> For the complete documentation index, see [llms.txt](https://docs.docbits.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docbits.com/end-user-and-partner-section/end-user-section/dashboard/quick-search.md). # Quick Search **Quick Search** is the fastest way to find documents on the Dashboard. You type what you're looking for — a name, a status, an amount, a date — and the document list filters instantly. This guide is organised the way the search is built up: 1. **Standard fields** — the columns every document has (document name, status, dates). Always available. 2. **Fulltext fields** — extracted content (supplier, purchase order, invoice number, amounts, line items). Available when fulltext search is enabled. 3. **Operators, shortcuts & recipes** — the full reference once you're comfortable. > You don't have to memorise anything: click the search bar and pick a field and value from the list — Quick Search builds the query for you. The examples below also show the typed form so you can copy them directly.

*** ## How the search bar works — chips, toolbar & raw view Before the fields themselves, it helps to know how the bar is laid out. ### Conditions become chips As you complete a condition (a field, an operator and a value) Quick Search turns it into a **chip** — a coloured pill inside the bar — and starts a fresh one. A chip shows the **field**, the **operator** and the **value**, with a **×** to remove it. Chips are colour-coded by where the data lives: | Chip colour | Field type | | ----------- | ------------------------------------------------------------- | | **Blue** | Standard column (document name, status, dates) | | **Orange** | Fulltext / extracted field (supplier, amount, invoice number) | | **Purple** | Vector (semantic) search | | **Green** | OCR text search | Click a chip to edit it (it expands back to text); click **×** to delete it. Several chips combined read as **AND** by default. ### The toolbar At the right-hand end of the bar: * **ⓘ Help** — opens the in-app **Dashboard Search — Fields & Syntax** reference listing every field, operator and shortcut available in your workspace. * **Filters (tune)** — a quick panel for the common Status / User / Restart filters, with **Clear filters** and **Apply**. * **Index ring** — a small progress ring showing how much of your fulltext index is built (only shown when fulltext search is enabled). ### Standard vs. raw view The bar normally shows your query as chips (**standard view**). Switch to **raw view** to see and edit the query as plain text (e.g. `status=ready_for_validation AND supplier_name=Test`) — useful for copying, sharing, or typing a long query directly. Your query survives the switch and is remembered when you reload the Dashboard. *** ## Part 1 — Standard fields Standard fields are the document's own columns. They are **always available**, whether or not fulltext search is switched on. ### Find documents by name The document name is the most common search. There are three ways to match it — all **case-insensitive**: #### `=` → starts with ``` filename=invoice ``` Finds documents whose name **starts with** "invoice". Matching ignores case, so all of these match `filename=invoice`: ``` Invoice.pdf iNVoice.pdf iNvoiCE.pdf INVOICE.pdf Invoice.xml iNVoice.xml iNvoiCE.edi … ``` It does **not** match `XYZ_Invoice.pdf` (there "invoice" is in the middle — use `:` for that).

#### `:` → contains (anywhere) ``` filename:invoice ``` Use `:` to match the word **anywhere** in the name — `2026_Invoice.pdf`, `vietnam_einvoice_sample.xml`, `scan_invoice_copy.pdf`.

Search for part of a filename: filename:invoice.

#### `="…"` → starts *or* ends with ``` filename="invoice" ``` Quotes make `=` match names that **start or end** with the value — handy for a leading code or a file ending. > **The three in one line:** `=` → starts with · `:` → contains · `="…"` → starts or ends with. All ignore upper/lower case. You can see this summarised any time via the **help icon** in the search bar (next section). ### Find documents by status ``` status=ready_for_validation ``` Status is a fixed list, so `=` is an **exact** match and the bar offers a value picker when you type `status=`.

Filter by the technical status ready_for_validation.

### Find documents by date ``` created_on>2026-05-25 ``` Use `>`, `<`, `>=`, `<=` for date ranges. You can also use **relative** dates: `today()`, `today()-7` (last 7 days), `today()+30` (next 30 days).

Search for documents created after 25 May 2026.

