Saved Searches

Overview

Saved Searches allow users to preserve and reuse search results in QuikData. While some search tools generate temporary results for immediate review, Saved Searches create persistent folders that can be managed, updated, and reused throughout a project. This article explains how searches are saved, how saved search folders behave, and how permissions affect search reuse.

What Saved Searches Are Used For

Saved Searches are used to:

• Preserve search results for reuse during review

• Organize recurring or standardized search criteria

• Enable governance and permission-controlled searching

• Track and update search results over time

• Share search results with other authorized users

Saved Searches help prevent repeated rebuilding of the same search logic and support consistent review workflows.

How Searches Become Saved

Search saving behavior depends on how the search is created:

• Quick Search and Advanced Search

  • Searches are not saved automatically

  • Results appear temporarily as ALL SEARCH HITS

  • Users can drag and drop the ALL SEARCH HITS results into a work folder to save them

• Search Manager

  • Searches are automatically saved

  • Users can choose a name and destination folder during creation

To save a search into a folder, users must have permission to Manage that folder.
See Managing Room Groups & Folder Permissions for details.

ALL SEARCH HITS — Display and Functionality

When a Quick Search or Advanced Search is executed:

• Matching documents appear at the top of the Working Folder Tree as ALL SEARCH HITS

• The label displays:

  • The search terms or search name

  • The number of documents matching the criteria

• A Clear Search button is available to remove the active search filter and restore the standard folder view

If search results exceed 10,000 documents, the ALL SEARCH HITS label is not shown. Instead, a message appears stating:
“Search results were too large to show counts in subfolders.”

Examples:

• Quick Search:
  contract, agreement, invoice (ALL SEARCH HITS) 50/50

• Named Advanced Search:
  Contract Review (ALL SEARCH HITS) 50/50

• Unnamed Advanced Search:
  03/18/2026 10:42 AM Unnamed (ALL SEARCH HITS) 50/50

The document count reflects the total number of documents that meet the defined search criteria.

Saved Search Folder Behavior

Saved Search folders are visually identified by a saved search icon:

Depending on permissions, users may access additional options by right-clicking the folder or selecting the ellipsis menu, including:

• Search in This Folder Only — opens Advanced Search with the folder pre-selected

• Update Folder Search Results — re-runs the saved search and updates the results

• Open in Search Manager

• Convert Saved Search to Regular Folder

If a user does not have access to documents within a folder, an indicator appears.
See Room Folder List for more information.

Search History

Search History records recent searches executed by a user.

• Quick Searches are named after the searched terms by default

• Advanced Searches appear as named or timestamped entries

• The most recent 20 searches are displayed

• The Search History icon is hidden if no searches exist

Users can load searches from history and, if permitted, drag and drop results into a folder to save them. Once saved, the search is automatically removed from Search History.

Users can only view their own search history. Power Users and Admins can view broader search activity through Activity Reports.

Keyword Field

The Keyword field displays the specific term or terms that caused a document to be returned as a search hit.

• Values reflect the active search context

• The same document may show different values depending on how it was retrieved

• This behavior is consistent across Quick Search, Advanced Search, and Search Manager

Examples:

• Quick Search for apple → Keyword field shows apple

• Saved search with a full-text condition for banana → Keyword field shows banana

• If a document matches multiple searches, the Keyword field reflects the active result set

To display the Keyword field, right-click on the field header, open Column Chooser and drag and drop the field add it to the layout.

Notes

• Saved Searches require appropriate folder permissions

• ALL SEARCH HITS results are temporary until saved

• Saved Searches can be updated to reflect new or changed data

• Search logic is not explained here; see Building Search Conditions & Filters

Related Articles

• Searching in QuikData

• Quick Search

• Advanced Search

• Search Manager

• Building Search Conditions & Filters

• Search Results & Highlights