Search in the Document360 Knowledge base site helps readers find articles, categories, and attachments quickly using a search bar above the article list. Results are ranked by relevance and shown with the content name, a preview of the matching text, and the breadcrumb path. Advanced search lets readers filter results and search across multiple workspaces and languages at once, and Search attachments extends search to text inside PDF files.
When to use advanced search and filters
Use advanced search and filters when readers need to narrow results beyond a simple keyword match.
- A reader searches a common term like "login" and needs to scope results to one workspace or language.
- Your knowledge base spans multiple workspaces, including API documentation, and readers need a single search that covers all of them.
- Readers need to find content inside PDF attachments, not just article text.
How search ranks results
Search results are based on the following attributes: article and category titles, tags, slugs, breadcrumbs, and text content within articles and categories.
Search priority sequence: Results are ranked by relevance in this order: Title > Tags > Slug > Breadcrumbs > Content/Description. When multiple content types (Articles, Decision trees, API documentation) match a query, the most relevant result appears highest regardless of content type. If a Decision tree's relevance score is higher than or equal to an Article's, the Decision tree appears higher in results.
How to configure search settings
The following settings are configured in Settings > Knowledge base site > Article settings & SEO > Article settings tab, under the Search settings accordion.
Enable advanced search
- Navigate to Settings > Knowledge base site in the left navigation bar of the Knowledge base portal.
- Navigate to Article settings & SEO.
- In the Search settings accordion, turn on the Enable advanced search toggle.
- Select the Include all workspaces in site searches checkbox to set the search filter to All workspaces (including API Documentation) by default, instead of Current workspace.
If Enable advanced search is turned off, filter options don't appear in the Knowledge base site.
Enable the attachments tab in search
- Navigate to Settings > Knowledge base site in the left navigation bar of the Knowledge base portal.
- Navigate to Article settings & SEO.
- Select the Article settings tab.
- Expand the Search settings accordion and turn on the Show attachments tab in search toggle.
If the Show article files toggle is off, Show attachments tab in search is inaccessible. Turn it on in the Article right accordion first. When Show attachments tab in search is off, search only covers article and category elements such as title, slug, tags, and content.
Enable no search result feedback
- Navigate to Settings > Knowledge base site in the left navigation bar of the Knowledge base portal.
- Navigate to Article settings & SEO.
- Select the Article settings tab.
- Expand the Search settings accordion and turn on the No search result feedback toggle.
When this toggle is on and a search returns no articles, readers see a feedback form instead of a blank results page. Submitted feedback appears in the Search analytics module. When the toggle is off, no-result searches show a blank results page.
Search settings are now configured for advanced search, attachment search, and no-result feedback.
How readers use search
Accessing advanced search
- Click the search bar and select Go to advanced search.
- Use the available filters to refine results.
| Filter | Description |
|---|---|
| Workspace | Current workspace: results from the active workspace only. All workspaces: results across all workspaces, including API documentation. Specific: results from one or more selected workspaces. |
| Language | Current language: results in the active language only. All languages: results across all supported languages. Specific: results from one or more selected languages. |
| Tags | Narrows results to articles containing the selected tags. |
| Contributor | Narrows results to content by selected contributors. |
| Date | Filters by a date range: Last 7 days, Last 30 days, Last 90 days, or a custom range. |
| Categories | Narrows results to articles or pages within selected categories. |
When Current workspace is selected, results appear in individual tabs (Articles, Categories, API Docs) and in a unified All tab, ranked by relevance. All workspaces scans every workspace, including API documentation, and the All tab ranks results by relevance across them.
Filtering by content type
The Filter option to the left of the search bar narrows results by content type:
- Search category titles: Category titles and articles containing the search keyword.
- Search attachments: File attachments containing the search keyword.
Searching attachments
When a reader searches a keyword, results appear under filter tabs:
- Articles (): Results within articles.
- Decision trees (): Results within decision tree guides.
- API Docs (): Results within API documentation.
- Categories (): Results within categories.
- Files (): Results within PDF attachments.
If a keyword returns no article results, readers can switch to the Files tab to find matching PDF attachments and view them alongside the article. In the Knowledge base portal, team accounts can use this to scan PDF files in the Drive for a keyword, even if the file name doesn't match. Attachment search results show the full breadcrumb path, including the article name, so readers know which article an attachment belongs to without opening the file.
