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Agnes Molnar - Best Practices for Information Architecture and Enterprise Search

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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

  1. 1. Best Practices for Information Architecture and Enterprise Search Agnes Molnar, Search Explained
  2. 2. 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
  3. 3. Agenda • Information Architecture: Organize and Classify the Content • Enterprise Search: Find the Proper and Relevant Content in the current Context
  4. 4. Information Architecture The art and science of organizing and labeling the CONTENT to support findability and usability
  5. 5. Enterprise Search Connects people to the information they need to get their jobs done
  6. 6. Enterprise Search Search Technology that your organization owns and controls
  7. 7. ENTERPRISE CONTENT MANAGEMENT
  8. 8. Content Management in SharePoint
  9. 9. Content Management in SharePoint
  10. 10. Organize and Classify Content in SharePoint Document Libraries & Folders Content Types Document Sets Managed Metadata Document ID Workflows Content Organizer Rules …
  11. 11. 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
  12. 12. 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)
  13. 13. Folders or Not Folders? • Lack of Standards
  14. 14. Folders or Not Folders? - Alternatives Tagging (Metadata) Document ID Content Type Document Set 15
  15. 15. 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
  16. 16. How to use Folders? Combine • Folders • Metadata • Content Types • Document Sets • … Create “Without Folders” View • Hides folder structure • Eliminates hierarchy
  17. 17. LOCATION: FOLDERS VS. DOCUMENT SETS
  18. 18. 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
  19. 19. 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
  20. 20. CONTENT TYPES
  21. 21. 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
  22. 22. Content Types • Storing the Templates in local folders
  23. 23. Content Types • Organize the Templates into Template Library
  24. 24. ENTERPRISE SEARCH
  25. 25. Search is Easy!?
  26. 26. Find is the REAL Challenge!
  27. 27. 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.’
  28. 28. Search = Users + Content + Context Content Context Users
  29. 29. 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
  30. 30. 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)
  31. 31. Search Metadata Crawled Property Managed Property Author CreatedBy From Author Usage Refiner Display on Result Set Display on Hover Panel Sorting by
  32. 32. Search Metadata Refinement Result Type & Display Template On Hover Panel Query & Query Rules
  33. 33. Search Metadata
  34. 34. Managed Navigation + Search
  35. 35. Managed Navigation
  36. 36. Security in Enterprise Search Goal: to protect Enterprise Search from “security incidents” Security Trimmed Results Enterprise Search Security = Content Security Enterprise Search != Security Leak
  37. 37. Security in Search - Challenges Content Security Granularity Tracking Permissions Manipulating Permissions AD Groups vs. SharePoint Groups vs. Custom Backend Groups Testing
  38. 38. Conclusions
  39. 39. questions? HTTP://SEARCHEXPLAINED.COM @MOLNARAGNES @SEARCHEXPLAINED
  40. 40. thank you. SHAREPOINT AND PROJECT CONFERENCE ADRIATICS ZAGREB, 10/15/2014 - 10/16/2014

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