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Your Content, Your Search, Your Decision
Agnes Molnar

Senior Search Solutions Consultant, MVP
BA Insight
Introduction


    Senior Solutions Consultant, Project Lead
    SharePoint Server MVP


    Speaker, Blogger, Community Lead
         http://aghy.hu
         http://www.bainsight.com
         Agnes.Molnar@BAInsight.com
         @molnaragnes
Data Growth and Transformation

                                         2006                     2010                 2015


                            Source: IDC
                          (1 Exabyte = 1 Million Terabytes)
State of the Enterprise




                                           30%
                                         Unstructured
                                            Data
                                                                    60%
                                                                  Unstructured       90%
                                                                                   Unstructured Data
                                                                     Data
                               161 Exabytes
                                                              988 Exabytes
                                10+ Data Silos
                                                              80+ Data Silos
                                                                                 8,000 Exabytes
                                                                                 500+ Data Silos




                                                                                                       3
Information Architecture

    The art and science of organizing and labeling
                    the CONTENT
 (documents, web sites, blog posts, database entries,
                        etc.)
         to support findability and usability
Search

                                     Connects people
                                    to the information
                       they need to get their jobs done




Source: http://searchpatterns.org
Enterprise Search


                     Search Technology
                    that your organization
                     owns and controls
Search Scenarios

  I know what I am searching for and I know how to
  do it.


  I know what I am searching for but I don’t know
  how to do it.


  I don’t know what I am searching for.


  Am I doing Search?
Research Application…
Legal Application…
Stock tracking application…
Behind the Scenes –
Metadata!




                      11
Content Metadata - Properties


   Not in SharePoint only!
     File Shares
        File extension, size, author, Created Date, Modified Date, …
        Pictures: width, height, longitude, latitude, color scheme, …

     Emails (Exchange, Lotus Notes, eVault, …)
        From, To, Sent Date, Subject, Body, …

     ECM / DMS / RMS
        File extension, size, author, Created Date, Modified Date, …
        Document ID, Project ID, Customer ID, Location, Team Members, …
        Approval Status, Feedbacks collected, Comments, Billing info, …
        Record Status, Record ID, Retention, Hold, …

     Databases
        Any DB fields (single or combined)
Search Metadata -Crawled/Managed Properties



  Crawled Property:
   extracted from the content source
   during the crawl


  Managed Property:
   created in the index
   based on Crawled Properties
   controlled by the Search Admins
   helping users perform more efficient and successful queries:
       Refiners
       Properties displayed in Search Results
       Sorting Properties (FAST)
Managed Properties

  Name, Description
  Type (Text / Integer / Boolean / Float / Decimal / DateTime)
  Mappings to Crawled Properties
  Other settings
Managed Properties



    Crawled Property   Managed Property

    Author


    Created
      By                 Author



     From
Core Results – “Debug” Mode
Core Results – “Debug Mode”

 <?xml version="1.0" encoding="UTF-8"?>
  <xsl:stylesheet version="1.0"
  xmlns:xsl="http://www.w3.org/1999/XSL/Transf
  orm">
    <xsl:output method="xml" version="1.0"
    encoding="UTF-8" indent="yes"/>
    <xsl:template match="/">
       <xmp><xsl:copy-of select="*"/></xmp>
   </xsl:template>
 </xsl:stylesheet>
Core Results – Fethced Properties

    <root xmlns:xsi="http://www.w3.org/2001/XMLSchema-
    instance"><Columns><Column Name="WorkId"/><Column
    Name="Rank"/><Column Name="Title"/><Column
    Name="Author"/><Column Name="Size"/><Column
    Name="Path"/><Column Name="Description"/><Column
    Name="Write"/><Column Name="SiteName"/><Column
    Name="CollapsingStatus"/><Column
    Name="HitHighlightedSummary"/><Column
    Name="HitHighlightedProperties"/><Column
    Name="ContentClass"/><Column Name="IsDocument"/><Column
    Name="PictureThumbnailURL"/><Column
    Name="ServerRedirectedURL"/><Column
    Name="escbasedatastore"/><Column
    Name="escdatasourcename"/><Column
    Name="escdocumentstatusdesc"/><Column
    Name="escdocumentstatus"/><Column Name="esccreatedby"/><Column
    Name="escsabicsite"/><Column Name="escactionref"/><Column
    Name="escsource"/><Column Name="escform"/><Column
    Name="escsubject"/><Column Name="esctitle"/><Column
    Name="escdatecomposed"/><Column Name="escfiletitle"/><Column
    Name="escauthor"/><Column Name="escrecipient"/><Column
    Name="escbaseextension"/><Column Name="esceventref"/><Column
    Name="esceventdate"/><Column
    Name="esceanumber"/></Columns></root>
Core Results – Fetched Properties

