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Finding Content with Search

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Search basics

Effective search helps you quickly find the information you need when you need it. Whether you’re looking for a specific process, trying to find related tasks, or discovering content in unfamiliar areas, Klarify’s search tools help you work more efficiently.

Klarify’s search functionality includes AI-powered enhancements to help you find relevant content even when you’re not sure of exact terms:

Natural Language Understanding:

  • Intent Recognition: Search understands what you’re trying to accomplish
  • Context Awareness: Results consider your role and recent activity
  • Semantic Matching: Finds content with similar meaning, not just exact keywords
  • Query Expansion: Automatically includes relevant synonyms and related terms

Smart Suggestions:

  • As-you-type recommendations based on your role and team activity
  • Related content suggestions when viewing search results
  • Auto-complete for common searches in your organization
  • Typo tolerance that still returns relevant results

The search bar is available from any page in Klarify:

  1. Click in the search bar or press Ctrl+K (Windows) or Cmd+K (Mac)
  2. Type your search terms - Use natural language or specific keywords
  3. View instant results - Suggestions appear as you type
  4. Click on any result to open that content directly

Search tips:

  • Use specific terms when you know exactly what you’re looking for
  • Try different phrasings if your first search doesn’t return good results
  • Include document types in your search (e.g., “customer onboarding process”)
  • Search for people names to find content they’ve created or own

Understanding search results

Search results are organized to help you find the most relevant content first:

Result ranking factors:

  • Exact matches in titles appear first
  • Recently updated content gets higher priority
  • Content you’ve accessed before is prioritized
  • Department and team relevance to your role

Result information includes:

  • Document title and type (Process Model, Global Task, etc.)
  • Brief content preview showing where your search terms appear
  • Last updated date and author information
  • Department or team that owns the content
  • Access level and any restrictions that apply

Recent and suggested content

Recently accessed content:

  • Quick access to documents you’ve viewed in the past week
  • Resume where you left off with draft content you were editing
  • Team activity showing what colleagues have been working on

Suggested content:

  • Related processes based on your current project or role
  • Popular content in your department or team
  • New publications that might be relevant to your work
  • Training materials recommended for your role level

Advanced search techniques

Filtering by content type

Narrow your search to specific types of content:

Search specifically for process diagrams and workflows:

  • Use the filter “Content Type: Process Models”
  • Search terms like “workflow,” “process,” “procedure”
  • Results show BPMN diagrams and process documentation

Find reusable task documentation:

  • Filter for “Content Type: Global Tasks”
  • Search for action words like “review,” “approve,” “create”
  • Results show detailed task instructions and procedures

Locate guides, policies, and reference materials:

  • Filter for “Content Type: Documentation”
  • Search for topics, policies, or training materials
  • Results include guides, manuals, and reference documents

Date and author filters

Find content by timeframe:

  • “Last week” - Recently updated or created content
  • “Last month” - Content from recent business cycles
  • “Last quarter” - Broader historical search
  • Custom date range - Specific time periods

Search by author:

  • “Created by: [person name]” - Content authored by specific team members
  • “Updated by: [person name]” - Recently modified by specific people
  • “Owned by: [person name]” - Content currently owned by team members

Department and team filters

Departmental content:

  • Sales processes - Customer-facing workflows and procedures
  • Operations - Internal business processes and task documentation
  • HR processes - People-related procedures and policies
  • Finance - Financial workflows and compliance procedures

Team-specific content:

  • Your teams - Content created by or relevant to your assigned teams
  • Cross-functional - Processes that involve multiple teams
  • Public content - Organization-wide processes and documentation

Keyword and tag searches

Effective keyword strategies:

  • Use synonyms - Try different words for the same concept
  • Include acronyms - Both spelled-out and abbreviated terms
  • Search role names - Find content relevant to specific positions
  • Try system names - Processes involving specific tools or software

Tag-based discovery:

  • Skill level tags - Find content appropriate for your experience
  • Priority tags - Locate high-priority or critical processes
  • Status tags - Find draft, published, or archived content
  • Topic tags - Browse content by subject area

Search tips and tricks

Best practices for search terms

When searching for processes:

  • Include the business outcome: “customer onboarding” rather than just “onboarding”
  • Mention the department: “sales lead qualification” instead of “lead qualification”
  • Include the trigger: “expense report approval” rather than “expense approval”

When searching for tasks:

  • Use action verbs: “review contract,” “update database,” “send notification”
  • Include tools or systems: “Salesforce data entry,” “Excel report generation”
  • Mention frequency: “daily checklist,” “monthly reconciliation”

When searching for people or roles:

  • Try both formal and informal role titles
  • Include department information if the person has a common name
  • Search for expertise areas: “compliance expert,” “technical lead”

Using wildcards and operators

Wildcard searches:

  • Use * for partial word matching: customer* finds “customer,” “customers,” “customization”
  • Use quotes for exact phrases: "customer service" finds only that exact phrase
  • Use OR to find alternative terms: invoice OR billing finds content with either term

Advanced operators:

