Ontolica Search for SharePoint 2010 Administrator's Guide

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1 Ontolica Search for SharePoint 2010 Administrator's Guide Ontolica Search for SharePoint 2010 Created August 17, 2010

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3 Table of Contents Ontolica for SharePoint 2010 Overview 1 Installation Overview 3 Where to Install 3 SharePoint Structural Hierarchy 3 Installation and Setup Outline 4 System Requirements 4 Running the Ontolica Setup Program 5 Manual Deployment 8 Making Ontolica Available 9 Ontolica Configuration Files and Staging 10 Staging Overview 10 Finding and Transferring the Ontolica Configuration Files 11 Ontolica Central Administration 13 Farm-Level Functions and Settings 13 Application-Level Settings 14 Managing Ontolica Modules 15 Ontolica Search 16 Ontolica Search Intelligence 16 Managing Ontolica Licenses 17 Opening the License Manager 17 Uploading a New License 18 Setting the Active License 18 Viewing License Details 19 Viewing and Editing License Properties 20 Deleting a License 20 Ontolica Diagnostic Logging 21 Opening the Logging Options 21 Trace Log 22 Windows Event Log 22 Activating and Deactivating Ontolica Search and Ontolica Search Intelligence 23 Activating and Deactivating Farm-Level Features 23 Activating and Deactivating Ontolica Search and Ontolica Search Intelligence for a Selected Site Collection 25 Activating and Deactivating the Search Box Feature for an Application 27 The Ontolica Search Center 29 Creating an Ontolica Search Center 30 Search Center Result Pages 33 Adding a New Result Page 33 Result Page Web Parts 33 Result Page Search Settings (Search Tab Configurations) 35 Result Page Layout and Formatting 35 Simple and Advanced Search Forms 36 iii

4 Ontolica Search for SharePoint 2010 Administrator's Guide The Search Center Style Sheet 36 Introduction to Search Tabs 39 Search-Tab Configuration and Inheritance 40 Tab Settings and Inheritance 40 Farm-Level Search Tab Settings 41 Application-Level Search Tab Settings 41 Site-Collection-Level Search Tab Settings 42 Site-Level Search Tab Settings 42 Local Search-Center Tab Settings 43 The Search Tabs Page 43 Finding the Search Scopes Page 43 Interpreting the Search Tabs List 44 Using the Search Tabs Toolbar 45 Using the Search Tabs Action Menus 45 Search Tab Level Settings 47 Inheritance 48 Display Settings 49 Visible Tabs 49 Search Tab Properties 49 Name and Description 50 Search Tab Icon 51 Target Pages 51 Setting Target Audiences 51 Creating New Search Tabs 52 Search Tab Configuration 53 Introduction to Search Tab Configuration Settings 53 Search Tab Property Settings 55 Search Tab "Other" Settings 56 Introduction to Custom Properties 59 Establishing Custom Properties in SharePoint 59 Making Custom Properties Searchable 61 Custom Properties in Search Forms and Custom Queries 61 Including Custom Properties in Search Forms 61 The Searchable Properties Page 62 Creating and Configuring Searchable Properties 67 Working with Searchable Property Groups 80 Configuring General Searchable Properties Settings 84 Displaying Custom Properties in Search Results 86 Custom Properties in Search Results 86 Displaying Custom Result Properties 87 The Search Result Properties Page 87 Creating and Configuring Search Result Properties 92 Working with Result-Property Groups 95 Using Custom Properties to Group Results 99 iv

5 Table Of Contents Grouping Properties 99 Displaying a Grouping Control 100 The Grouping Properties Page 100 Creating and Configuring Grouping Properties 105 Using Custom Properties to Sort Results 110 Sorting Properties 110 Displaying a Sorting Control 111 The Sorting Properties Page 111 Creating and Configuring Sorting Properties 116 Using Custom Properties to Refiner in Results 118 Refiner Properties 118 Displaying a Refiner Control 120 The Refiner Properties Page 120 Creating and Configuring Refiner Properties 125 Introduction to Search Scopes 129 Configuring Scopes for the Ontolica Search Dialog Web Part 130 Configuring Scopes for the Ontolica Search Box Web Control 131 The Search Scopes Page 131 Finding the Search Scopes Page 132 Interpreting the Search Scopes List 132 Using the Search Scopes Toolbar 133 Using the Search Scopes Action Menus 134 Creating and Configuring Search Scopes 136 Adding, Editing and Deleting Search Scopes 136 Scope Configuration Settings 137 Working with Search Scope Groups 138 Creating a New Scope Group 138 Editing Scope Groups 141 Deleting Scope Groups 141 Populating Scope Groups 142 Configuring General Search Scope Settings 142 Inheritance Settings 143 Default Search Scope 144 Display Settings 144 Search-Result Actions 145 Enabling Actions in Search Results 145 The Search Result Actions Page 146 Finding the Search Result Actions Page 146 Interpreting the Search Result Actions List 147 Using the Search Result Actions Toolbar 148 Using the Search Result Actions Action Menus 149 Creating and Configuring Search Result Actions 151 Working with Action Groups 155 Creating a New Action Group 155 v

6 Ontolica Search for SharePoint 2010 Administrator's Guide Editing Action Groups 157 Deleting Action Groups 158 Populating Action Groups 159 Introduction to Ontolica Best Bets 161 Displaying Best Bets in Result Lists 162 The Best Bets Page 162 Finding the Best Bets Page 163 Interpreting the Best Bets List 164 Using the Best-Bets Toolbar 165 Using the Best-Bets Action Menus 165 Creating and Configuring Ontolica Best Bets 168 Adding, Editing and Deleting Best Bets 168 Best Bet Configuration Settings 170 Working with Best-Bets Groups 171 Creating a New Best-Bet Group 171 Editing Best-Bet Groups 174 Deleting Best-Bet Groups 175 Populating Best-Bet Groups 175 Quick Filters 177 Including Quick Filters in Search Forms 177 The Quick Filters Page 178 Finding the Quick Filters Page 178 Interpreting the Quick Filters List 179 Using the Quick Filters Toolbar 180 Using the Quick Filters Action Menus 180 Creating and Configuring Quick Filters 182 Configuring General Quick Filter Settings 184 Inheritance Settings 185 Default Filter 185 Using the Ontolica Search Box 187 Adding an Ontolica Search Box to Your Site 187 Using the Search Box with "My Sites" 188 Search Box Settings and Inheritance 189 Farm-Level Search Box Settings 190 Application-Level Search Box Settings 191 Site-Collection-Level Search Box Settings 191 Site-Level Search Box Settings 192 The Search Box Scopes Page 192 Finding the Search Box Scopes Page 192 Interpreting the Search Box Scopes List 193 Using the Search Box Scopes Toolbar 194 Using the Search Scopes Action Menus 194 Creating and Configuring Search Box Scopes 197 Adding, Editing and Deleting Search Box Scopes 197 vi

7 Table Of Contents Scope Configuration Settings 198 Scope Mapping Types 199 Working with Search Box Scope Groups 200 Creating a New Search Box Scope Group 200 Editing Search Box Scope Groups 202 Deleting Search Box Scope Groups 203 Populating Scope Groups 203 Configuring the General Search Box Settings 204 Inheritance Settings 205 Default Search Scope 206 Target Search Center 206 Display Settings 206 Advanced Search Link 207 Keyword Input Field Width 207 Target Audiences in Ontolica 209 Working with Ontolica Web Parts 211 Working in Edit Mode 211 Standard SharePoint Layout Options 212 Ontolica Configuration Settings 212 Ontolica Search Manager Web Part 212 Role of the Search Manager Web Part 212 Finding the Search Manager Configuration Settings 212 Search Configuration Mode 213 Active Search Tab 213 Shared Service Provider 214 Ontolica Search Tabs Web Part 214 Role of the Search Tabs Web Part 214 Initial Search Tab Selection 214 Finding the Search Tab Configuration Settings 214 XSLT Template 215 Page Mode 216 Display Options 216 Ontolica Search Dialog Web Part 216 Role of the Search Dialog Web Part 216 Finding the Search Dialog Configuration Settings 217 XSLT Template 219 Keywords 219 Searchable Properties 220 Search Scopes 221 Quick Filter 221 Search Results Page 222 Search Links 222 Display Options 224 Ontolica Search Summary Web Part 224 vii

8 Ontolica Search for SharePoint 2010 Administrator's Guide Role of the Search Summary Web Part 224 Finding the Search Summary Configuration Settings 224 XSLT Template 226 Search Summary 227 Result Control Options 228 Result Action Options 229 Refiner Options 229 Display Options 231 Ontolica SharePoint 2010 Search Result Web Part 231 Role of the SharePoint Search Result Web Part 231 Finding the SharePoint Search Result Configuration Settings 231 XSLT Template 233 Search Results per Page 233 Default Result Sorting 233 Search Result Actions 234 Search Result Properties 234 Miscellaneous Options 235 Display Options 236 Image Options 236 Search Scope 236 Fixed Search 237 Ontolica Search Hint Web Part 237 Role of the Search Hint Web Part 237 Finding the Search Hint Configuration Settings 238 XSLT Template 238 Empty Search Condition 239 No Results Condition 239 Display Options 239 Ontolica Best Bets Web Part 240 Role of the Best Bets Web Part 240 Finding the Best Bets Configuration Settings 241 XSLT Template 242 Best Bets Search 242 Image Options 242 Result Options 243 Display Options 243 Ontolica High Confidence Web Part 243 Role of the High Confidence Web Part 243 High Confidence Managed Properties 244 Finding the High Confidence Configuration Settings 244 XSLT Template 245 Result Options 246 Image Options 246 Display Options 246 viii

9 Table Of Contents Web Part XSLT Templates 246 XSLT Template Settings 246 Creating Custom XSLT Templates 247 The Ontolica Style Gallery 248 Constructing Search Strings 251 Boolean Operators 251 Wildcard Searches 251 Phrase Searches 252 Property Searches 252 Complex Search Expressions 252 Property Search Syntax 252 Using Dynamic Search Values 257 URL Syntax 258 ix

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11 Chapter 1: Introduction Ontolica for SharePoint 2010 Overview Ontolica for SharePoint 2010 builds on the functionality provided by the Microsoft Office SharePoint Server (MOSS) search engine to create a more flexible and powerful search solution than could easily be created using the default MOSS features. By adding Ontolica Search, IT-professionals are saved months of reprogramming SharePoint 2010 to the specific needs of organizations using SharePoint. Ontolica Search is extremely flexible and customizable, and has an abundance of clever and indispensable features. Important features introduced and improved upon by Ontolica include: Boolean search (AND,OR,NOT) NEAR search Wildcard search (*) Advanced query syntax Advanced search page Action menu on search results (View properties, Alert me, etc) Configurable web parts Customizable search dialog Firefox support Hit highlighting in search results Jump to list items from search result Open links in new window Save search * Painless deployment Search standard properties like Author, Title, etc. Web based configuration in a SharePoint look & feel XSLT customization of all web parts Consistent Search across WSS and MOSS Search using the MOSS search engine Enhanced search center Search custom properties Search by content type Search scopes Quick filters Customizable action menu on search results * Display custom properties in search results Use search result web part with fixed search expression Refiner (automatic search refinement suggestions) Enhanced best bets Enhanced people search * Image search * Search result grouping Site level search configurations (behavior of a single search center can vary based on the site from which the user searched) Tabbed search & phone support Federated Search * Not supported by Microsoft Search Server and Search Server Express 1

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13 Chapter 2: Installation and Setup Installation Overview Ontolica is implemented as a standard SharePoint Solution, which means that it is very easy to install, configure and distribute between servers using the standard SharePoint controls and integration points. Where to Install Ontolica is delivered with a setup program, which you must run on one of your SharePoint servers. If you have installed SharePoint on a server farm, then Ontolica will automatically be distributed to the other servers as needed via the standard SharePoint mechanism for server farms. Thereafter, you can deploy, configure and customize the solution as described in this manual. SharePoint Structural Hierarchy Ontolica fits neatly into the structural hierarchy of SharePoint SharePoint is designed to scale smoothly to support everything from a single site running on a single server, to a complex distributed solution running on a server farm and supplying several different Web applications, collections and sites. To support this wide range of possible solutions, SharePoint is organized into a hierarchical structure, as shown in the figure below. Figure: SharePoint 2010 structure 3

14 Ontolica Search for SharePoint 2010 Administrator's Guide Ontolica installs into this structure as follows: At the farm level: Basic support for all Ontolica functions are installed here. As noted above, SharePoint automatically distributes these to all servers in the farm as needed, thereby making Ontolica available to all application, collections and sites. At the application level: Administrators can choose to deploy Ontolica to some or all of the applications in effect on the farm. Only those applications to which you choose to deploy Ontolica will supply its features. At the collection level: Administrators can choose to activate or deactivate Ontolica for each individual site collection that belongs to an application to which Ontolica is deployed. At the site level: Ontolica search results and advanced search forms are provided by the Ontolica Search Center, which exists as its own "site" in SharePoint (users normally work at the site collection level). Here, you can configure specific search options for a given search form. In some cases, you might create more than one search center, each customized to provide specifically targeted results. Installation and Setup Outline To install Ontolica and make its basic, default features available to a given site collection, do the following: 1. Run the Ontolica setup program on one of the machines in your server farm as described in "Running the Ontolica Setup Program". 2. Make sure the Ontolica is activated at the farm level as described in "Activating and Deactivating Farm-Level Features". 3. If you did not choose to deploy Ontolica when running the setup program, then do so manually afterwards to each relevant application as described in "Manual Deployment". 4. Activate Ontolica for each site collection where you want to use its features as described in "Activating and Deactivating Ontolica for a Selected Collection". 5. Create at least one Ontolica Search Center for each site collection where you have activated Ontolica. See "Creating an Ontolica Search Center" for details. See also "Making Ontolica Available" for more information about the purpose of each of these steps. System Requirements Ontolica requires the following: Microsoft Windows Server 2008 x64 with SP2 or later / Microsoft Windows Server 2008 R2 Microsoft Office SharePoint Server 2010 or Microsoft Search Server (Express)

15 Installation and Setup Microsoft SQL Server 2005 x64 with SP3 / Microsoft SQL Server 2008 x64 with SP1 / Microsoft SQL Server 2008 R2 and the following: o Database Engine Service o Analysis Services o SQL Server Agent o Remote connections enabled over TCP o Mixed mode authentication enabled with sa account Running the Ontolica Setup Program To install Ontolica: 1. Go to a machine where SharePoint Central Administration is installed and log in to the system as SharePoint farm administrator. You only need to run the installer on one machine and SharePoint will deploy necessary files onto all Web Front End machines. 2. Ontolica is distributed as a zip package, which must be extracted first, preferably in a local drive of the Central Administration machine. It is possible to use Windows built-in Extract All context menu function on the installer zip file. 3. After extracting the installer, execute the setup.exe file in the root folder. You will be prompted with the Welcome page of the setup wizard. Click Next to continue. 5

16 Ontolica Search for SharePoint 2010 Administrator's Guide 4. The System Check page opens. The setup program now checks your system to make sure that the required prerequisites are present and that you have adequate permissions to install Ontolica. If one of the tests fails, then read the message on your screen, fix the problem and run the setup program again. Once all of the tests have passed, click on Next. 5. The License Agreement page opens. Read the agreement carefully. If you agree with its terms, then mark the I accept the terms in the License Agreement check box and click on Next. 6

17 Installation and Setup 6. Provided you chose to accept the license agreement, the Deployment Targets page opens. This page shows each of the Web applications currently installed on your SharePoint farm. Mark the check box for each application to which you want to deploy Ontolica. Note that you can also deploy manually to new and existing applications at any time later. When you are done selecting the target applications, click on Next. 7. Ontolica is now installed and deployed to the applications you selected. This process may take several minutes - a progress bar is shown. When installation and deployment are finished, the Installation Complete page is shown. Ontolica is now installed. Click on Close to quit the installer. 7

18 Ontolica Search for SharePoint 2010 Administrator's Guide Manual Deployment If, when installing Ontolica, you chose not to deploy the feature automatically, then Ontolica will not be available to any of your sites or applications until you deploy it. To deploy Ontolica, use the standard procedure for deploying solutions in SharePoint as follows: 1. Open the SharePoint Central Administration site. 2. Click on the System Settings tab. 3. On the System Settings page, select Manage Farm Solutions under the Farm Management heading. 4. The Solution Management page is now shown. Here, you can see a list of all solutions installed on your farm. Click on ontolicasearch.wsp in the solutions list. 5. You are now shown the Solution Properties for Ontolica. 8

19 Installation and Setup Click on the Deploy Solution link to open a page for deploying the solution to selected Web applications at a selected time. Please see your SharePoint documentation for more information about how to open the SharePoint Central Administration site and use it to work with solutions and other aspects of your SharePoint installation. Making Ontolica Available To make the features of Ontolica available to users, your site must provide the following: An Ontolica Search Center, which supplies pages that interact with the MOSS search database by submitting queries and displaying search results. The Search Center is a standard SharePoint sub-site, which usually contains several different pages for providing features such as: a simple search form, an advanced search form and several result pages, each optimized to display a specific type of result (such as images, people, documents, etc.). Each search and result page in the Search Center is populated with Ontolica Web Parts, which are responsible for creating the various features. See also "The Ontolica Search Center" for more information about the Search Center. An Ontolica Search Box, which is available on all pages of your site. The Search Box is very simple, usually just a single input field, though it may also have a scope selector and a few links (e.g., to an advanced search page). The Search Box must be configured to target an appropriate result page in the Search Center. The Search Box is a standard Web control; in a typical SharePoint installation, Ontolica will automatically replace the standard MOSS search box with the Ontolica one (unless you have customized your site template so that it no longer includes the delegate control normally used with MOSS). See also "Using the Ontolica Search Box" for more information about the Search Box. To make Ontolica Available to users: 1. Install and activate Ontolica for the farm. This makes Ontolica software available at the farm level. See "Running the Ontolica Setup Program" and "Activating and Deactivating Farm-Level Features" for instructions. 9

20 Ontolica Search for SharePoint 2010 Administrator's Guide 2. Deploy Ontolica for each application. This might have already been done automatically during installation, but if you add a new application or if you chose not to deploy automatically, then you may need to do so manually. See "Manual Deployment" for instructions. 3. Activate Ontolica for each relevant site collection. This will result in all of the Ontolica Web Parts, Web Controls, galleries and templates to be available to the site collection. See "Activating and Deactivating Ontolica for a Selected Collection" for instructions. 4. Add the Ontolica Search Box Web Control wherever needed in your page templates. This should only be necessary if you have removed (or renamed) the standard Microsoft MOSS search-box delegate control (otherwise, Ontolica automatically becomes the standard Search Box for all sites where Ontolica is activated). See "Adding an Ontolica Search Box to Your Site" for more information about adding the Search Box. 5. Create a Search Center for each relevant site collection. Ontolica provides a site template that enables you to create a new Search Center at any time using the standard SharePoint controls for adding sites to your solution. Note that you should create the Search Center at the URL targeted by the Search Box (default is "OntolicaSearch"). See "Creating an Ontolica Search Center" for more information. 6. If you are using the SharePoint "My Sites" feature, then activate and set up the Ontolica Search Box for the web application that hosts the personal sites. Because each of the personal sites created for the "My Sites" feature is actually its own site collection (of which there can be many), you should manage the Search Box for all of these at once by working at the application level, rather than activating and configuring Ontolica individually for each personal site collection. See "Using the Search Box with 'My Sites'" for details. Ontolica Configuration Files and Staging Staging Overview Many site administrators will opt to use a staged roll-out of Ontolica. This strategy words as follows: 1. Establish a test copy of the current SharePoint setup. 2. Install Ontolica on the test setup. 3. Configure and test Ontolica on the test setup. 4. When everything is shown to work correctly on the test setup, install Ontolica on the live setup. 5. Transfer the configurations that have been shown to work correctly in the test setup. Remember to transfer the XML files for each site collection and site, plus settings from the property bag for the farm and applications (see below). 10

21 Installation and Setup The above process is often referred to as "staging." You might use this procedure when installing Ontolica for the first time, when upgrading Ontolica and/or whenever you make significant configuration changes for Ontolica. Finding and Transferring the Ontolica Configuration Files If you would like to implement a staged roll-out of Ontolica, then you must be able to find the Ontolica configuration files on your test machine and then copy these to your live SharePoint farm when you are ready. These are stored as follows: Farm- and application-level settings are stored in the property bag. To move your settings at these levels, you must copy them from here. Please see your SharePoint documentation for full details about how to work with the property bag. Site-collection-level settings are stored as XML files in a hidden document library that is available at the root of the site collection. Sub-site settings are stored in the same, hidden document library as those for the parent site collection. There is one XML file for each sub-site where Ontolica settings have been made. To access the hidden document library that holds the Ontolica configuration files for a given site collection and its sub-sites, enter the following URL into a browser: Where <SiteCollectionRoot> is the top-level URL of your site collection. For example: Your browser will then display the OntolicaConfig library for the site collection that matches the URL you entered. Here you will see the following files: OntolicaSearchConfig_Root: this is an XML file that contains all of the settings made at the site-collection level for the current site collection. OntolicaSearchConfig_<RelativeSitePath>: for each sub-site on which you have made custom Ontolica settings, there will be one XML file that follows this naming convention. If you have not made any sub-site settings, then there will not be any files such as this one. In the <RelativeSitePath> expression, all "/" characters are replaced by "_"; so for example: the site " would have a configuration file named "OntolicaSearchConfig_sites_demo". 11

22 Ontolica Search for SharePoint 2010 Administrator's Guide When staging, you must copy all of the above files for each relevant site collection from your test server to your live farm. Note that you may need to rename the sub-site configuration files if these do not have the same relative URLs on the live server as they do on the test server (i.e., the <RelativeSitePath> part of each file name might need to be changed to ensure it is valid for the live server (see above)). Use the standard SharePoint controls to export each file and then again to upload the files to your live server (enter a URL such as the one described above to get to the OntolicaConfig library on your live site collections). By using the standard SharePoint controls when uploading on the live farm, you will be sure that the files are distributed as needed to all front-end servers in the farm. You might also choose to use a program or script to help automate the process if you have such a tool. 12

23 Chapter 3: Ontolica Central Administration Ontolica Central Administration When you install Ontolica, several settings pages are added to your SharePoint Central Administration page. Use these to configure settings that apply to the entire SharePoint farm and/or to specific SharePoint applications. Farm-Level Functions and Settings Settings that you make at the farm level will be available to all applications, collections and sites in your SharePoint installation. To find these settings, log into your SharePoint central administration site and go to the System Settings tab. Figure: The System Settings tab of the SharePoint Central Administration site The following two links under the System Settings tab provide settings that affect the deployment and availability of Ontolica (and other features and/or solutions you may have installed): Manage farm features: enables you to activate or deactivate Ontolica and other features for your farm. See "Activating and Deactivating Farm-Level Features" for details. Manage farm solutions: enables you to deploy or retract Ontolica and other solutions to/from your various applications. See also "Manual Deployment". 13

24 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: The General Application Settings tab of the SharePoint Central Administration site All of the links under the Ontolica for SharePoint heading apply only to Ontolica. The following are provided here: Manage Ontolica modules: enables you to make farm-level search-tab and Search Box settings. It also provides a link to the Ontolica Configuration Wizard, which will help you set up your first Search Center(s). See also "Managing Ontolica Modules". Manage Ontolica licenses: enables you to check the status of your Ontolica licenses, upload license files and manage other types of license-related tasks. See also "Managing Ontolica Licenses". Diagnostic Logging: enables you to configure how Ontolica stores log information. Use these options to control which types of events are logged and where the logs are saved. This log can be helpful during initial setup and troubleshooting; once your solution has been tested and shown to work correctly, you will usually return here to reduce the amount of detail logged, thereby saving disk space and improving performance slightly. See "Ontolica Diagnostic Logging" for details. About Ontolica: provides a few details about your Ontolica installation (such as the version number and farm-activation ID) and gives links to the Ontolica and SurfRay web sites. Application-Level Settings Settings that you make at the application level only affect one application at a time (including all collections and sites that belong to it). To find these settings, log into your SharePoint central administration site, go to the Application Management tab. 14

25 Figure: The Application Management tab of the SharePoint central administration site Ontolica Central Administration The following links on the Application Management tab are relevant for Ontolica: Web Applications > Manage Web applications > Manage Features: enables you to activate or deactivate the Ontolica-Search-Box feature for each application. See "Activating and Deactivating the Search Box for an Application" for details. Ontolica for SharePoint > Manage Ontolica Modules: enables you to make application-level search-tab and Search-Box settings. See also "Managing Ontolica Modules". Managing Ontolica Modules Use the Manage Ontolica Modules page to make farm- and application-level settings for all types of Ontolica modules that you have installed for SharePoint. Each module adds its own heading to this page. The section added for the Ontolica for SharePoint 2010 product is titled Ontolica Search. The Manage Ontolica Modules page is available both for farm-level and application-level settings. It is nearly identical for both types of settings except: To access farm-level settings, open this page from the General Application Settings tab of the central administration site (see also "Ontolica Central Administration") To access application-level settings, open this page from the Application Management tab of the central administration site (see also "Ontolica Central Administration") When you are editing the application-level settings, each of the various settings pages include a drop-down list for selecting which application you wish to configure. Make the appropriate selection here before making any other settings on each page. 15

26 Ontolica Search for SharePoint 2010 Administrator's Guide Ontolica Search Figure: The Manage Ontolica Modules page of the SharePoint Central Administration site The following links are provided under the Ontolica Search heading. Use them to access each of the various functions available at your current site level: Manage Search Tabs: Opens the Search Tabs page, which is used to configure search-tab settings for your current site level. These settings are also available at the collection and local-site levels. See "Introduction to Search Tabs" for details about the settings available here. Manage Search Box Scopes: Opens the Search Box Scopes page, which is used to configure search scopes available to the Search Box Web Control. These settings are also available at the collection and local-site levels. See "The Search Scopes Page" for details about the settings available here. Export Search Configuration: Opens Export Search Configuration page, which is used to export the Ontolica search configuration settings to a file. Import Search Configuration: Opens the Import Search Configuration page, which is used to import Ontolica search configuration settings from a file to the current configuration level. Ontolica Search Intelligence The following links are provided under the Ontolica Search Intelligence heading. Use them to access each of the various functions available at your current site level: Manage Ontolica Search Intelligence Database: This page allows you to install and delete the database instance used by Ontolica Search Intelligence. It also allows you to reset the installed database and specify the trusted connection type to the statistics in the Analysis Services cube. Data Processing Settings: This page allows you to map NetBios names to Fully Qualified Domain Names and to tweak the Ontolica Search Intelligence engine. Schedule Data Providers: Opens the Data Providers page, which is used to view and manage data providers for Ontolica Search Intelligence. Different data providers processing can be scheduled here. 16

27 Ontolica Central Administration Data Processing Status: This page is used to trace and consult the Ontolica Search Intelligence database sizes and their processing status. Instructions for how to configure these functions can be found in Ontolica Search Intelligence guide under Configuration section. Managing Ontolica Licenses To use Ontolica, you must purchase a license that matches your SharePoint installation and other requirements. For example, each license provides support for a specific number of servers, technical support options, updates, feature options, etc. Some licenses, such as trial licenses, may also have an expiration date. When you purchase a license, you will receive a license file, which encodes a serial number, your selected options and other information. If your installation changes (e.g., because you add more servers to your farm), then you may need to contact SurfRay and update your license. Once you have done this, you will receive a new license file. Opening the License Manager Use the Ontolica License Manager to view details about your installed license files, select the active license, delete licenses and upload new ones. To open the license manager: 1. Open the SharePoint Central Administration site. 2. Click on the General Application Settings tab. Figure: The General Application Settings tab of the SharePoint Central Administration site 17

28 Ontolica Search for SharePoint 2010 Administrator's Guide 3. On the General Application Settings page, select Manage Ontolica licenses under the Ontolica for SharePoint heading. 4. The Ontolica License Manager opens. Figure: The Ontolica License Manager Uploading a New License When you upgrade your license (e.g. form a trial license or to add support for additional servers), you will receive a new license file from SurfRay. You must then upload this file to your Ontolica installation. To do this: 1. Open the Ontolica License Manager as described above. 2. Click on the Upload License button in the toolbar. 3. Follow the instructions on your screen to select the new license file and upload it. Setting the Active License Of all of the licenses shown in the License Manager, only one license is actually active. The other licenses may represent older licenses, trials or developer licenses. You may occasionally need to switch the active license (e.g., to go from a developer license to a production license or back again). The currently active license shows a check mark next to its name in the License Manager table. To select the active license: 1. Open the Ontolica License Manager as described above. 2. Click on the Name of one of the target license in the table. This opens the action menu for your selected license. 3. Choose Set as active license from the action menu. 18

29 Ontolica Central Administration Viewing License Details When you first come to the License Manager page, summary information about each installed license file is shown in the table. Additional information about each installed license is also available. To see it: 1. Open the Ontolica License Manager as described above. 2. Click on the Name of target license in the table. This opens the action menu for your selected license. 3. Choose View details from the action menu. 4. The License Details page opens, showing details about your selected license. Figure: Ontolica License Details 19

30 Ontolica Search for SharePoint 2010 Administrator's Guide Viewing and Editing License Properties In addition to the fixed details, each license also has a name and description that you can edit to help make the license easier to identify in the table on the License Manager page. To view and/or edit these: 1. Open the Ontolica License Manager as described above. 2. Click on the Name of one of the target license in the table. This opens the action menu for your selected license. 3. Choose Edit properties from the action menu. 4. The Edit License Properties page opens. Make the following settings: Name: Enter a name for the license. This is shown on the Ontolica License Manager page. Description: Enter a short description for the license. Use this to make the purpose of the license more clear for you and other administrators. This can only be seen on the Edit License Properties page. 5. Click on OK to apply your settings. Deleting a License If you no longer need a license (e.g., after upgrading from a trial license), then you can delete its license file from your servers. Thereafter, the deleted license will no longer be shown in the Ontolica License Manager and it will no longer be available unless you upload it again. You cannot delete the currently active license. To delete a license: 1. Open the Ontolica License Manager as described above. 2. Click on the Name of the target license in the table. This opens the action menu for your selected license. 20

31 Ontolica Central Administration 3. Choose Delete license from the action menu. 4. Follow the instructions on your screen to complete the delete operation. Ontolica Diagnostic Logging The Diagnostic Logging settings enable you to configure how Ontolica stores log information. Use these options to control which types of events are logged and where the logs are saved. This log can be helpful during initial setup and troubleshooting; once your solution has been tested and shown to work correctly, you will usually return here to reduce the amount of detail logged, thereby saving disk space and improving performance slightly. Opening the Logging Options To open the Ontolica logging options: 1. Open the SharePoint Central Administration site. 2. Click on the General Application Settings tab. 3. On the General Application Settings page, select Diagnostic Logging under the Ontolica for SharePoint heading. 4. The Ontolica Diagnostic Logging page opens. 21

32 Ontolica Search for SharePoint 2010 Administrator's Guide See below for details about each of the controls and setting available on the Ontolica Diagnostic Logging page. Trace Log The settings in this area control the way Ontolica saves its log file of events. The following settings are available: Path: Specify a location to store the trace logs generated by Ontolica. Make sure that the location exists on all servers in the farm, for example: "~CommonProgramFiles\Microsoft Shared\Web Server Extensions\12\LOGS\Ontolica" Storage Period: Specify the number of days for which to keep old log files. Files older than this will be deleted automatically. Enable detailed logging: Mark this box to store more information in the log than usual. Usually, you should only enable this for brief periods of time when you are having trouble because this option will greatly increase the size of the log files and could potentially lower the performance of Ontolica. Windows Event Log In addition to the trace log, Ontolica can also store information in the Windows Event Log. Use the radio buttons in the Windows Event Log area to select which types of information will be stored here. 22

33 Chapter 4: Activating and Deactivating Ontolica Search and Ontolica Search Intelligence Activating and Deactivating Ontolica Search and Ontolica Search Intelligence Ontolica Search and Ontolica Search Intelligence are implemented as a standard SharePoint Features. Ontolica Search can be activated or deactivated at the farm and collection levels, while Ontolica Search Intelligence can only be activated and deactivated at the farm level. When deactivated at the collection level, Ontolica features will not be available to the affected collection(s) and the search functionality for that collection will revert to the standard SharePoint search engine. When deactivated at the farm level, the Ontolica farm-level features (such as deploying or activating Ontolica) will no longer be available, but all collection that already have Ontolica deployed and activated will still function normally. When deactivated, Ontolica retains all of its current settings and can easily be re-activated at any time. If you do not want to use Ontolica anymore, then you can uninstall it by running its setup program. In addition to the Ontolica Search feature, you can also activate the Ontolica Search Box feature at the application level. The Ontolica Search Box can replace standard SharePoint search box, providing enhanced functionality. It can be configured to direct users to an Ontolica Search Center (part of the Ontolica Search feature) that resides on a different site collection. In other words, it is possible to enable the Ontolica Search Box feature for all collections in an application without the need to activate the complete Ontolica Search feature for each collection (this is useful, for example, when using SharePoint "My Sites"). Activating and Deactivating Farm-Level Features When deactivated at the farm level, the Ontolica farm-level features will no longer be available. This has the following effects: Ontolica operations will not be available on the SharePoint Central Administration site. It will not be possible to deploy Ontolica to new applications. It will not be possible to re-activate Ontolica for existing site collections where it is currently deactivated. All site collections that already have Ontolica deployed and enabled will still function normally. To activate or deactivate Ontolica farm-level features, do the following: 23

