2014 TechFuse - Findability Within SharePoint 2013

Donald DonaisApril 21st, 2014

Findability within the SharePoint 2013 Platform

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Avtex Portals and Customer Experience Sales Engineerddonais@avtex.com

Blog – Tales from IT Sidehttp://talesfromitside.wordpress.com

Twitter@dondonais

Donald Donais

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• What is Findability?

• Planning for Findability

• Increase Findability with SharePoint 2013

Finding Out!

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What is Findability?

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Searchability

Defined!

The extent to which, or ease

with which something may

be searched.

Findability

How easy it or difficult is it to

locate information

quickly.This Will Include Search!

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Respective Search Results Displayed

SharePoint Findability Includes!

Site Navigation

Site and Scoped SearchContent Classification

Site Design

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Current State of Findability

Too Much Information

• Too many disparate locations

• Too much information noise

• Too many disparate applications

Unruly File Share

• Not consistent organization• Difficult to find information

outside of your department• Security nightmare

Mixed Search Results

• Too many returned results• Difficult to refine to what is

needed• Information is not

personalized

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Planning for Findability

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Components of Findability Planning

Information Architecture Plan

• Global Navigation Structure• Local Navigation Structure• Consistency Across

SharePoint

Content Classification

• Metadata Structure (Corporate vs. Folksonomy)

• Audiences• Consistency Across

SharePoint

SharePoint Roles/Personas

• Groups of SharePoint Users• Detailing Tasks/Activities• Used to Define Security,

Content, Training, etc.

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More Components of Findability Planning

Site Design

• Global and Local Navigation• Home Page Content• Consistency Across

SharePoint

Search

• Customized Managed Properties• Query Rules• Scopes/Managed Result Sources• Content by Search Web Parts/Custom

Display Templates

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Increase Findability with SharePoint 2013

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• Built In Content Management Features

• Personalized Information

• SharePoint Search Changes

• Other Findability Considerations

Increasing Findability within SharePoint 2013

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• Following People Documents Sites Tags

• Suggested Content• Ratings

Feature Added Per List/Library Choose Likes or Star Ratings Display Through Content Query or

Search Results

• See Also Part of Document View Properties Related Content Base on Popularity,

User Context, & Metadata

Following, Ratings, and See Also

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• Document ID’s Not New, But Really Cool! Unique ID Across Site Collection Site Collection Feature Used to Search or Direct Reference SharePoint Timer Job

• Document ID Assignment Job - Daily

• Document ID Enable/Disable Job - Daily

DocIDRedir.aspx?ID=MUVQXZAVYN7Z-2-231133

Use Default or Specify 4-12 Prefix Viewed within Document Properties

Document ID’s

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DEMO

• Following, Ratings, See Also• Document ID

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• Introduced in SharePoint 2010• Used to Manage

Corporate Taxonomy Create User Friendly Navigation

• Service Application Service Managed Through Central

Admin

• Term Store Managed Through Central Admin or

SharePoint Sites Group Manager Permissions –

Contribute and Manager Users Contributors – Edit Term Set

Managed Metadata Service

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• Introduced in SharePoint 2010• Interface to Manage within Term Set

Create Term Copy Term Set – Copy of the Original Term Name Reuse a Term – Reuse Term in Different Term

Definition Pin Term with Children – Reuse Term and

Children in Different Term Definition Merge Term – Merge Multiple Terms Together Deprecate Term – Make Term Not Available for

Use Move Term – Move to Another Location Within

Term Store Delete Term

• Import Term using CSV

Term Store

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• New Within SharePoint 2013• One Term Set per Site Collection

Reuse Terms or Pin Terms with Children

• Intended Use Available for Tagging Use this term Set for Site Navigation

(Global or Local Navigation)

• Custom Sort Default A-Z Custom Order

Reminder Always Save Between Tabs

Term Set As Navigation

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• Term Level – Navigation Navigation Hover Text Visibility in Menus Simple Link or Header – Used to

quickly get navigation running

• Term Level – Term-Drive Pages Term Driven Customizable

Term Set As Navigation – Term Level

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• Setting Term Store as Navigation• Part of Site Settings > Look and

Feel > Navigation• Global or Current Navigation

Option Managed Navigation: The

navigation items will be represented using Managed Metadata term set

Set Term As Navigation – Implement

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• Select Desired Term Set• Managed Navigation: Default

Page Settings Choose Options for Automatic

Page Creation

• Term Store with Different Site Collection Use Different Term Store• Reuse Term• Pin Term with Children with

New Term Store

Set Term As Navigation – Implement

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• Original Use within SharePoint Columns Content Type Local List/Library Columns

• Column Type Managed Metadata

• Use Existing Managed Term Set• Customize Your Term Set

Use of Term Store in Columns

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DEMO

• Term Store• Managed Metadata Column• Setting Term Set as Navigation

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Personalized Information

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• Updates of Followed Information

• Newsfeeds Personalized MicroBlog Hashtags Mentions Document Links External Video Links

My Sites

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• Manage Personal Tasks SharePoint Project Server MS Outlook

• Requirements Exchange 2013 Outlook 2013 Project Server 2013

• Need SharePoint Crawl Enabled Continuous or Incremental

Crawls

• Work Management Server Enabled

My Site Task Aggregation

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DEMO

• Newsfeeds• Tasks Aggregation

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SharePoint Search Changes

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• 2010 – FAST Search Separate SKU/Licenses High End Search Capabilities API’s Relevance Settings

• 2013 – FAST Integrated into Search Experience From Foundation to Enterprise Similar No Separate Licenses Outside of SharePoint

• All Versions of SharePoint Use Same Search Service

Search Got Better

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• Continuous Crawl Available only Content Sources

