Searching and Filtering Your Agreements
As your agreement list grows, finding specific agreements quickly becomes essential. Nizam’s search and filter tools help you locate agreements by status, client, keyword, and more.
The Agreements List
Default view shows:
- Agreement name
- Client name
- Status badge (Draft, Pending, Signed, Cancelled)
- Date created or modified
- Associated project (if linked)
- Action buttons (View, Edit, etc.)
List can get long:
Active business might have dozens or hundreds of agreements over time.
Solution:
Use search and filters to narrow the list.
Quick Search Bar
Located at:
Top of Agreements page, prominent search field.
How to use:
- Click into search field
- Type keywords
- Results filter in real-time (or after pressing Enter)
What You Can Search
Agreement name:
“Website Design Agreement,” “Retainer,” “Photography Contract”
Client name:
“Sarah Johnson,” “Acme Corp,” “Smith”
Project name:
If agreements are linked to projects, search project titles.
Content keywords (if supported):
Terms appearing in agreement text (e.g., “confidentiality,” “payment terms”).
How it works:
Search matches text in agreement titles, client names, and possibly content (depending on search capabilities).
Search Tips
✅ Use partial names: “John” finds “John Smith,” “Johnson & Co.”
✅ Try different keywords: If “Design” returns too many, try “Website Design” or client name.
✅ Use status filters with search: Combine search with filters for precision.
✅ Check spelling: Typos return no results.
Status Filters
Filter by agreement status:
Buttons or dropdown with options:
- All: Shows all agreements
- Draft: Only agreements you’re still working on
- Pending: Sent to clients, awaiting signature
- Signed: Completed, client signed
- Cancelled: Terminated agreements
How to use:
- Click the status tab or select from dropdown
- List shows only agreements in that status
Common uses:
“Pending” filter:
See which agreements clients haven’t signed yet—time to follow up.
“Draft” filter:
Find agreements you’re still building or haven’t sent.
“Signed” filter:
View completed agreements, download PDFs, verify signatures.
“Cancelled” filter:
Review agreements that didn’t go through.
Client Filter
Filter agreements by specific client:
- Click Client filter or dropdown
- Select client name (e.g., “Sarah Johnson”)
- List shows only agreements for that client
Use cases:
- See all agreements sent to a particular client
- Check if client signed their most recent agreement
- Review history with long-term clients
Combine with status:
Click “Sarah Johnson” + “Pending” = pending agreements for Sarah only.
Project Filter
If agreements are linked to projects:
- Click Project filter
- Select project name
- View agreements associated with that project
Use case:
Multi-agreement projects—check which agreements are signed and which are pending.
Date Range Filters
Filter by creation date or modified date:
Options might include:
- Today: Agreements created/updated today
- This Week: Last 7 days
- This Month: Current month
- Last 30 Days: Past month
- Custom Range: Select start and end dates
Use cases:
- Find recent agreements
- Review agreements from specific time period
- Year-end reporting or record-keeping
Sorting Options
Change the order agreements appear:
Sort by:
- Date Created (newest first or oldest first)
- Date Modified (most recently updated)
- Agreement Name (A-Z or Z-A)
- Client Name (alphabetical)
- Status (grouped by Draft, Pending, Signed, Cancelled)
How to sort:
- Click Sort or column header
- Select sorting option
- List reorders instantly
Best practice:
“Date Created (newest first)” keeps recent agreements at top.
Combining Multiple Filters
Stack filters for precision:
Example 1:
- Status: Pending
- Client: Acme Corp
- Result: Pending agreements for Acme Corp only
Example 2:
- Status: Signed
- Date Range: Last 30 Days
- Result: Recently signed agreements
Example 3:
- Search: “Retainer”
- Status: Signed
- Result: Signed retainer agreements
Clear all filters:
Click Clear Filters or Reset to return to full list.
Saved Filters or Views (Advanced)
Some systems allow saving filter combinations:
Example saved views:
- “Awaiting Signature” (Pending, sorted by oldest first)
- “This Month’s Agreements” (Date Range: This Month)
- “All Clients - Signed” (Status: Signed, sorted by date)
Benefit:
One-click access to frequently used filter setups.