34 Ontolica Search for SharePoint 2010 Administrator's Guide 1. Open the SharePoint Central Administration site. 2. Click on the System Settings tab. 3. The General Application Settings page is now shown. Select Manage farm features under the Farm Management heading. The Manage Farm Features page is now shown. Here, you can see and modify the activation status of each installed feature. 24

35 Activating and Deactivating Ontolica 4. To toggle the activation status of Ontolica, click on the button next to the Ontolica Search Farm Feature icon. Please see your SharePoint documentation for more information about how to open the SharePoint Central Administration site and use it to work with Features and other aspects of your SharePoint installation. Activating and Deactivating Ontolica Search and Ontolica Search Intelligence for a Selected Site Collection Ontolica features are made available to users when it is activated at the site-collection level. When deactivated at the collection level, Ontolica features will be unavailable to the affected collection(s) and the search functionality for that collection will revert to the standard SharePoint search engine (unless the Ontolica Search Box feature is activated for the parent web application; see also "Activating and Deactivating the Search Box for an Application"). When you first activate Ontolica for a given site collection, the following things happen: The default Microsoft search box control is replaced by the Ontolica Search Box An Ontolica style gallery is created (provided the gallery does not already exist) Default versions of the XSLT and CSS files uploaded to style gallery Ontolica Web Parts are uploaded to Web Part Gallery When you deactivate Ontolica for a site collection, the following things occur: The Ontolica Search Box is replaced by the default Microsoft search box Ontolica Web Parts are removed from the Web Part Gallery To activate or deactivate Ontolica for all of the sites in a given site collection, do the following: 1. Open a SharePoint site that is part of the site collection you want to modify. 2. Select Site Actions > Site Settings from the command menu. The Site Settings page opens. 25

36 Ontolica Search for SharePoint 2010 Administrator's Guide 3. Select Site collection features under the Site Collection Administration heading. The Features page opens. Here, you can see and modify the activation status of each installed feature. 26

37 Activating and Deactivating Ontolica 4. To toggle the activation status of Ontolica, click on the button next to the Ontolica Search icon. Please see your SharePoint documentation for more information about how to open the SharePoint Central Administration site and use it to work with Features and other aspects of your SharePoint installation. Activating and Deactivating the Search Box Feature for an Application The Ontolica Search Box feature provides a subset of the capabilities provided by the full Ontolica feature. It enables you to activate and manage the Search Box for a group of site collections that do not otherwise have the full Ontolica feature active. Usually, you will do this if you use the SharePoint "My Sites" feature (see also "Using the Search Box with "My Sites""). When you activate the Search-Box-only feature for a given web application, the following happens: The default Microsoft search box control is replaced by the Ontolica Search Box for all site collections belonging to that application (regardless of whether the full Ontolica feature is activated for those site collections). When you deactivate Search-Box-only feature for a given web application, the following happens: The Ontolica Search Box is replaced by the default Microsoft search box for all site collections that both belong to that application and do not have the full Ontolica feature is activated. To activate or deactivate Ontolica for all of the site collections in a given web application, do the following: 1. Open the SharePoint Central Administration site. 2. Click on the Application Management tab to open the Application Management page. 27

38 Ontolica Search for SharePoint 2010 Administrator's Guide 3. Select Manage web applications under the Web Applications heading. Select the Manage Features for the selected web application. 4. Use the Web Application action menu to select the application you want to work with. Please see also your SharePoint documentation for more information about how to open the SharePoint Central Administration site and use it to work with Features and other aspects of your SharePoint installation. 28

39 Chapter 5: Setting up an Ontolica Search Center The Ontolica Search Center Like the standard search feature of SharePoint 2010, Ontolica makes use of a search center, which is a SharePoint sub-site that provides pages for displaying search-result (possibly in each of several styles) and advanced search forms as needed. All search forms in the collection must target one of the result pages stored here, which handles the query and displays results. Of course, the Ontolica search center is quite different from the standard SharePoint one and incorporates several different types of Ontolica search controls. As you develop your search feature, you may add extra pages to the search center. For example, if you take advantage of Ontolica's search tab feature, then each search tab will exist as a separate page within the search center sub-site. Users can select among these tabs depending, for example, on whether they are looking for documents, images, people or Web pages. The Ontolica search center exists as its own "site" in SharePoint, and is therefore part of a site collection. It is usually shown as its own tab in the SharePoint application seen by users. Often, users will come to the search center after entering a query in the site-wide search box or when searching from another site in the collection. Users can also visit the search center directly, in which case a search form is provided, typically also with a link to an advanced search form. The search site is able to respond differently depending on where the user was when initiating the search. For example, if the user was browsing the user directory and searches from there using the Ontolica Search Box, then the search center can be configured to display results in a format that is best for finding users - e.g., with photograph, title and phone numbers for each record and with results filtered to show user records, not Word documents. 29

40 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: Example of an Ontolica Search Center that includes several search tabs, showing search results Creating an Ontolica Search Center The Ontolica search center exists as its own "site" in SharePoint, and is therefore part of a site collection and is usually shown as its own tab in the SharePoint application seen by users. To add an Ontolica search center, you will also therefore use the standard site-creation procedure for SharePoint as outlined below. To add a new Search Center: 1. Log onto SharePoint as a user that is able to create sites for the collection you wish to modify. 2. Go to the highest-level site for the collection. Usually, this is where you will be when first logging in, and is also usually the left-most tab in the site navigator. (Note, however, that you might choose to create the search center anywhere, depending on your requirements.) 3. Do one of the following: 30

41 Setting up an Ontolica Search Center o If your site collection has publishing enabled: Open the Site Actions menu and select New Site and go to the Create page. Choose "Search" category tab and select the "Ontolica Search Center" template. o If your site collection does not use publishing: Open the Site Actions menu and select Site Settings. From here, click on the Sites and Workspaces link under the Site Administration heading. Choose the Create option. The standard New SharePoint Site page opens. Fill out the form as described in your SharePoint documentation and according to the needs of your solution. Pay special attention to the following points as you fill out the form (see also the figure below): URL Name: We recommend that you set this to "OntolicaSearch", which is the default target setting for the Ontolica Search Box. (Note, however, that you can also change the target for the Search Box at any site level, in which case you must set this to match the target setting for the appropriate Search Box; see also "Configuring the General Search Box Settings".) Template Selection: Select one of the Ontolica templates, which are listed on the Search category tab. Choose "OntolicaSearch Center with Publishing" if your site uses publishing. Choose "Ontolica Search Center" if your site does not use publishing. 4. Fill out all of the other fields as is appropriate for your solution and then click on Create to create the search center. 31

42 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: Important settings when creating an Ontolica Search Center Initially, a Search Center added using the above procedure will include the following files: default(default).aspx: a simple search form that targets the default result page. This is the first page that users will see if they navigate directly to the search center. DefaultResults.aspx: a standard result page (also includes a simple search field and links to pages for user preferences and the advanced search form). This page is targeted by the default search form, default advanced search form and the Search Box. DefaultAdvanced.aspx: an advanced search form that targets the default result page. DefaultDetails.aspx: a default page for viewing extra details about an item selected from the default result list. People.aspx: a simple form for searching for people. This form targets the PeopleResults.aspx page. PeopleResults.aspx: a result page that is designed to show information about people. This page also includes a simple form for submitting a new search; this form targets the PeopleResults.aspx page itself. PeopleResultsAdvanced.aspx: a combination advanced search form and result page for searching for people and displaying people results. The form provided here targets the PeopleResultsAdvanced.aspx page itself. 32

43 Setting up an Ontolica Search Center Search Center Result Pages The Ontolica Search Center must include at least one result page, often it will include several, each associated with a specific search-tab configuration and each optimized to display a specific type of result. Adding a New Result Page When you create a new Search Center using the Ontolica Search Center site template, you will already have a few result pages in your Search Center (for standard results, people, images, etc.). However, you might decide to add more result pages to support additional search-tab configurations, thereby creating additional types of specialized searches. To add a new result page to a Search Center: 1. Navigate to the target Search Center site in SharePoint. 2. Do one of the following: o If your site collection has publishing enabled: Open the Site Actions menu and select More Options, to go to the Create pop-up page. Select the Page tab. From here click on the Page icon. Type the name of the new page and from the already defined template choose to add a web part and select one of the Ontolica web parts listed in the following paragraph. o If your site collection does not use publishing: Open the Site Actions menu and select More Options to go to the Create pop-up page. Select the Page tab. From here, click on the Web Part Page link. You should now see New Web Part Page form. Fill out the form as usual. Note that when you are specifying the page name, you usually must select a name that matches the Target Page setting of the search-tab configuration that will apply for your new page (see also "Search Tab Properties"). Select an initial template in the Page Layout area. This setting establishes the initial layout and Web Parts arrangement for the page, but you are free to change this after you create the page. A preview of your selection is shown, so choose the layout that most closely matches your intentions for the page. 3. Click on Create to add your page to the Search Center site. Result Page Web Parts Each result page includes several different Ontolica Web Parts, each of which provides a specific type of search functionality. A typical result page includes the following Web Parts: Ontolica Search Manager This is required for all pages. It establishes the foundation needed by the other Ontolica Web Parts and also provides a few global settings for the page, including a setting that can cause the page to inherit its search-tab settings from the referring site rather than from the standard SharePoint hierarchy that leads to the Search Center. 33

44 Ontolica Search for SharePoint 2010 Administrator's Guide Ontolica Search Tabs This creates a set of buttons (tabs) for switching between various sets of search settings (also known as "search tab configurations"). Usually, each tab maps to a different ASPX page in the Search Center. Even if your result page does not include a Search Tab Web Part, the page will still have a search-tab configuration that is active, thereby supplying the page with search settings (this is established by the Search Manager Web Part). This part is recommended for all result pages, but is not strictly required. Ontolica Search Summary This creates a summary display of results and provides controls for paging, sorting, drilling down and grouping the results in various ways. Sometimes, you might include several Web parts of this type, each configured to supply a different type of the available features. Although we recommend you use this part on all result pages, it is not strictly required. Ontolica SharePoint 2010 Search Results This is the central Web part for nearly all result pages. It is responsible for submitting the incoming query to the database and then formatting and displaying results. Ontolica Search Hint This Web part can display various types of help text for when the search does not return any results. This part is recommended for all result pages, but is not strictly required. Ontolica Search Dialog This web part creates a search form. Often you will also include a simple form on all result pages so that users can search again if their first search produced unsatisfying results. This part is recommended for all result pages, but is not strictly required. Ontolica Best Bet Results This Web part creates a special display that highlights "best bet" results whenever they are included in a result list. Usually, you will position this Web part at the top of the result list and use an XSLT template that creates an eye-catching display (such as an alternative background color). Ontolica High Confidence This Web part creates a special display for result lists in which a single result appears to be an "exact match" for the submitted query. Usually, you will position this Web part at the top of the result list and use an XSLT template that includes additional property displays and/or creates an eye-catching display (such as an alternative background color). Ontolica Refiner Use this web part on a search page to provide the user with some suggestions for narrowing down the search. Ontolica Related Queries Use this web part on a search page to display the queries related to your search terms. Each Web Part has its own set of configuration options, which control the behavior of that Web Part on the page. As usual in SharePoint, you can access these settings by editing a given result page. Usually, the settings you make to individual Web Parts will overrule inherited settings, such as those supplied by the active search-tab configuration. However, it is also possible to make some search-tab settings that will affect the way the various Web Parts function in a give situation (see below). 34

45 Result Page Search Settings (Search Tab Configurations) Setting up an Ontolica Search Center Whenever a user is viewing a result page and/or advanced search form, a set of search-tab configuration settings is active for that page. These settings affect many aspects of the content, options and functionality available for the page, including: The selection of searchable properties (such as field-based search) for advanced search forms. The selection of result properties (such as metadata) shown for each document in the result list. The selection of sorting properties, by which users can sort results. The selection of refiner properties, through which users can narrow their search The selection of search scopes for simple and advanced search forms. The selection and programming of search-result actions, which are things that users can choose to do with any result (such as edit, add to favorites, mark for notification, etc.) The selection and programming of quick filters, which make it easy to execute popular types of targeted searches The search-tab configuration that is active while a user is viewing a search form or result page in the Search Center depends on one of the following: The position of the Search Center within the SharePoint hierarchy The search-tab configuration can be made for any site, collection, application or farm in SharePoint, with the settings inherited along the structural lines of SharePoint and with the possibility of overruling inherited settings at any level (and on downwards). The site the user was in when searching When a user enters a query using the Ontolica Search Box (which is a simple search field that should be provided on nearly every page in SharePoint), the Search Box Web Control forwards both the user's query and the site the user was in when searching (this is called the "referring site"). It is possible, therefore, to configure your result page so that it inherits its search-tab settings from the referring site rather than from the usual SharePoint hierarchy. Result Page Layout and Formatting You can design and format your result pages using all of the many layout and programming techniques available in SharePoint. Ontolica features are added by placing Ontolica Web Parts on the page. You can arrange and format these any way that you want and add any number of other visual and programmed elements. The content and layout of nearly all Ontolica Web Parts is controlled by an XSLT template, which converts the standard XML emitted by the Web Part into standard HTML, ready to be displayed on the page. You can select from among several different standard templates for each Web Part and even design your own as needed. The standard Ontolica XSLT templates also incorporate support for a CSS style sheet, which controls graphical aspects such as fonts, table formats, background colors, paragraph styles, etc. 35

46 Ontolica Search for SharePoint 2010 Administrator's Guide Simple and Advanced Search Forms A typical Ontolica Search Center nearly always includes a default simple search form and a default advanced form. It will usually also have a simple form for each search tab and possibly also advanced forms for one or more search tabs. Each of these exists as its own ASPX page. A typical configuration includes: A simple form that acts as the default front page of the Search Center. It normally provides a single input field, a link to the advanced search form and search tabs for navigating to other types of search forms. This form targets the standard result-list page. A default advanced search-form page, which includes many more input fields and search options, but does not act as a result page (instead, it targets the default page). One or more result-list pages (a default and one for each search tab). Each of these usually includes both a simple search form at the top of the page and a collection of Web parts that display a result list when a query exists (but which do nothing when there is no query); these simple forms therefore target themselves. A default search-form page for each search-tab configuration that requires one. These usually include several property-search fields and other options. Each of these normally target the standard result list configured for the matching search tab. We recommend a similar configuration in your final design as well. Our research shows that most users get the best results from using a simple search form, though advanced users can sometimes also benefit from an advanced form. The simple from should therefore be the default for each search tab, with the advanced available as an option where appropriate. See also "Search Tab Properties" for details about how to configure the default search and result page URL for each search tab. In terms of Ontolica Web Parts and settings, simple and advanced forms differ as follows: Simple forms are created by a single Ontolica Search Dialog Web Part configured to use an XSLT template that produces only a simple input form. It can also be configured to create a link to its related advanced form. Advanced search-form pages typically contain several instances of the Search Dialog Web Part, each configured to provide a different type of input control. The first one creates a complete set of input fields for building up a complex Boolean query for searching for key words in document content. Each of the additional Web Parts creates input controls for searching various types of metadata (using custom search properties). Each of these Web Parts is also configured to use an XSLT template that generates advanced search-form input. All Ontolica Web Part will automatically cooperate and function together. The Search Center Style Sheet The default XSLT templates for each of the Ontolica Web Parts incorporate support for CSS style sheet classes; each of these classes can be formatted using the Ontolica search style sheet, which is included in the Ontolica Style Gallery. This gives page designers an easy way to make global formatting changes for all Ontolica Web Parts. The style sheet controls graphical aspects such as fonts, table formats, background colors, paragraph styles, etc. 36

47 Setting up an Ontolica Search Center The Ontolica Search Manager Web Part automatically imports the style sheet named OntolicaSearch.css from the Ontolica Styles Gallery in SharePoint. To find and customize this file: 1. Go to the top level of your SharePoint site collection. 2. Select Site Actions > Site Settings. 3. You should be on the Site Settings page for your selected collection. Under the Galleries heading, select the Ontolica Styles link. 4. You should now be on the Ontolica Styles page. This works the same way as other types of galleries in SharePoint. Here you can see a folder for each type of Ontolica Web Part (these contain the XSLT templates available for each part) and the OntolicaSearch.css style sheet file. From here, you can open and edit this file using, for example, SharePoint Designer. IMPORTANT: Always save a backup of the default OntolicaSearch.css style sheet before modifying it. Save your backup with a different name; the active style sheet must always be saved with this standard name in order for it to be used by the Web Parts and result pages. 37

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49 Chapter 6: Using Search Tabs Introduction to Search Tabs The Ontolica search tab concept enables Ontolica search forms and result lists to be fine-tuned to support each of many different situations. The name itself refers to a common way of using this feature: to create a single search/result interface that provides several different "tabs" among which the user can choose based on the type of information he or she is seeking. For example, your search interface might include tabs for searching documents, images, people and within specific departments, respectively. Figure: An example result page showing search tabs Technically, each search tab is its own ASPX page, even though they all might seem to be features of the same "page" from the user's point of view. This means the each tab can have its own selection of Web parts and that the various parts can have different configurations for each tab. Often the various tabs will be similar, but the results they show might look very different if, for example, the Ontolica SharePoint 2010 Search Result Web Part might use a different XSLT template on each tab. In addition to its "physical" on-page constructions, each search tab also has an active search-tab configuration, which controls many aspects of the way various Ontolica Web parts will behave and can also modify the search form and/or result list by, for example, adding implicit search terms and/or scopes. The Ontolica Search Tabs Web Part is what gives search tabs their "tab" character. This control, which is usually part of all result pages in the Ontolica Search Center, presents a link to each available ASPX result page as a tab above the result list. The Search Tabs Web Part shows a tab for each search-tab configuration that has been defined for the current site level; the URL of the result page associated with each tab is established as part of each search-tab configuration. Search Tabs are configured in three different ways at each site level: Search tab site-level settings control the basic behavior of all search tabs for the current level The search tab properties for a given tab establishes that tab's name, description, icon and target search and result pages. 39

50 Ontolica Search for SharePoint 2010 Administrator's Guide The search tab configuration for a given tab establishes the actual search settings implemented by that tab. This includes search scopes, result actions, quick filters, searchable properties, result properties, sorting properties and Refiner properties. Search-Tab Configuration and Inheritance In addition to its "physical" on-page constructions, each search tab also has an active search-tab configuration, which controls many aspects of the way various Ontolica Web parts will behave and can also modify the result list by, for example, adding implicit search terms and/or scopes. Each search tab is associated with a specific search and result page; it may also have an advanced search form. Any page that includes an Ontolica Web part will always have a search-tab configuration that applies to the Ontolica parts on it. Even if a given search form and/or result page does not look like it has any "tabs" on it, a search-tab configuration will still be in effect to establish configuration settings for the Ontolica parts. This means that "search tabs" are not an optional navigation feature for Ontolica, but are in fact the foundation on which much of the basic Ontolica functionality is built and managed. Tab Settings and Inheritance Search-tab configuration settings can be made on many different levels, with settings inherited along the lines of the SharePoint hierarchy. Figure: SharePoint 2010 structure 40

51 Using Search Tabs A very simple Ontolica solution might include just one search-tab configuration that is managed at the farm level; this will then function as a central Ontolica search configuration for all result pages on all underlying sites. As the solution grows in complexity, you might decide to override some or all of the inherited search-tab settings by making settings at the application, sitecollection or even single-site level. It is also possible to configure a search-result page to select its search-tab settings based on where the user was when initiating the search, thus overriding some or all inherited and local settings and replacing them with settings associated with the referring site. Another common solution is to make all relevant settings at the site-collection level; this is because access to the central administration site is often restricted. At each level, you can use the Search Tabs page to define any number of search-tab configurations (each with its own unique name, properties and configuration), make general settings that apply to the full collection of search tabs at that level and set the order in which search tabs will be listed by the Search Tabs Web Part. The Search Tabs page shows icons that indicate when a given tab or setting has been inherited and/or customized locally (see "The Search Tabs Page" for details). When making search-tab settings, you must therefore pay careful attention to where you are in the site structure when you open the settings page. Farm-Level Search Tab Settings Settings made at the farm level will be available to all applications, site collections, sites and pages managed by your SharePoint installation. To make settings here, do the following: 1. Log onto the SharePoint Central Administration site. 2. Click on the General Application Settings tab. 3. Under the Ontolica for SharePoint heading, click on the Manage Ontolica Modules link. The Manage Ontolica Modules page opens. 4. Under the Ontolica Search heading, click on the Manage Search Tabs link. You now see the Search Tabs page for the farm level. Note: Even at the top, farm level you will see inheritance indicators. Tabs (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or deactivate any of these settings at the farm level as required, just as on other levels. See "The Search Tabs Page" for the relevant commands. Application-Level Search Tab Settings Settings made at the application level will be available to all site collections, sites and pages that are part of that application. To make settings here, do the following: 1. Log onto the SharePoint Central Administration site. 41

52 Ontolica Search for SharePoint 2010 Administrator's Guide 2. Click on the Application Management tab. 3. Under the Ontolica for SharePoint heading, click on the Manage Ontolica Modules link. The Manage Ontolica Modules page opens. 4. Under the Ontolica Search heading, click on the Manage Search Tabs link. 5. Use the Web Application drop-down list to select the web application that you wish to configure. You now see the Search Tabs page for your selected application. Site-Collection-Level Search Tab Settings At the site-collection level, you will be able to see each of the search tabs created at the farm level, including the all of the specific settings made there. You can also choose to do any of the following: Override some or all of the inherited settings for some or all of the inherited search tabs. Add new search tabs Establish the search-tab order, as displayed by the Search Tabs Web Part. Settings made at the collection level will only apply to the current site collection, its sub-sites and their pages. To make search-tab settings at the site-collection level, do the following: 1. Log onto SharePoint and navigate to the top level of the appropriate site collection. 2. Select Site Actions > Site Settings. The Site Settings page opens. 3. Under the Site Administration heading, click on the Ontolica search tabs link. You now see the Search Tabs page for the selected site collection. Site-Level Search Tab Settings Site-level search-tab settings are similar to collection-level search tab settings, as described above, except that they inherit both from the farm level and from the parent site. It is possible to configure Ontolica so that the result page will reflect the search-tab settings made on the referring site. Therefore, it often makes sense to make complete search-tab settings for sites that do not contain any Ontolica Web parts other than the Search Box. For example, if the user makes a search while on the marketing-department site, then the result page (in the Ontolica Search Center site) can reflect the search-tabs settings from the marketing site (e.g., with a different collection of metadata shown on the result page). Meanwhile, users that search while on the development site might land on the same Search-Center result page, but will bring along the search-tab settings for the development site and might therefore see results pre-filtered for the development scope. To make search-tab settings for a given site, do the following: 42

53 Using Search Tabs 1. Log onto SharePoint and navigate to the appropriate site. 2. Select Site Actions > Site Settings. The Site Settings page opens. 3. Under the Site Administration heading, click on the Ontolica search tabs link. You now see the Search Tabs page for the selected site. Local Search-Center Tab Settings Site-level search-tab settings made locally for the Ontolica Search Center site itself are at the bottom level of the settings hierarchy and have the potential of overruling all inherited and/or forwarded search-tab settings. To make local search-tab settings for the Search Center, do the following: 1. Log onto SharePoint and navigate to the Ontolica Search Center site. 2. Select Site Actions > Site Settings. 3. The Site Settings page opens. Under the Site Administration heading, click on the Ontolica search tabs link. You now see the Search Tabs page for the search center. Your result pages can be configured either to always use its local/inherited settings or to allow settings from the referring site (the site the user was on when initiating the search) to overrule those settings. This is controlled by the configuration of the Ontolica Search Manager Web Part on each result page in the Search Center. The Search Tabs Page The Search Tabs page lists the search tabs that are available at a given site level (farm, application, site collection or site). Use this page to access the properties and configuration for each search tab, add new search tabs for the current level, arrange search tabs and configure general search tab settings for a selected site level. The tabs and their settings established on a given Search Tabs page affect the current site level and below; setting might also apply to search-center pages that are configured to take their settings from the referring site, even if that search center would not normally inherit from a given site. Finding the Search Scopes Page Like many Ontolica features, the search tabs and their settings can be made at the farm, application, site collection or site level, with settings inherited along SharePoint structure lines and with the opportunity of overriding inherited settings at any level. The settings look and act the same at each level. See "Search-Tab Configuration and Inheritance" for details about how to find the Search Tabs page for each available level. 43

54 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: The Search Tabs page The various settings provided here are described in the sections below. Interpreting the Search Tabs List The Search Tabs page provides a list of search tabs that provides the following information: Tab Name: These are listed in the Name column. Description: Briefly describes the purpose of each tab (these are established using the properties page for each tab). Inheritance Status: As with most Ontolica settings, search tabs are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each tab has inherited some or all of its settings from a higher-level as follows: This icon in the Inherited column indicates a tab configuration that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local level by using the property action menus (see below). This icon in the Inherited column indicates a tab configuration that was originally inherited from a higher site level, but has since been customized. These tabs no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these tabs by using the property action menus (see below). (no icon) Tabs that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These properties will be inherited by child sites (if any). This icon in the Inherited column indicates a tab that has been both created and hidden at the local level (see below for details about hidden tabs). 44

55 Using Search Tabs Note: Even at the top, farm level you will see inheritance indicators. Tabs (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. Using the Search Tabs Toolbar A toolbar is provided at the top of the search-tabs list. It provides buttons for performing each of several tasks, as outlined below. Click here to return to the page you were on just before coming to the current page. Click here to add a new search tab for the current site level. This opens the Add Search Tab page, which enables you to establish the properties for the selected tab. Click here to make level settings for search tabs at your current site level. Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. Using the Search Tabs Action Menus Each tab listed on the Search Tabs page provides an action menu with commands for acting on a selected tab. As usual in SharePoint, the action menu appears when you hover the mouse pointer over a search-tab ID; the ID then acts like drop-down list with some combination of the commands summarized below. This entry appears for tabs that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this tab higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the properties settings for the selected tab. This has nothing to do with the configuration of each tab, just its properties. 45

56 Ontolica Search for SharePoint 2010 Administrator's Guide This entry appears either for tabs that are defined at the current level or for tabs whose properties have already been customized for the current level (regardless of configuration). Select this to open the properties settings for the selected tab. This entry appears for all tabs. Select this entry to go to the detailed configuration page for the selected tab. Select this to configure the search settings that will take effect when the selected tab is active. Configuration settings include: search scopes, Ontolica Web Part preferences, result actions, quick filters, searchable properties, result properties, sorting properties and refiner properties. Select this entry to create a new search tab that initially has the same configuration as the selected tab. This opens the Copy Search Tab page, which enables you to establish the name, description, icon and target page to the new copy (these settings are the same as those offered on the properties settings). The search-tab display created by the Search Tab Web Part lists tabs in the same order as they appear on this page. To rearrange the tabs, click on a target tab and select one of these entries. Note that non-customized, inherited tabs cannot be moved, though customized and/or locally defined tabs can be moved between them. 46

57 Using Search Tabs Search Tab Level Settings If you would like to disable a search tab temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Search Tab entry (this entry is only active for tabs that are not currently hidden). Hidden tabs will show "(Hidden)" after their name on the Search Tabs page (e.g., "AllSites (Hidden)") and will also show grayed icons in the Inherited column. Hidden tabs will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden tab previously had local overrides). Hidden tabs will furthermore not appear on the Search Tabs page for any of the sites below the level at which a given tab was hidden. To reactivate a hidden tab, find the site level at which the tab is marked as hidden, open the action menu and select the Show Search Tab entry (this entry is only active for tabs that are currently hidden). The tab will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level tab before it was hidden, then those overrides will be reinstated when the tab is again set to be shown. This entry appears for inherited tabs whose configuration or properties have been customized. Select this entry to discard local overrides and reinstate inheritance, which means that this tab will continue to track configuration changes made to its parent. This entry appears only for tabs that are defined at the current level. Select it to delete the selected tab. Note that if the deleted tab has been customized at a child level, then that tab will remain at that child level and will no longer be marked as inherited. The search-tab level settings establish the basic behavior of all search tabs at a given site level. To find these settings: 1. Navigate to the appropriate site level in SharePoint. 2. Open then Search Tabs page. 47

58 Ontolica Search for SharePoint 2010 Administrator's Guide 3. Click on the Settings link in the toolbar of the Search Tabs page. This takes you to the Search Tabs Settings page. 4. Make settings as described in the sections below. Inheritance The Inheritance settings control whether or not to inherit the level settings (the settings shown on the Search Tabs Settings page) from a higher site level. This does not affect the properties or configurations of the tabs at this level. Select one of the following radio button: Inherit settings from parent: All of the settings on this page will be inherited. When this is selected, all of the other settings on this page will track those made at a higher site level. Specify local settings: All of the settings on this page will apply at the current level (and below, unless overridden). When this is selected, changes made to the level settings at higher levels will have no effect at the current level or below. Note: The other settings on this page are enabled only when Inheritance is set to Specify local settings. 48

59 Using Search Tabs Display Settings The Display Settings control whether and how search tabs will be shown by Search Tab Web Parts on search/result pages. You have the following options: Display search tabs on search page: mark this box to display a tab button for each available search tab (this is the standard behavior). Clear this box to hide all other tabs. Display search tab icons: mark this box to show the icons (if any) defined for each search tab. Clear this box to hide all icons. See "Search Tab Properties" for details about how to configure icons for each tab. Visible Tabs The Visible Tabs area shows a check box for each search tab available at the current site level. If you would like to hide one or more of the tabs at the current level (and below), then clear their associated check boxes. Note: Tabs are visible by default, which means that tabs created at a lower level (and therefore not listed in the Visible Tabs list at higher levels) will be shown unless specifically hidden at their own level or under. Search Tab Properties The properties of a given search tab establish that tab's ID, name, description, icon and target result page. (The detailed behavior of the search and result pages configured by a given tab is controlled by that tab's configuration settings.) To find a given tab's properties, do the following: 1. Navigate to the appropriate site level in SharePoint. 2. Open then Search Tabs page. 3. Do one of the following: To create a new search tab, Click on the Add Search Tab button. To create a new search tab based on an existing search tab, click on the target existing search tab name to open its action menu, then select Copy Search Tab. 49

60 Ontolica Search for SharePoint 2010 Administrator's Guide To set the properties for a tab created or already customized at the current level, click on the tab name to open its action menu, then select Edit Properties. To set local overrides for an inherited tab, click on the tab name to open its action menu, and then select Overwrite Inherited Properties. This will break the inheritance so that changes made at higher site levels will no longer affect the selected tab at the current level or below. 4. You should now be on a page titled either the Add Search Tab or Edit Search Tab, both of which provide the same settings for establish the properties of our tab. 5. Make settings as described in the sections below. Name and Description Make the following settings in this area: ID: Enter a unique ID for the tab. This is only used internally and must not include any spaces. You can only set this value when you first create a search tab; you cannot change it for existing tabs. Name: Enter a display name for the tab. This text will appear as the label for the tab when it is displayed by a Search Tabs Web Part in the Search Center. Description: Enter text that describes the purpose of the tab. This text will be displayed to users as a tool tip when they hover their mouse pointer over the tab name in the Search Center. It is also displayed in the table on the Search Tabs page. 50

61 Using Search Tabs Search Tab Icon If you would like to display a small icon on each search tab in the Search Center, then enter the URL of a graphics file in the field provided here. We recommend that you design a relatively small graphic (e.g., 16x16 pixels) and use an absolute URL to specify its location. Note: If you choose to specify the image URL using a relative address (e.g., " /_layouts/images/logo.gif"), then you must make sure that this relative path is valid for all of your Search Centers and copy the file to the appropriate location on each front-end Web server. Target Pages The Search Tabs Web Part displays a graphic button for each search tab available to the Search Center at the time when the user arrives there. When a user clicks on one of these buttons, the button links to a specific page and loads the matching search-tab configuration for that page. Enter values for each of the following: Search Page File Name: Enter the name of the search-form page associated with the current search tab. Result Page File Name: Enter the name of the search-result page associated with the current search tab. This page will open when the user selects the current tab while a query is defined, thereby carrying the query over to the new search-tab display. Each of the above should be specified using a page name only (including the suffix, e.g., "pictures.aspx"). You will be able to configure each Search Tabs Web Part with the selection of which of the above two pages to open when a user clicks on a tab. Note: You might choose to make create a page that includes both a search form and a result list and use this for both of the above settings. This will work fine, but one reason to use two different pages is to enable you to provide search hints on the result page after a search that produces no results. The hint display is created by the Search Hint Web Part, which displays its hints whenever no results are available for display; these hints should not usually be shown before a user tries to search and therefore should not be included on the first page the user sees when opening a new search tab. Note: For each search tab that you configure, you must make sure that the Ontolica Search Center includes search and result pages (or a combined search/result page) with the correct matching name(s). If your site includes more than one Search Center, then you must add the required set of pages to each of them. See also "Creating New Search Tabs" for more information about this issue. Setting Target Audiences SharePoint audiences are groups of users selected for some common purpose. For example, a given audience might represent all workers in a given department or all secretaries from all departments. Any given user might belong to any number of audiences. 51

62 Ontolica Search for SharePoint 2010 Administrator's Guide To limit the audiences to which the current search tab will be shown, enter the name of each approved audience in the Target Audiences field of the Audiences area, with each audience name separated by a semicolon. The current search tab will be shown to all users that belong to at least one of the specified audiences. Leave the Audiences setting blank for any search tab that should appear for all users. See also "Target Audiences in Ontolica" for more information about how to work with audiences and make settings in this area. Creating New Search Tabs To create a new search tab for your site: 1. Decide which parts of your SharePoint installation will require your new tab. Then navigate to the appropriate site level in SharePoint and open then Search Tabs page. 2. On the Search Tabs page, do one of the following: To create a new search tab initially configured with Ontolica default settings, click on the Add Search Tab button To create a new search tab that begins with a configuration that is a copy of an existing tab, then open the action menu for the source tab and select Copy Search Tab from the menu. 52

