Overview
Search Manager is the permission-based search interface in QuikData that allows users to build, run, save, and manage complex searches within a Room. It combines the same search-building capabilities available in Advanced Search with additional governance, organization, and reporting features suited for team workflows and reusable search criteria. Search Manager provides a centralized way to create standardized searches that can be saved into folders and re-executed over time.
Getting There
Search Manager can be access by Admins and Power Users by
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From the "My Rooms" list, right click on the room name to open a menu:
Clicking "Search Manager" tab on top of the Room main page
A new browser window will open the search builder:
What Search Manager Is Used For
Search Manager is ideal when you need to:
Create, organize, and save complex search criteria for reuse across review phases
Apply structured search logic using multiple conditions and filters
Standardize search practices across a review team or project
Generate a search result report based on keywords or terms
Maintain saved searches that can be re-run or updated as review evolves
Search Manager is typically used by Room Administrators and Power Users who require governance, reuse, and reporting beyond what is available in Quick Search and Advanced Search.
How Search Manager Works
Search Manager allows users to define search conditions and groups of conditions to create precise criteria. These conditions are evaluated together to determine which documents are returned.
When you open Search Manager:
Add rules and groups of rules to express structured search logic
Each rule consists of a filter, an operator, and one or more criteria
Groups allow you to combine conditions using logical operators (such as AND / OR)
Use the New Search button to reset and start a new search from scratch
Search Manager uses the same underlying search engine as other entry points in QuikData, ensuring consistent behavior and result matching. Because Search Manager is permission-based, it supports saving and organizing searches for reuse and governance.
Search Results Behavior
When a search is executed using Search Manager:
Matching documents are returned as a unified results set
Documents in the Recycle Bin or Pending Automated Deletion folders are not retrieved
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Once executed, Search Manager automatically creates saved search folders and are identified by this icon:
Saved search folders behave like other folders in the workspace.
Saved Searches & Management
Saved searches can be expanded and browsed from the left panel within Search Manager.
Saved Searches has a field called “Actions”, which allows admins and power users to perform:
Edit a saved search — open and modify criteria
Copy to New Search — use an existing saved search as a starting point for a variation
Open Saved Search Folder — focus the saved search results folder
Open Search Report — view a report of search term hits and conditions
Update Folder Search Results — re-run the search and update the saved result set (Room Admins / Power Users only)
Convert Saved Search Folder to Regular Folder — remove the saved search logic and treat the folder like a regular workspace folder
Read more here: Saved Search
Search Term Hit Reporting
Search Manager offers a keyword Search Report that:
Provides detailed information related to keywords used in the search
Can be exported to Excel or PDF for audit or workflow reporting
May be empty if the search did not include a keyword condition
Limitations
Search Manager:
Requires appropriate permissions (e.g., Room Admin or Power User) to access and manage searches
Does not replace workflow tools that organize review beyond search (e.g., batches, codes, tags)
Does not change the underlying search logic (Shared with other search entry points)
For deep explanation of how search conditions and available filters behave, see Building Search Conditions & Filters.
Notes
Search Manager and Advanced Search share the same search-building capabilities; the primary difference lies in governance, permissions, and reuse — not search strength.
Highlighting behavior (search hits in documents) is tied to the active search and is temporary unless otherwise managed.
Results created by Search Manager are saved into a folder that can be managed like other workspace folders.
Related Articles
Saved Searches
Building Search Conditions & Filters
Search Results & Highlights
Keyword Search Hits vs. Persistent Highlighting
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