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Embed code for: Finding a Needle in the SharePoint Haystack - Search Concepts
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Presentation about SharePoint Search Concepts. We share some fundamental things you should be aware of to lay the foundation for a good search experience.
Finding a Needle in the Haystack: SharePoint Style
Search concepts: content quality
Saskatchewan SharePoint & O365 User Group Sponsors
SharePoint Services Lead
Microsoft Office Servers and Services MVP
SharePoint JoAT (Jack of All Trades)
Leadership team member Saskatchewan SharePoint Office365 User Group (https://www.meetup.com/SKSPOUG/)
Email : firstname.lastname@example.org
Twitter : @DavidMDrever
SharePoint JiOT (Jill of All Trades)
Saskatchewan SharePoint/O365 User Group
@JoanneCKlein email@example.com JoanneCKlein.com
High level discussion of SharePoint Search Concepts
Each Concept could be it’s own presentation
We won’t be able to cover everything you would like
What about Delve?
Do we still need traditional search?
What is Delve?
Delve uses Search too!
What Delve can’t do…
Show List items!
“Show me all Budget Documents for 2016”
“Show me all past Corporate Events”
Display Targeted content
Yes, we do!
Why we like Search
Search web parts
Display templates – “how your search results look”
Content Search Webpart
Why can’t I find anything in SharePoint?
Poor Content Quality
Improving Content Quality
Use Site Columns and Content Types
Tag Content with Corp Taxonomy
Get rid of old Content!
Poor Search Experience
Filename is not the Title!
Search results show Title
Search results show Title
Title can be many things!
Where does it get the Title?
SharePoint Search Results
Title for a Word Document
Text with “Title” or “Heading 1” style
Large Font text
Columns versus Site Columns
Defined on a list or library
Create once, use once
Defined independent of list or library
Create once, use many times!!
If you want to show it in a search web part, use site columns!
“Business requires ability to view all approved budget documents within Corporation”
Importance of Content Types
“Business requires view of all outstanding invoices within Corporation”
Real World Examples
“Need a web part to display list of bugs assigned to ‘ME’ across all projects”
Create “Budget Status” site column within CT
Create a “Budget Document” Content Type at highest level required
Add Search Web Part to return Budget Document Content Types with Status = Approved
** Only terms in the boxes can be selected.
Information Architecture and Management
Structure and Governance
Announced at Ignite…
SharePoint Server 2016
Feature Pack 1
SharePoint Server 2013
September 2016 CU
Get rid of old content
Include an image only on this page and talk to it.
Clean Up Current Data
Use SharePoint versioning not versioning built into the name!
Bad, but typical…
Document Version History
Crawled & Managed Properties
A content source is quite frankly any entity, container, object, location, application, etc. that SharePoint can get it’s data from.
Controlled at the farm\tenant level, but can be fine tuned as low as a sub-site.
What Can be a Content Source?
Managed Properties are King!
Site Column: Category *choice
Crawled Property: ows_q_CHCS_Category
Managed Property: CategoryOWSCHCS
Mapped Crawled Properties
Crawled property categories
Crawled property to managed property mappings.
Managed property settings
Managed Property Schema Settings
What requires one?
creating site column
show crawled and managed property
- Add a CSWP to a page, open Query builder and filter on the managed property from the recorded demo shown prior to this.
- SharePoint list with a site column and have an image on the list and use an OOTB Display Template that displays an image.
SharePoint Search Query Tool
Thank you! Questions?
David Drever and Joanne Klein Thanks for coming out!!
Email : firstname.lastname@example.org
Twitter : @JoanneCKlein
Let’s Talk About finding your content
Dave to clean up.
- Microsoft Graph API provides access to Office Graph data with a single endpoint to display the data in your cloud app. Gone are the days of multiple tokens. With Microsoft Graph API, only a single access token is required regardless of which Microsoft cloud service that information is being retrieved from.
