Solving Real World Challenges with Enterprise Search

SharePoint Intersection
Session SP40

Solving Real World Challenges
with Enterprise Search
Agnes Molnar
International Consultant, ECM & Search Expert
aghy@aghy.hu

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: aghy@aghy.hu
• Blog: http://aghy.hu
• Twitter: @molnaragnes

2

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Agenda

3


Information Overload OR Filter Failure?

Source - http://financiallyeliteblog.com/wp-content/uploads/2011/04/information-overload.jpg

Enterprise Search
Search Technology
that your organization owns and controls

5


Search is Easy…
Find is the real challenge!

6


Search as an Application

Source: http://www.domorewithsearch.com

7


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

8


User – Context – Content
 Context:
Business models & goals, corporate
culture, resources


Context

[Where information is used]

 Content:
Document types Objects, structure,
attributes, Meta-information


[How to describe the information]

 Users:
Information needs, audience types,
expertise, tasks


Content

Users

[How to Use the Information]

9


Requirements Gathering

Types of
Content

Types of
Users

Users’
Behavior

Content
Sources

Metadata

Actions to
Take

Amount of
Content

Current
“Pain Points”

10


Search is more than Technology

Source: http://searchpatterns.org

11


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

…

12


Explicit metadata versus implicit metadata
Content Type =

License

Explicit metadata

ABC Company

Organization =
DEF Company

Topic =

Forward Index – Words per document
Inverted Index – Documents per word

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.

ABC
customers
customer support
customer support team
DEF
DEF software
end users
escrow agreement.
escrow agent
exhibit c
licensed product

release condition
section 7
secondary support
SLA
SLA failure
software
source code
support level
sublicensed product
technical support

Implicit metadata
13


The Complexity of Search
Result Block
Data Source

Content Source
Result Block

Data Source

Query Rule

Query Rule

Query Rule

Result Set

Display
Templates

Content Source
Data Source

metadata

Content Source
Data Source

Local Search Index

Refinement Panel

Result Source

Indexing

Hover Panel

Federation

Result Source

Remote Search index

14


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?...”

15


Content Inventory
 “I have a lot of content, but I don’t know what to do with them…”

17


Content Inventory


SharePoint content (2013, 2010, …)







File shares









Internal communication

Business Data




Company public web site
Professional Know-How Web Sites
(finance, IT, development, etc.)
Common interest
(stock, management, etc.)

Exchange Public Folders




Sales repository (RFPs, proposals, etc.)
Marketing documents (DMs, brochures, etc.)

Web sites




Intranet
Department sites
Project sites
Internal KB

Data from databases

Custom connector



SAP data
CRM data
18


Search Federation

19


Crawl or Federate? – Where to get the content from?


Crawl + Use Local Index:


Examples:





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:





Intranet
Company file shares

Needs resources for the crawling process
Needs storage to store the index

Federate:


Examples:






Pros:




Professional know-how web sites (TechNet, MSDN, etc.)
Internet results for a specific topic (financial news, stock information, etc.)
3rd party Content Management System
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

20


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

http://mycompany.com

Marketing/
Publishing Team

<100K pages

1-10/day

Competitor’s web
site

Web site

http://competitor.com

[external]

<100K pages

1-10/day

Professional
Know-How

Web site

http://www.mykb.com

[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

21


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
22


Metadata in Search
Crawled Property

Managed Property

Usage
Refiner

Author
Display on
Result Set
CreatedBy

Author
Display on
Hover Panel

From
Sorting by

23


Using Managed Properties
In Query
Rules

Refinement

Result Type &
Display Template

On Hover
Panel

24


Security

Users can see what they have access to.
vs.

Users cannot see what they don’t have access to.

25


The Search Security Paradox
As Search is deployed further and further into the Enterprise, the likelihood of
having a security problem increases.

26


Sizing and Capacity Planning
 “Sounds good, but I’m not sure if we have resources for this…”

27


Scaling Factors

Content
characteristics

Search
features

Document
freshness

Query
performance

High
availability

28


Components – Scaling cheat sheet

Component

CPU

Network

Disk

Memory

Search administration









Crawling









Content processing (CPC)





Analytics processing (APC)









Index









Query processing (QPC)





29






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).”

30


User Experience


Recall: the fraction of relevant instances that are retrieved



Precision: the fraction of retrieved instances that are
relevant

 Relevance: how well a retrieved document or set of documents meets
the information need of the current user, in the current context
 Ranking: the order in which the search results for a query appear
31
31


Sorting the Results – Relevance Ranking
 Various elements can be monitored, interpreted or used in calculation
of ranking
 These can be tuned and weighted in different ways to impact results

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
http://en.wikipedia.org/wiki/Probabilistic_relevance_model_(BM25)

32


Search Analytics
“How to Improve the Search Experience?”

33


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.

34


Search Analytics – Examples

35


Search Analytics – Examples

36


Conclusions

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Want to Learn More?
 SP41 How to Manage and Troubleshoot Search – A Practical Guide
 POSTCON03 Architecting the Optimal Enterprise Search Strategy
 Blog: http://aghy.hu
 The Essential Guide to Enterprise Search in SharePoint 2013 (free e-book)
http://www.bainsight.com/pages/sharepoint-search-2013.aspx
 Search Circle (subscription service for Search Managers)
http://www.intranetfocus.com/enterprise-search/thesearchcircle
 SharePoint Videos – online trainings: http://www.SharePoint-Videos.com
Code for 30-days free access: SPC12Free
 Online webinars and trainings for IA and Search Managers
http://earley.com/Training-Webinars
38


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Thank you!

Solving Real World Challenges with Enterprise Search

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