Search and Filter Conversations

Use the search bar, status filters, assignee filters, date ranges, and keyboard shortcuts to find conversations fast.

Written by Noah BrooksUpdated 3 days ago11 min readBeginner

What this guide covers

This guide explains how to search and filter conversations in the JobsiteOn inbox. You will learn how to use the search bar to find specific conversations, apply filters to narrow your view by status, assignee, or date, save frequently used filter combinations, and use keyboard shortcuts to navigate your inbox efficiently.

By the end of this guide you will know how to:

Search conversations by keyword, contact name, or email address
Filter conversations by status (Open, Closed, Snoozed)
Filter by assignee to see your own or a specific team member's conversations
Use date range filters to find conversations from a specific time period
Combine multiple filters for precise results
Use keyboard shortcuts to search and navigate without a mouse

Before you begin

Make sure you have:

Inbox access enabled for your user account
Several conversations in your inbox. Search and filter features are most useful when your inbox has accumulated enough conversations that you need tools to navigate them.
Basic familiarity with the inbox layout. See How Email Works in JobsiteOn if you are new to the inbox.

Note: Search looks through all conversations you have access to, including Closed and Snoozed conversations. You do not need to switch views to search across all statuses.

Using the search bar

The search bar is located at the top of the inbox sidebar, above the conversation list. It is the fastest way to find a specific conversation when you know a keyword, name, or reference number.

Step 1 -- Focus the search bar

Click the search bar to activate it. Alternatively, press the / (forward slash) key from anywhere in the inbox to jump directly to the search field.

Step 2 -- Type your search query

Enter your search term. The inbox searches across multiple fields simultaneously:

Conversation subject lines -- matches words in the email subject
Message body content -- matches words inside the messages themselves
Contact names -- matches against the first name, last name, or full name of linked contacts
Email addresses -- matches the sender or recipient email addresses
Attachment file names -- matches names of attached files

Search results begin appearing as you type, filtering the conversation list in real time.

Step 3 -- Review and select results

The conversation list updates to show only conversations matching your search query. Each result highlights the matching text to help you identify the right conversation quickly.

Click a conversation from the filtered results to open it.

Step 4 -- Clear the search

To return to your full inbox view, clear the search bar by clicking the X button or pressing Escape. The conversation list returns to its previous state with your active filters applied.

Search tips for better results

Use specific terms -- "kitchen remodel 123 Main" finds results faster than just "kitchen"
Search by invoice or quote number -- enter the number directly (e.g., "INV-1042") to find related conversations
Search by email address -- useful when a customer contacts you from multiple addresses
Use partial matches -- you do not need to type the full word; "plumb" matches "plumbing" and "plumber"

Tip: If your search returns too many results, combine it with filters (described below) to narrow down further. For example, search for "roof repair" and filter to only Open conversations.

Filtering by status

Status filters let you view conversations based on their current lifecycle state.

Accessing status filters

The status filter controls are displayed as tabs or buttons above the conversation list. The available options are:

Open -- conversations that need attention (this is the default view)
Closed -- resolved conversations
Snoozed -- conversations deferred until a future time
All -- every conversation regardless of status

Using status filters effectively

Click a status filter to immediately update the conversation list. Only conversations with the selected status are shown.

Common workflows:

Start of day: View Open conversations to see what needs your attention
End of day review: View All conversations to confirm nothing was missed
Monthly review: View Closed conversations from the past month to audit resolution quality
Snooze check: View Snoozed conversations to review what is deferred and when each item returns

Note: Status filters persist as you navigate between conversations. If you have the Closed filter active and open a conversation, returning to the list keeps the Closed filter in place.

Filtering by assignee

Assignee filters help you focus on conversations owned by a specific team member or see unassigned work.

Available assignee filters

Assigned to me -- shows only conversations where you are the assignee
Unassigned -- shows conversations with no assignee (the shared queue)
Assigned to [team member] -- shows conversations assigned to a specific person

Applying an assignee filter

Find the assignee filter control in the inbox toolbar (it may appear as a dropdown or a set of filter chips)
Select the desired assignee filter
The conversation list updates to show only matching conversations

When to use assignee filters

Personal to-do list: Filter to "Assigned to me" to see exactly what you are responsible for
Team oversight: Filter by a specific team member to review their workload or help them with outstanding items
Queue management: Filter to "Unassigned" to find conversations that need someone to claim them

Tip: Combine the "Assigned to me" filter with the "Open" status filter for the clearest view of your active responsibilities. This combination answers the question "What do I need to work on right now?"

Filtering by date range

Date filters help you find conversations from a specific time period.

