SharePoint and FAST Search: Tips and Tricks That Work by Scott Jamison - SPTechCon

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SharePoint and FAST Search: Tips and Tricks That Work by Scott Jamison - SPTechCon

  1. 1. SharePoint and FAST Search Tips andTricks that WorkScott Jamison
  2. 2. Meet Scott Jamison Chief Architect at Jornata  Formerly a Director at Microsoft  Microsoft partner w/Gold Competency in Portals & Collab SharePoint MVP Microsoft Certified Architect for SharePoint Microsoft Certified Master for SharePoint Author:  Essential SharePoint 2007  Essential SharePoint 2010  Five whitepapers on SharePoint 2010 Blog: www.scottjamison.com Twitter: @sjam
  3. 3.  SharePoint Foundation  Basic site search SharePoint Server Standard  Core SharePoint search, along with key tools for better results (keywords, best bests, refinement panel, etc.) SharePoint Server Enterprise + FAST Server  Scale, deep refinement, visual best bets, document preview
  4. 4.  SharePoint Foundation  Basic site search SharePoint Server Standard  Core SharePoint search, along with key tools for better results (keywords, best bests, refinement panel, etc.) SharePoint Server Enterprise + FAST Server  Scale, deep refinement, visual best bets, document preview
  5. 5. Really…there‟s one:“I can’t find what I’m looking for!”
  6. 6.  “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.” “What does „SEWP‟ mean? I can do single-word searches like that on the Internet.” “How do I get better results?”
  7. 7.  SharePoint search can be *really* good SharePoint search doesn‟t work well at all
  8. 8.  SharePoint search can be *really* good SharePoint search doesn‟t work well at all 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
  9. 9. 1. Improve search engine relevancy2. Enhance with stuff outside the engine3. Review search reports and end-user feedback4. Improve the overall experience 9
  10. 10. 1. Improve search engine relevancy2. Enhance with stuff outside the engine3. Review search reports and end-user feedback4. Improve the overall experience
  11. 11. 1. Improve search engine relevancy  Name things well  Don‟t bury relevant content  Use metadata (make sure Title is correct!)  Make sure people are tagged, too
  12. 12.  The name of your file matters So does the URL  Which means document library names and folder names  For example: http://marketing/boston/Q2-2011-sales.docxis much better than http://mktg/bosq211sls.docx
  13. 13. Fewer slashes in a URL = better relevancyTherefore:http://sharepoint/thatfile.docxis more relevant thanhttp://sharepoint/hr/subsite/folder2/thatfile.docx
  14. 14.  Better tagging will give you more things to search on SharePoint searches full text, filename, and other metadata properties Title is used for searching *and* is displayed in results  Copying an existing document leads to really, really wrong titles
  15. 15.  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
  16. 16. 1. Improve search engine relevancy2. Enhance with stuff outside the engine3. Review search reports and end-user feedback4. Improve the overall experience
  17. 17. 2. Enhance with stuff outside the engine  Define keywords  Define 1-2 best bets per keyword  Provide a definition for keywords and acronyms
  18. 18.  Manually define the top 20-30 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.)
  19. 19.  Create 1-2 best bets for *each* keyword 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
  20. 20.  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
  21. 21.  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 2010! It‟s called “Optimistic Title Override”
  22. 22.  Optimistic Title Override takes the first sentence of the document instead of the actual title property Don‟t like it? Turn it off:  In registry, navigate to the key [HKEY_LOCAL_MACHINESOFTWAREMicrosoftOffice Server14.0SearchGlobalGathering 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
  23. 23. 1. Improve search engine relevancy2. Enhance with stuff outside the engine3. Review search reports and end-user feedback4. Improve the overall experience
  24. 24. 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, go see steps 1 & 2
  25. 25.  There are great search reports in SharePoint 2010 Make it part of your governance plan to review them and act upon them Especially:  Queries with no results  Queries with no best bets 26
  26. 26.  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!
  27. 27. 1. Improve search engine relevancy2. Enhance with stuff outside the engine3. Review search reports and end-user feedback4. Improve the overall experience
  28. 28. 4. Improve the overall experience  Configure search facets  Configure Scopes and Tabs  Make search a one-stop-shop with federation  Enable search from anywhere  Train users
  29. 29.  Change the properties that users can filter with  Step 1: Promote your crawled property to a managed one  Step 2: Change the XML to make sure the facets work
  30. 30.  Scopes enable you to segment content into easier- to-consume chunks  Examples: file types, locations, departments Tabs let you create great UX for displaying scoped content
  31. 31.  Using search Federation, enable users to simultaneously search the Internet and the Enterprise
  32. 32.  Enable users to search SharePoint from Office, Desktop, or Browser
  33. 33.  Prefix & Postfix Inclusions & Exclusions Boolean Numeric Values Quotation marks & multi-word keywords
  34. 34. 1. Improve search engine relevancy  Name things well  Don‟t bury relevant content  Use metadata [making sure people have metadata, too]  Understand how the „Title‟ property is used2. Enhance with stuff outside the engine  Define keywords  Define 1-2 best bets per keyword  Provide a definition for keywords and acronyms3. Review search reports and end-user feedback  Review the search reports on a regular basis  Put a survey link on the search results page4. Improve the overall experience  Configure search facets  Configure Scopes and Tabs  Make search a one-stop-shop with federation  Enable search from anywhere  Train users
  35. 35. Thank you! Blog: www.scottjamison.com Twitter: @sjam Email: scott.jamison@jornata.com www.jornata.com

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