Integrating Search Driven Content in SharePoint 2013/2016/O365

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Learn all about new search driven content strategies in SharePoint 2013/2016/O365, starting with add content, followed by display content throughout your SharePoint site and finishing with a look at refining your search results using query rules and result types

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  • Slides will be available from blog and twitter

    In-depth look at SharePoint Online and 2013 Master pages and page layouts. Will be working on SPO, but 2013 is the same.
    Devs should be happy, we will walk through the process. Business users, you will see what is possible.
    Meat will be in the demos
    http://www.zengardner.com/wp-content/uploads/Manifest-Law-of-Attraction1-700x471.jpg

    Who has already worked with RWD and SP? Thoughts? Scratch, framework, how did you do it?
  • Will make available on blog and twitter (slideshare.net), so if you remember one of those then you can always review everything we discuss
  • Can also be content within site collection or web app, also across web app
  • In the first scenario, we want to show potential buyers a rollup of all the available Specter Group properties for sale from all the communities, such as floor plans, description, and property type. Because only builders and architects at Specter Group can author and manage floor plans, we want to have a dedicated and separate site just for floor plans (www.spectergroup.com/sites/floorplan). Meanwhile, we want to present all the floor plans to site visitors of www.spectergroup.com in a seamless manner. To accomplish this, we need to perform the following steps

    We need to make the floor plan content in the authoring site available to search so that other sites can consume the content.
    We need to ensure search is periodically indexing the authoring content to ensure the dynamic content is up to date.
    From the public spectergroup.com site, we need to consume the floor plan content from search.
    From the public spectergroup.com site, we need to customize the display of the rolled up content.
  • To accomplish this, we need to perform the following steps (for a process diagram of the scenario, refer to Figure 9-1):
    We need to make the floor plan content in the authoring site available to search so that other sites can consume the content.
    We need to ensure search is periodically indexing the authoring content to ensure the dynamic content is up to date.
    From the public spectergroup.com site, we need to consume the floor plan content from search.
    From the public spectergroup.com site, we need to customize the display of the rolled up content.

    Content deployment?

    Extranet users must have (restricted) read permission on authoring site – this is required unless you want to make content anonymous. customer does not agree with allowing external users access to authoring environment (separate farm that also hosts Intranet, etc).

    XSP only supports pages and lists; as such, assets must be managed in a separate site collection (sub-optimal authoring experience)
    One of the consequences of using the SharePoint 2013 search-based publishing model is that it only applies to the content that can be indexed. All other assets such as images or files are not included in the search index and therefore it is still your responsibility to ensure that they are available everywhere where the content from a catalog might be published.
    store all publicly available assets in a separate Site Collection; Using Suggested Content Browser Locations makes it easier for content authors to work with assets stored in a different Site Collection than the one they use for authoring content.
    the problem is that Content deployment is not only a matter of size. It is more a matter of number of changes, frequency of deployments and concurrency between what gets read and updated while there’s activity on the destination site
  • CD must be across content databases because GUID’s for content are shared
  • May be stored anywhere, across site collections, web applications, and also across farms.
  • After you crawl the content
    Create a new Managed property from a crawled property
  • Show managed properties in SPO
  • On the Specter Group public facing site, click Site Settings.
    Under Site Administration, click Manage catalog connections.
    Click the Connect to a Catalog link on the page to view all the available published catalogs.
    For our scenario, click the Connect link next to the Floor Plan - Specter Group Community Floor Plans catalog

    When connecting to a catalog, we have the option to integrate the catalog with the whole site by selecting Integrate the catalog into my site or we can select Connect, but do not integrate the catalog to allow less integration. Because we are exposing the Floor plan content specifically on one page, the Floor Plans page, we will not be integrating with the Specter Group public-facing site's navigation.

    Because we are presenting the search results to public users, they will not have access to the authoring site, http://spectergroup.com/sites/floorplan site collection. Under the Catalog Item URL Behavior section, ensure the Make URLs relative to this site option is selected
  • I prefer advanced mode, create the query, use builder to help.
    Preview is on right. Not always perfect, but helpful
    User refiners, sorting and settings to help configure.
    Test to help test results
  • In the second scenario, we want to customize the search experience. When users search for the keyword "floor plans", the following things happen:
    We will show a block of results that are all floor plans.
    We will promote a few beachfront properties to the top of the results if the current month is in the summer.
    We will render the block of results for floor plans with its own user interface to distinguish these results from all other results in the list.
  • click New Result Type at the top. Enter Floor Plans as the name of the new result type. Next to Conditions, select the Floor Plan result source to match (see Figure 9-68). By configuring the result source as its only condition, any result item in the Floor Plan result source will use this result type for rendering.

