Read the latest insights and tips on digital organization, workflows, productivity, and ways to unleash your potential.
Productivity4 Easy Slack Search Commands to Enhance ProductivityAlthough Slack is one of the more popular applications in workplace communication due to its convenience, many users are only familiar with its basic features. However, the search function in Slack is a big time saver that allows you to go through massive amounts of files and conversations in shared channels. In this article, we bring you four options to use if you want to stay productive while searching on Slack. * Slack search sucks: see why and how to improve it Keyboard Shortcuts to Start Your Search There are a few keyboard commands available in Slack that can be used to improve both your team's sales productivity and collaboration in general. For instance, just by typing in the slash (/) on your keyboard, you’ll be able to see all the commands you can use to join a channel, start a Zoom call, or find a GIF. Here are some of the most useful slash (/) commands in Slack: /invite [@username] [#channel]: To invite someone to a specific channel/who: To show the members of a channel/mute: To put all messages in a channel on mute/status: To set your status/collapse: To consolidate all in-line channel files, GIFs, and photos/expand: To expand all in-line channel GIFs, images, and files/open: To open or join another channel/shortcuts: To show all keyboard shortcuts Start a Search on Workspace If you can't remember which channel something was posted in, a workspace search will search within all channels and return results. The keyboard shortcuts below will help you search the Slack desktop app quickly: For Mac: Command + GFor Windows or Linux: Control + G Search Within a Channel or Direct Message On the other hand, if you do remember the location of a specific post, you can do a particular channel or direct message search using the following shortcuts: For Mac: Command + FFor Windows or Linux: Control + F * Want secure team communication? Find out if Slack messages are end-to-end encrypted Search Filters If your search returned a high volume of results, Slack's filters can help you narrow it down. However, Slack filters are most effective when you know a few details, such as the people involved, the channel where the discussion took place, the date when the item was first shared, or the type of material (e.g., picture, spreadsheet, PDF, or email)—all these can help refine your search. After performing a search, you’ll find the appropriate filters below. To only see results from a specific person or group, use the “people filter" and combine it with the “date filter” by choosing the date you remember the message being posted to get more targeted results. Assuming the details you enter are correct, combining filters can be very effective. Under "More filters," you can also leave out bots, apps, and workflows to prevent updates from other apps from showing up. Modifiers Apart from being a suitable option for cross-platform messaging integration, Slack also offers useful search modifiers. You can add search modifiers to a basic keyword search to narrow down the results. This feature works the same way as filters, except you need to place it in the search bar next to your keyword or variable. Here are several modifiers you can try to refine your search: in: You can add in:#channel name to filter results within a specific channel or in:@name filters to filter your results to only direct messages with a specific user. For example, typing “Internet users infographic in:#team-marketing” will help you find an infographic about internet users posted on your #team-marketing channel.from: Using from:@name will limit the results to conversations with a specific individual while excluding your own messages in those conversations. As an example, typing “employee group photo from:@Lisa” will show only conversations mentioning an employee group photo from Lisa.is:thread: Adding is:thread shows only the results found inside threads. For instance, typing in “business review is:thread" will show results related to “business review” within threads.with: You can add with:@name to search threads and direct messages (DMs) with a specific person. For example, typing “attendance report with:@Hans” will show results from threads and DMs with Hans. Special Characters Finally, you can find exactly what you're looking for by including special characters in your search queries. Here are some examples: Quotation marks: Add quotation marks to your search to get results with specific words or phrases. For example, typing "employee ID photos" will return the results containing that phrase.Asterisk: Adding an asterisk (*) to an incomplete word will return results that begin with those letters. For instance, typing “int*” will give you results like “interval” and "internet."Dash: If you want to exclude certain words from the results, add a dash before them. As an example, if you type "internet users-infographic," you'll get results for "internet users" without the word "infographic." * Looking to embed Slack into websites? See 3 easy ways to do so Unleash Your Productivity With Improved Slack Search Although it may seem complicated for first-time users, Slack delivers in several ways, one of which is by making search simple. For this reason, Slack can work great as your intranet, especially if you use the four search methods above. Using these will optimize your work, prevent data silos, and enhance your team's productivity by offering information at your fingertips whenever needed. * Want to enhance your productivity with Slack? Supercharge your Slack search with Unleash
Productivity6 Helpful Notion Search Shortcuts Everyone Should KnowOver 500 tech companies have benefited from Notion's all-in-one workspace, which includes tools for project management, content management, to-do lists, bookmarking, and more. However, there’s one area where Notion comes up short—search. As businesses amass mountains of information daily, many employees are left to squander hours searching fruitlessly for information or documents they need. This makes enterprise search all the more critical. Although Notion's search can be difficult to understand and use at first, we bring you a few key shortcuts to help you navigate it more easily. * Notion search sucks: here's why and how to improve it 1. Using Notion Search The easiest way to start searching is to click Search from the left-hand menu. If you prefer using keyboard shortcuts, you can open Search using the following: For Mac: Command + PFor Windows: CTRL + P If your cursor isn't positioned on a block, you can open Search using Command + K (for Mac) or CTRL + K (for Windows). Once you open Search, your most recent searches and last visited pages will be displayed, which is helpful if you regularly return to the same topic or need to double-check something. If that's not what you need, just enter your keywords in the search window using either relevant phrases or even a whole