How to Use Filters

In this article:

• Types of Filters

• How to Configure Your Filters

• How to Apply Filters

Types of Filters

Filters are an extremely useful tool when it comes to identifying the exact data you need. Filters allow you to narrow your data further to target specific results. Below is a list of all types of filters available to you.

• CC Level-Allows you filter on contract confidence, value assigned during processing, slider allows for different levels of confidence detection

• Channels- Allows you to filter based on the channel name or all Personal messages (MPIM) or Direct Messages (1:1) (Channel #news, Private channel #alerts, Personal messages, Direct message)

• Creation Date- Allows you to filter by the date the resource was created based on metadata in the original data source

• Exceptions- Allows you to filter by a list of exceptions that have been applied to files

• Extension- Allows you to filter by the extension type for the file (e.g. .jpeg, .png, .pdf)

• Extension Type- Allows you you filter by the type of file (e.g. image, email, document)

• Has Attachments- Allows you to filter for documents that have attachments

• Origin Source Type – Allows you to filter for the source where the content was synced into Onna

• Original Source – Allows you to filter for the source where the content lives

• Owner in Onna-Allows you to filter by the Onna user who created the source the file is a part of

• Participants-Allows you to filter by active participants in conversations. Please note that the list of participants will NOT include members of a conversation or mentioned members in a conversation, only those who actively participated in the conversation. Please note that only the top 200 results will be displayed by default. However, you can always search within the filter if you wish to return a specific name.

• PII/Other-Allows you to filter by selected type of PII (e.g. phone number, sensitive words, address)

• Preservation- Allows you to filter for files that are part of a preservation

• Slack Workspaces- Allows you to filter by the Slack workspace a file belongs to

• Source Name- Allows you to filter by the name of the data source sync files belong to (e.g. ‘Gmail-John Doe’, ‘Slack Enterprise-ABC Corp’, ‘Tickets-05/17/23’)

• Source Type- Allows you to filter files by the name of the source files came from (e.g. Slack Enterprise, Jira, Zendesk)

• Tag- Allows you to filter by tags applied to files. Note: Anytime a tag is created it automatically becomes a filter.

• Workspace- Allows you to filter resources by the Onna workspace they are located in (e.g. ‘Matter 1234’, ‘ACME Contracts Review’)

How to Configure Your Filters

Each Onna user has the ability to customize the filters they have available to them in the filter menu. Once the filter menu has been configured, the configuration will apply to all locations in your Onna site.

Additionally, if you have applied filters and then saved the search query, the applied filters will be saved along with the query, If you load a saved search query with filters in a location (e.g. workspace or source) where a particular filter is not valid you will receive an error message that says “Some filters were not applicable in this context and were removed.” An example of when this might happen is if you applied a ‘Slack Enterprise’ source type filter and you loaded the corresponding search query in a space that only contained Google Workspace files.

Follow the steps below to configure your filters.

Step 1

After you’ve run a search, click on the filter icon in the upper right corner of your screen.

Step 2

You’ll now see the filter menu appear on the left side of your screen. In the top right corner of that menu, click on the gear icon.

Step 3

You’ll now see a list of filter types appear. Any filter types that are already active in your menu will appear in black (a). Any inactive filter types will be shown in gray (b).

To set any currently active filter type to inactive, click on the uncovered eye in black (c). You’ll now see the filter type turn gray.

To set a filter type as active, so it shows up in your filter menu, click the crossed-out eye in gray (d). You’ll now see that filter type turn black, indicating it is active in your menu.

Step 4

Next you can rearrange your filter types by clicking on the six dots next to any filter type and dragging and dropping it in the order you want it to appear in your menu.

Step 5

When you’re finished configuring your filter types and order, scroll to the bottom of your filter type list and click the blue Save button.

Step 6

You’ll now see all of your filter types listed in your filter menu.

How to Apply Filters

Once your filters are configured you’re able to use them to narrow your search results. To apply filters, follow the steps below:

Step 1

After you’ve run a search, click on the filter icon in the upper right corner of your screen.

Step 2

If you know the filter you want to apply to your results you can search for it in the search bar located within the corresponding section in your filter menu.

Step 3

You can also select specific filters. Next to each filter type you can click on Select all (a) to select each filter for that filter type.

You can also expand each filter type section by clicking on the arrow next to the filter type name (b). Once the section expands you can select any filter you want to apply by placing a checkmark in the box next to the filter (c).

• To expand or collapse all filters, click the Expand/Collapse all toggle at the bottom of the Filter menu. When selected, the toggle button will appear blue.

• If the Auto Filter is toggled on, then the filters will be applied immediately after selection.

  

You have the option to turn off the Auto Filter.

• Click the toggle next to Auto Filter to turn it off. The toggle will appear gray.

• Select your filters and click the blue Apply button located at the bottom of the menu.

  

Using Boolean Operators with Filters

For the participant field you’re able to add boolean operators to the filter to further customize your filter.

For example, under ‘Participants’ in the filter menu you may select [email protected] and [email protected] from the list. You’re now able to choose whether you’d like results that show either of these two email addresses or both of the email addresses by selecting AND or OR from the dropdown menu next to ‘Filter contextual boolean’.

How to Remove Filters

To clear filters from your search, click the Clear filters button at the top of your screen.