In this article:
- How to Complete a Search Using a Template
- How to Configure Your Template
- Searchable Fields Available in the Search Template
How to Complete a Search Using a Template
Creating a search from a template allows for more complex queries that would otherwise take longer using other search features. A search template allows you to configure complex queries that have many terms across multiple text fields.
Note: At this time only text fields are supported in the search template. It is not possible to search across other types of metadata fields using the template at this time.
To complete a search using a template follow the steps below:
Step 1To begin, navigate to the space in Onna where you’d like to search and click into the search bar. |
|
Step 2Once on the search page, click on the ‘Load template’ tab. |
|
Step 3Next, you will click the button that says ‘Download template’ |
|
Step 3aAfter your template downloads, configure your template for your search. |
|
Step 4Once you’ve configured your template, you can upload it either by dragging and dropping the file (a), or upload it by clicking the ‘Browse for file’ button (b). |
|
Step 5Once you’re template has uploaded you’ll see your search query populate in the search bar (a). You then have the option to test your query by clicking the ‘Test search’ button in the bottom left corner of the screen (b).Note: Once uploaded, it is possible to edit your query. |
|
Step 6After clicking the ‘Test search’ button, you’ll see the number of results from that query appear right above the ‘Test search’ button. |
|
Step 7Once you’re satisfied with your query, you will click the blue ‘Search’ button in the bottom right corner of the screen. |
|
How to Configure Your Template
Once your template is downloaded you will be able to configure it to meet your needs. Below you will learn how to configure both ‘AND’ and ‘OR’ search templates.
Configure an ‘AND’ Template
Step 1To create an ‘AND’ search you will enter the search terms you want in the corresponding metadata columns in the same row. Any terms entered in the same row and different columns will be formatted as an ‘AND’ search |
|
Step 2Once you upload your search you can see the search query appear in the search bar. Look this over to confirm it is accurate. |
|
Configure an ‘AND’ Template With the Same Metadata Field
Step 1To create an ‘AND’ using two search terms within the same metadata field, you will first duplicate the metadata column. In the picture to the right you can see that there are two extracted_text column. You will then enter the search terms you want in the corresponding metadata columns in the same row. Any terms entered in the same row and different columns will be formatted as an ‘AND’ search |
|
Step 2Once you upload your search you can see the search query in the search bar. Look this over to confirm it is accurate. |
|
Configure an ‘OR’ Template Option 1
Step 1To create an ‘OR’ search you will enter the search terms you want in the corresponding metadata columns in different rows. Any terms entered in the same row will be formatted as an ‘AND’ search and any terms entered in different rows will be formatted as an ‘OR’ search |
|
Step 2Once you upload your search you can see the search query in the search bar. Look this over to confirm it is accurate.Note: If you’ve entered a phrase in any field on the template Onna will add quotation marks around the phrase. |
Configure an ‘OR’ Template Option 2
Step 1A second option to create an OR search, is to list terms in a single cell and separate the terms by a comma. |
|
Step 2Once you upload your search you’ll see the query in the search bar. Look this over to confirm it is accurate.Note: When creating an OR search using commas the query will look different, but will produce the same results. |
Note: When attempting to use a comma nested in quotes (example:"John Smith, M.D.”, this will result in an Error in syntax. You will need to update the syntax in the search bar after uploading. |
Searchable Fields Available in the Search Template
Not all searchable fields can be used on a template. Below you will find a list of fields that can be added to the search template. In order for a metadata field to show up on the search template, you must first enable that field.
