Overview #
As your organization grows and accumulates more tasks, projects, and conversations in Workflo, the ability to quickly locate specific information becomes essential. Workflo provides robust filtering and search capabilities to help you cut through the noise and find exactly what you need.
Search #
Global Search #
Workflo’s Search function allows you to search across your entire workspace — tasks, projects, and conversations — using keywords. The search engine indexes task titles, descriptions, and identifiers, making it fast and accurate.
How to use search:
- Click the Search icon or use the keyboard shortcut
- Enter a keyword or phrase
- Browse the results, which may include matching tasks, projects, and messages
Search results are scoped to content you have access to — you will never see results from projects or chats you are not a member of.
Filters #
What Are Filters? #
Filters allow you to narrow down a list of tasks based on specific criteria. Rather than scrolling through an entire project, filters let you display only the tasks that match your defined conditions.
Filterable Fields #
Tasks can be filtered by a wide range of attributes, including:
| Filter Field | Description |
|---|---|
| Assignee | Show tasks assigned to a specific person |
| Priority | Show tasks of a specific priority level |
| Due Date | Show tasks due within a date range |
| Completion Status | Show completed or incomplete tasks |
| Tags | Show tasks with a specific tag |
| Section | Show tasks in a particular section |
| Custom Fields | Filter by any custom field value (e.g., Billing Status = Invoiced) |
Applying a Filter #
- Open the project or workspace task view
- Click the Filter button
- Select the criteria you want to apply
- The view updates instantly to show only matching tasks
Multiple filters can be applied simultaneously for highly specific queries.
Saved Filters #
Frequently used filter configurations can be saved for reuse. A saved filter stores your filter criteria under a name so you can apply it with a single click in future sessions.
Examples of saved filters:
| Filter Name | Criteria |
|---|---|
| My Open Tasks | Assignee = Me, Status = Incomplete |
| Overdue Items | Due Date = Past, Status = Incomplete |
| High Priority This Week | Priority = High, Due Date = This Week |
| Client A Deliverables | Tag = Client A, Status = Incomplete |
Saved filters are tied to your workspace, so they are available across sessions.
Calendar View #
The Calendar view in Workflo provides a date-based perspective on your tasks. Tasks with due dates appear on the calendar, giving you a visual overview of what is scheduled and when. This is particularly useful for:
- Spotting deadline clusters
- Planning workload distribution
- Reviewing upcoming deliverables at a glance
Activity Feed #
The Activity feature allows you to review a chronological log of actions taken within a workspace — task updates, project changes, member additions, and more. This is useful for staying informed about what has happened in your workspace without needing to check each project individually.
Best Practices #
- Save your most common filters. If you find yourself applying the same filter repeatedly, save it. This significantly speeds up your daily workflow.
- Use tags to enable cross-project filtering. Tags applied consistently across tasks let you filter across multiple projects simultaneously — for example, viewing all tasks tagged with a specific client name regardless of which project they are in.
- Use the Calendar view for deadline management. Reviewing tasks by due date helps identify periods of high workload and allows you to proactively redistribute work before deadlines pile up.
- Combine filters for precision. Multi-criteria filters (e.g., Assignee = Jane + Priority = High + Status = Incomplete) produce very targeted results that make it easy to focus on the most urgent work.
