> ## Documentation Index
> Fetch the complete documentation index at: https://sofiedocs.usetransfer.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Search results and filters

> Filter, sort, and interpret Sofie Search results so you can reopen the right work quickly.

Search results help you narrow broad work across Sofie. Use filters and sorting when a query returns too many results or when several items have similar names.

## Result views

Sofie Search has two main states.

| State          | What you see                                                       | Use it when                                                   |
| -------------- | ------------------------------------------------------------------ | ------------------------------------------------------------- |
| **Suggested**  | Recent and likely useful items grouped by type.                    | You want to return to recent work.                            |
| Search results | Matching items with filters, sorting, previews, and result badges. | You know a phrase, topic, product, project, or artifact name. |

## Filter results

Use **Filter** to limit results to one type of work.

| Filter            | Use it when                                                       |
| ----------------- | ----------------------------------------------------------------- |
| **All**           | You are not sure where the work lives.                            |
| **Conversations** | You remember discussing the topic in chat.                        |
| **Workspaces**    | You need the shared project container.                            |
| **CoDraft**       | You need a document, report, protocol, memo, or draft.            |
| **CoMeeting**     | You need a transcript, meeting summary, decision, or action item. |
| **CoSheet**       | You need spreadsheet data, trackers, formulas, or charts.         |
| **Orchestrate**   | You need a repeatable workflow.                                   |
| **Sequence**      | You need a scheduled Orchestration run.                           |
| **Templates**     | You need reusable document structure.                             |

<Tip>
  Start with **All** when you are unsure. Switch to a specific filter when you see repeated matches from the wrong surface.
</Tip>

## Sort results

Use **Sort** to control result order.

| Sort option                   | Use it when                                           |
| ----------------------------- | ----------------------------------------------------- |
| **Best matches**              | You want the closest text match first.                |
| **Last edited: Newest first** | You want the most recently updated item.              |
| **Last edited: Oldest first** | You are looking for older source work.                |
| **Created: Newest first**     | You want recently created items.                      |
| **Created: Oldest first**     | You need the original item in a long-running process. |

When **Best matches** is selected, Sofie may group results by recency, such as **Today**, **Yesterday**, **This Week**, and **Older**.

## Read result previews

Search results can include preview text. Use the preview to decide whether the result is likely to contain the evidence, decision, or artifact you need.

Look for:

* A matching product, project, process, batch, or protocol name.
* A phrase that appears in the source content.
* A Workspace name that matches the project.
* A meeting summary snippet that includes the topic.
* A document excerpt that matches the section you need.

<Warning>
  A preview is only a short excerpt. Open the result before relying on it.
</Warning>

## Search strategies

### Start with unique identifiers

Use identifiers when they exist:

```text theme={null}
URS-0145
```

```text theme={null}
DEV-2026-031
```

```text theme={null}
PQ sampling rationale
```

Identifiers usually reduce noise.

### Search by decision or question

If you do not remember the file name, search for the decision, action, or question:

```text theme={null}
hold time acceptance criteria
```

```text theme={null}
CAPA effectiveness measure owner
```

```text theme={null}
deviation missing evidence
```

### Search by output type

If you remember what Sofie created, include the artifact type:

```text theme={null}
CoDraft risk assessment outline
```

```text theme={null}
CoSheet complaint trend chart
```

```text theme={null}
Orchestration batch record review
```

## When results are missing

If expected work does not appear:

* Try a broader query.
* Switch **Filter** to **All**.
* Search for a different phrase from the same source.
* Check whether you are in the right organization or account.
* Confirm you still have access to the Workspace or artifact.
* Ask a teammate to share the Workspace or item again.

If a source lives outside Sofie, connect the relevant app when available, or ask an administrator about connected app access.

## Open, verify, then use as context

For source-heavy work, do not stop at finding the item.

<Steps>
  <Step title="Open the result">
    Confirm the title, date, Workspace, and content.
  </Step>

  <Step title="Check relevance">
    Make sure it is the correct version or meeting.
  </Step>

  <Step title="Add it to chat">
    Use **Add context**, start Sofie Everywhere from the page, or ask from within the Workspace.
  </Step>

  <Step title="Ask for source visibility">
    Ask Sofie to cite sources, separate assumptions, and identify missing evidence.
  </Step>
</Steps>

Example:

```text theme={null}
Use the CoDraft I just opened and the selected Workspace. Compare the acceptance criteria against the URS and list exact source gaps.
```

## Related guides

* [Search Sofie](/search/search-sofie)
* [Search versus chat sources](/search/search-vs-chat-sources)
* [Run work from chat](/chat/run-work-from-chat)
* [Context windows and summarization](/chat/context-windows-and-summarization)