solving real world challenges with enterprise search

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Post on 15-Jan-2015




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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.


  • 1. sponsors
  • 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. Agenda
  • 5. Information Overload OR Filter Failure? Source -
  • 6. Enterprise Search Search Technology that your organization owns and controls
  • 7. Search is Easy Find is the real challenge!
  • 8. Search as an Application Source:
  • 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. 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. Requirements Gathering Types of Content Types of Users Users Behavior Content Sources Metadata Actions to Take Amount of Content Current Pain Points
  • 12. Search is more than Technology Source:
  • 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. 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 ABCs 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. 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. Requirements Gathering Information-Seeking Patterns I know what Im searching for and know how to do that I know what Im searching for but I dont know how to do that I dont know what Im searching for Am I Searching?...
  • 18. Content Inventory I have a lot of content, but I dont know what to do with them
  • 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. Search Federation
  • 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: Doesnt 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. 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


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