  • +required -excluded - Content must contain “required” but not “excluded”
  • title:keyword - Searches only in document titles
  • author:"Full Name" - Finds content by specific authors

Saving frequent searches

Create saved searches for:

  • Daily workflow content - Processes you reference regularly
  • Team activity monitoring - Updates from your team members
  • Project-specific content - All content related to current projects
  • Training materials - Content for ongoing skill development
  • Compliance monitoring - Regulatory or policy-related content
  • Cross-department collaboration - Content involving multiple teams

Managing saved searches:

  1. Create search with your preferred terms and filters
  2. Click “Save this search” and give it a descriptive name
  3. Access from sidebar or search preferences
  4. Set update frequency - Get notified when new content matches
  5. Share with team members who might benefit from the same search
  6. Update or delete saved searches as your needs change

Advanced Saved Search Features:

  • Alert thresholds - Get notified when result count changes significantly
  • Collaborative searches - Team members can contribute to shared search collections
  • Search analytics - Track which searches are most valuable to your work
  • Export options - Download search results for external analysis

Advanced Search Features

Find content connected to your current work:

  • Related Process Search - Find processes that reference or are referenced by your current document
  • Dependency Mapping - Discover upstream and downstream processes
  • Cross-Document Links - See all documents that link to specific content
  • Version Relationships - Find all versions and variants of a document

Intelligent Filtering

Advanced filters that adapt to your work patterns:

  • Relevance Scoring - Results ranked by AI-determined relevance to your role
  • Recency Balance - Balances recent updates with historically important content
  • Usage Patterns - Prioritizes content similar to what you access regularly
  • Team Activity - Shows content your team members are actively using

Search Analytics

Understand your content usage patterns:

  • Personal Search Insights - See your most common searches and results
  • Team Discovery Patterns - Learn how your team finds and uses content
  • Content Gap Analysis - Identify areas where search often fails
  • Popular Content Trends - Discover what content is trending in your organization

Content discovery

Browsing by category

Structured browsing options:

  • Process libraries - Organized by department or function
  • Task collections - Grouped by skill level or frequency
  • Document archives - Historical content and reference materials
  • Template galleries - Starting points for new content creation

Category navigation:

  • Start broad then narrow down to specific areas
  • Use breadcrumbs to understand your location in the content hierarchy
  • Check related categories when you don’t find what you need immediately

Following teams and processes

Stay updated on relevant content:

  • Follow specific teams to get notifications about their new content
  • Subscribe to process areas that affect your work
  • Watch individual documents for updates and changes
  • Track project-related content during active initiatives

Notification management:

  • Choose frequency - Real-time, daily summaries, or weekly digests
  • Select content types - Only processes, only tasks, or all content
  • Filter by priority - Get alerts only for high-priority changes
  • Customize by sender - Different settings for different teams

Notification preferences

Optimize your information flow:

  • Essential updates only - Critical processes and urgent changes
  • Team collaboration - Content shared by your direct colleagues
  • Departmental news - Updates relevant to your department
  • Organization-wide - Major announcements and policy changes

Channel preferences:

  • In-app notifications - Alerts within Klarify interface
  • Email summaries - Daily or weekly digest emails
  • Integration alerts - Notifications in Slack, Teams, or other tools

Search on mobile devices

Mobile search features:

  • Voice search - Speak your search terms instead of typing
  • Quick filters - Simplified filter options for touch interfaces
  • Recent content - Easy access to recently viewed documents
  • Offline results - Previously cached content available without connection

Mobile search tips:

  • Use shorter search terms on smaller screens
  • Rely on recent content for frequently accessed information
  • Save important searches to your home screen for quick access
  • Download key content for offline access

Offline search capabilities

What works offline:

  • Previously viewed content that’s cached on your device
  • Downloaded documents that you’ve specifically saved offline
  • Recent search history and frequently used terms
  • Bookmarked content that’s available offline

Limitations when offline:

  • No new content can be found that wasn’t previously cached
  • Limited filtering options compared to online search
  • No real-time updates or current version information
  • Reduced content preview for cached documents

Preparing for offline use:

  • Download critical processes before traveling or working remotely
  • Cache frequently referenced content by viewing it while online
  • Sync recent updates before going offline
  • Use offline reading lists for planned content consumption

Troubleshooting search issues

Search not returning expected results:

  • Check spelling and try alternative terms
  • Remove filters that might be too restrictive
  • Verify access permissions for the content you’re seeking
  • Try broader search terms then narrow down with filters

Can’t find content you know exists:

  • Check if it’s been archived or moved to a different team
  • Verify publication status - might still be in draft
  • Ask content owners if access permissions have changed
  • Use alternative search approaches like browsing categories

Search is too slow:

  • Use more specific terms to reduce result volume
  • Apply filters early in your search process
  • Clear browser cache if web interface is sluggish
  • Contact support if performance issues persist

Mobile search problems:

  • Update your mobile app to the latest version
  • Clear app cache to refresh stored content
  • Check internet connection for online search features
  • Restart the app if search functions are unresponsive

Ready to discover more advanced features? Learn about AI-powered content suggestions or explore process modeling capabilities to create new content for others to find.