sentence. The best way to start checking is to stay on the results page and open each result as a new tab by holding Command/CTRL as you click on it. If there are too many search results and you can’t find what you need, you may have to narrow down your search by sorting or using filters. * Is your Notion not syncing across devices? Here's how to fix it 2. Sort Your Search When your search yields results, you can sort them using the dropdown menu in the upper-left corner. When you run a search, the results will be arranged by "Best Matches," putting the results Notion deems most relevant at the top. However, searching for the most recent or oldest results is often easier. The dropdown menu offers the following choices for sorting your search: Best Matches (Default): This sorting option ranks the results in order of significance. Page titles appear before page contents, and newly modified pages appear higher on the list.Last Edited: Newest First: This displays content in your workspace that you or another user last edited.Last Edited: Oldest First: This displays content in your workspace edited the longest ago by you or another user.Created: Newest First: This displays content that was recently created.Created: Oldest First: This displays content that was created first. 3. Filter Your Search Filters are an alternative way to improve your search results. You should see the option to filter search results beneath the input area, and using a combination of filters will help focus your search even more. Here are the available filters and what they can do: Only search titles: When you use this filter, you'll only see results if your search word matches the title of a page. Page content won't be taken into account.Teamspace: This filter allows you to refine your search depending on which workspaces you have access to. It’s available only for teams that are on Plus, Business, or Enterprise Plans.Created by: This search filter only returns material that a specific user created. It will also include any subpages residing inside the pages you choose.Date: If you use this filter, your search will return only the results from a specific time frame.In page: Using this filter will help you find a specific page (or pages). Subpages contained within your chosen pages will also be included, but all other pages will be excluded. * Using Notion: benefit from setting up these workflow automations 4. Recent Searches The last items you searched for will be saved under Recent Searches. Moreover, if your search yields more than one result, you can store them under Recent Searches in the search box to go back to them later. To delete your recent search history, click Clear in the upper-right corner of Recent Searches. 5. Recent Pages Like Recent Searches, you can also see the last pages you visited under Recent Pages when the search window opens. To delete your history of recently visited pages, just click Clear in the search window's upper-right corner. 6. Database Search If you type a keyword into the database search field, your database will show the results containing that keyword in the page title or property values. However, it won't contain the page's contents. Database Search and Workspace Search You may wonder what the difference between a database search and a workspace search is. The Database search option looks for property values like Status = In Progress or the names of database entries added as relation columns, while the Workspace search option doesn't. On the other hand, Workspace search will search the content included within database pages, whereas Database search won't. * Database search: see what data integrity in a database is Enhance Your Notion Experience With Unleash Searching through your company's various documents can take up time and affect your company's document management. If you're looking to supercharge your document management using Notion as your search tool, using the shortcuts outlined above will make your searches more efficient and get more done in less time. And for a truly enhanced search experience and maximized productivity, using an enterprise search tool like Unleash is your best bet. * Want to make your Notion search even better? Enhance your Notion experience with Unleash
ProductivityNotion Search Sucks: Here's Why and 3 Things You Can Do to Improve ItEnterprise search platforms are the single most significant tool for organizations to enhance productivity. Notion is one of the most popular project management software solutions out there, and while it takes care of some big, hairy problems, searching for files/docs within the platform is an absolute nightmare. One of the biggest problems is that Notion’s search engine lacks the ability to conduct refined global searches within databases from the main search area. For best results, your team should be able to search Notion holistically rather than piecemeal to find the exact results they need. Read on to discover why Notion search function is not working for you and steps you can take to fix it. ✶ Transform how you use Notion by integrating it with Unleash Notion Search Is Basic and Lacks Internal Search Integrations For a tool that is supposed to increase efficiency and production, users cite a few major drawbacks to the native search capabilities presently available. A lot of times it's not working properly, and when it does, it's just too slow. Notion's Quick Find has the following drawbacks: Lack of integration: Since there is no integration between quick find and databases, searching for specific data in a database table is practically nonexistent without navigating to the exact database you need. Having multiple databases means having to manually configure a new search every single time.Over-reliance on keywords: Keyword searches are not dependable, as they may fail to pull up relevant content that doesn’t mention the search keyword directly. Thus, researchers may miss important information, and when the search results are not exact, the risk of providing poor data is increased.No global search option: Notion’s Quick Find doesn’t cover subpages. The lack of a global search option means that searching for exact titles, pages, authors or dates is a futile effort, due to the limited search range. Trying to search all pages in Notion proves to be a difficult task without further software integrations.Disappointing sorting options: Once a keyword search has been done, sorting results by preference is available. The available sorting options are very basic and can be found in most search engines nowadays. Notion’s Filter option continues to disappoint. It has two areas and they come with the following options: Quick Filters (created by me; edited last week; on the current page)More Filters (in page; created by; created; last edited) If an organization uses Notion extensively to create documentation and databases, these basic search features won't suffice. Organizations want to be able to search all of their attachments, and they also want to be able to narrow search