How to use Advanced Search

1. Install from the monday.com marketplace

1. In monday.com, open the apps marketplace and search for Advanced Search by Orbiscend.
2. Click Install. Depending on your account's settings, installing apps may need a monday.com account admin.
3. Add Advanced Search to a workspace from the workspace's left pane, the way you add a board. It opens as a full page.

A new install starts a 14-day free trial with every feature. monday.com accounts with 1–3 seats use Advanced Search for free. See Plans for what happens after the trial.

2. Connect your boards

One person connects Advanced Search for the whole account, usually the monday.com account admin who installed it. That person becomes the app admin.

1. Open Advanced Search and click Connect monday account. Connect with a monday.com user who can see every board you want to be searchable: what that user can see is what can be indexed.
2. Choose boards. Pick the boards to search, from any workspace. Search covers only these boards, and you can change them any time in Settings › Boards. An account can index up to 1,000 boards.
3. Index. A progress view shows each board as it is indexed. Large boards take a few minutes. You can move on as soon as one board is ready; the rest keep indexing in the background.
4. Review fields. Advanced Search suggests fields that join columns with the same name and type on different boards. Confirm the ones that are right, or skip this step and come back later (see Fields).
5. First search. Pick one of the example searches, built from your own boards and fields, such as “Assigned to me” or “Overdue and not done”.

Everyone else in the account clicks Allow access the first time they open Advanced Search. monday.com asks once, so the app can check which boards and items each person can open. It is used only for that check (see Who sees what).

After setup, the index stays current on its own: the app updates it when monday reports a change, and checks every 15 minutes for anything missed. Each search shows when the index was last updated, and Settings › Indexing shows each board's state.

3. Search with filters (Basic mode)

Basic mode is a row of filters. Board and your account's main status and people fields are always there, and + More adds any other field, including columns only one board has. Every filter you set must match. The text box finds words in item names and every indexed column.

• Each filter opens a picker that suits the column: status and dropdown labels to tick, people by name or Me (whoever runs the search), dates on, before, after, between, or in the last N days, and number comparisons. Only free text is typed.
• An empty search lists the items you can open, most recently updated first.
• + More also has linked-item, subitem and history filters, covered in their own sections below.

4. Write a query (Advanced mode)

Click Advanced to write the search as text. A query is conditions joined with AND and OR, like Jira's JQL. Use the field names shown in Basic mode, in double quotes when they contain spaces. Columns that share a title are named after their board, like "Status (Clients)".

• Autocomplete suggests fields, then operators, then values as you type. Enter or Tab inserts the highlighted suggestion, and Cmd+Enter (Ctrl+Enter on Windows) always searches. Press / to jump to the query box.
• If a query has a mistake, the error names the problem and where it is.
• Switching from Basic to Advanced always works and shows your filters as a query. Switching back works when the query is a plain set of filters; otherwise Advanced Search says why it can't.

Relative dates such as -7d stay relative, so a saved query means “the last 7 days” every time it runs. The in-app Help tab has the full syntax reference.

5. Ask AI

Ask AI sits above the query on the Search tab. Type a question in plain words, such as “customer requests waiting on a stuck bug”, and click Ask, or pick one of the suggested questions.

1. AI writes a query from your question.
2. The query appears in Advanced mode, with a note saying AI wrote it, and runs. Check it before you rely on the results.
3. From there it is an ordinary query: change it, run it again, save it, share it or watch it.

What the AI sees. Your question, the names and types of the fields you can search, the names of the boards and workspaces you can open, and the labels of status columns. It never sees item names, column values, updates, files or people, and nothing from boards you can't open. Ask AI uses Anthropic's Claude. Your question isn't stored, and the search runs with your own access, so it can only find items you could find yourself.

Monthly allowance. Each account has a monthly Ask AI allowance. If your account uses it up, Ask AI pauses until the next month. Filters and written queries keep working as usual.

6. Linked items and dependencies

Linked-item conditions follow monday's connected-board and dependency columns, across boards. linksTo(…) finds items whose connected column points at an item matching the query inside the parentheses. linkedFrom(…) works the other way round. blockedBy(…) and blocks(…) do the same with dependency columns.

• In Basic mode, + More has Linked to…, Linked from…, Blocked by… and Blocks…. Each follows one level with one condition.
• Results get a Matched through column: the linked items that made each result match, and for a chain, what those matched in turn. It lists only items you can open, and the CSV export includes it.
• Counts only include items you can open. = 0 finds items with none.
• A search can have up to 3 linked-item, dependency and subitem conditions, each matching up to 500 items you can open.
• The text of a connected-board column isn't searched or shown, because it can name items you can't open. Use a linked-item condition instead: it checks the linked items with your own access.

7. Subitems

Subitems are results too, not just text on their parent. Filter by Item type to see only items or only subitems, and show Parent and Item type as result columns.

• In Basic mode, + More has Parent where…, Has subitem where…, All subitems where… and Number of subitems where….
• Inside parentOf(…), allSubitems(…) and subitemCount(…), conditions test the subitems' own columns. Inside subitemOf(…) they test the parent's.
• On multi-level boards, subitem conditions look at every level unless you give a number of levels.

8. History

History conditions ask what changed, or what used to be true. From the day a board is indexed, Advanced Search records changes to status, dropdown, people, date, number and checkbox columns and to item names. Other column types are searchable, but their changes aren't recorded.

• DURING includes both dates. AFTER and BEFORE exclude the date itself, so AFTER 2026-09-01 starts on September 2.
• In Basic mode, Changed… in + More finds changes in the last number of days, like “Status: changed to Done in the last 7 days”.
• History starts when a board is indexed. There is nothing from before that, so a condition about earlier dates finds nothing rather than guessing. Changes that happen between two of the app's refreshes are recorded as one change.