    Configure the new result type to use the Best Bet Item display template




  • fine-tuning the query to offer results that we think the users are looking for

    In SharePoint 2013, we are able to fine-tune search results based on the intent of the user's query. When users enter a query, we help them find what they are really looking for by fine-tuning the query and adding additional information to offer results that we think the users are looking for.

    Query rules can be created at various levels, in the Search Service application from Central Admin or at the site collection level. They are inherited by default, such that query rules created in the Search Service application are inherited by all the site collections and query rules created at the site collection level are inherited by all sites within the site collection. They can also be deactivated at a level to ensure the rule is never applied for queries submitted at that level.


    Condition: Set of conditions to match for this rule to fire (example: no conditions means the rule will be fired every time).
    If multiple conditions are specified, as long as one of the conditions is matched, then the query rule will be invoked. There are six types of conditions to choose from when creating a query rule:
    Query Matches Keyword Exactly: Query contains a specific word or words.
    Query Matches Dictionary Exactly: Query contains a word in a specific dictionary.
    Query Contains Action Term: Query contains an action word that matches a specific phrase or term set.
    Query More Common in Source: Query is common in a different source (like Videos Results Source).
    Result Type Commonly Clicked: Results include a common result type (like file type).
    Advanced Query Text Match: Advanced rule to match across a set of terms, dictionary, regular expression, and so on.
    For the Specter Group Floor Plans scenario, we are going to configure our query rule for Floor Plans with the condition to match keyword "Floor plans."

    Next, we need to configure actions to specify what happens when the query rule is applied. We can add multiple actions for each query rule. There are three options for actions:
    Assign promoted results: A promoted result is a result that appears at the top of the search results. This is similar to Best Bets in SharePoint 2010 or Visual Best Bets in FAST Search for SharePoint 2010. We can promote a result as a link or as a banner, which is a quick and easy way to visually present a certain result to users.
    Add result block: A result block is several search results displayed as a group. Similar to promoting a search result, we can promote a result block.
    A result block specifies an additional query to run and how to display the results
    A result block uses a result source, which can be results from the local search index or results from outside of SharePoint, such as Exchange or OpenSearch. Both search scopes and federated locations features from SharePoint 2010 have evolved into result sources. An example of a result source using OpenSearch is federating search results from Bing by providing the OpenSearch URL for its search service. An example of an out-of-the-box result source, Documents, returns all files from the local SharePoint index.
    While configuring a result block, this feature includes a full query designer for building and testing queries, similar to Query Builder in the Content Search web part.
    A result block can be configured to use specific custom display templates.
    Change ranked results by changing the query: Change the way SharePoint handles a particular query by supplementing a query with additional keywords or managed property restrictions. This feature can be used to tune search results. The original query can be changed by modifying the query terms, adding additional terms, applying an XRANK formula to the query, and so on.
    For the Specter Group Floor Plans scenario, we are going to configure our query rule for Floor Plans with an action to add promoted results for a few beachfront properties.


    The publishing options for a query rule determine when the rule can be used. By default, a rule is active until it is deactivated. We can also configure a rule to be active during a certain time. A good application of this is when a rule is set up for commerce scenarios. For example, we can set up a rule to promote certain products to the top for sale during a particular period of time, such as the holiday period.
    In the Specter Group's scenario, we want to show beachfront properties in the summer period.
  • fine-tuning the query to offer results that we think the users are looking for

    In SharePoint 2013, we are able to fine-tune search results based on the intent of the user's query. When users enter a query, we help them find what they are really looking for by fine-tuning the query and adding additional information to offer results that we think the users are looking for.

    Query rules can be created at various levels, in the Search Service application from Central Admin or at the site collection level. They are inherited by default, such that query rules created in the Search Service application are inherited by all the site collections and query rules created at the site collection level are inherited by all sites within the site collection. They can also be deactivated at a level to ensure the rule is never applied for queries submitted at that level.


    Condition: Set of conditions to match for this rule to fire (example: no conditions means the rule will be fired every time).
    If multiple conditions are specified, as long as one of the conditions is matched, then the query rule will be invoked. There are six types of conditions to choose from when creating a query rule:
    Query Matches Keyword Exactly: Query contains a specific word or words.
    Query Matches Dictionary Exactly: Query contains a word in a specific dictionary.
    Query Contains Action Term: Query contains an action word that matches a specific phrase or term set.
    Query More Common in Source: Query is common in a different source (like Videos Results Source).
    Result Type Commonly Clicked: Results include a common result type (like file type).
    Advanced Query Text Match: Advanced rule to match across a set of terms, dictionary, regular expression, and so on.
    For the Specter Group Floor Plans scenario, we are going to configure our query rule for Floor Plans with the condition to match keyword "Floor plans."

