Integrating Office 365 With the Rest of Your

Enterprise

Best Practices & Common Pitfalls

Who am I?

BA Insight:

Microsoft’s go-to ISV for Enterprise

Search; Focused on Search and

SharePoint since 2004

Twitter: Twitter.com/BAinsight

Jeff Fried, CTO, BA Insight – Previously VP Advanced Solutions for FAST,

then MSFT Product Manager for FAST and SharePoint 2010 Search

Technet Column:

“A View from the Crawlspace”

Blog: DoMoreWithSearch.com

Twitter: Twitter.com/jefffried

Based in Boston, MA, USA

This talk in a nutshell

Important Concepts

Infrastructure as a Service (IaaS)

Platform as a Service (PaaS)

Software as a Service (SaaS)

Less C

om

ple

xity

Mo

re C

usto

miz

atio

ns

Minimal Entry Cost

Shift From CAPEX to OPEX

Office 365 Marketing?

Office 365 Feature Parity?

Demo

• Single Architecture

• Initial deploy is still required to migrate data to Office 365

• AD clean up and network upgrade is often required

• Balance between continuous innovations and minimize

change

• Customer controls IT policies but not feature availability

• Understand your internal security and privacy requirements

What does moving to Office365 mean?

Microsoft Planning Tools

• Email domain discovery and number of users leveraging each domain

• User identity and account statistical information

• Active Directory schema and forest/domain functional data

• Trusts extract (checks for multi-forest constraints)

• Directory Synchronization

• Pre-requisite checks

• Attribute assessment

• Single sign on

• Attribute assessment

• Exchange statistical information

• Public folder, public delegates, and proxyaddresses extract

• 3rd party and unified messaging proxyaddresses information

• Lync statistical information

• SIP domains summary

• SharePoint user object count assessment

• Summary of domain joined machines for rich experience/SSO readiness

• Port analysis on certain Office 365 endpoints

• DNS records assessment

Office 365 Deployment Readiness Tool

Wow, Patrick….the Cloud is wonderful!!

Feature SharePoint 2010

Standard CAL

SharePoint 2010

Enterprise CAL

Office 365 (SharePoint

Online)

Strong relevance Yes Yes Yes

Best Bets, synonyms, duplicate

detection, … Yes Yes Yes

Extensible Search Scale to 100M items to 1B+ items - FAST to 100M items

People Search Yes Yes Yes

Phonetics and Nickname Search Yes Yes Yes

Metadata-Driven Refinement Yes Yes Yes

Federated Search Yes Yes No

Query Suggestions, "Did You

Mean?” and Related Queries Yes Yes No

Tunable Relevance with Multiple

Rank Profiles No Yes - FAST No

Thumbnails and Previews No Yes - FAST No

Contextual Search No Yes - FAST No

Deep Refinement No Yes - FAST No

Advanced Content Processing No Yes - FAST No

Crawling External Content Yes Yes No

The Cloud Creates Silos

How satisfied are you with SaaS and On-Demand Apps?

3.6

3.4

3.4

3.4

3.3

3.2

3.1

3.1

3

Ease of Implementation

Service Reliability

Industry Specific Consulting Advice

Initial Setup Cost

Vendor Responsiveness

Support for Specific Business Needs

Support Costs

Ease of Customization

Ease of Integration with on-prem systems

Source: InformationWeek Analytics 2011 Enterprise Applications Survey

18

Top business challenges we hear about

Information Explosion Data in Silos Diverse User Requirements

Unstructured Data

Un-Organized

Un-Categorized

Exponential Growth

Discrete Roles

Diverse Systems

Varied functions

Lack 360° view of info

100+ Systems

No Interconnect

Difficult to find info

Frustration

2015 2010 2006

Data Growth and Transformation S

tate

of

the E

nte

rpri

se

Source: IDC

(1 Exabyte = 1 Million Terabytes)

60% Unstructured

Data

30% Unstructured

Data

19

161 Exabytes

10+ Data Silos 988 Exabytes

80+ Data Silos

8,000 Exabytes

500+ Data Silos

90% Unstructured Data

Every two days now we create as much

information as we did from the dawn of

civilization up until 2003 Eric Schmidt (Former CEO of Google)

Information and application silos

Marketing Sales Procurement Consulting Research HR / Legal Support Production

Content Silos

Siloed UI Applications

Search Bridges across Silos: Unified View

• Growth of online services and applications – Office365

– SalesForce.com

– MS CRM Online

– etc.

