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Onna Searchable Fields

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In this article you will learn: 

 

About Searchable Fields

Onna has over 100 searchable metadata fields related to general files and also specific integrations. Onna administrators are able to configure searchable fields for your site to create a more user-friendly experience for those in your organization. Because of this, you may not see all available searchable fields listed below.

Searchable fields are available when using the advanced search feature. If there is a field listed below that is currently not available to you, please contact your account administrator to enable that field. 

Below you will find descriptions for the available fields.

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Definitions of Searchable Fields

The searchable fields listed below are shown in the same order as they appear in the user interface in the ‘Searchable fields’ section of  ‘Admin preferences’.  To search alphabetically by category of field use the Searchable Fields List by Category. 

When looking at the searchable field names you’ll notice that each contains a ‘Friendly Name’ and a ‘Field Name’. The ‘Friendly Name’ refers to how the field is listed in advanced search–this is what users will see when they select a property in Advanced Search. The ‘Field Name’ is how the field is referenced on the backend of the Onna system.

 

Searchable Fields List by Category

Navigate directly to the category of searchable fields you want information about.

 

 

Resource

  • Friendly Name: UUID, Field Name: uuid- Universally unique identifier assigned to a resource by Onna
  • Friendly Name: , Field Name: type_name- Type of file assigned by Onna (e.g. image, conversation, document)
  • Friendly Name: Title, Field Name: title- The file name of a resource (will not include extension)
  • Friendly Name: Last update, Field Name: modification_date- The date a resource was last modified in Onna
  • Friendly Name: Added to Onna, Field Name: creation_date- The date a file was added (or created) in Onna
  • Friendly Name: parent_uuid, Field Name: parent_uuid- The Unique identifier assigned to a parent file resource by Onna. 
  • Friendly Name: name, Field Name: name - The database identifier of the parent datasource, that appears in the url for the resource. It is unique in the path, but not unique across the database.
  • Friendly Name: parent_title, Field Name: parent_title- The title of the resource’s parent data source
  • Friendly Name: parent_datasource.id, Field Name: parent_datasource.id- The database identifier of the parent datasource that appears in the url for the resource. It is unique in the path, but not unique across the database.
  • Friendly Name: parent_datasource.title, Field Name: parent_datasource.title- The title of the resource's parent data source
  • Friendly Name: parent_workspace.id, Field Name: parent_workspace.id- The database identifier of the parent workspace that appears in the url for the resource. It is unique in the path, but not unique across the database.
  • Friendly Name: parent_workspace.title, Field Name: parent_workspace.title- The title of the resource's parent workspace. If a resource exists in multiple workspaces it is considered a separate resource for each workspace. 
  • Friendly Name: parent_workspace.uuid, Field Name: parent_workspace.uuid- The unique database identifier of the parent workspace. It is unique across the database.
  • Friendly Name: parent_workspace.path, Field Name: parent_workspace.path- The database path to a workspace including “workspace” such that would be “workspace/workspace-name”. By name here, this means the database name, not title of the workspace.  
  • Friendly Name: parent_user.id, Field Name: 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. 
  • Friendly Name: parent_user.title, Field Name: parent_user.title- The 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. 
  • Friendly Name: Has attachments, Field Name: has_attachments- True/false value, if the resource has attachments 
  • Friendly Name: Size of the resource calculated upon creation, Field Name: initial_size- Size of the file in kb when the resource was created
  • Friendly Name: Title of the resource, Field Name: computed_title- Generally the same as the title of the file, however this is the computed title of the file and there may be formatting changes to clean up special characters within the file name.
  • Friendly Name: parent_origin_resource_kind, Field Name: parent_origin_resource_kind- The file type of a resource's parent. Examples include conversation/slack.channel or post/workplace.
  • Friendly Name: parent_content_type, Field Name: parent_content_type- The type of resource the parent file is to a child. For example, if a child PDF file came from a zip, the parent content type would be zip. 

 

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Dublin Core

  • Friendly Name: Creators, Field Name: creators- The email address responsible for creating the resource
  • Friendly Name: Tags, Field Name: tags- List of tag values associated with a resource
  • Friendly Name: Effective date, Field Name: effective_date- The date and time that an object should be published.
  • Friendly Name: Expiration date, Field Name: expiration_date- The date and time that the object should become unpublished.
  • Friendly Name: Description, Field Name: description- The value associated with the document's comments field

 

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Contract

All Contract Fields require manually setting the value and are not populated during standard processing. For more information please contact your assigned Customer Success representative or Account Executive.