    Next, we need to configure actions to specify what happens when the query rule is applied. We can add multiple actions for each query rule. There are three options for actions:
    Assign promoted results: A promoted result is a result that appears at the top of the search results. This is similar to Best Bets in SharePoint 2010 or Visual Best Bets in FAST Search for SharePoint 2010. We can promote a result as a link or as a banner, which is a quick and easy way to visually present a certain result to users.
    Add result block: A result block is several search results displayed as a group. Similar to promoting a search result, we can promote a result block.
    A result block specifies an additional query to run and how to display the results
    A result block uses a result source, which can be results from the local search index or results from outside of SharePoint, such as Exchange or OpenSearch. Both search scopes and federated locations features from SharePoint 2010 have evolved into result sources. An example of a result source using OpenSearch is federating search results from Bing by providing the OpenSearch URL for its search service. An example of an out-of-the-box result source, Documents, returns all files from the local SharePoint index.
    While configuring a result block, this feature includes a full query designer for building and testing queries, similar to Query Builder in the Content Search web part.
    A result block can be configured to use specific custom display templates.
    Change ranked results by changing the query: Change the way SharePoint handles a particular query by supplementing a query with additional keywords or managed property restrictions. This feature can be used to tune search results. The original query can be changed by modifying the query terms, adding additional terms, applying an XRANK formula to the query, and so on.
    For the Specter Group Floor Plans scenario, we are going to configure our query rule for Floor Plans with an action to add promoted results for a few beachfront properties.


    The publishing options for a query rule determine when the rule can be used. By default, a rule is active until it is deactivated. We can also configure a rule to be active during a certain time. A good application of this is when a rule is set up for commerce scenarios. For example, we can set up a rule to promote certain products to the top for sale during a particular period of time, such as the holiday period.
    In the Specter Group's scenario, we want to show beachfront properties in the summer period.
  • On the Add Query Rule page, in the General Information section, in the Rule name field, type Summer Promotion as the name of the new query rule (see Figure 9-62).
    Expand the Context section and note that the Floor Plan result source is selected by default.
    Going down the page, in the Query Conditions section, ensure Query Matches Keyword Exactly is selected in the drop-down list. Enter floor plans in the text box as the query phrase to match.

    In the Actions section, click the Add Promoted Result link to add promotion for a few beachfront properties.
    In the Add Promoted Result window, shown in Figure 9-63, select the Add new promoted result option. Enter Beachfront property in the Title field, then enter the URL for the promotion banner. Select the Render the URL as a banner instead of as a hyperlink check box to render the image as a banner. Click Save to continue.

    Continue down the page and expand the Publishing section. Ensure the Is Active check box is selected and enter date values for Start Date and End Date to make sure this query rule is only active during certain dates
  • Add a result type to property type
    Add a query rule for “page” to query a specific result block, in our case a PixelMill Property with a title that contains “lakeside”
  • Thank You!

    Don’t forget to check out my blog where you can download this presentation or the recording.

    Easiest way to get to the material I referenced
  • Integrating Search Driven Content in SharePoint 2013/2016/O365