results, which is difficult to achieve with Notion. Without a common policy and improved search tools, duplicate documents and pages are a concern. ✶ Learn about: Federated Search and its benefits Notion Search Not Working? Here's How to Improve It 1. Use a Centralized Search Bar A centralized search bar where you can conduct your search and apply filters reduces time and allows for easier navigation. While Notion’s search option, Quick Find, is the central search area, it’s not integrated with database search. If you need to search for specific data located in a database or several databases, you will have to navigate to each database to conduct your search manually in page. You can avoid Notion’s multiple-step search path by using a third-party integration like Unleash to establish a central search hub. You may use the Explore Bar to input a search query to locate information in Notion and other linked applications. If you want to search specifically within Notion, you can locate Notion listed in the apps section of the menu just below the Explore Bar. The search box will provide that app or account results when you select a specific app. Within the related accounts, you can see the many types of resources accessible for that app and account. In the main search bar for Notion, you can search all your pages, tables, lists, databases, and other documentation. ✶ Still can't find items on Notion? There is an easier way... 2. Create Custom Filters to Speed Up Your Search The quickest way to find what you are looking for is by creating custom filters. Filters are created in the main search bar using a pathway starting with the name of the app followed by the type of information and action you want to perform. For example, if you want to filter by various accounts and labels, use ;Account Name → ;Assigned To / ;Created By / ;Shared To. These additional layers of customized filters aid in further narrowing searches by delivering exact results and enhancing the ease and efficacy of your search. When you use filters, your search parameters remain unchanged. 3. Take Advantage of Unleash’s Drag-And-Drop Functionality Using search to find a document or page to add a file or information is made easier if you can add it simultaneously to the file/document. Every resource in Unleash that has a file or attachment may be “Dragged & Dropped” onto your computer screen or directly into Notion. You can move a resource by left-clicking on it and dragging it to the desired position without releasing the button. To drop the resource into place, let go of the mouse button. Unleash Takes Your Notion Search From Basic to Holistic Notion search sucks, but it should not keep your team from using it to create databases and documentation vital to your organization. Using an enterprise search tool like Unleash can reduce your team’s time and effort in searching for information. With Unleash, you can get precisely what you’re looking for in one search with relevant results in seconds. Download Unleash today to enhance your Notion search and see how it can change your team’s workflow. ✶ Struggling to search all pages on Notion? Get results in seconds with Unleash's AI-Powered Search App for Notion.
ProductivityWhat Is Federated Search? Benefits, Examples, and MoreNew databases, product categories, and storage locations build up very quickly over short periods. One way to address the need to look through them more easily is to implement federated searching. A federated search is a way for users to search through multiple databases and data sources at once, rather than having to search each one individually. Federated searching can be used for a variety of purposes and has many benefits, which we'll be discussing in this article. * Federated search vs. enterprise search: see which to choose What Is Federated Search? Federated search employs data federation to allow your customers to search various data sources or multiple content sources at once, making it much easier for your company to keep and convert customers. Not only that, your customer can enjoy improved engagement and efficiency. Benefits of Federated Search Federated search provides several benefits for your company. Here are the five main benefits: Customer engagement improvement: By simplifying and streamlining the search process, federated search optimizes customer engagement rates.Conversion increase: Federated search reduces the number of clicks needed to reach a destination, resulting in more satisfied users and increasing click-through rates.Search coverage and scope increase: Federated search allows using a single tool to index your content, making it more easily searchable than if each item had its own separate set of indexes.Enhanced security: Fewer applications mean fewer vulnerabilities, and less management equals more security.Enhanced search relevance: Federated search allows you to control how different types of content—such as blog posts and products—are displayed in the search results. 3 Examples of Where Federated Search Tools Can Be Applied Federated search tools can be applied to a variety of businesses and industries. Here are three examples of where they can be effectively used today: 1. E-Commerce E-commerce sites would benefit greatly from federated searches, as customers often don't know which category the product they're searching for falls into, especially with multiple categories to choose from. This often leads to losing sales because the customer becomes overwhelmed and responds by simply leaving the site. This way, apart from improving productivity in sales teams, better search also boosts sales from the customers' side. 2. Enterprise Large companies with multiple products and services across one website can benefit from federated search tools and features. These would be especially helpful in knowledge management, as federated search provides cross-database searching to avoid the fragmentation of the larger business and prevent information silos. 3. Software Vendors The third but probably the best example of where federated searches would add the most value are software vendors. This is because when a customer is searching for software, they'll need to include a list of variables in their search. If the search doesn't yield the results they require, chances are the sale will be lost—but federated search can prevent this. Types of Federated Search There are two main types of federated searches: The search-time merging approach: Merging searches at search-time requires you to keep individual indexes for each data source used in your federated search. You query each index individually and remove duplicates by identifying results from many databases. When a search is completed, the results are compiled into one convenient location.The index-time merging approach: This method involves building a unified index of your data, which is then searched via index parsing. The two approaches have different structures and, as a result, work very differently. Advantages & Disadvantages of Search-Time