Project-Level Inclusion/Exclusion Setting for “Search in Projects” Past Project Search (Qualtrics)

I am submitting this enhancement request on behalf of our strategic client, Qualtrics.

Currently, within the Projects module, Qualtrics frequently uses the “Search in Projects” functionality via the Recommendation Engine to search past projects. However, their instance contains hundreds of active and archived projects, many of which include test content, are incomplete, outdated, or otherwise irrelevant.

Request: Qualtrics is requesting the ability to mark projects (both active and archived) for inclusion or exclusion from the “Search in Projects” Recommendation Engine results. Specifically, they suggest adding a toggle or setting within the project list view to enable or disable a project’s visibility in search results. This setting should include a clear visual indicator showing which projects are included or excluded.

Current Limitations:

While the advanced search allows filtering by Stage, Created Date, or Due Date, these filters are not always applied consistently by project authors and reviewers. Additionally, project creation date alone is not a reliable indicator of high-quality, approved customer-facing content.

Proposed Solution:

Add an Admin-controlled toggle (at the Project level) accessible via the “three vertical dot” menu within the Projects list.
This toggle would allow Admins to include or exclude a project from appearing in “Search in Projects” results, regardless of its status (active or archived).
Provide a clear visual indicator (e.g., an icon or label) to signal inclusion or exclusion status at a glance.

Benefit to Qualtrics:

Reduces the risk of users accessing and referencing outdated or unapproved project content.
Provides Admins with a direct, reliable method to control search results.
Enhances efficiency by streamlining search results to relevant, high-quality projects.

Would it be possible to implement this project-level inclusion/exclusion setting? Below are supporting screenshots.

Thank you for your consideration.

Find more posts tagged with

Fixed/Implemented

Response Projects

Status: Fixed/Implemented

Comments

Khalees V

@Susan Understood the problem reported by Qualtrics. I don't think we will be able to consider this in the near term due to other priorities. Also, this is a niche ask and we haven't heard similar problem from other Customers. Hence marking it as "Will not Implement" for time-being.

Khalees V

@Susan

I am proposing a new solution and confirm if this will meet the need, so i can work with my engineering team for feasibility

1. Create a new project custom field
2. Use this custom field to identify only those projects to be included in search from Past Project in the recommendation pane.
3. Then filter the past project search using that Custom field. So only specific project will be filtered.

This solution is applicable for other Customers too.

Susan Berger

@Khalees V Thank you for your input. Would this

The challenge I see with this solution is that most past projects are archived. The user would have to unarchive the project, edit the project "About" page to update this field (excluding it from Past Project Search), and then archive the project again. As archived projects get older, previously archived projects will need to be updated (excluding them from the Past Project Search). Qualtrics has previously expressed that having to unarchive a project to update any of the Project details is time consuming. We request that configuring a project to either be included and/or excluded from the Past Project Search be configurable without having to unarchive the project.

To improve usability, we propose making the inclusion/exclusion of projects in the Past Project Search configurable without requiring projects to be unarchived. A potential solution could be adding a selectable option in the three-dot menu next to each project (archived or active). Please let us know your thoughts on this approach or other solutions not requiring an archived project to be unarchived. Looking forward to your insights.

Khalees V

@Susan I think they need more of exclusion filter at the org level. Do you think we can have a exclusion filter set at the org level to exclude search from the specified projects? Kind of a multi-select option where they can select one or more project to exclude?

Few questions

What projects they consider as to be excluded from the search?

Susan Berger

@Khalees V, I spoke to Qualtrics. They expressed they see the benefit of having a Past Project Search exclusion filter at both the project-level AND the org-level. Would that be possible?

Org-Setting Filter:
Exclusion filter set at the org level to exclude specified projects from the Past Project Search. Perhaps a multi-select option where Qualtrics can select one or more projects to exclude.

Project-Level Filter:
Add a new field on the Project About Page (Project Details Page) that allows you to enable or disable a project from appearing in Past Project Search.

Khalees V

@Susan Berger We can first introduce org level filter to exclude projects. The excluded projects in org settings will be applicable for all the projects. I am planning for a phased approach to see the adoption of the feature. Then if needed we will plan for project level exclusion in Q2.

Khalees V

https://rfpioinc.atlassian.net/browse/RES-140605

Susan Berger

@Khalees V Thank you for this suggestion. I think it's a great idea and sent an email to Qualtrics yesterday for their review and feedback. I'll let you know when they respond. Thanks again!

Susan Berger

@Khalees V I received confirmation from Qualtrics that they are happy with your proposed solution! 😀Please proceed and keep me informed regarding the progress. Thank you again!

@Gosia Rios for visibility

Khalees V

pdate - In discussion with Engineering team. Rethinking on the solution approach to reduce impacts and efforts.

Here is another solution approach i am planning at the Project level where the admins can decide whether or not to include a project in the past project search. This screen below is just a mockup to present my idea. Waiting for engineering team to confirm on this. Post that, we will plan next steps.

ETA: TBD

Susan Berger

@Khalees V Thank you for keeping us updated!!!

Khalees V

Update - Targeting End of June release (26 June)

Susan Berger

@Khalees V AMAZING! Thank you for all your work getting this enhancement implemented in our June release!

Khalees V

@Susan Berger The change is now available in Development instance. You can check if needed. This will be rolled out to production on 26 June.

Susan Berger

@Khalees V Thank you so much for making this happen. I really appreciate it!

Susan Berger

@Khalees V Thank you for adding the new org settings ability to specifically list projects (by name) to exclude from the Past Project Search. This is very helpful!

Are you still considering adding an area within the Project Settings ⇒ Past Project Search window to "Exclude this Project from Past Project Search"?

I shared the new org settings ability to specifically list projects (by name) to exclude from the Past Project Search. Becky Beard wrote back and provided the following input that I wanted to share for your consideration and to better understand their enhancement request:

While I'm super appreciative of this getting prioritized, I don't think this is fully going to meet our needs. It would be significantly easier if there was a way to identify a project type or having some sort of way to filter out projects in bulk other than by name. We process about 55% of our projects in a lower tiered support model that we'll never want to reference in the past projects search as those aren't always the most accurate. That means out of the 308 projects created in the past 6 months, we'd only want to be able to look at ~140 projects for reference. If we could designate those 168 in some sort of way that could filter them out of the results, that would be the only scalable way we could utilize this new functionality. We couldn't manually update the filtered out projects consistently enough to maintain anything otherwise.

@Gosia Rios for visibility.