Solving Real World Challenges with Enterprise Search


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Enterprise Search is complex, even in theory. But when you implement your search solution and everything turns to reality, you’ll find some new, never-seen challenges. In this session, I’ll collect the best, biggest and most exciting challenges from my experience, including real world customer scenarios and solutions. Regardless of the SharePoint version you use (SharePoint 2010, FAST Search for SharePoint, SharePoint 2013), this session is for you if you want to prepare for these “unexpected” scenarios.

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  • Source:
  • No longer within the firewallRelevance is criticalSearch within the organization„Transparent” SearchSearch Driven Applications
  • Management by Walking Around
  • “Join” by…FilterRefinementDisplaySort/Order
  • Resource: Configure properties of the Search Box Web Part in SharePoint Server 2013 ( Extraction for other content sources
  • Search “opens up windows” but not a “security leak”!!Plan!!Research on SOURCE SYSTEM, involve the admins there!!TestOn Source systemOn SearchInvolve:Source system key usersSource system adminsTest users (<7)More test users
  • New analytics processing component analyzes content in the search index and user actions that were performed on a site to identify items that users perceive as more relevant than others.Number of ViewsNumber of ClicksOverall item usageRecommendationSocial distance…
  • Jeff
  • Solving Real World Challenges with Enterprise Search

