Finding a Needle in the Haystack: SharePoint Style · • SharePoint Services Lead • Microsoft...

Finding a Needle in the Haystack:

SharePoint StyleLET’S TALK ABOUT SEARCH FEATURES

David Drever

• 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 : davidmdrever@outlook.com

Twitter : @DavidMDrever

Website: http://prairiedeveloper.com

Contact Details:

Solvera Solutions

Joanne KleinSharePoint/O365 Consultant

NexNovus Consulting

Saskatchewan SharePoint/O365 User Group

@JoanneCKlein joannecklein@outlook.com JoanneCKlein.com

Agenda

What about Delve?

1

Why we like search

2

Search Feature “Should-haves”

3

Search Odds and Sodds

4

Agenda

What about Delve?

1

Why we like search

2

Search Feature “Should-haves”

3

Search Odds and Sodds

4

Agenda

What about Delve?

1

Why we like search

2

Search Feature “Should-haves”

3

Search Odds and Sodds

4

Agenda

What about Delve?

1

Why we like search

2

Search Feature “Should-haves”

3

Search Odds and Sodds

4

Disclaimer

High level

discussion of

SharePoint Search

Features

Each Feature

could be it’s own

presentation

We won’t be

able to cover

everything you

would like

Do we still

need

traditional

search?

What about

Delve?

What is Delve? Office Graph

Delve uses Search too!

Delve

What Delve can’t do…

Display Targeted content

Show List items!• Tasks

• Announcements

• Calendar entries

“Show me all Budget Documents for 2016”

“Show me all past Corporate Events”

Do we still need traditional search?

Yes, we do!

Why we like Search

Scope Control

Document Library

Content Type

Site

Site Collection

Web Application

(SP on-prem)

Tenant

(SPO)

Security TrimmedSecurity-trimmed

Customizable

Can even customize the web parts themselves.

Customizable

Display Templates• Control how your search results look!

• Search results

• “Supporting” web parts

Customizable Search

Result

Content Search Webpart Search

Webpart

Search

Webparts

Why can’t I find anything in SharePoint?

Why can’t I find anything in SharePoint?

Under-utilized

Search Features

Search Features…

Result SourcesSearch Web

Parts

Result Types &

Display

Templates

Query Builder

Result Sources

Result Source

Limit searches to:

Content Subset of results

Result Source

Defaults

Each has a

Search

Result

Source

Content

Search Web

Part

Out of the box result

sources

User’s Helpdesk Incidents

Build a custom Result Source!

{searchTerms}

ContentType:HelpDeskIncident

AssignedTo={User.Name}

Source URL

Query

Result Source: “User’s Helpdesk Incidents”

Search Web Parts

SharePoint Search Provides

Powerful, Highly

Configurable OOTB

Web Parts

Create Your Own

Search Pages with

a Single Web Part

Building your own

pages let’s YOU

control the data

returned

What Search Brings to the Table

Basic text box,

just type your

query

Search Box

Web Part

Search Box Web Part

What Search Brings to the Table

Allows navigation

to particular

Search Vertical

Directs to separate

page with

customized search

Web Parts

Search

Navigation Web

Part

Search Navigation

Web Part

What Search Brings to the Table

Uses your queries

from Search Box

Data sources for

results are

configurable

Search Results

Web Part

Query and Refiners

can be defined

internally (without

user interaction)

Search Results Web

Part

What Search Brings to the Table

Narrows down or

refines results from

returned query

Refiner Web Part

Utilizes Managed

Properties to refine

the search results

Refines based on

returned results not

entire index

Search Refiner

Web Part

Query Builder

Advanced ModeQuick Mode

Query Builder✓Content Search Web part

✓ Search Results Web part

Show me all active

contracts across

our company

Show me all

contracts renewing

in the next month

Query Builder DemoDemo setup

Company Contract

Co

nte

nt

Typ

e

Contract Status

Contract Renewal Date

IT Contracts

HR Contracts

Mktg Contracts

Contract Site Collection

HR Subsite

IT Subsite

Marketing

Subsite

Query Builder

Crawl generates crawled properties

Map Managed properties to Crawled properties:

ContractStatusAlias ContractRenewalDateAlias

Query Builder Demo

Result Types & Display Templates

Defining How Search Results Are

Categorized

A Result type is a

set of rules that

define data type

categories

But wait there’s more!!

Can also define

rules based on

Metadata

Combine file types

and metadata

together in a single

rule

Defining How Search Results Are

Categorized

SharePoint comes

with 31 default

Result Types

One is a default

for when no

other type fits

Can copy from

existing result types

when creating

new ones

Need to define

the attributes to

look for (Result

Conditions)

Then tell the

Result Type

what to do

(Result Action)

Result Type

Controlling How Your Results Are

Displayed

Display Templates

provide a customized

way of displaying

data in search results

and other sources

Templates allow for

the addition of logic

into result

presentations

Prior to SP2013, XSL

files had to be

modified. More

cumbersome

Controlling How Your Results Are

Displayed

Defined at the Site

Collection level.

