Search files and business knowledge in SmallForce

Workspace search helps people and employees find relevant source material without knowing the exact filename or wording in advance.

Search effectively

Use a phrase that identifies the information you need:

• “Northwind cancellation policy”
• “campaigns where cost per lead exceeded $40”
• “client feedback about the homepage headline”
• “meeting where we agreed on the launch date”

Search can match exact terms and related meaning. When several clients use similar language, narrow the search to the relevant client or project folder.

Read the source

A search result is a discovery aid. Open the source file or ask the employee to read the relevant document before relying on a short result excerpt. This is particularly important for policies, contracts, spreadsheets, and long meeting transcripts.

When a file is missing from results

1. Confirm the file is inside the current organization’s workspace.
2. Check whether its type is supported.
3. Review the file’s indexing status.
4. Retry after indexing completes.
5. Replace damaged or password-protected documents with a readable copy.

Updating a file causes its searchable representation to be refreshed. Removing a file removes it from normal workspace use after the change is processed.