Check if available:
Look for “Save View” or “Create Custom Filter” options.
Keyword Search Within Agreement Content
Advanced search (if available):
Search for specific clauses or terms inside agreements.
Example searches:
- “confidentiality” → finds agreements with NDA clauses
- “net 30” → finds agreements with net-30 payment terms
- “$10,000” → finds agreements with that price
How it works:
System indexes agreement text, searches across all content.
Use case:
“Which agreements include intellectual property clauses?”
Performance note:
Full-text search might be slower than title/client search.
Pagination and Loading
Large agreement lists:
- Show 10, 25, or 50 per page
- Next/Previous buttons to navigate pages
- Jump to specific page
Loading:
Filter results load quickly for up to hundreds of agreements. Thousands might take a moment.
Agreement Actions from List View
Without opening full agreement, you can:
- View: Quick preview
- Edit (if Draft)
- Finalize and Email (if Draft)
- Recall (if Pending)
- Cancel
- Duplicate
- Delete (if Draft or Cancelled)
- Copy Link (if Pending or Signed)
- Download PDF (if Signed)
Quick actions:
Saves time—no need to open agreement details page for simple tasks.
Using Filters for Follow-Up Workflow
Weekly follow-up routine:
-
Monday: Filter by Pending
- See all agreements awaiting signature
- Note which have been pending >5 days
- Send follow-up email or text
-
Check “Signed” agreements
- Download PDFs for record-keeping
- Mark tasks as complete
- Begin project work
-
Review Drafts
- Finish incomplete agreements
- Delete test or outdated drafts
Automation tip:
Set up reminders (see Setting Up Agreement Reminders) so you don’t have to manually follow up.
Searching Archived or Old Agreements
If your system archives old agreements:
Include Archived toggle or filter:
- Off: Shows only active agreements
- On: Shows active + archived
Why archive?
Keeps main list clean while retaining records for legal/tax purposes.
Search archived:
Toggle on, then search/filter as usual.
Exporting Search Results
Some systems allow exporting filtered lists:
Export to:
- CSV (for spreadsheets)
- PDF (for printing)
- Excel
Use cases:
- Year-end reporting
- Sending agreement status to accountant
- Backing up records
How:
- Apply filters
- Click Export or Download
- Choose format
- Open in Excel, Google Sheets, etc.
Mobile Search and Filters
On mobile devices:
- Search bar prominent at top
- Status filter buttons or dropdown
- Tap to expand additional filters
- Swipe to view more agreements
Touch-friendly:
Easy to filter and search on the go.
Best Practices for Organizing Agreements
✅ Use clear, consistent naming: “Website Design - [Client Name]” helps search.
✅ Tag agreements (if supported): Add tags like “retainer,” “one-time,” “NDA.”
✅ Regularly clean up drafts: Delete or complete old drafts—keeps list uncluttered.
✅ Check Pending weekly: Follow up on unsigned agreements before clients forget.
✅ Archive old agreements: Move signed agreements from years ago to archive.
✅ Use saved views: Set up “Needs Follow-Up” or “This Month” views for quick access.
Common Questions
Can I search by date signed?
Depends on system. Use status “Signed” + date range filter.
Why don’t I see an agreement I just created?
Check filters—you might be filtering by “Signed” but new agreement is “Draft.”
Can I search for agreements by price or value?
Only if system indexes content or has custom fields for pricing.
How do I find all agreements for a specific project?
Use Project filter or search by project name.
Can I filter by agreement template used?
Some systems allow this—check for “Template” filter.
What if I don’t remember the client name?
Search by project name, keywords, or scroll through list.
Can I see deleted agreements?
Usually no. Deleted = permanently removed. Some systems have “Trash” or “Recycle Bin.”
How do I find unsigned agreements older than 30 days?
Filter: Status = Pending, Date Created = Last 30 Days (or Custom), then review dates.
Can I filter by who created the agreement?
In team accounts, possibly. Look for “Created By” filter.