Setting a date range

Find the date filter control in the inbox toolbar
Select a preset range or set custom dates:
- Today -- conversations with activity today
- Yesterday -- conversations with activity yesterday
- Last 7 days -- the past week
- Last 30 days -- the past month
- Custom range -- pick specific start and end dates

What the date filter matches

The date filter applies to the most recent activity on the conversation, not the date the conversation was created. A conversation created six months ago that received a new reply today will appear in the "Today" filter.

This behavior ensures you see recently active conversations, which are typically the most relevant.

Note: Date filters are especially useful for reporting and review purposes. For example, you can see all conversations that were active last week to prepare for a team meeting.

Combining multiple filters

The real power of filtering comes from combining multiple dimensions. All filters work together to narrow your view progressively.

Filter combination examples

Status	Assignee	Date	Use case
Open	Assigned to me	Today	My active work for today
Open	Unassigned	Last 7 days	Conversations waiting to be claimed this week
Closed	All	Last 30 days	Monthly resolution review
Snoozed	Assigned to me	All	My deferred conversations
Open	Specific team member	All	Reviewing a colleague's workload

How combined filters work

Filters are applied with AND logic. When you select "Open" status AND "Assigned to me," only conversations that satisfy both conditions appear. Adding a date range further narrows the results.

Clearing filters

To reset all filters, look for a Clear filters or Reset control in the inbox toolbar. This returns you to the default view (Open conversations, all assignees, no date restriction).

Saved filters

If you frequently use the same filter combination, you can save it for quick access.

Creating a saved filter

Apply the combination of filters you want to save
Look for the Save filter option in the filter toolbar
Give your saved filter a descriptive name (for example, "My open items" or "Unassigned this week")
Click Save

Accessing saved filters

Saved filters appear as quick-access options in the filter area. Click a saved filter name to instantly apply all its filter settings.

Managing saved filters

You can rename or delete saved filters from the filter management area. Saved filters are personal to your account -- other team members have their own saved filters.

Tip: Create 2-3 saved filters for your most common views. A "My to-do" filter (Open + Assigned to me) and an "Unassigned queue" filter (Open + Unassigned) cover most daily needs.

Power users can navigate the inbox entirely with the keyboard. Here are the essential shortcuts:

Search shortcuts

Action	Shortcut
Focus search bar	/ (forward slash)
Clear search and close	Escape

Action	Shortcut
Move to next conversation	J or Down arrow
Move to previous conversation	K or Up arrow
Open selected conversation	Enter or O
Return to inbox list	Escape (from conversation view)

Action shortcuts

Action	Shortcut
Compose new email	C
Reply to conversation	R
Close conversation	E
Snooze conversation	Z
Assign conversation	A

Using shortcuts for rapid triage

Combine navigation and action shortcuts to process your inbox quickly:

Press J to move to the first conversation
Press O to open it
Read the conversation
Press E to close it (or R to reply)
Press Escape to return to the list
Press J to move to the next conversation
Repeat

This keyboard-driven workflow lets you triage dozens of conversations in minutes.

Tip: You do not need to memorize all shortcuts at once. Start with / for search and J/K for navigation. Add more shortcuts as you become comfortable.

Troubleshooting

Search is not finding a conversation I know exists

Try the following:

Use different search terms. If you searched by the customer's name, try their email address instead.
Check that you are not accidentally filtering out the conversation. Clear all filters and search again.
The conversation may be archived or in a status you are not viewing. Switch to the "All" status filter before searching.
Search matches on words, not partial sequences in the middle of words. Try the beginning of the word you are looking for.

Filters are not showing the expected conversations

Check that your filter combination is not too restrictive. If you have status, assignee, and date filters all active, a conversation must match all three to appear. Try removing one filter at a time to see if the conversation appears.

Saved filters are missing

Saved filters are stored per user account. If you log in with a different account, your saved filters will not be present. Check that you are logged in with the correct account. If you recently cleared your browser data, your filter state may have been reset.

FAQ

Can I search through attachment contents?

Search currently matches attachment file names but does not search inside the content of attached documents. To find a conversation with a specific attachment, search for the file name.

Does search find results in internal notes?

Yes. Search looks through all content in a conversation, including internal notes. This means you can search for notes your team left, such as "urgent" or "needs manager approval," to find conversations flagged with those keywords.

Can I export search or filter results?

Export functionality for search results is not currently available. You can use the search and filter tools to identify conversations and then take action on them directly within the inbox.

Are keyboard shortcuts customizable?

Keyboard shortcuts use a fixed default layout that cannot be customized. The shortcuts are modeled after common email client conventions (similar to Gmail's keyboard shortcuts) to make them intuitive for users already familiar with keyboard-driven email workflows.

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