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KanBo Search

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Card User Document Board Board collection

Table of Contents

  1. Introduction
  2. Opening and closing
  3. Search sections
  4. Search sorting
  5. Search filters
  6. Search wildcards


KanBo includes a search tool that allows you to quickly find information and content within the platform. It allows to search for specific keywords or phrases. You can also use advanced search options, such as search filters, sorting and wildcards to narrow down the results. 

Image 14195

 NOTE   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.

KanBo search is based on its own search engine and the search engine built into SharePoint/Office365. 

Opening and closing the KanBo Search

The search tool is accessible from the main navigation bar. Press the loupe icon on the right to open the KanBo Search. 

Loupe icon at the navigation bar.

For closing press the Escape key or the loupe icon again.

Search sections

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

You can use it in both Board view (current board) and Boards view (all boards). Keep in mind that the results will be different in these two situations. The Board view has only 4 sections: Cards, Comments, Documents, Users.

KanBo search tool with six section highlighted.

1. Cards
In this section, you will find all cards that are matching your search phrase. They are 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.

KanBo search with Cards section selected. The results of the event password query. There are 33 search results.


This section will show you all comments which contain your keyword. 

KanBo search with Comments section selected. The results of the meeting password query. There are 3 comments with this word.

3.  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 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. 

In the search results you will see both documents with the searched phrase in their name and in their content.

KanBo search with Documents section selected. The results of the logo password query. There are one document with this password in its title and one document contains this password inside.

4. Boards

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

KanBo search with Boards section selected. The results of the IT password query. There are many search results. Some of them contains IT part in words like Complexity or Visitor.

There are many search results of the "IT" password query. Some of them contains "it" part in words like Complexity or Visitor.

 TIP   This phrase is a good example to use wildcards search in which capitalization matters.

5. Board Collections

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

KanBo search with Board Collections section selected. The results of department query - there are four board collections.

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

KanBo search with Users section selected. The results of the Edward password query. There are one user - Edward Woods from IT department.

Check out also additional options on found users like Show Profile or MyBoard.

The found user additional menu with options: Show profile, Activity and MyBoard

To open this menu just hover over a User and press three dots button on the corner when it appears.

Search sorting

You can sort search results by several options.

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1. Relevancy
The results of the search are based on the user’s identity. Therefore, different users may get different outcomes for exactly the same query

Aspects considered while displaying search results:
  • assigned members
  • card blockers
  • creation date
  • connection with MyBoard
  • date of your last interaction or visit 
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 filters

    Each section has filters you can use to narrow your search results. Filters are shown on the left side.

    A specific filter appears only if we have more than one element to choose from. For example, when all the results are created by the same user, the option "Created by" will not appear.

    KanBo search with Cards section selected. The results of the event password query. Zoom on the left side with search filters. The filters are Users, Status roles, Responsible users, Is blocked, Has documents, Created by, Boards.

    Search wildcards

     New feature! 

    Search wildcards are special characters that can be used in a search query. They are useful for finding results that match a specific pattern or for dealing with spelling variations or incomplete information.

     NOTE   Unlike the usual search, capitalization matters when you use search wildcards operators.


    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. You can use it multiple times in one query.


    • m?n?ger
    • organi?ational 

    KanBo search with wildcards search query. The password is organisational or organizational. The s or z character is replaced with a question mark. Results shows both options.


    If there are more characters (or even zero) you need to replace, use "*". It works when you know only the beginning or the end of the phrase.

    • construct*
    • *ision

    Results of the *ision password query. There are cards contains phrases like vision, decision, Television.

    " "

    Use quotation marks to exclude synonyms and get exact phrase you need to find.

    Example: "KanBo is"


    You can run fuzzy queries using the "~" operator. It helps to find an answer even if the search term is inaccurate or misspelled.

    Example: Shwarc~

    Results of the Shwarc~ password query. It is a card with Thomas Schwarz title.


    With a plus sign you can specify those words that must necessarily be included in the search results.

    Example: event +meeting


    In the same way, using the minus sign, you can specify words that cannot be found.

    Use boolean operators before the search word. All words without boolean operators are optional.

    user guide -new

    Results of user guide -new password query. It is a card with Advanced user guide title.


    When you are interested only in outcomes containing both words. 

    Example: important AND meeting


    Use it to get results related to the first, the second or both phrases.

    Example: CV OR resume

    Proximity search "x y" ~z

    Useful when you want to narrow down your query. After the "~" operator, specify the space between words. Proximity limitation helps to avoid search results with words spread in unrelated documents, notes, comments etc.

    The word order doesn't matter.

    • "digital conference" ~2
    • "leaflet logos" ~4

    Results of the leaflet logos~4 password query. It is a comment contains logos on a leaflet part of the text.

     TIP  If you need to use any of special characters in your query itself, you should remember about escaping them with a leading backslash mark "\".

    Example: to search for the phrase (1+1)=2, you have to write your query as \(1\+1\)\=2.

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

    Go back to the Table of Contents.

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