The "Saved filters" feature allows you to save frequently used or complex search queries. This way, you can quickly retrieve them with a single click.

Templates: You can browse your colleagues public filter templates and add useful filters to your own list.

Share: You can publicly share or directly assign your saved filters, for example, to achieve consistent search results within your team.

Saved filters can be found in the main view of a module's filter area:

saved filters in the "Files" module

The different filter types (own, shared, assigned) are identified by the following symbols:

	own filter (created by you) own filter that you shared as a public filter template filter that you have imported from the public filter templates
	own filter that you have assigned to a user or role
	filter that another user has assigned to you

Create and save filters

To save a new filter, you must first perform a search:

Open a module with saved filters, e.g., Files or Collections.
Check for active filters (also in the folder structure) and reset them if necessary to avoid incorrect results.
Create your desired search in the search filter area. You can combine search fields and (if available) the folder structure as usual. You can see the results directly in the main view.
In the "Saved filters" panel, the button "Save current filter" is now active. Click to save this search.
Alternatively, press Ctrl + S (Windows) or CMD + S (Mac).
A pop-up window will open where you can describe your filter and optionally share or assign it:

pop-up window with filter properties and options for sharing

Once you click "Save filter", your search will be saved with all search criteria under the name you have given it.
Your filter immediately displays in the corresponding module under "Saved filters":

Tip

Use the folder structure to filter specifically for content from a particular folder.

Apply and edit saved filters

You can apply your saved filters directly without entering search criteria:

Open a module with "Saved filters" e.g., Files or Collections.
Check for active filters (also in the folder structure) and reset them if necessary to avoid incorrect results.
Click on the name or checkbox of a saved filter.
You can see the results of the filter directly in the list of results.
If you want to refine your results, you can also use search fields, the folder structure, or other saved filters. The result is filtered as an "AND" link.
Click the checkbox again to deactivate a saved filter.

Move your mouse over a filter to see the three-dot menu with additional options:

Click on the button to edit your own filter (e.g., to share it).
Click on the button to delete a filter.
- If you did not create the filter yourself, you can only delete it from your list.
- If the filter was assigned to you, you cannot delete it.

Move your mouse directly over the filter icon to see additional information in the tooltip:

Please note

When a saved filter is activated, the search criteria are applied in the background, leaving the corresponding search fields empty.

This means that you can add extra criteria to saved filters at any time.

Using public filter templates

You can browse, adopt, and customize other users' public filter templates:

Open a module with "Saved filters" e.g., Files or Collections.
In the "Saved filters" panel, click on the button "Add filter templates".
A pop-up window will open showing a list of all public filter templates and their owners. You can browse or filter the list.
Select one or more filters using the checkboxes and click "Add selection".
A second pop-up window will open for each filter, showing the associated filter properties.
Here you can customize the name, description, or sharing options. Your changes will only affect your personal copy of that filter.
Once you click "Save filter", you will find the filter(s) you have applied in the corresponding module under "Saved filters".

pop-up with the list of all public filter templates, descriptions, and owners

Please note

Only the owner can delete or edit a filter that has been shared as a public filter template.
Your own filters will not be displayed in the filter template list.

Share saved filters

You can not only use your saved filters for yourself, but also share them system-wide or assign them to specific users or roles. This allows you to ensure that your team works with the same search parameters and gets identical results.

You can also specify both of these options when saving a filter.

Share filters system-wide

Shared filters are available in the list of public filter templates.

Save a new search or open the settings of an already saved filter via the three-dot menu .
Under "General information", activate the "Share as filter template" toggle.
As soon as you click "Save filter", your filter will be listed in the public filter templates, which can be opened via the button.
From here, any user can add your filter to their personal "Saved filters".

Assign filters specifically

Assigned filters are displayed directly in the "Saved filters" of selected users or roles.

Save a new search or open the settings of an already saved filter via the three-dot menu .
Switch to the "Share filter" tab at the top.
Here you have the option to assign individual users or entire roles.
Click the "Link" button or the "Add" button via the three-dot menu to add users or roles.
A pop-up window will open where you can select the desired users or roles via checkboxes.
Once you click "Add selection", you will see the added users or roles in the overview.
In the next step, specify whether the selected users or roles should receive extended rights for your filter:
- Edit: allows them to change the name and description of that filter
- Delete: allows them to delete that filter for all users
- Assign rights: allows them to share or assign that filter further

assigning a search filter to users and roles (no extended rights granted)

Once you click "Save filter", the added users or roles with extended rights will be saved. Your filter with symbol share will automatically appear in their "Stored filters":

Please note

There is no automatic notification to users after sharing a filter with them.

💡 Frequently asked questions (FAQ)

Can I save filters with folder selection?
Yes, in modules with a folder structure, you can save the filter with an active folder selection – the filter will then be applied exactly as it is.
Can other users change my filters?
Only for assigned filters and if you give them the appropriate rights – this is not the case by default.
What happens if the owner deletes an assigned filter?
The filter disappears for everyone to whom it was assigned.
Can I share a filter and release it as a template at the same time?
Yes, both are possible. You can share your filter as a public template and assign it to users.
Can I change a filter from the filter templates?
Yes, after applying it, you can customize the filter for yourself. The original template remains unchanged.
Can I remove a share or assignment?
Yes. To do this, go to the filter settings and revoke the public share or the assignments to users or roles.