Shows popular documents
Shows my recent documents
Shows my favorite documents
Machine learning is applied to bring forth the most relevant content for you (personalized)
Delve is Powered by the Office Graph – it enables you to navigate, discover and search
Delve ‘Me’ page:
Documents you’ve recently worked on
People you’ve recently worked with
Documents those people have recently worked on
** Individual permissions are observed – you only see what you have permission to see.
Scope: can see results outside of site collection, web application, farm, even Hybrid search (SPO)
Security Trimmed: you will only ever see results you are authorized to see
Customizable: you can customize search results to look almost anyway you want.
- Showcase image and smaller thumbnails.
Title Property: talk about the optimistic title override and how it tries to outsmart users due to no one filling in the Title property
Use Site Columns and Content Types: ONLY where/when it makes sense to do so.
Corporate Taxonomy: tag content with this and it can then be used in display templates and refiners in search.
Get rid of old content: thru retention policies
Use versioning or co-authoring: if SPO, use co-authoring where everyone is working off the same version of the document and true versioning isn’t required. If versioning is required, enable versioning and train users how to use it.
Talk to how SharePoint uses the title column when searching and not the filename by default
Title Required Field: Users will complain of the need, but thank you in the search.
- Called the metadataextractor title
Advantages: 1 set of terms can be used across your entire environment, consistent terms
Implement a unified taxonomy across SharePoint Server 2016 and Office 365.
You can use included tools of the Hybrid Taxonomy feature to migrate existing on-prem taxonomy to Online and then manage it in Online
Changes made to the SPO taxonomy are replicated to BOTH SPO sites and SP On-Prem sites.
Replication done by Hybrid Taxonomy Feature
Office link: https://support.office.com/en-us/article/SharePoint-hybrid-taxonomy-Preview-71ae4d00-da98-407b-bee2-8d9972e1875c?ui=en-US&rs=en-CA&ad=CA
- Either delete/recycle it or archive it
Talk about using co-authoring if you don’t have a versioning requirement
When would you want to use versioning as opposed to co-authoring? If you are working on a company policy document where it is very important to have the document differences accurately documented between one published version and the next.
Crawling: describe FULL vs INCREMENTAL vs CONTINUOUS
HNSC environment – you cannot create a content source against a specific site collection.
Full Crawl: all content is crawled. Resource intensive. Managed Property changes require a full crawl.
What requires a full crawl? CP to MP mapping, any of these enabled:
Initiate a full crawl in SPO. (PowerShell script to ensure the next crawl will do a full crawl)
Incremental Crawl: adds/changes/deletes since last crawl.
Continuous Crawl: like an incremental, but on a predefined schedule
PowerShell script to change the default 15 minutes continuous crawl.
When end-users search SharePoint its whats in the Search Index that determines what they’ll find.
Only managed properties are in the search index.
Stored on the file system on 1 or more servers
HYBRID: You can include content from on-prem and it will be stored in an index in the cloud.
Crawled properties are automatically created for site columns
If it has values, it will also automatically create a managed property for each one and map managed to crawled property
Delve also uses Managed Properties to query the Office Graph and to display content cards.
Managed properties contain one or more crawled properties as well as settings that describe how we can use managed properties.
** Replace the above example with one of the columns Dave will be demoing with.
Stored in the Search Admin database.
Can have a 1:1, 1:many, many:1, many:many mapping between crawled and managed properties.
When you create site columns: automatically created crawled and managed properties. ALL set to retrievable, ALL set to queryable.
Queryable: you can query on this specific property (eg. province:“Saskatchewan”)
Searchable: property is in the index and enables querying against it WITHOUT specifying the managed property to find it. (searching for ‘Saskatchewan’ would return both items that have Saskatchewan in the item anywhere as well as in the province:”Saskatchewan”)
Retrievable: allows the managed property to be returned in search results
Refinable: you can refine by this property
Root Site Collection: JDCorporate (url jdcorporate)
Sub Sites: HR, Marketing, Finance, IT
Content Type (Internal)” BudgetDocument”
Content Type (Display) – “Budget Document”
Site Column (Internal) – “BudgetStatus”
Site Column (Display) – “Budget Status”
Site Column Values – Initialize, Approved, Active, Closed
Codeplex – use the tool to test out and debug search queries against the SharePoint 2013 Search REST API
HNSC environment – you cannot create a