How to Use ClickUp Intelligent Search
ClickUp offers Intelligent Search to help you instantly find tasks, docs, and conversations across your entire workspace so you never waste time hunting for information.
This step-by-step guide walks you through how to use Intelligent Search in ClickUp, from running your first search to refining results and uncovering connected work.
What Is ClickUp Intelligent Search?
Intelligent Search in ClickUp is an AI-powered discovery layer that looks across tasks, docs, comments, and other work items to surface the most relevant results.
It goes beyond simple keyword matching by understanding context and relationships between items so you can jump directly to the information that matters.
Key benefits include:
- Search across tasks, docs, goals, and more from one place
- See related work and context-rich results
- Reduce time spent tracking down updates and answers
- Improve knowledge sharing for every team
To see the original feature overview, you can review the official article on ClickUp Intelligent Search.
How to Access Intelligent Search in ClickUp
You can open Intelligent Search from anywhere inside ClickUp so you always have fast access to your work.
Step 1: Open the ClickUp search bar
Use one of these options to open the global search experience:
- Click the search icon in the top navigation bar
- Use your workspace keyboard shortcut (for example, pressing a global search hotkey, if configured)
When the search panel appears, you can start typing right away.
Step 2: Understand the search layout
The Intelligent Search panel in ClickUp typically contains:
- A main search input at the top
- Suggested or recent items directly below the search box
- Filters or scoping options along the side or top area
- Result cards showing tasks, docs, or other items
Each result card includes titles, key details, and quick actions so you can open or act on work immediately.
Run Your First Search in ClickUp
Once the panel is open, you can start using Intelligent Search in ClickUp to locate anything based on names, content, or context.
Step 3: Type a keyword or phrase
In the search bar:
- Start typing a word, phrase, project name, or client name
- Watch as results update in real time
- Review suggestions that match your input
Intelligent Search understands more than exact matches, so you can use natural language like “Q3 marketing plan” or “onboarding checklist.”
Step 4: Review the search results
Results are grouped and ranked so the most relevant content appears first. You will typically see:
- Tasks with matching titles, descriptions, or comments
- Docs that include your query in headings or body text
- Other items, depending on how your workspace is configured
Click a result to open it in a new view or tab within ClickUp.
Filter and Refine Results in ClickUp
To quickly narrow large result sets, Intelligent Search in ClickUp lets you apply filters and scopes.
Step 5: Filter by work type
Use available filters to focus your search on specific item types. Common filters include:
- Tasks only
- Docs only
- Comments or conversations
- Other specialized objects, depending on your setup
Filtering by item type helps you avoid noise and jump to the right work artifact faster.
Step 6: Scope your search to spaces or folders
If you know where an item lives, you can scope Intelligent Search in ClickUp to certain parts of your workspace:
- Select a specific Space or Folder
- Limit the search to a List or project area
- Re-run the query within that defined scope
This is especially useful in large workspaces with many departments, clients, or product lines.
Step 7: Use advanced query strategies
To get better results from Intelligent Search in ClickUp, follow these tips:
- Search by a unique phrase or name instead of generic terms
- Include project codes or ticket IDs if your team uses them
- Combine words like client + deliverable + date range in your query
- Refine with filters instead of rewriting the entire query
Small adjustments to phrasing can significantly improve what the search engine surfaces.
Discover Related Work in ClickUp
One of the most powerful aspects of Intelligent Search in ClickUp is how it connects related work so you do not miss important context.
Step 8: Explore related items
When you open a result from search, look for:
- Linked tasks and subtasks
- Attached docs or knowledge resources
- Referenced comments and discussions
- Dependencies or relationships to other work
This allows you to trace a full story across your workspace instead of viewing individual items in isolation.
Step 9: Use search to support cross-team collaboration
Because Intelligent Search in ClickUp spans multiple teams and spaces, it is ideal for cross-functional work. You can:
- Find how another team solved a similar problem
- Locate previous campaigns, playbooks, or templates
- Reuse high-performing docs or task structures
- Ensure stakeholders see the same source of truth
This reduces duplicated work and improves consistency across departments.
Everyday Use Cases for ClickUp Intelligent Search
You can rely on Intelligent Search in ClickUp for quick answers throughout the workday.
Use case 1: Find the latest project status
Type the project name into the search box and filter to tasks or docs. Open the main status doc or epic task to see current progress, blockers, and owners.
Use case 2: Retrieve a key decision or meeting note
Search for the meeting title, topic, or stakeholder name. Intelligent Search will surface the doc or task where notes and decisions were captured.
Use case 3: Locate onboarding or process documentation
Enter phrases like “onboarding,” “SOP,” or process names. Open the main doc and then follow related links to templates or checklists.
Best Practices for Teams Using ClickUp Search
To get the most from Intelligent Search in ClickUp, align your team around a few simple practices.
Step 10: Name work clearly and consistently
Use descriptive titles for tasks and docs that include:
- Project or client name
- Outcome or deliverable type
- Dates or timeframes where relevant
Clear naming makes results easier to identify during search.
Step 11: Centralize knowledge in ClickUp docs
Store key processes, playbooks, and project briefs in workspace docs instead of scattered tools. The more content you keep in one system, the more powerful Intelligent Search becomes.
Step 12: Link related work items
Whenever you create a new task or doc, link it to:
- Parent projects or epics
- Supporting documents or sprint boards
- Dependencies and milestones
These relationships help Intelligent Search surface more complete and contextual results.
Next Steps to Optimize Your Workspace
Once your team is comfortable using Intelligent Search in ClickUp, you can refine your overall workspace structure and workflows.
If you want expert guidance on structuring spaces, improving documentation, or optimizing your search strategy, consult a specialist such as Consultevo, which focuses on modern work management and knowledge systems.
By combining strong structure with Intelligent Search in ClickUp, you empower everyone on your team to find what they need quickly, make better decisions, and move projects forward with confidence.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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