  • Friendly Name: Renewed version, Field Name: renewed_version
  • Friendly Name: Contract origin, Field Name: contract_origin
  • Friendly Name: Contract number, Field Name: contract_number
  • Friendly Name: Hierarchy type, Field Name: hierarchy_type
  • Friendly Name: Master agreement, Field Name: master_agreement
  • Friendly Name: Engagement type, Field Name: engagement_type
  • Friendly Name: Includes privacy data, Field Name: includes_privacy_data
  • Friendly Name: Legal entity, Field Name: legal_entity
  • Friendly Name: External party, Field Name: external_party
  • Friendly Name: Deal summary, Field Name: deal_summary
  • Friendly Name: Contract status, Field Name: contract_status
  • Friendly Name: Preparer, Field Name: preparer
  • Friendly Name: Contract owner, Field Name: contract_owner
  • Friendly Name: Contract requested, Field Name: contract_requested
  • Friendly Name: Legal approver, Field Name: legal_approver
  • Friendly Name: Departments, Field Name: departments
  • Friendly Name: Amount, Field Name: amount
  • Friendly Name: Amount currency, Field Name: amount_currency
  • Friendly Name: Term type, Field Name: term_type
  • Friendly Name: First renewal notification, Field Name: first_renewal_notification
  • Friendly Name: First expiration notification, Field Name: first_expiration_notification
  • Friendly Name: Notification frequency, Field Name: notification_frequency
  • Friendly Name: Manager expiration notification, Field Name: manager_expiration_notification
  • Friendly Name: Clean contract, Field Name: clean_contract
  • Friendly Name: Comments, Field Name: comments
  • Friendly Name: Approvers, Field Name: approvers_and_signatories
  • Friendly Name: Subscribers, Field Name: subscribers
  • Friendly Name: Legacy contract number, Field Name: legacy_contract_number
  • Friendly Name: Contract type, Field Name: contract_type
  • Friendly Name: Contract subtype, Field Name: contract_subtype
  • Friendly Name: Contract requestor, Field Name: contract_requestor

 

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Conversation

Used for Microsoft Teams, Slack, and Zoom Chat

  • Friendly Name: Conversation ID, Field Name: thread_id- Text identifier field used to identify the conversation
  • Friendly Name: Conversation name, Field Name: thread_name- For conversations with a channel name, the channel name, otherwise a descriptor for the type of conversation.
  • Friendly Name: Conversation type, Field Name: thread_type- Categorizes the kind of conversation. For Slack this includes channels, groups (private channels), or DMs (direct messages). For Teams, channels or chat.

 

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Folder Data

  • Friendly Name: Parent folder, Field Name: parent_folder- The name of the parent folder for a resource in its native platform
  • Friendly Name: Path to original file, Field Name: orig_path- The path to the original file in its native platform

 

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Following

  • Friendly Name: favorites, Field Name: favorites- File is "favorited" by the user

 

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Origin

  • Friendly Name: URL to original file, Field Name: origin- The URL path where the file is located in its original platform.
  • Friendly Name: Synced folder or label ID in source, Field Name: origin_label_ids- The folder or label where a resource is located. Examples include channel IDs where Slack conversations are located or folders within Dropbox or Google Drive. 
  • Friendly Name: Source {{type}} ID, Field Name: origin_id- The id of the record in the source platform
  • Friendly Name: Source {{type}} created on, Field Name: origin_date_created- The date the record was created in  the source 
  • Friendly Name: Type of resource, Field Name: origin_resource_kind- Categorizes the resource. For example, Slack may include conversation/slack channel, ticket/zendesk
  • Friendly Name: The resource includes deletions, Field Name: origin_has_deletions- True/false value that indicates if the file includes deletions or not
  • Friendly Name: The resource includes editions, Field Name: origin_has_editions- True/false value that indicates if the file includes edits or not
  • Friendly Name: The resource includes reactions, Field Name: origin_has_reactions- True/false value that indicates if the file includes reactions or not
  • Friendly Name: The resource was archived, Field Name: origin_is_archived- True/false value that indicates if the email (e.g. Microsoft Outlook, Slack, Zendesk, and Quip) file was archived
  • Friendly Name: Folder Path, Field Name: origin_folder_path- The folder path in the source platform
  • Friendly Name: The resource was deleted, Field Name: origin_is_deleted- True/false value that indicates if the record was deleted
  • Friendly Name: Source {{type}} deleted on, Field Name: origin_date_deleted- Date the record was deleted
  • Friendly Name: The resource is in legal hold, Field Name: origin_is_legally_held- True/false value that indicates if the file is on legal hold (only for Slack) 
  • Friendly Name: origin_folder, Field Name: origin_folder- The folder in the source platform

