"Quick Win" Features vs. Enterprise Search Strategy

[OST01] “Quick Win” Features vs.

Enterprise Search Strategy

Agnes MolnarFounder, Principal Consultant,

Search Explained

Level: Introductory to Intermediate

Introduction – Agnes Molnar

15+ years experience

with SharePoint &

Search

10-years Microsoft

MVP

Customers on four

continents

Speaking at events &

workshops in 30+ countries

Agnes.Molnar@SearchExplained.com

https://SearchExplained.com

https://Academy.SearchExplained.com

Crawling & Indexing

Query Processing

https://searchexplained.com/Orlando-2017

Business goals UsersScenarios &

use cases

Application & content lifecycle

User experience

Metrics Milestones Resources

Experts Etc.

Requirements & PrioritiesFunctional Requirements

Data sources

Search applications

Organization-wide Search Center

Sales portal

“My content” dashboard

Phone book

Catalog search

Media Library

Application-specific requirements

Content set to display

Visualization of results

Refiners

Promoted results

Ranking and sorting options

Taxonomies

Synonyms

Statistics & Analytics

Query Suggestions

Language support

Feedback box

Design guidelines and requirements

Non-Functional Requirements

Support

Infrastructure

Security

Performance

Capacity

Disaster recovery

Backup

Archiving

Etc.

Dependencies and Constraints

Data source dependencies (content accessibility, content migration, etc.)

Infrastructure dependencies (DB migration, SharePoint upgrade project, etc.)

Project dependencies (Search Strategy, Content Strategy, etc.)

Other functional dependencies (taxonomy management system, etc.)

https://searchexplained.com/Orlando-2017

https://searchexplained.com/Orlando-2017

“Quick Win” Customizations

Result Sources Refiner ValuesItem Count on

Refiners

Custom Display

TemplatesQuery Rules

Query Suggestions

DEMO

Metadata

Refinement

Result Type & Display Template

On Hover Panel

In Query Rules

Content Metadata Search Metadata

Crawled property:

• metadata extracted from the documents/items during the crawl.

Managed property:

• mapped to crawled properties

• controlled by Search Admins

• helping users perform more efficient and successful queries:

• Refiners

• Displayed in Search Results

• Sorting Properties

MetadataCrawled Properties

Managed Properties

Project Number

Client Name

Project Financial ID

Project Number

External ContentCustomerNo

ProjectNo

Unstructured Content

Project NBRClientNumberClientName

List dataProject IDClientID

Client Name

Content TypeProject IDCustomer

Search Schema Design

MP TYPE MAPPED CP MULTI-VALUE

QUERY SEARCH RETRIEVE REFINE SORT

DEMOTITLE Text Title - Query Search Retrieve - Sort

DEMOCONTENTTYPE Text ContentType - Query Search Retrieve Refine Sort

DEMOURL Text Path - Query - Retrieve Refine Sort

DEMORESPPERSON Text cpRespPerson Multi Query - Retrieve Refine Sort

Step 1 – Identify your goals, needs & requirements

Step 2 – “Quick win” UI customizations (+ metadata)

Step 3 – Metadata

Step 4 – Content sources

Step 5 – Analyze, evaluate & repeat

Content Source Types

• On-prem

SharePoint

File share

Web

Exchange Public Folders

Business Connectivity Services

Custom

• Cloud

SharePoint Online

OneDrive for BusinessHYBRID

Hybrid Search

Content Sources

Name Type Location Owner Volume Crawl schedule

Intranet SharePoint http://intranet Intranet Team ~500K items Continuous

Project Sites SharePoint http://projects Will ~100K items 1 / hour

Sales share File share \\X:\Sales Jack ~2M items 1 / hour

Marketing share File share \\X:\Marketing Tina ~2M items 1 / hour

Company web site Web site http://SearchExplained.com Marketing/Publishing Team

<50K items 1 / day

Professional Know-How

Web site http://Academy.SearchExplained.com [external] <50K items 1 / 15 min

Company Announcements

Exchange Public Folder

Exchange/Public Folders/Announcements

Marketing/Internal Comm. Team

<50K items 1 / hour

HR data Business Data (SQL)

SQL database HR ~100K items 1 / day

CRM data Custom Connector

CRM system Sales ~2M items 1 / hour

New Content Source

MetadataUI

customization

Step 1 – Identify your goals, needs & requirements

Step 2 – “Quick win” UI customizations (+ metadata)

Step 3 – Metadata

Step 4 – Content sources

Step 5 – Analyze, evaluate & repeat

Search QualityWhat

Metrics?

Who?

How often?

What to do with the results?

Search Quality Metrics

Number of Searches

Number of successful Searches

Number of Searches with Zero

results

Results with no click

Most popular Queries

Results clicked the most

Who’s performing the most searches (users/department

s/roles)

Correlated searches

Speed / latencyTotal distinct search terms

Total distinct wordsTrends and historical

data/charts

Search Governance Plan

Defining content sources

Defining and managing types of content

Defining and managing metadata

Defining and implementing UI enhancements

Using third-party tools or custom functionality to extend search

Search Analytics

Training end users

https://SearchExplained.com/Orlando-2017

Agnes.Molnar@SearchExplained.com

@SearchExplained