Scoping a Successful SharePoint 2016 Hybrid Search Implementation

1. Scoping a Successful SharePoint 2016 Hybrid Search Implementation Agnes Molnar Agnes.Molnar@SearchExplained.com
2. The Organization (Case Study) • Global Pharmaceutical company • 100,000 employees • 100,000,000 documents: – Google – SharePoint – Mix of cloud & on-premises • Expected: 300,000,000 documents in two years – Ongoing Content Migration Projects
3. Common Challenges with Search
4. Common Challenges with Search FINDABILITY
5. The Challenge New & growing data sources • SharePoint • SharePoint Online • Google Drive • Google Sites • Google Plus Scalability • Current farm too small • Scalability for the future Performance • Performance from remote regions • Performance of Intranet Functionality • Search based on user context • Usability improvements • Better analytics / relevance management
6. Challenge #1 – Information Overload
7. Challenge #2 – Finding the Needle in a Haystack
8. Challenge #3 – Organizational Silos
9. Challenge #4 – Technical Silos
10. Challenge #5 – Search and Domain Expertise
11. Search as a Metaphor is Broken! “Search is no longer simply about “search” ie. information retrieval triggered by a user entering a string of text. It is moving into the real-time, the predictive, and the visual.” Innovations in Knowledge Organization Conference Singapore, 2015
12. Search: More than Technology Source: http://searchpatterns.org
13. Findability
14. Search vs. Discovery
15. HYBRID SEARCH
16. The Search Processes Crawling Content Processing Indexing Querying Presenting Results Capturing Clicks Analyzing Suggesting Tuning
17. Hybrid Search in SharePoint 2016 and Office 365
18. The Search Processes - Components On-prem O365
19. User Experience
20. User Experience- Components • Result Sources • Result Types • Query Rules • Result Sets • Result Blocks • Promoted Results • Refinement Panel • Hover Panel • Display Templates • METADATA!
21. Content Readiness Types of content Main characteristics / properties Categories / classes Value of the content Lifecycle Storage(s) Content creators / contributors Content consumers Scenarios / Use cases Permissions
22. Metadata Refinement Result Type & Display Template On Hover Panel In Query Rules
23. Metadata Crawled Properties Managed Properties Project Number Client Name Project Financial ID Project Number External Content CustomerNo ProjectNo Unstructured Content Project NBR ClientNumber ClientName List data Project ID ClientID Client Name Content Type Project ID Customer
24. Metadata Quality • Quality of Search depends on the Quality of Content • Good and Consistent Metadata • Auto-Tagging • Dictionary-Based (Entity Extraction, OOTB) • Statistical • Hybrid
25. Define your requirements Business goals Users Scenarios & use cases Application Lifecycle Systems to integrate User Experience Metrics Milestones Resources Experts
26. Prioritize Business Planning Implementation IT & maintenance Measure & QA
27. Mistakes to Avoid Ignoring Hybrid Search Dive “all in” immediately Looking for one search that “rules them all” Not considering the benefits beyond aggregated & unified search results Not involving all necessary stakeholders Seeing Search as a one-time project 27
28. Summary
29. Keep in Touch! Get Involved! Agnes.Molnar@ SearchExplained.com @SearchExplained /SearchExplained /SearchExplained http://Academy.SearchExplained.com http://SearchExplained.com/UC2016 Get 20% discount by using the code: UC2016

Editor's Notes

END USER level 200

Too much information
64.000 words of new information / day  a book / day

Organizations with HUNDREDS OF MILLIONS of documents!

Don’t know where to search what you need

Global organization
Offices on four continents
No proper cross-office / cross-department communication

Data centers on four continent
200M+ documents
Dozens of CMS applications
No cross-application platform
Duplicated content

Search metaphor broken

Maybe that’s not what we should be focused on… setup for findability

FINDABILITY is what we should be focused on. Search is just a piece of that.
We’ve had navigation for a long time (though many of us never got it right).
We’ve been focused on search
Search is dependent upon accessibility of the content (permissions, technology [format & container & connectors to content]) & information architecture (which again, many of us never got right)
The user experience of search has gotten better
Some search results take into account user interactions with content (e.g. clicks) but they are accounting for other users’ behaviors related to a search query, not my behaviors or preferences.

What’s been missing is the user himself or herself. An understanding of the user—their persona—to help determine what the user might be trying to find or should find.

Delve demo

On-prem vs. cloud components

Don’t get scared
Complex, challenging but beautiful

Metadata Everywhere
Metadata Inventory:
Common metadata (title, author, etc.)
Custom metadata for each content type
Content audit
Stakeholders & Key users

Existing metadata and needed metadata
Manual
Auto-tagging

DEMO: aghy

Think of Search & findability when you create/upload content
Metadata!!!

‘I want Google-like Search in my Enterprise’
‘I want it just work.’
‘I want to be able to find everything.’

These are NOT requirements. These are dreams.

Office Graph & Delve integration
Unified Access
Unified Hybrid Search

Scoping a Successful SharePoint 2016 Hybrid Search Implementation

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Scoping a Successful SharePoint 2016 Hybrid Search Implementation

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