As I touch on these levels of maturity think about where your organization is.
-How many of you have had users come to you and say “I can’t access a document from __ library!” or “Why can’t I access this information from ourFileshare?”
5 Questions Every Admin Should Ask Their Users to Improve SharePoint Search
5 Questions Every Admin Should Ask Their Users to Improve SharePoint Search Dave Gordon email@example.com DaveGordon @SurfRay
5 Questions Every Admin Should Ask Their Users to Improve SharePoint Search Agenda • Review of SharePoint Search Maturity • Question 1 – Diagnosing Crawler Issues • Question 2 – Providing Useful Search Refiners • Question 3 – Fixing the Site Structure • Question 4 – Creating Useful Synonyms • Question 5 – Making a Useful Advanced Search Page • Q&A
About Me• Regional Sales Manager for SurfRay• Job revolves around improving the UI experience• Colleagues and I provide additional knowledge around search to SharePoint community
SharePoint Search Maturity Users understand relationship of tagging to 500 search results. Automated tagging may be used. High volumes can be handled. Content types and custom properties are leveraged 400 in Advanced Search. Results customized to specific needs, may be actionable. Search results are analyzed. Best bets and metadata 300 properties are leveraged to aid the search experience. Custom scopes and iFilters employed to aid the search experience 200 100 Out of box functionality for query, results, and scopes; some additional content sources may be indexed.http://surfray.com/resources/webcasts/496-sharepoint-maturity.html
Question 1 – Crawler IssuesQ: What content do you commonly look for that you can’t quicklyfind through search? Are there similarities? Are they located insimilar places, similar document types, or owned by certaindepartments?Answers May Reveal:• Content Sources are not set up to be crawled• iFilters are not installed and working properly• Permissions may not be set correctly• Metadata may not be mapped correctly
Question 2 – Search RefinersQ: On bestbuy.com, searching for “tv” will provide many refinementoptions on left column of the page. You can narrow the large list of TVsby Brand, Price Range, Size, Features, etc. What if you could do thesame thing on your SharePoint search center? What categories wouldyou want to refine on?Answers May Reveal:• Metadata that you should start to collect• Metadata that is not applied to enough content• Search refiners that you should create• If certain search refiners are useful only to specific departments
Question 3 – Site StructureQ: If you were to split your documents into categories and couldn’t usesearch terms to find items, what categories would you want? Forexample, would you split documents into practice types, industries, orgeographic regions? Be creative and list any categories that could begenerally descriptive to include most of your content.Answers May Reveal:• How to build taxonomy and split document libraries• Metadata to collect• Search Refiners, fields on the Advanced Search Page, sorting options, & groupings (Ontolica Specific) to create.
Question 3 – Site Structure Custom MetadataLibrary Structure
Question 4 – Synonyms & Best BetsQ: Are there words you commonly misspell when searching forcontent? Are there multiple words or acronyms you search forthat have the same meaning? Be honest.Answers May Reveal:• Best Bets to create• Synonyms to establish• Problems with document naming conventions
Question 4 – Synonyms & Best Bets Visual Best Bet Normal Best Bet
Question 5 – Advanced SearchQ: Are there times you find yourself forced to use the advancedsearch page? What are you forced to go to the advanced searchpage to find?Answers May Reveal:• Fields to improve on the Advanced Search Page• Advanced search fields to include on the “basic” search page• Scopes to offer to various audiences• Useful Search Refiners• Beneficial Quick Filters (Ontolica Specific)• Useful changes to relevancy ranking models