“SharePoint Sites” Default Runs Every 15 Minutes PoSH: Set-

SPEnterpriseSearchCrawlContentSource

• Document Library Search Search Within Library Not Redirected to Default Search Site No Page Reloads “Some files might be hidden. Include in

your search”

The Power in the Search

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• UI Employee Facing Integrated with Enterprise or Standalone Search Search Driven Experience Based on Core Results Web Part, Refiners

• Query User Query Driven Security Trimmed

• Relevance General Relevance Algorithm Task Oriented Experiences

• Admin Service Managed by “Search Service” Admin Site Managed by “Search Site” Admin

• Faceted Search Familiar Texted Based Newer Graphical Refiner

Enterprise Style Search

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• Find People Faster Query Suggestions Find Experts - Documents Fuzzy Name Search Social Connections Search Anywhere

• Relevance• Crawl and Content

Drive from User Profile

• Admin Site Managed by “Search Site”

Admin

Searching for People

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• Similar to Content Query Web Part Based on Indexed Content

• Show Content Cross Site Collections

• New Presentation Template Model Content Render on Client Side Full Control on Rendering using

HTML Templates

• Easy Editor for Designing Query – Query Builder

Content Search Web Part

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• SharePoint 2010 – Keywords and Best Bets

• Set Conditions to Trigger Actions Based on Content

• Advertisement!• Site and Site Collection Query Rules• Options Include

Set Conditions/Rules for Content Create Promoted Results Set Publishing Rules Set Review Date for the Rule Set Contact to Review the Rule

Query Rules & Promoted Results

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Crawl Crawled Properties

Content Processing

Managed Properties Index

• SharePoint 2010 Managed and Crawled Properties• SharePoint 2013 Search Schema

Crawled Properties – Crawled by SharePoint Search Managed Properties – Crawled Information Mapped to Managed Property

• SharePoint 2013 Now Can Created Managed Properties with type string or Yes/No Override Existing Mapping to Managed Properties Create Alias for Managed Properties – Ex. Make Existing Property Refinable

SharePoint Search Schema

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• SharePoint 2010 Crawled and Managed Property XML Based Configuration

• SharePoint 2013 Crawled and Managed Property Query Builder Refinement Panel

Web Part Refinement Configuration

Refinement Panel Configuration

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1. Create New Column Within SharePoint2. Wait or Trigger SharePoint to Index SharePoint Site

Can Check within the Crawled Properties Area Columns Typically Start with “ows_” – Example: LegalID = ows_legalid

3. Create New Managed Property Create More User Friendly Name Example: Crawled Property = ows_legalid, Managed Property = Legal ID

4. Wait or Trigger SharePoint to Index SharePoint Site5. Navigate to SharePoint Search and Edit Page6. Edit Refinement Web Part and Click on Choose Refiners7. Add Selected Refiners8. Adjust Settings for Sort by, Sort direction, Maximum number of refiner values

Refinement Panel Modification

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DEMO

• Search Results• Refinement Panel Configuration• Content By Search Web Part

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Other Findability Considerations

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• Support for OneNote• Document set icon in Search

Results• Folders Supported• Content Aggregation Web parts

Understand• Full Document Versioning• Search Inside Document Set

Document Set Improvements

Contoso Sales

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• Team Mailbox• Requires Exchange 2013

& Outlook 2013• Receive Emails and have

own Email Address• Easy Access from both

SharePoint and Outlook 2013

• Emails Stored in Exchange

• Docs Stored in SharePoint

• Unified Compliance Policy Applies to Both

Keep Teams in Sync

Organize all your team communications in one place

Create simple document workflows

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• Office Web App• More Fidelity Than 2010

Word Comments Transitions

• Multiple Browser Support• Viewable Across All Device Types• Hover Panel Preview

Document Libraries Search Results

Office In The Browser

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Resources

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• Managed Metadata Service http://blogs.office.com/2013/09/04/the-improved-managed-metadata-service-i

n-sharepoint-2013/

http://en.share-gate.com/blog/sharepoint-2013-whats-new-with-managed-metadata

http://microsoftstrategy.com/using-the-sharepoint-2013-term-store-to-drive-navigation

http://community.bamboosolutions.com/blogs/sharepoint-2013/archive/2013/01/31/term-store-management-in-sharepoint-2013-how-to-s-for-common-actions.aspx

http://venkychilukuri.wordpress.com/2013/07/03/term-based-navigation-in-sharepoint-2013/

Resources

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• SharePoint 2013 My Site http://sp2013.blogspot.com/2012/07/mysite.html

• Search Schema http://blogs.technet.com/b/tothesharepoint/archive/2012/11/26/introducing-se

arch-schema-for-sharepoint-2013.aspx http://ajbigdata.ulitzer.com/node/2751391

• Refinement Panel Modification http://

blogs.msdn.com/b/russmax/archive/2013/03/15/sharepoint-2013-search-adding-company-to-the-refinement-panel.aspx

Resources Continued

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• 2nd Wednesday of Every Month• SharePoint Resource Documents• SharePoint Resource links• RSS Feeds • Meeting Schedule• Past User Group Presentations• Past User Group Recordings• Sponsorship InformationConnect with US• http://sharepointmn.com• Email: sharepoint@sharepointmn.com• LinkedIn:

http://www.linkedin.com/groups?home=&gid=1878792

• Yammer: https://www.yammer.com/mnspug/

MN SharePoint Users Group Website

Next Month’s Topic: Creating Business Solutions with Access Services

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Thank You!Avtex Portals and CX Sales Engineer

ddonais@avtex.com

Blog – Tales from IT Side

http://talesfromitside.wordpress.com

Twitter@dondonais