The new Workvivo Search makes it easier than ever to find the right file - even if you don’t remember its exact name. You can now search inside documents and attachments, not just by their titles. This article explains how document search works, what file types are supported, and how to make your content easier to find.
What’s New
Previously, Workvivo could only search file names. Now, the system indexes the text inside supported documents and attachments, so you can find content based on what’s written within the file.
This means you can search for a phrase like “parental leave” and find a PDF policy that contains that phrase - even if the file name doesn’t include it.
How It Works
- When a supported file is uploaded to Workvivo, the text inside that file becomes searchable.
- Search covers both standalone documents and attachments added to posts, pages, or other content.
- You can click attachments directly from search results to open them in the appropriate viewer (if enabled in your instance).
- Existing files are automatically indexed - you don’t need to re-upload anything.
Example: If a PDF called “new-hire-presentation.pdf” contains the phrase “part time,” searching for “part time” will return that file.
Folder Context and Audience Visibility
Search results now show folder context (the folder path or parent breadcrumb), helping you distinguish between identically named files in different locations. You’ll also see the full audience list for documents with restricted visibility, so you know whether a file applies to you.
Supported File Types
Workvivo can search inside the following file formats:
- PDF (.pdf)
- Microsoft Word (.doc, .docx)
- Microsoft Excel (.xls, .xlsx)
- Microsoft PowerPoint (.ppt, .pptx)
- CSV (.csv)
File size limit: Up to 36MB per file.
Retroactive Indexing
When the new search is released, Workvivo automatically runs a job to index all existing documents and attachments. This ensures older files are included in search results without any manual action. Note that very large or complex files may have limited indexed content.
Best Practices for Making Documents Easy to Find
Follow these simple tips to make your files more discoverable:
- Use Clear, Specific File Names
Include what the file is, who it’s for, and the topic. Examples:- “Time Off Policy – Germany – 2026.pdf”
- “Expense Claim How-To – Sales.xlsx”
- “Store Opening Checklist – v2.docx”
- Include Key Terms Inside the Document
If employees search for “parental leave,” make sure that phrase appears in the document body - not just in the title.
- State What the Document Is and Who It Applies To
Add a short description or header that clarifies the purpose, audience, and version.
- Avoid Image-Only or Scanned PDFs
Search can only read text, not images. Use text-based files whenever possible as scanned / image only files (even with text in them) may not return results.
Attachment Search Best Practices
To ensure attachments appear correctly in search:
- Upload files directly as attachments in Workvivo (not as external links).
- Use supported file formats (PDF, Word, Excel, PowerPoint, CSV).
- Confirm that text in the file is selectable - this ensures it can be indexed.
- Add relevant keywords naturally in the file name and content.
- When uploading PDFs ensure the original file is 'Saved / Exported as PDF'.
Summary
| Feature | What It Does | Why It Matters |
| Document Content Search | Finds text inside supported files | Locate policies, forms and guides faster |
| Retroactive Indexing | Indexes existing files automatically | No need to re-upload old documents |
| Folder Context | Shows where a file lives | Distinguish between similar file names |
| Audience Visibility | Displays full audience list | Confirms if a file applies to you |
| Attachment Search | Searches attachments across posts and pages | Expands discoverability beyond document search |