sharepoint jumpstart #2 making basic sharepoint search work
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Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
SharePoint Search & IA Jumpstart Series
June 11, 2009Call 2: Making Basic SharePoint Search Work
Hosted by Earley & Associates in partnership with Consejo, Inc.
Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
About the JumpStart call series
• Began educational call series in 2005
• Past topics have included Taxonomy and Metadata, Content Management, Search, Semantic Technologies
• Have had several thousand attendees over the years. Today’s call has over 700 registrants
• Calls will be recorded and available for download
• Be sure to fill in evaluation to let us know what additional topics you would like to learn about
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Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
Community of Practice Calls
Taxonomy Group url: http://finance.groups.yahoo.com/group/TaxoCoPSearch Group url: http://tech.groups.yahoo.com/group/SearchCoP
Upcoming calls:
• July 15, 2009 – Metadata Maturity Model Survey Findings• August 5, 2009 – Conducting a Search Audit• September 2, 2009 – DITA• October 7, 2009 – Taxonomy Usability Testing• November 4, 2009 – Developing an Ontology• December 2, 2009 – Applications for Topic Maps
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Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
Housekeeping
• Calls last from 60 – 90 minutes
• Email questions during the call to rebecca@earley.com. Questions will be taken at the end of the session
• You can also skype Rebecca.M.Allen
• Questions will be queued through the operator. Press *1 to ask a question.
• If you are on twitter, you can follow the discussion and make comments using the hash tag #spjs
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Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
Call 2: Making Basic SharePoint Search Work
• Shawn Shell, Consejo Inc.– Improving Search through Tagging
• Sadie Van Buren, Knowledge Management Associates– Usability Improvements Inside and Out
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Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
SharePoint Search & IA Series: Calls 3 – 4
Call 3: Navigation, Metadata, & Faceted Search: Approaches & Tools
Thursday, June 18th
– Lars Farstrup, Farstrup Software
– Paul Wlodarczyk, Earley & Associates
Call 4: SharePoint IA vs. The Real WorldThursday, June 25th
– Toby Conrad & Jeremy Bentley, Smartlogic
– Jeff Carr & Michael Shulha, Earley & Associates
As session recordings become available, you will receive
notification at the email address used at the time of
registration.
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Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
About Me
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• Richard Beatch– Senior Consultant at Earley & Associates, Inc.
– Ph.D. in Ontology
– Specialized in Taxonomy, Search, Metadata, and
content architecture
– Extensive industry experience leading the
implementation and design of taxonomies and
search solutions for a range of companies
including Apple, McAfee, Allstate, Dell, and AT&T
– Contact: richard@earley.com
– Blog: http://sethearley.wordpress.com
Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
Search Basics
• We have to change our definition of search.• Search algorithms are getting better, but they cannot infer
human context & intent.• Taxonomy, metadata and information architecture are key
aspects of search.• Search is increasingly looking like navigation.• Search is messy.
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A few things we have come to understand about search over the years:
Improving Search through Tagging
Shawn Shell, Consejo
Shawn Shell, Principal Consultant
• Founder and Principal Consultant for Consejo, Inc.
• 20 years technology experience with a concentration on content technologies for the last 10 years
• Internationally recognized expert on SharePoint products and technologies
• Multi-year speaker at national and international conferences on Microsoft technologies
• Primary analyst and author of the CMS Watch SharePoint Report 2009 (http://www.cmswatch.com/SharePoint/report)
• Lead over three dozen SharePoint implementations since 2001
• Co-wrote first connector between MCMS and SharePoint for Microsoft
• Co-author Microsoft Content Management Server 2002: A Complete Guide (Addison-Wesley)
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Agenda
• Basic Problem Set• Tagging Content• OOTB Configuration Improvements• Practical Success Plan• Resources
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Basic Problem Set
Metadata Entry
• Users don’t like to enter it
• Accuracy is generally suspect
• Training is usually non-existent
• “Successful” patterns make everything “special”
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Limitations in SharePoint
• No cascading Columns (no hierarchy)
• Columns do not propagate across Site Collections
• Business data inaccessible in Content Types
• No integrity in lookup values
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Metadata Inconsistencies
• Each content source has potentially different metadata
• Vocabulary differences across sources
• Challenge to leverage advanced search
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Tagging Content
Columns = Metadata
There are many types of columns: e.g.
DateNumberFree form Text
Column values can also be chosen from a list of controlled vocabulary terms
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Content Types
Reusable collection of settings to describes a specific kind of content
• Metadata fields (columns)
Content Types can contain custom properties like:
• Retention Policy• Workflows• Business processes
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Standard Properties
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Document Information Panel
• Standard in Office 2007
• Honors Content Types and Columns
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Blog Entry Interface
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Blog Post in Word
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Metadata for blog post also shown in Word
OOTB Configuration
Creating Managed Property
• Add column to the index
• Exposes the column in advanced search
• Enables showing the column in search results views
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Advanced Search
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Full text keywords
Extended metadata properties
Metadata Mapping
• Allows metadata to correlate between sources
• Provides a way to surface in Advanced Search interface
• Ensures consistency
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Metadata Mapping
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URL Removal
• Removes URL from index
• Prevents result from appearing in search results
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Practical Success Plan
Improve metadata with…
• Workflow to automate content tagging
• Document Information Panel
• User profiles and metadata profiles
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Improve Search with…
• Construct “canned” searches
• Leverage Best Bets
• Use RSS feeds to surface results “without search”
• Experts to review results periodically
• Create scopes for content sources
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Other Resources
Notable Blogs
• Consejohttp://blog.consejoinc.com
• Earley & Associateshttp://sethearley.wordpress.com
• CMS Watchhttp://www.cmswatch.com/SharePoint/trends
• SharePoint Team Bloghttp://blogs.msdn.com/sharepoint/
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Other Resources & Downloads
• CodePlexhttp://www.codeplex.com
• SharePoint Search Portalhttp://sharepointsearch.com/default.aspx
• SharePoint End User Content Team (MSFT) http://sharepoint.microsoft.com/blogs/GetThePoint/default.aspx
• WSS Demo (Metadata and Content Types)http://www.wssdemo.com/Pages/metadata.aspx
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Other Resources & Downloads
• Taxonomy Tagging Starter Kit http://cks.codeplex.com/Release/ProjectReleases.aspx?ReleaseId=2830
• Popular Page Web Parthttp://popularpages.codeplex.com/
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Questions?
