Task Search in Planfix: Find, Filter, Sort Tasks
Task search in Planfix helps when an assignment gets lost among hundreds of processes and you need its card right now. Smart search in Planfix finds tasks, contacts, projects and files by keyword, and filters, sorting and tags narrow the list down to the one task you need. This video, under two minutes long, walks through the main ways to find a task quickly, from the search bar to the Planner.
What you’ll learn: how to search and filter tasks in Planfix
- Find tasks by a word from their name or description with global search (0:09).
- Filter tasks by assignee, project or counterparty (0:26).
- Sort tasks by the date of the last comment to follow recent discussions (0:33).
- Find completed tasks by status and urgent tasks with a filter (0:42, 0:54).
- Group and filter tasks with custom tags (1:04).
- Search inside Planner lists (1:12).
How to find a task in Planfix, step by step
Step 1. Search by keyword
Type a word from the task name or description into the search bar in the upper right-hand corner, and Planfix shows every task that contains it. Global search covers all account data: tasks, actions, contacts, file names and file descriptions. Choose how it matches: by word part starts once you type at least three characters and matches the beginning of a word, while by word forms needs a whole word and also finds plurals and other forms. Planfix remembers your choice for future searches.
Step 2. Narrow the list with filters by task fields
Add a filter to make the search more precise, for example, by assignee, project or counterparty. To reuse the same conditions every day, create a saved task filter:
- In the Tasks section, click Add in the left panel.
- Enter a Name and add Selection parameters.
- Join the numbered conditions with AND or OR in Filter logic.
- Click Filter to use it once, or Filter and save to keep it in the filter list.
Step 3. Sort by the date of the last comment
In the task list, sorting arranges tasks by the criterion you choose. Select date of last comment, descending, and tasks with the most recent comments rise to the top, so you can follow recent discussions. You can also click a column name to sort by that column. For more on comments, see how to write comments in a task.
Step 4. Find completed and urgent tasks
Status is the simplest way to filter tasks: in the video, a status filter shows all completed tasks at once. To learn how statuses are set up, see how custom objects and statuses work in Planfix. Mark tasks as urgent so employees see what to work on first, then use the urgent filter to find all of them.
Step 5. Filter tasks by tags
Create custom tags in Planfix to group tasks your own way, then filter the list by a tag. For setup, see the video on how to set up tags.
Step 6. Search inside the Planner
Search also works in the Planner, which helps when you have many lists and tasks. Click the filter icon and type a word or part of a word: Planfix hides the objects whose names don’t contain it, across all Planner lists. Add filters if you need to narrow it further. To clear the search, click the cross or the green filter icon.
Example: find budget tasks for one counterparty
In the video, a search for budget lists every task with that word in its name or description. A filter then narrows the result to active tasks only or to the tasks of one counterparty.
Search results have their own sorting, set separately for each object type, such as tasks or projects. Sorting by date puts the newest first.
Who task search and filters are for
- Account managers: a filter by counterparty collects every task for one client.
- Team leads: a saved filter by assignee or project can be shared with employees and used for bulk actions, such as changing the assignee of the filtered tasks.
- Everyone on the team: the urgent filter shows what to work on first.
- Anyone digging up an old project: global search covers all projects and works on word parts.
- Anyone who just closed a card: the Recently viewed objects section keeps the last 50 tasks and contacts you viewed.
Task search in Planfix: FAQ
How do I search for an exact phrase in Planfix?
Put the phrase in quotes, for example, “request for payment”. Planfix then returns only tasks that contain that exact phrase.
Can I find a task by a custom field value?
Yes. The search bar also finds tasks, contacts and other objects by the value of a custom field. For now, this works only with numeric and text fields.
Why doesn’t a task appear in my filter?
Use the filter testing mode: open the filter by its name, click Edit, then the flask icon, and pick the task. Each condition is outlined green if the task meets it and red if it doesn’t. If a task has vanished from the Planner, see why tasks disappear from Planner lists.
Save your first task filter
Think of the search you repeat every day, such as tasks for one client or one project, and turn it into a saved filter. The Help Center article on task filters covers selection parameters, columns and sharing. New to Planfix? See how its task management software works, or sign up to try it.
This video was featured in What’s New in Planfix: July 2026.
