Getting Started with Search in Onna

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In this article:

• Search Overview

• Configuring Searchable Fields

• Where to Search

• Understanding Query Syntax

• How to Use Search

• How to Use Search Builder

Search Overview

One of Onna's most powerful features is our search tool, which enables you to search across all data in Onna. Whether your searches are simple or complex, Onna’s easy-to-use search functionality makes getting the data you need efficient.

Inside the Onna search experience you’re able to easily create queries in the search bar in the ‘Search’ tab (a).

You can also build complex search queries with groups inside the ‘Search builder’ tab (b).

The ‘Saved queries’ tab (c) is where you’ll be able to view saved queries, share queries, and search using saved queries. You can learn more about this functionality in the article “How to Save and Manage Search Queries.”

Finally, you’re also able to build large and complex queries using a load template in the ‘Load template’ tab (d). You can learn more about this functionality in the article “How to Search Using a Template.”

Configuring Searchable Fields

If you are an admin in Onna you will have access to configure the searchable fields for your site. Any changes made are applied to all user accounts across your Onna environment. While there are some fields that cannot be disabled, most fields are configurable. Please note that fields are all enabled by default. To configure the searchable fields for your site, follow the steps below:

Step 1

To begin, click on the ellipsis in the search bar (a). Then, select ‘Configure Searchable Fields’ from the dropdown menu (b).

Step 2

You’ll now see the ‘Searchable fields’ window appear. From here you can select any top level field category (a) to have all fields associated with that category selected. To customize which fields you want to enable in each category, simply click on the arrow next to the category to expand the section. You’re then able to select or deselect fields within the category (b). Any field that is grayed out is a field that cannot be disabled.

For more guidance on what each field means, you can review the article “Onna Searchable Fields” which is available from the UI by clicking the ‘Searchable fields guide’ link (c).

Once you’ve made all the changes you’d like, simply click the blue ‘Save changes’ button (d) at the bottom of the window.

Where to Search

In Onna you’re able to search across data in many locations. You can search across all your data, only data in your workspaces, data in a single workspace, or even data in a single source. This flexibility makes it easy to find what you need when you need it. Below you will learn more about where you’re able to search.

All Data

You are able to search across all data you have access to in Onna including data located outside of workspaces.

To search across all data simply click on ‘My Onna’ (a) and enter your search into the search bar (b).

All Workspace Data

You can search across all data you have inside your workspaces

To do so, simply go to the ‘Workspaces’ page (a) and enter your search into the search bar (b).

An Individual Workspace

You can also search across all data within an individual workspace. To do so, navigate to the workspace you want to search. You will see the workspace name in the top left corner of your screen (a) and will also notice the workspace name inside the search bar (b). Then, you can enter your search in the search bar at the top of the screen (c).

A Single Source

You can also search across all data within a single source. To do so, navigate to the source you want to search. You will see a source path at the top of the page (a) listing the source name you are searching across last. You will also notice the source name inside the search bar (b). Then, you can enter your search in the search bar at the top of the screen (c).

Understanding Query Syntax

There are times when you may wonder if the query you’ve entered is correct and if it will return the results you’re looking for. To alleviate any concerns we’ve added in-app guidance tools to help you along the way.

Real-time syntax guidance

So you’re able to easily understand your query at any moment, we’ve developed real-time syntax guidance so you can feel confident in the queries you’re creating.

As you enter your query you’ll notice color coding that indicates different aspects of your syntax:

1. The blue text allows you to see the syntax of your operators as you enter them.

2. Any maple colored text indicates logic-based words that help to narrow down or broaden search results (ie: AND/OR)

3. All black text is the text and characters you’re searching related to certain operators.

4. Any red text highlights an error with your query syntax. If there is an error with your query you will not be able to run the search until you resolve the errors.

Operators Guide

If you need some context around the color coding as you are typing your query, you also have access to an in-app ‘Operators Guide’. You can view this by clicking the ellipsis in the search bar (a) and then selecting ‘Operators Guide’ from the dropdown menu (b). You’ll then see the guide pop up (c) with definitions for each color in your query.

How to Use Search

Once you click into the search bar you will enter the search tab by default. This tab is where you’re able to manually enter a search query to run across your data. To use search, follow the steps below:

Step 1

To begin, click in the search bar.

Step 2

Once on the search page, you will land in the ‘Search’ tab by default. You can now begin searching by typing a query into the search bar.

Step 3

For operator guidance when creating your query you will notice a list of ‘Most used operators’ (a), ‘Special operators’ (b) and ‘Conditions’ (c) that you can just click on to add them to your query. For additional guidance on search operators you can visit the article “Search Operators in Onna.” You can also access this article in-app by clicking on the link ‘See all available operators’ (d).

Step 4

Once you’ve finished typing your search query you can either test your search to see how many results will populate by clicking ‘Test search’ (a), or you can just run your search by clicking the blue ‘Search’ button (b).

How to Use Search Builder

If you want to create complex grouped queries, the most efficient way to create your syntax is using ‘Search builder’. This feature allows you to created nested queries easily and combine them with logic-based words that help to narrow down or broaden search results. To use ‘Search builder’ follow the steps below.

Step 1

To begin, click into the search bar.

Step 2

Once on the search page, click the tab ‘Search builder’.

Step 3

Inside the ‘Search builder’ tab you’ll begin building your search by clicking on ‘Add group’.

Step 4

You’ll now see a left parentheses appear in your search bar. To continue you need to add a field to search. You can do this by typing the field into the field search bar (a) and clicking on the field or scrolling through the list of fields (grouped by category) and clicking the field you want to search (b).

Step 5

Once you’ve selected the search field you want to search it will appear in the first field of the search (a). You’ll then select a condition related to your search field in the second field of your search (b). The four possibilities for this field include:

• IN [ ]: Enables searching for multiple words or phrases simultaneously.

• IS: Requires an exact match for the specified keyword or phrase.

• CONTAINS: Indicates that the field should include a portion of the provided keyword or phrase.

• Is Set: Denotes that the field contains a value within its scope.

Finally you’ll enter a term you want to search in the ‘Reference’ field (c).

If you want to exclude the results that might be included in this first part of your search grouping, you can click the ‘Not’ button (d). Once you do this, you’ll see ‘Not’ appear in front of this first search(e).

Step 6

You’re now able to add a second field to your grouping by clicking a new search field from the left side of your screen.

Step 7

After clicking the new field you are then able to select a condition to narrow down or broaden search results (a) from the drop down in front of the new field. Your choices here include:

• AND: Joins search terms, requiring all terms to be present in the results.

• OR: Maintains search terms as separate entities, each searched individually, with results combining all matches.

• AND NOT: Merges excluded search terms, ensuring they are absent from the results.

• OR NOT: Preserves excluded search terms separately, each treated individually, ensuring they are absent from at least one result.

You’ll then complete the information for the second part of your search grouping (b).

Step 8

Once you’ve added all the fields you want to your grouping you will click the ‘Close group’ button to add the right parenthesis and create your group.

Step 9

Once you’ve closed your group you can add another group to your search by clicking the ‘Add group’ button.

Step 10

After adding a new group you’re able to select a condition, related to the first group, to narrow down or broaden search results.

After selecting your condition you will then repeat steps 5-8 to complete your second group.

Step 11

Once you’ve finished building your search query you can either test your search to see how many results will populate by clicking ‘Test search’ (a), or you can just run your search by clicking the blue ‘Search’ button (b).