    <root xmlns:xsi="http://www.w3.org/2001/XMLSchema-
    instance"><Columns><Column
    Name="WorkId"/><Column          Name="Rank"/><Column
    Name="Title"/><Column Name="Author"/><Column Name="Size"/><Column
    Name="Path"/><Column Name="Description"/><Column
    Name="Write"/><Column Name="SiteName"/><Column
    Name="CollapsingStatus"/><Column
    Name="HitHighlightedSummary"/><Column
    Name="HitHighlightedProperties"/><Column
    Name="ContentClass"/><Column Name="IsDocument"/><Column
    Name="PictureThumbnailURL"/><Column
    Name="ServerRedirectedURL"/><Column Name="escbasedatastore"/><Column
    Name="escdatasourcename"/><Column
    Name="escdocumentstatusdesc"/><Column
    Name="escdocumentstatus"/><Column Name="esccreatedby"/><Column
    Name="escsabicsite"/><Column Name="escactionref"/><Column
    Name="escsource"/><Column Name="escform"/><Column
    Name="escsubject"/><Column Name="esctitle"/><Column
    Name="escdatecomposed"/><Column Name="escfiletitle"/><Column
    Name="escauthor"/><Column Name="escrecipient"/><Column
    Name="escbaseextension"/><Column Name="esceventref"/><Column
    Name="esceventdate"/><Column
    Name="esceanumber"/></Columns></root>
Core Results
Core Results
Power in your Hands –
PowerShell




                        22
PS #1 Enumerate Crawled Properties

 foreach ($crawledproperty in
   (Get-FASTSearchMetadataCrawledProperty -name isc*)) {…}


 $category = $crawledproperty.categoryName
 if ($category = "ISC_DEMO") {…}


 $name = $crawledproperty.name
 $type = $crawledproperty.VariantType


 switch ($crawledproperty.VariantType) {
                    20 {$typestr = "Integer"}
                    31 {$typestr = "Text"}
                    11 {$typestr = "Boolean"}
                    64 {$typestr = "DateTime"}
                    default {$typestr = 0}
             }
PS #2 Create Managed Properties

 $mymanagedproperty = New-FASTSearchMetadataManagedProperty
        -Name category -type 1 -description "SPCAU Demo Property"

 Set-FASTSearchMetadataManagedProperty -Name category -Queryable
 $true -StemmingEnabled $true -RefinementEnabled $true

 $categorycrawledproperty1 = Get-FASTSearchMetadataCrawledProperty
        -name "productcategorydescription"

 $categorycrawledproperty2 = Get-FASTSearchMetadataCrawledProperty
        -name "searchviewread listelement.productcategorydescription"

 New-FASTSearchMetadataCrawledPropertyMapping -Managedproperty
 $categorymanagedproperty -crawledproperty $categorycrawledproperty1

 New-FASTSearchMetadataCrawledPropertyMapping -Managedproperty
 $categorymanagedproperty -crawledproperty $categorycrawledproperty2
PS #3 “Clean up” Unused Properties

 $crawledproperty = Get-FASTSearchMetadataCrawledProperty
      -name $crawledname
 $managedproperty = Get-FASTSearchMetadataManagedProperty
      -name $managedname



 Remove-FASTSearchMetadataCrawledPropertyMapping
      -managedproperty $managedproperty
      -crawledproperty $crawledproperty -force
 Remove-FASTSearchMetadataManagedProperty
      -name $managedname -force
PS #4 Scopes in FS4SP

New-SPEnterpriseSearchQueryScope
-SearchApplication "<SearchApplication>"
-Name <ScopeName>
-Description "<ScopeDescription>"
-DisplayInAdminUI 1
-ExtendedSearchFilter "<FQL_Expression>“



Example:
subject:string("hello world", mode="and")




                                            26
PS #5 Crawl Operations – Start/Stop

 $SSA = Get-SPEnterpriseSearchServiceApplication
      -Identity "My Search Service App"


 $ContentSource = $SSA |
       Get-SPEnterpriseSearchCrawlContentSource
      -Identity "My Content Source“


 $ContentSource.StartFullCrawl()
 $ContentSource.StartIncrementalCrawl()


 $ContentSource.PauseCrawl()
 $ContentSource.ResumeCrawl()
PS #6 Crawl Operations – Crawl Status


   $SSA = Get-SPEnterpriseSearchServiceApplication
         -Identity "My Search Service App"

   $ContentSource = $SSA |
         Get-SPEnterpriseSearchCrawlContentSource
         -Identity "My Content Source“

