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KanBo Search

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Table of Contents

  1. Introduction
  2. Opening and closing the KanBo Search
  3. Section I: Cards
  4. Section II: Comments
  5. Section III: Documents
  6. Section IV: Boards
  7. Section V: Board Collections
  8. Section VI: Users
  9. Search Sorting
  10. Search wildcards


KanBo search is based on its own search engine and the search engine built into SharePoint/Office365. KanBo compiles the search results into one easy to understand result page, which consists of 6 sections:
  1. Cards
  3. Documents
  4. Boards
  5. Board collections
  6. Users
Remember KanBo will always show you results from Boards where you have at least a View permission. Results from Boards where you do not have access will never be shown. This rule applies to cards as well as to documents.

Opening and closing the KanBo Search

Press the loupe icon on the top right corner of the site to open the KanBo Search. You can use it in both Board view (current board) and Boards view (all boards). For closing KanBo Search press the loupe icon again or Esc key.

Keep in mind that the number of filters can be different in these two situations.

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Let's look at the example with the Boards view. 

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Section I: Cards

In this section, you will find all cards that are matching your search phrase ordered by a very sophisticated algorithm that computes your card personal relevancy based on your KanBo usage and the behavior of other users around found cards. Besides that, you will also see parts of the card’s content with the highlighted search phrase so you can better understand why you see a particular card in your results.

You can filter cards by: Users, Status roles, Responsible users, Last action, Being archived, Has documents, Created by, Completed by, Boards.

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Section II: Comments

This section will show you all Boards which contain your keyword in its name or contents (description, cards etc.). 

You can filter comments by: Boards, Creation date, Users.

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Section III: Documents

Whenever you attach a document to a card, KanBo keeps track of that document. In this section, you will find documents that are or were attached to cards. The results in that section are based on file names only and not content. The results are sorted by the same algorithm as the cards in the previous section since most of the documents are related to the context of the cards, which by definition is the KanBo DNA. Please note, that you can open the options menu on each search result and find additional features like displaying all cards that reference that document.

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Section IV: Boards

This section will show all Board Collections to which you have access and which contain your keyword in its name or description. 

You can filter boards by: Users.

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Section V: Board Collections

This section will show all Board Collections to which you have access and which contain your keyword in its name or description.

You can filter board collections by: Users and Being archived.

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Section VI: Users

If the Display Name of a user contains the search phrase they will be displayed here. 

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Check out also additional options on found users like "Show Profile" or "Show MyBoard". To open this menu just hover over a user and press three dots button on the corner when it appears.

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Search Sorting

You can sort search results by several options:

1. Relevancy
The results of the search are delivered on the basis of the user’s identity. The cards where the user is a member or the ones that are in that user MyBoard will score higher and therefore different users may get different results for exactly the same query. The results will be personalized on the basis of users affinity to the card.

The results served by KanBo Search Feature are sorted by the activity score index. The index is being calculated on basis of the actions which were taken inside of the card. A couple of rules are being used while calculating the index:
  • Card comments add more to the score than card actions (moving card, checking/unchecking items etc.). For a simplicity, we will call them “indexed actions”
  • Such indexed actions are being split into three groups:
    • Last 24 hours
    • Last week
    • All actions older than last week
  • Indexed action/hour rate is being calculated to check if the number of actions in card in the last 24 hours is slowing down or maybe if the card relevancy is growing - the higher the activity index the more relevant is the card for the user performing the search - the higher will that card be displayed in the search results.
2. Oldest

Search results are listed per their creation date. The oldest will appear at the top of the list. It applies to comments, boards and boards collections.

3. Newest

The results are listed by date of last actions. The newest will appear at the top of the list. It applies to comments, boards and boards collections.

4. By due/start date
This option works for cards only. You can sort cards by its time dependencies. Note the difference between ASC and DESC phrase:
  • ASC - ascending sort
  • DESC - descending sort

  • Search wildcards


    Wildcard searches can be run on individual terms, using "?" to replace a single character

    Really helpful when you are not sure about spelling. Instead of looking twice or more, try to replace an uncertain letter with a question mark.

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    If there are more characters (or even zero) you need to replace use "*". 

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    You can run fuzzy queries using the "~" operator.

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    Boolean operators
    You can specify words that cannot be found in the search results using the minus sign (-). In the same way, using the plus sign (+), you can specify those that must necessarily be included. Use boolean operators before the search word. All words without boolean operators are optional.

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    Proximity searches
    Useful when you want to narrow down your search. After the "~" operator, specify the space between words. The word order doesn't matter. Remember about quotation marks.

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    Reserved characters
    If you need to use any of special characters in your query itself, you should remember about escaping them with a leading backslash mark (\). For example, to search for the phrase 2+2=1, you have to write your query as \(1\+1\)\=2.

    The reserved characters are: + - = && || > < ! ( ) { } [ ] ^ " ~ * ? : \ /

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