In this article you will learn:
1. Introduction to Search and Filtering in Allex
Search and filter functionalities are essential for efficient project management in Allex. They enable you to quickly locate tasks, projects, and critical information.
In Allex, you can use both the search bar to input keywords and hashtags and the filter button to refine results. Each Allex view—Global Search, My Work, Portfolio View, Project View, and Team Boards—provides tailored filtering options designed for specific purposes.
2. How do I Search for Tasks and Projects?
Use Global Search, located at the top of the main navigation sidebar, or click on any search field at the top of your screen.
Keyword Search: Enter a title, keyword, or part of a task/project name in the search bar.
Exact Search: Enclose your keywords in quotation marks (e.g., "Budget Proposal").
Responsibility Search: Type @ to search for tasks or projects assigned to specific individuals. Select one or more members from the dropdown menu to refine results.
Tip:
Combine multiple criteria (e.g., #Status:InProgress & @John) for precise results.
Use the sorting function to arrange results by date or priority.
3. How do I Filter Tasks and Projects?
Filters help narrow down search results based on specific attributes. You can apply filters in two ways in Allex:
Directly in the search field
Navigate to Global search or click on the search bar at the top of your page
Type your search or filter criteria in the search input field at the top right bar and press enter
Enter # to apply a filter (e.g. #Status: done)
As soon as you enter #, a drop-down selection menu with options will appear
You can combine several filters (e.g. #Status: done & #Assigned by: me)
Using the Filter button
Click on the filter button to show the filter dialogue
Type keywords for regular search or “text in quotations” for exact search
Use the drop down menus to select different filters in various categories
Available filters:
Filter Type | Global Search | My Work | Portfolio View | Project View | Team boards |
Project Assignment | ✓ | ✓ | ✓ |
| ✓ |
Project | ✓ | ✓ | ✓ |
| ✓ |
Project type |
|
| ✓ |
| ✓ |
Project custom fields | ✓ | ✓ | ✓ |
| ✓ |
Status | ✓ | ✓ | ✓ | ✓ | ✓ |
Time Status |
|
| ✓ |
|
|
Dates | ✓ | ✓ | ✓ | ✓ | ✓ |
Bookings | ✓ | ✓ |
| ✓ | ✓ |
Task types | ✓ | ✓ |
| ✓ | ✓ |
Task assignment | ✓ | ✓ |
| ✓ | ✓ |
Task custom fields | ✓ | ✓ |
|
| ✓ |
Tasks in Progress |
|
| ✓ |
|
|
Tasks on critical path |
|
| ✓ |
|
|
Column Filters:
In task, project, or portfolio lists, hover over column headers to filter directly by details.
Available column filters:
Tasks
Responsible
Status
Start or end date
Approver
Custom field: Single or multiple selection
Projects
Responsible
Status
Time status
Custom field: Single or multiple selection
4. How do I Save and Share Searches?
Save a Search:
Perform your search and apply the desired filters.
Click the Save (bookmark) icon.
Name your search and select Save
Access Saved Searches:
Saved searches can be found by selecting the bookmark icon next to any search field. Searched are stored alphabetically.
Share a Search:
Copy the URL of your search and share it with team members.
Recipients must have appropriate permissions to view shared results.