   $ContentSource.CrawlStatus

      Idle
      CrawlStarting
      CrawlingIncremental / CrawlingFull
      CrawlPausing
      Paused
      CrawlResuming
      CrawlCompleting
      CrawlStopping
Summary

 Search  Enterprise Search  Search Based Applications


 Crawled Property – From Content Source
 Managed Property – Controlled


 Search UI customizations & Troubleshooting
 PowerShell
   For Crawled/Managed Properties
   For Scheduling
   For Staging
30

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Your Content, Your Search, Your Decision

  • 1. Your Content, Your Search, Your Decision Agnes Molnar Senior Search Solutions Consultant, MVP BA Insight
  • 2. Introduction Senior Solutions Consultant, Project Lead SharePoint Server MVP Speaker, Blogger, Community Lead http://aghy.hu http://www.bainsight.com Agnes.Molnar@BAInsight.com @molnaragnes
  • 3. Data Growth and Transformation 2006 2010 2015 Source: IDC (1 Exabyte = 1 Million Terabytes) State of the Enterprise 30% Unstructured Data 60% Unstructured 90% Unstructured Data Data 161 Exabytes 988 Exabytes 10+ Data Silos 80+ Data Silos 8,000 Exabytes 500+ Data Silos 3
  • 4. Information Architecture The art and science of organizing and labeling the CONTENT (documents, web sites, blog posts, database entries, etc.) to support findability and usability
  • 5. Search Connects people to the information they need to get their jobs done Source: http://searchpatterns.org
  • 6. Enterprise Search Search Technology that your organization owns and controls
  • 7. Search Scenarios I know what I am searching for and I know how to do it. I know what I am searching for but I don’t know how to do it. I don’t know what I am searching for. Am I doing Search?
  • 11. Behind the Scenes – Metadata! 11
  • 12. Content Metadata - Properties Not in SharePoint only! File Shares File extension, size, author, Created Date, Modified Date, … Pictures: width, height, longitude, latitude, color scheme, … Emails (Exchange, Lotus Notes, eVault, …) From, To, Sent Date, Subject, Body, … ECM / DMS / RMS File extension, size, author, Created Date, Modified Date, … Document ID, Project ID, Customer ID, Location, Team Members, … Approval Status, Feedbacks collected, Comments, Billing info, … Record Status, Record ID, Retention, Hold, … Databases Any DB fields (single or combined)
  • 13. Search Metadata -Crawled/Managed Properties Crawled Property: extracted from the content source during the crawl Managed Property: created in the index based on Crawled Properties controlled by the Search Admins helping users perform more efficient and successful queries: Refiners Properties displayed in Search Results Sorting Properties (FAST)
  • 14. Managed Properties Name, Description Type (Text / Integer / Boolean / Float / Decimal / DateTime) Mappings to Crawled Properties Other settings
  • 15. Managed Properties Crawled Property Managed Property Author Created By Author From
  • 16. Core Results – “Debug” Mode
  • 17. Core Results – “Debug Mode” <?xml version="1.0" encoding="UTF-8"?> <xsl:stylesheet version="1.0" xmlns:xsl="http://www.w3.org/1999/XSL/Transf orm"> <xsl:output method="xml" version="1.0" encoding="UTF-8" indent="yes"/> <xsl:template match="/"> <xmp><xsl:copy-of select="*"/></xmp> </xsl:template> </xsl:stylesheet>
  • 18. Core Results – Fethced Properties <root xmlns:xsi="http://www.w3.org/2001/XMLSchema- instance"><Columns><Column Name="WorkId"/><Column Name="Rank"/><Column Name="Title"/><Column Name="Author"/><Column Name="Size"/><Column Name="Path"/><Column Name="Description"/><Column Name="Write"/><Column Name="SiteName"/><Column Name="CollapsingStatus"/><Column Name="HitHighlightedSummary"/><Column Name="HitHighlightedProperties"/><Column Name="ContentClass"/><Column Name="IsDocument"/><Column Name="PictureThumbnailURL"/><Column Name="ServerRedirectedURL"/><Column Name="escbasedatastore"/><Column Name="escdatasourcename"/><Column Name="escdocumentstatusdesc"/><Column Name="escdocumentstatus"/><Column Name="esccreatedby"/><Column Name="escsabicsite"/><Column Name="escactionref"/><Column Name="escsource"/><Column Name="escform"/><Column Name="escsubject"/><Column Name="esctitle"/><Column Name="escdatecomposed"/><Column Name="escfiletitle"/><Column Name="escauthor"/><Column Name="escrecipient"/><Column Name="escbaseextension"/><Column Name="esceventref"/><Column Name="esceventdate"/><Column Name="esceanumber"/></Columns></root>
