Configuring SharePoint 2013 Document Management and Search. Scott Jamison Chief Architect & CEO Jornata scott.jamison@jornata.com

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1 Configuring SharePoint 2013 Document Management and Search Scott Jamison Chief Architect & CEO Jornata

2 Configuring SharePoint 2013 Document Management and Search Scott Jamison

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15 Chief Architect & CEO

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18 Digital Asset Management Document Imaging Workflow Document Management Records Management

19 Enterprise Content Management Create Control Protect Create and organize content easily Manage content policy, information architecture and taxonomy Reduce risk and manage compliance with centralized tools

20 What is Document Management? Approach to and practice of tracking and storing editable electronic documents throughout their lifecycle

21 What is Records Management? Discipline of identifying, classifying, archiving, preserving, and destroying records according to a set of pre-defined standards

22 Publish/ Archive/ Create Review Declare Destroy Collaborate Approve Expire

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24 Two key goals for SharePoint 2013: Investment in cloud-first. For example, you can now do ECM & records center in the cloud. By making most aspects of content easier to use, you get better adoption and information governance.

25 Drag & Drop Sky Drive Pro Share & Follow

26 Drag & Drop

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28 SkyDrivePro

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30 SkyDrivePro Limits on syncing content in SkyDrive Pro and other SharePoint libraries You can sync up to 20,000 items in your SkyDrive Pro library, including folders and files. You can sync up to 5,000 items in other SharePoint libraries, including folders and files. In any library, you can download files up to 2 GB. You *can* use default metadata with SkyDrive Pro!

31 Share & Follow

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33 Site Retention Site Mailboxes Cloud Parity

34 Site Retention

35 Site Retention Compliance features of SharePoint Server 2013 have been extended to sites. You can create and manage retention policies in SharePoint Server 2013, and the policies will apply to SharePoint sites.

36 Site Retention Compliance officers create policies, which define the following: The retention policy for the whole site What causes a project to be closed When a project should expire

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38 Site Mailboxes

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40 Site Mailboxes Easy to add an associated mailbox for a site Drag s from Outlook into document libraries Manage s as records Close and expire sites and mailboxes together

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42 Cloud Parity Records Center: cloud parity Document IDs Multi-State Retention Per-Item Audit Reports Hierarchical File Plans File Plan Report In-Place Records Management in the cloud Taxonomy Central Content Types Content Organizer Virtual Folders (Metadata Navigation)

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44 #1 Tip: Encourage Quality Metadata Define metadata and tagging value ownership Treat your content contributors differently than your consumers Create Columns, Not Folders Or Create Columns, *And* Folders Assign Default Metadata Values

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46 Full-Trust 3rd Party Solutions Office 365 (SharePoint 2010) SharePoint 2010 On-Premises Office 365 (SharePoint 2013) SharePoint 2013 On-Premises Location-based Metadata Records Center SkyDrive Pro Site Retention Site Mailboxes

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48 SharePoint Foundation Basic site search SharePoint Server Standard Core SharePoint search, along with key tools for better results (keywords, best bets, refinement panel, etc.) SharePoint Server Enterprise + FAST Server Scale, deep refinement, visual best bets, document preview

49 New, consolidated search engine Combines SharePoint & FAST features Powers all versions of SharePoint 2013: Foundation Standard Enterprise

50 Really there s one: I can t find what I m looking for!

51 There are too many results to sift through. But there s an obvious result! It won t find the files I want. And I *know* it s there. Top search results don t make sense. Search isn t getting better. I can do single-word searches on the Internet and get exactly what I want. How do I get better results?

52 SharePoint search can be *really* good But SharePoint search doesn t work well

53 SharePoint search can be *really* good But SharePoint search doesn t work well without some love To clarify: SharePoint Search will work at about 20% satisfaction with the typical Turn it on approach But you can get close to 100% You will need to do an additional 4 steps! Each gives you another 20% of value

54 1. Improve search engine relevancy 2. Enhance with stuff outside the engine 3. Review search reports and end-user feedback 4. Improve the overall experience 54

55 Indexing (also known as crawling) is when the search engine processes content and catalogs the key attributes and contents of files Querying is the action of looking at the index to see if there are any items that meet the search criteria specified by the user Search results are what the search engine returns after a query is passed to it

56 Federation is the action when one search engine passes a query on to another search engine to provide search results without having to index the same content source Example: Wikipedia, Amazon, and Bing can provide results this way. Caveat: Results are not ranked together.