Merging With the search-time merging approach (often referred to as query-time merging), each data source has its own search engine. As soon as the federator gets a query, it sends it to all the search engines simultaneously and waits for feedback from the search engines to present the user with a combined list of all the results. Advantages It's the most straightforward approach when it comes to federated searches.It handles different formats because it searches each index separately—no data standardization is necessary. Disadvantages Because the central search engine must wait for all the local search engines to respond before delivering the final results, response times are slower.If one search engine is slow to respond, the results will be held back until the slowest search engine responds.The search engine can struggle to rank various forms of data because relevancy is scored differently, which will make sifting through the relevance of aggregated results quite a task. * Want to know what your databases entail? See what data integrity in a database is Advantages and Disadvantages of Index-Time Merging Index-time merging doesn't use separate search tools for each data source—instead, it uses one unified index of all the searchable data. This search solution may need a higher time investment in the beginning because you need to build a comprehensive central index. Once built, users will get more relevant results, and the searches will complete faster. You can also tap into all data sources, including data sources that don't have local search tools. Advantages It provides a better user experience, as the central index uses relevancy algorithms and sophisticated enhancements of queries.Results are faster because it relies on one central index and doesn't have to wait for all the search tools to respond.You can tap into content that doesn't have its own search engine, so you're exposed to a wider range of data.There are several useful features in index-time merging, including auto-complete and filtering. Disadvantages The initial time necessary to create the index must be considered. Implementation time will take longer due to the initial complexity of this approach.The index will need extra attention over long periods of time. Every time there's a change, the index will need to re-read each item. * Federated search vs. unified search: learn the difference Why Research Should Begin With Federated Search For research to be meaningful, valuable, and adequate, it needs to include the review and standpoint of all schools of thought, experiences, and theories. The more data you use to extract your research, the richer your research will be—and it's very much the same with federated searches. They help the user cover more ground, and as a result, get a more comprehensive understanding of what's available in the market. This in turn ensures customers find the most lucrative deals—it's a win-win all around! * Enhance your federated search abilities with Unleash
ProductivitySetting up Confluence Automation: 4 Key Steps & FeaturesConfluence provides different automation tools to Premium and Enterprise admins to facilitate a team's content management. By providing solutions for organizing spaces, tracking the content lifecycle, and much more, Confluence's rules for automation can streamline team operations and lighten the workload. This in turn leads to improved team collaboration and enhanced productivity, making Confluence automation worth setting up. In this article, we'll explore how to set up Confluence automation and its features to take your team's productivity to the next level. * Boosting team performance with Confluence: see how knowledge management helps 1. Navigate to Global and Space Automation To start, admins must first go to Confluence automation in the location where the rule will operate. Site admins can set up global rules that apply to the whole of Confluence with global automation, while space admins can do the same for their individual spaces with space automation. Only site admins are able to view global automation, and only space admins are able to see space automation. For site admins, here’s how to access global automation: In the upper right corner, click the settings wheel icon to enter the site settingsFrom the sidebar, choose Global automation (under Automation). For space admins, here’s how to navigate to space automation: Navigate to the space in Confluence Cloud where you'd like to set a ruleGo to the sidebar and choose Space SettingsFrom the Automation card, click Rules. Keep in mind that Automation is a paid feature, so if your team is using Confluence on Cloud Standard or Cloud Free, you won't be able to see it in the site or space settings. However, if you're a Premium subscriber and are unable to see Automation, this indicates you're not a space or global admin. * Confluence search sucks: here's how to improve it with Unleash 2. Create a Rule After you've successfully landed on global automation or space automation, there are two approaches to creating a rule. You can either take a template from the rule library or use the rule builder to make one from scratch. Automation Rules Rules are automated workflows executed in response to specified conditions. Following an “If this, then that” structure, site admins can create and enable site-level rules that apply across Confluence, while space admins can create and enable space-specific rules. Using a Rule Template Rule templates provide a starting point for crafting rules with all the right pieces pre-selected and arranged in the rule chain on the left. To make a rule from a template, follow these steps: Navigate to the Automation Library tab and pick a templateRename and adjust its settings, or do it at a later timeMake changes using the rule summary on the leftSelect a part of the rule chain to learn its purpose or adjust its settingsClick Add component to add new conditions, branches, or actionsClick Rule details to rename it or change default functionality settings (like Owner and Actor)Click the Turn It On button to save and activate your rule. Using the Rule Builder Aside from choosing a template from the library, you can also design a rule from scratch using the rule builder. The builder will walk you through the process of adding and configuring components, beginning with a triggering event. After saving a component, it will join the others in a rule chain on the left. To make a rule in the rule builder, do the following: Navigate to the Create rule button in the automation's top-right cornerPick a trigger, make the necessary configurations, and save itDecide what component type (condition, branch, or action) you want to includeFollow the instructions and click Save if a configuration is requiredAdd more components till your rule is finishedClick Rule details to modify the default functionality settingsHit the Turn It On button to enable and save your rule. 3. Use Smart Values Dynamic variables like smart values give your rule extra wiggle room. They function as placeholders where information is added based on context. As you configure components to add to your rule, you may notice a prompt to plug in smart values, which will further contribute to the automation process and help fully customize your rules to your liking. 