How to filter and search notes
TL;DR: When you have many notes on a client, project, supplier, or team member, use the filter bar above the notes list to quickly find what you need. The filter bar appears automatically when there are notes to filter.
Who can do this
Any user with access to the Notes tab on a client, project, supplier, or team member profile
How to search and filter notes
The filter bar appears above the notes list and contains four filters, all visible by default.
Search
Type at least 2 characters to search across note content and author names. Matching text is highlighted in yellow in the note content.
Tag filter — filter by note type
Show only specific types of notes. You can select multiple types at once:
Notes — regular notes
Document — document-type notes
Email — email-type notes
Billing — billing-related notes (not available on team member profiles)
Pinned filter
Quickly show only pinned notes or only unpinned notes. Click the pin icon and choose Pinned or Not pinned. The filter label changes to show your selection. Click again to return to showing all notes.
Author filter
Show only notes created by specific people. Click the user icon and select one or more team members. Multiple authors can be selected at once.
Combining filters
All filters work together with AND logic. For example, you can search for "review" while also filtering by the Document type to find only document-type notes containing that word. You can add a pinned filter on top to narrow further. When all filters are cleared, the full note list is shown.
Note: Filter selections reset when you navigate away from the page — they are not saved between sessions.
To start notes from a consistent structure, see How to create and use note templates. To control who can see or edit specific notes, see How to set permissions on notes.
Troubleshooting
The filter bar is not visible — The filter bar only appears when there are notes to filter. If the notes list is empty, the filter bar does not show.
The Billing option is not available in the Tag filter — The Billing type is not available on team member profiles. It is available on client, project, and supplier notes.
Search returns no results — Make sure you have typed at least 2 characters. Search requires a minimum of 2 characters to activate. Also verify that no other active filters are excluding matching notes.
A note you expect to see is missing — The note may have restricted permissions. Ask the note author or a company admin to check. See How to set permissions on notes.
Filters reset after navigating away — Filter state is in-memory only and resets when you leave the page. This is expected behavior — filters are not persisted between sessions.