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After running your search query, your results will populate immediately. Once search results appear you are able to perform many additional actions related to the data. Some of these actions include using filters to narrow your search further, adding tags and/or custom fields to organize your data, or saving your search query to make searching more efficient in the future. In order to take meaningful action on your search results it’s important to understand how to view your results. This article will help you learn how to manage your results view, view file details, and view extracted text within the file.
Managing the Results View
In Onna you are able to view your results in three ways: list view, card view, and Table view. Below you will learn how to change the results view and what each view includes.
How to Change the Results View
Step 1To change the view for your results first click on the current view icon located in the upper right corner of your screen. The icon will look different depending on your current view. |
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Step 2From the dropdown menu that appears select the view type you would like. You have three choices, list view, table view, or card view. Learn more about each view type in Results View Options (below). |
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Results View Options
List ViewList view will list out your results with additional information such as file type (a), file title (b), file path within Onna (c), and a brief summary of the file with any searched keywords showing in bold (d). |
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Table View-StandardTable view will list your results in columns and allows you several configurations. The first and default view configuration is standard configuration (a), which includes:
To change the configuration view, click on the view configuration icon in the upper right corner, directly above your results (b). |
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Table View- DiscussionThe second table view configuration is the discussion configuration, which includes:
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Table View-ImageThe third table view configuration is the image configuration, which includes:
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Table View-ContractThe fourth table view configuration is the contract configuration, which includes:
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Table View-CustomThe fifth and final table view configuration is the custom configuration. In this configuration you will choose custom from the view configuration dropdown. From here another drop down will occur which will allow you to select the metadata you want to view in your table. Simply check the fields you want to appear in your results. |
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Card ViewThe final results view is Card view. This view will display images from files, a thumbnail preview, or, if no image exists, the icon for the file type (a). In addition, it will also display the title of each file (b) underneath the image. |
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File Type Icons
Viewing File Details
File details will allow you to learn more about a file without having to open and review the file. To view file details, follow the steps below:
Step 1To begin viewing the details for any file in your results, click on the ellipsis to the right of the file row. |
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Step 2From the dropdown that appears select ‘View details’ |
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Step 3You will now see a file details panel appear on the right side of your screen. |
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Step 4The first section in the information panel is ‘General details’ and includes who has access to the file (a), the workspace the file belongs to (b), and the source location of the file (c). |
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Step 5The second section of the information panel is the ‘Origin details’. This section includes the origin source type (a), the date the file was added to Onna (b), and additional source details (such as a link to the original source location or path may be available depending on the resource (c). |
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Step 6The final section of the details panel will give you ‘File information’ including, the account email that added the file to Onna (a), the size of the file (b), the date the file was last modified in the origin source (c), the type of file it is (d), the date of file creation in Onna (e), the file title (f), source specific details–if available(g), and the File MD5 hash (h). |
Viewing Individual Files
Oftentimes, viewing the individual file that shows up in a results list will offer more context to the file, allowing you to determine if it is applicable to your matter and if you’d like to include it in your data for review. To view individual files, follow the steps below:
Step 1To view individual files from your results, start by clicking on the name of the file. |
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Step 2Inside your file, in the top left corner of the screen you’ll see the file path for this file in Onna. |
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Step 3The next items you’ll see at the top of your screen in the upper right corner are icons including:
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Step 4Finally, in the middle of your screen you’ll see file details (variable by type of file) (a), and file content (b). |
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Extracted Text
Onna offers you the ability to view file content as extracted text. To view extracted text for a file, follow the steps below:
Step 1Select the file you want to view extracted text for, by clicking on the name of the file. |
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Step 2At the bottom of the individual view screen, click ‘Extracted Text’. |
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Step 3You will now see the extracted text for this file appear.
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Edits and Deletions
If you’re searching for files in Slack Enterprise, Microsoft Teams, or Zoom Chat, you are able to search for and view files with edits and deletions. To view edits and deletions for files, follow the steps below:
Step 1Select the file you want to view edits and deletions for, by clicking on the name of the file. |
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Step 2In the individual view screen you will notice at the top of the results in the file details if there are edits or deletions (a).In the main contents of the file you’ll see all edits highlighted in green and all deletions highlighted in red as they occur throughout the file (b). |