63 Using Search Tabs 3. The Add Search Tab (or Copy Search Tab) window opens. Set the properties for your new search tab as described in "Search Tab Properties". Note the value that you enter for the Target Pages. 4. Click on OK to create the new search tab. You can now make whatever configuration settings your need for the new tab (see also "Introduction to Search Tab Configuration Settings"). 5. Navigate to your Ontolica Search Center site and add new result and pages to the site. Be sure to give each page a file name that matches the Target Pages properties you set above for your new search tab. Add and configure Ontolica Web Parts for the pages as needed. You might also create an advanced search page for the new tab. See also "Search Center Result Pages" and "Simple and Advanced Search Forms" for more information about adding and configuring search and result pages. Among other things, make sure that the Ontolica Search Manager Web Part for each new page is configured to use the correct search tab as the default. 6. Return to the standard view of your Search Center and confirm that the search tab links are working correctly. Search Tab Configuration Introduction to Search Tab Configuration Settings The behavior of each search tab is largely defined by its search-tab configuration settings. These include many different types of settings for controlling various aspects of the search-tab's behavior. These settings are available via links on the Search Tab Configuration page. To find the Search Tab Configuration page: 53

64 Ontolica Search for SharePoint 2010 Administrator's Guide 1. Navigate to the Site Settings page for the site level at which you want to create or configure a search tab, then click on the Ontolica search tabs link under the Site Administration heading. (See also "Search-Tab Configuration and Inheritance" for details.) 2. You should now be on the Search Tabs page, which shows a list of search tabs that apply at the site and level you selected above. Use this page to create new search tabs, to edit search-tab configurations and to set search-tab level settings. (See also "The Search Tabs Page" for details about how to use the controls on this page.) 3. Locate the search tab that you want to configure in the list on the Search Tabs page. Click on its title and select Configure Search Tab from its action menu. This opens the Search Tab Configuration Page. The Search Tab Configuration page is organized into three main sections, each of which provides links to several different types of settings. The following sections are available: Property Settings: These settings manage each of the various types of custom properties used by Ontolica, including searchable properties, search-result properties, sorting properties and refiner properties. Each custom property maps to a specific column of metadata in the SharePoint search database, making that data available for a specific type of feature in Ontolica. For example, if you would like to display the name of the author for each document in a result list, then you would create a new Ontolica search-result property and map this to the SharePoint managed property that supplies this information in the database. 54

65 Using Search Tabs Other Settings: These settings control a few different, miscellaneous aspects of the search-tab configuration. Use these entries to establish the collection of search scopes, search-result actions, best bets and quick filters available for the current search tab. Search Tab Property Settings The settings under the Property Settings heading of the Search Tab Configuration page manage each of the various types of custom properties used by Ontolica. In most cases, the custom properties used by Ontolica map directly to managed properties established in SharePoint (which, themselves, usually map directly to a column of metadata stored for each document in the search database). See also "Introduction to Custom Properties" for more information about custom properties. Figure: The search tab configuration page The entries available under the Property Settings heading are described in the sections below. Searchable Properties Searchable properties enable you to include metadata search fields in your advanced search form. For example, you could design a search form that provides input fields for specifying document author, status, date, etc., respectively. See "Custom Properties in Search Forms" for details about how to set up searchable properties using the settings provided by this entry. Search Result Properties Search-result properties enable you to display metadata values in your search-result listings. Ontolica is always able to display common types of metadata such as document title and URL, but you might also decide to include other types of metadata that are specific for your SharePoint installation. Common examples of these include: document author, date and status, etc. See "Custom Properties in Search Results" for details about how to set up search-result properties using the settings provided by this entry. 55

66 Ontolica Search for SharePoint 2010 Administrator's Guide Grouping Properties Grouping properties enable you to display search results that are grouped according to some common metadata value. Documents are then ranked by relevance within each group. For example, you might group documents so that all documents of a given type (e.g., Microsoft Word) are grouped together in the search results. See "Grouping Properties" for details about how to set up grouping properties using the settings provided by this entry. Sorting Properties Sorting properties enable you to provide controls that allow users to sort results according to values of a given custom property for each document. By default, documents are sorted by relevance, which is calculated at search time for each document by the SharePoint search engine (values depend on the submitted query). By configuring additional sorting properties, you might enable users to change the result list to sort documents by date, author, document type, department or any other property. See "Sorting Properties" for details about how to set up sorting properties using the settings provided by this entry. Refiner Properties The Ontolica refiner feature enables users to fine-tune their search results by filtering them according a selected metadata value. For example, if you start by making a simple search and get a large result set, you might choose to filter the results so that they only include documents published by a specific department at your organization. This is somewhat like providing an extra searchable property that can be specified after the initial search, except that the refiner controls will only show properties and values that are relevant for the existing result list. For example, if the initial search only returned Word and Excel documents, then the refiner control would only list these two options for the document-type refiner filter, even though the database might also contain other types of documents. Each type of metadata that you would like to make available for this feature must be configured as a refiner property for each relevant search-tab configuration. See "Refiner Properties" for details about how to set up refiner properties using the settings provided by this entry. Search Tab "Other" Settings The settings under the Other Settings heading on the Search Tab Configuration page control a few different, miscellaneous aspects of the search-tab configuration. Use these entries to establish the collection of search scopes, search result actions and quick filters available for the current search tab. 56

67 Using Search Tabs Figure: The search tab configuration page The entries available under the Other Settings heading are described in the sections below. Search Scopes Settings Search scopes provide users with an easy way to narrow the scope of a search. For example, a user might choose to search only within the Marketing site, or only for images or only for people. Ontolica presents users with a control (such as a drop-down list) for selecting a scope; this can be included in any Ontolica search form, including simple search-center forms and advanced searchcenter forms. The Search Scopes Settings page for search-tab configurations establishes the set of search scopes that will be available to users searching from the Search Center. The input control for selecting a scope for each search is created by the Ontolica Search Dialog Web Part. Search scopes are discussed in detail elsewhere in this manual. See "Introduction to Search Scopes" for general information about working with Search Scopes for the Search Center. See "The Search Scopes Page" for details about how to work with the settings on the Search Scopes Settings page for each search tab. Note: the Search Box Web part (which is usually placed outside of the Search Center and therefore does not have any search-tab configuration associated with it) uses a separate system of search scopes. See "The Search Box Scopes Page" if you are interested in establishing scopes for the Search Box. Search-Result Action Settings Search-result actions create a drop-down list of actions that the user can apply to any relevant document listed in search results. For example, the user might choose to open the document for editing, add it to their "my links" list, view more metadata about it or simply view it. Action menus of this type are common throughout SharePoint. Select the Search Result Actions link to create and configure each of the items that might appear in the action menus of your result pages. See "Search-Result Actions" for details. 57

68 Ontolica Search for SharePoint 2010 Administrator's Guide Best Bets Settings Ontolica Best Bets settings enable you to match one or more specific query words to a given result-page URL. Thereafter, whenever a user makes a search for which an Ontolica Best Bet is defined, the matching results will be shown by an Ontolica Best Bets Web Part. You will usually include this web part on all of your result-list pages and configure it to appear at the top of the list; it usually displays its results using special formatting (such as an eye-catching image or background color). SharePoint also has its own, independent system for defining Best Bets, but these are universal and cannot be limited to a specific search tab. You can configure each Best Bets Web part to use either or both Best-Bet systems as needed. Select the Best Bets link to create and configure any number of Best-Bet matches for the current search tab. See "Introduction to Ontolica Best Bets" for details. Quick Filter Settings Quick filters add a selection of pre-configured queries to your simple search forms. The quickfilter query is added (using an "and" operator) to whatever search words are entered by the user, thereby limiting the search. This makes it very easy for users to submit targeted queries based on just one or two search words and a quick-filter selection. Select the Quick Filters link to create and configure each of the items that might appear in the action menus of your result pages. See "Quick Filters" for details. 58

69 Chapter 7: Using Custom Properties Introduction to Custom Properties Custom properties in Ontolica usually refer to metadata about each of the various documents in the search database (such as author, date, status, etc.). In most cases, the custom properties used by Ontolica map directly to manage properties established in SharePoint (which, themselves, usually map directly to a column of metadata stored for each document in the search database). There are many ways to make use of custom properties in Ontolica: Search properties enable users to search for specific types of metadata values using the advanced search form (also known as field-based search). Result properties enable you to design a search-result page so that it displays expanded metadata information about each found document. Sorting properties enable you to design a search-result page that provides controls for choosing to sort results according to values of a selected property. Refiner properties enable you to design a search-result page that provides refiner controls that enable users to home-in on specific types of results based on the content of the current result set. They can be incorporated into search-result actions. They can be used in quick filters. Establishing Custom Properties in SharePoint All custom properties displayed in Ontolica result lists must be based on managed properties configured for your SharePoint installation. Custom search properties for Ontolica search forms can be configured either as searches for managed properties values or as query properties, which are actually custom queries rather than direct property searches. Therefore, all of the custom properties that you plan to display in search results and all datacolumn-based search-form fields that you wish to provide must be mapped to managed properties configured in SharePoint. This procedure is outlined below; please see your SharePoint documentation for complete details. See also "Searchable Property Configuration" for details about how to set up a query property for a search form (this type of property does not need to be mapped to a SharePoint managed property). To set up a SharePoint managed property for use with Ontolica: 1. Establish the property itself and the mechanism for assigning values to it for each document. There are basically two ways of doing this: Create a new column in SharePoint. Use the standard tools of SharePoint to establish a new column for the appropriate site and/or document library. During this process you will specify a name for the column, its data type and options for entering values for the new property. 59

70 Ontolica Search for SharePoint 2010 Administrator's Guide Establish a system of using META-tags in your HTML pages. This is a standard technique for adding metadata in the head section of HTML pages. Each META-tag supplies a property name and a value for a given HTML document. The SharePoint crawler automatically reads these and stores their names and values in the search database. See an HTML reference if you are not sure how to use META-tags. You can use any combination of these techniques on your site. 2. Log onto the SharePoint Central Administration site and run the crawler for the SharePoint search engine as described in your Microsoft SharePoint documentation. Be sure to index all of the parts of your site where you have defined new columns and/or added new META-tags. Wait for the crawler to finish indexing. 3. From the SharePoint Central Administration site, go the Search Service Application: Search Administration site for SharePoint 2010 and create a new managed property that maps to your new column or META-tag name. This is a standard feature of the SharePoint search engine, so see your SharePoint documentation for details. The procedure is outlined below, though some of the details might be slightly different for your installation: Open the page for administrating your SharePoint 2010 search feature; this is usually found on the Application Management tab on the Manage service applications link under Service Applications heading. From the services list click on the Search Service Application link which directs you to the Search Service Application: Search Administration page. Click on the Metadata Properties link under the Queries and Results heading on the left-side navigation bar of the administration site. This takes you to the Metadata Property Mappings page. Click on the New Managed Property button to open the New Managed Property page. Use the controls offered here to create a new managed property and map it to your column or META-tag name. Note that you can map the same managed property to any number of META-tag names and/or SharePoint columns. You might use this, for example, to compensate for differences in the META-tags and column names as they are used by various authors and sites and to unite these under a single managed property. Note that SharePoint columns often appear twice in the crawled-property list (the source of your mappings); choose the one that is named "ows_<columnname>", not the one that is named simply "<ColumnName>". 4. Your new property has now been crawled with values in the database and is furthermore now "managed", which means, among other things, that it is searchable. You will now be able to add it to your Ontolica search-tab configurations and ultimately to your search forms, result lists, sorting controls and/or refiner controls. They are also available for use in search-result actions and quick filters. 60

71 Making Custom Properties Searchable Custom Properties in Search Forms and Custom Queries Using Custom Properties In search forms, custom properties appear as fields that are separate from the standard key-word inputs. Usually the difference is that custom-property fields search in metadata while the keyword fields search among the text content of each document. Behind the scenes, there are two types of custom properties that can be used in search forms: Mapped properties: map directly to a SharePoint managed property. Query properties: add pre-configured clauses to the query. These might include managed properties, key-word queries or a combination of both. Figure: Example of an advanced search form with several input fields for searchable properties Properties that are configured as searchable can also be used in custom search strings using the Ontolica Search syntax. See "Constructing Search Strings" and "Property Search Syntax" for details about how to use them. Including Custom Properties in Search Forms To include custom properties in a search form, you must do the following: 1. Establish the desired metadata columns as managed properties in SharePoint (see "Establishing Custom Properties in SharePoint"). 2. Configure the managed properties as searchable properties for Ontolica (see "The Searchable Properties Page"). 3. Configure the Searchable Properties setting for each relevant Ontolica Search Dialog Web Part as follows: o To show all available properties, set the Web Part to show custom properties from all result-property groups. 61

72 Ontolica Search for SharePoint 2010 Administrator's Guide o o To show properties from a minority of available groups, configure the Web Part with a list of result-property groups to show (properties from unnamed groups will not be shown). To show properties from a majority of available groups, configure the Web Part with a list of result-property groups not to show (properties from all unnamed groups will be shown). See "Ontolica Search Dialog Web Part" for details about how to make these settings. The Searchable Properties Page The Searchable Properties page enables you to establish and configure the collection of search properties that will be available in the advanced search form on a given search tab. These properties will also be available for use in custom search strings designed using the Ontolica Search Syntax (see also "Constructing Search Strings"). Search properties provide metadata for a given document, such as the document author, lastmodified date, document type, etc. When a property is configured as a searchable property, then users will be able to search for a specific value of that specific property (rather than searching within document content). Finding the Searchable Properties Page To find the Searchable Properties page: 1. Go to the Search Tabs page for the site level at which you want to create the new searchable property as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify searchable properties and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 62

73 Using Custom Properties 3. Click on the Searchable Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Searchable Properties page. See below for details about the information, settings and features provided on the Searchable Properties page. Note: All metadata properties that you wish to use must be available and configured as managed properties in SharePoint before you can configure them as searchable properties for Ontolica. Interpreting the Searchable Properties List The Searchable Properties page provides a list of properties currently provided by advanced search forms for your selected site and search tab. You can see the following information here: Property Groups and Group Memberships: In the property list, property groups are shown in left-justified bold type; the properties belonging to each group are shown in standard type, indented below their group name. 63

74 Ontolica Search for SharePoint 2010 Administrator's Guide Property ID: These are listed in the ID column. This is how the property is identified on the various Ontolica configuration pages. As mentioned above, each property ID is shown in standard type and indented below the property group to which it belongs. Property Name: These are listed in the Name column. The names are shown to users in search forms. Managed Property Name: Searchable properties are an Ontolica concept; they are named and configured using settings provided by Ontolica. However, most searchable must also be known to SharePoint and its search engine as a managed property. Usually, there are many more managed properties in SharePoint than would be relevant as searchable properties for Ontolica. The Managed Property column shows the name of the SharePoint managed property that is mapped to each listed Ontolica search property. Properties that do not have a value listed here are query properties, which add a preconfigured query (which may include mapped property values) to the search rather than mapping directly to a SharePoint managed property. Inheritance Status: As with most Ontolica settings, searchable properties are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each searchable property has inherited some or all of its settings from a higherlevel site as follows: This icon in the Inherited column indicates a property that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below. This icon in the Inherited column indicates a property that was originally inherited from a higher site level, but has since been customized. These properties no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these properties by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below. (no icon) Properties that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These properties will be inherited by child sites (if any). This icon in the Inherited column indicates a property that has been both created and hidden at the local level (see below for details about hidden properties). Note: Even at the top, farm level you will see inheritance indicators. Properties (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. 64

75 Using Custom Properties Using the Searchable Properties Toolbar A toolbar is provided at the top of the Searchable Properties page. It provides buttons for performing each of several tasks, as outlined below. Click here to return to the page you were on just before coming to the current page. Click here to add a new searchable property for your current site and search tab. This opens the Add Searchable Property page. The settings provided here are the same as those for configuring an existing property. Click here to make general searchable-property settings for the current search tab and site level (see "Configuring General Searchable Properties Settings"). Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. Using the Searchable Properties Action Menus Each property listed on the Searchable Properties page provides an action menu with commands for acting on a selected property or property group. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the property or group name; the name then acts like drop-down list with some combination of the commands summarized below. This entry appears for properties that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this property higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected property (see "Creating and Configuring Searchable Properties") This entry appears for properties that are either defined or customized at the current level. Select this to open the page for configuring the selected property (see "Creating and Configuring Searchable Properties") 65

76 Ontolica Search for SharePoint 2010 Administrator's Guide Select this entry to create a new property that initially has the same settings as the selected one. This opens the Copy Searchable Properties page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new property). You must at least assign a new and unique ID to the new copy. This entry appears for property groups that are either defined or customized at the current level. Select this to open the page for configuring the selected property group (see "Working with Searchable Property Groups"). In search-forms, properties will be listed in the same order as they are shown on the Searchable Properties page. To rearrange the properties within a given group, click on a target property and select one of these entries. To move a group, click on a target group and select one of these entries. Note that non-customized, inherited properties cannot be moved. If you would like to disable a property temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Property entry (this entry is only active for properties that are not currently hidden). Hidden properties will show "(Hidden)" after their name on the Searchable Properties page (e.g., "Author (Hidden)") and will also show grayed icons in the Inherited column. Hidden properties will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden property previously had local overrides). Hidden properties will furthermore not appear to administrators on the Searchable Properties page for any of the sites below the level at which a given property was hidden. To reactivate a hidden property, find the site level at which the property is marked as hidden, open its action menu and select the Show Property entry (this entry is only active for properties that are currently hidden). The property will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level property before it was hidden, then those overrides will be reinstated when the property is again set to be shown. 66

77 Using Custom Properties This entry appears for customized, inherited properties. Select this entry to discard local overrides and re-instate inheritance, which means that this properties will continue to track configuration changes made to its parent. This entry appears for customized, inherited property groups. Select this entry to discard local overrides and re-instate inheritance, which means that this property group will continue to track configuration changes made to its parent. This entry appears only for properties and property groups that are defined at the current level. Select it to delete the selected property or group. Note that if the deleted property or group has been customized at a child level, then that property will remain at that child level and will no longer be marked as inherited. Note also that when you delete a group, all of the properties belonging to that group at the current site level will also be deleted, though the group may still exist at lower levels if it has been customized with extra properties there.. Creating and Configuring Searchable Properties Adding, Editing and Deleting Searchable Properties To configure searchable properties: 1. Go to the Search Tabs page for the site level at which you want to create the new searchable property as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify properties and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 67

78 Ontolica Search for SharePoint 2010 Administrator's Guide 3. Click on the Searchable Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Searchable Properties page. 4. Use the toolbar and action-menu commands on the Searchable Properties page to add, remove, arrange, copy and/or edit your properties (see also "The Searchable Properties Page" for details about these controls). When you are adding a new property, you will see the Add Searchable Property page. When editing an existing property created at the current site level, you will see the Edit Searchable Property page. When editing an existing property created at a higher site level, you will see the Overwrite Searchable Property page. When you are creating a copy of an existing property, you will see the Copy Searchable Property page. Each of these pages includes the same collection of settings, which are described below. 68

79 Using Custom Properties Figure: The searchable-property configuration page 69

80 Ontolica Search for SharePoint 2010 Administrator's Guide Searchable Property Configuration Settings Most of the settings on the Add/Edit/Overwrite Searchable Property pages are very straightforward and apply to all types of properties. Some settings are somewhat more complex; further details about these are described in the sections below. The following settings are provided: Name and Description > ID: Enter a unique ID for the property. Do not use spaces. Name and Description > Name: Enter a display name for the property. This is the label shown for the property in search forms where it appears and also in the list on the Searchable Properties page. Name and Description > Description: Enter a short description for the property. This will be shown next to the name in search forms where the property appears and will also appear as a tool tip on administration pages (such as the list on the Searchable Properties page). Alternative Names: Alternative names can be used when constructing query strings using the advanced Ontolica syntax. You can always use the ID (described above), but if you would like to use (typically shorter) alternatives, then you can enter them here. If you would like to make more than one, then separate each of them with a carriage return. Property Group: Each searchable property must belong to exactly one property group. To add the current property to an existing group, select the appropriate group name from the drop-down list. To create a new group, click on the New Group button. See also "Working with Searchable Property Groups" for more information about searchable-property groups. Property Mode: Select a radio button to create either a Mapped Property or Query Property. Mapped properties map directly to a managed property established in SharePoint. Query properties add a pre-configured query to the search (configured using the advanced Ontolica syntax). The selection you make here will affect the controls offered at the bottom of the page (see below). Property Mapping: This control is only available for mapped properties. The drop-down list here shows the name of each available managed property. Select the managed property in which your searchable property should search. Operators: Use these settings to control which type of operators will be shown as options in the search form and how they will be identified; however, if you select only one, then that operator will always apply and no operator option will be shown in the form. Only those operators that are relevant for the data type of the managed property you selected for the Property Mapping are listed here. These settings are therefore available only once you have selected a mapping and may change if you modify the mapping. Mark the Enable check box for each operator that you wish to make available to users in the search form and edit the Display Name as needed (for example, to translate to a new language). Property Values: The settings in this section enable you to control the options available for users when specifying values for the search. For mapped properties, you will be able to decide which types of input controls are available and establish the choices available. For query properties, you will be able to define the available queries and the user controls for selecting them. See below for details about each type. Target Audiences: Use this setting to limit the types of users that will see the current searchable property. Enter one or more audience names (separated by semicolons) to limit the audiences to which the current property will be shown. Leave this setting blank to show the property to all users. See also "Target Audiences in Ontolica" for details about this setting and its helper controls. 70

81 Using Custom Properties Providing Property Values for Input Controls Overview To better help users make valid searches, you might design your search forms to provide input controls that include suggested values. For example, if your search form enables users to search by file type (HTML, PDF, Word, etc.), then you might provide a drop-down list of valid file types, rather than leaving the user to guess about how to specify a given file type (e.g., as "Word", "MSWord" or ".doc"). There are three basic ways of defining the collection of options provided for any given input control: Define the values manually: Create your own list of display and submit values for the control. See "Using Property Values Based on a Custom List" for instructions. Take values from a SharePoint List: Take the values from an existing SharePoint list. The list can be part of the local SharePoint site, or can be drawn from a remote site via a URL. There are furthermore two ways to use a SharePoint list; these are summarized in the list below. Take values from a remote Web Service: Call a remote system that supplies a Web Service that will return a set of input options. See "Using Property Values Drawn from a Web Service" for instructions. The standard SharePoint lists feature mentioned in the list above provides a convenient way to manage all types of lists used throughout your site. See also your SharePoint documentation for details about creating and managing lists. There are two ways of using a SharePoint list to provide input values: Choice column values: Takes all unique values found in a given column of a given list. Use this option for lists that have many items but just a few unique values for your selected column. For example, if you will reference the "status" column for a list of documents, then use this option because there is probably just a few status values for an otherwise long list of documents. Instructions for using this option are described below under "Using Property Values Based on Choice Column Values from a SharePoint List". List values Takes a value from a given column for each row of a given list. Use this option for lists where each row is likely to have a unique value in a selected column. This option enables you to select separate display and submit columns and also to use a list view to fine-tune the content and sorting of the input options. Instructions for using this option are described below under "Using Property Values Based on List Values from a SharePoint List". Use the settings in the Property Values area to select and configure these features. See below for details about each option. Using Property Values Based on a Custom List If you wish to provide a set of value options that does not already exist as a SharePoint list (and it would not be useful create one), then you can instead create a custom list that applies only to a single property. To do this, configure a search property as described above and then set the Property Values settings to User defined values. The page then reloads to provide the Value Data and Value Selector controls, which enable you to enter values for your list and control how they are presented to the user. The Value Data table shows the list of values that are currently available (if any). 71

82 Ontolica Search for SharePoint 2010 Administrator's Guide Use the buttons at the top of the table to work with the list as follows: Click here to add a new value to the table. This opens the Property Value pop-up window, which enables you to define the value (see below). To edit an existing value in the table, select the target value and then click here. This opens the Property Value pop-up window, which enables you to define the value (see below). To remove an existing value from the table, select the target value and then click here. The values will be displayed in the search form using order indicated by the table. To move an existing value up in the list, select the target value and then click here. To move an existing value down in the list, select the target value and then click here. When you choose to edit or create a new value row, the Property Value pop-up window is displayed to enable you to define the value with a name, submit value, abbreviation and icon. 72

83 Make the following settings in the Property Value window: Using Custom Properties Display Name (required): Enter the value as it should be presented to the user. Value (required): Enter the value that should be submitted to the search engine. This is often the same as the display name, but not necessarily so. Icon URL (optional): If you would like to display a small icon next to the value, then enter the URL for that icon here. Abbreviation (optional): If you would like to use the Ontolica search syntax to write queries that use this value, and then use this setting to establish a short term for the current value. Click on OK when you have finished defining the value. Once you have finished setting up the value table, make the following settings to control how the values will be presented to users: Value Selector: Choose the type of control you would like to provide: "drop-down box" or "Lookup dialog". A drop-down box shows all available values, including one for an empty selection. A lookup dialog provides an input field in which the user can begin to type, with matches from the specified list shown based on the characters typed so far. Use a drop-down list when there are relatively few values; use a lookup dialog when there are many values in the list. Specify... empty selection: This setting is only provided when you have chosen "dropdown box" for the setting above. Enter the text to show for the list-box item that equals no selection (e.g., ""<any>" or "<none>" or "<choose a country>"). If the user leaves the box set to this text, then the search will not consider values of the current property. Value Settings: Enter a default value for the property here. This value will be submitted if the user does not make a selection from the control. Leave this blank to use the empty selection as a default. Using Property Values Based on Choice Column Values from a SharePoint List As mentioned above, the Choice Column Values option takes all unique values found in a given column of a given SharePoint list. Use this option for lists that have many items but just a few values for your selected column. For example, if you will reference the "status" column for a list of documents, then use this option because there is probably just a few status values for an otherwise long list of documents. To use choice column values, do the following: 1. Configure a mapped property as described above under "Searchable Property Configuration Settings". 73

84 Ontolica Search for SharePoint 2010 Administrator's Guide 2. In the Property Values area, set the Value Source setting to Choice column values. The page reloads to show the relevant settings in the Property Values area. 3. Under the Value Data heading, make the following settings: Specify the list to get data from: Select either a local SharePoint list from which to get data or select "<Specify URL>" to use a list from another SharePoint installation. If you choose to specify a URL, then the page will reload to include an input form in which to enter the URL; use the URL at which the relevant list is provided by the remote installation, then click on Load to load its columns (which makes column choices available in the next drop-down list). Specify the column to get data from: Select the column from which to fetch values. (As mentioned above, if you are using a remote list specified by URL, you must enter a URL and click on Load to make column names available here.) 4. Under the Value Selector heading, make the following settings: Select the value selector...: Choose the type of control you would like to provide: "drop-down box" or "Lookup dialog". A drop-down box shows all available values, including one for an empty selection. A lookup dialog provides an input field in which the user can begin to type, with matches from the specified list shown based on the characters typed so far. Use a drop-down list when there are relatively few values; use a lookup dialog when there are many values in the list. Specify... empty selection: This setting is only provided when you have chosen "dropdown box" for the setting above. Enter the text to show for the list-box item that equals no selection (e.g., ""<any>" or "<none>" or "<choose a country>"). If the user leaves the box set to this text, then the search will not consider values of the current property. 5. Under the Value Settings heading, enter a default value for the property. This value will be submitted if the user does not make a selection from the control. Leave this blank to use the empty selection as a default. 74

85 Using Property Values Based on List Values from a SharePoint List Using Custom Properties As mentioned above, the List Values option takes a value from a given column for each row of a given list. Use this option for lists where each row is likely to have a unique value in a selected column. This option enables you to select separate display and submit columns and also to use a list view to fine-tune the content and sorting of the input options. To use list values, do the following: 1. Configure a mapped property as described above under "Searchable Property Configuration Settings". 2. In the Property Values area, set the Value Source setting to List values. The page reloads to show the relevant settings in the Property Values area. 3. Under the Value Data heading, make the following settings: Specify the list to get data from: Select either a local SharePoint list from which to get data or select "<Specify URL>" to use a list from another SharePoint installation. If you choose to specify a URL, then the page will reload to include an input form in which to enter the URL; use the URL at which the relevant list is provided by the remote installation, then click on Load to load its columns (which makes column choices available in the other drop-down lists). Specify a list view...: Each SharePoint list can be configured with any number of views, each of which establishes a specific set of filtering and sorting criteria. You might use an existing view or create a special one for the purpose of providing relevant, sorted values optimized for your search form. There will always be at least one view (which is the raw list), but there might be many more. Select the appropriate view name here. See also your SharePoint documentation for complete details about how to work with list views. 75

86 Ontolica Search for SharePoint 2010 Administrator's Guide Specify the column to get values from: Select the column from which to fetch values that will be submitted to the search engine. These may or may not be the same as the values displayed to the user; for example, the user might select from a list showing department names, but a department ID value will be submitted because this is what is used in the search database. Specify the column to get display values from: Select the column from which to fetch values that will be shown to the user. This may or may not be the same as the column containing the submit values. 4. Under the Value Selector heading, make the following settings: Select the value selector...: Choose the type of control you would like to provide: "drop-down box" or "Lookup dialog". A drop-down box shows all available values, including one for an empty selection. A lookup dialog provides an input field in which the user can begin to type, with matches from the specified list shown based on the characters typed so far. Use a drop-down list when there are relatively few values; use a lookup dialog when there are many values in the list. Specify... empty selection: This setting is only provided when you have chosen "dropdown box" for the setting above. Enter the text to show for the list-box item that equals no selection (e.g., ""<any>" or "<none>" or "<choose a country>"). If the user leaves the box set to this text, then the search will not consider values of the current property. 5. Under the Value Settings heading, enter a default value for the property. This value will be submitted if the user does not make a selection from the control. Leave this blank to use the empty selection as a default. Using Property Values Drawn from a Web Service It is possible to import value options from another system that provides a Web Service for supplying these values. This is an alternative to the SharePoint list and custom-list options described in the sections above. Ontolica includes a sample Visual Studio project that provides a skeletal Web Service that will return value options in the format required by Ontolica. You must customize this project using Visual Studio so that it will interact correctly with your remote system. The project includes comments, examples and other documentation that will help you customize the service; some programming experience is required. Ontolica submits a property ID to the service and expects to receive a set of values back. To find this project, open your Ontolica CD or downloaded archive and then look in the following folder: <CD_or_Archive_Root>\Samples\OntolicaPropertyValuesService\ To configure a searchable property to fetch input-value options from a Web Service, do the following: 1. Customize the skeletal service supplied with Ontolica as needed for your remote system. Then install and test the service. 2. Establish a searchable property in Ontolica and configure it as a mapped property (as described above under "Searchable Property Configuration Settings"). 76

87 Using Custom Properties 3. Set the Value Source setting to Web service data provider. The page then reloads to show the relevant settings in the Property Values area. 4. In the Value Data field, enter the URL of the Web Service. To confirm that the service is available, click on the Click here to test values link. 5. Under the Value Selector heading, make the following settings: Select the value selector...: Choose the type of control you would like to provide: "drop-down box" or "Lookup dialog". A drop-down box shows all available values, including one for an empty selection. A lookup dialog provides an input field in which the user can begin to type, with matches from the specified list shown based on the characters typed so far. Use a drop-down list when there are relatively few values; use a lookup dialog when there are many values in the list. Specify... empty selection: This setting is only provided when you have chosen "dropdown box" for the setting above. Enter the text to show for the list-box item that equals no selection (e.g., ""<any>" or "<none>" or "<choose a country>"). If the user leaves the box set to this text, then the search will not consider values of the current property. 6. Under the Value Settings heading, enter a default value for the property. This value will be submitted if the user does not make a selection from the control. Leave this blank to use the empty selection as a default. Setting up Query Properties As mentioned above, query properties generate a pre-defined query and add it to the user-defined query. You design your query properties using the advanced Ontolica syntax and can therefore generate any type of query, including queries that include advanced Boolean operations and mapped metadata. A query property is able to present users with any number of (usually related) query options. For example, it might provide a drop-down list for finding large, medium or small images. Behind the scenes, each of the selections from this list will generate a query that uses the Ontolica search syntax to search for image files in specific size ranges. 77

88 Ontolica Search for SharePoint 2010 Administrator's Guide To create a query property: 1. Start as described above to create a new searchable property and be sure to set Property Mode to "Query Property". 2. Make a suitable selection for the Operator setting. Your (or the user's) selection here will affect the entire query clause created by your property. 3. Use the settings in the Property Values area to define the various types of queries that will be available for your property. The controls and options provided for doing this are described below. The Value Data table shows the list of queries that are currently defined for your property (if any). Use the buttons at the top of the table to work with the list as follows: Click here to add a new query to the table. This opens the Property Value pop-up window, which enables you to define the query (see below). To edit an existing query in the table, select the target query and then click here. This opens the Property Value pop-up window, which enables you to define the query (see below). To remove an existing query from the table, select the target query and then click here. The queries will be displayed in the search form using order indicated by the table. To move an existing query up in the list, select the target query and then click here. To move an existing query down in the list, select the target query and then click here. 78