API Fields
Search Field | Field Display Name | Definition |
ticket_assignee_group | api-ticket-assignee-group: | Group the ticket is assigned to in origin |
ticket_assignees | api-ticket-assignee: | Individuals assigned to tasks related to the resource in origin |
ticket_category | api-ticket-category: | Category that the ticket is classified as in origin |
ticket_description | api-ticket-description: | Section where the user ticket is described in detail in origin |
ticket_followers | api-ticket-follower | Followers of the ticket resource in origin |
ticket_priority | api-ticket-priority: | Assigned priority of the ticket in origin |
ticket_reactions | api-ticket-reaction: | Reactions added to a ticket in origin |
ticket_requester | api-ticket-requester: | User who requested the ticket in origin |
ticket_severity | api-ticket-severity: | Ticket severity in origin |
ticket_subcategory | api-ticket-subcategory: | Subcategory that the ticket is classified as in origin |
ticket_tags | api-ticket-tags: | List of tags associated to the ticket in the origin in origin |
ticket_type | api-ticket-type: | Assigned type of the ticket in origin |
ticket_updater | api-ticket-last-modified-by: | Last user who updated the ticket in origin |
Confluence Fields
Search Field | Field Display Name | Definition |
confluence_ancestors | confluence-hierarchy: | The parent pages associated with the resource in Confluence |
confluence_labels | confluence-labels: | The list of label keywords associated with the space or resource in Confluence |
confluence_space | confluence-space-id: | The text identifier field used to identify the space in Confluence |
confluence_space_name | confluence-space-name: | The name of the space in Confluence |
confluence_space_type | confluence-space-type: | Specifies the type or category of the Confluence space |
Email Fields
Search Field | Field Display Name | Definition |
bcc_mail | bcc: | List of email addresses of BCC recipients |
bcc_mail_name | bcc-name: | Email display names of BCC recipients |
cc_mail | cc: | List of email addresses of CC recipients |
cc_mail_name | cc-name: | Email display names of CC recipients |
from_mail | from: | Email address of the sender of the email |
from_mail_name | from-name: | The from email display name of the sender (ex. John Doe) |
mail_message_id | email-id: | Unique identifier for an email account |
mail_subject | email-subject: | The subject text of the sent email |
to_mail | to: | Email address of the recipient(s) to whom the email is addressed |
to_mail_name | to-name: | The email display name of the recipient (ex. John Doe) |
Jira Fields
Search Field | Field Display Name | Definition |
jira_assignee | jira-assignee-email: | Assignee who is currently the owner of the project/issue in Jira |
jira_thread_id | jira-thread-id: | Text identifier field used to identify the project in Jira |
jira_thread_name | jira-project-name: | Name of a Jira project |
jira_thread_type | jira-project-type: | Type of the project to help categorize the project in Jira. Examples include software, business, or service desk |
Metadata Fields
Search Field | Field Display Name | Definition |
application_name | application-name: | The name of the application that created the document, ie. Microsoft Excel, Word, etc. |
author | author: | Name of the author of the resource in origin |
company | company: | Company of record, extracted from metadata in the file from Microsoft Office Documents |
content_type | type: | The type of resource assigned by Onna. (ex. conversation, document) |
creators | onna-source-creator: | User in Onna that created the source |
description | comments: | The value associated with the resources's comments field in Onna |
embedded_author | embed-author: | The author from embedded metadata within the document |
embedded_modified_by | embed-modified-by: | The last author from embedded metadata within the document |
extension | extension: | The resource file extension. (ex .jpeg or .png) |
extracted_text | extracted-text: | The extracted text of the resource also known as the "full text". |
language | language: | The detected language used within the resource. |
md5 | md5: | MD5 hash of the resource |
orig_path | origin-path: | The path to the original resource in origin |
origin | origin-url: | URL to the resource in origin |
origin_folder | origin-folder: | The parent folder in the source platform |
origin_folder_path | origin-folder-path: | Folder path in the source platform |
origin_id | origin-id: | ID of the resource in origin |
origin_label_ids | origin-folder-id: | Synchronization identifier in the source system |
