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. If there is a field listed below that is currently not available to you, please contact your account administrator to enable that field.
Note: While most fields are configurable, there are some fields listed that are enabled by default and cannot be disabled. In the UI you will notice these fields as they are disabled and you are not able to select or deselect them.
Below you will find descriptions for the available fields.
Definitions of Searchable Fields
Searchable Fields List by Category
Dates
| Field Display Name | Meaning |
| Added to Onna | The date a file was added (or created) in Onna |
| Creation Date | Original resource creation date. If unavailable, then from the embedded metadata. If both are unavailable, the date created in Onna. |
| Deleted on | Date of when the resource was deleted in origin |
| Embedded file creation date | The file/resource creation date from embedded metadata within the document |
| Embedded file modification date | The file/resource modification date from embedded metadata within the document |
| Embedded printed date | The last printed date from embedded metadata within the document |
| Expiration date | The date and time that the object should become unpublished |
| Modification date | The last file modified date in origin. If unavailable, then from the embedded metadata. If both are unavailable, the date created in Onna. |
| Modification date in Onna | The date a resource was last modified in Onna |
| Processed date in Onna | Processing date of the resource in Onna; empty if not processed |
| Source created on | The date the record was created in the source |
| Field Display Name | Meaning |
| Email bcc | List of email addresses of BCC recipients - the "BCC" (Blind Carbon Copy) field hides the listed recipients from other recipients, providing a discreet way to include additional individuals without revealing their identities |
| Email bcc name | Email display names of BCC recipients - the blind carbon copy display name recipient(s) Example: John Doe |
| Email cc | List of email addresses of CC recipients - the "CC" (Carbon Copy) field in an email includes additional recipients who should be informed or kept in the loop |
| Email cc name | Email display names of CC recipients - the carbon copy display name recipient(s) Example: John Doe |
| Email from | Email address of the sender of the email - the "From" field in an email identifies the sender or originator of the email, indicating who initiated the message |
| Email from name | The 'from' email display name that sent the email Example: John Doe |
| Email ID | Unique identifier for an email account - the unique message ID used to identify the email *Not available in Gmail |
| Email subject | The subject text of the sent email |
| Email to | Email address of the recipient(s) to whom the email is addressed - the "To" field in an email specifies the primary recipient(s) to whom the email is addressed |
| Email to name | The 'to' display name recipient(s) Example: John Doe |
From Connectors
Confluence
| Field Display Name | Meaning |
| Ancestors of file | The parent pages associated with the file/resource |
| Labels | The list of label keywords associated with the space or file/resource |
| Space ID | The text identifier field used to identify the space |
| Space name | The name of the space |
| Space type | Specifies the type or category of the space |
Jira
| Field Display Name | Meaning |
| Assignee email | The assignee who is currently the owner of the project/issue |
| Project name | The name of the project |
| Project type | The type of the project to help categorize the project Examples: software, business, or service desk |
| Thread ID | The text identifier field used to identify the project |
Quip
| Field Display Name | Meaning |
| List of folders |
The folder id or name that a Quip document belongs to |
Zendesk
| Field Display Name | Meaning |
| Organization ID | The ID of an organization |
| Tags | The list of tags associated with the ticket |
| Ticket ID | The reference number or ID to identify the ticket |
| Ticket name | The title or name of the ticket |
| Ticket priority | The assigned priority of the ticket |
| Ticket requester name | The user who requested the ticket |
| Ticket responsible | The assigneed user or group to the ticket |
| Ticket status | The status of the ticket |
| Ticket type | The category that the ticket is classified as |
| Zendesk group | The group the ticket is assigned to |
ESlack
| Field Display Name | Meaning |
| Workspace ID | The text identifier field used to identify the workspace |
| Workspace name | The name of the workspace in Slack |
Metadata
| Field Display Name | Meaning |
| Application name | The name of the application that created the document, ie. Microsoft Excel, Word, etc. |
| Author | Name of the author of the resource in origin - the name of the person who created the file, if available |
| Comments | The value associated with the document's comments field |
| Company | Company of record, extracted from metadata in the file from Microsoft Office Documents |
| Conversation ID | Text identifier field used to identify a conversation |
| Conversation name | For conversations with a channel name, the channel name, otherwise a descriptor for the type of conversation |
| Conversation type | Type of conversation in origin - categorizes the kind of conversation. For Slack this includes channels, groups (private channels), or DMs (direct messages). For Teams, channels or chat. Other examples: im, dms, mpim, groups, channels, chats (teams) |
