Smart Collections

Smart collections are saved searches. They keep the filters you built on the Cases search page and always show matching cases — including new ones.

Watch: Save a search as a smart collection

This walkthrough covers Search and Advanced Search. After your filters look right, use Save search (next to Export) to turn them into a smart collection.

What is a smart collection?

A smart collection is a named, reusable case filter (procedure type, participants, dates, events, free text, nested AND/OR groups — anything Advanced Search can express).

Unlike a manual collection, you do not pick cases one by one. Cases appear automatically when they match the saved query.

You can:

• Open the collection anytime from Cases → Collections
• Pin it as a homepage tab (up to 3 pins)
• Share it with colleagues (they see matching cases they already have access to)

Save a search as a collection

1. Open Cases → Search and build the filters you want (procedure types, participants, date range, events — anything Advanced Search offers).

   

2. Click Save search (next to Export).

3. Enter a name (required) and an optional description.

   

4. Click Save. A confirmation appears and the collection is created immediately.

The collection now shows under Cases → Collections → Smart collections, with a NEW badge counting cases that arrived since you last looked.

Pin a smart collection to the homepage

Pinned smart collections appear as custom tabs next to My cases, Department, Organization, Live, and Watchlist — so your saved search is always one click away.

1. On the homepage tab bar, click the ⋮ (three dots) menu next to the tabs.

2. Under More collections, find the collection and click Pin.

   

3. The collection becomes a tab on the homepage. Click it anytime to see the cases matching its saved filters.

   

You can pin up to 3 collections. Built-in tabs (My cases, Department, Organization, Live) always stay.

Unpin a homepage tab

1. Open the ⋮ menu on the homepage tab bar.

2. Under Pinned, click Unpin next to the collection.

   

Unpinning only removes the tab — the collection stays in Cases → Collections.

From Collections

You can still create smart collections from Cases → Collections:

1. Open Cases → Collections — your library of manual and smart collections.

   

2. Create a smart collection and choose starting criteria (for example procedure type or participant).

   

3. Save.

Prefer saving from Search when you need the full filter power of Advanced Search.

Shared collections (definitions other people shared with you) appear in the same Collections area:

Editing filters

From Collections:

1. Open the smart collection.
2. Use Edit filters to jump back to Search with the same filters.
3. Adjust filters and Save search again (rename or update as needed).

Notifications and “new cases”

In-product new case counts still appear on collections (cases added since you last viewed). Push email digests for smart collections are being retired in favor of homepage tabs and on-platform counts.

FAQ

Can one search become many collections? Yes. Save the same filters under different names, or refine and save again.

Do shared smart collections share data? No. Sharing only shares the definition. Each viewer only sees cases their permissions already allow.

What is the difference vs a manual collection? Manual = you add or remove specific cases. Smart = a live filter that updates as new matching cases arrive.

Can I pin a manual collection too? Yes — the ⋮ menu lists all your collections. Manual collections open in the Collections library; smart collections open as homepage tabs.

Need more help?

Visit the Help Center or contact support.