 

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Metadata

  • Friendly Name: Author, Field Name: author- the name of the person who created the file, if available
  • Friendly Name: Company, Field Name: company- Company of record, extracted from metadata in the file from Microsoft Office Documents
  • Friendly Name: Processed in Onna, Field Name: processing_date- Processing date of the resource in Onna, empty if not processed
  • Friendly Name: Processing exception, Field Name: processing_exception- The processing exception received if there is an exception generated during processing. Learn more about Onna Processing Exceptions. 
  • Friendly Name: File name, Field Name: resource_name- The file name of the resource
  • Friendly Name: File title, Field Name: processing_title- The title of the file from Microsoft Office Documents.
  • Friendly Name: Application name, Field Name: application_name- The name of the application that created the document (ie.Microsoft Excel, Word, etc.) 
  • Friendly Name: File size, Field Name: content_length- Size of the file in kb
  • Friendly Name: Content type, Field Name: content_type- The type of file assigned by Onna (e.g. image, conversation, document)
  • Friendly Name: Extension, Field Name: extension- The file extension. For example, .pdf, .jpg, .docx, etc
  • Friendly Name: MD5 hash, Field Name: md5- The MD5 Hash of the file 
  • Friendly Name: File creation, Field Name: date_created- The file creation date in origin. If unavailable, then from the embedded metadata. If both are unavailable, the date created in Onna.
  • Friendly Name: File last modified, Field Name: date_modified- The file modified date in origin. If unavailable, then from the embedded metadata. If both are unavailable, the date created in Onna.
  • Friendly Name: Embedded file creation date, Field Name: embedded_created_date- The file creation date from embedded metadata within the document
  • Friendly Name: Embedded file modification date, Field Name: embedded_modified_date- The file modification date from embedded metadata within the document
  • Friendly Name: Embedded printed date, Field Name: embedded_printed_date- The last printed date from embedded metadata within the document
  • Friendly Name: Embedded author, Field Name: embedded_author- The author from embedded metadata within the document
  • Friendly Name: Embedded last author/modified by, Field Name: embedded_modified_by- The last author from embedded metadata within the document 
  • Friendly Name: Extracted text, Field Name: extracted_text - The extracted text of the resource also known as the "full text" limited to 10MB in length for search.

 

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XTag

  • Friendly Name: Origin tag/label names, Field Name: xtag_names- The tags associated with a document from various sources. ex. Gmail labels

 

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Confluence

  • Friendly Name: Labels, Field Name: confluence_labels- List of label keywords associated with the space or file
  • Friendly Name: Space ID, Field Name: confluence_space- The text identifier field used to identify the space
  • Friendly Name: Space name, Field Name: confluence_space_name- Name of the Confluence space 
  • Friendly Name: Space type, Field Name: confluence_space_type- How a Confluence space is categorized. For example, global or personal
  • Friendly Name: Ancestors of file, Field Name: confluence_ancestors- Parent pages associated with a file within Confluence

 

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ESlack

  • Friendly Name: Workspace ID, Field Name: eslack_workspace_id- The text identifier field used to identify the workspace
  • Friendly Name: Workspace name, Field Name: eslack_workspace_name- The name of a workspace in Slack

 

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Jira

  • Friendly Name: Project key, Field Name: jira_thread_id- The text identifier field used to identify the project. 
  • Friendly Name: Project name, Field Name: jira_thread_name- The name of a project
  • Friendly Name: Project type, Field Name: jira_thread_type- How a project is categorized in Jira. For example, software, business, or service desk
  • Friendly Name: JSON Message, Field Name: jira_assignee- The assignee who is currently the owner of the project/issue

 

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Mail

Used for Gmail, Microsoft Outlook, and IMAP

  • Friendly Name: Email ID, Field Name: mail_message_id- The unique message ID used to identify the email. Note: This is not available in Gmail. 
  • Friendly Name: Email subject, Field Name: mail_subject- The subject text of the sent email
  • Friendly Name: Email from, Field Name: from_mail- The from email address that sent the email (ex. john.doe@email.com)
  • Friendly Name: Email from name, Field Name: from_mail_name- The from email display that sent the email (ex. John Doe)
  • Friendly Name: Email to, Field Name: to_mail- The to email address recipient(s) (ex. john.doe@email.com)
  • Friendly Name: Email to name, Field Name: to_mail_name- The do display name recipient(s) (ex. John Doe)
  • Friendly Name: Email Cc, Field Name: cc_mail- The carbon copy email address recipient(s) (ex. john.doe@email.com)
  • Friendly Name: Email Cc name, Field Name: cc_mail_name-The carbon copy display name recipient(s) (ex. John Doe)
  • Friendly Name: Email Bcc, Field Name: bcc_mail- The blind carbon copy email address recipient(s) (ex. john.doe@email.com)
  • Friendly Name: Email Bcc name, Field Name: bcc_mail_name- The blind carbon copy display name recipient(s) (ex. John Doe)

