Onna's platform is a powerful search tool that enables cross-platform to search across all your applications. In this article, we'll walk you through a regular search across your Onna Workspaces/data sources and ways to view your results.
Searching In Onna
Onna provides powerful search options for users. The platform allows users to search within each individual data source, within an individual workspace, or across all your workspaces to provide granular and comprehensive search.
Search suggestions in the Search bar
Onna automatically allows you to filter your search terms by file types including documents, PDFs, emails, conversations, spreadsheets, and presentations (a list of file formats searched is included below) or by modified date before performing your search. This allows users to refine searches with specific file types or data ranges.
Search Suggestion File Formats - Extended List
"doc", "docx", "gdoc", "odt", "pages", "one", "rtf", "txt","pdf", "wpd", "wps"
"eml", "emlx", "pst", "ost", "msg", "email"
"csv", "gsheet", "numbers", "ods", "ots", "sxc", "stc", "xls","xlsx"
"key", "keynote", "gslides", "odp","ppt", "pptx"
To use search suggestions, simply hover over the search bar and a drop-down menu will appear with your options as indicated below.
Searching for files by identity
With Identity Mapping, you can search for all files associated with your desired identity using basic search. Select your desired workspace or source and enter "@" along with the name of your desired identity.
Once you begin typing the identity's name it should pop-up in the menu below your search.
Once selected all files associated with that identity should populate in your results.
Your search results will populate immediately once you begin your search. The Onna Search Results view includes an intuitive interface as shown below. Each search result includes the file name, date created, workspace, data source, summary text, and file size. You can also modify how the search results are displayed and use filters to narrow your search even further.
In the search results view, click on the ellipsis on the right hand side of the file name. From the pop-up click on view details to see your file summary on the right-hand side of the results as shown below. This makes it easier for users to quickly scan individual files without having to open the file.
Highlighted Search Text
Once you open your file, you will see your search term highlighted in the extracted text as indicated below.
Results can be displayed in 3 ways, you can adjust how the results are displayed by clicking on the display view button in the top right corner:
- List: List of results that will display resource name, parent workspace/source/file as links, creation date, resource summary, and some metadata.
- Table: Will provide an image of the file type and display the columns that are used in standard, image, discussion, contract, or custom view type. Columns shown are dependent on the view selected
- Cards: A grid of cards will appear representing the resource. When possible the cards view will show a preview of the image for files that are returned by the search. The preview will be shown for the document, image, and internet file types.
Search Results Views
Views were developed to help users quickly find common types of information.
One can access the different views available in Onna through the Table view display.
Once you're on the results page, click on the view button, select the Table view.
After you have selected the Table view, you can then click on the filter icon which will show you the other types of views available:
Types of views available:
The Standard view has the following columns for filters as default:
- File creation
This is the view you would use to conduct most searches.
The Image view is a default search for images. The view automatically filters to image file types. Image view defaults to the following columns:
- File Size
The Discussion view is a default search for conversations. The view automatically filters to the conversation and email file types. Discussion view defaults to the following columns:
- Email from
- Email to
- File Creation
Contract View (BETA)
The Contract view is a default search for contracts using Onna's pre-trained contract model. The view automatically filters to files that are above 50% confidence rating and selects document and image types. Contract view defaults to the following columns:
- Contract confidence % (CC)
- Contract Owner
- File creation
- Effective Date
The Custom view is for users to set up with their preferences on columns used to filter. Custom view defaults to the following columns:
- File creation
Clicking on the arrow to the right of the Custom view button opens a drop-down that allows you to select different fields available in Onna and add or remove to the search results table:
The columns that you choose will be saved as preferences and will be available the next time you use the custom view.
Search and Views FAQ
Will my search results automatically update with the latest documents that have been synced?
Onna will only have search results from the point in time when the search was run by the user. The search results displayed will not automatically update with the latest files synced. In order to retrieve the latest results, you can rerun the search by clicking the magnifying glass icon in the search bar.
What is the default sort order for search results?
If there are search terms, it’s the relevance score. If there are no search terms, it’s the date created.
Does the search bar query ALL metadata fields when running a search?
Searching in the search bar will search across all indexed text fields. If you need to specify a field to search on try using our Advanced Search.
When should I use a basic search instead of an advanced search?
A basic search can be used when only simple search terms are sufficient and you do not need to specify meta fields to search on. Basic search also allows you to use search modifiers such as OR & AND.
Can I save the selections on filter types on the left-hand side as part of the custom view?
Filter selections will not be saved in the custom view. Our custom view only works with columns for now.
Can I save multiple custom views?
Onna stores one custom view now but is planning to roll out multiple views in the future.
Is there a limitation to the number of characters & conditions I can have in a basic search?
Yes, Onna does not permit queries longer than 65536 characters or more than 5000 search conditions.
Can I search Parents and attachments separately in my searches?
While the parent/attachment relationship is maintained it cannot be separated in searches. However you can choose to keep your parents and attachments together when you export.