Searching for cases or files

2024-02-28Last updated

If you have many cases and files in the system, you can find a specific case or file from the Search page by using keyword searches, category, date and time filters, case status, case associations, device assignment filters, or by finding the case or file on a map.

What you should know

  • Thumbnail previews are displayed in search results for the following files: BMP, PNG, JPEG, GIF, Icon, and MP4.
  • When you select Specific dates, any cases or files that have at least 1 minute of their duration within the time range are displayed.


  1. Click the Search tab.
  2. In the Search field, type keywords or tags related to the case or file, and press Enter or click the search button ().
  3. (Optional) Filter your search for cases or files: select either Cases, Files, or both.
  4. Click More Filters to expand the search menu.
    The Search criteria toolbar in Clearance containing filters for cases, files, category, and more.
    Tip: Click on the name of a column to sort it in ascending or descending order.
  5. (Optional) Filter your search by category: click Category and select one or multiple categories from the drop-down menu.
    Tip: Select Clear all to show all categories in the search results.
  6. (Optional) Filter your search by date or time: click Date and time and select the options that you require.
    Filter by dialog in Clearance showing date and time options
    • Select Any time to search all time ranges.
    • Select Specific dates to search a specific time range. Enter a date and time, or use the calendar and date icons to select a specific time range.
    • Select All day to search from 12:00 am to 11:59 pm for the selected days.
  7. (Optional) Filter your search by case status:
    1. Click Case status.
    2. Select Open, Closed, or both.
    3. Select Clear all when you want to show all open and closed cases in the search results.
  8. (Optional) Filter your search by case associations: click Case associations and select With files, Without files, or both.
  9. (Optional) Filter your search by file associations: click File associations and select Linked, Unlinked, or both.
  10. (Optional) Filter your search by device assignment.
    1. Click Device assignment and select the options that you require.
    2. In the Search field, type a user name or email address, and press Enter or click the Search button ().
    3. Select the user that you require and click Confirm.
  11. (Optional) Click Case custom fields or File custom fields, select a field, and enter a value to filter your search using any custom field values you have created.
  12. (Optional) Click Settings () to add or modify fields in your search.
    Tip: You can drag and drop fields in the search bar to reorder them. The order of your search fields is saved to your browser and appears in the same order the next time you log in.
  13. (Optional) Click Clear () to clear your selected fields.
  14. (Optional) To export search results as a CSV file: click Export.
    Further analysis can be performed directly in Excel. For example, analyzing the number of cases or files created on a monthly basis, or the type and nature of events.
    The metadata of all the queried files and cases is downloaded and generated in a CSV.


Watch this video to learn more. Click the Captions icon (CC) to turn on video captions in one of the available languages.

After you finish

Click a case or file thumbnail to open it.