Result Item display

templates as a

whole are two

parts

Item Display Template

Hover Panel Template

Display Template Examples

Github Tiles Template

Sharegate Slick Display

Template

http://en.share-gate.com/blog/sharepoint-display-template

https://github.com/SPCSR/DisplayTemplates

Little Documented step: Property Sync

https://technet.microsoft.com/en-us/library/dn794209.aspx

Demo – Display Template

Search Odds and Sodds

Query

Suggestions

Query Rules

Entity Extraction

(on-premises)

Thesaurus

(on-premises)

Entity Extraction

Entity Extraction

“How to get metadata if there is no metadata”

Entity Extraction

Infers the value of managed properties

Show up as refiners in search results

Manufacturing

Company

“Product Names”

Educational

Institutions

“School Names”

Oil & Gas

Company

“Oil Wells”

On-premises

Only!

Entity Extraction

STEP 1: Create a dictionary

KEY, DISPLAY format

Entity Extraction

STEP 2: Deploy the dictionary

$searchServiceApp = Get-SPEnterpriseSearchServiceApplication

Import-SPEnterpriseSearchCustomExtractionDictionary

–SearchApplication $searchServiceApp

–Filename <path>–DictionaryName <dictionaryname>

Where

<path> is a UNC filename<dictionaryname> is Microsoft.UserDictionaries.EntityExtraction.Custom.WordPart.n

(where n is 1,2,3,4 or 5)

Full crawl

required!

Entity

Extraction

STEP 3:

Configure

managed

property

Entity ExtractionSTEP 4: Configure a

refiner

Include

WordPartCustomRefiner1

as a refiner on the search

page

Query Suggestions

I’m looking for: “Ti…”

How about:

Tickets…

Time…

Tim Hortons…

Query Suggestions

What are Query Suggestions?

Word predictions

to assist your

search

Enabled

automatically in

Search Box WPs

Configurable by

you.

Add words to

always

suggest

Add words

to never

suggest

Rules for a Always Suggest File

One phrase for each line

Do not require quotes for multiline

Blank lines are acceptable

Order doesn’t matter. Sorted within SharePoint.

Files with duplicates will not upload

Rules for a Never Suggest File

One phrase for each line

Do REQUIRE quotes for multiline

Blank lines are acceptable

Order doesn’t matter. Sorted within SharePoint.

Often used to ensure misspells aren’t suggested

Files with duplicates will not upload

Thesaurus

Thesaurus

When you search for… Also include results for…

VP EVP, Vice President, Executive Vice President

HR Human Resources

SIN Social Insurance Number

Deploy a Thesaurus on-premises

STEP 1: Create a thesaurus file of synonyms

Format: KEY, SYNONYM, LANGUAGE format

Not case sensitive

Terms can’t include:

# / \ . ?

Deploy a Thesaurus on-premises

STEP 2: Deploy with PowerShell

$searchapp = Get-SPEnterpriseSearchServiceApplication

Import-SPEnterpriseSearchThesaurus –SearchApplication $searchapp -Filename <Path>

Change is immediate! No crawl required

SharePoint Online thesaurus…

Ignite 2016 Roadmap!

Interim solution by Mikael Svenson and Elio Struyf

SharePoint List Javascript

Query Rules

Query Rules

What are

they?

Why would I

want them?

Use Cases

When anyone uses the search term ‘benefit’ show the HR Benefit

Policy at the top of search results.

When anyone searches for any department name, show the

organizational chart at the top of search results.

How to add a Query Rule

Promoted Results

Result Blocks

ActionsCondition +

STEP 1: Add a Condition

Let’s enhance what happens when people search for ‘budget’…

STEP 2: Add an action

“Promoted Result”

Step 2: Add an action

“Result Block”

Don’t listen to them. It’s not ALL your fault!

Don’t listen to them. It’s not ALL your fault!

Users have to learn how to use search!

http://icansharepoint.com/infographic-search-sharepoint/

Matt Wade

@thatmattwade

Troubleshooting

SharePoint Search Query Tool

https://sp2013searchtool.codeplex.com/

SharePoint 2013SharePoint

Online

Presentation URLs

Thesaurus:

https://joannecklein.com/2016/11/15/sharepoint-thesaurus-a-great-on-boarding-tool/

https://www.eliostruyf.com/a-better-way-for-search-synonyms-in-sharepoint-online-2013-2016/

http://www.techmikael.com/2016/06/bringing-out-client-side-hammer-one.html

Thank you! Questions?

David Drever and Joanne Klein

Thanks for coming out!!

Saskatchewan SharePoint Office365 User Group

(https://www.meetup.com/SKSPOUG/)

Email : davidmdrever@outlook.com

Twitter : @DavidMDrever

Blog: prairiedeveloper.com

Email: joannecklein@outlook.com

Twitter: @JoanneCKlein

Blog: JoanneCKlein.com