Information architecture search_bettertogether

Information Architecture and Enterprise Search
Better Together
Agnes Molnar
SharePoint Server MVP
Senior Solutions Consultant

About MetaVis Technologies
Builds Powerful, Easy to use, Easy to install, software for SharePoint 2010, 2007, 2003, file systems and Outlook/Exchange
SharePoint Migration and Information Architecture
MetaVis Migrator for Office 365
MetaVis Architect Suite for Office 365
SharePoint Classification
MetaVis Cloud Classifier for SharePoint 2010
MetaVis Classifier

About BA Insight
Software Solutions for Microsoft’s Enterprise Search Technologies
Longitude Search: Optimizing SharePoint and FAST Search Usability and Relevance
Longitude Connectors: Unifying Information Access through SharePoint via Enterprise System Connectors
Microsoft Managed Partner, TAP Member for FAST, SharePoint, Office 365, and Azure
Fortune 500 Customers include ExxonMobile, Accenture, Siemens, eBay, etc.
www.BAinsight.com

About Agnes Molnar
Senior Solutions Consultant, BA Insight
Blogger, frequent speaker, writer
Blog: http://aghy.hu
Email: aghy@aghy.hu
Twitter: @molnaragnes

About Dave Coleman
10 years working with SharePoint
Blogger, Writer, Speaker
2010 experience range from 121 user
Largest 150,000 seat project
dave@sharepointedutech.com
@davecoleman146
http://sharepointedutech.com

Agenda
What is the „Information Architecture”?
What is the „Search”?
SP2010 Document Management Capabilities
SP2010 Search Capabilities
Better Together – Best Practices

Why? Why? Why?
Information overload
Data is doubling every 18 months (Gartner)
Time spent by searching for something:
8 hours / week / information worker (Gartner)
Searching without finding:
3.5 hours / week / information worker (Gartner)
COMPLETELY WASTED!

What is the „Information Architecture”?
The art and science of organizingand labelingweb sites, intranets, online communities, and software to support findabilityand usability.
Wikipedia, IAI

Organizing the Content in SP2010
Document Libraries & Folders
Content Types
Document Sets
Managed Metadata
Document ID
Workflows
Content Organizer Rules
Office 2010 Integration
Office Web Apps
SharePoint Workspace 2010

Folders vs. Document Sets
Document Sets:
Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.

Folders vs. Document Sets
Document_1
Document_F1_1
Document_2
Document_F1_2
Folder_1
Document Library
Folder_F1_1
Folder_F1_1_1
...
Folder_2
DocumentSet_F1_1
Document_DS_F1_1_1
Folder_3
Document_DS1_1
DocumentSet_1
Document_DS1_2

Content Types
Content Type:
Properties & Metadata
Workflows
Document Template
One Content Type – Multiple Document Libraries
One Document Library – Multiple Content Types

Managed Metadata
Managed Metadata:
A hierarchical collection of centrally managed terms that you can define and then use as attributes for items.
Benefits:
Consistent and globaluse of terminology
Managed out of context
Managed by owners
Better search results
Dynamic

Content Organizer Rules
Property based rules
Users don’t need to know where to save
Well organized content
Discover, search and find

What is the „Search”?
„I know what I’m searching for and know how to do that”
„I know what I’m searching for but I don’t know how to do that”
„I don’t know what I’m searching for”
„Am I Searching?...”
Search – Find – Discover

Search Components
Source: http://searchpatterns.org

Search Components
Search Center - UI for users to issue queries and interact with results
Query Servers- Accept query requests from users and return results
Federated Source
Query Object Model
Query Federation - Return results from non-SharePoint Indexes
Query Servers
Index Partition
Indexing - Extract information from items to enable efficient matching
Index Partition - Subset of the overall index
Indexer
Crawling- Traverse URL space to record items in search catalog
Crawler
Connectors- Know how to process different content sources
Content Sources - Host the content
Content
Content
Content

SharePoint 2010 Search
Enterprise scale-out (100M docs)
Powershell support
Boolean query syntax
Prefix matching
New, rich User Interface
Faceted Navigation (Refinement Panel)
Suggestion while typing
Improved People Search with phonetic matching
Social Tagging and Search
Enhanced Relevance

SharePoint P2010 Search
Content Sources
SharePoint content
File Shares
Web sites
Exchange Public Folders
Business Data
Custom Connections

SharePoint 2010 Search

FAST Search for SharePoint 2010
Unlimited scale
Enhanced User Interface
Deep refinement with counts
Thumbnails + Document Previews
Visual Best Bets
User Context
Sorting on any Property
Similar Search
Content Processing Pipeline with Entity Extraction
„Easy” install and configuration

FAST Search for SharePoint2010
Sorting on any property
Query completion
Relatedsearches & people
Deep Refiners
Scrolling previews
Document thumbnails
Read in Office Web Apps
Federated results

FAST Search for SharePoint 2010
User Context
”I’m a salesman.
What sould I do about ERP systems?”
”I’m a consultant.
What should I do about ERP systems?”

Search Federation
Using remote index for SharePoint queries
Location type:
SharePoint Search index
FAST index
OpenSearch 1.0/1.1

Search Federation
Benefits:
No resources needed for indexing
Custom Credentials
Usage restrictions
Prefix / Pattern match
Query Template
{searchTerms} scope:Documents
{searchTerms} type:.doc type:.docx type:.docm
BUT:
Live Internet connection is required
Bandwith
No control over results (order, relevance, etc.)
Separated Web Parts

Better Together
Improve the content
Organize
Consistent Properties & Metadata
Content Types
Discover, Search, Find
Navigation
Improve the search
Content Sources, Scopes
Customized UI
Iterations!

Better Together

THANK YOU!
Agnes Molnar
http://aghy.hu
aghy@aghy.hu
@molnaragnes

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Information architecture search_bettertogether

by Agnes Molnar

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