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Getting Started with Search in Onna

Onna Support
  • Updated

In this article: 

Where to Search

One of Onna's most powerful features is our search tool, which enables you to search across all your applications collected data. Onna includes both basic and advanced search features. This article will focus on Onna’s basic search functionality. 

Onna also allows you to search across only the data you want. You can search data in the following places in Onna: 

All Data

You can search across all data you have access to.

To do so, simply go to the ‘Workspaces’ page (a) and enter your search into the search bar (b).

 

 

An Individual Workspace

You can also search across all data within an individual workspace. To do so, navigate to the workspace you want to search. You will see the workspace name in the top left corner of your screen (a) and will also notice the workspace name inside the search bar (b). Then, you can enter your search in the search bar at the top of the screen (c). 

 

A Single Source

You can also search across all data within a single source. To do so, navigate to the source you want to search. You will see a source path at the top of the page (a) listing the source name you are searching across last. You will also notice the source name inside the search bar (b). Then, you can enter your search in the search bar at the top of the screen (c). 

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Search Using Built-in Queries

The easiest way to get started with search is to use the built-in search query function. This option allows you to build out your search by selecting exactly what you want to search from the ‘Search options’ menu. To get started, follow the steps below: 

Step 1

Click on the arrow in the search bar. 

 

 

Step 2

You will now see the search options menu appear. From this menu you will build out your search. Below you will learn about each option you can add to your search.

 

 

Search Options for Built-In Queries 

Type

In the ‘Type’ field you are able to select a specific type of file to search for. File types include: 
  • Any (default)
  • Audio
  • Channel
  • Compressed
  • Conversation
  • Database
  • Disk
  • Document
  • Email
  • Executable
  • Font
  • Image
  • Internet
  • Meeting
  • PDF
  • Presentation
  • Programming
  • Publishing
  • Spreadsheet
  • System
  • Ticket
  • Unprocessed
  • Vector Video

Date Modified

The date modified field allows you to search for files based on the date they were last modified in the origin source. 

Date options for this field include: 

  • Any time (default) 
  • Today
  • Yesterday
  • Last 7 days
  • Last 30 days
  • Last year

Keyword Fields 

There are two fields where you are able to enter specific keywords you are looking for in your search. The first of these fields, ‘Words in title’ (a) allows you to search for keywords within file titles. The second of the keyword fields ‘Has the words’ (b) allows you to enter keywords you want to search for  that are located within the file. 

 

 

 

Inclusions

There are three options you’re able to select that allow you to include files that have certain inclusions. These inclusions are:
  • Favorites: Checking this box will ensure you are only searching for documents that are included in your favorites. 
  • Has attachments: Checking this box will ensure you are only searching for files that include attachments.
  • Has deletions: Checking this box will ensure you are only searching for files that include deletions.

Add Custom Field

It is possible to search by custom fields to learn more about how to do this, visit the article Searching with Custom Fields

 

 

Step 3

As you add options to your query you’ll see your query being built out in the search bar to include all your selected options (a). Once you’re finished building your search click the blue ‘Search’ button (b) to run your search. 

 

 

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Search Using the Search Bar

When using the search bar you can create a new search by either using search suggestions, or typing in your own query. 

 

Using Search Suggestions

Step 1

To use search suggestions you simply click into the search bar (a). Once you do this a list of search suggestions will appear (b).

 

 

Step 2

From this list you can search based on several file types or modification dates by simply clicking on the applicable search query from the list. 

See an extended list of search suggestion file formats below. 

 

 

Step 3

After clicking on the suggested query that best meets your needs, you will see that search syntax appear in the search bar (a), and a list of results based on that search populate (b). 

 

 

 

Search Suggestion File Formats-Extended List 

Generic file format Associated file formats
Document DOC, DOCX, GDOC, ODT, PAGES, ONE, RTF, PDF, TXT, WPD, WPS
Email EML, EMLX, PST, OST, MSG, EMAIL
Spreadsheets CSV, GSHEET, NUMBERS, ODS, OTS, SXC, STC, XLS, XLSX
Presentations KEY, KEYNOTE, GSLIDES, ODP, PPT, PPTX

 

Using Operators to Build a Search Query

In Onna it is possible to build your own complex search queries using search operators. When building search queries Onna will indicate whether or not your search syntax is correct or not with a colored line. If your query is underlined in green, the syntax is correct. If it is underlined in red they syntax is not correct.

To learn more about how to use operators to build your own search syntax visit How to Refine Searches Using Search Operators

 

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