| Detected language | The detected language used within the resource |
| Document UUID | Universally unique identifier assigned to a resource by Onna. (Sometimes referred to as document ID) |
| Embedded author | The author from embedded metadata within the document |
| Embedded modified by | The last author from embedded metadata within the document |
| Extension | Resource file extension Example: .pdf, .jpg, .docx, etc. |
| Extracted text | The extracted text of the resource also known as the "full text" *limited to 10MB in length for search |
| File name | The file name of the resource |
| File size | Size of the file/resource in bytes |
| File title | The title of the file from Microsoft Office Documents |
| Folder path | Folder path in the source platform - Top Level Folder |
| List of users collected | Users associated with the collection process for the file |
| MD5 hash | The MD5 Hash of the resource |
| Origin tag/label names | The tags associated with a document/resource from various sources. Example: Gmail labels |
| Parent creator name | 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 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 | The title of the resource's parent data source |
| Parent file type | The type of resource the parent file is to a child Example: if a child PDF file came from a zip, the parent content type would be zip |
| Parent folder | The name of the parent folder for a resource in its native platform |
| Parent source resource type | The file type of a resource's parent Examples: conversation/slack.channel or post/workplace |
| Parent title | The title of the resource's parent |
| 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 UUID | Unique identifier assigned to a parent file resource by Onna |
| 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 | 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 | The title of the resource's parent workspace |
| Parent workspace UUID | The unique database identifier of the parent workspace. It is unique across the database. |
| Path to original file | The path to the original file in its native platform |
| Processing exception | The processing exception received if there is an exception generated during processing. Learn more about Onna Processing Exceptions |
| Related users emails | The active email addresses associated with the conversations/comments |
| Related users names | The active user names associated with the conversations/comments and expanded users |
| Resource creation size | Size of the file in bytes when the resource was created |
| Source ID | The id of the record in the source platform |
| Source creator | User in Onna that created the source - the email address responsible for creating the source |
| Source resource type | Categorizes the resource Example: Slack may include conversation/slack channel, ticket/zendesk |
| Synced folder or label ID in source | Synchronization identifier in the source system - 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. |
| Tag | Tag value associated with a resource |
| Title | The brief and descriptive file name of a file/resource |
| Type | The type of file assigned by Onna (e.g. image, conversation, document) |
| URL to original file | The URL to the file in it's origin platform |
Type of Metadata
| Field Display Name | Meaning |
| (Special Operator) "<Keyword>" All text fields |
Specific wording match (excluding special characters) - searches multiple fields for the given word or phrase. |
| (Special Operator) @ Identity Identity |
The unique identifiers associated with individuals or entities |
| (Special Operator) In title |
Title of the resource - computed title of the file; cleans up special characters within the file name |
| (Special Operator) near: Word proximity |
The spatial relationship between words or terms in a document (up to 3 terms distance) |
| (Special Operator) intext: In text |
Indicates the presence of the term within the text, but not in the title |
| Channel | The name of the channel where users can communicate, collaborate, and share information based on common topics, projects, or teams. |
| Custom fields | User-created custom fields for additional metadata or information |
| Exact extracted text | Specific wording match (including special characters) - searches the extracted text for exact phrases including the special characters. Quotes are required to search the specific character. |
| Has | Lists features or components that the resource possesses |
| Is | Specifies characteristics or attributes that apply to the resource |
| Shared | The user whom the documents were shared with |
API Ticket
| Field Display Name | Meaning |
| Ticket assignee | Individuals assigned to tasks related to the resource in origin |
| Ticket assignee group | The group the ticket is assigned to |
| Ticket category | The category that the ticket is classified as |
| Ticket description | The section where the user ticket is described in detail |
| Ticket followers | The followers of the ticket resource |
| Ticket priority | The assigned priority of the ticket |
| Ticket reaction | The reactions added to a ticket |
| Ticket requester | The user who requested the ticket |
| Ticket severity | The ticket severity |
| Ticket subcategory | The subcategory that the ticket is classified as |
| Ticket tags | The list of tags associated to the ticket in the origin |
| Ticket type | The assigned type of the ticket |
| Ticket updater | The last user updated for the ticket |
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