Search & notifications
Two features keep you on top of a busy tracker: search across all issues, and notifications that tell you when work touches you.
Search
Open Search to find issues with a full-text query — search by words in the summary and description, or by key — and narrow the results down by project, status and assignee. Results come in pages, and you choose the page size.
By default the search covers the active project — the one picked in the top bar; the All projects checkbox lifts that restriction. With no project selected, everything is searched.
Results respect your permissions: you only ever see issues in projects you have access to, whatever the filter says.
Saved searches
The query you typed, together with its filters, is stored by the "Save search" button and appears as a chip above the results — a click applies it again. The "Shared with everyone" checkbox makes the search visible to the whole team; you can delete your own, an administrator any.
These are the same saved filters as on the issues page: what you save here shows up there and the other way round — see Filters & saved views.
A condition richer than the search form
A filter assembled in the builder — with OR groups, negation or fields this page doesn't have — doesn't fit the search form. The page still lists it, but it won't silently apply half of the conditions: it points you to open that filter on the issues page instead.
Search and filters are different tools
Search answers "where is this written about at all": it matches words in summaries and descriptions across projects. A filter answers "which issues satisfy this condition" and is far more precise — fields, dates and status history. Search needs its feature enabled and a search service running; filters are always there.
Search availability
Full-text search is a feature your administrator enables, and it needs its search service running. If the Search page is missing, or results come back empty on an instance that clearly has data, ask your administrator to check the feature and its index.
Notifications
TaskFlow notifies you when something relevant happens — so you don't have to watch every issue manually.
What triggers a notification
You're notified when you are:
- the assignee or a co-assignee of an issue that changes,
- a watcher of an issue that changes,
- mentioned in a comment,
- the reporter of an issue that gets activity.
Events include issue creation, new comments, field updates and status transitions.
Due-date reminders
Separately from event notifications, TaskFlow can remind you that an issue's due date is approaching. You choose how many days ahead you want the warning, so the reminder arrives while there's still time to act rather than on the morning it's due.
Delivery channels
The same notification can reach you in three ways:
| Channel | What it looks like |
|---|---|
| In app | The Notifications entry in the top bar, with a live unread count. Open it to read, filter to unread only, and mark items — or all of them — as read. |
| The same notifications in your inbox, alongside the in-app ones. Your administrator can reword the subject and body of those messages to suit the organisation. | |
| Outgoing gateway | Your administrator can route notifications to an external system — a messenger (Telegram, WhatsApp, VK, MAX, Slack and others), SMS or an automation tool such as n8n. How it addresses you there comes from the contact fields in your profile that you have marked as usable for notifications: a phone number or a messenger ID, for example. Your administrator will tell you what to enter. |
Notifications are written in your profile language, not the language of whoever triggered them.
What's on by default
In-app notifications and email are on from the start; email delivery depends on an administrator having assigned a mail transport for notifications. The outgoing gateway is different: whether events flow to the external system at all is the administrator's switch, but which contact fields of your profile the gateway may use is decided by you alone.
Notification preferences
Your Notifications page is where you tune due-date reminders — the channel and how many days ahead to warn — and your contact channels for the outgoing gateway.
Watchers vs assignment
You don't have to be assigned an issue to follow it — watch any issue you care about and you'll be notified about its changes. See Watchers.
Where to go next
- Filters & saved views — precise selection by condition and shared filters.
- Issues & tasks — comments, mentions and watchers.
- Profile & security — manage your account and preferences.
- Email — how administrators set up mail delivery.
See also
- Automation — rules that add watchers and send messages by themselves.
- Features & settings → Automation, webhooks and notifications — how an administrator sets up notification gateways.
- Features & settings → Notification email templates — what the subject and body of the message are built from.
- Plugins → Feature catalogue — search and notifications are enabled separately.
- Project configuration → Profile fields — where the contact fields an outgoing gateway addresses you by come from.