89 Using Custom Properties When you choose to edit or create a new query row, the Property Value pop-up window is displayed to enable you to define the value with a name, submit value, abbreviation and icon. Make the following settings in the Property Value window: Display Name (required): Enter a description of the query as it should be presented to the user. Query (required): Enter the full query using the Ontolica query syntax. The query can be a simple or as complex as you like. Icon URL (optional): If you would like to display a small icon next to the value, then enter the URL for that icon here. Abbreviation (optional): If you would like to include the current query in expressions written using the Ontolica search syntax, then use this setting to establish a short term for the query. Click on OK when you have finished defining the query. Once you have finished setting up the query table, make the following settings to control how the queries will be presented to users: Value Selector: in the current release, Drop down box is the only option available here; it is selected automatically. Future release may include support for other types of presentations, such as radio buttons, check boxes and/or a lookup dialog. Value Settings: this setting is only provided when Value Selector is set to Drop down box. Enter the text to show when no value has been selected from the drop-down, for example: "<any>" or "<none>" or "<choose a country>". If the user leaves the box set to this text, then the search will not consider values of the current property. 79

90 Ontolica Search for SharePoint 2010 Administrator's Guide Working with Searchable Property Groups All searchable properties must be part of exactly one group, though a simple solution might include just one group. At run time, the search form is created by an Ontolica Search Dialog Web Part, which provides input fields for each property that belongs to one or more selected groups. You might therefore group your searchable properties to limit the properties displayed in some situations or to use different types of presentation for each of several groups. On the Searchable Properties page, property groups are shown in left-justified bold type; the properties belonging to each group are shown in standard type, indented below their group name. Creating a New Property Group You are not able to create a new, empty property group. Instead, you must create or edit an existing property and then use controls on the property-configuration page to create the new group, thereby adding the selected property to that group at the same time. To do this: 1. Go to the Searchable Properties page for the site level and tab for which you want to create the new property group as described in "The Searchable Properties Page". 2. Create a new property using the toolbar or edit an existing property using the actions menu, also as described in "The Searchable Properties Page". You should now be on the Edit/Add/Overwrite Searchable Property page. 80

91 Using Custom Properties 3. Click on the New Group link in the Property Group section to open a pop-up dialog for defining the new group. Make the following settings: ID: Enter an ID code for the group. This is only used internally. It must be unique among all property groups and must not include any spaces. Note that if you enter the ID of a group that is already defined further down in the site hierarchy, then that group will be promoted to the current level and marked as inherited at its original level. Name: Enter a name for the group as it should be presented on the Searchable Properties page. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 4. Click on OK to close the new-group window. The new group is now created an your selected property has become a member of that group. 81

92 Ontolica Search for SharePoint 2010 Administrator's Guide Editing Property Groups A property group's settings include its ID, name and description. Once a group is created, you can no longer change its ID, but you can edit its name and description at any site level as follows: 1. Go to the Searchable Properties page for the site level and tab for which you want to create the new property group as described in "The Searchable Properties Page". 2. Click on the target group name and select Edit Property Group from the action menu. 3. You should now be on the Edit Search Properties Group page. Make the following settings: Name: Enter a name for the group as it should be presented on the Searchable Properties page at the current level and below. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 82

93 Using Custom Properties 4. Click on OK to close the Edit Search Properties Group page and store your settings. Note that if you edit the name and/or description of an inherited property group, then your settings will apply at the current site level (and below) only. Furthermore, these settings will no longer track changes made at higher levels in the SharePoint hierarchy. Deleting Property Groups To delete a property group, you must work using the Searchable Properties page for the site level at which you defined the group you cannot delete groups inherited from a higher level. When you delete the group, all properties that belong to that group and are defined at the same site level will also be deleted. However, if new properties were added to the group at a child site level, then the group will remain available at that level and the properties defined at that level and below will remain. To delete a property group: 1. Go to the Searchable Properties page for the site level and tab for which you want to create the new property group as described in "The Searchable Properties Page". 2. Click on the target group name and select Delete Group from the action menu. Populating Property Groups Whenever you create a new searchable property you must select the property group to which it belongs. Similarly, you can move properties between groups by editing each property 's configuration. See "Creating and Configuring Searchable Properties" for details about how to make these settings. See "The Searchable Properties Page" for details about how to position properties within a group and how to position groups relative to each other. 83

94 Ontolica Search for SharePoint 2010 Administrator's Guide Configuring General Searchable Properties Settings For each search-tab configuration, you are able to configure how search properties will be shown by Ontolica Search Dialog Web Parts that use that configuration. To find and configure these settings, do the following: 1. Go to the Search Tabs page for the site level at which you want to establish general settings as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to establish general settings and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 84

95 Using Custom Properties 3. Click on the Searchable Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Searchable Properties page. 4. Click on the Settings button in the toolbar of the Searchable Properties page to open the Searchable Properties Settings page. 5. Use the Searchable Properties Settings page to configure the general searchable properties settings, as described below. 6. Click on OK to save your changes. Inheritance Settings Select one of the following to control whether or not to inherit general searchable-properties settings: Inherit settings from parent: select this option to revert to settings made at the parent level and continue to track changes made there. 85

96 Ontolica Search for SharePoint 2010 Administrator's Guide Specify local settings: select this option to break the inheritance link and define all settings at the local level from now on, as specified by the settings described below. Display Settings This setting affects whether or not searchable-properties will be available to search forms at the current site level. Mark this box to enable the properties; clear the box to prevent searchable properties from appearing. Note that you can also configure each Ontolica SharePoint 2010 Search Result Web Part to show searchable properties or not. The Display Settings choice that you make here will only affect those Web parts that are configured to show searchable properties. Displaying Custom Properties in Search Results Custom Properties in Search Results In result lists, custom properties for each found document are listed together with its other information (such as title, date, description, etc.). To the user, custom properties are indistinguishable from standard properties, though you might choose to format them slightly differently. One place where custom result properties are often used is on a result-details page, which shows extra information about a single result selected from a result list. Here, the user will be able to see many more properties than are normally included in the list view. All custom properties used in search results must be mapped to SharePoint managed properties, which themselves exist as database columns for each document. Figure: Example of a detailed result page that shows several custom result properties about a selected document 86

97 Using Custom Properties Displaying Custom Result Properties To display custom result property values, you must do the following: 1. Establish the desired metadata columns as managed properties in SharePoint (see "Establishing Custom Properties in SharePoint"). 2. Configure the relevant managed properties as search-result properties for Ontolica (see "The Search Result Properties Page"). 3. Configure the Search Result Properties setting for each relevant Ontolica SharePoint 2010 Search Result Web Part as follows: o To show all available properties, set the Web Part to show custom properties from all result-property groups. o To show properties from a minority of available groups, configure the Web Part with a list of result-property groups to show (properties from unnamed groups will not be shown). o To show properties from a majority of available groups, configure the Web Part with a list of result-property groups not to show (properties from all unnamed groups will be shown). See "Ontolica SharePoint 2010 Search Result Web Part " for details about how to make these settings. The Search Result Properties Page The Search Result Properties page enables you to establish and configure the collection of custom properties that will be available for display in results listings on a given search tab. Custom properties provide metadata for a given document, such as the document author, last-modified date, document type, etc. Finding the Search Result Properties Page To find the Search Result Properties page: 1. Go to the Search Tabs page for the site and site level at which your result property will most-often apply. See "Search-Tab Configuration and Inheritance" for details. 87

98 Ontolica Search for SharePoint 2010 Administrator's Guide 2. Click on the search tab to which you want to add the searchable property and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 3. Click on the Search Result Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Search Result Properties page. See below for details about the information, settings and features provided on the Search Result Properties page. Note: All metadata properties that you wish to use must be available and configured as managed properties in SharePoint before you can configure them as search-result properties for Ontolica. Interpreting the Search Result Properties List The Search Result Properties page provides a list of properties currently available for display in results lists for your selected site and search tab. You can see the following information here: 88

99 Using Custom Properties Property Groups and Group Memberships: In the property list, result-property groups are shown in left-justified bold type; the properties belonging to each group are shown in standard type, indented below their group name. Property ID: These are listed in the ID column. This is how the property is identified on the various Ontolica configuration pages. As mentioned above, each property ID is shown in standard type and indented below the property group to which it belongs. Property Name: These are listed in the Name column. This is how each property is identified to users. Managed Property Name: Search-result properties are an Ontolica concept; they are named and configured using settings provided by Ontolica. However, each property must also be known to SharePoint and its search engine as a managed property. Usually, there are many more managed properties in SharePoint than would be relevant as search-result properties for Ontolica. The Managed Property column shows the name of the SharePoint managed property that is mapped to each listed Ontolica search-result property. Inheritance Status: As with most Ontolica settings, result properties are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each property has inherited some or all of its settings from a higher-level site as follows: This icon in the Inherited column indicates a property that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below. This icon in the Inherited column indicates a property that was originally inherited from a higher site level, but has since been customized. These properties no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these properties by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below. (no icon) Properties that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These properties will be inherited by child sites (if any). This icon in the Inherited column indicates a property that has been both created and hidden at the local level (see below for details about hidden properties). Note: Even at the top, farm level you will see inheritance indicators. Properties (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. 89

100 Ontolica Search for SharePoint 2010 Administrator's Guide Using the Search Result Properties Toolbar A toolbar is provided at the top of the Search Result Properties page. It provides buttons for performing each of several tasks, as outlined below. Click here to return to the page you were on just before coming to the current page. Click here to add a new search-result property for your current site and search tab. This opens the Add Search Result Property page. The settings provided here are the same as those for configuring an existing property (see "Creating and Configuring Search Result Properties") Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. Using the Search Result Properties Action Menus Each property listed on the Search Result Properties page provides an action menu with commands for acting on a selected property or property group. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the property or group name; the name then acts like drop-down list with some combination of the commands summarized below. This entry appears for properties that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this property higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected property (see "Creating and Configuring Search Result Properties"). This entry appears for properties that are either defined or customized at the current level. Select this to open the page for configuring the selected property (see "Creating and Configuring Search Result Properties"). 90

101 Using Custom Properties Select this entry to create a new property that initially has the same settings as the selected one. This opens the Copy Search Result Properties page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new property). You must at least assign a new and unique ID to the new copy. This entry appears for property groups that are either defined or customized at the current level. Select this to open the page for configuring the selected property group (see "Working with Result-Property Groups") To rearrange the properties within a given group, click on a target property and select one of these entries. To move a group, click on a target group and select one of these entries. Note that non-customized, inherited properties cannot be moved. If you would like to disable a property temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Property entry (this entry is only active for properties that are not currently hidden). Hidden properties will show "(Hidden)" after their name on the Search Result Properties page (e.g., "Author (Hidden)") and will also show grayed icons in the Inherited column. Hidden properties will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden property previously had local overrides). Hidden properties will furthermore not appear to administrators on the Search Result Properties page for any of the sites below the level at which a given property was hidden. To reactivate a hidden property, find the site level at which the property is marked as hidden, open its action menu and select the Show Property entry (this entry is only active for properties that are currently hidden). The property will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level property before it was hidden, then those overrides will be reinstated when the property is again set to be shown. 91

102 Ontolica Search for SharePoint 2010 Administrator's Guide This entry appears for customized, inherited properties. Select this entry to discard local overrides and re-instate inheritance, which means that this properties will continue to track configuration changes made to its parent. This entry appears for customized, inherited property groups. Select this entry to discard local overrides and re-instate inheritance, which means that this property group will continue to track configuration changes made to its parent. This entry is only active for properties and property groups that are defined at the current level. Select it to delete the selected property or group. Note that if the deleted property or group has been customized at a child level, then that property will remain at that child level and will no longer be marked as inherited. Note also that when you delete a group, all of the properties belonging to that group at the current site level will also be deleted, though the group may still exist at lower levels if it has been customized with extra properties there. Creating and Configuring Search Result Properties Adding, Editing and Deleting Search Result Properties To configure search-result properties: 1. Go to the Search Tabs page for the site level at which you want to create the new result property as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify result properties and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 92

103 Using Custom Properties 3. Click on the Search Result Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Search Result Properties page. 4. Use the toolbar and action-menu commands on the Search Result Properties page to add, remove, arrange and/or edit your properties (see also "The Search Result Properties Page" for details about these controls). When you are adding a new property, you will see the Add Search Result Property page. When editing an existing property created at the current site level, you will see the Edit Search Result Property page. When editing an existing property created at a higher site level, you will see the Overwrite Search Result Property page. When you are creating a copy of an existing property, you will see the Copy Search Result Property page. Each of these pages includes the same collection of settings, which are described below. 93

104 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: The search-result property configuration page Searchable Property Configuration Settings Most of the settings on the Add/Edit/Overwrite Searchable Property pages are very straightforward and apply to all types of properties. Some settings are somewhat more complex; further details about these are described in the sections below. The following settings are provided: Name and Description > ID: Enter a unique ID for the property. Do not use spaces. Name and Description > Name: Enter a display name for the property. Name and Description > Description: Enter a short description for the property. This will be shown as a tool tip on administration pages (such as the list on the Search Result Properties page). Property Mapping: The drop-down list here shows the name of each available managed property. Select the managed property in which your search-result property should search. (Note that all metadata properties that you wish to use must be available and configured as managed properties in SharePoint before you can configure them as search-result properties for Ontolica; see also "Establishing Custom Properties in SharePoint".) Property Group: Each search-result property must belong to exactly one property group. To add the current property to an existing group, select the appropriate group name from the drop-down list. To create a new group, click on the New Group button. See also "Working with Result-Property Groups" for more information about result-property groups. 94

105 Using Custom Properties Target Audiences: Use this setting to limit the types of users that will see the current property. Enter one or more audience names (separated by semicolons) to limit the audiences to which the current property will be shown. Leave this setting blank to show the property to all users. See also "Target Audiences in Ontolica" for details about this setting and its helper controls. Working with Result-Property Groups All search-result properties must be part of exactly one group, though a simple solution might include just one group. At run time, the result listing is created by an Ontolica SharePoint 2010 Search Result Web Part, which lists each property that belongs to one or more selected groups. You might therefore group your search-result properties to limit the properties displayed in some situations. On the Search Result Properties page, property groups are shown in left-justified bold type; the properties belonging to each group are shown in standard type, indented below their group name. Creating a New Property Group You are not able to create a new, empty property group. Instead, you must create or edit an existing property and then use controls on the property-configuration page to create the new group, thereby adding the selected property to that group at the same time. To do this: 1. Go to the Search Result Properties page for the site level and tab for which you want to create the new property group as described in "The Search Result Properties Page". 95

106 Ontolica Search for SharePoint 2010 Administrator's Guide 2. Create a new property using the toolbar or edit an existing property using the actions menu, also as described in "The Search Result Properties Page". You should now be on the Edit/Add/Overwrite Search Result Property page. 3. Click on the New Group link in the Property Group section to open a pop-up dialog for defining the new group. Make the following settings: ID: Enter an ID code for the group. This is only used internally. It must be unique among all property groups and must not include any spaces. Note that if you enter the ID of a group that is already defined further down in the site hierarchy, then that group will be promoted to the current level and marked as inherited at its original level. 96

107 Using Custom Properties Name: Enter a name for the group as it should be presented on the Search Result Properties page. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 4. Click on OK to close the new-group window. The new group is now created an your selected property has become a member of that group. Editing Property Groups A property group's settings include its ID, name and description. Once a group is created, you can no longer change its ID, but you can edit its name and description at any site level as follows: 1. Go to the Search Result Properties page for the site level and tab for which you want to create the new property group as described in "The Search Result Properties Page". 2. Click on the target group name and select Edit Property Group from the action menu. 3. You should now be on the Edit Property Group page. 97

108 Ontolica Search for SharePoint 2010 Administrator's Guide Make the following settings: Name: Enter a name for the group as it should be presented on the Search Result Properties page at the current level and below. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 4. Click on OK to close the Edit Properties Group page and store your settings. Note that if you edit the name and/or description of an inherited property group, then your settings will apply at the current site level (and below) only. Furthermore, these settings will no longer track changes made at higher levels in the SharePoint hierarchy. Deleting Property Groups To delete a property group, you must work using the Search Result Properties page for the site level at which you defined the group you cannot delete groups inherited from a higher level. When you delete the group, all properties that belong to that group and are defined at the same site level will also be deleted. However, if new properties were added to the group at a child site level, then the group will remain available at that level and the properties defined at that level and below will remain. To delete a property group: 1. Go to the Search Result Properties page for the site level and tab for which you want to create the new property group as described in "The Search Result Properties Page". 98

109 Using Custom Properties 2. Click on the target group name and select Delete Group from the action menu. Populating Property Groups Whenever you create a new searchable property you must select the property group to which it belongs. Similarly, you can move properties between groups by editing each property s configuration. See "Creating and Configuring Search Result Properties" for details about how to make these settings. See "The Search Result Properties Page" for details about how to position properties within a group and how to position groups relative to each other. Using Custom Properties to Group Results Grouping Properties In addition to providing the usual list of ranked results, Ontolica enables users to group search results according to any of several types of custom-property values. For example, your result page might provide a link for grouping the results by author. If the user clicks here, then the result page will group all of the documents written by a given author together. You might establish several different ways of grouping results, such as by month, document type, document status, etc. All custom properties used for grouping must be mapped to SharePoint managed properties, which themselves exist as database columns for each document. 99

110 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: Example of a result page that includes grouping controls Note: Each page of search results is grouped one at a time, so sorting does not affect overall page ranking for a given query. This means that you will see the same results on a given page (for example, on page 4 of the result list) regardless of which type of sorting you use; only the order of the results on each given page will change. Displaying a Grouping Control To include a grouping control with a result list, you must do the following: 1. Establish the desired metadata columns as managed properties in SharePoint (see "Establishing Custom Properties in SharePoint"). 2. Configure the relevant managed properties as grouping properties for Ontolica (see "The Grouping Properties Page"). 3. For each relevant result page, place an Ontolica Search Summary Web Part that is configured with grouping enabled and with an XSLT template designed to implement a grouping control. See "Ontolica Search Summary Web Part" for details about how to make these settings. The Grouping Properties Page The Grouping Properties page enables you to establish and configure the collection of custom properties that will be available for use in grouping controls. Custom properties provide metadata for a given document, such as the document author, last-modified date, document type, etc. 100

111 Using Custom Properties Finding the Grouping Properties Page To find the Grouping Properties page: 1. Go to the Search Tabs page for the site and site level at which your grouping property will apply. See "Search-Tab Configuration and Inheritance" for details. 2. Click on the search tab to which you want to add the grouping property and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 3. Click on the Grouping Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Grouping Properties page. 101

112 Ontolica Search for SharePoint 2010 Administrator's Guide See below for details about the information, settings and features provided on the Grouping Properties page. Note: All metadata properties that you wish to use must be available and configured as managed properties in SharePoint before you can configure them as grouping properties for Ontolica. Interpreting the Grouping Properties List The Grouping Properties page provides a list of properties currently available for grouping controls on your selected site and search tab. You can see the following information here: Property ID: These are listed in the ID column. This is how the property is identified on the various Ontolica configuration pages. Property Name: These are listed in the Name column. This is how each property is identified to users. Managed Property: Grouping properties are an Ontolica concept; they are named and configured using settings provided by Ontolica. However, each property must also be known to SharePoint and its search engine as a managed property. Usually, there are many more managed properties in SharePoint than would be relevant as grouping properties for Ontolica. The Managed Property column shows the name of the SharePoint managed property that is mapped to each listed Ontolica grouping property. Inheritance Status: As with most Ontolica settings, grouping properties are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each property has inherited some or all of its settings from a higher-level site as follows: This icon in the Inherited column indicates a property that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below. This icon in the Inherited column indicates a property that was originally inherited from a higher site level, but has since been customized. These properties no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these properties 102

113 Using Custom Properties by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below. (no icon) Properties that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These properties will be inherited by child sites (if any). This icon in the Inherited column indicates a property that has been both created and hidden at the local level (see below for details about hidden properties). Note: Even at the top, farm level you will see inheritance indicators. Properties (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. Using the Grouping Properties Toolbar A toolbar is provided at the top of the Grouping Properties page. It provides buttons for performing each of several tasks, as outlined below. Click here to return to the page you were on just before coming to the current page. Click here to add a new grouping property for your current site and search tab. This opens the Add Grouping Property page. The settings provided here are the same as those for configuring an existing property (see "Creating and Configuring Grouping Properties") Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. Using the Grouping Properties Action Menus Each property listed on the Grouping Properties page provides an action menu with commands for acting on a selected property. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the property; the name then acts like drop-down list with some combination of the commands summarized below. 103

114 Ontolica Search for SharePoint 2010 Administrator's Guide This entry appears for properties that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this property higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected property (see "Creating and Configuring Grouping Properties"). This entry appears for properties that are either defined or customized at the current level. Select this to open the page for configuring the selected property (see "Creating and Configuring Grouping Properties"). Select this entry to create a new property that initially has the same settings as the selected one. This opens the Copy Grouping Properties page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new property). You must at least assign a new and unique ID to the new copy. To rearrange the properties, click on a target property and select one of these entries. Note that noncustomized, inherited properties cannot be moved. If you would like to disable a property temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Property entry (this entry is only active for properties that are not currently hidden). Hidden properties will show "(Hidden)" after their name on the Grouping Properties page (e.g., "Author (Hidden)") and will also show grayed icons in the Inherited column. Hidden properties will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden property previously had local overrides). Hidden properties will furthermore not appear to administrators on the Grouping Properties page for any of the sites below the level at which a given property was hidden. To reactivate a hidden property, find the site level at which the property is marked as hidden, open its action menu and select the Show Property entry (this entry is only active for properties that are currently hidden). The property will once again be visible to all users and 104

115 Using Custom Properties administrators at that level and below. If local overrides existed for a lower-level property before it was hidden, then those overrides will be reinstated when the property is again set to be shown. This entry appears for customized, inherited properties. Select this entry to discard local overrides and re-instate inheritance, which means that these properties will continue to track configuration changes made to its parent. This entry is only active for properties that are defined at the current level. Select it to delete the selected property. Note that if the deleted property has been customized at a child level, then that property will remain at that child level and will no longer be marked as inherited. Creating and Configuring Grouping Properties Adding, Editing and Deleting Grouping Properties To configure grouping properties: 1. Go to the Search Tabs page for the site level at which you want to create the new grouping property as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify properties and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 105

116 Ontolica Search for SharePoint 2010 Administrator's Guide 3. Click on the Grouping Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Grouping Properties page. 4. Use the toolbar and action-menu commands on the Grouping Properties page to add, remove, arrange, copy and/or edit your properties (see also "The Grouping Properties Page" for details about these controls). When you are adding a new property, you will see the Add Grouping Property page. When editing an existing property created at the current site level, you will see the Edit Grouping Property page. When editing an existing property created at a higher site level, you will see the Overwrite Grouping Property page. When you are creating a copy of an existing property, you will see the Copy Grouping Property page. Each of these pages includes the same collection of settings, which are described below. 106

117 Using Custom Properties Figure: The grouping-property configuration page Basic Configuration Settings For most types of grouping properties, you will only need to define the basic configuration settings, which are: Name and Description > ID: Enter a unique ID for the property. Do not use spaces. Name and Description > Name: Enter a display name for the property. Name and Description > Description: Enter a short description for the property. This will be shown as a tool tip on administration pages (such as the list on the Grouping Properties page). 107

118 Ontolica Search for SharePoint 2010 Administrator's Guide Property Icon: If you would like to display a small icon next to the grouping property name, then enter a URL for your preferred image here. Note, however, that the XSLT template used by the Search Summary Web Part that creates the grouping control must be prepared to handle and display the icon correctly. The default XSLT template renders grouping controls as a drop-down list and therefore ignores this icon setting. Note also that if you choose to specify the image URL using a relative address (e.g., " /_layouts/images/logo.gif"), then you must make sure that this relative path is valid for all of your Search Centers and copy the file to the appropriate location on each front-end Web server. Property Mapping: The drop-down list here shows the name of each available managed property. Select the managed property by which you wish to group results. (Note that all metadata properties that you wish to use must be available and configured as a managed property in SharePoint before you can configure them as search-result properties for Ontolica; see also "Establishing Custom Properties in SharePoint".) Default Group: Often, your site will include documents and pages for which no value is defined for the current grouping property. All such results will be grouped together under a heading such as "other". Enter the name you wish to use for this heading here. Property Values > Value Source: For properties whose values you want to show just as they are stored in the database, set this to No property values. However, if you would like to translate the values for display and/or use icons for various values, then you can use the other settings available here to map database values to display values. See the sections below for details about how to do this. Target Audiences: Use this setting to limit the types of users that will see the current property. Enter one or more audience names (separated by semicolons) to limit the audiences to which the current property will be shown. Leave this setting blank to show the property to all users. See also "Target Audiences in Ontolica" for details about this setting and its helper controls. Setting up Value Translations with a Manual Table As mentioned above, you can use the Property Values settings on the Grouping Properties page to establish translations between values stored in the database and those shown to users. One common use for this is to translate several file-name extensions (which identify file types) to a more user friendly name (for example, to translate.xsl,.xlsx and.xlsm to "MS Excel"). You can also use these settings to display icons for each of several expected values. To set up value and/or icon translations: 1. Create or edit the appropriate grouping property and fill-out the basic configuration settings as outlined above. 2. Set the Value Source setting to User defined values. The page then loads to show a Value Data table. 108

119 Using Custom Properties 3. The Value Data table can hold any number of rows, each of which shows database value in the Value(s) column (separated by semicolons), display text in the Display Name column and, optionally, an icon to the left of the display name. Here you can do the following: To edit an existing row, select it in the table and then click on the Edit button. This opens a window for editing the values and/or and icon for the selected row. If you would like to map a single display value to multiple database values, then list all relevant database values in the Values(s) field and separate each with a semicolon (;). To add a new row, click on the Add button. This opens a window for defining a new row; this window has the same settings as the edit window described above. To remove a row, select the target row in the table and click on the Delete button. To change the order in which items are listed in the table, select and item and then use the up and down buttons to reposition it. Note: URLs for the icons defined for each entry in the Value Data table are returned with the result set, but they will only appear on your result page if the Ontolica SharePoint 2010 Search Result Web Part on your page is using an XSLT template that uses them. You might, for example, use the icons as part of the heading for each group shown in the list. The default XSLT template, however, ignores the icon settings here. Note also that if you choose to specify the image URL using a relative address (e.g., " /_layouts/images/logo.gif"), then you must make sure that this relative path is valid for all of your Search Centers and copy the file to the appropriate location on each front-end Web server. Fetching Value Translations from a Web Service As an alternative to the manual table of translation values described above, you might instead choose to fetch a table of display to submit values from a Web service. Ontolica includes a sample Visual Studio project that provides a skeletal Web Service that will return value options in the format required by Ontolica. You must customize this project using Visual Studio so that it will interact correctly with your remote system. The project includes comments, examples and other documentation that will help you customize the service; some programming experience is required. Ontolica submits a property ID to the service and expects to receive a set of values back. To find this project, open your Ontolica CD or downloaded archive and then look in the following folder: 109

120 Ontolica Search for SharePoint 2010 Administrator's Guide <CD_or_Archive_Root>\Samples\OntolicaPropertyValuesService\ To configure a grouping property to fetch display/submit options from a Web Service, do the following: 1. Customize the skeletal service supplied with Ontolica as needed for your remote system. Then install and test the service. 2. Establish a searchable property in Ontolica and configure it as a mapped property (as described above). 3. Set the Value Source setting to Web service data provider. The page then reloads to show the relevant settings in the Property Values area. 4. In the Value Data field, enter the URL of the Web Service. To confirm that the service is available, click on the Click here to test values link. Using Custom Properties to Sort Results Sorting Properties Sorting properties enable users to modify the criteria by which result lists are sorted. By default, results are sorted by relevance, which is calculated at search time based on how closely each found document matches the submitted query. However, you might choose to provide any number of additional custom properties as sorting properties. Users will then be able to select from among these as criteria for sorting the list. For example, you might provide controls for sorting the list by date, author, department or any other custom property value. All custom properties used for sorting must be mapped to SharePoint managed properties. Most of these also exist as database columns for each document, though some special values are also generated dynamically (such as relevance). 110

121 Using Custom Properties Figure: Example of a result page that includes two sorting properties, for sorting by relevance or by date, respectively Displaying a Sorting Control To include a sorting control with a result list, you must do the following: 1. Establish the desired metadata columns as managed properties in SharePoint (see "Establishing Custom Properties in SharePoint"). 2. Configure the relevant managed properties as sorting properties for Ontolica (see "The Sorting Properties Page"). 3. For each relevant result page, place an Ontolica Search Summary Web Part that is configured with sorting enabled and with an XSLT template designed to implement a sorting control. See "Ontolica Search Summary Web Part" for details about how to make these settings. The Sorting Properties Page The Sorting Properties page enables you to establish and configure the collection of custom properties that will be available for use in sorting controls. Custom properties provide metadata for a given document, such as the document author, last-modified date, document type, etc. 111

122 Ontolica Search for SharePoint 2010 Administrator's Guide Finding the Sorting Properties Page To find the Sorting Properties page: 1. Go to the Search Tabs page for the site and site level at which your sorting property will apply. See "Search-Tab Configuration and Inheritance" for details. 2. Click on the search tab to which you want to add the sorting property and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 3. Click on the Sorting Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Sorting Properties page. 112

123 Using Custom Properties See below for details about the information, settings and features provided on the Sorting Properties page. Note: All metadata properties that you wish to use must be available and configured as managed properties in SharePoint before you can configure them as sorting properties for Ontolica. Interpreting the Sorting Properties List The Sorting Properties page provides a list of properties currently available for sorting controls on your selected site and search tab. You can see the following information here: Property ID: These are listed in the ID column. This is how the property is identified on the various Ontolica configuration pages. Property Name: These are listed in the Name column. This is how each property is identified to users. Managed Property: Sorting properties are an Ontolica concept; they are named and configured using settings provided by Ontolica. However, each property must also be known to SharePoint and its search engine as a managed property. Usually, there are many more managed properties in SharePoint than would be relevant as sorting properties for Ontolica. The Managed Property column shows the name of the SharePoint managed property that is mapped to each listed Ontolica sorting property. Inheritance Status: As with most Ontolica settings, sorting properties are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each property has inherited some or all of its settings from a higher-level site as follows: This icon in the Inherited column indicates a property that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below. This icon in the Inherited column indicates a property that was originally inherited from a higher site level, but has since been customized. These properties no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these properties by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below. (no icon) Properties that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These properties will be inherited by child sites (if any). This icon in the Inherited column indicates a property that has been both created and hidden at the local level (see below for details about hidden properties). 113

124 Ontolica Search for SharePoint 2010 Administrator's Guide Note: Even at the top, farm level you will see inheritance indicators. Properties (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. Using the Sorting Properties Toolbar A toolbar is provided at the top of the Sorting Properties page. It provides buttons for performing each of several tasks, as outlined below. Click here to return to the page you were on just before coming to the current page. Click here to add a new sorting property for your current site and search tab. This opens the Add Sorting Property page. The settings provided here are the same as those for configuring an existing property (see "Creating and Configuring Sorting Properties") Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. Using the Sorting Properties Action Menus Each property listed on the Sorting Properties page provides an action menu with commands for acting on a selected property. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the property; the name then acts like drop-down list with some combination of the commands summarized below. This entry appears for properties that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this property higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected property (see "Creating and Configuring Sorting Properties"). 114

125 Using Custom Properties This entry appears for properties that are either defined or customized at the current level. Select this to open the page for configuring the selected property (see "Creating and Configuring Sorting Properties"). Select this entry to create a new property that initially has the same settings as the selected one. This opens the Copy Sorting Properties page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new property). You must at least assign a new and unique ID to the new copy. To rearrange the properties, click on a target property and select one of these entries. Note that noncustomized, inherited properties cannot be moved. If you would like to disable a property temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Property entry (this entry is only active for properties that are not currently hidden). Hidden properties will show "(Hidden)" after their name on the Sorting Properties page (e.g., "Author (Hidden)") and will also show grayed icons in the Inherited column. Hidden properties will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden property previously had local overrides). Hidden properties will furthermore not appear to administrators on the Sorting Properties page for any of the sites below the level at which a given property was hidden. To reactivate a hidden property, find the site level at which the property is marked as hidden, open its action menu and select the Show Property entry (this entry is only active for properties that are currently hidden). The property will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level property before it was hidden, then those overrides will be reinstated when the property is again set to be shown. This entry appears for customized, inherited properties. Select this entry to discard local overrides and re-instate inheritance, which means that this property will continue to track configuration changes made to its parent. 115

126 Ontolica Search for SharePoint 2010 Administrator's Guide Creating and Configuring Sorting Properties To configure sorting properties: This entry is only active for properties that are defined at the current level. Select it to delete the selected property. Note that if the deleted property has been customized at a child level, then that property will remain at that child level and will no longer be marked as inherited. 1. Go to the Search Tabs page for the site level at which you want to create the new result property as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify result properties and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 116

127 Using Custom Properties 3. Click on the Sorting Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Search Result Properties page. 4. Use the toolbar and action-menu commands on the Sorting Properties page to add, remove, arrange and/or edit your properties (see also "The Sorting Properties Page" for details about these controls). When you are adding a new property, you will see the Add Sorting Property page. When editing an existing property created at the current site level, you will see the Edit Sorting Property page. When editing an existing property created at a higher site level, you will see the Overwrite Sorting Property page. When you are creating a copy of an existing property, you will see the Copy Sorting Property page. Each of these pages includes the same collection of settings, which are described below. Figure: The sorting property configuration page 117

