A smart folder in Notes is a saved search that keeps itself up to date. Instead of moving notes around, you describe the notes you want, for example "tagged gst and updated this month", and the folder always shows the ones that fit. A smart folder never moves a note, so one note can appear in several folders at once.
Create a smart folder
- In the left menu, find Smart folders and select the plus button. If the list is empty, you can select New smart folder instead.
- Type a Name. You can also choose an icon and a colour.
- Under Which notes, choose Match every rule if a note must fit all your rules, or Match any rule if fitting one is enough.
- Select Add rule, then choose what to look at, how to compare it, and the value.
- Add more rules if you need them, then select Create folder.
With no rules, the folder would match every note you can open, so add at least one rule to narrow it down.
What you can filter on
- Place: Notebook, Tag.
- Content: Note type (Document, Checklist, Voice note, Meeting, Drawing, Canvas, Scan), Colour, Text, Has an attachment, Has a PDF, Has audio.
- Status: Pinned, Favourite, Archived, Has a reminder, Reminder overdue, Has open actions.
- People: Shared with someone, Owner, Linked record.
- Time: Created and Updated, using "is before", "is after" or "is within the last" a number of days.
For a Text rule you can type words, and put a phrase in quotes, such as gst return "section 44".
Two examples
To keep an eye on tax work, add a Tag rule for gst and an Updated rule that is within the last 30 days, and choose Match every rule. To collect everything that needs your attention, choose Match any rule and add Reminder overdue is yes, and Has open actions is yes.
Edit, copy or delete
Open the menu beside a folder in the sidebar. Choose Edit rules… to change it, Duplicate to start a new folder from it, or Delete folder… to remove it. Deleting a smart folder does not delete any note.
Limits
A folder can have up to 25 rules, and you can keep up to 50 smart folders. When you reach 50, the plus button stays inactive and explains why. If a folder shows Check rules, one of its rules can no longer be used, so open it and fix or remove that rule.