    1. 1. SharePoint Advocate and Enthusiast PixelMill ERIC OVERFIELD | @ericoverfield INTEGRATING SEARCH DRIVEN CONTENT IN SHAREPOINT
    2. 2. ericoverfield.com @ericoverfield Founder and SharePoint Branding/UI Lead, PixelMill Speaker, Teacher, Advocate, Author SharePoint Community Organizer Located in Davis, CA Co-author: “Black Magic Solutions for White Hat SharePoint” (August, 2013) Co-author: “Pro SharePoint 2013 Branding and Responsive Web Development” (Apress – June 12th, 2013) Order Your Copy http://pxml.ly/zsqykd INTRODUCTION ERIC OVERFIELD
    3. 3. WHAT YOU WILL LEARN TODAY 1 2 3 ericoverfield.com @ericoverfield AGGREGATE CONTENT ACROSS SITES CROSS-SITE PUBLISHING FEATURE CREATE CONTENT ROLLUP SOLUTIONS CUSTOM DISPLAY TEMPLATES CUSTOMIZE INDIVIDUAL SEARCH RESULTS RESULT TYPES 4 FINE-TUNE SEARCH QUERIES QUERY RULES
    4. 4. CONTENT AGGREGATION ACROSS SITE(S)
    5. 5. THE OLD WAY ericoverfield.com @ericoverfield Site Collection A Site Collection B SearchSearch Crawl Search Crawl Search Content Query Web Part (CBQ) Site Collection A Site Collection B Content Query Web Part (CBQ)
    6. 6. THE SHAREPOINT ONLINE/2013/2016 WAY ericoverfield.com @ericoverfield Site Collection / Content A Search Search Crawl Content Search Web Part Site Collection C / Aggregator Site Collection / Content B List of articles/documents Recommendations Popular items
    7. 7. DEMO SOLUTION WHAT WE WANT TO BUILD ericoverfield.com @ericoverfield Scenario: Show dynamic content Show potential buyers a rollup of all the Available properties for sale
    8. 8. SOLUTION ericoverfield.com @ericoverfield
    9. 9. IMPORTANT PREREQUISITES  Enterprise License Required (O365 requires >= E3)  For Catalog creation and CBS  Depends on Search Index / Index Freshness  Source site collection feature  Cross-Site Collection Publishing must be activated  On both authoring and display sites ericoverfield.com @ericoverfield
    10. 10. LIMITATIONS OF CROSS-SITE PUBLISHING  Consuming site requires restricted read access on authoring site  Because results can be security trimmed  Cross site publishing only supports pages and lists  Content assets (videos, images, etc.) need to be on assets site  Use Suggested Content Browser Location  REMEMBER - Results based on search index freshness ericoverfield.com @ericoverfield
    11. 11. WHAT ABOUT CONTENT DEPLOYMENT?  Very different approach  On-prem only, no SPO support  Must be across content databases  Not based on search  May be used for similar reasons,  Yet apples to oranges comparison ericoverfield.com @ericoverfield
    12. 12. SOURCE CONTENT  Store it anywhere, across site collections, web applications or farms ericoverfield.com @ericoverfield
    13. 13. CREATE CATALOG ericoverfield.com @ericoverfield
    14. 14. MANAGED PROPERTIES  Required to surface/retrieve site/content columns  Configured in Central Admin or Site Collection  On-prem: Central Admin -> Search Schema  O365: SharePoint Admin -> Search  Content has to have been crawled to create crawled properties  Another full crawl after new managed property(s)  O365 Custom managed properties only Text or Yes/No  Created in Admin Center  Not refinable – must use an existing “Refinable” property w/alias ericoverfield.com @ericoverfield
    15. 15. CREATING MANAGED PROPERTIES ericoverfield.com @ericoverfield
    16. 16. DEMO SHAREPOINT ONLINE MANAGED PROPERTIES
    17. 17. GETTING CONTENT FROM A CATALOG ericoverfield.com @ericoverfield
    18. 18. AGGREGATE CONTENT REVIEW  Prerequisites have been addressed (licenses and features)  We have source content -> catalog, stored anywhere (almost)  Content has been crawled  Managed properties have been created  Content has been crawled - again  Consuming site has been connected to catalog  Ready to display! ericoverfield.com @ericoverfield
    19. 19. CONTENT ROLLUP WITH THE CONTENT SEARCH WEB PART
    20. 20. ericoverfield.com @ericoverfield CONTENT SEARCH WEB PART OVERVIEW Getting the results: Query Builder Showing the results: Display Templates
    21. 21. GET DYNAMIC CONTENT WITH QUERY BUILDER ericoverfield.com @ericoverfield
    22. 22. DEMO CONTENT SEARCH WEB PART
    23. 23. CUSTOMIZE YOUR DISPLAY TEMPLATES
    24. 24. DISPLAY TEAMPLTE OVERVIEW  Control templates  Item templates  HTML and JavaScript  No more XSLT!  Retrieves Managed Properties ericoverfield.com @ericoverfield
    25. 25. CUSTOM DISPLAY TEMPLATES  Add to Master Page Gallery  Copy from an existing display template  Use any editor ericoverfield.com @ericoverfield