 

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Message Conversation

  • Friendly Name: Message conversation ID, Field Name: messageconversation_id- The ID of the conversation from the source platform
  • Friendly Name: Message conversation name, Field Name: messageconversation_name- The name of the conversation from the source platform
  • Friendly Name: Message conversation type, Field Name: messageconversation_type- The type of conversation from the source platform (ex. Channel, group, DM, MPIM)

 

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Quip

  • Friendly Name: List of folders, Field Name: shared_folders-The list of folder IDs and names that a Quip document belongs to

 

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Zendesk

  • Friendly Name: Ticket ID, Field Name: zendesk_thread_id- The reference number or ID to identify the ticket
  • Friendly Name: Ticket name, Field Name: zendesk_thread_name- The title or name of the ticket
  • Friendly Name: Ticket type, Field Name: zendesk_thread_type- The category that the ticket is classified as. For example, incident, problem, question, task
  • Friendly Name: Organization ID, Field Name: zendesk_organization_id- The ID of an organization
  • Friendly Name: Ticket status, Field Name: zendesk_status- The status of the ticket. For example, new, open, or pending
  • Friendly Name: Ticket responsible, Field Name: zendesk_assignee- The assigned user or group to the ticket
  • Friendly Name: Ticket requester, Field Name: zendesk_requester- The user who requested the ticket
  • Friendly Name: Group membership, Field Name: zendesk_group- The group the ticket is assigned to. For example, support
  • Friendly Name: Tags, Field Name: zendesk_tags- List of tags associated with a ticket. 
  • Friendly Name: Ticket priority, Field Name: zendesk_priority- The assigned priority of the ticket. For example, normal, high, or urgent

 

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Ticket

  • Friendly Name: Ticket type, Field Name: ticket_type- The assigned type of the ticket
  • Friendly Name: Ticket priority, Field Name: ticket_priority- The assigned priority of the ticket
  • Friendly Name: Ticket category, Field Name: ticket_category- The category that the ticket is classified as
  • Friendly Name: Ticket subcategory, Field Name: ticket_subcategory- The subcategory that thie ticket is classified as
  • Friendly Name: Tags, Field Name: ticket_tags- The list of tags associated to the ticket in the origin
  • Friendly Name: Reactions, Field Name: ticket_reactions- The reactions added to a ticket
  • Friendly Name: Assignees, Field Name: ticket_assignees- The users who the ticket is assigned to
  • Friendly Name: Ticket requester, Field Name: ticket_requester- The user who requested the ticket
  • Friendly Name: Ticket assignee group, Field Name: ticket_assignee_group- The group the ticket is assigned to
  • Friendly Name: Ticket description, Field Name: ticket_description- The section where the user ticket is described in detail
  • Friendly Name: Ticket severity, Field Name: ticket_severity- The severity of the ticket
  • Friendly Name: Ticket updater, Field Name: ticket_updater- the last user updated for the ticket
  • Friendly Name: Followers, Field Name: ticket_followers- The followers of the ticket resources

 

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Machine Learning

  • Friendly Name: Detected language, Field Name: language- detected language used within the file
  • Friendly Name: Sentiment polarity, Field Name: sentiment- Detects the level of positivity or negativity in a document. This is represented as a numerical value that can be negative (negativity) or positive (positivity) from -1.00 to 1.00. 
  • Friendly Name: NIST file, Field Name: nist- A true/false value indicating if  there are files on the NIST list. The NIST list contains a collection of digital signatures of known, traceable, software applications to identify files with no evidentiary value.
  • Friendly Name: Sentiment subjectivity, Field Name: sentiment_subjectivity-Detects if the file is subjective or objective. Values can be 0 (objective) or 1 (Subjective) 

 

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Related Users 

Used for Microsoft Teams, Slack, and Quip

  • Friendly Name: Related Users Emails, Field Name: related_users_emails- The email addresses associated with the conversations/comments
  • Friendly Name: Related Users Names, Field Name: related_users_names- The names associated with the conversations/comments and expanded users.
  • Friendly Name: List of related users, Field Name: related_users-  A list of related users associated with the conversations or comments

 

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Preserved Data

  • Friendly Name: Preservation, Field Name: legal_holds- Legal hold tag applied to content

 

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