128 Ontolica Search for SharePoint 2010 Administrator's Guide The following settings are provided: Name and Description > ID: Enter a unique ID for the property. Do not use spaces. Name and Description > Name: Enter a display name for the property. Name and Description > Description: Enter a short description for the property. This will be shown as a tool tip on administration pages (such as the list on the Sorting Properties page). Property Mapping: The drop-down list here shows the name of each available managed property. Select the managed property in which your sorting property should search. Note that all metadata properties that you wish to use must be available and configured as managed properties in SharePoint before you can configure them as search-result properties for Ontolica (see also "Establishing Custom Properties in SharePoint"). Note also that this list includes several default (and in some cases dynamic) managed properties, including one called "Rank", which is used to sort by relevance to the current query. Sorting Direction: Select whether to sort by ascending or descending values of the selected managed property. Target Audiences: Use this setting to limit the types of users that will see the current property. Enter one or more audience names (separated by semicolons) to limit the audiences to which the current property will be shown. Leave this setting blank to show the property to all users. See also "Target Audiences in Ontolica" for details about this setting and its helper controls. Using Custom Properties to Refiner in Results Refiner Properties The Ontolica refiner feature enables users to focus in on a specific type of information in an existing result list. It works by displaying a selection control (e.g., a drop-down list) that enables the user to select a single target value from among all values found for a given property. For example, after making an initial search, the user can then choose to filter the list to include only results by one specific selected site, author, file type, status, etc. 118

129 Using Custom Properties Figure: Example of how the refiner feature will be seen by users To enable this feature, you must establish one or more refiner properties for each search tab and then configure your result pages to make use of these properties. Each refiner property for Ontolica must be mapped to a specific SharePoint managed property, each of which exists as a column for each document in the search database. Establishing Refiner Properties To set up a managed property for use as a refiner property for a given search-tab configuration: 1. Make sure that any metadata properties that you wish to use are available and configured as managed properties in SharePoint. 2. Navigate to the search-tab settings for the site and site level at which your refiner property will most-often apply. See "Search-Tab Configuration and Inheritance" for details. 3. You should now be on the Search Tabs page, which shows a list of search tabs that apply at the site and level you selected above. Open the configuration settings for the search tab for which your refiner properties should be available. 4. The Search Tab Configuration page opens. Under the Property Settings heading on this page, click on the Refiner Properties link. The Refiner Properties page opens. 5. The Refiner Properties page shows a list of the current refiner properties. Click on the Add Property button in the toolbar to open the Add Refiner Property page. Make settings for your new property as described in the help text on the page. 119

130 Ontolica Search for SharePoint 2010 Administrator's Guide 6. When you are done configuring the new refiner property, it will immediately become available to all result pages that take their settings from the site and search tab that you selected above. Enabling the Refiner Feature To make the refiner feature available on a given result page, add an Ontolica Search Summary Web Part to the page and configure it as needed. See also "Ontolica Search Summary Web Part". Displaying a Refiner Control To include a refiner control with a result list, you must do the following: 1. Establish the desired metadata columns as managed properties in SharePoint (see "Establishing Custom Properties in SharePoint"). 2. Configure the relevant managed properties as refiner properties for Ontolica (see "The Refiner Properties Page"). 3. For each relevant result page, place an Ontolica Search Summary Web Part that is configured with refiner settings and with an XSLT template designed to implement a refiner control. See "Ontolica Search Summary Web Part" for details about how to make these settings. The Refiner Properties Page The Refiner Properties page enables you to establish and configure the collection of custom properties that will be available for use in refiner controls. Custom properties provide metadata for a given document, such as the document author, last-modified date, document type, etc. Finding the Refiner Properties Page To find the Refiner Properties page: 1. Go to the Search Tabs page for the site and site level at which your refiner property will apply. See "Search-Tab Configuration and Inheritance" for details. 120

131 Using Custom Properties 2. Click on the search tab to which you want to add the refiner property and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 3. Click on the Refiner Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Refiner Properties page. See below for details about the information, settings and features provided on the Refiner Properties page. Note: All metadata properties that you wish to use must be available and configured as managed properties in SharePoint before you can configure them as refiner properties for Ontolica. Interpreting the Refiner Properties List The Refiner Properties page provides a list of properties currently available for refiner controls on your selected site and search tab. You can see the following information here: Property ID: These are listed in the ID column. This is how the property is identified on the various Ontolica configuration pages. Property Name: These are listed in the Name column. This is how each property is identified to users. 121

132 Ontolica Search for SharePoint 2010 Administrator's Guide Managed Property: Refiner properties are an Ontolica concept; they are named and configured using settings provided by Ontolica. However, each property must also be known to SharePoint and its search engine as a managed property. Usually, there are many more managed properties in SharePoint than would be relevant as refiner properties for Ontolica. The Managed Property column shows the name of the SharePoint managed property that is mapped to each listed Ontolica refiner property. Inheritance Status: As with most Ontolica settings, refiner properties are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each property has inherited some or all of its settings from a higher-level site as follows: This icon in the Inherited column indicates a property that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below. This icon in the Inherited column indicates a property that was originally inherited from a higher site level, but has since been customized. These properties no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these properties by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below. (no icon) Properties that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These properties will be inherited by child sites (if any). This icon in the Inherited column indicates a property that has been both created and hidden at the local level (see below for details about hidden properties). Note: Even at the top, farm level you will see inheritance indicators. Properties (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. Using the Refiner Properties Toolbar A toolbar is provided at the top of the Refiner Properties page. It provides buttons for performing each of several tasks, as outlined below. 122

133 Using Custom Properties Click here to return to the page you were on just before coming to the current page. Click here to add a new refiner property for your current site and search tab. This opens the Add Refiner Property page. The settings provided here are the same as those for configuring an existing property (see "Creating and Configuring Refiner Properties") Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. Using the Refiner Properties Action Menus Each property listed on the Refiner Properties page provides an action menu with commands for acting on a selected property. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the property name; the name then acts like drop-down list with some combination of the commands summarized below. This entry appears for properties that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this property higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected property (see "Creating and Configuring Refiner Properties"). This entry appears for properties that are either defined or customized at the current level. Select this to open the page for configuring the selected property (see "Creating and Configuring Refiner Properties"). Select this entry to create a new property that initially has the same settings as the selected one. This opens the Copy Refiner Properties page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new property). You must at least assign a new and unique ID to the new copy. 123

134 Ontolica Search for SharePoint 2010 Administrator's Guide To rearrange the properties, click on a target property and select one of these entries. Note that noncustomized, inherited properties cannot be moved. If you would like to disable a property temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Property entry (this entry is only active for properties that are not currently hidden). Hidden properties will show "(Hidden)" after their name on the Refiner Properties page (e.g., "Author (Hidden)") and will also show grayed icons in the Inherited column. Hidden properties will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden property previously had local overrides). Hidden properties will furthermore not appear to administrators on the Refiner Properties page for any of the sites below the level at which a given property was hidden. To reactivate a hidden property, find the site level at which the property is marked as hidden, open its action menu and select the Show Property entry (this entry is only active for properties that are currently hidden). The property will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level property before it was hidden, then those overrides will be reinstated when the property is again set to be shown. This entry appears for customized, inherited properties. Select this entry to discard local overrides and re-instate inheritance, which means that this properties will continue to track configuration changes made to its parent. This entry is only active for properties that are defined at the current level. Select it to delete the selected property. Note that if the deleted property has been customized at a child level, then that property will remain at that child level and will no longer be marked as inherited. 124

135 Using Custom Properties Creating and Configuring Refiner Properties To configure refiner properties: 1. Go to the Search Tabs page for the site level at which you want to create the new result property as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify result properties and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 3. Click on the Refiner Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Search Result Properties page. 125

136 Ontolica Search for SharePoint 2010 Administrator's Guide 4. Use the toolbar and action-menu commands on the Refiner Properties page to add, remove, arrange and/or edit your properties (see also "The Refiner Properties Page" for details about these controls). When you are adding a new property, you will see the Add Refiner Property page. When editing an existing property created at the current site level, you will see the Edit Refiner Property page. When editing an existing property created at a higher site level, you will see the Overwrite Refiner Property page. When you are creating a copy of an existing property, you will see the Copy Refiner Property page. Each of these pages includes the same collection of settings, which are described below. Figure: The refiner property configuration page Basic Configuration Settings For most types of refiner properties, you will only need to define the basic configuration settings, which are: Name and Description > ID: Enter a unique ID for the property. Do not use spaces. Name and Description > Name: Enter a display name for the property. Name and Description > Description: Enter a short description for the property. This will be shown as a tool tip on administration pages (such as the list on the Refiner Properties page). 126

137 Using Custom Properties Property Mapping: The drop-down list here shows the name of each available managed property. Select the managed property in which your refiner property should search. (Note that all metadata properties that you wish to use must be available and configured as managed properties in SharePoint before you can configure them as search-result properties for Ontolica; see also "Establishing Custom Properties in SharePoint".) Value Source: For properties whose values you want to show just as they are stored in the database, set this to No property values. However, if you would like to translate the values for display and/or use icons for various values, then you can use the other settings available here to map database values to display values. See the section below for details about how to do this. Target Audiences: Use this setting to limit the types of users that will see the current property. Enter one or more audience names (separated by semicolons) to limit the audiences to which the current property will be shown. Leave this setting blank to show the property to all users. See also "Target Audiences in Ontolica" for details about this setting and its helper controls. Setting up Value Translations As mentioned above, you can use the Value Source settings on the Refiner Properties page to establish translations between values stored in the database and those shown to users. One common use for this is to translate file-name extensions (which identify file types) to a more user friendly name (for example, to translate.xsl,.xlsx and.xlsm to "MS Excel"). You can also use these settings to display icons for each of several expected values. To set up value and/or icon translations: 1. Create or edit the appropriate refiner property and fill-out the basic configuration settings as outlined above. 2. Set the Value Source setting to User defined values. The page then loads to show a Value Data table. 127

138 Ontolica Search for SharePoint 2010 Administrator's Guide 3. The Value Data table can hold any number of rows, each of which shows database value in the Value(s) column (separated by semicolons), display text in the Display Name column and, optionally, an icon to the left of the display name. Here you can do the following: To edit an existing row, select it in the table and then click on the Edit button. This opens a window for editing the values and/or and icon for the selected row. As mentioned above, if you would like to map a single display value to multiple database values, then list all relevant database values in the Values(s) field and separate each with a semicolon (;). To add a new row, click on the Add button. This opens a window for defining a new row; this window has the same settings as the edit window described above. To remove a row, select the target row in the table and click on the Delete button. To change the order in which items are listed in the table, select and item and then use the up and down buttons to reposition it. 128

139 Chapter 8: Using Search Scopes Introduction to Search Scopes Search scopes provide users with an easy way to narrow the scope of a search. For example, a user might choose to search only within the Marketing site, or only for images or only for people. Ontolica presents users with a control (such as a drop-down list) for selecting a scope; this can be included in any Ontolica search form, including the Search Box, simple search-center forms and advanced search-center forms. Figure: Example of a search-scope selector in a simple search form Ontolica integrates with the search scope implementation already built into Microsoft's SharePoint Server crawler and database. In the Microsoft implementation, each record in the search database is associated with a specific scope, which is usually assigned based either on the site on which each document was found or the type of data represented by the record (e.g., pictures or people). Ontolica scopes are mapped directly to SharePoint Server scopes. All of the characteristics of a given SharePoint Server scope will apply for the Ontolica scope to which it is mapped. You will therefore configure these scopes using the tools provided with the SharePoint search engine and then map them as required to Ontolica scopes. Often, you will simplify the scope implementation in Ontolica by mapping only a sub-set of SharePoint Server scopes. The collection of scopes available in a given search form depends on where the user is when searching and which kind of Ontolica Web Part or Control is creating the form: Ontolica Search Box Web Control For the Search Box, search scopes are defined by the Search Box Scopes settings that apply at the site where the user is when using the Search Box. This form is normally used while users are browsing content and are not in the Ontolica Search Center site. Ontolica Search Dialog Web Part For search forms using the Search Dialog Web Part, search scopes are defined by the search-tab configuration that is in effect for the given search form. This type of form might be anywhere, but is usually on a page in the Ontolica Search Center site. Like many types of Ontolica settings, you can establish and configure search scopes at the farm, application, site collection and/or site level, with settings inherited along the lines of the SharePoint hierarchy and possibly overruled at any level. When you are configuring search scopes for Ontolica, you must consider the feature type (Search Box or Search Dialog) and the areas of your SharePoint site hierarchy that should be affected. 129

140 Ontolica Search for SharePoint 2010 Administrator's Guide Configuring Scopes for the Ontolica Search Dialog Web Part The Ontolica Search Dialog Web Part is usually included on pages of the Ontolica Search Center (though you might also use this Web part on other pages, you would more typically use the Search Box Web Control on pages outside of the Search Center). Like all other Ontolica Web Parts (other than the Search Box), the Search Dialog part takes its settings from whichever search tab configuration applies at the time (as determined by the search-tab settings hierarchy, the user's current location and/or the site from which the user just arrived (i.e., the referring site)). To make search-scope settings for a given search-tab context: 1. Navigate to the search-tab settings for the site and site level at which your scope settings will most-often apply. (See "Search-Tab Configuration and Inheritance" for details.) 2. You should now be on the Search Tabs page, which shows a list of search tabs that apply at the site and level you selected above. 3. Locate the search tab that you want to configure in the list on the Search Tabs page. Click on its title and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 4. Under the Other Settings heading, select the Search Scopes link to open the Search Scopes page. 130

141 Using Search Scopes You can use the Search Scopes page lists the scopes that apply at your selected search tab and site level; the list indicates which of these are inherited and/or customized. From here you can do the following: Add new scopes and modify or remove existing scopes. See "The Search Scopes Page" for details about how to do these things. Edit the general scope settings, which affect the way scopes work at the current site level (and below). Click on the Settings link in the toolbar to make these settings. See "Configuring General Search Scope Settings" for details. Configuring Scopes for the Ontolica Search Box Web Control The Ontolica Search Box Web Control is intended to be included on nearly every page on every site. It creates a simple search box that takes very little screen real estate, thereby making it easy for users to search wherever they are. It often appears on pages where no search tab configuration is defined and must therefore have its own settings that are independent of those defined for search tabs. Like search tabs, Search Box settings can be defined at any level in the site hierarchy, with settings inherited along structural lines and possibly customized at any level. To make search-scope settings for the Search Box in a given context, navigate to the Search Box Scopes page for the site and site level at which your scope settings will most-often apply (see "Search Box Settings and Inheritance" for details). Use the controls here to configure which scopes will be available at the current level and below and to configure each available scope. Use the Settings link to make general Search Box settings for this level and below. The Search Scopes Page The Search Scopes page enables you to establish and configure the collection of search scopes that will be provided by the Ontolica Search Dialog Web Part when the current search-tab settings are active. You can also make a few general settings that control the appearance and functionality of the search-scope controls. Note: Scopes for the Ontolica Search Box are configured using the Search Box Scopes settings, which are similar to, but also slightly different from, the settings described below. See "The Search Box Scopes Page" for details about configuring search scopes for the Search Box. 131

142 Ontolica Search for SharePoint 2010 Administrator's Guide Finding the Search Scopes Page Like many Ontolica features, the search scopes and settings can be made at the farm, application, site collection or site level, with settings inherited along SharePoint structure lines and with the opportunity of overriding inherited settings at any level. The settings look and act the same at each level. The Search Scopes page is included among the search-tab settings for each site level. See "Introduction to Search Scopes" for details about how to find the Search Scopes page for each available level of search-tab settings. Figure: The Search Scopes configuration page See the sections below for details about how to work with all of the various settings available here. Interpreting the Search Scopes List The Search Scopes page provides a list of search scopes provided by the current search tab. You can see the following information here: Scope Groups and Group Memberships: In the scope list, scope groups are shown in left-justified bold type; the scopes belonging to each group are shown in standard type, indented below their group name. Scope Name: These are listed in the Name column. As mentioned above, each scope is shown in standard type and indented below the scope group to which it belongs. Description: Briefly describes the purpose of the scope (these are as part of each scope's configuration). Inheritance Status: As with most Ontolica settings, scopes are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each scope has inherited some or all of its settings from a higher-level site as follows: This icon in the Inherited column indicates a scope that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the scope action menus (see below). The icon is shown in gray for scopes that are hidden starting at the current level and below. This icon in the Inherited column indicates a scope that was originally 132

143 Using Search Scopes inherited from a higher site level, but has since been customized. These scopes no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these scopes by using the action menus (see below). The icon is shown in gray for scopes that are hidden starting at the current level and below. (no icon) Scopes that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These scopes will be inherited by child sites (if any). This icon in the Inherited column indicates a scope that has been both created and hidden at the local level (see below for details about hidden scopes). Note: Even at the top, farm level you will see inheritance indicators. Scopes (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. Using the Search Scopes Toolbar A toolbar is provided at the top of the search scopes list. It provides buttons for performing each of several tasks, as outlined below. Click here to return to the page you were on just before coming to the current page. Click here to add a new search scope for your current search tab. This opens the Add Search Scope page. The settings provided here are the same as those for configuring an existing scope. Click here to make general settings for the search scopes of your current search tab. Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. 133

144 Ontolica Search for SharePoint 2010 Administrator's Guide Using the Search Scopes Action Menus Each scope listed on the Search Scopes page provides an action menu with commands for acting on a selected scope or scope group. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the scope name; the name then acts like drop-down list with some combination of the commands summarized below. This entry appears for scopes that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this scope higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected scope. This entry appears for scopes that are either defined or customized at the current level. Select this to open the page for configuring the selected scope. Select this entry to create a new scope that initially has the same settings as the selected one. This opens the Copy Search Scope page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new scope). You must at least assign a new and unique ID to the new copy. This entry appears for scope groups. Select this to open the page for configuring the selected scope group. In search-form input controls, scopes will be listed in the same order as they are shown on the Search Scopes page. Scopes can also be divided into several groups, which are likewise shown in the order indicated here. To rearrange the scopes within a given scope group, click on a target scope and select one of these entries. To move a group, click on a target group and select one of these entries. Note that non-customized, inherited scopes cannot be moved, though customized and/or locally defined scopes can be moved between them. 134

145 Using Search Scopes If you would like to disable a scope temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Scope entry (this entry is only active for scopes that are not currently hidden). Hidden scopes will show "(Hidden)" after their name on the Search Scopes page (e.g., "Author (Hidden)") and will also show grayed icons in the Inherited column. Hidden scopes will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden scope previously had local overrides). Hidden scopes will furthermore not appear to administrators on the Search Scopes page for any of the sites below the level at which a given scope was hidden. To reactivate a hidden scope, find the site level at which the scope is marked as hidden, open its action menu and select the Show Scope entry (this entry is only active for scopes that are currently hidden). The scope will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level scope before it was hidden, then those overrides will be reinstated when the scope is again set to be shown. This entry appears for customized, inherited scopes. Select this entry to discard local overrides and reinstate inheritance, which means that this scope will continue to track configuration changes made to its parent. This entry appears for customized, inherited scope groups. Select this entry to discard local overrides and re-instate inheritance, which means that this scope group will continue to track configuration changes made to its parent. This entry appears only for scopes and scope groups that are defined at the current level. Select it to delete the selected scope or group. Note that if the deleted scope or scope group has been customized at a child level, then that scope will remain at that child level and will no longer be marked as inherited. Note also that when you delete a group, all of the scopes belonging to that group at the current site level will also be deleted, though the group may still exist at lower levels if it has been customized with extra scopes there.. 135

146 Ontolica Search for SharePoint 2010 Administrator's Guide Creating and Configuring Search Scopes Adding, Editing and Deleting Search Scopes 1. Go to the Search Tabs page for the site level at which you want to create the new scope group as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify scopes and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 3. Click on the Search Scopes link under the Other Settings heading on the Search Tab Configuration page. This brings you to the Search Scopes page. 136

147 Using Search Scopes 4. Use the toolbar and action-menu commands on the Search Scopes page to add, remove, arrange and/or edit your scopes (see "The Search Scopes Page" for details). When you are adding a new scope, you will see the Add Search Scope page. When editing an existing scope created at the current site level, you will see the Edit Search Scope page. When editing an existing scope created at a higher site level, you will see the Overwrite Search Scope page. When you are creating a copy of an existing scope, you will see the Copy Search Scope page. Each of these pages includes the same collection of settings, which are described below. Figure: The Edit Search Scope page Scope Configuration Settings When you are configuring a new or existing scope for the Ontolica Search Dialog Web Part, make the following settings: 137

148 Ontolica Search for SharePoint 2010 Administrator's Guide Name and Description: Enter an ID, name and description in the fields provided. The ID is only used internally; it cannot contain spaces and must be unique among all search scopes; it also cannot be changed for existing scopes, only when creating a new scope. The Name is the name by which the scope is presented to users; it should give a good idea of what the scope includes. The Description appears only in the list on the Search Scopes page; use it to remind yourself and other administrators about the intended purpose of the scope. Search Scope Mapping: Select the SharePoint Server scope to which your Ontolica scope should map. If a suitable scope does not exist, then use the standard SharePoint search scope settings to create it as described in your SharePoint Server documentation. Scope Group: All search scopes must belong to exactly one scope group. Group membership affects the order in which scopes are presented to the user in input controls. Either select an existing group from the drop-down list or click on the New Group button to create a new group and add the current scope to that. See also "Working with Search Scope Groups" for more information about working with scope groups. Target Audiences: Use this setting to limit the types of users that will see the current search scope. Enter one or more audience names (separated by semicolons) to limit the audiences to which the current scope will be shown. Leave this setting blank to show the scope to all users. See also "Target Audiences in Ontolica" for details about this setting and its helper controls. When you are done configuring your scope, click on OK to save your settings. Note that additional settings are available for Search Box scopes; see "Creating and Configuring Search Box Scopes" for details. Working with Search Scope Groups All search scopes must belong to exactly one scope group. Group membership affects the order in which scopes are displayed by the input controls shown to users. Note: Search scope group names can be either shown or hidden in your search-form controls, depending on your general Search Scope settings. Either way, scopes will still be sorted by group membership in search forms where they appear. Creating a New Scope Group You are not able to create a new, empty scope group. Instead, you must create or edit an existing scope and then use the scope-configuration page to create the new group, thereby adding the selected scope to that group at the same time. To do this: 1. Go to the Search Tabs page for the site level at which you want to create the new scope group as described in "Search-Tab Configuration and Inheritance". 138

149 Using Search Scopes 2. Click on the search tab for which you want to modify scopes and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 3. Click on the Search Scopes link under the Other Settings heading on the Search Tab Configuration page. This brings you to the Search Scopes page. 139

150 Ontolica Search for SharePoint 2010 Administrator's Guide 4. Either create a new scope (by clicking on the Add Scope button in the toolbar) or edit an existing scope (using the action menu for the target scope). The Edit Search Scope or Add Search Scope page opens, both of which provide the same selection of settings. 5. In the Scope Group area, click on the New Group link to open a pop-up dialog for defining the new group. Make the following settings: ID: Enter an ID code for the group. This is only used internally. It must be unique among all scope groups and must not include any spaces. Note that if you enter the ID of a group that is already defined further down in the site hierarchy, then that group will be promoted to the current level and marked as inherited at its original level. Name: Enter a name for the group as it should be presented on the Search Scopes page. 140

151 Using Search Scopes Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 6. Click on OK to close the new-group window. The new group is now created an your selected scope has become a member of that group. Editing Scope Groups A scope group's settings include its ID, name, description. Once a group is created, you can no longer change its ID, but you can edit its name and description at any site level as follows: 1. Go to the Search Scopes page for the site level at which you want to edit the scope group as described above under "Creating a New Scope Group". 2. Click on the target group name and select Edit Group from the action menu. A pop-up dialog for editing the group opens. Make the following settings: Name: Enter a name for the group as it should be presented on the Search Scopes page. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 3. Click on OK to close the Edit Search Scope Group page and store your settings. Note that if you edit the name and/or description of an inherited scope group, then your settings will apply at the current site level (and below) only. Furthermore, these settings will no longer track changes made at higher levels in the SharePoint hierarchy. Deleting Scope Groups To delete a scope group, you must work using the Search Scopes page for the site level at which you defined the group you cannot delete groups inherited from a higher level. When you delete the group, all scopes that belong to that group and are defined at the same site level will also be deleted. However, if new scopes were added to the group at a child site level, then the group will remain available at that level and the scopes defined at that level and below will remain. To delete a scope group: 141

152 Ontolica Search for SharePoint 2010 Administrator's Guide 1. Go to the Search Scopes page for the site level at which you want to edit the scope group as described above under "Creating a New Scope Group". 2. Click on the target group name and select Delete Group from the action menu. Populating Scope Groups Whenever you create a new scope you must select the scope group to which it belongs. Similarly, you can move scopes between groups by editing each scope's configuration. See "Creating and Configuring Search Scopes" for details about how to make these settings. See "The Search Scopes Page" for details about how to position scopes within a group and how to position groups relative to each other. Configuring General Search Scope Settings For each search-tab configuration, you are able to configure how search scopes will be shown by Ontolica Search Dialog Web Parts that use that configuration. To find and configure these settings, do the following: 1. Go to the Search Tabs page for the site level at which you want to create the new scope group as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify scopes and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 142

153 Using Search Scopes 3. Click on the Search Scopes link under the Other Settings heading on the Search Tab Configuration page. This brings you to the Search Scopes page. 4. Click on the Settings button in the toolbar of the Search Scopes page to open the Search Scopes Settings page. 5. Use the Search Scopes Settings page to configure the general search-scope settings as described below. 6. Click on OK to save your changes. Inheritance Settings Select one of the following to control whether or not to inherit general search scope settings: Inherit settings from parent: select this option to revert to settings made at the parent level and continue to track changes made there. Specify local settings: select this option to break the inheritance link and define all settings at the local level from now on, as specified by the settings described below. 143

154 Ontolica Search for SharePoint 2010 Administrator's Guide Default Search Scope Select a default scope from the drop-down list provided. Search forms that include a scope control will initially show this scope as being selected. Search forms that do not have a scope selector will always search in this scope. Display Settings This setting affects whether or not search-scope groups will be shown in search-form scope selectors. Mark this box to show the group names; clear the box to list the scopes only. 144

155 Chapter 9: Setting up Search Result Actions Not supported by Microsoft Search Server and Search Server Express. Search-Result Actions Search-result actions create a drop-down list of actions that the user can apply to any relevant document listed in search results. For example, the user might choose to open the document for editing, add it to their "my links" list, view more metadata about it or simply view it. Action menus of this type are common throughout SharePoint, but only Ontolica makes these possible directly within result lists. Figure: Example of how search-result actions will be seen by users Enabling Actions in Search Results To display result actions in your result lists, you must do the following: 1. Establish the desired metadata columns as managed properties in SharePoint (see "Establishing Custom Properties in SharePoint"). 145

156 Ontolica Search for SharePoint 2010 Administrator's Guide 2. Configure the relevant managed properties as result-action properties for Ontolica (see "The Search Result Actions Page"). 3. For each relevant Ontolica SharePoint 2010 Search Result Web Part that is on a result page where you want to include result actions, configure the Miscellaneous Options settings so that the Enable Search Result Actions check box is marked. See "Ontolica SharePoint 2010 Search Result Web Part" for details about how to make these settings. The Search Result Actions Page The Search Result Actions page enables you to establish and configure the collection of actions that will be available in result lists that use a given search-tab configuration. Finding the Search Result Actions Page To find the Search Result Actions page: 1. Go to the Search Tabs page for the site level at which you want to create the new searchresult action as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify search-result actions and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 146

157 Setting up Search Result Actions 3. Click on the Search Result Actions link under the Other Settings heading on the Search Tab Configuration page. This brings you to the Search Result Actions page. See below for details about the information, settings and features provided on the Search Result Actions page. Interpreting the Search Result Actions List The Search Result Actions page provides a list of actions currently available to result lists on your selected site and search tab. You can see the following information here: Action Groups and Group Memberships: In the result-action list, action groups are shown in left-justified bold type; the result actions belonging to each group are shown in standard type, indented below their group name. Action ID: These are listed in the ID column. This is how the result action is identified on the various Ontolica configuration pages. As mentioned above, each action ID is shown in standard type and indented below the action group to which it belongs. Action Name: These are listed in the Name column. The names are shown to users in the result list. Inheritance Status: As with most Ontolica settings, result actions are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each result actions has inherited some or all of its settings from a higher-level site as follows: This icon in the Inherited column indicates a result action that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the action menus (see below). The icon is shown in gray for actions that are hidden starting at the current level and below. 147

158 Ontolica Search for SharePoint 2010 Administrator's Guide This icon in the Inherited column indicates a result action that was originally inherited from a higher site level, but has since been customized. These actions no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these actions by using the action menus (see below). The icon is shown in gray for actions that are hidden starting at the current level and below. (no icon) Result actions that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These actions will be inherited by child sites (if any). This icon in the Inherited column indicates a result action that has been both created and hidden at the local level (see below for details about hidden actions). Note: Even at the top, farm level you will see inheritance indicators. Result actions (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. Using the Search Result Actions Toolbar A toolbar is provided at the top of the Search Result Actions page. It provides buttons for performing each of several tasks, as outlined below. Click here to return to the page you were on just before coming to the current page. Click here to add a new result action for your current site and search tab. This opens the Add Search Result Action page. The settings provided here are the same as those for configuring an existing action. Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. 148

159 Setting up Search Result Actions Using the Search Result Actions Action Menus Each action and group listed on the Search Result Actions page provides an action menu with commands for acting on a selected item. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the action item or group name; the name then acts like dropdown list with some combination of the commands summarized below. This entry appears for actions that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this action higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected action (see "Creating and Configuring Search Result Actions"). This entry appears for actions that are either defined or customized at the current level. Select this to open the page for configuring the selected action (see "Creating and Configuring Search Result Actions"). Select this entry to create a new result action that initially has the same settings as the selected one. This opens the Copy Search Result Action page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new result action). You must at least assign a new and unique ID to the new copy. This entry appears for action groups that are either defined or customized at the current level. Select this to open the page for configuring the selected action group (see "Working with Action Groups"). This entry appears for action groups that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this group higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected group (see "Working with Action Groups"). 149

160 Ontolica Search for SharePoint 2010 Administrator's Guide In result lists, actions will be listed in the same order as they are shown on the Search Result Actions page. To rearrange the actions within a given group, click on a target action and select one of these entries. To move a group, click on a target group and select one of these entries. Note that non-customized, inherited actions cannot be moved. If you would like to disable a result action temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Action entry (this entry is only active for result actions that are not currently hidden). Hidden result actions will show "(Hidden)" after their name on the Search Result Actions page (e.g., "Author (Hidden)") and will also show grayed icons in the Inherited column. Hidden result actions will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden result action previously had local overrides). Hidden result actions will furthermore not appear to administrators on the Search Result Actions page for any of the sites below the level at which a given result action was hidden. To reactivate a hidden result action, find the site level at which the result action is marked as hidden, open its action menu and select the Show Action entry (this entry is only active for result actions that are currently hidden). The result action will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level result action before it was hidden, then those overrides will be reinstated when the result action is again set to be shown. This entry appears for customized, inherited actions. Select this entry to discard local overrides and re-instate inheritance, which means that this action will once again track configuration changes made to its parent. This entry appears for customized, inherited action groups. Select this entry to discard local overrides and re-instate inheritance, which means that this action group will once again track configuration changes made to its parent. 150

161 Setting up Search Result Actions This entry appears only for actions and action groups that are defined at the current level. Select it to delete the selected action or group. Note that if the deleted action or group has been customized at a child level, then that item will remain at that child level and will no longer be marked as inherited. Note also that when you delete a group, all of the actions belonging to that group at the current site level will also be deleted, though the group may still exist at lower levels if it has been customized with extra actions there.. Creating and Configuring Search Result Actions To create and configure search-result actions for a given search-tab context: 1. Go to the Search Tabs page for the site and site level at which your search-result action will apply. See "Search-Tab Configuration and Inheritance" for details. 2. Click on the search tab to which you want to add the search-result action and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 151

162 Ontolica Search for SharePoint 2010 Administrator's Guide 3. Under the Other Settings heading, select the Search Result Actions link. This brings you to the Search Result Actions page. The Search Result Actions page lists the actions that apply for your selected search tab and site level; the list indicates which of these are inherited and/or customized. Use the controls here to configure which actions will be available at the current level and below and to configure each available action. Click on the Add Action button in the toolbar to create a new action. To configure an existing action defined at the current site level, click on one of the listed actions to open its action menu and select Edit Action. To customize a action inherited from a parent level (and break the inheritance so that settings at the parent level no longer affect the current level), click on one of the listed actions to open its action menu and select Overwrite Action. To delete an existing action created at the current site level, click on one of the listed actions to open its action menu and select Delete. When you are editing, copying customizing or creating an action, you will be working on the Edit Search Result Action, Copy Search Result Action, Overwrite Search Result Action or Add Search Result Action page (respectively), each of which includes the same collection of settings. 152

163 Setting up Search Result Actions Figure: Search-result action configuration settings The following settings are available on the Add/Edit Search Results Actions page. Name and Description: enter an ID, name and description of the action. This is how the users will identify the action in the result-action menu and also how they are identified on the Search Result Actions page. Action Group: Select the action group to which your action should belong. To add a new group, click on the New Group link. Action Icon: if you would like to include a small icon in the action menu, then enter a URL to a graphic file here. This is optional. 153

