There are three places that you can create an export from within Onna:
- From an entire source
- From a saved search
- From an advanced search
Exporting a saved search
Once you've created a saved search that you want to export, access your list of saved searches by clicking on the ellipsis on the right-hand side of the search bar. This action will open the following menu:
Click on 'Load saved search'. This will open a pop-up with a list of all of your saved searches. Select the one that you want to export and click Export.
This will begin the export workflow for your saved search.
An export name will be generated based on the saved search name and the date that you're creating it. This can be modified at any time. Next you have three options:
- Generate CSV report with metadata: This option is if you'd just like to create a report of all of the files in the source and their metadata
- Generate CSV report and download files: This will create the report with metadata and also download all files currently in the source
- Advanced export - Choose this option if going through a standard eDiscovery export
There is an option on whether to include family members with your export. This applies to saved searches where files that contain matching terms may have parent files.
Once you've selected your desired option, click 'Configure'
The next screen lists all of the metadata available for export.
The first column, Document metadata, lists all metadata fields commonly found on documents.
The second column, Source metadata, lists metadata fields commonly found at the original source. It also lists Machine learning metadata which is added during our processing phase and includes classification and detected language.
The third column, Metadata by type of source, lists the different integrations we offer and the specific metadata available to them.
Once you select the metadata fields you'd like to see on your export, click next.
If you've selected to get a CSV or a CSV + files, you'll see a summary of the report you'll be creating. Click 'Done' to start your export.
If you've selected Advanced Export you'll see the following screen:
On this screen you can configure the control number of the export, choose whether to export using original file name, and choose whether it includes native files and/or text files (default: include). For files that are in HTML you can choose to export these in PDF.
You can also choose the format of your load file and choose from
- custom txt file
Depending on your configuration you will also be able to modify the encoding and different types of characters on the right hand side.
Once you're finished configuring your export, click next. You'll get the summary screen of your export. Click 'Done' to start your export.
A collection of your exports can be found by accessing the Export section on the global menu on the left-hand side.
The export will show you while it's in progress and when it's ready to download. You can also delete old exports from this screen.
To download an export click on the title to reveal the different volumes.
You'll see one or more zip files depending on the size of your export.
Does Onna know to only export the ‘net new’ results or do you have to run the entire export again?
Onna will only have the results of the export for the point in time when the export was ran. For the latest results a new export should be created. An export can be run with an additional search option to include date last modified or creation date.
Can you export all files into a single text file instead of individual files?
Onna does not export all files into a single text file. Files included in the export will be processed individually and are listed within the metadata csv that comes with the export.
Is there a limit to how man files we can export? (size or number of files)
There is no upper limit to how many files you can export. Our standard export size is two gigabytes (2GB), once an export reaches this size additional 2GB exports are created in separate zip files. These separates zips are displayed as a list of links to download.
Can you deduplicate files in the export?
We do allow deduplication as part of the advanced export option. Click the toggle to Yes under Deduplicate files on export. This option only applies to parent files to keep families complete.