Using the Search Bar

Overview

You can search data in Kintone based on the keywords entered in the search bar. The scope of the search can be for the entire Kintone subdomain or within a specific App or Space.

Searching the Entire Platform

  1. From portal home, enter search keywords into the search bar.

Screen_Shot_2017-11-15_at_12.01.14_PM.png

  1. Click Screen_Shot_2017-11-14_at_3.49.27_PM.png and the search results will display.

Reading the Search Result Screen

Screen_Shot_2017-11-14_at_4.10.31_PM.png

Item

Description

1

  • The titles of Apps, Spaces, People, etc. are displayed.
  • The words entered as keywords are highlighted in bold.
  • For the search target, please refer to the next section.

2

  • Icons of applications, spaces, and people are displayed according to the type of function.
    • App:
    • Space:
    • People:

3

  • You can change the order of the search results or narrow down the search results further.
  • The conditions that can be specified are as follows:
    • Sort order in the initial setting, new data creation date and time are displayed in order from the top.
    • Data creator
    • Specify the range of data creation date
    • Language of data

4

Apps, records, spaces, threads, and people whose names match the keywords are displayed.

  • If App Code is set in the application, you can search the corresponding application with the App Code.
  • When Localization is set in the application, you can search by application name of the language set as the display language in addition to the default application name.
  • If App Code is set for the application, you can search the corresponding record with "app code - record number".
  • Users can also search by the following items.
    • User's display name in a different language
    • Reading user's full name
    • User's login name

Note:

  • When one of the following search conditions is specified, data of an application that does not have viewing authority in the Created Datetime field is not searched.
    • Specify "Created Datetime" in sort order
    • Specify the created date range
  • If you specify a creator, data of an application that does not have browsing permission in the "Created by" field will not be searched.
  • If the result selected is a comment, the record will display the result comment and not the most recent comment.

Search Target

In item 1 of the search result screen shown above, the following data in Kintone is searched.

Type

Search Target

Record

  • Record comment
  • The value of the next field
    • String (1 line)
    • String (multiple lines)
    • Rich editor
    • Link

Space

  • Body of space

Thread

  • Thread body
  • Comment on thread

People

  • People’s comment
  • Personal message

Attachment

  • File name
  • Content of document file

Note:

  • In search results, one record is displayed for every search target item above. For example, if more than one search keyword is found in the same attachment, one of them is displayed in the search results.
  • For the format of the file to be searched, see Searchable File Formats.
  • Data that does not have viewing authority will not be searched.

Narrowing the Search Range

In Kintone, you can search within a specific application or space by limiting the search area separately from the whole search.

Search in App: Limit search scope to a specific application.

  1. Open the target application and enter keywords in the search box at the top right of the screen.
  2. Click Screen_Shot_2017-11-14_at_3.49.27_PM.png and the search results will display.

Screen_Shot_2017-11-15_at_12.02.53_PM.png

Search in Space: Limit the scope of the search to a specific space.

  1. Open the target space and enter keywords in the search box at the top right of the screen.
  2. Click Screen_Shot_2017-11-14_at_3.49.27_PM.png and the search results will display.

Screen_Shot_2017-11-15_at_12.04.15_PM.png

Searching with Multiple Keywords

By specifying multiple keywords, you can search by AND condition, OR condition, or NOT condition.

  • Search records that contain both keywords "A" and "B":
    • Enter a space or "AND" between "A" and "B".
    • Example: AB, A AND B
  • Search records that contain both keywords "A" and "B" in the order of "AB":
    • Enclose "AB" in double quotes (")
    • Example: " A B "
  • Search records that contain either keyword "A" or "B":
    • Enter "OR" between "A" and "B".
    • Example: A OR B
  • Search records that contain the keyword "A" but not the keyword "B":
    • Enter "NOT" before "B"
    • Example: A NOT B
Note: You cannot search under AND and OR conditions.