164 Ontolica Search for SharePoint 2010 Administrator's Guide Action URL: this is the most important setting it controls what happens when a user selects the action. You can either enter a URL for a page that should process the action or call one of the javascript functions imported by the SharePoint Search Result Web Part. Either way, you will usually include one or more parameters as input to the target page or javascript function; to add a managed parameter value to the URL, select a property name from the Managed Properties drop-down list and click the Add parameter link. The property is then added to the Action URL field, where it is represented as a property name surrounded by curly brackets (e.g., "{Author}"). You can also type property names manually into the Action URL field using this same convention. See the table below for a list of javascript functions that are available for this setting. Required Conditions: use this field to establish the conditions necessary for the current action to be shown. Use the Ontolica search syntax to build the query; each result that matches the resulting query will display the current action in its action menu. Often, your query will test to make sure each of managed properties required for the Action URL has a value for the current result. For example, "ItemGUID=*" will check to make sure that the managed property "ItemGUID" exists (this is a very typical condition). Target Audiences: Use this setting to limit the types of users that will see the current result action. Enter one or more audience names (separated by semicolons) to limit the audiences to which the current action will be shown. Leave this setting blank to show the action to all users. See also "Target Audiences in Ontolica" for details about this setting and its helper controls. Table: Javascript functions imported by the SharePoint Search Result Web Part and available for use in the Action URL setting for result actions Javascript function OSR_ViewProperties() OSR_EditInApplication() OSR_AddAlert() OSR_AddToMyLinks() Description Navigates to the document library where the document lives. This method may therefore not be invoked on documents that are not living in a SharePoint document library. Opens the document for editing in the associated application. This javascript method essentially calls the same javascript as SharePoint does when documents are opened for editing in a document library. The method will therefore only work for file extensions with a registered application. Only Microsoft office formats are supported out-of-the-box. Custom applications can be registered in the DOCICON.XML file. Full path is: C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\60\TEMPLATE\XML\DOCICON.XML Creates a new alert for change to the selected search result item. Adds a single search result item to the user s personal link collection on my site. 154

165 Setting up Search Result Actions OSR_ViewDetails(filename) Navigates to the Ontolica details page that will show more details for a single result item. The relative URL of the details web part page must be specified as a parameter. For example: OSR_ViewDetails( DefaultDetails.aspx ) Working with Action Groups All search-result actions must be part of exactly one group, though a simple solution might include just one group. At run time, the result-action controls are created by an Ontolica SharePoint 2010 Search Result Web Part, which provides a selector with the actions relevant for each found item. The actions shown can furthermore be limited to include only those from one or more specific groups. You might therefore group your actions to limit the options displayed in some situations. On the Search Result Actions page, action groups are shown in left-justified bold type; the actions belonging to each group are shown in standard type, indented below their group name. Creating a New Action Group You are not able to create a new, empty action group. Instead, you must create or edit an existing action and then use controls on the action-configuration page to create the new group, thereby adding the selected action to that group at the same time. To do this: 1. Go to the Search Result Actions page for the site level and tab for which you want to create the new action group as described in "The Search Result Actions Page". 155

166 Ontolica Search for SharePoint 2010 Administrator's Guide 2. Create a new action using the toolbar or edit an existing action using the actions menu, also as described in "The Search Result Actions Page". You should now be on the Edit/Add/Overwrite Search Result Action page. 3. Click on the New Group link in the Action Group section to open a pop-up dialog for defining the new group. 156

167 Make the following settings: Setting up Search Result Actions ID: Enter an ID code for the group. This is only used internally. It must be unique among all action groups and must not include any spaces. Note that if you enter the ID of a group that is already defined further down in the site hierarchy, then that group will be promoted to the current level and marked as inherited at its original level. Name: Enter a name for the group as it should be presented on the Search Result Actions page. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 4. Click on OK to close the new-group window. The new group is now created an your selected action has become a member of that group. Editing Action Groups An action group's settings include its ID, name and description. Once a group is created, you can no longer change its ID, but you can edit its name and description at any site level as follows: 1. Go to the Search Result Actions page for the site level and tab for which you want to create the new action group as described in "The Search Result Actions Page". 2. Click on the target group name and select Edit Action Group or Overwrite Inherited Group from the action menu (depending on whether or not the group is inherited). 157

168 Ontolica Search for SharePoint 2010 Administrator's Guide 3. You should now be on the Edit Action Group or Overwrite Action Group page. Make the following settings: Name: Enter a name for the group as it should be presented on the Search Result Actions page at the current level and below. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 4. Click on OK to close the Edit Actions Group page and store your settings. Note that if you edit the name and/or description of an inherited action group, then your settings will apply at the current site level (and below) only. Furthermore, these settings will no longer track changes made at higher levels in the SharePoint hierarchy. Deleting Action Groups To delete an action group, you must work using the Search Result Actions page for the site level at which you defined the group you cannot delete groups inherited from a higher level. When you delete the group, all actions that belong to that group and are defined at the same site level will also be deleted. However, if new actions were added to the group at a child site level, then the group will remain available at that level and the actions defined at that level and below will remain. To delete an action group: 158

169 Setting up Search Result Actions 1. Go to the Search Result Action page for the site level and tab for which you want to create the new action group as described in "The Search Result Actions Page". 2. Click on the target group name and select Delete Group from the action menu. Populating Action Groups Whenever you create a new result action you must select the action group to which it belongs. Similarly, you can move actions between groups by editing each action's configuration. See "Creating and Configuring Search Result Actions" for details about how to make these settings. See "The Search Result Actions Page" for details about how to position actions within a group and how to position groups relative to each other. 159

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171 Chapter 10: Using Ontolica Best Bets Introduction to Ontolica Best Bets Best Bets enable site managers to call special attention to the site's best documents for each of several common search words. Each Best Bet is defined with one or more trigger words and maps these to a specific URL that will be promoted whenever a user searches for one of those words. For example, if you know that most users using a given product name as a search word would like to go to a certain web page that is dedicated to that product, then you might decide to set up a Best Bet that matches the name to that URL. Later, when users enter this name in a search form, the result page can automatically display and highlight your preferred link at the top of the result list (regardless of where it would have ranked otherwise). This can be especially helpful for searches where the best document tends otherwise not to rank highly for some reason. Figure: Example of a result list that includes Best Bet results 161

172 Ontolica Search for SharePoint 2010 Administrator's Guide The Best-Bet display typically uses graphics, colors or other effects that will catch the user's eye right away. This feature helps users by guiding them straight to your best pages or documents; it also helps managers guide users' attention towards specific products, marketing campaigns, promotions or events. Both Ontolica and SharePoint provide mechanisms for establishing the keyword/url pairs that create each Best Bet. You can use one, the other, or both of these mechanisms however you want. The Ontolica mechanism for establishing Best Bets is more targeted than the SharePoint one, enabling you to configure Best Bets individually for each Ontolica search tab. Displaying Best Bets in Result Lists To display Best-Bet results in a result list, you must do the following: 1. Configure one or more Best Bets for the relevant search tabs in Ontolica (see "Creating and Configuring Ontolica Best Bets") and/or configure SharePoint Best Bets as described in your SharePoint documentation. 2. For each result page where you want to show Best Bets, add an Ontolica Best Bets Web Part and configure it as follows: o To show Best Bets established using the standard SharePoint feature, mark the Search SharePoint Best Bets check box. You can combine this with any of the settings listed below. o To show all available Ontolica Best Bets, set the Web Part to show Best Bets from all Best-Bet groups. o To show Ontolica Best Bets from a minority of available groups, configure the Web Part with a list of Best-Bet groups to show (properties from unnamed groups will not be shown). o To show Ontolica Best Bets from a majority of available groups, configure the Web Part with a list of Best-Bet groups not to show (properties from all unnamed groups will be shown). See "Ontolica Best Bets Web Part" for details about how to make these settings. You will usually include a Best Bets Web Part on all of your result-list pages and place it just above the standard result list; it usually displays its results using special formatting (such as an eye-catching image or background color), which you can control by making settings for the web part. For even more detailed customization, you could also edit the XSLT template used by the web part. The Best Bets Page The Best Bets page enables you to establish and configure the collection of Best Bets that can be displayed by the Ontolica Best Bets Web Part. Each Best Bet maps one or more search words to the specific URL that you consider to be the best source of information about the given search word(s). 162

173 Using Ontolica Best Bets Finding the Best Bets Page Like many Ontolica features, the Best Bets and settings can be made at the farm, application, site collection or site level, with settings inherited along SharePoint structure lines and with the opportunity of overriding inherited settings at any level. The settings look and act the same at each level. To find the Best Bets page: 1. Go to the Search Tabs page for the site level at which you want to create the new searchresult action as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify Best Bets and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 163

174 Ontolica Search for SharePoint 2010 Administrator's Guide 3. Click on the Best Bets link under the Other Settings heading on the Search Tab Configuration page. This brings you to the Best Bets page. See below for details about the information, settings and features provided on the Best Bets page. Interpreting the Best Bets List The Best Bets page provides a list of Best Bets configured for the current search tab. You can see the following information here: Best-Bet Groups and Group Memberships: In the list, Best-Bet groups are shown in left-justified bold type; the best bets belonging to each group are shown in standard type, indented below their group name. Best-Bet Titles: These are listed in the Title column. As mentioned above, each Best Bet is shown in standard type and indented below the Best-Bet group to which it belongs. These titles are also shown by the Best Bets Web Part. Keyword(s): Lists the search words that will trigger each Best Bet. Audiences: Lists the SharePoint audiences to which the Best Bet can be shown. Inheritance Status: As with most Ontolica settings, Best Bets are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each Best Bet has inherited some or all of its settings from a higher-level site as follows: This icon in the Inherited column indicates a Best Bet that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the Best Bet action menus (see below). The icon is shown in gray for Best Bets that are hidden starting at the current level and below. This icon in the Inherited column indicates a Best Bet that was originally inherited from a higher site level, but has since been customized. These Best Bets no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these Best Bets by using the action menus (see below). The icon is shown in gray for Best Bets that are hidden starting at the current level and below. 164

175 Using Ontolica Best Bets (no icon) Best Bets that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These Best Bets will be inherited by child sites (if any). This icon in the Inherited column indicates a Best Bet that has been both created and hidden at the local level (see below for details about hidden Best Bets). Note: Even at the top, farm level you will see inheritance indicators. Best Bets (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. Using the Best-Bets Toolbar A toolbar is provided at the top of the Best Bets list. It provides buttons for performing each of several tasks, as outlined below. Click here to return to the page you were on just before coming to the current page. Click here to add a new search Best Bet for your current search tab. This opens the Add Best Bet page. The settings provided here are the same as those for configuring an existing Best Bet. Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. Using the Best-Bets Action Menus Each Best Bet listed on the Best Bets page provides an action menu with commands for acting on a selected Best Bet or Best-Bet group. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the Best-Bet or group title; the name then acts like drop-down list with some combination of the commands summarized below. 165

176 Ontolica Search for SharePoint 2010 Administrator's Guide This entry appears for Best Bets that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this Best Bet higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected Best Bet. This entry appears for Best Bets that are either defined or customized at the current level. Select this to open the page for configuring the selected Best Bet. This entry appears for Best Bet groups. Select this to open the page for configuring the selected Best Bet group. Select this entry to create a new Best Bet that initially has the same settings as the selected one. This opens the Copy Best Bet page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new Best Bet). You must at least assign a new and unique ID to the new copy. In result lists where more than one Best Bet is triggered, Best Bets will be listed in the same order as they are shown on the Best Bets page. Best Bets can also be divided into several groups, which are likewise shown in the order indicated here. To rearrange the Best Bets within a given Best Bet group, click on a target Best Bet and select one of these entries. To move a group, click on a target group and select one of these entries. Note that non-customized, inherited Best Bets cannot be moved, though customized and/or locally defined Best Bets can be moved between them. 166

177 Using Ontolica Best Bets If you would like to disable a Best Bet temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Best Bet entry (this entry is only active for Best Bets that are not currently hidden). Hidden Best Bets will show "(Hidden)" after their name on the Best Bets page (e.g., "Author (Hidden)") and will also show grayed icons in the Inherited column. Hidden Best Bets will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden Best Bet previously had local overrides). Hidden Best Bets will furthermore not appear to administrators on the Best Bets page for any of the sites below the level at which a given Best Bet was hidden. To reactivate a hidden Best Bet, find the site level at which the Best Bet is marked as hidden, open its action menu and select the Show Best Bet entry (this entry is only active for Best Bets that are currently hidden). The Best Bet will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level Best Bet before it was hidden, then those overrides will be reinstated when the Best Bet is again set to be shown. This entry appears for customized, inherited Best Bets. Select this entry to discard local overrides and re-instate inheritance, which means that this Best Bet will continue to track configuration changes made to its parent. This entry appears for customized, inherited Best Bet groups. Select this entry to discard local overrides and re-instate inheritance, which means that this Best Bet group will continue to track configuration changes made to its parent. This entry appears only for Best Bets and Best Bet groups that are defined at the current level. Select it to delete the selected Best Bet or group. Note that if the deleted Best Bet or Best Bet group has been customized at a child level, then that Best Bet will remain at that child level and will no longer be marked as inherited. Note also that when you delete a group, all of the Best Bets belonging to that group at the current site level will also be deleted, though the group may still exist at lower levels if it has been customized with extra Best Bets there.. 167

178 Ontolica Search for SharePoint 2010 Administrator's Guide Creating and Configuring Ontolica Best Bets Adding, Editing and Deleting Best Bets 1. Go to the Search Tabs page for the site level at which you want to create the new Best Bet group as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify Best Bets and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 168

179 Using Ontolica Best Bets 3. Click on the Best Bets link under the Other Settings heading on the Search Tab Configuration page. This brings you to the Best Bets page. 4. Use the toolbar and action-menu commands on the Best Bets page to add, remove, arrange and/or edit your Best Bets (see "The Best Bets Page" for details). When you are adding a new Best Bet, you will see the Add Best Bet page. When editing an existing Best Bet created at the current site level, you will see the Edit Best Bet page. When editing an existing Best Bet created at a higher site level, you will see the Overwrite Best Bet page. When you are creating a copy of an existing Best Bet, you will see the Copy Best Bet page. Each of these pages includes the same collection of settings, which are described below 169

180 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: The Add Best Bet page Best Bet Configuration Settings When you are configuring a new or existing Best Bet for the Ontolica Search Dialog Web Part, make the following settings: Title and Description: Enter a title and description in the fields provided. The Title is the name by which the Best Bet is presented to users and acts as a link to the destination page; usually, it should be similar to the name of the target page. The Description usually appears under the title when the Best Bet is shown on the result page; again, this should usually match the description for the target page itself. 170

181 Using Ontolica Best Bets Best Bet Group: All Best Bets must belong to exactly one Best-Bet group. Group membership can affect which Best Bets are shown on a give result page. Either select an existing group from the drop-down list or click on the New Group button to create a new group and add the current Best Bet to that. See also "Working with Best Bets Groups" for more information about working with Best Bet groups. Keywords: These are the words that will trigger the current Best Bet display when they are used in a search query. To specify several trigger words, separate the words with semicolons. Target URL: Enter the URL of the page you wish to target with the Best Bet. Image URL: If you would like to include an image with the Best Bet display, then enter the URL for a matching image here. For the image to appear, the Best Bets Web Part must be configured to show images (see also "Ontolica Best Bets Web Part"); also, the XSLT template used by your Best Bets Web Part must be prepared to handle this value (the default XSLT supplied with Ontolica does handle it). Note that the Best Bets Web Part also enables you to make settings that control the size of the image and establish a default image used for Best Bets that do not have an image defined (see "Ontolica Best Bets Web Part"). Publishing: If you would like the Best Bet to apply only during a specific time frame (e.g., to align with a specific marketing campaign), then use the two fields here to establish the first and last day for which the Best Bet should take effect. Leave one or both of these blank to configure the Best Bet to be open-ended (e.g., to take effect always, forever after a certain day, or from now until a given day). Target Audiences: Use this setting to limit the types of users that will see the current Best Bet. Enter one or more audience names (separated by semicolons) to limit the audiences to which the current Best Bet will be shown. Leave this setting blank to show the Best Bet to all users. See also "Target Audiences in Ontolica" for details about this setting and its helper controls. When you are done configuring your Best Bet, click on OK to save your settings. Working with Best-Bets Groups All Ontolica Best Bets must be part of exactly one group, though a simple solution might include only one group. At run time, the Best-Bet display is created by an Ontolica Best Bets Web Part, which can be configured to show all Best Bets or only those that belong to one or more specific groups. You might therefore group your Best Bets to limit the results displayed in some situations. On the Best Bets page, groups are shown in left-justified bold type; the Best Bets belonging to each group are shown in standard type, indented below their group name. Creating a New Best-Bet Group You are not able to create a new, empty Best-Bet group. Instead, you must create or edit an existing Best Bet and then use the Best-Bet-configuration page to create the new group, thereby adding the selected Best Bet to that group at the same time. To do this: 171

182 Ontolica Search for SharePoint 2010 Administrator's Guide 1. Go to the Search Tabs page for the site level at which you want to create the new Best- Bet group as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify Best Bets and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 3. Click on the Best Bets link under the Other Settings heading on the Search Tab Configuration page. This brings you to the Best Bets page. 172

183 Using Ontolica Best Bets 4. Either create a new Best Bet (by clicking on the Add Best Bet button in the toolbar) or edit an existing Best Bet (using the action menu for the target Best Bet). The Edit Best Bet or Add Best Bet page opens, both of which provide the same selection of settings. 5. In the Best-Bet Group area, click on the New Group link to open a pop-up dialog for defining the new group. 173

184 Ontolica Search for SharePoint 2010 Administrator's Guide Make the following settings: ID: Enter an ID code for the group. This is only used internally and is used to when specifying the group for inclusion or exclusion in the individual Best Bets Web Parts. It must be unique among all Best-Bet groups and must not include any spaces. Note that if you enter the ID of a group that is already defined further down in the site hierarchy, then that group will be promoted to the current level and marked as inherited at its original level. Name: Enter a name for the group as it should be presented on the Best Bets page. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 6. Click on OK to close the new-group window. The new group is now created and your selected Best Bet has become a member of that group. Editing Best-Bet Groups A Best-Bet group's settings include its ID, name, description. Once a group is created, you can no longer change its ID, but you can edit its name and description at any site level as follows: 1. Go to the Best Bets page for the site level at which you want to edit the Best-Bet group as described above under "Creating a New Best-Bet Group". 174

185 Using Ontolica Best Bets 2. Click on the target group name and select Edit Group from the action menu. A pop-up dialog for editing the group opens. Make the following settings: Name: Enter a name for the group as it should be presented on the Best Bets page. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 3. Click on OK to close the Edit Best Bet Group window and store your settings. Note that if you edit the name and/or description of an inherited Best-Bet group, then your settings will apply at the current site level (and below) only. Furthermore, these settings will no longer track changes made at higher levels in the SharePoint hierarchy. Deleting Best-Bet Groups To delete a Best-Bet group, you must work using the Best Bets page for the site level at which you defined the group you cannot delete groups inherited from a higher level. When you delete the group, all Best Bets that belong to that group and are defined at the same site level will also be deleted. However, if new Best Bets were added to the group at a child site level, then the group will remain available at that level and the Best Bets defined at that level and below will remain. To delete a Best-Bet group: 1. Go to the Best Bets page for the site level at which you want to edit the Best-Bet group as described above under "Creating a New Best-Bet Group". 2. Click on the target group name and select Delete Group from the action menu. Populating Best-Bet Groups Whenever you create a new Best Bet you must select the Best-Bet group to which it belongs. Similarly, you can move Best Bets between groups by editing each Best Bet's configuration. See "Creating and Configuring Ontolica Best Bets" for details about how to make these settings. See "The Best Bets Page" for details about how to position Best Bets within a group and how to position groups relative to each other. 175

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187 Chapter 11: Setting up Quick Filters Quick Filters Quick filters add a selection of pre-configured queries to your simple search forms. The quickfilter query is added (using an "and" operator) to whatever search words are entered by the user, thereby limiting the search. This makes it very easy for users to submit targeted queries based on just one or two search words and a quick-filter selection. Figure: Example of how quick filters will be seen by users You can configure the quick filters to be shown either as radio buttons, which allow users to make just one choice (as in the example above), or as check boxes, which enable users to select multiple filters, thereby creating progressively more restrictive queries. Including Quick Filters in Search Forms To include quick filters in a search form, you must do the following: 1. Establish the quick filters for the appropriate search tab and site level (see "The Quick Filters Page"). Here you will give each filter a name and establish the logic for the query clause added by each filter. 177

188 Ontolica Search for SharePoint 2010 Administrator's Guide 2. Enable the Quick Filter setting for each relevant Ontolica Search Dialog Web Part and choose whether to show them as radio buttons or check boxes. See "Ontolica Search Dialog Web Part" for details about how to make these settings. Note: In the default XSLT Templates included with Ontolica for the Search Dialog Web Part, only the simple template includes support for quick filters; the advanced template ignores them. However, it is possible to modify the advanced template to include the filters (though this goes somewhat against the concept of the "advanced" search form). See also "Web Part XSLT Templates" for details about Ontolica Web Part templates. The Quick Filters Page The Quick Filters page enables you to establish and configure the collection of filters that will be available in simple search forms that use a given search-tab configuration. Finding the Quick Filters Page To find the Quick filters page: 1. Go to the Search Tabs page for the site level at which you want to create the new quick filter as described in "Search-Tab Configuration and Inheritance". 2. Click on the search tab for which you want to modify quick filters and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 178

189 Setting up Quick Filters 3. Click on the Quick Filters link under the Other Settings heading on the Search Tab Configuration page. This brings you to the Quick Filters page. See below for details about the information, settings and features provided on the Quick Filters page. Interpreting the Quick Filters List The Quick Filters page provides a list of filters currently available to result lists on your selected site and search tab. You can see the following information here: Filter ID: These are listed in the ID column. This is how the quick filter is identified on the various Ontolica configuration pages. Filter Name: These are listed in the Name column. The names are shown to users in the simple search forms. Filter Description: These are shown in the Description column. The descriptions are only shown here (and on the filter-configuration pages, where each description is defined). They are intended to help remind you and other administrators how to use each filter. Inheritance Status: As with most Ontolica settings, filters are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each filter has inherited some or all of its settings from a higher-level site as follows: This icon in the Inherited column indicates a filter that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the filter action menus (see below). The icon is shown in gray for filters that are hidden starting at the current level and below. This icon in the Inherited column indicates a filter that was originally inherited from a higher site level, but has since been customized. These filters no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these filters by using the action menus (see below). The icon is shown in gray for filters that are hidden starting at the current level and below. 179

190 Ontolica Search for SharePoint 2010 Administrator's Guide (no icon) Filters that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These filters will be inherited by child sites (if any). This icon in the Inherited column indicates a filter that has been both created and hidden at the local level (see below for details about hidden filters). Note: Even at the top, farm level you will see inheritance indicators. Filters (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. Using the Quick Filters Toolbar A toolbar is provided at the top of the Quick Filters page. It provides buttons for performing each of several tasks, as outlined below. Click here to return to the page you were on just before coming to the current page. Click here to add a new quick filter for your current site and search tab. This opens the Add Search Result Action page. The settings provided here are the same as those for configuring an existing filter (see "Creating and Configuring Quick Filters"). Click here to make general quick-filter settings for the current search tab and site level (see "Configuring General Quick Filter Settings"). Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. Using the Quick Filters Action Menus Each filter listed on the Quick Filters page provides an action menu with commands for acting on a selected filter. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the quick filter name; the name then acts like drop-down list with some combination of the commands summarized below. 180

191 Setting up Quick Filters This entry appears for filters that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this filter higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected filter (see "Creating and Configuring Quick Filters"). This entry appears for filters that are either defined or customized at the current level. Select this to open the page for configuring the selected filter (see "Creating and Configuring Quick Filters"). Select this entry to create a new filter that initially has the same settings as the selected one. This opens the Copy Quick Filter page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new filter). You must at least assign a new and unique ID to the new copy. In search forms, filters will be listed in the same order as they are shown on the Quick Filters page. To rearrange the filters, click on a target filter and select one of these entries. Note that non-customized, inherited filters cannot be moved. If you would like to disable a filter temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Filter entry (this entry is only active for filters that are not currently hidden). Hidden filters will show "(Hidden)" after their name on the Quick Filters page (e.g., "Author (Hidden)") and will also show grayed icons in the Inherited column. Hidden filters will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden filter previously had local overrides). Hidden filters will furthermore not appear to administrators on the Quick Filters page for any of the sites below the level at which a given filter was hidden. To reactivate a hidden filter, find the site level at which the filter is marked as hidden, open its action menu and select the Show Filter entry (this entry is only active for filters that are currently hidden). The filter will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level filter before it was hidden, then those overrides will be reinstated when the filter is again set to be shown. 181

192 Ontolica Search for SharePoint 2010 Administrator's Guide This entry appears for customized, inherited filters. Select this entry to discard local overrides and re-instate inheritance, which means that this filter will once again track configuration changes made to its parent. This entry appears only for filters that are defined at the current level. Select it to delete the selected filter. Note that if the deleted filter has been customized at a child level, then that item will remain at that child level and will no longer be marked as inherited. Creating and Configuring Quick Filters To create and configure quick filters for a given search-tab context: 1. Go to the Search Tabs page for the site and site level at which your quick filter will apply. See "Search-Tab Configuration and Inheritance" for details. 2. Click on the search tab to which you want to add the quick filter and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page. 182

193 Setting up Quick Filters 3. Under the Other Settings heading, select the Quick Filters link. This brings you to the Quick Filters page. 4. Use the toolbar and action-menu commands on the Quick Filters page to add, remove, arrange and/or edit your filters (see also "The Quick Filters Page" for details about these controls). When you are adding a new filter, you will see the Add Quick Filter page. When editing an existing filter created at the current site level, you will see the Edit Quick Filter page. When editing an existing filter created at a higher site level, you will see the Overwrite Quick Filter page. When you are creating a copy of an existing filter, you will see the Copy Quick Filter page. Each of these pages includes the same collection of settings, which are described below. Figure: Quick filter configuration settings 183

194 Ontolica Search for SharePoint 2010 Administrator's Guide The Add/Edit/Overwrite Quick Filter page provides the following settings: Name and Description: enter an ID, name and description of the filter. This is how the users will identify the action in the search form and also how they are identified on the Search Result Actions page. Query: enter the query clause that should be added if the user enables the filter. You can use the full, advanced Ontolica search syntax to define the query, which can therefore contain complex Boolean constructs and property values. See also "Constructing Search Strings". Target Audiences: Use this setting to limit the types of users that will see the current filter. Enter one or more audience names (separated by semicolons) to limit the audiences to which the current filter will be shown. Leave this setting blank to show the filter to all users. See also "Target Audiences in Ontolica" for details about this setting and its helper controls. Configuring General Quick Filter Settings For each search-tab configuration, you are able to configure a default filter, which will apply to all searches made where that search-tab applies. To find and configure these settings, do the following: 1. Navigate to the Quick Filters page for the site level and search-tab configuration at which you want the default filter to apply (see "The Quick Filters Page"). 2. If necessary, create the filter you wish to use as a default, as described in "Creating and Configuring Quick Filters". 3. Click on the Settings button in the toolbar of the Quick Filters page to open the Quick Filters Settings page. 184

195 Setting up Quick Filters 4. Use the Quick Filters Settings page to configure the default filter, as described below. 5. Click on OK to save your changes. Inheritance Settings Select one of the following to control whether or not to inherit general quick filter settings: Inherit settings from parent: select this option to revert to settings made at the parent level and continue to track changes made there. Specify local settings: select this option to break the inheritance link and define all settings at the local level from now on, as specified by the settings described below. Default Filter This setting affects establishes a default filter that will be applied to all searches where the current search-tab configuration applies. When the Inheritance setting is set to Inherit settings from parent, the Default Filter dropdown list shows the value of the inherited setting, but does not allow you to change the setting. When the Inheritance setting is set to Specify local settings, use the Default Filter dropdown list to select the default filter. Note that this setting does not establish a default selection for the quick-filter controls but instead apples the selected filter always, regardless of whether or not filter controls are provided by the search form or if the user users them. Note also that there is always a default filter applied; select the "All" filter (which is included with the default Ontolica setup and has no query) to effectively disable the default filter. 185

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197 Chapter 12: The Ontolica Search Box Using the Ontolica Search Box The Ontolica Search Box is a Web control that creates a simple text field, which enables users to search the SharePoint content index and view results on a page from the Ontolica Search Center. Unlike most Ontolica Web Parts, the Search Box is not affected by any search-tab configuration. Instead it has its own, independent system of preferences which, like search-tab settings, can be made at any level in the SharePoint hierarchy and inherited down the site structure. The intention of the Search Box is that it should be placed on every page of your SharePoint site, thereby making it easy for users to submit a search no matter where they are. The Search Box is furthermore able to forward information about where the user was when submitting the search, thereby enabling the result page to adapt itself accordingly. In addition to the text-input field, the search box can also display a search-scope drop-down list (for limiting the scope of the search to, for example, a single site) and/or a link to an advanced search form. Figure: Example of an Ontolica Search Box with scope selector and advanced-search link Adding an Ontolica Search Box to Your Site The standard SharePoint site templates delivered by Microsoft include a delegate web control named "SearchBox". This control is placed on a high-level master page that is inherited by nearly all other pages in each SharePoint site collection. This control creates a simple input field for searching. In the default Microsoft configuration, the "SearchBox" delegate control creates a search form that targets the default Microsoft search center. The delegate does this by loading the standard Microsoft search-box Web part. However, when you install and activate Ontolica (either the full Ontolica feature for a given site collection or the Search-Box-only feature for a given web application), all affected delegates are retargeted to the Ontolica Web control, which creates a simple Ontolica input form. This control is similar to the Microsoft control, except for the following: The Ontolica search box targets the Ontolica search center. It formats the query as expected by Ontolica It includes referrer information, which enables Ontolica to respond differently based on where the user was when initiating the search (i.e., on which sub-site in the collection). 187

198 Ontolica Search for SharePoint 2010 Administrator's Guide As with the Microsoft control, the Ontolica control provides a scope drop-down list. Like the referrer, Ontolica uses this to fine-tune the search response with extra filtering and formatting options. Note, however, that the automatic install, activate and deactivate functionality requires that the delegate control is named "SearchBox", as in the default SharePoint configuration. If you have customized your site so that it does not include this control, or if you have renamed the control, then you can create your own search box by placing the Ontolica control wherever you need it. The Ontolica Search Box assembly class has the following namespace and name: Mondosoft.Ontolica.SharePoint.Search.WebControls.SearchBoxWebControl See your SharePoint documentation if you are not sure how to make use of the above code to place a web part on your pages. When you deactivate the Ontolica and/or the Ontolica Search Box feature, then the delegate web control will automatically revert to its default Microsoft behavior as follows: Deactivate the Ontolica Search Box feature at the web application level to revert the search box for all site collections that do not have the full Ontolica feature activated. Deactivate the full Ontolica feature at the site collection level to revert the search box for each selected site collection belonging to an application where the Ontolica Search Box feature is also deactivated at the web application level. Using the Search Box with "My Sites" The SharePoint "My Sites" feature creates a personal site collection for each user. As a result, your SharePoint solution may grow to include a very large number of site collections, each of which should provide an Ontolica Search Box on most or all pages, but (usually) not an Ontolica Search Center or other Ontolica features. If you are using My Sites, then you will usually want to activate and configure the Ontolica Search Box for all of the personal site collections at once. Therefore, Ontolica includes a stripped-down search-box-only feature for SharePoint, which you can activate and manage at the web application level. This does not prevent you from implementing a full Ontolica solution for the personal sites of one or more selected power users if you want to. Usually all of the Search Boxes for all of the personal site collections will target the same Ontolica Search Center, which will be part of the primary content-site collection. You will therefore manage the target URL for the "My Sites" search boxes at the web-application level, though you could override this for selected personal or content sites if needed. If you are using "My Sites", then activate and configure the Ontolica Search Box as follows: 1. Activate the Search-Box-only feature for the web application to which "My Sites" collections belongs. This will make the Search Box available for all of the site collections that belong to your selected web application, including new site collections that appear as more users create personal sites. See "Activating and Deactivating the Search Box for an Application" for details. 188

199 The Ontolica Search Box 2. Add the Ontolica Search Box web part to your "My Sites" templates as needed. This might be done automatically for you if your templates already use the Microsoft "SearchBox" delegate web control. See "Adding an Ontolica Search Box to Your Site" for details. 3. Configure the standard Search Center target-url and other Search-Box features at the application level. Typically, all personal sites will use a Search Box that targets the same Search Center and provides the same set of scopes. See "Search Box Settings and Inheritance" for details about how to find the right application-level settings for the Search Box. See "Configuring the General Search Box Settings" for details about how to set the target Search Center. See "Creating and Configuring Search Box Scopes" for details about how to configure the scopes. IMPORTANT: because the Search Center will nearly always be in a different site collection than each user's personal site, you must specify the Search Center URL using an absolute path (e.g., " rather than a relative URL such as "~sitecollection/<searchcentersitename>". Search Box Settings and Inheritance The Ontolica Search Box Web Control does not have any settings of its own, so when you place it on a page you simply position it (or allow the Microsoft SearchBox delegate control to place it). The Search Box does have configuration settings however, which can be made at the farm, application, site-collection or site level. There are two types of settings that affect the Search Box: Search Box Scopes: establish the selection of scopes within which a user can choose to search using the search box. Search Box Settings: establish other miscellaneous options for search boxes, such as target search-center URL, input-field width, "advanced search" link availability and target, scope-selector availability, etc. Both types of settings are made using links and controls on the Search Box Scopes page at each site level. As with many other types of settings in Ontolica, your Search Box settings are settings inherited along the lines of the SharePoint hierarchy and can be overruled at any level. 189