4. Monitor Rule Execution When a rule in Confluence automation works as planned, it's considered an execution. If your subscription is capped at a specific number of rule executions each month, tracking these is crucial. Although users of Confluence Enterprise are entitled to an infinite number of executions, they should still monitor them to detect issues like a rule failing (usage declines) or running more often than expected (usage increases). On the other hand, Confluence Premium users are restricted to 1,000 rule executions per user. If there are 2,000 users on your Confluence site, there are 2 million rule executions overall each month. Once your team reaches its execution limit, your rules won't run until the start of the next month. The automation audit log will show you if your rules are executing successfully. * Want to combine Confluence with your platforms? Here's how to integrate it with Asana Easily Set Up Confluence Automation to Boost Productivity Automating Confluence can be an incredible time saver and useful for businesses of all sizes. If you're a Confluence admin and you don't know where to start, just follow the four key steps we outlined above to start the setup process and boost your productivity. Due to its extensive rule customization options, Confluence automation will allow you to use its advantages to enhance your team's performance quickly and easily. * Boost team productivity by enhancing your Confluence experience with Unleash
Productivity5 Ways to Integrate Slack and Teams for Cross-Platform MessagingIf your business has to communicate with third parties or your customers often, your team may have to manage multiple chat applications. This can be inefficient to maintain, as you'll need separate accounts for each app and use both interchangeably or turn to lengthy email threads. However, if you and your clients or collaborators are working with Slack and Teams, there are ways to integrate the two and make communication easier. This will help prevent information silos that are potentially harmful and allow for improved team collaboration. Below, we'll outline five ways to integrate Slack and Teams to facilitate team communication. * Want secure team communication? Find out if Slack messages are end-to-end encrypted 1. Using an Automation Tool With the help of automation tools like Zappier, you can integrate Teams and Slacks by automatically executing a predefined action whenever a certain condition is met in either app. The software has a feature known as "Zaps" that lets users automate tasks with pre-built workflows. In the world of Zaps, triggers are what sets off automation, and actions are what the Zaps actually do. There are many different kinds of Zaps, including: Authenticating Slack and Microsoft TeamsSending direct messages on Slack from new messages on Microsoft TeamsSending Microsoft Teams channel messages from new Slack notifications Using Zappier requires no code, but you'll need an account in both Teams and Slack. Moreover, you'll need to join your client or customer's Team channel, or they'll need to join yours, but the good news is that you won't need to keep two apps open. 2. Using Slack and Teams Calling Integration Slack is aware many companies use Microsoft Teams in conjunction with their own platform, which is why it offers a calling integration that allows users to join or start a Teams call right from Slack via direct message or without leaving a channel. To enable this integration, go to the Slack App Directory and install the Teams app. The slash command /teams-calls will prompt all members of the channel or those in the direct message to join Team meetings. This solution is perfect if your team wants to join Teams calls without leaving Slack. * Can't find what you're looking for? See how to perform a search in Teams chat & channels 3. Enabling Messaging Interoperability As messaging is an essential part of the workday, many organizations are moving away from email towards messaging platforms like Slack and Teams. Although Slack search sucks at times, this platform is widely used along with Teams to help keep employees more organized and aid collaboration. However, what happens when employees want to use both platforms? That's where Mio comes in—this message interoperability tool enables cross-platform messaging and helps sync different channels like Slack and Teams and its users within your organization. The Mio integration allows messages sent on Slack to be received and interacted with on Teams. Every element of the conversation, including edits, deletions, group messages, GIFs, emojis, and rich text formatting are included once the platforms are connected. Message interoperability is the way to go if you want to allow users to send and receive messages across multiple platforms without switching between them. 4. Manually Configuring Webhooks for Slack & Teams If you want to integrate Slack with Teams easily, webhooks are another option. They're simple and easy to set up for those who are Slack admins or are familiar with Slack API. Webhooks are user-defined HTTP requests triggered by app events and sent to the target app. They're widely used to facilitate the instantaneous exchange of information across several messaging apps, the most well-known of which are Slack and Teams. Slack admins or API users can use the webhooks documentation to set it up. However, because of the manual configuration required, using webhooks can be time-consuming. And if you're managing numerous channels for an enterprise, bear in mind it's not scalable either. * Looking to embed Slack into a website instead? Here's how to do it 5. Using APIs & Bots Microsoft’s Slack connector enables some interoperability between Slack and Teams. Users can create event triggers, join Slack channels using Teams, or set "Do Not Disturb" statuses for Slack members. However, this functionality is quite rudimentary and configuration-based. As a result, organizations will have to invest a significant amount of time and money into optimizing each channel and continue to do so as more channels are added or modified. However, integration platforms like Pipedream make it easier to set up the Microsoft Teams API trigger and execute a workflow that integrates with Slack. What's more, Microsoft has introduced the Graph API to further facilitate the transfer of messages from external platforms to Teams. Integrate Slack and Teams for Seamless Cross-Platform Messaging If you're looking to integrate Slack and Teams for cross-platform messaging, we hope one of the ways outlined above works for your business. With these integrations, you don't need to sacrifice the ease of use in Slack while still being able to communicate with your customers or third-party contacts on Teams. * Make the integration even smoother by improving the search options with Unleash
