Workspaces are collaboration spaces in Onna that allow you to

  • invite Onna members with different roles
  • easily search across and share data sources
  • export saved searches or entire data sources 

To create a workspace head to the menu on the left-hand side and click Workspaces. You can also click the add button by hovering over Workspaces.  

If you have existing workspaces you'll be able to see a list of them by opening the menu. 

Click Add Workspace. You’ll then be asked to name it and select whether you'd like the workspace to be visible or secret. 

Types of workspaces

Visible workspaces - This type of workspace can be found by other users. These are useful for sources containing company updates or files that you'd like to be made available for other users on Onna. 

Secret workspaces - This type of workspace remains invisible to other users unless they are members of the workspace.

Once you’ve created your workspace, you'll be taken to the workspace home page. The first screen will prompt you to add a source to get started. 

From this screen you can also access the workspace information panel. 

This panel contains a quick summary of the members, files and sources in your workspace. From here you can

  • Add other members 
  • View the total number of files in a workspace 
  • View the overall workspace details

From the home screen, there are a few more options on the menu bar. You can 

  • Rename the workspace
  • Add a new member 
  • Add a new source 
  • Delete the workspace 

Adding a Workspace Member

Click on the gear below the member section. This will open the following modal

From the first screen you can add users to the workspace using their email. Note: Currently you can only add group members that already have an account with Onna. To add someone to your Onna account, contact your system admin.  

For each user you add you have to select what permission they'll have in Onna. You can do this by using the dropdown

Workspace Member Permissions 


  • Can add & delete workspace members as well as change permissions of other members
  • Can add & delete sources
  • Can change the description 
  • Can delete the workspace


  • Can add sources to the workspace 


  • Can view files in sources that are shared in the workspace 

If you are using workspaces to collect a source, invite the custodian as a Manager or as a User. 

Viewing or Changing Member Permissions
From the same modal you can also select 'Manage' at the bottom left hand corner. This will show you a list of the existing users in the workspace as well as their permissions

From this screen you can change permissions or remove users by using the dropdown. 

Adding a Data Source

To add a data source inside the 'Add new source' button in the home screen of the workspace. 

This will take you through the authentication workflow for any of the sources available to the user.  

When you add a folder, they'll be shown at the top section of the workspace 

Connected Sources have their own subsection. 

Viewing the workspace details
Workspace details can now be viewed at a glance. To view workspace details, first head to the information button on the workspace menu as demonstrated below

Clicking on the details button will reveal the following panel with a summary of the workspace information. 

Here one can see

  • the number of members and the type of Workspace user (by hovering over each user)
  • The total size of the workspace 
  • Number of files in the workspace
  • The folders and connections (view when expanded shows the status of each source)
  • Date the workspace was created
  • Date the workspace was last updated 

To close, click on the X at the right hand side. 

Searching from within a workspace

Use the search bar when you’re in a workspace to search only within the data sources that have been added there. You'll be able to see the workspace title in the search bar as demonstrated below.   

Note that the results will show up on the files screen. 

Exporting from a workspace

Exports can be created by exporting entire sources or exporting a search. 

Exporting a search

Once you have the results from the search that you want to export click the ellipsis on the right hand side of the search bar to expand the menu

Select 'Export current search' to be taken through the export configuration workflow. You can also select 'Save current search' to save and decide to export later. 

Find out more about exports here

Other options on the menu include:

  • Loading a previously saved search 
  • Copying results to a source: This will create a static copy of all of the files matching your search 
  • Advanced search: This option will open advanced search 
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