    1. 1. sponsors
    3. 3. Introduction – Agnes Molnar International SharePoint Consultant • 10+ Years SharePoint Experience • Information Architecture & ECM • Search SharePoint Server MVP • 6 Years SharePoint Server MVP • 5+ Years Speaking at Conferences Around the World • Numerous Books, White Papers, Articles Contact • E-mail: • Blog: • Twitter: @molnaragnes
    4. 4. Agenda
    5. 5. Information Overload OR Filter Failure? Source -
    6. 6. Enterprise Search Search Technology that your organization owns and controls
    7. 7. Search is Easy… Find is the real challenge!
    8. 8. Search as an Application Source:
    9. 9. Search as an Application • Search is no longer the white box • Content lives in disparate locations • Structured and unstructured content lives in different locations • Need to aggregate content according to • • • • • • Process Context Customer Goal Program Parameter of any of the above
    10. 10. User – Context – Content • Context: Business models & goals, corporate culture, resources • [Where information is used] • Content: Document types Objects, structure, attributes, Metainformation Context • [How to describe the information] • Users: Information needs, audience types, expertise, tasks • [How to Use the Information] Content Users
    11. 11. Requirements Gathering Types of Content Types of Users Users’ Behavior Content Sources Metadata Actions to Take Amount of Content Current “Pain Points”
    12. 12. Search is more than Technology Source:
    13. 13. The Complexity of Enterprise Information What we give to the search engine… What the search engine sees… Title Author Created Date Modified Date File Type … Overview of SharePoint 2013 Preview Installation and Configuration Alex Yarrow 06/21/2012 10/16/2012 docx …
    14. 14. Explicit metadata versus implicit metadata Content Type = License ABC Company Explicit metadata Organization = DEF Company Topic = Support ABC shall provide first level technical support to all Licensed Product end users and/or Sublicensed Product customers/users. DEF will provide second level support. DEF shall provide to ABC a primary and a secondary support person to act as the primary interface with ABC’s technical and customer support team. DEF shall provide direct technical support to ABC for all uses of the DEF Software. Support level definitions and responsibilities are set forth in Exhibit C. An “SLA Failure” as defined in Exhibit C shall qualify as a Release Condition sufficient to authorize the Escrow Agent to release to Source Code to ABC pursuant to Section 7 and the Escrow Agreement. Forward Index – Words per document Inverted Index – Documents per word ABC customers customer support customer support team DEF DEF software end users escrow agreement. escrow agent exhibit c licensed product Implicit metadata release condition section 7 secondary support SLA SLA failure software source code support level sublicensed product technical support
    15. 15. The Complexity of Search Result Block Data Source Content Source Result Block Data Source Query Rule Query Rule Query Rule Result Set Content Source Data Source metadata Content Source Data Source Local Search Index Refinement Panel Result Source Indexing Hover Panel Federation Remote Search index Result Source Display Templates
    16. 16. Requirements Gathering Information-Seeking Patterns • „I know what I’m searching for and know how to do that” • „I know what I’m searching for but I don’t know how to do that” • „I don’t know what I’m searching for” • „Am I Searching?...”
    18. 18. Content Inventory • “I have a lot of content, but I don’t know what to do with them…”
    19. 19. Content Inventory • SharePoint content (2013, 2010, …) • • • • Intranet Department sites Project sites Internal KB • File shares • • Sales repository (RFPs, proposals, etc.) Marketing documents (DMs, brochures, etc.) • Web sites • • • Company public web site Professional Know-How Web Sites (finance, IT, development, etc.) Common interest (stock, management, etc.) • Exchange Public Folders • Internal communication • Business Data • Data from databases • Custom connector • • SAP data CRM data
    20. 20. Search Federation
    21. 21. Crawl or Federate? – Where to get the content from? • Crawl + Use Local Index: • Examples: • • Intranet Company file shares • Pros: • • • Full control over the index (crawl schedule, metadata included, etc.) and ranking model Results can be aggregated into one result set Common refiners (facets) • Cons: • • Needs resources for the crawling process Needs storage to store the index • Federate: • Examples: • • • Professional know-how web sites (TechNet, MSDN, etc.) Internet results for a specific topic (financial news, stock information, etc.) 3rd party Content Management System • Pros: • Doesn’t need resources to crawl / store the index • Cons: • • • • Live Internet connection is required No control over the index No control over the ranking model No real aggregation with other result sources
    22. 22. Content Source Inventory Name Type Location Owner Volume of Content Frequency of Updates Intranet SharePoint http://intranet Intranet Team 200K items 100-300/hr Project Sites SharePoint http://projects Delivery 200K items 100-200/hr Sales share File share X:Sales Sales 500K docs 300-500/hr Marketing share File share X:Marketing Marketing 200K docs 300-500/hr Company web site Web site Marketing/ Publishing Team <100K pages 1-10/day Competitor’s web site Web site [external] <100K pages 1-10/day Professional Know-How Web site [external] <100K pages 5-10/week Company Announcements Exchange Public Folder Exchange/Public Folders/Announcements Marketing/ Internal Comm. Team <100K items 5-10/day HR data Business Data (SQL) SQL database HR <100K items 10-100/day CRM data Custom Connector CRM system Sales 500K entries 500-1000/hr
    23. 23. Metadata in Search • The “glue” of Search Applications • Crawled property: metadata extracted from the documents/items during the crawl. • Managed property: mapped to crawled properties, controlled by Search Admins, helping users perform more efficient and successful queries: • Refiners • Displayed in Search Results • Sorting Properties
    24. 24. Metadata in Search Crawled Property Managed Property Usage Refiner Author Display on Result Set CreatedBy Author Display on Hover Panel From Sorting by
    25. 25. Using Managed Properties Refinement In Query Rules Result Type & Display Template On Hover Panel
    26. 26. Security Users can see what they have access to. vs. Users cannot see what they don’t have access to.
    27. 27. The Search Security Paradox As Search is deployed further and further into the Enterprise, the likelihood of having a security problem increases.
    28. 28. Sizing and Capacity Planning • “Sounds good, but I’m not sure if we have resources for this…”
    29. 29. Scaling Factors Content characteristics Search features Document freshness Query performance High availability
    30. 30. Components – Scaling cheat sheet Component CPU Network Disk Memory Search administration     Crawling     Content processing (CPC)   Analytics processing (APC)     Index     Query processing (QPC)    
    31. 31. Sorting the Results – Relevance Ranking • Requirements: “I’d like to see ALL the relevant results.” vs. “I don’t want to see anything that is not relevant (to me, in this context).”
    32. 32. Sorting the Results – Relevance Ranking Element Description Freshness Authority Quality Geo Age of a document compared to the time when the query is issued Importance of a document determined by the links to it from other documents Assigned importance of a document, independent of the query Importance of geographical distance between a document’s associated latitude/longitude and a target location specified in a query Context Proximity Importance of matching a query in a given document field For multi-term queries: the shorter the distance between query terms in a document, the higher the document’s rank value Position Frequency The earlier a query term occurs in a field, the higher the document’s rank value The more frequent a query term occurs in a document, the higher the document’s rank value Completeness The greater the number of query terms present in the same field of a matching document, the higher the document’s rank value Number For multi-term queries; the more query terms matched in a document, the higher the document’s rank value Reference: Okapi BM25
    33. 33. Search Analytics “How to Improve the Search Experience?”
    34. 34. Search Analytics in SharePoint 2013 • Usage Events – As users interact with content in SharePoint, actions are captured and stored as events (click a link, press a button, view or open a document). • Access and create experiences using data captured in the analytics database.
    35. 35. Search Analytics – Examples
    36. 36. Search Analytics – Examples
    37. 37. Conclusions
    38. 38. questions? HTTP://AGHY.HU @MOLNARAGNES