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KanBo Search

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In this article:

Overview

KanBo includes a search tool that allows you to quickly find information and content within the platform. It allows you to search for specific keywords or phrases. You can also use advanced search options such as search filters, sorting, and commands to narrow the results.

KanBo will always show you results from spaces where you have at least a visitor permission. Results from spaces that you do not have access to will never be shown. This rule applies to both cards and documents.

KanBo Search is based on two search engines: its own search engine and the engine built into SharePoint / Microsoft 365. 

Opening and closing the KanBo Search

To open KanBo Search:

  • On the Sidebar, select the loupe icon.

You can use the "S" key as a shortcut to the KanBo Search.

You can limit the search results to a specific space by opening KanBo Search while you are in that space.

Example: KanBo Search limited to the Green Week space.

To switch from space KanBo Search to general KanBo Search, simply uncheck the box.

To close KanBo Search:

  • Select the Escape key or the loupe icon again.

Search sections

KanBo compiles search results into an easy-to-read page consisting of six general sections:

  1.  Cards
  2.  Comments
  3.  Documents
  4.  Spaces
  5.  Workspaces
  6. Users

Example: The top KanBo Search menu.

If you open KanBo Search while in space and narrow the search area to that space, you will see only four sections (without spaces and workspaces).

1. Cards

In this section, you will find all the cards that match your search phrase. They are ordered by an advanced algorithm that figures out how relevant each card is to you, based on how you use KanBo and how other users interact with the cards you find.

The search phrase can appear either in the name of the card or in its elements. This means that the card will appear in the search engine even if the phrase is in a comment or inside a text document contained in the card.

Example: The search term may appear in the name of the card, in a comment, or in an excerpt from a text document attached to the card.

Cards are sorted by how relevant a search term is. You can filter cards based on card users, responsible persons, status roles, spaces, and attached documents.

2. Comments

This section will show you all card comments that contain your keyword. 

Comments are sorted by how relevant a search term is. You can filter comments based on spaces and the users working in them.

3. Documents

KanBo keeps track of any document that you attach to a card. The results are sorted using the same algorithm as the cards in the previous section. This makes sense because most documents are related to the context of the cards.

The search results will show documents with the phrase you searched for in their name and in their content.

4. Spaces

This section shows all the spaces you can access that match the filters, or contain your keyword in the name or contents (description, cards, etc.).

Spaces are sorted by how relevant a search term is. You can filter workspaces based on your space access level and the users working in them.

5. Workspaces

This section shows all the workspaces you can access that match the filters, or contain your keyword in the name or description.

Workspaces are sorted by how relevant a search term is. You can filter workspaces based on which users are working in them.

6. Users

Here you can search for specific users. If the name of a user contains the search phrase, their account will be displayed. 

Users are sorted by the relevance of the search term.

When you hover over a user, you can check their user profile, and user activity stream, or go to their MySpace (if you have access).

To open the user menu:

  • Hover over a user, and then go to More (the three-dot menu).

FAQ

Try to use search filters to narrow down your search results. You can use search commands to precise your query. Change search sorting if the date is significant in this query.

Yes, you can limit your scope to the current space by ticking the box on the right.

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