EFFECTIVE STRATEGIES FOR SEARCHING ORACLE UCM. Alan Mackenthun Senior Software Consultant 4/23/2010. F i s h b o w l S o l u t I o n s

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1 EFFECTIVE STRATEGIES FOR SEARCHING ORACLE UCM Alan Mackenthun Senior Software Consultant 4/23/2010 F i s h b o w l S o l u t I o n s

2 EFFECTIVE STRATEGIES FOR SEARCHING ORACLE UCM Contents INTRODUCTION... 2 ORACLE S STATEMENT OF DIRECTION AUTONOMY/VERITY VDK SUPPORT WITHIN ORACLE CONTENT SERVER... 2 Search Option Features... 3 Database Search Considerations... 4 Oracle Database Search Optimization... 4 Metadata only search... 4 Database Full Text Options... 4 External Indexes... 5 FAST... 5 Oracle Enterprise Search... 6 Info on Fishbowl Solutions... 6 Predictive Search

3 INTRODUCTION One of the key features required of any content management solution is the ability to search the resulting repository to allow users to find and access the content they need. A Forrester study 1 in 2009 found that 72% of the respondents indicated that their organizations planned to increase ECM use or the number of ECM deployments in the next 12 months. Of those planning to increase ECM use, 61% said content sharing was the most important driver, followed by compliance, 51%; improved search, 45%; and cost-effective automation, 44%. Historically, Stellent included an internal search index using Verity s VDK, but support for search is now typically expected to be provided by the database supporting the content server instance either with a full text index or for searching only metadata. An enterprise search option is available to allow users to search for content across multiple Content Servers. Finally, Oracle will be including a limited license for Secure Enterprise Search as an alternative to database searching. Architects and customers need to know what options are available and how to decide which option to deploy in their solution. ORACLE S STATEMENT OF DIRECTION AUTONOMY/VERITY VDK SUPPORT WITHIN ORACLE CONTENT SERVER Oracle s Announcement with the ID last updated on April 20 th, 2009 is key to understanding the problem and Oracle s intended direction. Highlights include: In June 2008, Oracle will stop distributing the Autonomy / Verity VDK as an optional installation with Oracle Content Server. Customers purchasing Content Server after this time are not licensed to use the embedded Verity VDK implementation. Finally, As of February 28, 2009 the Verity components are no longer available through any distribution channels, including media request or download. By default, the Content Server now uses the associated database for metadata indexing. Oracle and SQL Server databases can be set up to support full text indexing, but Sybase and DB2 only support metadata only indexing. Oracle also provides a limited license for Oracle s Secure Enterprise Search (11g) which can be used to provide a full text index. Finally, other external indexes can be used either with available integrations or with a custom integration to support full text searching of repository content. 1 Search Compliance, Collaboration to Drive ECM 2010 Spending; Antone Gonsalves, Information Week, December 16,2009 2

4 SEARCH OPTION FEATURES Depending on your search requirements any one of the search options discussed here or even an option that is not discussed may be part of the right solution for you. The following is a list of many of the features or factors that could influence your decision. To make a decision, the most important requirements for your implementation need to be identified and then the available options can be ranked by those factors to help you make a decision. Search o Search execution performance o Search syntax/vocabulary/operators Boolean search Phrase matching Proximity searching Range searching (over a range of dates or integers) Attribute search or Zone searching ( xyz in xcomments or XML tag) Fuzzy Search Wildcard Substring search support Word forms (stemming) Regular Expression Numeric Data (ability to search numeric data) Case Sensitivity o Spell checking o Pagination of results (specify range of results (i.e ) o Keyword match highlighting in results (PDF Highlighting) o Ability to define limit on size of search results (MaxResults) o Ability to return large hit count o Ability to Sort on different types of fields and multiple fields at once (Score, metadata, date fields) o Relevance or Scoring ability and quality o Snippet or summary returned with results Index features o Stop words o Stemming o Performance o Full text and metadata indexing (lots of metadata) o Rebuild required on metadata changes/additions o Index size o File formats supported o Page limit (how much content can be indexed?) o Parametric search or faceted search o Ability to index large amounts of numeric data o Dictionaries available (multi-language support and support of multiple languages in a single collection) o Indexing Latency o Indexing SDK return value confirms success 3

