Searching Workfront


You can easily locate items in Workfront by searching for them when you cannot remember their exact location. 

You can see the Search box from any page within Workfront, in the upper-right corner of the application.

You must have permissions to View an object before you can find it in a search. For this reason search results vary from user to user.

Understanding Search

You can search for the following objects in Workfront:

  • Projects
  • Tasks
  • Issues
  • Reports
  • People
  • Templates
  • Documents
  • Portfolios
  • Programs
  • Dashboards
  • Companies
  • Notes

When searching for objects in a basic search, Workfront looks for text that might contain your keywords in the following fields:

  • Object names
  • Descriptions
  • Custom data fields
  • Updates
  • Document names (in specific document searches)
  • Document names and content (in a basic search)
    For more information about basic searching in Workfront, see "Using Basic Search."

You must perform an Advanced Search to search for other fields. 
For more information, see "Using Advanced Search."

Using Search

Using Basic Search

You can do a basic search in either of the following ways:

  • Across all objects in the system (general search).
  • On just one object at a time (object specific search).  

To perform a basic search: 

  1. Locate the Search box in the upper-right corner of the Workfront interface.
  2. For a general search, click the magnifying glass and start typing the information you are searching for.
    For information about what fields are searched in Workfront, see "Understanding Search."

    For an object-specific search, click an object from the drop-down menu (for example: Projects).
    As you begin typing in the search bar, Workfront makes recommendations based on your viewing history and it highlights in orange the keyword you are searching for. 
  3. If the item you are looking for is displayed in the type-ahead, click it.
    Press Enter on your keyboard to perform a comprehensive search. This search queries the entire database instead of your most recently viewed items. 
    If you chose the magnifying glass, for a general search, Workfront returns results for any object that matches the search term in any of the fields searched, as described in "Understanding Search."
    The objects that matched your search are displayed in a list.
    The keyword you typed is highlighted in orange in the name of the objects found in the search. 
    Sometimes, derivatives of the same word display in the list of found items. 
    For exampling, searching for "marketing" displays objects that contain either "marketing" or "market" in the name. 
  4. (Optional) If your search generated too many results, refine your search as described in "Refining a Search."

Refining a Search

You can refine a search only after you have performed a basic search, as described in "Using Basic Search."

Use the toolbar to the left of your search results to narrow down the information you are looking for. 

To refine a search: 

  1. (Conditional) If you performed a general search (using the magnifying glass), select the object you were searching for in the list of objects to the upper left of your results. 
  2. Locate the fields available for the objects displayed in the search in the toolbar to the left of your results.
    The values of each field are displayed, sorted by count, up to 17 values for each field. 
  3. Click inside any of the fields available to shorten the list of results.
    The selections you make are highlighted in orange and the field values that you do not select are hidden. 
    Every time you select a new value, the results are updated dynamically to the right. 
  4. (Optional) Click the selected values to deselect them and display all values for each field again. 

Using Advanced Search


You can perform an Advanced Search to filter on specific criteria.
You can use this type of search when you cannot remember a keyword associated with an object, but you know some specific information about that object (example: Project Priority, Document Owner Name, etc). 

To perform an advanced search: 

  1. Navigate to the Search box.
  2. Click the drop-down arrow in the Search box in the upper-right corner of the Workfront interface.
  3. Click Advanced Search.
    The Advanced Search page is displayed.
  4. Select the type of object you are searching for.
    Projects is selected by default.
  5. (Optional) Type a keyword in the field at the top of the list, then click Search.
    A list of the selected object that match your keyword displays to the right of the Advanced Search toolbar. 
    (Optional) Without typing a keyword, click Filter Your Results to filter your search results based on specific field types.
    For more detailed information, see "Filtering Search Results."
  6. Click Search.

Filtering Search Results

You can filter your search results only after you have performed an advanced search, as described in "Using Advanced Search."

To filter your results in an Advanced Search:

  1. Run an advanced search as described in "Using Advanced Search."
  2. Choose the object you are searching for from the list.
    Projects is selected by default.
  3. Click Filter Your Results.
    A short list of previously searched fields for that object is shown.
    The search remembers the five most recent fields you have used, and they are displayed next time you perform a search for the same object. 
  4. Select from the list.
    Click Add A Filter.
    This expands the list of fields you can associate with the object you selected.
  5. Select a field from the list. If necessary, also select a value for the field. 
  6. Click Update Results.

    Your updated list of results shows to the right of the Advanced Search toolbar. 

Searching for Multiple Words


  • To find objects that match all of the words in the Search box in no particular order, simply type the words in any order. 
    For example, searching for "Marketing Demo" (without quotation marks) finds objects named "Marketing Demo", "Demo Marketing", and "January Market Analysis Demo". It also finds objects that might have "Marketing" in the name and "Demo" in the description. 
  • To find objects that match at least one of the words in the Search box, you must connect the words by "OR" (without quotation marks). 
    For example, searching for "Marketing OR Demo" (without quotation marks) finds objects named "Market Analysis Demo", "January Market Analysis Demo", "Demo", "Market Analysis".
    NOTE You must capitalize "OR." Otherwise, it is interpreted as another word in the phrase you are searching for.
  • To find an exact match, you must enter your keywords in the Search box in the correct order and inside double quotation marks.
    For example, searching for "Marketing Demo" (with quotation marks) finds the object named "Marketing Demo", but not the one named "Demo Marketing."

Understanding Limitations of Workfront Searches

Consider the following limitations when using Search in Workfront:

  • Searches are not case-sensitive
  • Workfront does not correct or understand typos
  • Searching in Workfront does not support Wildcards
  • Searching in Workfront supports partial word searches, but does not support substring searches.
    For example, the search keyword "Stand" would return results including the word "Standard" but would not return results including the word "Understand."

**^ Linked to Wildcard Filter Variables. 

This article last updated on 2018-11-30 22:28:56 UTC