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Cloud Hybrid Search with SharePoint
This document summarizes a presentation about cloud hybrid search in SharePoint. It discusses: 1. The benefits of cloud hybrid search such as access from anywhere, a consistent user experience, and scalable index storage. 2. Some current limitations of cloud hybrid search including slower performance, lack of features in SharePoint Online, and complex administration. 3. Techniques for implementing cloud hybrid search including connecting an on-premises search service application to Office 365 and setting up content sources and search centers. 4. Topics covered include indexing and queries, a case study of a large university implementation, and tuning the cloud hybrid search experience.
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Cloud Hybrid Search with SharePoint
- 1. Understanding and Applying CloudHybrid Search @jefffried Jeff Fried CTO, BA Insight
- 2. we love hybridsearch - it's amazing how fast usage is growing Jeff Teper @jeffteper
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- 4. Focused on Searchand SharePoint since 2004 Longtime Search Nerd • CTO, BA Insight • Senior PM, Microsoft • VP, FAST • SVP, LingoMotors About Jeff Fried Passionate About • Search • SharePoint • Search-driven applications • Information Strategy Blog: BAinsight.com/blog Technet Column “A View from the Crawlspace” jeff.fried@bainsight.com
- 5. About BA Insight –Connectivity – Applications - – Classification - – Analytics
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- 10. The Evolution of SharePoint: HYBRID ManagementExtensibilityExperiences | Server ExperiencesManagementExtensibility | Server | Server HYBRID Team Sites Portals Enterprise Content Mngt BI
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- 12. The Future ofSharePoint Search, with Expert Jeff Fried by Christian Buckley. March 23, 2015
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- 14. “Classic” Hybrid Searchis Federated not a single result set OOB
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- 16. Access anywhere Consistent user experience Unified search results No upgrades No infrastructure mgt Index storage scalable Benefits of Cloud Hybrid Search
- 17. Reduce Your Footprint Servers Volumeof Content (indexable items) Pattern On-prem Search Farm Cloud Hybrid Search 0-10 million items Small 4 App + 2 DB 1 or 2 10-40 million items Medium 12 App + 2 DB 2 40-100 million items Large 28 App + 4 DB 2 400 million items XL example (SP2016) 86 App + 4DB 2 or 3
- 18. SharePoint Server (On-premises orHosted) Office 365 SharePoint Online Content Onedrive for Business Content SharePoint Content Cloud Hybrid Search
- 19. SharePoint 2013/2016 SearchArchitecture Web Service (CEWS)
- 20. Walk-through: indexing &queries SharePoint Server (On-premises or Hosted) Office 365
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- 22. Case Study: LargeUniversity
- 23. Setting up CloudHybrid Search •Create • Cloud Search Service Application in SharePoint Server 2016 •Set up • search architecture in SharePoint Server 2016 for cloud hybrid search •Connect • your Cloud Search Service Application to your Office 365 tenant •Create • a content source to crawl for cloud hybrid search •Setup • Search Center to validate hybrid search results in O365 •Start • full crawl of on-premises content for cloud hybrid search •Verify • that cloud hybrid search works Tune • cloud hybrid search experiences
- 24. SupportSales & Marketing KnowledgeArticles Fileshares OneDrive Support forum SPO Search Farm SP 2013 content SP 2010 content On- premises Office 365 SPO content SP 2013/2016 Cloud SSA Example: Support Content
- 25. Setup for SupportSearch The Support Search vertical only searches sites that are relevant to the Support team. It uses Local SharePoint results plus a filter on which sites to include in the search results Result source query: {searchTerms} ( Path:»http://sp2010» OR Path:»file://fileshare» OR Path:»http://demohybrid... /../supportforum») SharePoint Online Support Search
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- 27. Search Unified search across SharePointon-premises and Office 365 content and people SharePoint 2013/2016 Deliverunified search results from Office 365 and on- premises in a single search
- 28. Search & discoveryarchitecture wireframe -- Online, on-premises, and hybrid
- 29. External Content (on-premises and/or inthe cloud) SharePoint Server (On-premises or Hosted) Office 365 SharePoint Online Content Onedrive for Business Content Connectors SharePoint Content Adding External Content Cloud Hybrid Search Also drives: • Office Graph (delve,..) • Compliance (DLP, …)