    26. 26. IMPLEMENTING CUSTOM DISPLAY TEMPLATES  Must specify all managed properties to surface  May externalize CSS and JS that template needs  Inline JS must appear after the first <div>  Add HTML markup to render results ericoverfield.com @ericoverfield
    27. 27. A LOOK THAT THE CODE ITEM TEMPLATE  Obtain Managed Properties ericoverfield.com @ericoverfield <mso:ManagedPropertyMapping msdt:dt="string"> 'LastModifiedTime':'LastModifiedTime', 'Specter Property Type'{Specter Property Type}:'SpecterPropertyType', 'Picture URL'{Picture URL}:'PublishingImage;PictureURL;PictureThumbnailURL', 'Link URL'{Link URL}:'Path', 'Line 1'{Line 1}:'Title', 'Line 2'{Line 2}:'Description', 'SecondaryFileExtension', 'ContentTypeId' </mso:ManagedPropertyMapping>
    28. 28. A LOOK THAT THE CODE ITEM TEMPLATE  Load Managed Properties into JavaScript Variables ericoverfield.com @ericoverfield var specterPropertyType = $getItemValue(ctx, "Specter Property Type"); var lastModifiedTime = $getItemValue(ctx, "LastModifiedTime");
    29. 29. A LOOK THAT THE CODE ITEM TEMPLATE  Display JavaScript variables with HTML markup ericoverfield.com @ericoverfield <span class="_#= specterPropertyType=#_"> <a href="_#= linkURL =#_" class="thumb"> _#= pictureMarkup =#_ <div class="date"> <div class="d">_#= date=#_</div> <div class="m">_#= month=#_</div> </div> </a> <div class="caption">Property Type: _#= specterPropertyType=#_</div> </span>
    30. 30. DEMO DISPLAY TEMPLATES
    31. 31. FINE TUNE SEARCH RESULTS AND CONTENT ROLLUPS
    32. 32. TARGET INDIVIDUAL RESULT ITEMS
    33. 33. THE PROBLEM  Results all look the same  But all documents / results are not the same  Forces us to search out results ericoverfield.com @ericoverfield
    34. 34. DEMO SOLUTION WHAT WE WANT TO BUILD ericoverfield.com @ericoverfield Scenario: Customize Search Experience When user searches for “floor plans”  Customize floor plans result type as best bets  Promote beachfront properties in the summer
    35. 35. RESULT TYPES  Tailor the look of important types of results ericoverfield.com @ericoverfield One of these things… is not like the other.
    36. 36. RESULT TYPES  Conditions match result properties  Identify a “type” of result  Display Templates can change the look  Of a “type” of result ericoverfield.com @ericoverfield
    37. 37. YOUR OWN RESULT TYPE ericoverfield.com @ericoverfield
    38. 38. QUERY RULES
    39. 39. QUERY RULES  Custom results based on intent  May be created at various levels  Search Service App, Site Collection, inherited  May be deactivated at child levels ericoverfield.com @ericoverfield
    40. 40. YOUR OWN QUERY RULES  Condition: Set of conditions to match to fire rule  One or more conditions per rule  Six types of conditions available  Action: What to do when rule fired  One or more actions per rule  Six types of actions available on-prem. O365 has two  Publishing: When should a rule be active  i.e. only during a certain time span ericoverfield.com @ericoverfield
    41. 41. YOUR OWN QUERY RULE ericoverfield.com @ericoverfield
    42. 42. ericoverfield.com @ericoverfield
    43. 43. ericoverfield.com @ericoverfield
    44. 44. DEMO RESULT TYPES & QUERY RULES
    45. 45. 1 2 3 ericoverfield.com @ericoverfield AGGREGATE CONTENT ACROSS SITES CROSS-SITE PUBLISHING FEATURE CREATE CONTENT ROLLUP SOLUTIONS CUSTOM DISPLAY TEMPLATES CUSTOMIZE INDIVIDUAL SEARCH RESULTS RESULT TYPES 4 FINE-TUNE SEARCH QUERIES QUERY RULES A QUICK REVIEW
    46. 46. RESOURCES ericoverfield.com @ericoverfield Configure cross-site publishing in SharePoint 2013: http://technet.microsoft.com/en-us/library/jj656774.aspx Administer search in SharePoint Server 2013: http://technet.microsoft.com/en-us/library/ee792877.aspx Connect a publishing site to a catalog: http://technet.microsoft.com/en-us/library/jj679901.aspx Customize search result types: http://technet.microsoft.com/en-us/library/dn135239.aspx Content Features in SharePoint Online: http://pxml.ly/1uQbZjl Display template reference in SharePoint Server 2013: http://technet.microsoft.com/en-us/library/jj944947.aspx Create query rules: http://technet.microsoft.com/en-us/library/jj871014.aspx SPO search administration overview: http://pxml.ly/ZA4d1v Manage the search schema in SPO: http://pxml.ly/1yliyyi Manually request crawling and re- indexing of a site, a library or a list: http://pxml.ly/1sSCIHD
    47. 47. INTEGRATING SEARCH DRIVEN CONTENT IN SHAREPOINT THANK YOU QUESTIONS? @ericoverfield http://pxml.ly/EO-Search-Driven Order Your Copy http://pxml.ly/zsqykd “Pro SharePoint 2013 Branding and Responsive Web Development” (Apress – June 12th, 2013)

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