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Using Workspace Search in Wrike

Table 1. Availability - Legacy plans


Overview

All users can use the workspace search.

Note

Press CMD + K for mac users on your keyboard to open the search box.

Use the search box in Wrike’s workspace to quickly find relevant work. Wrike uses advanced machine learning and personalized output to help you find the items you want faster.

From one place, you can search for tasks, projects, custom items, folders, spaces, data in custom fields, comments in tasks, request forms, reports, files, or other members of your account. The results are classified by category for your convenience, optimising visibility and understanding. Utilize search commands to filter and find tasks, folders, or projects that meet specific criteria.

Note

Searching by account user isn't available to external users and collaborators.

Use search

To search for tasks, folders, projects, spaces, data in custom fields, comments in tasks, request forms, reports, files, and users among all items you have access to:

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  1. Click the Search 1 icon in the sidebar to open the search box.

  2. Type an item’s or a person’s name, use keywords to search, or use the ID number.

  3. Select the item you’re looking for from the list when it appears.

  4. If you don't see the item that you're looking for on the list, click Show more 2.

  5. To see the full list of tasks that match the search criteria, click the Search icon 3 or press Enter on your keyboard after entering the search keyword.

    Tip

    Press the Back button (CMD + left arrow for Mac users or use the backspace keyboard button for Windows users) within the complete search results list to return to the previously open view before initiating the search.

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Wrike searches everywhere by default. If you start the search while you're in a folder, project, or space, you can use the tabs under the search field 4 to show results from only the current folder/project or space.

You can use the search to quickly access different areas of your workspace. For example, if you type "Timesheets" in search, you'll see the Suggested area 5 in the quick search panel. Depending on your permissions, you might see the link to the Timesheets area of your workspace and if you're an account admin there will be the Manage timesheets link to the Timelog tab in the account settings. The search bar offers similar suggestions for other search queries such as "Blueprints," "Request forms," "Schedule," "Custom fields," "Custom item types," "Email preferences," "Settings," and more. Links you see in suggestions depend on your role in the account and your current location in the workspace.

Tip

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Recent tasks in Wrike display the tasks you recently opened . If you want to check what you've viewed lately, click on the search icon on the left side of your Wrike workspace.

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To view more tasks, click More recent tasks 8 and you'll see a list of tasks arranged by your latest views, with the newest ones at the top.

Search Results

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  • Use Filters 6 to see only relevant search results in the list.

  • You can print the search results as well as export them in Excel. To do so click the Three-dot menu button 7. Additionally, you can show folder names and duration for items in the search list.

Tips & tricks

  • In the list that appears when you enter a search term, right-click an item in the drop-down to copy a hyperlink to it or open it in a separate tab.

    This won't work for files. However, you can hold CTRL on Windows or CMD on Mac and click the file to open it in a new tab.

  • You can also click your mouse's scroll wheel to open an item in a separate tab.

    When you use your mouse's scroll wheel to click an attachment, Wrike downloads it to your computer instead of opening in a new tab.

  • Click a file (from search results) to open it. For locally stored files, the name of the task, folder, or project where the item is attached is listed at the top of the window.

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