Helps when you want “my files” or “files from the Finance team”.
Tags
Use tags as a filter when your team uses labels consistently (example: “Approved”).
Folder
Use this when you want to focus on one folder instead of searching everywhere.
Quick Filter
Marks a filter as a shortcut like Today/This Week.
Quick Filter Type
Defines the date range of the shortcut (Today, This Week, Last 30 days, etc.).
Set as Default
Makes your preferred filter apply automatically when you open the Files list.
Created
Helps with housekeeping (old filters can be removed).
Last Modified
Helps confirm whether the filter rules were updated recently.
Tips
- Use tags + filters together (example: Tag =
Approvedand File Type =pdf). - Keep saved filters short and meaningful; delete filters nobody uses.
- If you’re a manager, standardize a few “team filters” (Today, Last 7 days, Pending).
Common mistakes
- Too many filters: If there are 30 saved filters, people won’t use them. Keep the best 5–10.
- Confusing filter names: “Filter 1” or “Test” will not be used later.
- Forgetting folder limit: If you filter to one folder, you may think files are missing.
- Using file type without commas: Use comma-separated extensions (example:
pdf,docx).
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