This article explains how search works on the Design Approval > Submissions page, including what can be searched, how special characters behave, and why a submission may not appear in the results.

Table of Contents

1. How Design Approval Search Works
2. Which Characters Can I Search?
3. Which Characters Should I Avoid?
4. How to Find the Correct Submission
5. Why Can't I Find a Submission?
6. Submission Names vs Uploaded File Names
7. Quick Reference
8. Still Can't Find the Submission?

How Design Approval search works

Use the search box at the top of the Submissions page to find a submission. 

Use the search box at the top of the Submissions page to quickly find submissions.

Search behavior

• Searches: the Submission Name and Product Name only. It does not search descriptions, comments, or uploaded file contents.
• Minimum characters: enter at least 3 characters before search begins. One or two characters will not trigger a search.
• Automatic search: search starts automatically about 0.5 seconds after you stop typing. You do not need to press Enter.
• Clear search: clearing the search box restores the full list.

Matching rules

• Partial matching: your search term can appear at the beginning, middle, or end of the name.
  • For exampl, Summer, Product, and mer Pro all match Summer Product Concept.
• Word order matters: search matches your text as one continuous sequence.
  • Summer Product matches Summer Product Concept.
  • Product Summer does not.
• Not case-sensitive: summer, Summer, and SUMMER all return the same results.

Search matches text anywhere in the Submission Name or Product Name. Results update automatically as you type.

Search scope

• Search looks across all submissions you have access to on the current tab, not just the ones currently visible on screen.
• Search returns up to 500 matching results. If your search is very broad, not every matching submission may appear.

Which characters can I search?

Most characters can be searched normally.

Anything not listed here is matched as a normal character.

Which characters should I avoid?

Most characters can be searched normally. However, the following characters are treated differently and may affect your search results.

Percent (%)

The % symbol is treated as a special search character rather than a normal %.

For example, searching for 100% may return anything that starts with 100, not just names containing the % symbol.

Underscore (_)

The _ symbol is also treated as a special search character.

For example, searching for Kids_Wear may match:

• Kids Wear
• Kids-Wear
• KidsXWear

Nordic letters (ä, ö, å)

Before searching, ä and å are treated as a, and ö is treated as o.

If a submission name contains ä, ö, or å, try searching for a different part of the name that doesn't include those letters.

Backslash (\)

The backslash (\) may not search reliably. If possible, leave it out of your search.

Note: The asterisk (*) is not treated as a special search character. It is searched like any other character.

Note that * (asterisk) is not a wildcard here it is treated as a normal character, so searching * looks for a literal asterisk.

How to find the correct submission

1. Open the Submissions page. 
2. Click the Search icon. 
3. Enter at least 3 characters from the Submission Name or Product Name. 
4. Wait about 0.5 seconds for the results to appear. You do not need to press Enter. 
5. If too many results are returned, enter a more specific part of the name. 
6. If you're not sure whether the submission is current or archived, search both the Active and Archived tabs. 
7. Use filters such as Agreement, Brand, Product Category, or Stage to narrow the results. 
8. Open the submission to confirm you have found the correct one.

Why can't I find a submission?

If a submission isn't appearing in the results, check the following:

Too few characters

Search only starts after you enter at least 3 characters.
 

Active vs Archived

The Active and Archived tabs are searched separately. If the submission has been archived, search the Archived tab.

Search only looks within the selected tab. Check both Active and Archived if you can't find a submission.

Filters are still applied

Filters such as Agreement, Brand, or Stage limit the search results. Clear any filters you no longer need.

Applied filters narrow your search results. Clear filters if expected submissions are missing.

Wrong part of the name

Search only matches the Submission Name and Product Name, and the words must appear in the same order.

Try searching a different, distinctive part of the name.

Access and permissions

You can only search submissions you have permission to view. If you don't have access to the related agreement or account, the submission won't appear.

Recently created or renamed

If the submission was recently created or renamed, search using its current name.

Special characters in your search

Using % or _ may broaden your search unexpectedly. Remove them and search using plain text instead.

Result limit

Search returns up to 500 matches. If your search term is too broad, your submission may not appear. Use a more specific search term.

Searching the uploaded file name

Search only looks at the Submission Name and Product Name. It does not search uploaded file names.

Special dashes or quotation marks

If the name contains special punctuation (such as an en dash – or curly quotation marks), searching with standard keyboard characters may not produce a match.

Try searching a different part of the name instead.

Submission Names vs Uploaded File Names

These are different things.

• Design Approval search uses the Submission Name stored in Flowhaven.
• Uploaded file names follow the rules of your storage provider (for example, Box, Dropbox, or OneDrive).
• Restrictions that apply to uploaded file names do not affect whether a Submission Name can be searched.
• If a submission was renamed after it was created, search using its current Submission Name.

Quick Reference

• Enter at least 3 characters before search starts.
• Search runs automatically after a short pause.
• You do not need to press Enter.
• Search looks at Submission Name and Product Name only.
• Search is not case-sensitive.
• Search matches text anywhere in the name, but word order matters.
• -, *, ', &, and / are searchable as normal characters.
• % and _ act as wildcards.
• ä, ö, and å are converted during searching.
• Search the Active and Archived tabs separately.
• Search returns up to 500 matching results.

Still Can't Find the Submission?

If you've completed the steps above and still can't find the submission:

• Confirm the exact Submission Name (if possible).
• Check both the Active and Archived tabs.
• Clear any filters that may be limiting the results.
• Confirm you have access to the related agreement and account.
• Note the search term you used and, if available, the submission link or ID.

Then contact your licensing partner or brand representative those details, and we'll help them investigate further.