No search result behavior
When No search result feedback is enabled, behavior depends on how the reader searches:
- After entering a search term, the reader either presses Enter or clicks the Hit enter to Ask Eddy AI banner.
- If the reader presses Enter: Eddy AI attempts to fetch relevant results. If the input is a keyword, Eddy AI asks a follow-up question to confirm intent. If the input is a complete query, Eddy AI fetches the answer directly.
- If the reader clicks the Hit enter to Ask Eddy AI banner: the system treats the input as a complete query. If no results are found, the No search result feedback form appears immediately, without a follow-up prompt.
Search operator support
Use search operators to construct more precise queries.
- Double quotes (
""): Search for an exact phrase. Words inside double quotes must match in that exact order. - Minus sign (
-): Exclude a word from results. Place the minus sign directly before a word, with no space, to exclude it.
| Query | Result |
|---|---|
search -recipe |
Records containing search, but not recipe. |
search-recipe |
Records containing both search and recipe — no exclusion, since the minus sign is mid-word. |
-recipe |
Every record except those containing recipe. |
-recipe pasta |
Records containing pasta, but not recipe. |
"-recipe" |
Records containing the literal phrase -recipe — no exclusion is performed. |
Limits
| Limit | Value | Notes |
|---|---|---|
| PDF attachment size for search indexing | Up to 10 MB | Larger files are not scanned for keyword matches. |
Document360 search is powered by Algolia, which balances speed and relevance. Algolia may return an approximate result count instead of an exhaustive one to keep response times fast, so the count for the same query can occasionally vary. This is expected behavior and isn't configurable from Document360.
Best practices
- Enable Include all workspaces in site searches if your knowledge base spans multiple workspaces, including API documentation, so readers don't need to manually switch the filter.
- Turn on Show attachments tab in search if your knowledge base relies on PDF attachments for reference content readers search for directly.
- Use the No search result feedback form to capture what readers were searching for, then review submissions in Search analytics to close content gaps.
- Document search operator syntax (
""and-) for power users who need precise, repeatable queries.
FAQ
What is advanced search?
Advanced search allows a combined search across all workspaces and languages simultaneously, helping readers locate results using available filters.
How does Algolia search work in fetching responses?
Algolia first looks for articles that contain all the words in the query. If no exact matches are found, it broadens the search to include articles containing any of the terms, ranking results by how many terms match. This ensures readers still see relevant content even when no article matches every term exactly.
How do I hide the search bar on the Home page?
The Home page search bar is visible by default and can be hidden without affecting search on the rest of the Knowledge base site. Navigate to {{variable.Settings}} > {{variable.Knowledge base site}}, then go to Site customization > Customize site. Select the Header & Footer dropdown, choose Home, click the Hero section, select Search, then click the Hide icon.
How do I exclude an article from search?
You can exclude an article from searches within your knowledge base or external search engines — see Excluding articles from search engines. Hidden articles don't appear on the Knowledge base site and aren't searchable by readers, though team members can still find them in the Knowledge base portal. Categories and page categories can be hidden the same way.
Will my search include API documentation results?
The Current workspace filter is selected by default. To search across your regular documentation and API documentation together, select All workspaces from the Filter option on the search bar.
How does the search bar behave with RTL languages, such as Hebrew and Arabic?
Selecting an RTL language adjusts the search bar to align text right and accept right-to-left input. If multiple languages are selected and all are RTL, the search bar keeps right-to-left input and alignment. If the selection mixes RTL and LTR languages, behavior follows the default language: input starts from the right if the default is RTL, or from the left if the default is LTR.
Can I localize or customize the UI text in advanced search?
Yes, using Localization variables. Navigate to {{variable.Settings}} > {{variable.Knowledge base portal}}, then {{variable.Localization n Workspaces}}. In the Localization variables tab, expand the Advanced search accordion to update elements such as Go to advanced search, Workspace, and Language, then click Save.
Why do search result counts sometimes vary for the same query?
Document360 search is powered by Algolia, which may return an approximate result count instead of an exhaustive one to keep response times fast. This is expected behavior and isn't configurable from Document360.