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FTS gives you multiple ways to discover cases. Whether you remember a keyword or just describe what you’re looking for, search helps you find relevant knowledge quickly.

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Search Basics

Go to Cases and use the field labelled Search cases above the list. Three ways to find something:
  1. Keyword search – full-text matching, on every plan
  2. Semantic search – meaning-based search, Team plan and above
  3. Tag filter – click a tag under Popular tags:
Type words or phrases from case titles, observations, root causes and resolutions. Examples:
  • bearing failure → returns all cases mentioning “bearing” and “failure”
  • thermal imaging → cases discussing thermal methods
  • March 2026 incident → cases mentioning specific dates or incidents
Keyword search is exact-match based. Typos or different word forms may not return results. Use semantic search if keyword searches feel limiting.
Semantic search understands meaning, not just keywords. Describe what you’re looking for in natural language, and FTS returns cases with similar concepts. Why it’s powerful: Semantic search works by converting your query into a vector (a mathematical representation of meaning) and comparing it to all cases in your workspace. It’s forgiving of phrasing and finds conceptually similar cases even if they use different terminology.
Semantic search is part of the Team plan and above; on Starter, search is keyword-only. There is no per-workspace switch for it — the plan decides. No case data is used to train AI models.

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Tag-Based Filtering

If your workspace uses a taxonomy, you can filter by tags without typing:
  1. Click one of the tags under Popular tags: above the case list
  2. The list narrows to cases carrying that tag; Clear tag filter removes it again
There is no Filters button and no tag-category picker. One tag at a time is the whole of it — you cannot combine two tags, and there is no AND/OR setting for an admin to configure. Alongside the tag, you can narrow the list with the four drop-downs above it: Filter by status, Filter by severity, Filter by category and Filter by workspace. (Open item #99.)Search matches the case text and nothing else — title, observation, root cause and resolution. Neither the filenames of your evidence nor the text that automatic text recognition read out of them is searchable, on any plan. An earlier version of this page named the OCR text as a third searched area from the Team plan upwards; that was wrong, and the accordion Filenames are NOT searchable further down has said so all along.

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Advanced Search Operators

These do not exist. Earlier versions of this page listed operators such as title:, body:, state:, created:> and reviewed-by:. There is no operator syntax at all: whatever you type into the search box is treated as plain search text, and a colon in it is just a character. Use the drop-down filters instead. (Open item #100.)
What the search box actually does: it looks for your words in the case title, the observation, the root cause and the resolution — and in nothing else. The text that automatic text recognition read out of your evidence files is not part of the search index, on any plan. Results are ordered by the Sort order drop-down described below; the state of a case does not move it up or down. An earlier version of this page said Published and Verified cases were shown first — they are not.

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Saved Searches

This does not exist. There is no star icon, no way to name a search, and no Saved Searches area. Nothing is stored between visits. What you can do is keep the URL of a filtered case list — the filters are in the address, so a browser bookmark reproduces them exactly. (Open item #101.)

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Search Results

Results display:
  • Case Title – Click to open
  • Preview – the opening of the observation text, cut off after two lines. It is a visual cut, not a fixed number of characters, so how much you see depends on the width of your window.
  • Tags – Visual badges
  • State – Draft, Verified, Published, etc. Click any result to open the full case.
The Sort order drop-down offers newest first, oldest first, title A–Z, and recently updated. “Recently updated” helps find the latest information.
No relevance percentage is shown. Sorting is by the criteria above, not by a match score, and there is no keyboard navigation between results.

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Search Tips & Best Practices

Instead of motor overheat, try what should I do if the motor gets too hot?
Start with semantic search to find related cases, then filter by tag to focus on your department.
An earlier version of this page recommended meaningful filenames “because filenames are what search reads”. That is not true: the search index holds the case title, observation, root cause and resolution — the filename is in none of them, and neither is the text extracted by OCR. A clear filename helps you read the evidence list; it does not help you find the case. If you want to find a case by one of its files, name the file in the case text — that is what search reads. Captions cannot be entered anywhere in the product today (open item #98).
It lists what happened and when — creation, edits, state changes, reviews and evidence uploads — for the most recent 200 entries. It does not repeat the case text, and it does not repeat a reviewer’s comment: comments live in the Reviews panel below it. Search matches the case text, not the history entries.

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Search Privacy

Semantic search queries are processed immediately and not retained after the search completes, and no queries or results are used to train AI models. There is no per-workspace AI switch — on the Starter plan semantic search is simply not part of the plan.

Taxonomy

Learn how tags and categories are organized.

AI Assistance

Discover other AI-powered features in FTS.