• Search can bridge across silos created by

mixing cloud / on-prem and deliver Unified

View – Better use of online assets

– Realize the value of the hybrid model

The Pathway to the Cloud

On-Premises Cloud Service Coexistence

Complete control and ownership of hardware, maintenance, resources,

and administration

Migrate some capabilities to SharePoint Online and access both on premises and

online sites with the same domain credentials

Microsoft will regularly deliver new features and capabilities to SharePoint

Online

Single sign-on experience online and on premises

With identity federation and directory

synchronization

Hybrids • Trusted (ADFS)

• Untrusted (Two Identities)

This talk in a nutshell

Search Bridges Silos Created by the Cloud

• The Value of a Unified View

• Why It’s Hard to Create

Unifying Information across {online, onprem}

• Crawling from {online, onprem} to {online, onprem}

• Federating across {online, onprem}

Achieving a Unified View

Case Study: Pharma R&D

R&D researched where it was spending

its time, and discovered

56% of R&D time

(human capital and budget) was spent:

Duplicating existing research

It blew them away, until they reviewed

why…

Case Study: Pharma R&D

Top 3 reasons for 56% effort duplication:

1) Research done in separate groups • Seemingly unrelated research projects

• Later in lifecycle (mfg, reg/test)

2) Data not accessible • Isolated content source

• Restricted / limited access

• Source not searchable

• Special knowledge required

3) Data not linked • Various names/changes leave data disconnected

• People not connected to data (experts)

• Data managed in many unconnected systems

Case Study: Pharma R&D

1. Documentum Image

2. SharePoint Doc

3. Regulatory Record

4. MEDLINE article

Unified View: Multiple Sources One Search

Search: amgen 655

Relationships Discovered:

Antibodies: mAb

Receptors: DR5, IGF-1R

Labs: Oncology 1

People: David Chang

What is an indexing connector?

Web Content

File shares

Database

s

Email

SharePoint

Enterprise

Repositories

Search

Engine

Connector

Connect Securely 1

Map Content 2

Feed Engine 3

Find any changes 4

Why is this hard?

• Heterogeneous Data Models and System characteristics – Every system is different

– Mapping to common metadata is essential for findability

• Heterogeneous Security – Every system has different security and authentication models

– User must see ONLY information they are entitled to, across all systems

• Bandwidth and Performance – Lots of content!!!

– Cross-site Bandwidth can still be expensive or limited

– Source systems can be the limiting factor and need a ‘light touch’

• Usually MANY systems, not just a couple

These are challenging enough OnPrem…..

Unified View scenarios – a framework

• The Cloud Creates Silos

• Search can bridge these silos in a variety of ways

On-Prem On-Cloud

On-Prem Crawl On-Prem

To On-Prem

Crawl On-Cloud

To On-Prem

On-Cloud Crawl On-Prem

To On-Cloud

Crawl On-Cloud

To On-Cloud

Federated Federate across

data centers

Federate across

cloud

Crawl OnPrem from OnPrem

• Traditional Indexing Scenario

– BUT practices still not mature

– Exploding Content volumes, Multiple Systems

– Wide variety of content types, especially unstructured

data

• Bandwidth within the datacenter not a problem

– “Distributed Crawl” across regional centers a common

issue

– Failover/Backup sites can be challenging

• Security is NOT homogenous

– Lots of different models

Crawl OnLine from OnPrem

• Predominant Hybrid scenario

– Single Index OnPrem, anchored by OnPrem LoB systems

– Single Tenant, fully owned search system (including FAST)

– OnLine systems: Salesforce, MS-CRM, …..

• Bandwidth usually manageable; audit recommended

– Crawl scheduling and Crawl times

– SLA from the OnLine provider is important

• Security is NOT homogenous

– Lots of different models

Crawl OnPrem from Online

• Hosted Search Scenario (IaaS)

– Single Index OnLine, single- or multi-tenant

– Crawling OnPrem systems: Web Site, Common Systems

• Search Hosting Provider with SLA

– Removes the headache of search management

• Bandwidth should be reviewed with hosting provider

– Bandwidth limiter important for SLA

– Negotiate Crawl scheduling and Crawl times

• Security can be difficult, especially for multitenant

– Lots of different models

– Hosters are often more secure than their clients!