Productivity7 Ways to Supercharge Your Intranet SearchThe number one complaint from employees about their company intranet is that the search sucks. “I can’t find what I need.” “There are too many results.” “Why can’t it work like Google?” “It just returns a load of noise.” These are common complaints about intranet search and unfortunately, they are often justified. Intranet search is often very poor and employees just can’t find the results they need quickly or even at all. This can cause immense frustration because one of the key jobs of a good intranet is to help employees find information quickly and easily to get things done. Instead, users waste huge amounts of time just finding the right item, and sometimes they give up altogether. There are a variety of reasons why intranet search sucks – sometimes it’s about the content, and sometimes it’s about the high expectations of employees, often shaped by using Google. Sometimes it’s also about the limits of your intranet search solution. However, there are several ways that IT or intranet teams can transform the search experience and really supercharge their intranet search – saving time, reducing frustration and creating an intranet search that employees will want to keep using again and again. Let’s look at seven ways to supercharge your intranet search. 1. Extend the Scope of Your Intranet Search A key source of user frustration with intranet search is that the scope is very limited and does not return the content they really need. A search tool is only as valuable as the content it returns and when it only searches through intranet pages or a limited number of repositories, then it may be that an employee then has to carry out further searches through a plethora of different systems, document libraries and applications to find what they need. When you extend the scope of your intranet search to be able to search more or even all of the systems that employees use every day such as Slack, Microsoft Teams, Office 365, Confluence, Jira and so on – then you truly supercharge your intranet search. With a product like Unleash, you can easily integrate searches from all your organizational systems into your intranet search so you end up with one search box for everything. 2. Ensure the Search Is Full Text A key reason why relevant pages, documents and other items are not returned to a user is that the intranet search is not searching through the full text of an item. When a search is only looking through titles for example, it will inevitably miss highly relevant results meaning users can’t find what they really need. The titles of documents, articles and discussion threads are rarely created with future search needs in mind, and sometimes can be misleading about the true topic or content that is covered. An intranet search that carries out full text searching will inevitably improve search accuracy and relevancy. Another common intranet search problem is that the coverage of formats that have full text searching enabled is patchy, for example the search may cover the full text of a Word document but not a PDF. Having a robust intranet search that covers full text searching for all formats is key. 3. Allow Advanced Filtering A common complaint about intranet search is that users can’t filter a large set of results to quickly find what they need. Having to scroll through seven pages to find something of value is not what your users want. Generally, users want to filter by different criteria such as content format, the system where the result is stored, the date, organizational elements such as locations or business lines, and even topics and subjects. Sometimes an intranet search might have filtering options, but these don’t have the right level of granularity or cover the right attributes to have value. Enabling meaningful and advanced filtering based on options that matter to your employees can add huge value to your intranet search, save lots of time and end up with more successful searches. When your employees can slice and dice their research results, they will find what they need more quickly and easily. 4. Bring the Search to the Flow of Work Even if your intranet search is powerful and covers a variety of different sources, it might not enjoy great adoption because people tend not to use your intranet. This might be because the intranet search is not directly in the flow of their daily work; for example, they might have to launch the intranet first, and then use the search, an extra step which can deter use when employees are mega-busy. One way to supercharge your intranet search is to make it available more directly in the flow of work. For example, we’ve made Unleash available as a separate app that users can keep open on their own desktop, effectively meaning they can get the same powerful search experience from wherever they are. They don’t necessarily have to be on the intranet. We’ve also integrated Unleash with Slack, and there are more integrations planned on our roadmap, truly bringing excellent intranet search into the everyday flow of work. 5. Make Sure the Search Is Personalized Another common complaint about intranet search is that results returned are not relevant. Relevancy is a critical factor in the success of a search – not only in terms of the suitability of what is returned based on the search terms entered, but also in relation to the employee who has made that search. If search results that are returned to an individual make more sense to that person because of their role, or because they are documents that person has worked upon, then the search is far more likely to deliver value. Enabling a contextual search that considers the context of a person such as their location or role, as well as their contributions across different systems, can improve search relevance. Here the context of the individual user can influence what is returned, or the order that items are returned in. 6. Deliver a Semantic Search to Match Natural Language Most employees are used to using natural language using Google to phrase their search queries in natural language. You might ask, for example, “What is the company policy on paternity leave?” Some intranet searches can’t handle this kind of question and will get confused, which can end up returning inaccurate and unsatisfying results. This will mean your intranet search is not meeting the expectations of employees about the kind of intranet search experience they receive. To remedy this, you need to ensure you have a modern, intelligent search solution that encompasses semantic search capabilities. This means users can ask questions in natural language and receive a more Google-like experience from your intranet search. 