Precautions When Entering Search Keywords

When Searching in Japanese or Chinese:

  • Canon's full-width and half-width are not distinguished.
  • A word of two or more characters must be searched with two or more keywords. You can search for single-word words with one-character keywords.
  • Example: When searching for the keyword "日本語"
    • Searchable keywords: "日本", "本語" or "日本語"
    • Keywords that cannot be searched: "日", "本", or "語"

When Searching with Alphanumeric Characters:

  • Uppercase and lowercase letters of the alphabet and full-width and half-width characters are not distinguished.
  • It is searched by a word.
  • Example 1:
    • To search for a field whose value is "cybozu kintone2", specify "cybozu" or "kintone2" as a keyword. It is not searched for partially matching search keywords such as "cy" or "kintone". In addition, "_ (underbar)" and "# (sharp)" are regarded as part of a word, both full-width and half-width.
  • Example 2:
    • To search for a field whose value is "cybozu_kintone", enter "cybozu_kintone" as a keyword with no spaces. If you enter "cybozu" or "kintone", it will not be searched.

When Searching by Symbol:

  • Full-width and half-width characters are not distinguished.
  • The following symbols are excluded from the search keywords.
    • Japanese, and Chinese punctuation
    • The following symbols of full-width and half-width characters
      - & | /! () {} [] ^ "~ *?:; \ $% @ '` = <> , .
      • Symbols, other than those listed above, may also be removed from search keywords.

Searchable File Formats

The following formats of attachment contents are searched:

  • Microsoft Word
    • Windows: Word 95 / 97 / 98 / 2000 / 2002 (XP) / 2003 / 2007 / 2010 / 2013 / 2016
    • Mac OS: Word 98 / 2001 / 2004 / 2008 / 2011 / 2016
  • Microsoft Excel
    • Windows: Excel 95 / 97 / 2000 / 2002 (XP) / 2003 / 2007 / 2010 / 2013 / 2016
    • Mac OS: Excel 98 / 2001 / 2004 / 2008 / 2011 / 2013 / 2016
  • Microsoft PowerPoint
    • Windows: PowerPoint 95 / 97 / 2000 / 2002 (XP) / 2003 / 2007 / 2010 / 2013 / 2016
    • Mac OS: PowerPoint 98 / 2001 / 2004 / 2008 / 2011 / 2016
  • Microsoft Visio
    • Visio 2002(XP) / 2003 / 2007 / 2010 / 2013 / 2016
  • ODF (OpenOffice.org, LibreOffice, and so on) 1.1 / 1.2
    • Writer (document file)
    • Calc (spreadsheet file)
    • Impress (presentation file)
  • OpenOffice 3.0 / 3.1 / 3.2 / 3.3
  • LibreOffice 3.4
  • Acrobat 4.0 / 5.0 / 6.0 / 7.0 / 8.0 / 9.0 / X / XI / DC
  • PDF 1.2 / 1.3 / 1.4 / 1.5 / 1.6 / 1.7
    • PDF 1.0 and 1.1 are not supported.
  • JUSTSYSTEM Ichitaro Versions 5 to 13 / 2004 to 2015
  • DocuWorks
    • DocuWorks document
    • DocuWorks binder
  • Microsoft XML Paper Specification (XPS) 1.0
  • Rich text RTF 1.0 to 1.9
  • Text file
    • Files that are encoded by the following character encodings: JIS (ISO-2022-JP) / EUC-JP / Shift JIS / UTF-8 / UTF-16
  • Markup language
  • HTML / XML / SGML

Note:

  • The maximum size of the file that can be searched is 50 MB.
  • Full-Text Search server extracts text data from the file to be searched then creates an index. Up to 1 MB of the extracted text can be searched. The size is counted from the beginning of the extracted text.
  • Encrypted PDF files can be searched. The 256-bit AES encryption for Acrobat X and later is not supported.
  • Unicode characters in the Private Use Area (for example, user defined characters) may not be searched. And incorrect search results may appear.
  • Some formats of DocuWorks files are not supported. For details, see the "DocuWorks Content Filter for Linux" section in the Fuji Xerox DocuWorks support page. Fuji Xerox Direct: https://direct.fujixerox.co.jp/ 
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