200 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: SharePoint 2010 structure The same options are available at all levels. A very simple Ontolica solution might include just one Search Box configuration, which is managed at the farm level; this will then function as a central Ontolica search configuration for all result pages on all sites. As the solution grows in complexity, you might decide to override some or all of the inherited Search Box settings by making settings at the site-collection or even single-site level. When making Search Box settings, you must therefore pay careful attention to where you are in the site structure when you open the settings page. Farm-Level Search Box Settings Settings made at the farm level will be available to all applications, collections, sites and pages managed by your SharePoint installation. To make settings here, do the following: 1. Log onto the SharePoint Central Administration site. 2. Click on the General Application Settings tab. 3. Under the Ontolica for SharePoint heading, click on the Manage Ontolica Modules link. The Manage Ontolica Modules page opens. 4. Under the Ontolica Search heading, click on the Manage Search Box Scopes link. You now see the Search Box scopes that apply at the farm level. Use the controls here to configure which scopes will be available and to configure each available scope. Use the Settings link to make general Search Box settings. 190

201 The Ontolica Search Box Note: Even at the top, farm level you will see inheritance indicators. Search Box settings (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or deactivate any of these settings at the farm level as required, just as on other levels. See "The Search Box Scopes Page" for the relevant controls. Application-Level Search Box Settings At the web application level, you will be able to see all of the scopes and settings made at the farm level. You can also choose to do any of the following: Override some or all of the inherited settings. Add new Search Box scopes Settings made at the application level will be available to all site collections, sites and pages managed by your SharePoint installation. To make settings here, do the following: 1. Log onto the SharePoint Central Administration site. 2. Click on the Application Management tab. 3. Under the Ontolica for SharePoint heading, click on the Manage Ontolica Modules link. The Manage Ontolica Modules page opens. 4. Under the Ontolica Search heading, click on the Manage Search Box Scopes link. 5. Use the Web Application drop-down list to select the web application that you wish to configure. You now see the Search Box scopes that apply at the application level for your selected application. Use the controls here to configure which scopes will be available and to configure each available scope. Use the Settings link to make general Search Box settings. Site-Collection-Level Search Box Settings Settings made at the collection level will only apply to the current site collection, its sub-sites and their pages. Initially, all settings will be inherited from the higher levels described above. To make Search Box settings at the collection level, do the following: 1. Log onto SharePoint and navigate to the top level of the appropriate site collection. 2. Select Site Actions > Site Settings > Modify All Site Settings. The Site Settings page opens. 3. Under the Site Administration heading, click on the Ontolica search box scopes link. 191

202 Ontolica Search for SharePoint 2010 Administrator's Guide You now see the Search Box scopes that apply at the collection level for your selected collection. This includes a list of all Search Box scope configurations and indicates which of these are inherited and/or customized. Use the controls here to configure which scopes will be available at the current level and below and to configure each available scope. Use the Settings link to make general Search Box settings for this level and below. Site-Level Search Box Settings Site-level Search Box settings are similar to collection-level settings, as described above, except that they inherit both from the farm level and from the parent site. To make Search Box settings for a given site, do the following: 1. Log onto SharePoint and navigate to the appropriate site. 2. Select Site Actions > Site Settings. The Site Settings page opens. 3. Under the Site Administration heading, click on the Ontolica search box scopes link. You now see the Search Box scopes that apply at the site you selected. This includes a list of all Search Box scope configurations and indicates which of these are inherited and/or customized. Use the controls here to configure which scopes will be available at the current site and to configure each available scope. Use the Settings link to make general Search Box settings for this site. The Search Box Scopes Page The Search Box Scopes page enables you to establish and configure the collection of search scopes that will be provided by the Ontolica Search Box and search-center search forms. You can also make a few general settings that control the appearance and functionality of the search box. Note: Scopes for the Ontolica Search Dialog Web Parts are configured using the Search Scopes settings, which are similar to, but also slightly different from, the settings described below. See "The Search Scopes Page" for details about configuring search scopes for the search dialogs other than the Search Box. Finding the Search Box Scopes Page Like many Ontolica features, the Search Box scopes and settings can be made at the farm, application, site-collection or site level, with settings inherited along SharePoint structure lines and with the opportunity of overriding inherited settings at any level. The settings look and act the same at each level. See "Search Box Settings and Inheritance" for details about how to find the Search Box Scopes page at each available level. 192

203 The Ontolica Search Box Figure: The Search Box Scopes page Each of the settings and controls provided here are described in the sections below. Interpreting the Search Box Scopes List The Search Box Scopes page provides a list of search-box scopes provided at the current site level. You can see the following information here: Scope Groups and Group Memberships: In the scope list, scope groups are shown in left-justified, bold type; the scopes belonging to each group are shown in standard type, indented below their group name. Scope Name: These are listed in the Name column. As mentioned above, each scope is shown in standard type and indented below the scope group to which it belongs. Description: Briefly describes the purpose of the scope (these are as part of each scope's configuration). Inheritance Status: As with most Ontolica settings, search-box scopes are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each scope has inherited some or all of its settings from a higher-level site as follows: This icon in the Inherited column indicates a scope that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the scope action menus (see below). The icon is shown in gray for scopes that are hidden starting at the current level and below. This icon in the Inherited column indicates a scope that was originally inherited from a higher site level, but has since been customized. These scopes no longer track updates made at higher site levels all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these scopes by using the action menus (see below). The icon is shown in gray for scopes that are hidden starting at the current level and below. (no icon) Scopes that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These 193

204 Ontolica Search for SharePoint 2010 Administrator's Guide scopes will be inherited by child sites (if any). This icon in the Inherited column indicates a scope that has been both created and hidden at the local level (see below for details about hidden scopes). Note: Even at the top, farm level you will see inheritance indicators. Scopes (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands. Using the Search Box Scopes Toolbar A toolbar is provided at the top of the search scopes list. It provides buttons for performing each of several tasks, as outlined below. Click here to return to the page you were on just before coming to the current page. Click here to add a new Search Box scope for your current site level and below. This opens the Add Search Box Scope page. The settings provided here are the same as those for configuring an existing scope (see "Creating and Configuring Search Box Scopes"). Click here to make general settings for the Search Box at the current site level and below (see "Configuring the General Search Box Settings"). Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser. Using the Search Scopes Action Menus Each scope listed on the Search Box Scopes page provides an action menu with commands for acting on a selected scope or scope group. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the scope name; the name then acts like drop-down list with some combination of the commands summarized below. 194

205 The Ontolica Search Box This entry appears for Search Box scopes that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this scope higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected scope (see "Creating and Configuring Search Box Scopes"). This entry appears for Search Box scopes that are either defined or customized at the current level. Select this to open the page for configuring the selected scope (see "Creating and Configuring Search Box Scopes"). This entry appears for Search Box scopes groups that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this group higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected scope group (see "Working with Search Box Scope Groups"). This entry appears for Search Box scope groups that have been created or customized at the current level. Select this to open the page for configuring the selected scope group (see "Working with Search Box Scope Groups"). Select this entry to create a new Search Box scope that initially has the same settings as the selected one. This opens the Copy Search Box Scope page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new scope). You must at least assign a new and unique ID to the new copy. 195

206 Ontolica Search for SharePoint 2010 Administrator's Guide In the Search Box drop-down selector, scopes will be listed in the same order as they are shown on the Search Scopes page. Scopes can also be divided into several groups, which are likewise shown in the order indicated here. To rearrange the scopes within a given scope group, click on a target scope and select one of these entries. To move a group, click on a target group and select one of these entries. Note that non-customized, inherited scopes cannot be moved, though customized and/or locally defined scopes can be moved between them. If you would like to disable a scope temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Scope entry (this entry is only active for scopes that are not currently hidden). Hidden scopes will show "(Hidden)" after their name on the Search Box Scopes page (e.g., "People (Hidden)") and will also show grayed icons in the Inherited column. Hidden scopes will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden scope previously had local overrides). Hidden scopes will furthermore not appear to administrators on the Search Box Scopes page for any of the sites below the level at which a given scope was hidden. To reactivate a hidden scope, find the site level at which the scope is marked as hidden, open its action menu and select the Show Scope entry (this entry is only active for scopes that are currently hidden). The scope will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level scope before it was hidden, then those overrides will be reinstated when the scope is again set to be shown. This entry appears for customized, inherited scopes. Select this entry to discard local overrides and reinstate inheritance, which means that this scope will continue to track configuration changes made to its parent. This entry appears for customized, inherited scope groups. Select this entry to discard local overrides and re-instate inheritance, which means that this scope group will continue to track configuration changes made to its parent. 196

207 The Ontolica Search Box This entry appears only for scopes and scope groups that are defined at the current level. Select it to delete the selected scope or group. Note that if the deleted scope or scope group has been customized at a child level, then that scope will remain at that child level and will no longer be marked as inherited. Note also that when you delete a group, all of the scopes belonging to that group at the current site level will also be deleted, though the group may still exist at lower levels if it has been customized with extra scopes there.. Creating and Configuring Search Box Scopes Adding, Editing and Deleting Search Box Scopes To configure scopes for the Ontolica Search Box Web Control, navigate to the Search Box Scope settings for the appropriate site level and then use the toolbar and action-menu commands on this page to add, remove, arrange and/or edit your scopes (see "The Search Box Scopes Page" for details). When you are adding a new scope, you will see the Add Search Scope page. When editing an existing scope created at the current site level, you will see the Edit Search Scope page. When editing an existing scope created at a higher site level, you will see the Overwrite Search Scope page. When you are creating a copy of an existing scope, you will see the Copy Search Scope page. Each of these pages includes the same collection of settings, which are described below. 197

208 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: The Search Box Scope configuration page Note that the Ontolica Search Dialog Web Part uses a different system of scopes than those described here for the Search Box control. See "Creating and Configuring Search Scopes" for details about how to configure scopes for search forms other than the Search Box. Scope Configuration Settings When you are configuring a new or existing scope for the Ontolica Search Box, make the following settings: Name and Description: Enter an ID, name and description in the fields provided. The ID is only used internally; it cannot contain spaces and must be unique among all search scopes; it also cannot be changed for existing scopes, only when creating a new scope. The Name is the name by which the scope is presented to users; it should give a god idea of what the scope includes. The Description appears only in the list on the Search Scopes page; use it to remind yourself and other administrators about the intended purpose of the scope. Mapping: Select the type of mapping you wish to use for the current scope (see below) and then specify the mapping itself in the field provided (the name of this field changes based on the type you select). Choose one of the following: Mapped Search Scope: to map to an existing SharePoint search scope. You must then use the Scope Mapping drop-down list to select the SharePoint scope to which to map. 198

209 The Ontolica Search Box Context Search Scope: to map to a scope that depends on the user's current context. You must then use the Context drop-down list to select the type of context scope to use ("This Site", "This List" or "This Folder" to search in the selected scope relative to where the user is when using the Search Box). Target Only Search Scope: to map to a URL of a search-result page in an Ontolica Search Center. You must then enter the target URL in the Target Page field (absolute URL is recommended). Scope Group: All search scopes must belong to exactly one scope group. Group membership affects the order in which scopes are presented to the user in input controls. Either select an existing group from the drop-down list or click on the New Group button to create a new group and add the current scope to that. See also "Working with Search Scope Groups" for more information about working with scope groups. Target Audiences: Use this setting to limit the types of users that will see the current Search Box scope. Enter one or more audience names (separated by semicolons) to limit the audiences to which the current scope will be shown. Leave this setting blank to show the scope to all users. See also "Target Audiences in Ontolica" for details about this setting and its helper controls. When you are done configuring your scope, click on OK to save your settings. Scope Mapping Types Ontolica integrates with the search scope implementation already built into Microsoft's SharePoint crawler and database. In the Microsoft implementation, each record in the search database is associated with a specific scope, which is usually assigned based either on the site on which each document was found or the type of data represented by the record (e.g., pictures or people). Ontolica incorporates and expands on this functionality by enabling you to provide the following types of scopes in the Ontolica Search Box: Mapped Search Scopes These are Ontolica Search Box scopes that are mapped directly to SharePoint scopes. All of the characteristics of a given SharePoint scope will apply for the Search Box scope to which it is mapped. You will therefore configure these scopes using the tools provided with the SharePoint search engine and them map them as required to Search Box scopes (see your SharePoint documentation for details). Often, you will simplify the scope implementation in Ontolica by mapping only a sub-set of SharePoint scopes. Context Search Scopes These scopes apply to where the user is when he or she initiates a search using the Search Box. For example, a relative scope named "Search this site" would search for documents on whatever site the user is on at the time. Other options include "Search this folder" and "search this list". Behind the scenes, these relative scopes add a search-result filter based on the current site URL. Target-Only Search Scopes The Ontolica Search Center usually contains several different search tabs, each of which is optimized for presenting a specific type of result. Each search tab has a specific name and settings associated with it; usually, each tab is also its own ASPX page, which means that it might have its own, unique set of Ontolica Web Parts, possibly configured with fixed searches, scopes, etc. The result page targeted by the Search Box can therefore have profound effects on the content and presentation of the results. Scopes of this type are mapped to specific search-center URLs. 199

210 Ontolica Search for SharePoint 2010 Administrator's Guide Any given Search Box can include any combination of the above types of Ontolica search scopes, all mixed into the same drop-down list. Users will not see any difference between them. Working with Search Box Scope Groups All Search Box scopes must belong to exactly one Search Box scope group. Group membership affects the order in which Search Box scopes are displayed by the drop-down list shown to users. Note: Search Box group names can be either shown or hidden in the scope drop-down list of the Search Box, depending on your general Search Box settings. Either way, scopes will still be sorted by group membership. Creating a New Search Box Scope Group You are not able to create a new, empty Search Box scope group. Instead, you must create or edit an existing Search Box scope and then use the scope-configuration page to create the new group, thereby adding the selected scope to that group at the same time. To do this: 1. Go to the Search Box Scopes page for the site level at which you want to create the new scope group as described in "Search Box Settings and Inheritance". 200

211 The Ontolica Search Box 2. Create a new scope using the toolbar or edit an existing scope using the actions menu as described in "The Search Box Scopes Page". This brings you to the Add/Edit/Overwrite Search Box Scope page. 3. In the Scope Group area, click on the New Group link to open a pop-up dialog for defining the new group. Make the following settings: 201

212 Ontolica Search for SharePoint 2010 Administrator's Guide ID: Enter an ID code for the group. This is only used internally. It must be unique among all scope groups and must not include any spaces. Note that if you enter the ID of a group that is already defined further down in the site hierarchy, then that group will be promoted to the current level and marked as inherited at its original level. Name: Enter a name for the group as it should be presented on the Search Box Scopes page. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 4. Click on OK to close the new-group window. The new group is now created an your selected scope has become a member of that group. Editing Search Box Scope Groups A Search Box scope group's settings include its ID, name, description. Once a group is created, you can no longer change its ID, but you can edit its name and description at any site level as follows: 1. Go to the Search Box Scopes page for the site level at which you want to create the new scope group as described in "Search Box Settings and Inheritance". 2. Click on the target group name and select Edit Group or Overwrite Inherited Group from the action menu. 3. You should now be on the Edit Search Box Scope Group page. 202

213 The Ontolica Search Box Make the following settings: Name: Enter a name for the group as it should be presented on the Search Scopes page at the current level and below. Description: Enter a short description for the group. This will help remind yourself and other administrators about the intended purpose of the group. 4. Click on OK to close the Edit Search Box Scope Group page and store your settings. Note that if you edit the name and/or description of an inherited scope group, then your settings will apply at the current site level (and below) only. Furthermore, these settings will no longer track changes made at higher levels in the SharePoint hierarchy. Deleting Search Box Scope Groups To delete a Search Box scope group, you must work using the Search Box Scopes page for the site level at which you defined the group you cannot delete groups inherited from a higher level. When you delete the group, all scopes that belong to that group and are defined at the same site level will also be deleted. However, if new scopes were added to the group at a child site level, then the group will remain available at that level and the scopes defined at that level and below will remain. To delete a scope group: 1. Go to the Search Box Scopes page for the site level at which at which the group was created (see "Search Box Settings and Inheritance"). 2. Click on the target group name and select Delete Group from the action menu. Populating Scope Groups Whenever you create a new Search Box scope you must select the scope group to which it belongs. Similarly, you can move scopes between groups by editing each scope's configuration. See "Creating and Configuring Search Box Scopes" for details about how to make these settings. See "The Search Box Scopes Page" for details about how to position scopes within a group and how to position groups relative to each other. 203

214 Ontolica Search for SharePoint 2010 Administrator's Guide Configuring the General Search Box Settings At each SharePoint site level, you are able to configure how search scopes will be shown by the Search Box when users are at the relevant site. To find and configure these settings, do the following: 1. Go to the Search Box Scopes page for the site level at which you want to create the new scope group as described in "Search Box Settings and Inheritance". 2. Click on the Settings button in the toolbar of the Search Box Scopes page to open the Search Box Scopes Settings page. 204

215 The Ontolica Search Box 3. Use the Search Box Scopes Settings page to configure the Search Box as described below. 4. Click on OK to save your changes. Inheritance Settings Select one of the following to control whether or not to inherit Search Box settings for the current site: Inherit settings from parent: select this option to revert to settings made at the parent level and continue to track changes made there. 205

216 Ontolica Search for SharePoint 2010 Administrator's Guide Specify local settings: select this option to break the inheritance link and define all settings at the local level from now on, as specified by the settings below. Default Search Scope The scope selected here will be the default selection for the Search Box scope control (if provided). If you choose to configure the Search Box without a scope control (see "Display Settings", below), then this will always be the only scope searched. Select a scope from the dropdown list provided. Target Search Center When a user submits a query using the Search Box, it must target a result page, which includes the Ontolica Web Parts required to submit the query and display the results. This is usually the default page of the Ontolica Search Center, but you might customize this for some or all sites in your SharePoint structure. In the Site URL field, enter the URL of the Search Center site that you wish to target from the Search Box. There are two ways to specify this: Link to a site in the current site collection: to link to a site in the same collection that the user is in when using the Search Box, set the URL using syntax such as "~sitecollection/<searchcentersitename>", where <SearchCenterSiteName> is the name you gave your Search Center when creating it (default is "OntolicaSearch"). Link to a site in a specified site collection: to link to a specific site, regardless of which collection the user is in when using the Search Box, use a full URL, including protocol designation, site name and port number. For example: " where <SearchCenterSiteName> is the name you gave your Search Center when creating it. Either way, the result page targeted will always be called "Pages/DefaultResults.aspx". So, for example, the full resulting URL might then be: " A page with this name must therefore exist; one is created automatically when you set up the Search Center using the Ontolica Search Center site template. Note: The target URL set here can sometimes be overruled if the user selects a "target only" Search Box scope. Display Settings These settings affect the way the Search Box looks and which options it provides. Set each of the following options as required: Show search scopes...: Mark this check box to provide a drop-down list for selecting a search scope. Clear this box to remove this control, thereby reverting to the Default Scope set above for all searches. Show search scope groups...: Mark this check box to display the scope-group names in the search-scope drop-down list. Clear this box to list the scope names only. 206

217 The Ontolica Search Box Advanced Search Link Your Search Box can include a link to an advanced search page. Specify this using one of the following: Relative URL: Enter a value to be appended to the URL specified above for the Target Search Center. For example: "Pages/DefaultAdvanced.aspx". Absolute URL: Enter a full URL, including the protocol designation, full path and page name. For example: " Blank: Clear this field to create a Search Box that does not include an advanced-search link. Keyword Input Field Width These setting controls how wide the input field of the Search Box will be. 207

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219 Chapter 13: Target Audiences in Ontolica Target Audiences in Ontolica SharePoint audiences are groups of users selected for some common purpose. For example, a given audience might represent all workers in a given department or all secretaries from all departments. Any given user might belong to any number of audiences. Many Ontolica features can be configured to appear only for one or more selected audiences. In this way, Ontolica will automatically adapt itself for each individual user. Audience support for Ontolica includes (but is not limited to) the following areas: Search-tab visibility All types of custom properties (searchable, search-result, grouping, sorting and refiner) Search scopes Search-result actions Best Bets Quick filters Search Box scopes For all types of items where audience support is provided, you will find a setting called Audiences, which includes an input field and a set of tools to help you make valid audience specifications. For example: To limit the audiences to which a given item (search tab, property, etc.) will be shown, enter the name of each approved audience in the Target Audiences field, with each audience name separated by a semicolon. The current item will be shown to all users that belong to at least one of the specified audiences. Leave the Audiences setting blank for any search item that should appear for all users. In addition to the input field, the following buttons are provided to help you create a valid list of audiences: Click here to check or auto-complete your current list of audiences against those currently defined for SharePoint. All exact matches will be shown in underlined, black type; incomplete unique matches will be completed and then shown in underlined, black type; audiences that cannot be found or uniquely identified (possibly due to misspelling in the field) will show a red, squiggly underline and must be corrected. Click here to open a pop-up window that shows a list of all available audiences. Make a selection from this window to add an audience to the list in the Target Audiences field. Please see your SharePoint documentation for complete details about how to create, configure and use audiences. 209

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221 Chapter 14: Working with the Ontolica Web Parts Working with Ontolica Web Parts Working in Edit Mode SharePoint users will experience Ontolica as an integrated part of your SharePoint solution, with the functionality that you and other site administrators have designed. In most cases, this will look like a simple search form, available from nearly any page, plus an Ontolica Search Center, which displays search results and also offers user settings and an advanced search form. Search results and the advanced form are created using a combination of specialized web parts supplied with the Ontolica solution. Usually you will start with the Ontolica Search Center supplied and customize the solution from there. However, you might create your own search center and/or integrate one or more of the various Ontolica Web parts into other areas of your SharePoint solution. To access the layout and configuration settings for each part, first go to the page where the parts are placed (e.g., the Ontolica Search Center) and then enter edit mode via the Site Actions menu (this option is usually only available to users with advanced access permissions). The page then reloads, showing all of the various Web parts positioned there and providing buttons and links for configuring and positioning those parts. Figure: SharePoint in Edit Mode. Note the two different types of configuration settings provided for Ontolica Web Parts 211

222 Ontolica Search for SharePoint 2010 Administrator's Guide Standard SharePoint Layout Options All Ontolica Web parts provide the standard set of layout options available for nearly all Web parts in SharePoint. As with other types of web parts, these settings are available, when you are in page-edit mode, from an edit drop-down list for each Ontolica Web part that is positioned on your page (usually, the Ontolica search center). The standard SharePoint settings enable you to set options such as the part title, height, width, style, etc. All of these settings are standard for SharePoint. Please see your SharePoint documentation for details about how to work with them. Ontolica Configuration Settings In addition to the standard SharePoint settings for Web parts, each Ontolica Web Part provides its own, dedicated configuration page. To get to this page: 1. In SharePoint, navigate to the page where you have placed the Web part you wish to configure (typically, this is the Ontolica Search Center page). 2. Go into SharePoint edit mode. 3. Find the Web part that you wish to configure and click on the Configure this... Web Part link. You will then go to a configuration page that includes all of the settings for the selected Web part. Ontolica Search Manager Web Part Role of the Search Manager Web Part The Ontolica Search Manager Web Part is invisible to the user, so you will not notice it until you open a page in edit mode. The purpose of this part is to coordinate functions between the various other Ontolica parts that might be on the page and also to configure the general response of the page to incoming queries. It is required for all pages that contain any other type of Ontolica Web Part (but not for the Search Box Web Control). Finding the Search Manager Configuration Settings As with all other Ontolica web parts, you can configure the Search Manager Web Part on a given page by opening that page in SharePoint, going into edit mode and clicking on the Configure this... Web Part link for the target part. Use this same link to configure new Ontolica Web parts as you add them to existing pages. 212

223 Working with the Ontolica Web Parts Figure: The Ontolica Search Manager Web Part configuration page The various settings provided here are described in the sections below. Search Configuration Mode The Search Configuration Mode setting enables you to select the source of the configuration settings for the current search center. You have the following options: Use settings from the referring site: Causes all Ontolica Web parts in the current search center to inherit settings from the site on which the user initiated the search. This enables a single search center to deliver a response that is customized for each site from which a user might search. This is the default setting. Use settings from local site: Causes all Ontolica web parts in the current search center to ignore settings from referring sites, instead using the search tabs settings specified on the local site. To establish the local site settings, click on the Configure local site settings link, which opens the Search Tabs page for the search-center site (see also "The Search Tabs Page"). Note that default search settings for all sites are made at the farm level. All sites will inherit these settings unless they are overridden by site settings. It is therefore optional to make site-level settings at all. See also "Search-Tab Configuration and Inheritance". Active Search Tab Use the Active Search Tab setting to establish which the of the available search tab configurations will apply when the user first visits the page. This essentially establishes the search options that apply for the page. If the page also includes an Ontolica Search Tabs Web part on the page, then this setting establishes which of the available search tab will be shown highlighted. Select a tab name from the drop-down list provided. 213

224 Ontolica Search for SharePoint 2010 Administrator's Guide Shared Service Provider The Shared Service Provider setting establishes the database in which the Ontolica Web parts on the same page will search. If your SharePoint farm includes more than one Shared Service Provider, then select the provider whose database you want to search from the drop-down list here. Note that if you have added one or more shared service providers to SharePoint since you activated Ontolica, then the newer providers might not be shown in the list. To add them, deactivate and then reactivate Ontolica at the farm level (none of your Ontolica settings or Search-Center pages will be affected by this). See "Activating and Deactivating Farm-Level Features" for instructions. Ontolica Search Tabs Web Part Role of the Search Tabs Web Part The Ontolica Search Tabs Web Part creates the tabs and links needed to provide the search-tab feature. Each tab has its own collection of settings, thereby enabling custom and specialized searches. To use the Ontolica Search Tabs Web Part, you must also place a Search Manager Web Part on the same page. Among other things, the Search Manager part establishes which of the available search tabs will be shown as active. Initial Search Tab Selection When a user first loads the page, the active search tab is specified by the Search Manager Web Part on the same page. The Search Tabs Web Part then enables the user to select among the other available tabs. Finding the Search Tab Configuration Settings As with all other Ontolica web parts, you can configure the Search Tabs Web Part on a given page by opening that page in SharePoint, going into edit mode and clicking on the Configure this... Web Part link for the target part. Use this same link to configure new Ontolica Web parts as you add them to existing pages. 214

225 Working with the Ontolica Web Parts Figure: The Ontolica Search Tabs Web Part configuration page The various settings provided here are described in the sections below. XSLT Template The XSLT Template settings for the Search Tabs Web Part enable you to control the HTML format of the search tabs created by the part. The XML that is emitted by the Search Tabs Web Part supplies the URL for the search-center page associated with each available tab and identifies which of these is the current page. It also includes the layout styles that you configure for the Display Options (see below). Your XSLT template must be able to parse this data and arrange it to use the style settings and create image links, tables, etc. as needed. The following default templates are supplied for this web part: Default.xsl: creates search-tab display that shows a button for each available tab, highlights the current tab and links to pages for each of the other tabs. Mouse-over effects are also shown. XML.xsl: passes the XML generated by the web part without transforming it to HTML. Usually, you will only use this during development and testing. See "Web Part XSLT Templates" for complete details about how to use the settings in the XSL Template area and for advice for how to create and edit templates for Ontolica. 215

226 Ontolica Search for SharePoint 2010 Administrator's Guide Page Mode Each search-tab configuration specifies URLs for both a search page and a result page, which are associated with that tab. The Search Tabs Web part can provide links to either type of page. Select one of the following for the Page mode setting: Use Search Page links: all of the links created by the web part will link to the pages configured as the "Search Page" for each tab configuration. Usually, you will use this setting on simple and advanced search-form pages that do not include a result list. Use Result Page links: all of the links created by the web part will link to the pages configured as the "Result Page" for each tab configuration. Usually, you will use this setting on result pages (which often also include a simple search form). This way, when the user switches tabs to go from one type of result list to another, his or her query will also be transferred, thereby recreating the search on the new tab page. See also "Search Tab Properties" for details about how to set the search and result page URLs for each tab configuration. Display Options Use the Display Options setting to specify CSS styles for controlling the format of the search tabs. There are two types of settings here: Layout table styles: The Search Tabs Web Part emits your settings here as values for the <LayoutTableStyles> XML element. The default XSLT template places these as value for the style attribute of the <table> tag in which the search-tab table is nested. The most common use of this setting is to establish the width and top margin of the search-tab table. Tab table styles: The tab graphics themselves are placed in a table that is nested within the layout table. The Search Tabs Web Part emits your settings here as values for the <TabTableStyles> XML element. The default XSLT template places these as value for the style attribute of the <table> tag in which the search-tab graphics are placed. The most common use of this setting is to establish the length of the line placed under the tabs. You can enter any type of standard CSS style properties and values accepted in table tags here. Ontolica Search Dialog Web Part Role of the Search Dialog Web Part The Ontolica Search Dialog Web Part creates a search form. The part can be configured to display anything from a simple, one-field search box to a complex, advanced search form. The Web part is capable of displaying the following types of input forms: 216

227 Working with the Ontolica Web Parts Keyword input fields, which search document content. A simple search dialog might include a single keyword input field, possibly with a scope selector. Advanced forms might also include several fields, which help users create an advanced Boolean query (e.g., with fields for finding "all words", "exact phrase", "at least one" of several words, words in proximity, "without" words, etc.). Advanced queries (including property values) can also be entered into the simple form if the user knows the advanced Ontolica search syntax. Property filter input fields, which search for values of specific types of metadata. This type of input control shows an input field for each property belonging to the property groups configured for the Search Dialog Web Part. Property filter selector control, which provides a single drop-down list from which the user can select an available property and add it to the query. Users can then continue to add (or remove) properties one at a time. This provides a very compact and flexible input control. The properties presented by this control are those belonging to the property groups configured for the Search Dialog Web Part. If you would like to provide a combination of the controls described above, then place several Search Dialog Web Parts on the page; they will automatically work together. To use the Ontolica Search Dialog Web Part, you must also place a Search Manager Web Part on the same page. Among other things, the Search Manager part enables multiple Search Dialog Web Parts to work together. Finding the Search Dialog Configuration Settings As with all other Ontolica web parts, you can configure the Search Dialog Web Part on a given page by opening that page in SharePoint, going into edit mode and clicking on the Configure this... Web Part link for the target part. Use this same link to configure new Ontolica Web parts as you add them to existing pages. 217

228 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: The Ontolica Search Dialog Web Part configuration page 218

229 The various settings provided here are described in the sections below. XSLT Template Working with the Ontolica Web Parts The XSLT Template settings for the Search Dialog Web Part enable you to control the HTML format of the search form created by this part. Usually, you will simply format a simple input form with one or more fields. The XML that is emitted by the Ontolica Search Dialog Web Part supplies the ID that must be connected to each input field (or control) and also encapsulates several of the settings made for the part (such as the field width, result-page URL, link URLs, additional search terms, etc. The XSL Template must be prepared to handle this information and to format it into a form that will submit a valid query to the result page. The following default templates are supplied for this web part: DefaultSimple.xsl: creates a simple from with a single input field, quick-filter selector and/or a scope selector. Property search and multi-field input for constructing Boolean queries are not supported; however, advanced users can still specify these in the using the advanced Ontolica search syntax. DefaultAdvanced.xsl: creates a complex form that can contain a variety of input fields for constructing Boolean queries, plus any number of property-search fields and a scope selector. Quick filters, however, are not supported TwoColumns.xsl: creates a complex form similar to the default advanced form, but with the properties laid out in two columns. XML.xsl: passes the XML generated by the web part without transforming it to HTML. Usually, you will only use this during development and testing. See "Web Part XSLT Templates" for complete details about how to use the settings in the XSL Template area and for advice for how to create and edit templates for Ontolica. Keywords The Keywords setting controls the selection of standard input fields provided by the search form. These are the fields that enable users to formulate a Boolean query that searches document contents. They do not include features for selecting a scope or making property searches (these are controlled by other settings on this page). Select one of the following options from the Keyword search mode drop-down list: Disabled: No boolean content-search controls will be provided. You might use this to create an "invisible" search form or to create a search dialog that only provides, for example, property search. Single-line keyword input field: Provides a simple input field, such as the one provided by the search box. Advanced users can enter complex Boolean queries (including property searches) using the Ontolica search syntax, so all types of queries can, in fact, be specified using the single input field if users know how. Boolean keyword input fields: Provides a collection of fields that will make it easier for non-expert users to construct a Boolean query. The provided fields are: with all of the words with the exact phrase with at least one of the words 219

230 Ontolica Search for SharePoint 2010 Administrator's Guide without the words Boolean keyword input fields plus proximity field: Provides the same collection of fields as the Boolean keyword input fields setting, but also adds another field: "with the words in proximity". Note: The DefaultSimple.xsl template only supports the "disabled" or "Single-line" keyword settings. The advanced template supports all keyword options. Use the Keyword input field styles field to control the appearance of the main input filed for the search form. The Search Dialog Web Part emits your settings here as values for the styles attribute of the <KeywordField> XML element. The default XSLT templates place these as value for the style attribute of the <input> tag of the search form. You can therefore enter any type of standard CSS style properties and values accepted in <input> tags here. Usually, width and fontsize specifications are most useful, for example, "width:400px;font-size:x-small". Searchable Properties Search properties enable users to select for specific values within specific types of information, such as page author, date, category, department, part number, product type, etc. In most cases, this involves searching for metadata, i.e., information that describes a document rather than the information contained in that document (which is otherwise searched using keyword searches). The Searchable Properties area of the Search Dialog Settings page enables you to configure the selection of property-search fields provided by your search form (if any). The following settings are provided: Property search mode: This setting controls the type of property-search controls provided by the search form (of any). The following options are provided: Disable: No property-search controls will be provided. List: A labeled input control (and possibly an operator selector) will be provided for each available search property from one or more groups. Property Picker: Provides a single drop-down list from which the user can select an available property and add it to the query. Users can then continue to add (or remove) properties one at a time. This provides a very compact and flexible input control. Property inclusion rule: This setting is only available when the Property search mode is set to something other than "Disable". It enables you to control the logic that controls which properties will be available in the search form. The searchable properties available to a given search tab are divided into property groups. You might choose to include all of the available groups, or to exclude some of them. Select one of the following: Include... all: All of the properties configured for the current search tab will be available, regardless of group membership. Include... named groups only: Only properties from those groups named in the Include/Exclude... setting will be available (see below). Exclude... named groups: All properties from groups not named in the Include/Exclude... setting will be available (see below). 220

