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Search, Metadata & Tags

1. What It Is​

SynergyOS gives you powerful tools to find, organize, and filter information across your entire workspace.

  • The Search app lets you locate any item - file, note, task, etc. - using full-text queries, metadata filters, Boolean logic, and structured fields.

  • Tags and metadata let you classify content beyond folders, enabling smarter filters, saved views, and context-aware results.

Together, they let you access the right information instantly — no matter where it lives.

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2. Why It Matters​

Folders help you group related work. But modern collaboration needs more flexible ways to classify and retrieve content — especially when data lives in shared spaces.

SynergyOS solves this with:

  • ✅ Precision search – Use filters, Boolean logic, and metadata together to find anything
  • ✅ Cross-cutting structure – Organize work by project, status, or client using tags and fields
  • ✅ Smarter filters – Narrow results by custom fields, dates, tags, or assignees
  • ✅ Search across everything – Files, emails, notes, tasks, and custom metadata
  • ✅ No duplication – One item, many views — by folder, by tag, by field

3. How to Use It​

🔎 Search App​

The Search app combines full-text search with structured filters and metadata-aware results. It supports exact phrases, Boolean operators, and preview of results.

Query Basics​

  • Quick Search Bar – Located at the top of every screen for fast lookup
  • Full Search App – A dedicated app with full filtering and sorting
  • Default Behavior – Uses AND logic and word stemming (e.g. ski matches skis)

Boolean Operators​

SyntaxExampleMeaning
AND (default)John SmithFinds items with both words
"Exact Match""John Smith"Finds the exact phrase
ORJohn OR SmithFinds items with either word
NOTJohn NOT SmithExcludes items with Smith

Using Filters​

The Search Navigation Pane allows advanced filtering:

  • Folders – Search within specific folder or nested folders
  • Item Types – Notes, files, tasks, etc.
  • Authors / Assignees – Created by or assigned to
  • Tags – Filter or exclude by tags
  • Color Tags – Visual category filters
  • Status – Filter by status (e.g. "completed", "in progress")
  • Priority – Task or issue urgency
  • Dates – Created, modified, or effective
  • Custom Metadata – Use your company’s fields (e.g. Project ID, Client, Contract Type)

Results​

  • Sortable List – Includes item name, location, type, and metadata
  • Highlighted Terms – Matching keywords shown in context
  • Preview Pane – Inline preview before opening items
  • Saved Searches – Save any query as a reusable Smart View

🏷️ Tags​

Tags are flexible labels you assign to items or folders.

  • Use multiple tags per item
  • Tags are defined by your organization
  • Apply to folders or items (files, notes, emails, etc.)

Items don’t inherit folder tags, but search can combine them.
For example, find notes inside folders tagged Client: ACME Inc.

🧾 Metadata Fields​

Metadata fields are structured values like status, owner, or review date. They're defined by your organization.

Examples:

  • Status: Draft / Final / Signed
  • Client: Acme Inc.
  • Owner: Maria Lopez
  • Review Date: 2024-07-15

Admins can create fields of type:
Text, dropdown, number, date, boolean, etc.

You can:

  • Filter by field in Search
  • Sort items by metadata
  • Define item types (e.g. contracts, invoices)

📁 Folder vs. Item Metadata​

TypeApplies ToUsed For
Folder metadata/tagsThe folder itselfContextual filtering (e.g. project folders, teams)
Item metadata/tagsFiles, notes, etc.Granular classification and filtering

Example:
Tag /Clients/Acme/ as client and tag a file as contract.
You can search for all contracts inside client folders — even though tags are separate.

🛠️ Applying Tags and Metadata​

To a Folder or Item​

  1. Open the Details Pane on the right
  2. Go to the Info tab
  3. Add tags or metadata fields directly
  4. Changes save automatically

Creating Metadata Fields (Admins only)​

  1. Go to Admin Center → Metadata
  2. Define the field:
    • Name + type (text, dropdown, date, etc.)
    • Applies to: folders, files, tasks, etc.
  3. Save — the field becomes available to all users

4. FAQ​

Q: What search operators are supported?
A: AND (default), OR, NOT, and quotes for exact phrases.

Q: How are matching terms shown in search results?
A: Matching terms are highlighted in previews and document content where supported.

Q: Can I use filters and tags in the same search?
A: Yes. You can combine metadata fields, tags, dates, and full-text search all in one query.

Q: Do tags on folders apply to the items inside?
A: Not directly, but search can include items inside folders with matching tags.

Q: Can I apply tags or metadata to multiple items at once?
A: Yes. Use multi-select, then apply tags or edit fields from the Details Pane.

Q: Can I use metadata to define types like "contract" or "invoice"?
A: Yes. You can assign a field for type and use Collections to group and view them.