NOT supported with O365

Crawl OnLine from Online

• Unusual Scenario today; will grow in the future

– Searching email in Exchange Online from hosted search

• Bandwidth rarely an issue

– Backbone traffic between major data centers

• Security issues can be very tricky

– Requires common SSO approach

• Multiple SLAs, multiple providers

BA Insight O365 Connectors

• SharePoint

• Exchange

• Exchange Archives

• Lync? via Exchange

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Longitude Connectors

SharePoint /

FAST Metadata Enrichment

Change Log Security Mapping

Search Optimised

API

Targets

SharePoint Libraries & Lists

Unified Search Index

Demo

Crawling O365 from OnPrem

• Can get to a true unified view

– Single Index OnPrem, using SharePoint or FAST

– Single Tenant, fully owned search system (including FAST)

– Access to SP and Exchange content

• Bandwidth and Security work well with O365

– O365 security approach

• Security driven by O365 SSO approach

– Need to adapt OnPrem model or mapping

Hybrid Co-Existence

•

•

•

•

•

•

•

•

•

•

•

•

•

•

•

Unified View scenarios – summary

On-Prem On-Cloud

On-Prem Crawl On-Prem

To On-Prem

Crawl On-Cloud

To On-Prem

On-Cloud Crawl On-Prem

To On-Cloud

Crawl On-Cloud

To On-Cloud

Federated Federate across

data centers

Federate across

cloud

• Content is nearly always hybrid

• Each scenario has unique security, bandwidth, and

operational challenges

• A unified view is achievable with search

Wait…what about Federation?

Advantages of crawling content

• By querying the content index for search results, you can do

the following:

– Control relevance and navigation

– Control how frequently the content index is updated

– Control what metadata is crawled

– Ensure speed of response

– Control the load on the source system

Advantages of federating content • By using federated search to return search results:

– You can get at content that you can’t crawl

– You require no additional capacity requirements for the content index,

as content is not crawled by search server.

Longitude Federator - Overview

• Single result set across multiple sources, interleaved by relevance order

• Unified refiners for streamlined navigation and filtering

• Auto-generated refiners based on identity of source systems

Challenges in Federation

• Working with data sources

– Each data source may communicate via a unique protocol

– Data models differ between sources

– Handling of timeouts, error conditions, etc.

– Supporting back-end authentication

• Complexity of combining results from multiple sources

– Complex search strings needed to search multiple sources

– Use of multiple APIs (one API per data source)

– Need logic for mixing, handling, and paging through multiple result sets

– Complexity can result in performance degradation (e.g., slower response time) and difficulties at responding to evolving business needs

• Optimizing results and source performance

– Analytics

– Ability to assess source performance (e.g., availability and latency) and take corrective actions if necessary (e.g., sources go offline)

This CAN work with Office365! Watch this space

You can bridge Silos created by the Cloud

• It’s Hard to do but valuable

You can unify Cloud and On-Prem

• Different scenarios with different challenges

• BA Insight provides technology for all this

Takeaways

Transitioning to the Cloud

•

•

•

•

•

Preparing for SharePoint in the Cloud

Build on the Basics

Some systems will remain onprem

BA Insight Current Offerings

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Longitude™ Software Suite Extensible products that make

information explorable and actionable

TotalView™ Applications Contextual unified view applications

customized for a specific business use

Longitude Search Rich previews, document assembly, AptivRank relevance

optimization, and contextual actions

Longitude SearchParts UI toolkit including search-inside, multi-select, dashboards

and saved searches

Longitude Federator Unified result set across multiple search engines

Longitude Content Aggregator 3800+ external data sources aggregated via MuseGlobal

Longitude AutoClassifier Automatic metadata generation in place or during indexing

Longitude Connectors 40+ out-of-the-box indexing connectors with unique

scripting and security capabilities

TotalView for Customer Service Single view application helping support agents find

customer information from any system, instantly

TotalView for Sales A unified view of all customer information, from all CRM,

billing, email and document management systems

TotalView for Legal Unified client and matter-centric dashboard and search

across all repositories

TotalView Expertise Finder Quickly locates best experts based on their work

products, profile, and billing/project records

TotalView Knowledge Center Quickly locate most relevant content, boost reuse, and

profile end-user preferences automatically

Professional Services Complete range of services from top search experts, including

search strategy, implementation, custom solutions, and support

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New & Different in SharePoint 2013 - Search

• Different Search Core and Search Architecture

– Brand new core, shared with exchange

– Bring in the best of FAST

• Simplified Product Lineup

• Search powers many other parts of SharePoint

• Focus on end-to-end scenarios

– including e-Discovery and customer-facing sites

• Even strong platform for building Search-Based Applications

BA Insight and SharePoint 2013

• All of our products will continue with SharePoint 2013

• We’ll help you navigate the change

– Cross-version migration

– Hybrid (O365 and on-prem)

• We’ll have some exciting new features and capabilities

– Innovating on the new platform and new paradigms

– Continue our strategy of catalyzing search-based applications

• Where there are ‘gaps’ in the new platform, we’ll fill them

– Synchronized with Microsoft to provide the best use of the platform

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Want to learn more?

• Contact BA Insight!

• www.BAinsight.com

• info@BAinsight.com

Q&A