Searching for proofs on the dashboard
The dashboard search helps you quickly find the proofs you’re looking for – no matter how many you’re managing. You can search across proof details, workflow, messages, and integrations, then refine results with advanced filters and sorting options.
What you can search by
Use the dashboard search bar to find proofs using any of the following:
Proof ID. Search using the unique proof ID.
Collection ID. Search using the unique collection ID.
Integration reference. Find proofs linked to external tools, such as an Asana task ID, or monday.com item ID.
Reference text. Any reference text added when the proof was created.
Tag. Search using proof tags to surface related work.
Smart tag. Behind-the-scenes tags added via PageProof Intelligence®.
File name. Name of the file uploaded as the proof.
File type. For example: PDF, .mp4, .ppt, .ai, .psd, etc.
Workflow name. Find proofs using a specific workflow template.
Current step name. Search by the active workflow step name. For example “legal”, “marketing”, etc.
Collection name. Locate proofs that belong to a specific collection.
Message to reviewers. Search text contained within the message to reviewers.
You can also search for proofs by user and role on the proof.
For example:
owner:katarina@pageproof.com
The roles supported in the dashboard search are:
owner
editor
reviewer
mandatory
gatekeeper
approver
viewonly or view_only.
Include archived proofs
By default, archived proofs are excluded from search results. Tick Include archived to show both active and archived proofs in your results.
This is useful when tracking down older work or confirming past approvals.
Filter your search results
Use Advanced filters to narrow results by status, people, and date.
Status uses OR: a proof can match any status you select. For example, choosing In proofing and Approved finds proofs that are in proofing or approved.
People and date filters use AND: a proof must match every people and date filter you set.
For example, you can find proofs that are In proofing or Approved, and have a specific owner, and were created last month.
Ordering your results
Once you’ve found matching proofs, you can order the results to suit how you work.
Order by:
Priority
Creation date
Due date
Approved date
Name
Number of comments
Number of versions
Status
Each saved search and dashboard view, such as Inbox, Sent, or Outbox, can have its own sort order.
This helps you quickly surface what needs attention or review next.
Tips for fast searching
Use the global search to search for a proof anywhere you are in PageProof
Combine search terms + filters for the most accurate results
Use smart tags to make proofs easier to find later
Include archived proofs when searching for completed or historical work.
Tips for accurate searching
Search will do a partial match of a word by default.
For example: Search des will find design, designer, desktop. You can also:
Use quotes around a word for an exact match:
Search "bird" will find bird not birds, or birdhouse.
Use a combination of partial and exact match:
Search "annual" report will find annual report and annual reporting.
You can search for multiple roles, as well as a partial match of a word:
mandatory:katarina@pageproof.com editor:rei@pageproof.com press ad visuals