231 Working with the Ontolica Web Parts Include/Exclude these property groups: This setting is only available when Property inclusion rule is set to something other than "Include all". Use it to list the groups to either include or exclude from the search form (depending on your Property inclusion rule setting). Specify each group using its group-id (not its display name) and separate groups using a semicolon (;). Note: The DefaultSimple.xsl template does not support searchable properties. DefaultAdvanced.xsl supports all of the above settings. Search Scopes Search scopes enable the user (or the page designer) to limit the areas of SharePoint that will be included in a given search. Often, each scope maps either to a single site or group of sites in the current site collection. The available scopes are those configured for the currently active search tab. This configuration might be inherited (e.g., from farm settings), established by the referring site or established for the current page only. You can select from among these options using the settings for an Ontolica Search Manager Web Part on the same page as the Ontolica Search Dialog Web Part. See also the "Search-Tab Configuration and Inheritance" section. For each search, there is always a scope that applies (though this might be "all scopes"). The scope is communicated between pages using the "s" URL parameter. The following options are available for the Search Scopes setting: Hide...: No scope selector control will be shown. The scope will be the one received in the "s" parameter value in the calling URL (default is "all scopes") and the user will not be able to change this. Show...: A list of available scopes will be provided to the user as a drop-down list. The selected scope is the one received in the "s" parameter value in the calling URL (default is "all scopes"). If you choose to show the search scopes, then the Search Scopes area will also include a field called Search scope input field styles. This setting controls the appearance of the scope selector. The Search Dialog Web Part emits your settings here as values for the styles attribute of the <SearchScopeComponent> XML element. The default XSLT templates place these as value for the style attribute of the <select> tag of the scope selector in the search form. You can therefore enter any type of standard CSS style properties and values accepted in <select> tags here. Usually, width and font-size specifications are most useful, for example, "width: 150px; font-size: x-small". Quick Filter Quick filters are pre-configured queries that can be added to the current query as a clause with an "and" operator. In most cases, this will result in a shorter and more targeted result list. Quick filters are configured independently for each search tab; you can set up any number of filters and design each of them to generate any type of query that you want. See "Quick Filters" for details about how to create and configure quick filters for each search-tab configuration. The following options are available for the Quick Filter setting: 221

232 Ontolica Search for SharePoint 2010 Administrator's Guide Disabled: no quick filters will be shown. Show... as check boxes: show each filter as a check box, which enables users to select multiple filters at once. Show... as radio buttons: show each filter as a radio button, thereby allowing just one filter to be selected at a time. Note: As mentioned above, the quick filters are only used by the DefaultSimple.xsl template. They are ignored by the advanced template. Search Results Page When a user submits the search form, the form must forward the user's query to a page that includes an Ontolica SharePoint 2010 Search Result Web Part, which handles the query and displays the search results. Use the Search Results Page setting to establish the URL of the target page for the search from. You can specify either an absolute URL or a path relative to the search-form page. Often, searchcenter pages will include Web parts for creating both the search form and a result list on the same page; in this case, can leave this setting blank to configure the form to target itself. Search Links It is possible to include any number of extra links in your search form. You might use this to link to an advanced search form, generate pre-formatted searches, link to a user-preferences page, provide a help page, etc. To include one or more links, mark the Display links check box and then make the settings described below. Clear this box to disable the links; your other settings in this area will still be saved while links are disabled, so you might re-enable them at any time. Each link is defined with the following: Name: Establishes the link text displayed in the search form. URL: Establishes the target of the link. Description: Describes the purpose of the link. This text is displayed as a "tool tip" if the user hovers his or her mouse pointer over the link. The table in the Search Links area of the Search Dialog Settings page provides a list of existing links and controls for creating, editing, deleting and positioning these links. Use the buttons at the top of the table to work with the list as follows: 222

233 Working with the Ontolica Web Parts Click here to add a new link to the table. This opens the Add a search link pop-up window, which enables you to define the link (see below). To edit an existing link in the table, select the target link and then click here. This opens the Add a search link pop-up window, which enables you to define the link (see below). To remove an existing link from the table, select the target link and then click here. The link will be displayed in the search form using order indicated by the table. To move an existing link up in the list, select the target link and then click here. To move an existing link down in the list, select the target link and then click here. When you choose to edit or create a new link row, the Add a search link pop-up window is displayed to enable you to define the link with a name, URL and description. Make the following settings in the Add a search link window: Name: Enter the link text as presented to the user. URL: Enter the target URL for the link. This can be either absolute or relative to the search page. Description: Enter some text that describes the target page. This will be shown as a tool tip if the user hovers his or her mouse over the link. Click on OK when you have finished defining the link. 223

234 Ontolica Search for SharePoint 2010 Administrator's Guide Display Options The Display Options area enables you to establish a few settings that control the overall look of your search form. The Search Dialog Web Part emits your settings here as values for the <LayoutTableStyles> XML element. The default XSLT templates place these as value for the style attribute of the <table> tag in which the search form is placed. You can therefore enter any type of standard CSS style properties and values accepted in table tags here. Ontolica Search Summary Web Part Role of the Search Summary Web Part The Search Summary Web Part has many roles, all of which are related to summarizing and filtering results. Available features include: Overall search summary, which can show what was searched for, how many results were found, how many are shown and/or how long the search took. Paging controls, which enable users to step to the next page and/or jump several pages up or down the result list. Sorting controls, which enable users to sort results either by relevance or by date. Query actions, which enable users to add the current query to an RSS feed and/or their "alert me" list, both of help alert users when the results of the current query change due to updates on the site. Refiner controls, which enable users to filter results based on property values, thereby homing in on one specific type of result. Though you are able to include all of these features in a single Search Summary Web Part, you will more typically design result pages that include several instances of this part, each configured to display just one or two of the above features. You can see this type of configuration on the default result pages provided with the Search Center site template. Ontolica includes several defaults XSLT templates for the Search Summary Part, each of which is designed to create a control specialized for use as a header, footer, actions control or refiner control; these XSLT templates match the way this Web Part is used in the default result page configurations. Finding the Search Summary Configuration Settings As with all other Ontolica web parts, you can configure the Search Summary Web Part on a given page by opening that page in SharePoint, going into edit mode and clicking on the Configure this... Web Part link for the target part. Use this same link to configure new Ontolica Web parts as you add them to existing pages. 224

235 Working with the Ontolica Web Parts Figure: The Ontolica Search Summary Web Part configuration page The various settings provided here are described in the sections below. 225

236 Ontolica Search for SharePoint 2010 Administrator's Guide XSLT Template The XSLT Template settings for the Search Summary Web Part enable you to control the HTML format of the display created by this part. Usually, you will simply format a simple input form with one or more fields. The XML that is emitted by the Ontolica Search Dialog Web Part supplies the values shown in the example above and the information needed to form the correct URLs for the paging links, etc. The XSLT Template must be prepared to handle this information, lay out the summary information with understandable labels and create valid paging links. The following default templates are supplied for this web part: DefaultHeader.xsl: creates the standard search summary, paging links, grouping controls and sorting controls. This is intended to be used in a Search Summary Web Part placed above the result list. DefaultFooter.xsl: creates paging links without showing the summary information. This intended to be used in a Search Summary Web Part placed at the bottom of the results list. DefaultActions.xsl: creates buttons for query actions (alert me and RSS). This layout produces a small box that can be placed anywhere, but should usually be near the top of the page. DefaultDrillDown.xsl: creates a refiner control. This layout is tall and thin and is therefore best used in a column placed, for example, to the right of the result list. XML.xsl: passes the XML generated by the web part without transforming it to HTML. Usually, you will only use this during development and testing. 226

237 Working with the Ontolica Web Parts Figure: User view of the default Ontolica result page, which shows how the various standard XSLT template layouts for the Search Summary Web Part are used See also "Web Part XSLT Templates" for complete details about how to use the settings in the XSL Template area and for advice for how to create and edit templates for Ontolica. Search Summary The Search Summary settings enable you to configure the summary information shown when you use the DefaultHeader.xsl XSTL template (or a custom template designed to display the summary elements). Use these settings to construct search-summary statements for each of the following situations: No results pattern: The message to show after a search that produced no results. For example: "No results for {Terms}" Precise results pattern: The message to show after a search that included a known number of results For example: "Results [{First}]-[{Last}] of [{Hits}] for {Terms} ({Time} seconds)". 227

238 Ontolica Search for SharePoint 2010 Administrator's Guide Estimated results pattern: The message to show after a search that required the (usually large) number of results to be estimated. For example: "Results [{First}]-[{Last}] of about [{Hits}] for {Terms} ({Time} seconds)". When constructing the summary statements, you will usually want to combine data about the current result set with plain-language units and other information that will help the data make sense to the users (as you can see in the examples for each type of result pattern given above). To place data placeholders, use the following expressions (which must be enclosed in curly brackets, as shown): {First}: the rank of the first result shown on the current page {Last}: the rank of the last results shown on the current page {Hits}: the total number of results found by the query (possibly estimated) {Time}: the amount of time it took to execute the query. {Terms}: the list of terms submitted with the query. You can also use the following techniques to format the text: To set text and/or data in bold type, enclose the relevant text in square brackets ([]). For example: "Results [{First}]-[{Last}] of about [{Hits}] for {Terms} ({Time} seconds)". To apply other types of formatting, use standard HTML. Result Control Options The Result Control Options enable you to enable and configure the various types of sorting and/or paging controls shown when you use the DefaultHeader.xsl or DefaultFooter.xsl template (or a custom template designed to display the result-control elements). Use the following setting to enable, disable and/or configure the result controls: Enable sorting control: Mark this check box to display links that enable users to sort the result list (e.g., by relevance, author or date). The sorting criteria presented are those configured as sorting properties for the search-tab configuration that applies at run time. See "Sorting Properties" for details about how to configure properties for use with this control. Enable grouping control: Mark this check box to display a control that enables users to group results on the page (e.g., by author, file type, etc.). The grouping criteria presented are those configured as grouping properties for the search-tab configuration that applies at run time. See "Grouping Properties" for details about how to configure properties for use with this control. Enable paging control: Mark this check box to display controls for stepping between several pages of results. Max page links: Use this setting to control maximum number of page links to place between the "previous" and "next" paging controls. Users can use this link to jump directly, for example, from the first to the fifth page of results. Set this to zero to disable page links and provide the next/previous controls only. 228

239 Working with the Ontolica Web Parts Figure: Example of a Search Summary Web part that uses the DefaultHeader.xsl template and is configured to show sorting controls, paging controls and up to five page links Result Action Options The Result Action Options enable to you enable one or both of the result-action controls that are shown when you use the DefaultActions.xsl template (or a custom template designed to display the result-action elements). Use the following setting to enable or disable these features: Show Alert Me action: This action enables users to save the current query in a way that will alert the user if the results of that query change at some time in the future. Mark this box to enable this control; clear the box to hide it. Show RSS action: This action enables users to "subscribe" to the current query. The user will then be able to monitor the results of this query at any time by using an RSS tool. Mark this box to enable this control; clear the box to hide it. Refiner Options The refiner feature enables users to filter results based on property values, thereby homing in on one specific type of result. For example, if you have configured the "author" property as a refiner property for the current search-tab configuration, then the Search Summary Web Part can display a list of all authors represented in the current result list (other authors will not be listed); if the users clicks on one of the author names here, then the list will be filtered to show only documents by the selected author. 229

240 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: Example of how the refiner feature will be seen by users The Refiner Options enable you to enable/disable and configure the refiner controls that are shown when you use the DefaultDrillDown.xsl template (or a custom template designed to display the refiner elements). Use the following setting to enable, disable and/or configure the refiner control: Enable Refiner control: Mark this check box to enable the control. The other settings in this area are only shown when this box is marked. Show icons: If you have configured icons for your refiner properties, then mark this box if you would like to show them in the control. Clear this box to hide the icons. Icons will only be shown for those properties that have them configured. Max suggestions per property: The refiner control will show a link for each unique value that exists in the result set for each refiner property (of those analyzed, see below). In some cases, this list might become quite long, so use this drop-down list to set the maximum number of values to display. Number of results to analyze: The refiner control will only analyze the top "x" number of results when finding unique values for each refiner property. By analyzing more results, you will usually find more unique values, but you will also use more server resources. Select the number of results that you would like to analyze (or select "all visible results" to analyze only those results shown on the current result page). Note: To use the refiner control, you must also configure one or more refiner properties. These are the properties that will be checked and displayed by the control. See "Refiner Properties" for details on how to do this. 230

241 Working with the Ontolica Web Parts Display Options Use the Display Options setting to specify CSS styles for controlling the format of the table in which the output of the Search Summary Web Part will be placed. The Search Summary Web Part emits your settings here as values for the <LayoutTableStyles> XML element. The default XSLT template places these as value for the style attribute of the <table> tag in which the output of the control is placed. You can therefore enter any type of standard CSS style properties and values accepted in table tags here. The most common use of these settings is to establish the width and top margin of the table. For example: width:80%;margin-top:30px;margin-bottom:30px Ontolica SharePoint 2010 Search Result Web Part Role of the SharePoint Search Result Web Part The Ontolica SharePoint 2010 Search Result Web Part submits an incoming query to the search database receives the search results and displays them on the page, usually in a table. The query is usually established when the user fills out a search form on the referring page, though it is also possible that the referring page is the same as the result page (e.g., when the result page also has a search-again form). You can also configure the Web part to generate the same query every time, thereby enabling it to show a specific type of results without receiving any query. The Ontolica SharePoint 2010 Search Result Web Part interacts with the content index and other features supplied by the Microsoft Office SharePoint Server (MOSS) package. Finding the SharePoint Search Result Configuration Settings As with all other Ontolica web parts, you can configure the SharePoint Search Result Web Part on a given page by opening that page in SharePoint, going into edit mode and clicking on the Configure this... Web Part link for the target part. Use this same link to configure new Ontolica Web parts as you add them to existing pages. 231

242 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: The Ontolica SharePoint 2010 Search Result Web Part configuration page The various settings provided here are described in the sections below. 232

243 Working with the Ontolica Web Parts XSLT Template People and Image search is not supported by Microsoft Search Server and Search server express. The XSLT Template settings for the SharePoint Search Result Web Part enable you to control the HTML format of the result list created by the part. The format you choose should be closely tied to the purpose of the result list. For example, you will usually use a different format for a page designed to show lists of documents from one that lists people or images. The XML that is emitted by the Ontolica SharePoint 2010 Search Result Web Part supplies document titles, descriptions and URLs plus whatever metadata is available. Your XSLT template must be able to parse this data and arrange it to create hypertext links, image links, tables, etc., as needed. The following default templates are supplied for this web part: Default.xsl: Provides a list of found documents and information about those documents. The content and appearance is similar to that known from Web search engines. Output features actions menus; hit highlighting and custom property displays. DefaultDetails.xsl: Displays many details about a single result and includes buttons for viewing properties and adding the found document to the current user's alert and/or link list. This is intended to be used on a page that is the target of a "show details" searchresult action. See also "Search-Result Actions". DocumentLibrary.xsl: Formats the output so that it resembles a standard SharePoint document library. Images.xsl: Formats output into an image gallery, with preview images and details suitable for describing images, such as image size and file name. An actions menu is also provided for each image. People.xsl: Formats output of people searches, with results showing an image and contact details. The format features an online status indicator, an actions menu on each person and the display of custom profile properties. PeopleGallery.xsl: Formats output of people searches, with results showing an image and contact details. The format is optimized for shown several people at once. XML.xsl: passes the XML generated by the web part without transforming it to HTML. Usually, you will only use this during development and testing. See "Web Part XSLT Templates" for complete details about how to use the settings in the XSL Template area and for advice for how to create and edit templates for Ontolica. Search Results per Page Like many search engines, Ontolica splits long result lists into shorter pages that are fast to load and easy to overview. Use the Results per Page setting to control how many results to show on each page. Searches that produce more results than this will be shown on multiple pages with paging controls for stepping up and down the list (paging controls are created by the Search Summary Web Part). Default Result Sorting The Ontolica result sorting feature enables the SharePoint Search Result Web Part to sort results by any of several criteria. For example, you might sort results by relevance, date or author. 233

244 Ontolica Search for SharePoint 2010 Administrator's Guide Use the Sort Results By setting to establish the way that results will be sorted when the page first loads. The choices provided here correspond to the set of sorting properties defined for the search tab that applies to the current page. The Search Summary Web Part may also provide controls that enable users to decide how to sort results, thereby overriding the default set here. If this is enabled, then the control will include a link for each available sorting property. See "Ontolica Search Summary Web Part" for details about how to enable this feature. Each property that you wish to use for sorting results must be configured as a sorting property. See "Sorting Properties" for details about how to establish these. Search Result Actions The search result actions feature provides links for working with a given search result. The features available are defined by the Search Result Actions settings for each search tab. In the default XSLT template provided with Ontolica, result actions cause each link in the result list to act as a drop-down list with options such as "add to favorites", "open document", etc. This type of construction is typical throughout SharePoint, but you could also modify or create a template in which actions are shown in another way (e.g., with standard links). To use actions, you must first configure them for each relevant search tab. See "Creating and Configuring Search Result Actions" for details about how to do this. The Search Result Actions area enables you to configure the selection of actions to include in your result listings. The following settings are provided: Search result action mode: This setting controls whether or not to display actions and, if so, the logic for selecting among the available actions (see also "Working with Action Groups" for more information about action groups). The following options are provided: o Do not display...: No actions will be displayed. o Display all...: All of the actions configured for the current search tab will be shown, regardless of group membership. o Display actions from named groups: Only actions from those groups named in the Include/Exclude... setting will be available (see below). o Display all actions except...: All actions from groups not named in the Include/Exclude... setting will be available (see below). Include/Exclude these action groups: This setting is only available when Search result action mode is set to Display actions from named groups or Display all actions except... Use it to list the groups to either include or exclude from the search actions. Specify each group using its group-id (not its display name) and separate groups using a semicolon (;). Search Result Properties Search result properties provide metadata about each found document, such as page author, date, category, department, part number, product type, etc. Some types of metadata, such as title and date are always available for display (though the XSTL template may or may not show them). In addition to these, you are also able to configure custom result properties for each search tab; these can include any type of metadata stored in the search database (see "Creating and Configuring Search Result Properties" for details about how to do this). 234

245 Working with the Ontolica Web Parts The Search Result Properties area enables you to configure the selection of custom properties to include in your result listings. The following settings are provided: Property display mode: This setting controls whether or not to display custom properties and, if so, the logic for selecting among the available property groups (see also "Working with Result-Property Groups" for more information about result property groups). The following options are provided: o Do not display custom properties: No custom properties will be displayed. o Display all custom properties: All of the properties configured for the current search tab will be shown, regardless of group membership. o Display custom properties from named groups: Only properties from those groups named in the Include/Exclude... setting will be available (see below). o Display all custom properties except from named groups: All properties from groups not named in the Include/Exclude... setting will be available (see below). Include/Exclude these property groups: This setting is only available when Property display mode is set to display from named groups or display all except the named groups. Use it to list the groups to either include or exclude from the search results. Specify each group using its group-id (not its display name) and separate groups using a semicolon (;). Miscellaneous Options The Miscellaneous Options section enables you to enable or disable each of several optional Ontolica features. The following options are available here: Open links in new window: Causes links in the result list to open their target pages in a new window. Remove duplicate search results: SharePoint installations often include the same document saved at several different locations, which can result in result lists in which the same document appears many times. Enable this feature to filter the list so that only the first found copy of a given document is listed. SharePoint identifies duplicates based on the actual content of each document. Allow Noise Word Queries: "Noise words" are words that are important for grammar or syntax, but which do not supply any meaning. These include many articles and prepositions. Usually, the search engine ignores these words when they appear in a query because, for example, a user searching for "The Beatles" probably does not want to find all pages that include the word "the". However, if you wish to allow users to search for these words, then enable this option. Note also that some words, especially boolean operators such as "and", "or" "not" and "near" are reserved for special handling; these do not count as noise words and furthermore cannot be searched for. Enable Stemming: The stemming feature enables Ontolica to find documents that contain words that are grammatically related to the submitted search words so that, for example, a search for "puppy" will also find pages that include the word "puppies". When enabled, the stemming feature will usually produce longer result lists, but can also help ensure that all relevant pages are included. Enable implicit wildcard: Enable this option to always search keywords with a trailing wildcard. This demands extra computing resources and can make rankings much less accurate, so we do not recommend this for general document or site searches. However, this option works well for people results because users will often be unsure how to spell a name and rankings are much less relevant. 235

246 Ontolica Search for SharePoint 2010 Administrator's Guide Display Options The Display Options settings control several different aspects of the way each found document is displayed in the result list. The following settings are available: Number of sentences in result summary: Ontolica generates a summary based on the content of each found document. Enter the number of sentences to include in this summary here. Truncate title...: Enter the maximum number of characters to display for each document title. Longer titles will be truncated. Set to zero to disable truncating. Truncate URL...: Enter the maximum number of characters to display for each document URL. Longer URLs will be truncated. Set to zero to disable truncating. Layout table styles: The Search Result Web Part emits your settings here as values for the <LayoutTableStyles> XML element. The default XSLT templates place these as value for the style attribute of the <table> tag in which the search results are placed. You can therefore enter any type of standard CSS style properties and values accepted in table tags here. Image Options The settings in the Image Options area affect images shown in search results. These settings only have an effect when you are using one of the XSLT templates that include images in results, such as for image search or people search. The following settings are available: Default image: enter the URL of an image to show when no image is included with a give result. This may help, for example, when a "people" search returns one or more records for which there is no photo available. Image styles: enter CSS styles for controlling the layout of the image, such as its size and margins. You can use any type of CSS style that is relevant for <img> tags. Search Scope Search scopes enable users and designers to limit the scope of any search. Use the Search Scope settings here to control how scopes will be used by the current SharePoint Search Result Web Part. You have the following options: Ignore search scope: The web part will always return results from the entire site, regardless of user selections or incoming URL values. Use search scope from URL: The web part will use whatever scope was specified in the incoming URL (which also includes the query). This is the standard scope functionality. Typically, the incoming scope will be the one specified by the user using the scope control of a search form. Use fixed search scope: The web part will always return results from a specific fixed scope, regardless of user selections or incoming URL values. If you choose this option, then you must also specify the fixed scope to use by making a selection from the Fixed search scope drop-down list. Note that this list includes all of the scopes defined for your SharePoint installation you do not need to configure them especially for Ontolica, as you do if you want to include a scope selector in your Search Box or search form. 236

247 Working with the Ontolica Web Parts Fixed Search The Fixed Search settings enable you to add a fixed query to the results. You choose to make this the only query, regardless of any incoming queries, or to add it to as an extra restriction to incoming queries. For example, you might place a Search Result Web Part the front page of your portal and configure it always to show the ten newest documents. Users will not experience it as search results, even though it actually is. Another way to use this feature would be to add a requirement that results only include Microsoft Word documents. To control how the fixed query should be used, select one of the following from the Mode of operation drop-down list: Disabled: No fixed query will be used. Use fixed results only (caching disabled): The fixed query will be used for all searches and incoming queries will be ignored. This option also enables the result cache, which holds results for a short time rather than re-querying the database each time the page loads; results will still be refreshed fairly often. This option will help improve database performance, but will return results that may not be completely up to date with the database. Use fixed results only (caching disabled): This is the same as the above option, but with the cache disabled. Add fixed search to active search: The fixed query will be combined with the incoming query (if any) using an "and" operator. To specify the fixed query, enter your query into the Fixed search expression field using the Ontolica search syntax. Note that your fixed query can include dynamic values; these enable you to design queries that find documents related to the current user, for example: [user.fullname]: places the full name of the currently searching user. [user.department]: places the department of the currently search user. [user.office]: places the office number of the currently search user. For example, to find documents written by the current user in the last 30 days: author:[user.fullname] AND date>30days Ontolica Search Hint Web Part Role of the Search Hint Web Part The Ontolica Search Hint Web Part displays a help message to explain why no results are displayed because the user query found no results or because the user submitted an empty query. 237

248 Ontolica Search for SharePoint 2010 Administrator's Guide Finding the Search Hint Configuration Settings As with all other Ontolica web parts, you can configure the Search Hint Web Part on a given page by opening that page in SharePoint, going into edit mode and clicking on the Configure this... Web Part link for the target part. Use this same link to configure new Ontolica Web parts as you add them to existing pages. Figure: The Ontolica Search Hint Web Part configuration page The various settings provided here are described in the sections below. XSLT Template The XSLT Template settings for the Search Hint Web Part enable you to control the HTML format of the display created by this part. The XML generated by this Web part is very simple, containing just the layout style setting and the text to be displayed. The following default templates are supplied for this web part: Default.xsl: places the specified text as HTML into a simple table. XML.xsl: passes the XML generated by the web part without transforming it to HTML. Usually, you will only use this during development and testing. 238

249 Working with the Ontolica Web Parts See "Web Part XSLT Templates" for complete details about how to use the settings in the XSL Template area and for advice for how to create and edit templates for Ontolica. Empty Search Condition Use the settings here to define the text (and formatting) to display when the user has loaded the page without submitting a query. This message could inform the user that he or she must enter a query. Click on one of the following buttons to define your message: Rich Text Editor: To define the display using the SharePoint rich text editor, which is actually a WYSIWYG HTML editor. The editor will open in a pop-up window, which provides formatting controls and shows a preview of how the message will appear on the page. HTML Source Editor: To define the display using a simple text editor, click on the button. Use standard HTML markup code when using this editor. The editor will open in a popup window. Each of the editors provides access to the same source text. All types of formatting and HTML constructions are allowed, including links, pictures and text formatting. No Results Condition Use the settings here to define the text (and formatting) to display when the user has submitted a query for which there were no results. The message could give the user advice, such as to check their spelling or use a less specific query. Use the Rich Text Editor or HTML Source Editor button to define the message. These buttons work the same here as described above for the Empty Search Condition settings. Display Options Use the Display Options setting to specify CSS styles for controlling the format of the table in which the message will be displayed The Search Hint Web Part emits your settings here as values for an XML element named <LayoutTableStyles>. The default XSLT template places these as value for the style attribute of the <table> tag in which the search hint text is placed. You can therefore enter any type of standard CSS style properties and values accepted in table tags here. The most common use of these settings is to establish the width and top margin of the table. For example: width: 80%; margin-top:10px 239

250 Ontolica Search for SharePoint 2010 Administrator's Guide Ontolica Best Bets Web Part Role of the Best Bets Web Part The Ontolica Best Bets Web Part creates a special, eye-catching display that lists those pages from the current result list that have been configured as "Best Bets" in Ontolica and/or the SharePoint search engine. All "Best Bets" pages from the result list are shown by the web part, regardless of where they would have otherwise been placed in the result ranking; results configured as Best Bets are furthermore removed from the standard result list by SharePoint, so you must use the Best Bets Web Part in addition to the standard SharePoint Search Result Web Part if you have configured Best Bets in Ontolica or SharePoint. Usually, you will place this web part at the top of the standard result list. Figure: An example of how Best-Bets can be displayed to users on the result page Each Best Bet is defined with one or more trigger words and maps these to a specific URL that will be promoted whenever a user searches for one of those words. Both Ontolica and SharePoint Server provide a system for establishing Best Bets; you can use one, both or neither of them as required (the Best Bets Web Part can combine Best Bets from both sources if you like). See "Creating and Configuring Ontolica Best Bets" for details about how to configure Ontolica Best Bets for your various search tabs; please see your SharePoint documentation for details about how to configure pages as Best Bets using the standard SharePoint mechanism. 240

251 Working with the Ontolica Web Parts Finding the Best Bets Configuration Settings As with all other Ontolica web parts, you can configure the Best Bets Web Part on a given page by opening that page in SharePoint, going into edit mode and clicking on the Configure this... Web Part link for the target part. Use this same link to configure new Ontolica Web parts as you add them to existing pages. Figure: The Ontolica Best Bets Web Part configuration page The various settings provided here are described in the sections below. 241

252 Ontolica Search for SharePoint 2010 Administrator's Guide XSLT Template The XSLT Template settings for the Best Bets Web Part enable you to control the HTML format of the display created by this part. The following default templates are supplied for this web part: Default.xsl: creates a table that lists Best Bets together with a short description of each. XML.xsl: passes the XML generated by the web part without transforming it to HTML. Usually, you will only use this during development and testing. See "Web Part XSLT Templates" for complete details about how to use the settings in the XSL Template area and for advice for how to create and edit templates for Ontolica. Best Bets Search Use the settings in this area to control which types of Best Bets to display on the current page. Make settings as follows: Search SharePoint Best Bets: Mark this check box to use Best Bets defined using the standard SharePoint mechanism. You are free to combine this with Ontolica Best Bets. Ontolica Best Bets search mode: This setting controls whether or not to display Best Bets defined using the Ontolica mechanism and, if so, the logic for selecting among the available Best-Bet groups (see also "Working with Best Bets Groups" for more information about Best-Bet groups). The following options are provided: o Do not display...: No Ontolica Best Bets will be displayed (but SharePoint Best Bets might still be shown, depending on the setting you made for the check box, above).. o Display all...: All of the Ontolica Best Bets configured for the current search tab will be shown, regardless of group membership. o Display Best Bets from named groups: Only Ontolica Best Bets from those groups named in the Include/Exclude... setting will be available (see below). o Display all Best Bets except...: All Ontolica Best Bets from groups not named in the Include/Exclude... setting will be available (see below). Include/Exclude these Best Bets groups: This setting is only available when Ontolica Best Bets mode is set to Display Best Bets from named groups or Display all Best Bets except... Use it to list the groups to either include or exclude from the Ontolica Best Bets. Specify each group using its group-id (not its display name) and separate groups using a semicolon (;). Image Options Each Ontolica Best Bet can be defined with an associated image. Use the settings in the Image Options to control how this image will be handled by the current web part. Make settings as follows: Show Best Bet images: Mark this check box to use the Best-Bet images defined for Ontolica. Clear this box to ignore them always. Scale image: If your images do not have a consistent size, or if they have a size that is not appropriate for your result-page design, then use these settings to control their size. To do so, mark this check box and then enter the image height (in pixels) at which to render each image. Images will be scaled appropriately, preserving their aspect ratios. 242

253 Working with the Ontolica Web Parts Default image: Enter the URL for a generic image to use for Best Bets that do not have an image defined. If you are using images, then we highly recommend that you use this setting to ensure a consistent display. Result Options The Result options area includes just one setting, Open links in new window. Mark this check box to open links from the Best Bets area in a new browser window. Clear this box to have links open in the same window as the result list. Display Options Use the Display Options setting to adjust the appearance of the Best-Bets display. Make the following settings: Header: enter text to be shown at the top of the table in which Best-Bet results are shown. Layout table styles: enter CSS styles for controlling the format of the table in which the Best Bets will be displayed. The Best Bets Web Part emits your settings here as values for an XML element named <LayoutTableStyles>. The default XSLT template places these as value for the style attribute of the <table> tag in which the Best Bets are listed. You can therefore enter any type of standard CSS style properties and values accepted in table tags here. The most common use of these settings is to apply an eye-catching background color and to establish the width and top margin of the table. For example: "width:90%;margin:5px 0 15px 0;background-color:#F7F3CD;". Ontolica High Confidence Web Part Role of the High Confidence Web Part The Ontolica High Confidence Web Part reacts to results presented by the SharePoint search engine as being "high confidence". This usually occurs when a query results in exactly one match or when one result is ranked very much higher than all other possible matches. When a highconfidence result is returned, then the High Confidence Web Part takes over the result list, showing only the high-confidence result and its properties. Usually, the high-confidence display includes more properties (and possibly images) than a standard result listing does, thereby resembling the result-details page. 243

254 Ontolica Search for SharePoint 2010 Administrator's Guide Figure: An example of how a high-confidence result can be displayed to users on the result page High Confidence Managed Properties High-confidence results are a built-in feature of the SharePoint search engine. The feature includes support for a series of 15 managed properties called HighConfidenceDisplayProperty1, HighConfidenceDisplayProperty2... HighConfidenceDisplayProperty15. In a default SharePoint installation, high-confidence results are almost always people results, so all of the highconfidence managed properties map to fields that are relevant for people (such as photo, phone number, name, etc.). The Ontolica High Confidence Web Part is able to display all of the standard high-confidence fields from SharePoint; these do not need to be configured specifically as searchresult properties for Ontolica. The default XSLT Template for the High Confidence Web Part automatically formats the result and labels the properties as appropriate for people results (with name, photo, phone number, etc.). You are able to customize the high-confidence feature in SharePoint. You might do this to support other types of high-confidence results and/or to provide other types of high-confidence properties. In this case, you will probably also need to create a custom XSLT template for displaying these results and properties. See "Web Part XSLT Templates" for complete details about how to create and edit templates for Ontolica. Please see your SharePoint 2010 documentation for details about the high-confidence result feature and how to configure it. Finding the High Confidence Configuration Settings As with all other Ontolica web parts, you can configure the High Confidence Web Part on a given page by opening that page in SharePoint, going into edit mode and clicking on the Configure this... Web Part link for the target part. Use this same link to configure new Ontolica Web parts as you add them to existing pages. 244

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