Omni Search doesn't return results randomly. It uses a combination of match quality and page context to decide what surfaces first, and it keeps adjusting as you type.

Results are ranked by how closely they match your search query. The entity with the strongest match appears at the top. Entity Name is the highest-weighted field across all entity types - matching on a candidate's name, job title, or company name will rank that result higher than a match on a phone number or email.

Each entity shows a maximum of 2 results. Total results cap at 12.

If two entities have an equal match score, Omni Search looks at which page you're on when you searched:

Example: You type "Acme" while on the Companies page. Acme Corp (a Company) and Acme Staffing (a Contact's employer) both match equally. Since you're on the Companies page, Acme Corp surfaces first.

If all entities have the same match score, or you searched from a page that isn't one of the context pages above (like the Dashboard or Reports), results follow this fixed order:

This is important: the entity order isn't locked in from your first keystroke. As you type more characters and match scores change, the ordering will shift to reflect whichever entity now has the strongest match.

Example: You type "mar" and Candidates appear first. You type "marketing manager" and Jobs jump to the top because that phrase matches a job title more strongly than any candidate name.

When multiple records within the same entity match equally, Recruiterflow orders them by most recent activity so the record you or your team touched last appears first.