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Scoping a Successful SharePoint 2016 Hybrid Search Implementation

  1. Scoping a Successful SharePoint 2016 Hybrid Search Implementation Agnes Molnar
  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:
  13. Findability
  14. Search vs. Discovery
  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 /SearchExplained /SearchExplained Get 20% discount by using the code: UC2016

Editor's Notes

  1. END USER level 200
  2. Too much information 64.000 words of new information / day  a book / day Organizations with HUNDREDS OF MILLIONS of documents!
  3. Don’t know where to search what you need
  4. Global organization Offices on four continents No proper cross-office / cross-department communication
  5. Data centers on four continent 200M+ documents Dozens of CMS applications No cross-application platform Duplicated content
  6. Search metaphor broken Maybe that’s not what we should be focused on… setup for findability
  7. 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.
  8. Delve demo
  9. On-prem vs. cloud components
  10. Don’t get scared Complex, challenging but beautiful
  11. 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
  12. DEMO: aghy
  13. Think of Search & findability when you create/upload content Metadata!!!
  14. ‘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.
  15. Office Graph & Delve integration Unified Access Unified Hybrid Search