Inbox search

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Overview

OpenPhone’s search functionality helps you quickly locate contacts, conversations, and specific messages across your workspace. Whether you’re looking for a recent conversation or trying to find a contact from months ago, powerful search tools ensure you can access the information you need instantly.

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Understanding search capabilities

OpenPhone search works across multiple data types and locations: Searchable content:

• Contact names and company information
• Phone numbers and contact details
• Conversation content and message text
• Custom contact properties and tags
• Call history and voicemail transcripts

Search scope:

• Current phone number conversations
• All workspace contacts
• Archived conversations in “Done” status
• Team member activity and assignments

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Searching for contacts

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From web or desktop app

1. Launch the OpenPhone web app
2. Click “Contacts” in the left sidebar
3. Use the search bar at the top of the contacts list
4. Type the contact name, company, or phone number
5. Select the desired contact from the results
6. Use the call (📞) or message (💬) icons to initiate communication

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From mobile app

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Searching conversations

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Inbox-specific search

When searching within a specific phone number’s inbox:

1. Select the correct inbox: Choose the phone number where the conversation occurred
2. Use conversation search: Look for recent messages within that inbox
3. Check multiple statuses: Search in Open, Done, and Unread conversation filters
4. Expand timeframe: Some conversations may be archived in “Done” status

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Cross-inbox contact tracking

For contacts who communicate through multiple phone numbers: Add contact notes: Include which OpenPhone number you use to communicate with specific contacts: Use contact properties: Tag contacts with relevant information for easier searching and organization.

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Advanced search techniques

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Search operators and filters

Exact phrase search:

• Use quotation marks for exact phrase matching
• Example: “project update” finds only messages containing that exact phrase

Contact property search:

• Search by custom contact fields and tags
• Filter results by company, role, or custom properties
• Combine multiple search criteria for precise results

Date-based search:

• Use conversation filters to narrow by timeframe
• Combine with search terms for time-specific results
• Access historical conversations through “Done” filter

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Search best practices

Optimize search success:

• Be specific: Use unique names or distinctive phrases
• Try variations: Search different spellings or formats
• Use contact info: Search by phone numbers if names don’t work
• Check all inboxes: Verify you’re searching the correct phone number
• Include archived: Don’t forget to check “Done” conversations

Maintain searchable contacts:

• Complete contact profiles: Add company names and relevant details
• Use consistent naming: Standardize how you save contact names
• Add descriptive notes: Include context that helps with future searches
• Tag appropriately: Use custom properties for categorization

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Troubleshooting search issues

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Common search problems

Can’t find recent conversations:

1. Verify you’re in the correct phone number inbox
2. Check if the conversation is marked as “Done”
3. Ensure you have access to that phone number
4. Try searching by contact phone number instead of name

Contact not appearing in results:

1. Confirm the contact is saved in your workspace
2. Check for typos in contact name or search term
3. Try searching by phone number or company name
4. Verify the contact isn’t deleted or archived

Limited search results:

1. Expand search to include “Done” conversations
2. Try broader search terms or partial matches
3. Check if contact properties contain searchable information
4. Consider if the contact communicated through a different phone number

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Search optimization strategies

Proactive contact management:

• Regular cleanup: Remove duplicate or outdated contacts
• Consistent formatting: Use standard naming conventions
• Rich profiles: Add company, role, and relevant details
• Strategic tagging: Use custom properties for easy filtering

Team search coordination:

• Shared naming conventions: Establish team standards for contact names
• Contact ownership: Assign primary contact managers for complex accounts
• Search documentation: Share tips for finding specific contact types
• Regular training: Keep team updated on search features and best practices

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Search workflow integration

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Daily search habits

Morning routine:

• Search for priority contacts requiring follow-up
• Review recent conversations with key clients
• Identify new contacts needing profile completion

Throughout the day:

• Quick contact lookup before important calls
• Search conversation history for context before responding
• Find relevant team members for collaboration

End-of-day organization:

• Search for incomplete conversations needing follow-up
• Update contact information based on recent interactions
• Tag conversations for easy future retrieval

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Team collaboration

Shared search strategies:

• Document common search terms for important clients
• Share contact property conventions across the team
• Create searchable references for complex account structures
• Maintain updated contact profiles for team accessibility

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FAQs