Agnes Molnar - Best Practices for Information Architecture and Enterprise Search
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Agnes Molnar - Best Practices for Information Architecture and Enterprise Search
•3 likes•1,484 views
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Information Architecture (IA) for a large organization is often as complex as a twisting labyrinth. In this session, I will explain and demonstrate, why a good IA design is important for search and also provides best practices on how to plan, maintain and govern it.
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Agnes Molnar - Best Practices for Information Architecture and Enterprise Search
- 2. Best Practices for Information Architecture and Enterprise Search Agnes Molnar, Search Explained
- 3. Introduction – Agnes Molnar • 7 years SharePoint Server MVP • Enterprise Search, Information Architecture • Founder & Managing Consultant • Worldwide Consultancy, Guidance, Trainings, Workshops • Web: http://SearchExplained.com • Yammer: http://yammer.com/SearchExplained • Twitter: @molnaragnes, @SearchExplained • E-mail: agnes.molnar@SearchExplained.com
- 4. Agenda • Information Architecture: Organize and Classify the Content • Enterprise Search: Find the Proper and Relevant Content in the current Context
- 5. Information Architecture The art and science of organizing and labeling the CONTENT to support findability and usability
- 6. Enterprise Search Connects people to the information they need to get their jobs done
- 7. Enterprise Search Search Technology that your organization owns and controls
- 9. Content Management in SharePoint
- 10. Content Management in SharePoint
- 11. Organize and Classify Content in SharePoint Document Libraries & Folders Content Types Document Sets Managed Metadata Document ID Workflows Content Organizer Rules …
- 12. Folders or Not Folders? • Linear Structure • Requires drilling down to sub-folders • Difficulty in finding content • Inefficient during upload • Every File HAS to belong to ONE folder • Moving document = URL change • Deep folder structure = long URL • Max URL length: 256 characters
- 13. Folders or Not Folders? • Lack of flexibility in views • No Synonyms • Folder names cannot contain special characters • Folder structure can be modified by any team member (Contributor)
- 14. Folders or Not Folders? • Lack of Standards
- 15. Folders or Not Folders? - Alternatives Tagging (Metadata) Document ID Content Type Document Set 15
- 16. Why Keep Using Folders? Risk of low user adoption Metadata is a huge mind shift Permission model (folder-level) Bulk upload – No metadata enforcing/support
- 17. How to use Folders? Combine • Folders • Metadata • Content Types • Document Sets • … Create “Without Folders” View • Hides folder structure • Eliminates hierarchy
- 18. LOCATION: FOLDERS VS. DOCUMENT SETS
- 19. Document Sets in SP2010 Document Library Document_1 Document_2 Folder_1 Document_F1_1 Document_F1_2 Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 DocumentSet_F1_1 Document_DS_F1_1_1 Folder_2 Folder_3 DocumentSet_1 Document_DS1_1 Document_DS1_2
- 20. Document Sets in SP2013 Document Library Document_1 Document_2 Folder_1 Document_F1_1 Document_F1_2 Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 DocumentSet_F1_1 Document_DS_F1_1_1 Folder_2 Folder_3 DocumentSet_1 Document_DS1_1 Document_DS1_2 Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1
- 21. CONTENT TYPES
- 22. Content Types Document Document_Root Contract Technical Document Requirements System Requirements Functional Requirements Case Study User Manual Marketing Presentation For Business Decision Makers For Developers For Admins
- 23. Content Types • Storing the Templates in local folders
- 24. Content Types • Organize the Templates into Template Library
- 26. Search is Easy!?
- 27. Find is the REAL Challenge!
- 28. Common Requirements • ‘I want Google-like Search in my Enterprise’ • ‘I want it just work.’ • ‘We have 666 million documents. I want to be able to find everything.’
- 29. Search = Users + Content + Context Content Context Users
- 30. Organize and Refine Results in SharePoint Search • Refinement Panel • Managed Properties • Result Sources / Query Rules • Properties (Metadata) • Content Source • Content Type • … • Core Results Web Part • Managed Properties • Customization • Hover Panel • Managed Properties • Customization
- 31. Search Metadata – Crawled/Managed Properties • Crawled property: metadata extracted from the documents/items during the crawl. • Managed property: created from crawled properties, controlled by the Search Admins, helping users perform more efficient and successful queries: • Refiners • Properties displayed in Search Results • Sorting Properties (FAST)
- 32. Search Metadata Crawled Property Managed Property Author CreatedBy From Author Usage Refiner Display on Result Set Display on Hover Panel Sorting by
- 33. Search Metadata Refinement Result Type & Display Template On Hover Panel Query & Query Rules
- 34. Search Metadata
- 35. Managed Navigation + Search
- 37. Security in Enterprise Search Goal: to protect Enterprise Search from “security incidents” Security Trimmed Results Enterprise Search Security = Content Security Enterprise Search != Security Leak
- 38. Security in Search - Challenges Content Security Granularity Tracking Permissions Manipulating Permissions AD Groups vs. SharePoint Groups vs. Custom Backend Groups Testing
- 39. Conclusions
- 40. questions? HTTP://SEARCHEXPLAINED.COM @MOLNARAGNES @SEARCHEXPLAINED
- 41. thank you. SHAREPOINT AND PROJECT CONFERENCE ADRIATICS ZAGREB, 10/15/2014 - 10/16/2014
Editor's Notes
- documents, web sites, blog posts, database entries, etc.
- Create “Folder View” for contributors Create “Non-Folder Views” for visitors (grouping, ordering, etc.)
- Display Templates Query Builder Result Sources Query Rules
- “An average person today processed more information in a single day than a person in the 1500’s did in an entire lifetime.”
- Context: Business models & goals, corporate culture, resources [Where information is used] Content: Document types Objects, structure, attributes, Meta-information [How to describe the information] Users: Information needs, audience types, expertise, tasks [How to Use the Information]
- Resource: Configure properties of the Search Box Web Part in SharePoint Server 2013 (http://technet.microsoft.com/en-us/library/gg576963.aspx).
- Taxonomy-Based Navigation Dynamic Search-Driven Catalogs by Navigation
- Security trimmed results
- Conclusion