7. Make It Super Simple to Use One of the reasons that Google has been so successful is because of the simplicity of the user experience. Enter your term in the search box. Hit return. Go. Some intranet searches are complicated – two boxes for example to return different results, or the need to use an overwhelming advanced search screen to get any meaningful results. Having a super simple search experience on your intranet makes a huge difference to the perceptions of your intranet search, as well as levels of adoption. Having one search box for everything, plus simple and intuitive options for filtering, is imperative. Your users should never have to think. Getting the Right Intranet Search Solution When we created the Unleash platform, we created a product that can be integrated easily with your intranet search and delivers all of the above: Extended search scope by integrated over 40 cloud-based solutionsFull text search across multiple formatsAdvanced custom search filteringAn app to deploy on user’s desktop if they wishContextual search for personalized resultsSemantic search to answer questionsSuper-simple interface, with just one search box. Arrange a Demo! If you’re interested in finding out more about our enterprise search engine, or want to see what a supercharged intranet search looks like in practice, then arrange a free demo!
ProductivityNotion: 5 Essential Workflow Automations to Set UpDo you spend a lot of time on mundane tasks like emailing, sending out reports, and scheduling meetings? If so, you should take opportunities to increase productivity and streamline workflows. An API (Application Programming Interface) allows teams to use information freely across various productivity apps, databases, and management tools without having to copy and paste everything. This article will explore five automations you can easily set up with Notion API to make your workflow more efficient. * Notion Search sucks: see the reason why and ways to better it What Is the Notion API? Notion API is a set of tools and instructions developers can use to write code to communicate with Notion. Although there will likely be custom integrations from familiar productivity apps such as Slack, AirTable, and Asana in the future, for now, these apps can be connected with the Notion API using third-party apps like Zapier and Automate.io. These apps connect numerous APIs for various, so you can use these tools to integrate even between two apps with no pre-defined integration. Essentially, the Notion API allows you to seamlessly pull and push information to and from different apps, as well as automate actions with Notion. You'll be able to create custom internal integrations, collaborate more effectively with team members, and organize your data better. Why You Should Use Databases Instead of Standalone Pages Notion's Database feature is hands-down the most helpful tool it offers. You can create databases within your Notion workspace to store any type of data, from text and numbers to file attachments and more. Databases give you the ability to create: CalendarsTask managers (such as Ultimate Tasks)CRMsNote-taking systemsCustom dashboards for sales and performance data, and much more. Working with databases opens a world of possibilities for automating and streamlining your workflow, making it easier to access, analyze, and manage information. While standalone pages can be useful for certain types of data, databases are the more efficient option for most use cases. While standalone pages often require manual updates when data changes or new records are added, databases allow you to set up automatic triggers to update records as you add new ones. Notion's database feature makes it easy to track sales performance, manage customer data, or create custom dashboards—everything you need in one place. Let's take a look at some tasks you can automate with the Notion API: 1. Stay in Touch With Your Team With the Notion API, you can easily create workflows to notify team members when a new record is added or updated on your database. For example, you can use the Notion API to notify sales reps whenever a lead signs up for your service. You build integrations with tools like Jira, Slack, or Trello to automatically update your team on project status or new tasks. In addition, Notion’s Databases make it easy to create custom reports and visualizations of your data, giving you a clear view of how your team is performing. You can also easily share information with other users and integrate data from third-party tools such as Outlook, Google Sheets, Google Calendar, and more. * Slack Search sucks: see why that is and how you can improve it 2. Automate Emails The Notion API allows you to connect to popular email platforms like Gmail and Outlook. Using this integration, you can create workflows that automatically send out emails triggered by events in your database. For example, you can set up a workflow that sends an email to your team each time a new update is added to Gmail. Once you're finished setting up the automation, tasks forwarded to a specific email address will appear in your Notion Task Manager Database. * Having trouble with Gmail Search? Take a look at some quick fixes 3. Schedule Recurring Tasks Notion API allows users to add recurring tasks to Notion. In addition to triggering automation based on information flowing into an app, Zapier and Automate.io will enable you to set up a recurring task in Notion by setting a Schedule trigger. Notion will then create the corresponding task, such as a meeting or event, based on your desired schedule (weekly, monthly, yearly, etc.). You can also integrate Notion with Google Calendar to create a seamlessly organized schedule for your team. 4. Create and Track Online Forms You can use Notion API to create custom web forms and collect data from customers or leads. With this integration, you can push information collected in your Notion database into other platforms like Google Sheets, MailChimp campaigns, or external databases. For instance, you can create a survey form on your website that automatically populates a Google Sheet with information from your customers and send out email campaigns to leads based on the data stored in your Notion CRM database. 5. Document Valuable Information In addition to automating everyday tasks, Notion API can also help you track and document important information and improve document management. You can use the API to generate records for data related to projects, clients, or sales opportunities. Notion's database feature makes storing information on any topic easy: tracking customer data, managing sales leads, or documenting team performance. Combining it with an enterprise-grade search tool like Unleash, you can create a central hub for your data and prevent information silos. How Notion Can Increase Your Productivity Notion API is a powerful tool for automating your workflow and managing important data. Whether you're looking to improve team communication, automate repetitive tasks, or collect valuable customer information, the Notion API can help you reach your goal and achieve higher productivity. *To really turn your Notion into a productivity powerhouse, integrate it with Unleash's Search App for Notion that gets results in seconds.