origin_resource_kind | origin-resource-type: | Category of the resource in origin. (For example, Slack may include conversation/slack channel, ticket/zendesk). |
origin_targeted_users | targeted-users: | User emails associated with the collection process for the file |
parent_content_type | parent-file-type: | The type of resource the parent resource is to a child.(ex. If a child PDF file came from a zip, the parent content type would be zip) |
parent_datasource.id | parent-datasource-id: | The database identifier of the parent datasource. Appears in the url for the resource. Is unique in the path, but not unique across the database. |
parent_datasource.title | parent-datasource-title: | The title of the resource's parent data source |
parent_folder | parent-folder: | The name of the parent folder for a resource in its native platform. |
parent_origin_resource_kind | parent-origin-type: | The resource type of a resource's parent. Examples include conversation/slack.channel or post/workplace |
parent_title | parent-title: | The title of the resource's parent. |
parent_user.id | parent-user-id: | The user id of the user who created the data source that the resource is a part of, if the data source was created under a user account. |
parent_user.title | user-title-id: | The user name of the user who created the data source that the resource is a part of, if the data source was created under a user account. |
parent_uuid | parent-uuid: | Universally unique identifier of a parent file resource |
parent_workspace.id | parent-workspace-id: | The database identifier of the parent workspace. Appears in the url for the resource. Is unique in the path, but not unique across the database. |
parent_workspace.path | parent-workspace-path: | The database path to a workspace including “workspace” such that would be “workspace/workspace-name” by name here, the this means the database name, not title |
parent_workspace.title | parent-workspace-title: | The title of the resource's parent workspace |
parent_workspace.uuid | parent-workspace-uuid: | The unique database identifier of the parent workspace. It is unique across the database. |
processing_exception | exception: | The processing exception received if there is an exception generated during processing. Learn more about Onna Processing Exceptions. |
processing_title | title-microsoft-office: | title |
related_users | list-related-users: | List of active members by name in a conversation |
related_users_emails | related-users-email: | The email addresses associated with the conversations/comments |
related_users_names | related-users-name: | The names associated with the conversations/comments and expanded users |
resource_name | file-name: | Label to distinguish a file |
tags | tag: | List of tag values associated with a resource |
thread_id | conversation-id: | Text identifier field used to identify a conversation |
thread_name | conversation-name: | For conversations with a channel name, the channel name, otherwise a descriptor for the type of conversation. |
thread_type | conversation-type: | Type of conversation in origin (ex. DM or channel) |
title | title: | Brief and descriptive name for the file |
uuid | document-uuid: | Universally unique identifier of the resource |
xtag_names | origin-tag: | Tags or labels associated with the resource in origin (ex. Gmail labels) |
Quip Fields
Search Field | Field Display Name | Definition |
shared_folders | quip-shared-folders: | List of folder ids and names that a Quip resource belongs to |
Slack Enterprise Fields
Search Field | Field Display Name | Definition |
eslack_workspace_id | slack-workspace-id: | Text identifier field used to identify the workspace in Slack |
eslack_workspace_name | slack-workspace-name: | The name of the workspace in Slack |
Zendesk Fields
Search Field | Field Display Name | Definition |
zendesk_assignee | zendesk-ticket-responsible: | Assigneed user or group to the ticket in Zendesk |
zendesk_group | ticket-group: | Group the ticket is assigned to in Zendesk |
zendesk_organization_id | zendesk-organization-id: | ID of an organization in Zendesk |
zendesk_priority | zendesk-priority: | Assigned priority of the ticket in Zendesk |
zendesk_requester | zendesk-requester: | User who requested the ticket in Zendesk |
zendesk_status | zendesk-ticket-status: | Status of the ticket in Zendesk |
zendesk_tags | zendesk_tags: | List of tags associated with the ticket in Zendesk |
zendesk_thread_id | zendesk-ticket-id: | Reference number or ID to identify a ticket in Zendesk |
zendesk_thread_name | zendesk-ticket-name: | Title or name of the ticket in Zendesk |
zendesk_thread_type | zendesk-ticket-type: | Category that the ticket is classified as in Zendesk |
Comments
0 comments
Please sign in to leave a comment.