Search across workspaces
Quickly find the documents you need without switching workspaces.
If you belong to multiple workspaces you are now able to search across all workspaces you belong to. This streamlines the search process by allowing you to find documents urgently.
How to use "Search across workspaces":
Remain in the workspace you are currently working from
Search for the document you require (Refer to cheat sheet below for Search Tips)
If you do not find what you are looking for, select the "Search across workspaces" checkbox
Results will now show Tags next to each document found - indicating which workspace these belong to:
No results found? Select the "search all workspaces" box to expand the search
Quick reference for searching documents in QuicklySign.
Basic Search
Example | Description |
| Search all fields for "agreement" |
| Search for documents containing "sales" AND "report" |
| Search for exact phrase (use quotes) |
Field-Specific Search
Target specific fields using field:value or field: value (space after colon is OK).
Document Name
Prefix | Example | Description |
|
| Search document names |
|
| Search document names |
|
| Search document names |
|
| Search document names |
Signatories
Prefix | Example | Description |
|
| Search signatory names/emails |
|
| Search signatory names/emails |
| Exact name match | Use quotes for phrases |
Email Addresses
Prefix | Example | Description |
|
| Search all email fields |
|
| Search CC recipient names/emails |
|
| Search document creator email |
Document Content
Prefix | Example | Description |
|
| Search PDF text and data fields |
|
| Search PDF extracted text only |
|
| Search data field values only |
Note: Partial matches on words within the PDF content aren't supported for document text. If the word "QuicklySign" existed in the PDF content, a search for "quicklysign" would return a result but a search for "quickly" would not.
Files
Prefix | Example | Description |
|
| Search filenames |
|
| Search filenames |
Status Filter
Filter by document status using status:value .
Filter | Matches Status |
| Setup/Draft |
| Setup/Draft |
| Setup/Draft |
| Awaiting Signatures |
| Awaiting Signatures |
| Awaiting Signatures |
| Complete/Signed |
| Complete/Signed |
| Complete/Signed |
| Rejected/Declined |
| Rejected/Declined |
Combining Searches
You can combine multiple field searches and filters:
Example | Description |
| Complete docs with signer "emma" |
| Templates with "NDA" in name |
| Docs with signer "john" AND email containing "@company.com" |
| Pending docs containing "agreement" anywhere |
Exact Phrase Matching
Use quotes for exact phrases:
Example | Description |
| Exact phrase in any field |
| Exact phrase in document name |
| Exact signatory name |
Date Range Filters
Filter by document dates using comparison operators.
Date Fields
Field | Shorthand | Description |
|
| When document was created |
|
| When document was last updated |
|
| When document was completed |
Operators
Operator | Meaning | Example |
| After |
|
| On or after |
|
| Before |
|
| On or before |
|
| On (that day) |
|
Date Formats
Format | Example | Matches |
|
| That specific day |
|
| Entire month |
|
| Entire year |
Date Range Examples
Query | Description |
| Created after Jan 1, 2024 |
| Created in first half of 2024 |
| Updated in 2024 or later |
| Completed on March 15, 2024 |
Deleted Documents
By default, deleted documents are hidden from search results. Add is_deleted to show only deleted documents.
Filter | Matches |
| Show only deleted documents |
(no filter) | Only non-deleted documents (default) |
Search Ordering
By default, the search order is by relevance of a keyword and then by date updated.
Tips
Case insensitive:
SIGNER:Emma=signer:emmaSpace after colon is allowed:
signer: emma=signer:emmaMultiple filters use AND:
status:complete signer:bobfinds docs that are complete AND have signer bobQuotes for phrases: Use
"..."when searching for multiple words togetherPartial matching:
signer:emwill find "Emma", "Emily", etc.
Quick Examples
# Find all complete documents status:complete # Find documents where Emma is a signer signer:emma # Find pending NDAs status:pending name:NDA # Find templates created by specific user type:template creator:admin@company.com # Find documents with specific text in PDF content:"confidential information" # Find documents by CC recipient cc:legal@company.com
Expected Outcome
Using the search functionality allows you to quickly locate documents across one or multiple workspaces. You can filter by document fields, signers, dates, status, and content within PDFs or data fields. After applying the search, you should see a clear list of relevant documents with associated workspace tags, making it easy to access, review, or follow up on the documents you need.
FAQs
Can I search across all workspaces I belong to?
Yes. By selecting the “Search across workspaces” checkbox, your search will include all workspaces you are a member of. Workspace tags appear next to each document in the results.
Can I search for specific information inside a PDF or form field?
Yes. Use content: to search the text within PDFs, or data: to target form field values specifically. Partial matches in PDF content are not supported—search terms must match exactly.
How do I narrow results to a specific signer, CC recipient, or date range?
Use the relevant prefixes (signer:, cc:, date_created>YYYY-MM-DD, etc.) and combine them with other filters to pinpoint documents. Multiple filters are combined with AND logic.
Contact Support
Should you require any further assistance with this, please contact our Solutions team at Support@quicklysign.com