Viewing Search Results in Onna

In this article:

• Managing the Results View

• Viewing File Details

• Viewing Individual Files

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 four ways: List view, Table view, Cards view, and Charts view. Below you will learn how to change the results view and what each view includes.

How to Change the Results View

Step 1

To change the view for your results, click the down arrow on the current view icon located in the upper right corner of your screen.

Note:

The view icon will look different depending on your current results view.

Step 2

From the dropdown menu that appears, select the view type you would like. You have four options: List view, Table view, Cards view, and Charts view.

Results View Options

List View

List 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).

Table View-

Standard

Table view will list your results in columns and allows you several configurations.

The first and default view configuration is standard configuration (a), which includes:

• Title

• File Creation Date

• Owner in Onna

• Source

To change the configuration view, click on the view configuration icon in the upper right corner, directly above your results (b).

Table View- Discussion

The second table view configuration is the discussion configuration, which includes:

• Title

• Creation Date

• Email From

• Email To

Table View-Image

The third table view configuration is the image configuration, which includes:

• Title

• Extension

• File Size

• Owner in Onna

Table View-Custom

The 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.

Cards View

The next 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.

File Type Icons

Charts View

The last option is the Charts view, which employs five classification charts to generate visualizations that enable you to swiftly grasp the various document types present in your case.

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:

1. To begin viewing the details for any file in your results, click on the ellipsis to the right of the file row.

2. From the dropdown that appears select View details.

You will now see a file details panel appear on the right side of your screen. There are two tabs for viewing details, GENERAL and METADATA. Click each to see the details.

General Tab

The first tab in the Details panel is  GENERAL and includes:

• Workspace Name: the workspace the file belongs to

• Location: the source location of the file

• Shared: who has access to the file

• Tags:  Tags applied to that document.

• Comments: Comments added

• Custom Fields: Custom fields added

Metadata Tab

The second tab in the Details panel is Metadata and includes:

• Origin Details

  • Origin Source type

  • Date added to Onna

  • URL to original file

  • Synced accounts

• File Information

  • Added to Onna by

  • Size

  • Last modified

  • Type

  • File creation

  • Attachments

  • Title

  • Language

  • File MD5 hash

  • Duplicates

For a short summary of the Metadata tab, click Show summary.

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:

Note:

When viewing files in Onna you may notice a discrepancy between the timezone rendered in Onna's 'Standard view' and the timestamp rendered on the 'PDF view'. The timestamp on a PDF is shown in UTC. This can be seen in both the file preview or the export.</p><p>When a document is able to be previewed in 'Standard view' the timestamp will match that in the user's browser as these previews are rendering message content in html, which uses the timezone of the user to display dates.

Step 1

To view individual files from your results, start by clicking on the name of the file.

Step 2

Inside your file, in the top left corner of the screen you’ll see the file path for this file in Onna.

Step 3

The next items you’ll see at the top of your screen in the upper right corner are icons including:

• PDF view icon (a), which will allow you to view your result in PDF format

• Download icon (b), which allows you to download the file locally to your device

• View in original source icon (c), which will allow you to view the file in the original application. Note: ability to perform this action is dependent upon your permissions within the original data source.

• View details icon (d), which will open up the details panel for the file you’re viewing.

Step 4

Finally, in the middle of your screen you’ll see file details (variable by type of file) (a), and file content (b).

Note: If the file is a conversation from Slack Enterprise or Microsoft Teams that has taken place over multiple days, there will be arrows next to the date to navigate between days (c).

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 1

Select the file you want to view extracted text for, by clicking on the name of the file.

Step 2

At the bottom of the individual view screen, click ‘Extracted Text’.

Step 3

You will now see the extracted text for this file appear.

If there are multiple versions of the file you will see this indicated at the top of the extracted text (a). You can learn more about versioning in the article “File Versioning.”

Below the version information, you’ll see the extracted text displayed (b). If you ran a keyword search you’ll see the keyword highlighted in yellow throughout the text.

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 1

Select the file you want to view edits and deletions for, by clicking on the name of the file.

Step 2

In 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).