  • 19. Core Results – Fetched Properties <root xmlns:xsi="http://www.w3.org/2001/XMLSchema- instance"><Columns><Column Name="WorkId"/><Column Name="Rank"/><Column Name="Title"/><Column Name="Author"/><Column Name="Size"/><Column Name="Path"/><Column Name="Description"/><Column Name="Write"/><Column Name="SiteName"/><Column Name="CollapsingStatus"/><Column Name="HitHighlightedSummary"/><Column Name="HitHighlightedProperties"/><Column Name="ContentClass"/><Column Name="IsDocument"/><Column Name="PictureThumbnailURL"/><Column Name="ServerRedirectedURL"/><Column Name="escbasedatastore"/><Column Name="escdatasourcename"/><Column Name="escdocumentstatusdesc"/><Column Name="escdocumentstatus"/><Column Name="esccreatedby"/><Column Name="escsabicsite"/><Column Name="escactionref"/><Column Name="escsource"/><Column Name="escform"/><Column Name="escsubject"/><Column Name="esctitle"/><Column Name="escdatecomposed"/><Column Name="escfiletitle"/><Column Name="escauthor"/><Column Name="escrecipient"/><Column Name="escbaseextension"/><Column Name="esceventref"/><Column Name="esceventdate"/><Column Name="esceanumber"/></Columns></root>
  • 22. Power in your Hands – PowerShell 22
  • 23. PS #1 Enumerate Crawled Properties foreach ($crawledproperty in (Get-FASTSearchMetadataCrawledProperty -name isc*)) {…} $category = $crawledproperty.categoryName if ($category = "ISC_DEMO") {…} $name = $crawledproperty.name $type = $crawledproperty.VariantType switch ($crawledproperty.VariantType) { 20 {$typestr = "Integer"} 31 {$typestr = "Text"} 11 {$typestr = "Boolean"} 64 {$typestr = "DateTime"} default {$typestr = 0} }
  • 24. PS #2 Create Managed Properties $mymanagedproperty = New-FASTSearchMetadataManagedProperty -Name category -type 1 -description "SPCAU Demo Property" Set-FASTSearchMetadataManagedProperty -Name category -Queryable $true -StemmingEnabled $true -RefinementEnabled $true $categorycrawledproperty1 = Get-FASTSearchMetadataCrawledProperty -name "productcategorydescription" $categorycrawledproperty2 = Get-FASTSearchMetadataCrawledProperty -name "searchviewread listelement.productcategorydescription" New-FASTSearchMetadataCrawledPropertyMapping -Managedproperty $categorymanagedproperty -crawledproperty $categorycrawledproperty1 New-FASTSearchMetadataCrawledPropertyMapping -Managedproperty $categorymanagedproperty -crawledproperty $categorycrawledproperty2
  • 25. PS #3 “Clean up” Unused Properties $crawledproperty = Get-FASTSearchMetadataCrawledProperty -name $crawledname $managedproperty = Get-FASTSearchMetadataManagedProperty -name $managedname Remove-FASTSearchMetadataCrawledPropertyMapping -managedproperty $managedproperty -crawledproperty $crawledproperty -force Remove-FASTSearchMetadataManagedProperty -name $managedname -force
  • 26. PS #4 Scopes in FS4SP New-SPEnterpriseSearchQueryScope -SearchApplication "<SearchApplication>" -Name <ScopeName> -Description "<ScopeDescription>" -DisplayInAdminUI 1 -ExtendedSearchFilter "<FQL_Expression>“ Example: subject:string("hello world", mode="and") 26
  • 27. PS #5 Crawl Operations – Start/Stop $SSA = Get-SPEnterpriseSearchServiceApplication -Identity "My Search Service App" $ContentSource = $SSA | Get-SPEnterpriseSearchCrawlContentSource -Identity "My Content Source“ $ContentSource.StartFullCrawl() $ContentSource.StartIncrementalCrawl() $ContentSource.PauseCrawl() $ContentSource.ResumeCrawl()
  • 28. PS #6 Crawl Operations – Crawl Status $SSA = Get-SPEnterpriseSearchServiceApplication -Identity "My Search Service App" $ContentSource = $SSA | Get-SPEnterpriseSearchCrawlContentSource -Identity "My Content Source“ $ContentSource.CrawlStatus Idle CrawlStarting CrawlingIncremental / CrawlingFull CrawlPausing Paused CrawlResuming CrawlCompleting CrawlStopping
  • 29. Summary Search  Enterprise Search  Search Based Applications Crawled Property – From Content Source Managed Property – Controlled Search UI customizations & Troubleshooting PowerShell For Crawled/Managed Properties For Scheduling For Staging
  • 30. 30