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Using Workspace Search in Wrike

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Wrike Documentation Team

Wrike Documentation Team

TL;DR

Use the Wrike search bar or Cmd/Ctrl + K to find tasks, projects, comments, files, people, and other workspace content. Results are grouped by category and can be expanded or opened fully in Table view with Cmd/Ctrl + Enter. Apply item and location filters to narrow results, hover for quick-open actions, and click an empty search bar to reuse your last three searches.

Table 1. Availability - Legacy plans

Free Professional Business Enterprise
Availability: Legacy Free, Legacy Professional, Legacy Business, Legacy Enterprise; Unavailability: ;

Table 2. Availability

Free Team Business Pinnacle Apex
Availability: Free, Team, Business, Pinnacle, Apex. ; Unavailability: ;

Overview

All users can use search in the Wrike workspace to quickly locate relevant work. Powered by advanced machine learning and personalized relevance, workspace search brings your tasks, projects, folders, custom items, spaces, custom field data, task comments, request forms, reports, files, and team members together into a single, organized view.

How to Use Workspace Search

  1. Click the search bar 1 in the sidebar, or use:
    1. Command + K on Mac
    2. Ctrl + K on Windows
  2. Enter your search term in the search bar 2. Results appear automatically by category:
    1. Tasks: Up to three results
    2. Projects & Folders: Up to three results
    3. Comments: Up to three results
    4. Custom Fields: Up to three results
    5. Request Forms: Up to three results
    6. Reports: Up to three results
    7. Other categories (Files, Spaces, etc. ): Up to one result per category, based on availability.
  3. Click Show more 3 to display up to 20 most recent results in a category.
  4. Click Show all XX in table 4 or press Enter to open the complete result set in Table view.

Note

Workspace search remembers your location context when transitioning results into Table View. Only Regular Users, Admins, and Account Owners can search for users by name or email. External Users, Collaborators, Contributors or Viewers don't have this option.

Your last three searches are saved directly below the search bar - simply click any recent search to run it again.

Filtering Options

Item Filter

Narrow down large result sets by selecting item filters or typing search commands directly into the search field.

Filter Action Workspace Search Response
Apply Item Filter The selected category automatically expands to display its top 20 results.
Remove Filter (All Items) Results collapse back to the default layout (3 tasks, 3 projects/folders, 1 other).
Item Filter.gif

Location Filter

Choose whether to search within your currently active folder/project, active space, or across all locations in your workspace. The options visible in the location picker dynamically adjust based on where you trigger search from.

Location Option Workspace Search Response
Active Folder / Project Restricts your search query strictly to the currently selected folder or project context.
Active Space Restricts your search query to all assets located within your current active space.
Everywhere Searches across your entire accessible Wrike workspace without location bounds.
Location Filter.gif

Quick Hover Actions

Hover over any search result to access quick actions without losing your context:

  • In Recent Items (Empty Search): Hover over an item to select Open in New Tab.
  • In Active Search Results:
    • Tasks, Projects & Folders: Hover to select Open in Table or Open in New Tab.

    • Other Categories: Hover to select Open in New Tab.

      Quick Hover Actions.gif

How Items Open

Workspace search opens items with specific background contexts so you never lose track of where your work lives:

  • Tasks: Open in Item View with their primary parent project, folder, or space in the background. Tasks with multiple parents open within the context of their first parent. Unparented tasks open in a centered modal view.

  • Projects & Folders: Open to their default workspace view with the Info Pane active on the right side.

    How Items Open.gif

Pro-Tips & Keyboard Shortcuts

  • Instant Table View: Press Cmd + Enter (Mac) or Ctrl + Enter (Windows) after typing to bypass the dropdown and open your search results directly in Table View.
  • Search Recents: Click the empty search bar to access your last 3 search terms for instant repeat queries.

What’s Next?

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