57 Search Refiners enable a user to visually filter search results Typically shown on the left side of the search results page SharePoint automatically displays refiners for some common metadata attributes such as the type of result (e.g., Word document, PowerPoint presentation), the name of the author of the item, and when the item was last modified. Users can click on a refiner to display search results for only specific criteria, such as only PowerPoint presentations that have been modified within the past week. You can add your own refiners Enables Faceted navigation

58 Result sources are used by SharePoint to define different actions to perform against different types of content. For example, SharePoint enables you to handle search results differently for document content and social conversations. You can also define new result sources to specify how to handle searching content from other sources such as Microsoft s Exchange platform or content sources with which you are federating. Result sources also incorporate what were formerly known as search scopes in prior releases of SharePoint. Out-of-the-box search scope examples include having different views of the search results page to show only People or social Conversations results.

59 Query Rules, which were formerly configured as keywords, allow you to define conditions (like what word someone is searching on) and specify corresponding actions Promoted results, which were formerly known as best bets, allow you to specify that certain items should always be shown at the top of the search results for specific keywords entered by the user. For example, if a user searches for the word sales, you can have the sales team site show up at the top of the list of search results. Promoted results can be targeted to specific groups of users (known as segments) and can be set to be used only during a specific time frame within a date range.

60 Crawled properties are metadata that is extracted from items during content indexing. Metadata can be structured content (such as the name of the author of a Word document) or unstructured content (such as the language in which the content is written). Managed properties have metadata that is either automatically created by SharePoint or created by a search administrator. Crawled properties are mapped to managed properties so that they can be used as search refiners and can be used to sort search results. Entity extraction is the process of SharePoint search parsing content during the crawl process and dynamically building search refiners. One example of this is the built-in Company name extraction process where SharePoint can create a refiner based on a list of company names.

61 1. Improve search engine relevancy 2. Enhance with stuff outside the engine 3. Review search reports and end-user feedback 4. Improve the overall experience

62 1. Improve search engine relevancy Name things well Use metadata (make sure Title is correct!) Make sure people are tagged, too

63 The name of your file matters So does the URL Which means document library names and folder names For example: is much better than Use underscores between whole words

64 Better tagging will give you more things to search on SharePoint searches full text, filename, and other metadata properties Use location-based metadata to help ensure metadata compliance Title is used for searching *and* is displayed in results Copying an existing document leads to really, really wrong titles

65 Get your user profiles in order Take the time to define properties that will be used, along with governance and usage policies Things like: About me Title Expertise Interests Projects

66 1. Improve search engine relevancy 2. Enhance with stuff outside the engine 3. Review search reports and end-user feedback 4. Improve the overall experience

67 2. Enhance with stuff outside the engine Define query rules Define promoted results Provide a definition for keywords and acronyms

68 Manually define the top items that users will search on things like: Product Names Industry Terms Office Locations Acronyms Common Terms ( company handbook, lunch menu ) Provide synonyms ( lunch, menu, cafeteria, etc.)

69 Create promoted results for *each* query rule For example, if someone types in: Product Names Provide a link to the publishing page for that product Provide a link to the external product catalog Provide a link to the product manager (user profile) Office Locations Provide a link to directions or office manager Common Terms Provide a link directly to the lunch menu or handbook

70 Definitions are a great way to: Clarify what an acronym means Clarify what an industry term means Provide actual data in the search result itself

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74 Clean up your titles The Title property is important And it s often wrong SharePoint will use title property for searching and weights it heavily But wait there s more! Since Title is often either wrong or blank, SharePoint sometimes attempts to fix this Actually a *feature* of SharePoint 2007/2010/2013! Optimistic Title Override in SharePoint 2007/2010 Schema Sensitive Metatadata Extractor in SharePoint 2013

75 This feature takes the first sentence of the document instead of the actual title property Don t like it? Turn it off in SharePoint 2007/2010 (but not 2013 ): In registry, navigate to the key [HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Office Server\14.0\Search\Global\Gathering Manager] Change the hexadecimal value for EnableOptimisticTitleOverride to 0 (zero) on the right hand side. [Also one for EnableLastModifiedOverride] Restart SharePoint Search service by typing the following commands in command prompt. net stop osearch14 net start osearch14 Perform a full crawl

76 1. Improve search engine relevancy 2. Enhance with stuff outside the engine 3. Review search reports and end-user feedback 4. Improve the overall experience