Shawn ShellPrincipalConsejo, Inc
E: shawn_shell@consejoinc.com P: 773-271-1474W: www.consejoinc.com
Making Basic SharePoint Search Work – Usability Improvements Inside and Out
SharePoint Search & IA Jumpstart Series6/11/09
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• SharePoint Consultant with Knowledge Management Associates
• Over 20 SharePoint implementations, all of which involved SP Search
About Me
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Agenda
• Improving usability of the search interface and results
• Behind-the-scenes usability improvements• Advanced Search• Interesting things we’ve seen companies do
with the SharePoint search interface• Frustrations and Gotchas• Conclusion / Resources
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Improving usability of the search interface and results
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Adding a title to document properties affects search results
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Filename only:
Filename and Title:
Scopes can be used to serve content in different ways
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Global search box Tabs in Search Center
Global search results vs. Contextual search results
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Home
Departments Projects Committees Training Reports
Sales & Marketing
Global
Contextual
Global search results are different than Contextual search results
Global Contextual
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XML/XSL customizations can change the look and feel of Search Results
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Behind-the-scenes usability improvements
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Site structure impacts relevancy
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Home
Departments Projects Committees Training Reports
Sales & Marketing
1st level
2nd level
Leverage Best Bets to bring most relevant content to the top of results.
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Measure results and make adjustments periodically
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Advanced Search
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Users don’t tend to use Advanced Search.
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Advanced Search works differently from the Global Search on all pages
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You can use custom managed properties in Advanced Search.
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Interesting things we’ve seen companies do with the SharePoint search interface
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No browse, search only
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Custom image search
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Phone reverse lookup
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Faceting and Federating
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Frustrations and Gotchas
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People search can be ordered by social distance and relevance, but not alpha
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Results paging is an estimate, not an absolute number.
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Users need to be aware of the time interval between incremental indexes
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Once you start serving up indexed content, you’ll find things that shouldn’t be out there
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Search Usage analytics reflect pages, not individual items.
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Recommendations
• Review search usage reports monthly to determine which items need Best Bets, & create Keywords and Best Bets accordingly
• If indexing file shares, spot-check for sensitive information and forbidden file types
• Make users aware of indexing time• Expose Advanced Search to make it more
usable
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Resources
• Tabular XML customization of search results – fixed query (seen on slide 9) – http://www.u2u.info/Blogs/Patrick/Lists/Posts/Post.aspx?ID=1669
• Tabular XML customization of search results – dynamic query (not shown) - http://blogs.pointbridge.com/Blogs/morse_matt/Pages/Post.aspx?_ID=51
• SharePoint custom image search results (seen on Slide 20)- http://blogs.catapultsystems.com/matthew/archive/2008/08/28/sharepoint-image-search-part-1.aspx
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Photo Credits
Slide # Title & Author
1 “Fishing by Pukot” by Lenareh
2 Untitled by Winslow Martin
4 “curiosando…” by Lilith Ecate
9 “Operating a hand drill at North American Aviation, Inc.” by the Library of Congress
13 “Scorpion Variation” by Stanka Stoyanova
17 “Parrot on Skateboard” by Todd Downey / chinatoddmd on Flickr
22 “Venus Flytrap, Walsall 14/06/2008” by Gary S. Crutchley
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Thank You!Sadie Van Buren
svanburen[at]kmainc.comBlog
http://amatterofdegree.typepad.com/a_matter_of_degree/Del.icio.us
http://del.icio.us/sadalitTwitter
http://twitter.com/SadalitLinkedIn
http://www.linkedin.com/profile?goback=%2Econ&viewProfile=&key=7793076&jsstate=.conbro_0_*51_false_*2_25027
SlideSharehttp://www.slideshare.net/sadalit
Also Flickr, Blip, Facebook, MySpace…68
Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
Earley & Associates SharePoint Services (in Partnership with Consejo)
• SharePoint Assessment • SharePoint Strategy• SharePoint Design (Information Architecture,
Workflow, UI)• SharePoint Implementation• SharePoint Integration with Enterprise Search
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We help organizations succeed from an enterprise-wide perspective, ensuring findability of content through effective document tagging, metadata management, and search
http://www.earley.com/SharePointServices.asp
Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
SharePoint Search & IA Series: Calls 3 – 4
Call 3: Navigation, Metadata, & Faceted Search: Approaches & Tools
Thursday, June 18th
– Lars Farstrup, Farstrup Software
– Paul Wlodarczyk, Earley & Associates
Call 4: SharePoint IA vs. The Real WorldThursday, June 25th
– Toby Conrad & Jeremy Bentley, Smartlogic
– Jeff Carr & Michael Shulha, Earley & Associates
As session recordings become available, you will receive
notification at the email address used at the time of
registration.
70
Copyright © 2009 Earley & Associates Inc. All Rights Reserved.
Please fill out the survey that should be in your inbox.
Let us know what topics you are interested in and how we can improve the series.
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Seth Earleyseth@earley.comwww.earley.com781-820-8080
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