Saved Searches
Saved searches let you store a search query and filter combination and re-run it with a single click. Instead of re-applying the same discipline, status, and zone filters every morning to check your daily document queue, you save it once and access it from the saved search dropdown.
What a saved search stores
A saved search captures a snapshot of:
- The search bar query (text, boolean operators, field prefixes)
- All active filters from the filter panel (status, discipline, type, zone, etc.)
- The current sort order (by column and direction)
It does not snapshot the results — every time you run a saved search, it re-executes against the current data, so newly added documents appear automatically.
Creating a saved search
- Set up the search bar query and filter panel exactly as you want to save them.
- Verify the results look correct.
- Click the Save Search button (bookmark icon) next to the search bar.
- In the dialog:
| Field | Description |
|---|---|
| Name | A short, descriptive label (e.g. "Approved Structural — Zone A") |
| Shared | If enabled, the saved search is visible to all project members. If disabled, it is private to you. Only Project Admins can create shared saved searches. |
- Click Save.
The saved search is immediately added to your saved search list.
Using a saved search
Click the Saved Searches dropdown (bookmark icon) next to the search bar. Your saved searches appear grouped:
- My Searches — your personal saved searches
- Project Searches — shared searches visible to all project members
Click any saved search to apply it. The search bar and all filter panel fields update to match the saved configuration, and results refresh immediately.
Editing a saved search
- Open the Saved Searches dropdown.
- Click the ⋮ (more options) next to the search you want to edit.
- Select Edit.
- The search bar and filters are loaded into the panel — modify them as needed.
- Click Update Search to overwrite the existing saved search, or Save as New to keep the original and create a copy.
Deleting a saved search
- Open the Saved Searches dropdown.
- Click ⋮ next to the search to delete.
- Select Delete.
- Confirm deletion.
Deleting a shared saved search removes it for all project members.
Sharing a saved search
When creating or editing a search, toggle Shared to make it available to all project members. Members can use shared searches but cannot edit or delete them (only the creator or a Project Admin can).
Common use cases for shared searches:
| Search name | Query | Purpose |
|---|---|---|
| "For Review — Structural" | discipline:structural AND status:for_review | Document controller's daily queue |
| "Approved Drawings — Zone A" | type:drawing AND status:approved AND zone:Zone-A | Construction team's current approved set |
| "All Superseded" | status:superseded | Archive audit — all superseded records |
| "Active NCR Documents" | type:NCR AND NOT status:archived | Quality team's live NCR list |
Limitations
- A project can have up to 50 shared saved searches.
- Personal saved searches are unlimited.
- Saved searches cannot trigger notifications — they are a manual run-on-demand tool. For automated alerts, use the Notifications system.
What's next
- Advanced Search — the full query language reference
- Document Register — back to the register overview
- Bulk Import/Export — export the results of a search to Excel