### Find documents by invoice sub-type ``` invoice_sub_type="Cost Invoice" ``` Invoice sub-type is a fixed list (for example **Cost Invoice** or **Purchase Invoice**), so `=` is an **exact** match and the bar offers a value picker when you type `invoice_sub_type=`. Use `invoice_sub_type!="Cost Invoice"` for everything except that sub-type. *** ## Part 2 — Fulltext fields Fulltext fields search the **extracted content** of your documents — supplier, purchase order, invoice number, amounts, line items. They appear in **orange** and are available when **fulltext search is enabled** for your organisation. The matching rules are exactly the same as for standard text fields (`=` starts-with, `:` contains, `="…"` starts-or-ends). ### Find documents from a supplier ``` supplier_name=Test ``` Starts-with on the extracted supplier name. Use `supplier_name:Example` to match anywhere, or `supplier_name:"Sample Supplier"` to quote a value with spaces.

Example supplier query: supplier_name=Test.

### Find documents by purchase order ``` purchase_order=PO ``` Starts-with on the extracted PO number — great for a PO prefix.

Example purchase-order query: purchase_order=PO.

### Find documents by amount ``` total_amount>5000 ``` Use `>`, `<`, `>=`, `<=`, or `between 100 and 500` for a span.

Search for a total amount greater than 5000.

For a window, use `between`: ``` total_amount between 1000 and 5000 ``` This is shorthand for `total_amount>=1000 AND total_amount<=5000`.

Limit the total amount to the range from 1000 to 5000.

### Find what's missing ``` supplier_name="" ``` `=""` means "this field is **not set**"; `supplier_name!=""` means "has any supplier".

Search for documents with an empty supplier name.

The same presence check works on any field — for example documents still missing an AP assignment code: ``` ap_assignment_code="" ```

Search for documents without an AP assignment.

*** ## Smart Filters — one click At the top of the Quick Search dropdown (click into the search bar) you'll find **Smart Filters**: ready-made searches you apply with a single click. Each one is just a shortcut for a query you could also type yourself: | Smart Filter | Finds | Same as typing | | --------------------------- | ----------------------------------------------- | --------------------------------- | | ⚠️ **Overdue** | Past their due date | `invoice_due_date` | | 📅 **Today's inbox** | Imported today | `imported_on>=today()` | | 📋 **Pending validation** | Ready to be validated | `status=ready_for_validation` | | 🧾 **Electronic documents** | E-invoices (XML, ZUGFeRD, EDI) | `is_edoc=true` | | ✅ **Full PO match** | Fully matched to a purchase order | `po_match_status=full_matched` | | ➗ **Partial PO match** | Partially matched to a purchase order | `po_match_status=partial_matched` | | 📉 **Under PO match** | Quantity or unit price under the purchase order | `po_match_status=under_matched` | The three **PO match** filters and the fulltext fields require fulltext search to be enabled for your organisation.

*** ## Grouping results Instead of a flat list, you can **group** the results by any field — supplier, status, document type, sub-organisation, or a date bucket. Add a grouping from the search bar: ``` group by supplier_name ``` The list then shows collapsible **group headers**, each with the group's name and a **count** (e.g. *Sample Supplier (12)*). Click a header to expand or collapse that group. For date fields you can group by **day, week or month**.

Grouping combines with any filter — `status=ready_for_validation group by supplier_name` groups only the matching documents. Clicking into a group **drills down**: it applies that group's value as a filter and returns you to the flat list for that selection. *** ## Part 3 — Operators, connectors, shortcuts ### The built-in help The **help icon** in the search bar opens a complete reference of every field, operator and shortcut available in your workspace — including which fields are standard vs. fulltext.

The in-app Dashboard Search help with all operators — The built-in **Dashboard Search — Fields & Syntax** help, listing every operator and how values are matched.

### How `=` matches, by field type All text matching ignores case. | Field type | Example | `=` means | | ----------------------------------------- | ------------------------ | --------------------------- | | Text (name, supplier, purchase order) | `filename=invoice` | **starts with** | | Text, anywhere | `filename:invoice` | **contains** | | Text, start *or* end | `filename="invoice"` | **starts or ends with** | | Status / type / PO match (fixed lists) | `status=finished` | **exact** | | Identifiers (invoice number, supplier id) | `invoice_number=INV-100` | **exact** | | Number | `total_amount>5000` | range (`> < >= <= between`) | | Date | `created_on>2026-01-01` | range + `today()±N` | ### Operators | Operator | Meaning | | ------------------------------------ | ----------------------------------------------- | | `=` | starts-with (text) / exact (list, number, date) | | `:` | contains (text, anywhere) | | `="…"` | starts-with or ends-with (text) | | `!=` | the opposite of `=` | | `>` `<` `>=` `<=` | greater / less than | | `between … and …` | inclusive range | | `field=""` / `field!=""` | is empty / is set | | `today()`, `today()-7`, `today()+30` | relative dates | ### Connectors Combine conditions with **AND** (both true), **OR** (either), **NOT**, and parentheses `( … )` for grouping: ``` status=ready_for_validation AND supplier_name=Test (status=error OR status=failed) AND created_on>today()-1 ```

Combine status and supplier predicates with AND.