ProductivityNotion Not Syncing Across Devices? 4 Ways to Fix ItNotion is a cloud-based service that syncs across devices, so the same workspace you use at home can be edited on your mobile phone. This is because all files on Notion are stored on servers that can be accessed using different versions of Notion, like the web, Mac, Windows, Android, and iOS. By constantly using Notion's servers to back up your Workspaces, any changes you make on one device will be available across all your other devices within seconds. For example, if you start writing a document on your MacBook, you can immediately open and pick up where you left off using your iPhone or iPad, and continue editing on your MacBook later. You don't have to do anything special to ensure Notion is backing everything up—each change should be automatically saved as you make it. However, on the rare occasion that Notion fails to sync across your devices, there are a few quick and easy fixes you can do to remedy the problem. Here are four ways to fix Notion when it's not syncing across devices. * Notion search sucks: see why that is and how to improve it 1. Reset Your Notion App The first thing you should do is reset your Notion app to clear out any cached data and allow the app to start fresh and quickly resync with your other devices. To reset Notion on the web or desktop, simply follow Notion's resetting instructions for your specific device and software: Chrome To open the Developer Tools, use cmd + option + i on a Mac or ctrl + shift + i for Windows.Then, right-click the refresh button located on top.Select "Empty Cache and Hard Reload."On the left-hand side of your screen, select "Application" and then expand "Cookies."Right-click the Notion link and click "Clear." Safari To access Safari's Preferences, open the Safari app and select "Preferences" in the drop-down menu.Select "Privacy," then "Manage Website Data."Search for "Notion," and then click "Remove All." Firefox Look to the left of the URL and select the padlock icon.Select "Clear Cookies and Site Data."Select "Remove." On Mac From the Notion menu in your system menu bar, select "Reset App" and "Clear Local Data." On Windows app Close your Windows app, then go to File Explorer.Type C:\\\\Users\\<USERNAME>\\AppData\\Roaming.Delete the folder labeled "Notion." 2. Reset Your Browser Cache If resetting the app didn't work, try clearing your browser cache. Different factors can prevent Notion from syncing, and outdated or corrupted data in your browser's cache is one of them. To clear out your browser cache, follow the instructions for your specific device and browser type. On Chrome, for example, you can reset your cache by clicking More > More tools > Clear browsing data. Then, select your desired time range and check "Cookies and other site data" and "Cached images and files." Finally, click "Clear data." 3. Force a Resync Another way to fix Notion when it's not syncing across devices is to force a resync. This can be done by syncing on a page or across multiple pages. On Multiple Pages To sync on multiple pages, copy and paste one or multiple blocks from one page to another, then select Paste and sync.Next, select the content you want to sync by dragging across blocks, then hit copy (cmd/ctrl+C).To paste, simply go to another page and press (cmd/ctrl + V).After you select Paste and sync, your content will be updated on all pages.Content synced across pages will have a red ring. If you edit the content, it will update on all other devices in real-time.You can sync your content in multiple places by clicking "Copy and sync" and then pasting it into your intended destination. On the Same Page You can also turn already-existing content in your workspace into a synced block, and then duplicate it by pasting it elsewhere on the page. To select the existing blocks, click and drag your cursor across them.To sync selected blocks, click the ⋮⋮ block handle to the left of your selection and select Turn into → Synced block.Click "Copy and sync," then paste the code into the same page. 4. Delete and Reinstall the Notion App If you're still having problems with your Notion app, you may need to delete and reinstall it on your device. This can help clear out any corrupted data causing the syncing issue. Simply uninstall the app from your device, download it again, and log in. Your data is synced with your account, so there's no need to worry about losing it. * Notion can significantly improve your workflow: see 5 best automations to set up Effortlessly Sync Notion Across Devices While there are several potential causes for Notion not syncing, there are also a number of possible solutions. If you're having trouble with your Notion app, try following the instructions above to fix the issue quickly. If it still doesn’t work, feel free to chat with an agent via Notion’s support team, accessible on the Notion website > Contact Support. * Improve your Notion sync and search experience with Unleash's AI-Powered Search App for Notion