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Searching Google Workspace Data in Onna

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In this article: 

While the basics of searching remain the same for data collected using your Google Workspace Connector, there are some aspects of source details and searching that are specific to GWS. 

 

Google Workspace Origin Details 

Each connector has specific ‘Origin Details’ available to the view. You can find these origin details in the source details panel, which is where you can also monitor your sync status. 

 

 

The origin details displayed in the source details panel will depend on how the sync was configured.  Below are some of the possible details you may see and a description of what those details are. 

 

Possible Origin Details for Google Workspace

  • Original synced account: the account that configured the initial sync (the email address of the authorized connection credentials used)
  • Source contents: this number represents how many accounts are included in the initial sync, in total (combined GMail and Google Drive). 

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How Onna Collects Google Workspace Data

Before you begin searching in Onna it is important to understand how Onna collects Google Workspace Data as it will impact the process for searching across specific accounts in GMail and Google Drive. 

The Google Workspace connector allows the user to connect to two data sources: Gmail and Google Drive. When configuring the sync (as shown above) have the opportunity to define which of these sources you want to collect data from for the particular sync you’re setting up.

 

Inside the Google Workspace Source

To collect from both GMail and Google Drive you only need to set up one collection to sync data from both Google applications. When data comes into Onna you can see that it is split into two sources: one for GMail and one for Google Drive. Depending on how you’ve set up your sync you will see one or both of the sources listed when you click into the parent (Google Workspace) source. 

Inside the GMail Source

The data in the GMail source is separated into folders of data, one for each individual GMail user collected. 

 

 

Inside the Google Drive Source

The data in the Google Drive source is all collected under the email address from the authorized connection credentials used to sync the data.

 

 

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How to Search Across Specific GMail User Accounts

To search across specific GMail user accounts you will use the basic search feature in combination with the filter feature. You can do this by following the steps below: 

Step 1

Navigate to the Google Workspace source you want to search across. 

 

 

Step 2

Once inside the source, put your cursor in the search bar at the top of the page, and press the ‘Return’ key on your keyboard. Doing this will bring up all the files contained in that Google workspace source. 

 

 

Step 3

Now that all the files from that source are visible, you can see the total count in the upper left corner of your screen (a). 

The next step is to click the filter icon (b) in the upper right corner of the screen. 

 

 

Step 4

You’ll now need to ensure the category ‘Source Name’ is visible in your filter panel. If it is, skip to Step 7 below.

If it is not, click on the gear icon in the bottom right corner of the filter window. 

 

 

Step 5

You’ll now see the filter configuration menu. From here find ‘Source Name’ and click on the eye with a line through it to the right  of that option. After clicking you’ll see that the line is removed and the eye is now black. This means that you’ve added this to your filter. 

 

 

Step 6

Scroll to the bottom of the ‘Filter Configuration’ menu and click the blue ‘Save’ button. 

 

 

Step 7

Now go to the ‘Source Name’ section (a) and select the user accounts you want to search across. To see a full list click the arrow next to ‘Source Name’ to expand the section. 


You’ll see as you select user accounts the number of files you’re searching across will decrease (b) from the original amount shown in Step 3a. 


Once you’ve selected the specific user accounts you want to search across you can begin your search. 

 

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How to Search Across Specific Google Drive User Accounts 

Because data from Google Drive is collected into one central folder, you need to use the advanced search feature to search across specific user accounts in Google Drive. To do so, follow the steps below: 

Step 1

To begin, navigate to the Advanced search page from your main menu. Then, name your new advanced search. 

 

 

Step 2

Next, you will enter the first condition. 

a. In the property field you will select ‘Parent source name’ from the drop down. 

b. In the condition field you will select ‘Contains’ from the drop down. 

c. In the free text field you will enter the email associated with the Google Drive folder located in the Google Drive sub-source of your Google Workspace Source. (See Inside the Google Drive Source)

Step 3

Your next step will be to add a second condition. Here you will enter the following information: 

a. In the property field you will select ‘Synced folder or Label ID in source’ from the drop down. 

b. In the condition field you will select ‘Contains’ from the drop down. 

c. In the free text field you will enter the email associated with the Google user you want to search. Note: To add multiple users to your query repeat this step for each additional user. Additionally, if you’d like to add other conditions beyond the specific user simply add the additional conditions now.

d. When you’re done adding conditions to your search click the blue ‘Save as new and apply’ button. 

Step 4

Your advanced search is now saved. You can see the ‘Query preview’ (a) at the top of the page. Below your ‘Query preview’ you will see a list of files (b) associated with the specific Google user(s) you specified in your conditions. 

 

 

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