Admin preferences for searchable metadata fields

This article is only applicable to users of Onna Discovery and Onna Enterprise.

Onna has over 100 searchable metadata fields related to general files and also specific integrations. To create a more user-friendly experience, the fields that are shown to the user are configurable by the admin. In general, we suggest that an organization enable the fields related to the integrations being used.

To enable any of these fields for advanced searching navigate to Admin Preferences -> Configuration -> Searchable Fields. Click on any checkboxes for the fields you want to use in your search and click Save at the bottom of the screen.

Below you will find descriptions for the available fields.


Application Name: Name of the application that created the document
Author: Author of the file if available
Company: Extracted from Microsoft Office Documents
Content type: Type of file assigned by Onna (e.g. image, conversation, document)
Extension: File extension (such as .pdf, .jpg, .docx, etc)
Extracted text: Body of text that has been extracted during processing. Generally does not include title
File creation: Date that the file was created
File last modified: Date that the file was last modified
File name: Original File Name of the Resource
File name partial match: name of the file, used for partial match searching
File size: Size of the file in kb
File title: Title of the file
MD5 hash: MD5 Hash of the file
Processed in Onna: Processed status of file sent
Processing exception: Exception received if any are generated while processing file

By Source


  • Labels - list of label key words associated with the Space or file

  • Space ID - text identifier field used to identify the Space

  • Space name - name of the Space

  • Space type - type to help categorize the Space. Examples include global or personal.

  • Ancestors of file - parent pages associated with the file

Conversation (used for Hangouts, Microsoft Teams, Slack)

  • Conversation ID - text identifier field used to identify the conversation

  • Conversation name - name that describes the conversation. For Slack this contains either channel names or Personal messages for direct messages. 

  • Conversation type - categorizes the conversation. For Slack this includes channels, groups (private channels) or dms (direct messages). 


  • Contributors - email address responsible for making contributions to the resource

  • Creators - email address responsible for making the resource

  • Description - value associated with the document's comments field

  • Effective date - date that defines when the document is considered effective or active

  • Expiration date - date that defines when the document is considered expired or inactive

  • Tags - list of tag values associated with the document


  • Project key - text identifier field used to identify the project 

  • Project name - name of the project

  • Project type - type to help categorize the project. Examples include software, business or service desk.

  • JSON Message - associated with Jira assignee

Mail (used for Gmail, Outlook, IMAP)

  • Email BCC - blind carbon copy email name/address recipient(s)

  • Email CC - carbon copy email name/address recipient(s)

  • Email from - email name/address that sent the email

  • Email ID - text key field used to identify the email. Not available in Gmail.

  • Email subject - subject text of the sent email

  • Email to - email name/address recipient(s)


  • Parent Folder - parent folder of the resource

  • Path to original file - folder path/directory to the file


  • Favorites - email address of the user that favorited the file. Left blank if the file is not favorited. 

Machine Learning

  • Classification - probability of the file being a contract document

  • Company entities - detected businesses or companies within the file

  • Detected language - detected language used within the file

  • Email entities - detected emails associated with the file

  • Image recognition - detected objects within an image

  • Labels - deprecated

  • Location entities - detected locations within the document. Can include full addresses, or names of cities and/or countries

  • NIST file - detects low value files for e-discovery purposes. Can be true or false. If true the file is considered irrelevant to e-discovery.

  • Person entities - detected names of people related to the file

  • Sentiment polarity - detects the level of positivity or negativity in a document. Represented as a numerical value that can be negative (negativity) or positive (positivity). Ranges from -1.00 to 1.00.

  • Sentiment subjectivity - detects if the file is subjective or objective. Values can be 0 (objective) or 1 (subjective).


  • Synced folder or label ID in source - folder or label where file is located. Examples include channel IDs where Slack conversations are located, or folders within Dropbox or Google Drive

  • Source type created on - date the source was created

  • The resource includes deletions - true/false value that indicates if file includes deletions

  • The resource includes editions - true/false value that indicates if file includes edits

  • The resource was archived - true/false value if email (e.g. Microsoft Outlook) file was archived

  • Type of resource - categorizes the resource. For example Slack may include conversation/

  • URL to original file - URL path where the file is located

Related Users (used for Hangouts, Microsoft Teams, Slack, Quip)

  • Related Users Emails - email addresses associated with the conversations/comments

  • Related Users Names - names associated with the conversations/comments and expanded users for Quip

  • List of related users - lists out the users associated with the file


  • Added to Onna - date and time the resource was added to Onna

  • Behaviors - technical Onna behavior packages that are associated with the resource

  • Generated by beats engine - technical Onna true/false value that signifies the resource was generated by the beats engine

  • Last update - date and time when the file was last updated

  • Parent content type - categorizes the resource of the file's parent. For example if a file came from a zip, the parent content type would be application/zip

  • Parent datasource id - identifier of the file's data source

  • Parent datasource title - name of the file's data source

  • Parent Group ID - Parent/attachment relationship (Families have same Group ID)

  • Parent Group Title

  • Parent Group UUID

  • Parent Group Path

  • Parent workspace ID - identifier of the workspace where the resource is located

  • Parent workspace title - name of the workspace where the resource is located

  • Parent origin resource kind - if the file came from a conversation, categorizes the file's parent. Examples include conversation/ or post/workplace

  • Parent title - name of the file's parent

  • Parent user ID - user email address that owns the parent file

  • Parent user title - user name that owns the parent file

  • Parent uuid - user's identifier text that owns the parent file

  • Title - name of the resource

  • Title of the resource - computed title of the file. Cleans up special characters within the file name

  • Type name - categorizes the resource. Typically labeled as Resource.

  • UUID - universally unique identifier for the resource

  • Has attachments - true/false value that determines if the resource has attachments

Resource Identities

  • Resource related identities - list of identity IDs related to the resource

Slack Enterprise

  • Workspace ID - text identifier field used to identify the workspace

  • Workspace name - the name of the Slack group's workspace


  • Number of versions - the number of new versions of a document

  • Version difference - a list of the changes made to the document


  • Conversation ID - numerical value to identify the post

  • Conversation name - the message text of the user's post

  • Conversation type - categorizes the post. Examples include status, link, video, photo

  • Attachments within posts will not have Conversation values.


  • Origin tag/label names - tag or label given to an email file (e.g. Gmail)


  • Group membership - group the ticket belongs to. An example includes Support.

  • Tags - list of tag key words associated with the ticket

  • Ticket ID - numerical value to identify the ticket

  • Ticket name - name of the ticket

  • Ticket priority - the ticket's severity level. Examples include normal, high, urgent.

  • Ticket requester - person who requested the ticket

  • Ticket responsible - person assigned to the ticket

  • Ticket status - describes status of the ticket. Examples include new, open, pending.

  • Ticket type - categorizes the ticket. Examples include incident, problem, question, task.

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