5 Scalability Platform support (Hardware/OS) Support Availability Documentation available Cost of indexing solution and hardware required to support it. DATABASE SEARCH CONSIDERATIONS Whether or not database full text indexing is configured, for faster search performance, the DisableTotalItemsSearchQuery configuration variable can be set to false to disable calculation of total # of matches in when queries are executed. Additionally, it is always recommended that substring searches be avoided in favor of matches, contains or starts with query operators. In the past the substring operator was used by default, but substring queries require a lot more work to execute than queries with other operators especially with some databases and with large collections. Finally, the SearchSortOptions component can expedite search queries when the database is used as the search engine. The component adds a Sort Result checkbox to Content Server s search page that is used to enable or disable the search options (the sort field and sort order options). The SearchSortOptions component does not perform the enhanced sorting function unless the Sort Result checkbox is selected. Therefore, the Quick Search and Home Page searches no longer use the sorting options. ORACLE DATABASE SEARCH OPTIMIZATION By default, the Oracle database is case sensitive. The CaseInsensitiveSearch component enables you to run a search queries against an Oracle database that are case insensitive when matching records. This ensures that more entries will match the query selection criteria regardless of how the data was stored. Additionally, Content Server searches can be made to perform more efficiently by creating function-based indexes on commonly searched fields. METADATA ONLY SEARCH Metdata only database search is now the default configuration for new Content Servers. Any supported database can be used for metadata only search. For repositories that don t require full text search this is a much more efficient configuration. DATABASE FULL TEXT OPTIONS Oracle Database Full Text and Oracle text indexing Oracle Text with either 10g or 11g allows for a search collection to be created separate from the Content Server database without having to migrate, upgrade or modify the database used for the Content Server. 4

6 Oracle Text 11g offers state-of-the art indexing capabilities that are on par with, and in some cases, exceed the search capabilities that the Content Server offered with a the VDK integration. Oracle Text 11g supports sorting search results by score; a feature that is not available in 10g or earlier versions of Oracle Text. Tests have shown a four-fold increase in indexing speeds compared to VDK and a ten-fold increase measured in number of queries/sec. This new search options is more transactional, supports parallel indexing, provides faster index rebuilds, and unlike VDK, this solution does not require you to rebuild the search index every time you add a metadata field. Microsoft SQL Server for full text indexing Many clients are using Microsoft SQL Server for full text indexing. The biggest issue with this solution is the lack of an ability to sort results by score. EXTERNAL INDEXES You can also use an external search engine to provide full-text search functionality to the Content Server. Integration modules are available from Oracle for Oracle s Secure Enterprise Search, Autonomy s VDK, and FAST InStream. Additionally, a third party has created an integration for Google Mini appliances. Oracle Secure Enterprise Search Plans to ship a limited use license of Oracle Secure Enterprise Search 11g with Content Server With the release of Oracle Secure Enterprise Search (SES) 11g, Oracle will ship a limited use license of Secure Enterprise Search with Oracle Content Server 10gR3+. At that time, this optional search collection using Secure Enterprise Search will be internal to the Content Server. Additionally, it will provide the same enterprise-grade search solution, including the new search functionality, offered by Oracle Text 11g. Secure Enterprise Search does not require a DBA to maintain and provides organizations with an easy path to enterprise-wide federated search. By adding additional adapters to the implementation, users can easily and securely search across all of their organization's data sources from one interface including Web sites, file servers, content management systems (including Content Server), ERP and CRM systems, BI systems, and databases. FAST The FAST integration is not currently up to date, but Oracle does intend to update it to support 10g. At any rate, Microsoft has bought FAST and there are few Content Server deployments using it. Google Mini A Google Mini search appliance integration has been created that allows you to configure a Google Mini search appliance to support Content Server search. The integration is bundled with the lease of a Google Mini appliance. The price of the lease depends on the amount of content to be indexed. 5

