Onna's platform is a powerful search tool that enables cross-platform 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.
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 once 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.
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 results page by hitting enter or by searching for a term through the main search bar.
Once you're on the results page, you'll see the type of view on the right-hand side by clicking on the three dot ellipses:
Types of views available:
Standard view has the following columns for filters as default:
- File creation
This is the view you would use to conduct most searches.
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
Discussion view is a default search for conversations. The view automatically filters to conversation and email file types. Discussion view defaults to the following columns:
- Email from
- Email to
- File Creation
Contract View (BETA)
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
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
Click on the three dot ellipses menu button on the right-hand side of the search results window:
This 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. Note: chosen columns have to be selected again after logging out and logging back into Onna.
Results can be displayed in 4 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.
- Compressed: Compresses the list view by only displaying the title of the file and file size
- 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 document, image, and internet file types.
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 ran 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 basic search instead of advanced search?
Basic search can be used when only simple search terms are sufficient and you do not need to specify metafields 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.