Find and filter

David Klement
16 minutes
Content items / Filters
Learn the essential filtering tricks and never worry about finding your content items in Kontent.ai. There are different ways of navigating through the content, as well as various ways of filtering and sorting it.
Explore your path to mastery

Where to look for your content?

When you click Mission Control, you’ll find four ways of navigating through your content. This tab serves as an overview of the project. The remaining tabs are:
  • Your work – a summarized view of items recently edited by you and assigned to you, as well as tasks assigned to you and that you’ve assigned.
  • Content status – a list of content items with comments and tasks.
  • Project overview  an overview showing how many items are planned for publishing, on track, or delayed, and an overview of the workflow steps in your project.
  • Editorial calendar  a calendar with scheduled items, items with due dates, and items already published.
You can navigate to your content items list by clicking Content & assets. This is where you search and filter your content items.

Navigate your content

After you sign in to Kontent.ai, you’ll find yourself in the Mission Control > Your work tab.
The Recently edited by you widget is where you find the content items you have recently created or updated.
A widget showing the list of five recently edited items with a button to view more.
The items assigned to you widget shows content items you are assigned to as a contributor. You can then choose to sort the items by due date or when they were last modified.
Your tasks widget gives you an overview of tasks assigned to you. You can click a task to open a content item where the task has been created.
Tasks assigned to you
The tasks assigned by you widget displays a list of tasks you’ve assigned to your team. You can also click a task to open a content item where the task has been created.
Track content changes via emailIf you're looking for a shortcut to track changes in the content items you're assigned to and work on them quickly, Kontent.ai sends you email notifications. These notifications contain links that you can click to be directed to your assigned content items.

Search your content

To search your content, navigate to Content & assets. The dropdown menu next to the full-text search bar gives you options for searching your content items.
  • Search in names and content – use this if you know a phrase or keywords but are unsure if they appear in the content item name or its content.
  • Search in names only – use this if you know the name of the content item you’re looking for.
  • Semantic search – use this if you can describe the topic of your content items, but aren’t sure about a specific phrase.
When searching in Kontent.ai, you can use quotation marks "" to search for an exact phrase, such as "structured writing". All other special characters, like brackets, are ignored.
With semantic search, you find what you’re looking for, even if you describe it in your own words. No need to remember the exact names of content items or use specific keywords.
To use semantic search, you need to activate it in Innovation Lab.Once activated, it reads through your content items to index them. Depending on the number of items in your project, this can take up to a couple of hours. Your content stays as-is.
The semantic search works differently from the direct full-text search available by default. Here are a few examples to give you the idea. These pairs would usually work both ways. 
  • "writing assistance software" → "grammar checker"
  • "vegetable with high iron" → "spinach"
  • "way to improve sleep" → "meditation techniques"
  • "plant that thrives in dry environments" → "cactus"
  • "building materials for walls" → "drywall panels"
  • "machine for cleaning floors" → "vacuum cleaner"
  • "dessert with chocolate and nuts" → "brownies"

Advanced filtering options

Searching content items by name or by their content works well when you know what's written in your desired content item. Sometimes you might not know that. That’s when the left-side filtering options come to the rescue. Let’s say you’d like to find all brewers and cafes that are ready for you to review. Combine the left-side filters to find them.
  1. Select Brewer and Cafe in the Content type filter.
  2. Select Review in the Workflow step filter.
You can refine the list of content items by the following criteria:
  • Space – shows items in the collections connected to the selected space.
  • Collection – shows items in the specified collections.
  • Content type  shows items based on specified content types.
  • Workflow step  shows items in the specified workflow steps.
  • Contributor  shows items assigned to a specific person.
  • Taxonomy  shows items tagged by a specific term. Tip: To find untagged items, use the ø Not in option. 
  • Status
    • Unfinished: Shows items with incorrectly filled content elements.
    • Ready: Shows items that are filled in correctly and ready to be published.
    • All done: Shows items that are published and don't need any further action.
    • Not translated: Shows items that aren't yet translated to the currently selected language.
  • Publishing state  shows content items that are published, not yet published, or unpublished.
Using saved filters across Kontent.ai

Save filters, save time

If you frequently filter for the same kind of content, save your filter for later use. Be efficient with your time.
  1. Click in the Refine results panel.
  2. Click Save.
  3. In Filter name, type a name for the filter.
  4. Click Save.
The saved filter is now shown under Your saved filters in that same panel where you can use it later.
Filters can be saved in the content items list, project overview, editorial calendar, or dialogs where you select a content item.

Edit saved filters

To rename or remove a saved filter, click  next to the filter name and make changes as needed.

Share a filter

To share an active filter:
  1. Click on the top of the Refine results sidebar.
  2. Click Share.
  3. Click to copy the filter link.
You can now share this link with your colleagues.

Sort your content

For easier overview and quicker navigation, sort your content items by one of the following parameters:
  • Name  sort in alphabetical order.
  • Due date  sort by due date to quickly see the items approaching their deadline.
  • Published  sort by date of publication.
  • Last modified  sort by the date of the last content change.
Choose visible columnsTo keep your focus where it should be, you can hide the information you don’t need. Click above the content item list on the right and choose which columns you want to see.