Use search and filters in Macros Management to narrow a large macro library to the macros you need to review or update.
You can combine multiple criteria, such as active status and last-used period, to create a precise working set before applying labels, exports, bulk edits, or other actions.
Open the Management page
To open Macros Management:
- Open Macros Reporting and Management.
- Select Management from the main navigation.
The page displays the macros available to your account in a table.
Search for macros
Use the search field above the table to find macros by supported text and macro attributes.
Search is useful when you already know part of the macro title, category, or another identifying value.
To run a search:
- Enter your search criteria in the search field.
- Select the search button.
- Review the matching macros in the table.
To clear the current search, remove the criteria from the search field or use the clear control.
Apply filters
Select the filter control next to the search field to narrow the results using structured criteria.
Available filters can include:
- active or inactive status;
- macro category;
- brand;
- group;
- access;
- usage during a selected period;
- last-used period;
- custom labels;
- deleted state;
- other supported macro attributes.
The available options may depend on your Zendesk configuration and the data available for each macro.
Combine multiple filters
You can apply more than one filter at the same time.
For example, to find active macros that have not been used in the last 30 days, apply:
- Status: Active
- Last used: Not used in the last 30 days
The table includes only macros that match all active criteria.
Review active search criteria
The current search and filter criteria are shown above the results.
Before selecting macros or applying a bulk action, confirm that the active criteria match the intended scope.
This is particularly important when:
- selecting all matching macros;
- applying labels;
- activating or deactivating macros;
- deleting macros;
- exporting results;
- entering reorder mode.
Remove a filter
To broaden the results:
- Open the filter controls.
- Remove or change the filter you no longer need.
- Apply the updated criteria.
You can also clear the current search and filters to return to the full macro list.
Filter by usage
Usage filters help identify macros that may require review.
Common examples include:
- macros not used in the last 30 days;
- macros with low recent usage;
- macros used frequently;
- macros with no recorded usage in the selected period.
Usage alone should not determine whether a macro is unnecessary. Some macros are intended for rare, seasonal, or high-risk situations.
Filter by status
Use the status filter to separate:
- active macros;
- inactive macros;
- deleted macros, when included in the selected view.
Inactive macros still exist in Zendesk but cannot be used by agents until they are activated again.
Deleted macros no longer exist as current Zendesk macros, but they can remain visible in Macros Reporting and Management for history and recovery workflows.
Filter by labels
Custom labels help organize macros using internal review or governance categories.
For example, you can filter for macros labeled:
- Needs review;
- Approved;
- Cleanup candidate;
- Deprecated;
- Owner assigned.
Labels are managed inside Macros Reporting and Management and do not change the macro’s title or actions in Zendesk.
Filter by category
Macro categories are based on the category path in the macro title.
Use the category filter to review macros within a specific area of the library before:
- moving them to another category;
- applying consistent labels;
- checking access;
- exporting them;
- reordering them.
Use filtered results with bulk actions
After narrowing the table, you can select individual macros or all matching macros and apply an available bulk action.
Before confirming the action:
- Review the active search and filters.
- Confirm the number of selected macros.
- Check that every selected macro should receive the same change.
- Review the preview or confirmation state, when shown.
Keep filters while navigating
The current Management setup can be preserved when supported by the app, allowing you to return to the same filtered results after opening another view or sharing the current page.
For frequently used combinations, save the current setup as a custom view instead of rebuilding the same filters each time.