### Shortcuts Shorter phrasings for the same queries — use whichever reads better: | Shortcut | Same as | Description | | ----------------------------------- | ------------------------------------------------- | ----------------------------------------------------------------------- | | `total_amount gt 5000` | `total_amount>5000` | Word aliases for comparison operators (`gt`/`gte`/`lt`/`lte`/`eq`/`ne`) | | `due_date > today` | `due_date>today()` | Bare `today` / `yesterday` / `tomorrow` | | `imported_on this_week` | `imported_on>=today()-7 AND imported_on<=today()` | Relative periods (`this_week`, `last_week`, `this_month`, …) | | `ap_assignment_code is empty` | `ap_assignment_code=""` | Whether a field has any value | | `status:open` | `status=ready_for_validation` | Friendly status label (`open`/`closed`/`failed`/`done`) | | `total_amount not between 100, 200` | `total_amount<100 OR total_amount>200` | Value outside a window | | `status in (finished, error)` | `status=finished OR status=error` | Match any value from a list | | `not status=finished` | `status!=finished` | Negate any predicate | | `filename contains rechnung` | `filename:rechnung` | String match (`contains`/`starts_with`/`ends_with`) | | `total_amount > 5k` | `total_amount>5000` | Currency suffix `k` (×1 000), `M` (×1 000 000) | | `overdue` | `invoice_due_date=5000` | `$` prefix for amount thresholds | ### Query examples The images show the entered queries in the English interface. Document data is hidden. A picture of a filter bar does not establish a particular result count. #### Word comparison operator ``` created_on gt 2026-05-25 ```

Use the gt comparison operator in a date query.

#### Before today ``` created_on < today() ```

#### From a specified creation date ``` created_on >= 2026-06-01 ```

Filter by a creation date on or after 1 June 2026.

#### Without an assignee ``` assigned_to is empty ```

Search for documents without an assignee.

#### Status filter ``` status=ready_for_validation ```

#### Outside a date range ``` created_on not between 2026-06-01 and 2026-06-15 ```

Search for a creation date outside the specified range.

#### Alternative statuses ``` status=ready_for_validation OR status=exported ```

Combine two technical document statuses with OR.

#### Exclude a supplier predicate ``` NOT supplier_name=Test ```

#### Part of a filename ``` filename:invoice ```

Find filenames containing a search term.

#### Invoice-number query ``` invoice_number=INV ```

#### Empty assignee ``` assigned_to="" ```

#### Currency query ``` currency=EUR ```

Search for documents in euros: currency=EUR.

#### Due date before today ``` invoice_due_date

Search for a due date before today().

#### Amount threshold ``` total_amount>=1000 ```

Filter by a total amount of at least 1000.

## Include document content The **Search in document content** menu controls whether Quick Search also searches document content. This choice is separate from technical query prefixes such as `vector:`, `ocr:` or `ai:`. ### Automatic Search the visible columns first. If nothing matches, search inside documents where the organization has the required search features.

Automatically include document content in Quick Search.

### Always include document content Include document content explicitly. The necessary search features must be available to your organization.

Always include document content in Quick Search.

### Visible columns only Limit the search to columns visible in the dashboard.

### Recipes | You want… | Type this | | -------------------------------- | -------------------------------------------------------------- | | Ready to validate, fully matched | `status=ready_for_validation AND po_match_status=full_matched` | | This supplier, this week | `supplier_name=Test AND created_on>today()-7` | | High-value overdue invoices | `total_amount>5000 AND invoice_due_datetoday()-1` | | Electronic credit notes | `is_edoc=true AND sub_doc_type=CREDIT_NOTE` | | By purchase-order prefix | `purchase_order=PO-2026` | > Orange (fulltext) fields require **fulltext search** to be enabled for your organisation. A literal `%` or `_` in a value is treated as a normal character. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.docbits.com/end-user-and-partner-section/end-user-section/dashboard/quick-search.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.