7 Verity Customers who purchased Content Server before June 2008, are licensed to continue using the VDK integration. A patch to upgrade to VDK 6.0 had been released, but this is no longer available from Oracle. In 2005 Verity was purchased by Autonomy and what was Verity has been rolled into their IDOL platform. There are a few clients who have acquired VDK licenses from Autonomy to support continued use of the Verity VDK (later renamed K2). An Autonomy announcement states Autonomy s product enhancement and development efforts are focused on the IDOL-based search engine instead of VDK. Many customers continue to use their VDK indexes with 10g Content Server successfully, but no patches or updates are forthcoming so it would not be wise to continue to rely on this solution long term. One other consideration when comparing the VDK integration against any of the database integrations is that the database solutions do not require a full index rebuild before metadata additions can be used. Especially for clients with larger collections these rebuilds are problematic and can require days to weeks to complete. Other Options Oracle UCM s component architecture allows custom components to be developed to add functionality to any of the indexing and search options discussed above or to create a whole new integration. This could be leveraged to integrate with another indexing solution if none of the solutions described above meets your needs or in case an integration with another enterprise search solution is desired. ORACLE ENTERPRISE SEARCH Oracle Content Server supports the capability to search across multiple Content Servers and search distributed content. The servers may be locally placed or remotely positioned in diverse geographic sites. When Enterprise Search is configured, users are given the option to search locally or across other available repositories. Searches against all selected repositories are executed in parallel and results are returned in a single results template grouped by the repository in which they were found. Customization could allow the result sets to be merged, but this can be complicated due to varying configuration on different repositories especially if different indexing engines are used on different repositories. Varying metadata and sort capabilities from different repositories can also complicate the ability to search across different repositories. INFO ON FISHBOWL SOLUTIONS Since 1999, we have been delivering Oracle Universal Content Management Solutions, formerly Stellent, with one mission exceed customer expectations. Our knowledge of the Oracle UCM suite allows us to get your projects done the right way, and quickly providing you a swift ROI. Our culture is built on knowledge sharing and continuous improvement, so our Oracle UCM product suite and consulting offerings are always expanding and becoming more powerful, to meet your needs and exceed your expectations. Fishbowl as a Reseller: 6

8 With over a decade of experience as a certified reseller of Oracle Universal Content Management (Stellent), we are your one stop shop for all of your Oracle UCM needs. Our knowledge of the UCM system ensures that your implementation will be done quickly and accurately. Our strong belief in knowledge sharing will make sure you are confident in using your system. Fishbowl Components: We leverage the flexible, web-based, open architecture of Oracle Content Server and our consultants' deep Content Server expertise, to develop a large and continually growing family of Oracle UCM software solutions. These solutions fill in the gaps by adding features and functionality to the base UCM system. Our solutions are fully supported and easily upgraded with new versions of the Content Server, so you can take advantage of the latest Oracle features and Fishbowl enhancements, without the concern and downtime associated with traditional customizations. Fishbowl Consulting Services: From full UCM implementations, Web Content Management (WCM) or Records Management (RM) add-ons, to customizations and upgrades or specialty projects, we can deliver your Oracle UCM projects. We pride ourselves on our commitment to "exceed customer expectations". Our flexible consulting approach is refreshing. Our rates are competitive and we can start your project NOW. Fishbowl consultants provide the deep solution knowledge and breadth of expertise to deliver outstanding solutions to meet your needs on time and on budget. Fishbowl Support Offerings: We have been providing support around Oracle UCM and our software solutions for over a decade and understand the urgency required when your UCM system or project is down. We have a number of support offerings including an Oracle UCM Customization Support Program, System Administration and Staff Augmentation Support and Product Support for our Oracle UCM software solutions. All of our support offerings provide the immediate help you need to get your system or project back up and running. PREDICTIVE SEARCH One of the components we offer is the PredictiveSearch component. This component captures user search terms and stores those terms that return results. The stored search terms enhances the system by suggesting search terms to users based on what they start typing similar to functionality available on Google. Suggested terms are presented just below the input field and float over the top of any existing page elements. For more information on Fishbowl Solutions or to schedule a Solution Briefing, call , visit or send an to info@fishbowlsolutions.com. You can also keep up with us on our blog at 7

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