Donald DonaisApril 21st, 2014
Findability within the SharePoint 2013 Platform
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Avtex Portals and Customer Experience Sales [email protected]
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: [email protected]• 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
Blog – Tales from IT Side
http://talesfromitside.wordpress.com
Twitter@dondonais