- 30. Connectors to ManyEnterprise Systems • Aderant • Amazon S3 • Alfresco • Box • Confluence • CuadraSTAR • Elite / 3E • EMC Documentum • EMC eRoom • Google Drive • HP Consolidated Archive • (EAS, aka Zantaz) • HPE Records Manager/HP TRIM • IBM Connections • IBM Content Manager • IBM DB2 • IBM FileNet P8 • IBM Lotus Notes • IBM WebSphere • iManage Work • Jive • LegalKEY • LexisNexis Interaction • Lotus Notes Databases • Microsoft Dynamics CRM • Microsoft Exchange • Microsoft Exchange Public Folders • Microsoft SQL Server • MySQL • NetDocuments • Neudesic The Firm Directory • Objective • OpenText LiveLink/RM • OpenText eDOCS DM • Oracle Database • Oracle WebCenter • Oracle WebCenter Content (UCM/Stellent) • PLC/Practical Law • ProLaw • Salesforce.com • SAP ERP • ServiceNow • SharePoint Online • SharePoint 2016 • SharePoint 2013 • SharePoint 2010 • SharePoint 2007 • Sitecore • Any SQL-based CRM system • Veeva Vault • Veritas Enterprise Vault (Symantec eVault) • West km • Xerox DocuShare • Yammer Plus a proven architecture and process for creating new connectors to complex systems
- 31. External Content inO365 UX Unified view across all content - on-premises and on-line - inside and outside SharePoint
- 32. Current Caveats: 1) don’tsee thumbnails, just file icons 2) Have to query for it to show up
- 33. External blog SP OnPrem Yamme r Yamme r OneDriveSP Online OneDrive
- 34. – – – – Case Study: Cloud SSA,external content Large global company in materials science
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- 36. Issues with CloudHybrid Search (1) Cloud Hybrid Search "annoyances" Performance Characteristics slower query latency for on-prem queries against Cloud SSA SharePoint Online Limitations no synonyms no site-level schema no full trust code access Hybrid Administration Weaknesses clunky metadata mapping can't remove on-premises search results from Cloud SSA trickier to test & debug crawls can't reset index from Cloud SSA Be aware of these & compensate for them (Fixed in August PU) (Semi-addressed in June PU) And it’s getting better:
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- 41. Item Limits andPricing Licensing: 1M items of external content in index for every 1TB storage in O365 1TB included by default + 0.5 GB per licensed O365 user No limit on number of items from O365 in the index Default throttling at 20M external items; current threshold at 25M 2000 users x 0.5 GB = 1TB + 1TB default = 2 TB total -> 2M external items indexed + Can also buy the “Office 365 Extra File Storage” Add-on $0.20/GB/Month = $200/TB/Month = $200/M items/Month 50,000 users x 0.5 GB = 25TB + 1TB default = 26 TB total -> 26M external items indexed
- 42. Should I runindex reset? NO! DeleteAllCloudHybridSearchContent() https://blogs.technet.microsoft.com/beyondsharepoint/2016/07/07/cloud-hybrid-search-service-application-removing-items-from-the-office-365-search-index/
- 43. Issues with CloudHybrid Search (2) 43 Content Enrichment no CEWS no Entity Extraction Security no Custom Security Trimming Can't crawl across Multiple Domains Can't Crawl SP in Classic Auth Mode Data Sovereignty export-restricted content can't be put in O365 index Limitations of Cloud SSA
- 44. External Content (on-premises and/or inthe cloud) SharePoint Server (On-premises or Hosted) SPO Content OneDrive Content Connectors SharePoint Content Connector Framework Office 365 AutoClassifier (app version) CEWS Custom Processing
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- 46. Online On-Prem Cloud Hybrid Searchunder the covers Security = identity sync + ACL mapping Cloud SSA Cloud SSA ParseCrawl SCS ACL Map Process Blob store queue
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- 48. Mapping of AccessControl Lists Allow: S-1-5-21-1212121212-1212121212-1212 Allow: PUID-XXXX-XXXXXXXXXX • User SIDs are mapped to PUIDs • Group SIDs are mapped to Object IDs • «Everyone» and «Authenticated users» are mapped to «Everyone except external users» Only AD Users and Groups, Only from one domain
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- 50. A global singleindex solution Cloud SSA Cloud SSA Cloud SSA Cloud SSA Cloud SSA BUT export-restricted content can’t be in the global index
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- 52. Issues with CloudHybrid Search OOB Content Enrichment no CEWS no Entity Extraction Security no Custom Security Trimming Can't crawl across Multiple Domains Can't Crawl SP in Classic Auth Mode Data Sovereignty export-restricted content can't be put in O365 index Limitations of Cloud SSA BA Insight Solution Connector Framework AutoClassifier Connector Framework can 'map down' to AD groups can 'map across' cross-domain can crawl and map security Federator