9. Saved queries, sharing and share links

• Save. Build a search and choose Save as new query (or press Cmd+S, Ctrl+S on Windows). Saved queries are on the Saved queries tab, where you can open, rename, update or delete them. A saved query reopens in the mode that fits it.
• Private by default. A saved query is yours until you share it. Each person can keep up to 1,000.
• Share. Tick Share with everyone in this account. Shared queries appear on teammates' Saved queries tab.
• Share links. Copy link on a shared query gives you a link to it. It opens for anyone who can open every board the query uses. Anyone else sees “This saved query isn't available to you”.

10. Watchlists and digests

A watchlist runs one of your saved queries on a schedule and tells you what changed. Choose Watch on a saved query, or in the results toolbar while a saved query is open, then pick Daily at an hour or Weekly on a day and hour. Times are in your own time zone.

• The first run is a baseline: it says how many items are being watched. Later runs report what is new or changed since the run before.
• When something changed, you get a monday notification, which monday may also email you depending on your notification settings. The digest itself, with up to 25 items, is on the Watchlists tab.
• Each run searches with your monday access, so a digest only lists items you can open. Nobody else is notified, even for a shared query.
• To bring in a teammate, use Invite to watch on a shared query you own. They open the link, choose their own schedule and get their own digest, trimmed to what they can open. An invitation expires after 14 days and can be revoked.
• Each watchlist has Run now, Pause, Edit schedule and Delete. A watchlist pauses, and says why, if its query is deleted or unshared or you can no longer open its boards.

11. Result columns and CSV export

• Columns chooses what the results show, from any field in the catalog, including Parent and Item type. Your choice is remembered for you.
• Click a column header to sort by it.
• Results come a page at a time (25, 50 or 100 per page), with Previous and Next.
• Export CSV downloads the results of your last search, up to 2,000 rows, with the columns you chose. Like search, it only includes items you can open. Cells that a spreadsheet would run as formulas are neutralized.

12. Who sees what

Each person sees only the items they can open in monday. The index is built with the app admin's access. When someone searches, the app asks monday, using that person's own access, which boards and items they can open, and leaves out everything else.

• The same check applies to board and workspace lists, fields, value suggestions, shared queries, share links, linked-item and subitem conditions, counts, history, CSV exports and watchlist digests. A hidden item can't change a count or appear in someone's digest.
• Two people can run the same search and see different results.
• There is no overall result total until you reach the last page, because a total would count items you can't open and could reveal that they exist.
• Only boards the app admin chose are searched. Archived and deleted items aren't included.
• The app reads your boards and never changes your items, columns or boards. It adds change notifications (webhooks) to indexed boards and sends watchlist notifications, and nothing else.

Why might a board or field be missing for me? The board isn't indexed (ask the app admin to add it), you can't open it in monday, it's archived, it's still indexing, or the field hasn't been confirmed for search.

13. Fields

Boards often call the same thing by different names, like “Status” and “Status 1”, or “Owner” and “Assignee”. A field joins those columns, so one condition searches all of them.

• Advanced Search suggests fields when columns share a name and type. Admins (the app admin and monday.com account admins) confirm, rename and edit them in Settings › Fields, and can add or remove columns, so Owner on one board and Assignee on another become one field.
• Columns that aren't part of a field can still be searched and shown on their own.
• When columns on several boards share a name and type but aren't part of a field, the name alone searches all of them: Status = Done finds Done in every board's Status column. To search one board's column, add the board in brackets: "Status (Projects)" = Done.

14. Plans, and when a subscription ends

Advanced Search is sold through the monday.com marketplace. Every plan includes everything, Ask AI included. Plans differ only by how many seats your monday.com account has: $1 per seat per month, and free for accounts with 1–3 seats. A new install starts with a 14-day free trial. See the pricing page for prices by account size.

• Only monday.com account admins can choose or change the plan, from Settings › Plan in the app or from monday.com's own billing pages. Billing, invoices and VAT go through monday.com.
• When a trial or subscription ends, search keeps working for 30 days, read-only: search, CSV export and saved queries work, but changes on your boards are no longer indexed, boards can't be added, and watchlists wait.
• After those 30 days, the search index is deleted. Your board choices, fields, saved queries and watchlists are kept, so choosing a plan later indexes everything again from monday.
• Choosing a plan within the 30 days picks up where indexing stopped. History has a gap for the days nothing was indexed.
• On every plan, an account can index up to 1,000 boards, and each person can keep up to 1,000 saved queries and 1,000 watchlists.

15. Uninstalling and data deletion

A monday.com account admin can uninstall Advanced Search from monday.com's app management, like any other app. When your account uninstalls it:

• All of the account's data is deleted within 10 days: the search index, history, saved queries, watchlists, digests and usage records. The app also revokes its access to your monday account.
• If the app can't confirm the uninstall with monday, it waits 7 days before deleting and shows the scheduled date in the app. Reconnecting during that time cancels the deletion.
• Afterwards, only a record that the deletion happened and a bare account entry (the account id, install state and dates) remain. Neither holds board content or information about people.

While installed, Advanced Search runs on Clever Cloud in Paris, France (EU), and its data is encrypted at rest. The privacy policy describes what is stored and how it is deleted in full.

16. Support

Questions, problems or feedback: email product@orbiscend.com. Include your monday.com account name and, if a search misbehaves, the query you ran.

• Privacy and data protection: privacy@orbiscend.com
• Security reports: security@orbiscend.com
• Legal: Terms of Service and Privacy Policy for Advanced Search

Inside the app, the Help tab has the syntax reference and explains how plans work. Advanced Search is made by Orbiscend sp. z o.o., Gdańsk, Poland.