77 3. Review search reports and end-user feedback Review the search reports on a regular basis Put a survey link on the search results page Based on feedback, REVISE things

78 There are great search reports in SharePoint 2010 & 2013 Make it part of your governance plan to review them and act upon them Especially: No Result Queries Query Rule Usage 78

79 Usage report or search report Description Number of Queries This report shows the number of search queries performed. Use this report to identify search query volume trends and to determine times of high and low search activity. Top Queries by Day Top Queries by Month Abandoned Queries by Day This report shows the most popular search queries. Use this report to understand what types of information visitors are seeking. This report shows the most popular search queries. Use this report to understand what types of information visitors are seeking. This report shows popular search queries that received low click-through. Use this report to identify search queries that might create user dissatisfaction and to improve the discoverability of content. Then, consider using query rules to improve the query's results. Abandoned Queries by Month This report shows popular search queries that received low click-through. Use this report to identify search queries that might create user dissatisfaction and to improve the discoverability of content. Then, consider using query rules to improve the query's results. No Result Queries by Day This report shows popular search queries that returned no results. Use this report to identify search queries that might create user dissatisfaction and to improve the discoverability of content. Then, consider using query rules to improve the query's results. No Result Queries by Month This report shows popular search queries that returned no results. Use this report to identify search queries that might create user dissatisfaction and to improve the discoverability of content. Then, consider using query rules to improve the query's results. Query Rule Usage by Day Query Rule Usage by Month This report shows how often query rules trigger, how many dictionary terms they use, and how often users click their promoted results. Use this report to see how useful your query rules and promoted results are to users. This report shows how often query rules trigger, how many dictionary terms they use, and how often users click their promoted results. Use this report to see how useful your query rules and promoted results are to users. 79

80 The #1 way to improve SharePoint? Ask users what is working and what isn t. Find out what people are searching on and what they expected to find And fix it!

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82 1. Improve search engine relevancy 2. Enhance with stuff outside the engine 3. Review search reports and end-user feedback 4. Improve the overall experience

83 4. Improve the overall experience Configure search refiners Configure result sources Make search a one-stop-shop with federation Train users

84 1. 2. Managed property name RefinableDate00 - RefinableDate19 RefinableDecimal00 - RefinableDecimal09 RefinableDouble00 - RefinableDouble09 RefinableInt00 - RefinableInt49 RefinableString00 - RefinableString99 Data type for mapping. Values contain dates. Values contain numbers with maximum three decimals. Values contain numbers with more than three decimals. Values are whole numbers. Values are strings. This includes values that use the data type Text, Person or Group, Managed Metadata, Choice and Yes/No

85 Understand the 4 out of the box configured result sources: This Site Everything People Conversations Add more as needed examples: Images PDFs File Shares

86 Using search Federation, enable users to simultaneously search the Internet and the Enterprise

87 Prefix & Postfix (wildcard *) Inclusions & Exclusions (NOT) AND & OR Double quotes for multi-word phrases [Property Name]:[Value] Author:Jamison ContentType:document Title: Death Star Plans THEIR CONTENT SUCKS!

88 1. Use folders and default values Use managed metadata One folder can represent many values 2. Leverage SkyDrive Pro Offline Sync When combined with #1, enables you to contribute and tag offline (wow!) 3. Treat Consumers and Contributors Differently Default view = no folders Contributor view = show folders 4. Train Users and Enforce Rules Train users!

89 1. Improve search engine relevancy Name things well Use metadata [making sure people have metadata, too] Understand how the Title property is used 2. Enhance with stuff outside the engine Define query rules Define promoted results Provide a definition for keywords and acronyms 3. Review search reports and end-user feedback Review the search reports on a regular basis Put a survey link on the search results page 4. Improve the overall experience Configure search refiners Configure result sets Make search a one-stop-shop with federation Train users!

90 SharePoint 2013 is better, but does not fix content problems such as incorrect Document titles. If you re not getting very good search results in SharePoint 2007 or SharePoint 2010, an upgrade to SharePoint 2013 won t fix your problem. In fact, it could make the problem worse! Take the time during the upgrade to educate users on the importance of the Title property, which is used for displaying search results. Search results that look incorrect could simply be reflecting bad data. Remember: garbage in, garbage out.

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95 Thank you! Blog:

96 was made possible by the generous support of the following sponsors And by your participation Thank you!

97 Join us for the raffle & SharePint following the last session Be sure to fill out your eval form & turn in at the end of the day for a ticket to the BIG raffle!