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- 56. Complexity of environment A/A,Trusts and Federation Extension of SP farm design Skill-set required • Identity, Security • Networking • SP Infrastructure • Information mgmt. design • •
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Editor's Notes
- #4 REMEMBER – An intranet project is not just a significant change project, it has the potential to be transformative to the way a company operates. Adoption is key to achieving this, so a clear plan for engagement and communication is crucial, based around your three areas of focus…
- #14 REMEMBER – An intranet project is not just a significant change project, it has the potential to be transformative to the way a company operates. Adoption is key to achieving this, so a clear plan for engagement and communication is crucial, based around your three areas of focus…
- #20 Remote Result Sources
- #22 REMEMBER – An intranet project is not just a significant change project, it has the potential to be transformative to the way a company operates. Adoption is key to achieving this, so a clear plan for engagement and communication is crucial, based around your three areas of focus…
- #28 SharePoint Server 2013 and SharePoint Server 2016 provide two individual hybrid search scenarios, Cloud Hybrid Search introduced in August 2015 to SharePoint Server 2016 IT Preview and SharePoint Server 2013, in addition to the classic federated hybrid search scenario, introduced in SharePoint Server 2013. Cloud Hybrid Search The Cloud Hybrid Search scenario represents the next generation in hybrid search and discovery. With the cloud hybrid search solution, both your on-premises and Office 365 crawled content is unified in a search index hosted in Office 365. When users query your search index in Office 365, they get search results from both on-premises and Office 365 content. The content metadata is encrypted when it’s transferred to the search index in Office 365, so the on-premises content remains secure. Federated Hybrid Search Federated hybrid search is a hybrid search scenario in which a query issued by a user is federated or distributed across on-premises and Office 365 returning a set of results from each location as discrete entities. In a federated hybrid search scenario on-premises crawled content is stored on-premises in the search index and Office 365 content in the search index in Office 365 with no affinity between the two data sets. Federated hybrid search can be configured in inbound, outbound, or bi-directional hybrid topologies. Outbound User searches from the SharePoint Server 2013 Search Center display hybrid results. This is called outbound hybrid search. Inbound User searches from the SharePoint Online Search Center display hybrid results. This is called inbound hybrid search.
- #29 A SharePoint hybrid experience provides three layers of opportunity for customers of SharePoint Server 2016 that allow customers to take advantage of Office 365 innovation at their own pace, whether you are considering migrating to Office 365 or plan to maintain a hybrid model. App Launcher The App Launcher is a familiar feature in Office and it’s now been extended to SharePoint Server 2016. The App Launcher provides a common location to discover new apps and navigate SharePoint on-premises and Office 365. Apps The Apps represent the experiences a customer can implement and choose from with hybrid through the App Launcher. These are the core scenarios a customer can implement as part of their hybrid experience. Data Discovery To complete the hybrid scenarios, customers can choose to implement hybrid search that enables unified discovery of both content and people across SharePoint and Office 365 and enables the use of powerful capabilities such as the Office Graph.
- #36 REMEMBER – An intranet project is not just a significant change project, it has the potential to be transformative to the way a company operates. Adoption is key to achieving this, so a clear plan for engagement and communication is crucial, based around your three areas of focus…
- #51 Data Sovereignty Laws Safe Harbor agreement struck down this fall (US/EC) New Russian localization law (went into effect in September Currently 20+ countries also considering similar privacy laws
- #54 REMEMBER – An intranet project is not just a significant change project, it has the potential to be transformative to the way a company operates. Adoption is key to achieving this, so a clear plan for engagement and communication is crucial, based around your three areas of focus…