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SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013 ZAGREB, NOVEMBER 27-28 2013

Real World Challenges in SP SearchAGNES MOLNARINDEPENDENT CONSULTANT,SHAREPOINT SERVER MVP – HUNGARY

Introduction – Agnes MolnarInternational 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

Agenda

Challenges

Requirements

Gathering

Compexity of Search

Content Inventory

and Metadata

Security

Sizing and Capacity Planning

Search Analytics

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

Information Overload OR Filter Failure?

Enterprise SearchSearch Technology

that your organization owns and controls

Search is Easy…Find is the real challenge!

Source: http://www.domorewithsearch.com

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

Search as an Application

User – Context – Content

Context

UsersContent

• Context: Business models & goals, corporate culture, resources

• [Where information is used]

• Content: Document types Objects, structure, attributes, Meta-information

• [How to describe the information]

• Users: Information needs, audience types, expertise, tasks

• [How to Use the Information]

Requirements Gathering

Types of Content

Types of Users

Users’ Behavior

Content Sources Metadata Actions to

Take

Amount of Content

Current “Pain

Points”

Search is more than Technology

Source: http://searchpatterns.org

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 …

Explicit metadata versus implicit metadata

DEF Company

Support

ABC Company

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.

LicenseContent Type =

Organization =

ABCcustomerscustomer supportcustomer support teamDEFDEF softwareend usersescrow agreement.escrow agentexhibit clicensed product

release conditionsection 7secondary supportSLASLA failuresoftwaresource codesupport levelsublicensed producttechnical support

Topic = Forward Index – Words per documentInverted Index – Documents per word

Explicit metadata

Implicit metadata

The Complexity of Search

Data Source

Data Source

Data Source

Data Source

Content Source

Content Source

Content Source

Result Source

Result Source

Remote Search index

Local Search Index

Indexing

Federation

Query RuleQuery Rule Query Rule

Result Block

Result Block

Display Templates

Refinement Panel

Hover Panel

metadata

Result Set

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?...”

REAL WORLD EXPECTATIONS

Content Inventory• “I have a lot of content, but I don’t know what to do with

them…”

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

Search Federation

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

Content Source InventoryName Type Location Owner Volume of

ContentFrequency 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

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

Metadata in SearchCrawled Property Managed

Property

Author

CreatedBy

From

Author

Usage

Refiner

Display on Result Set

Display on Hover Panel

Sorting by

Using Managed Properties

Refinement

Result Type & Display Template

On Hover Panel

In Query Rules

Security

Users can see what they have access to.

vs.

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

The Search Security ParadoxAs Search is deployed further and further into the

Enterprise, the likelihood of having a security problem increases.

Sizing and Capacity Planning• “Sounds good, but I’m not sure if we have resources for

this…”

Scaling Factors

Content characterist

ics

Search features

Query performanc

e

Document freshness

High availability

Components – Scaling cheat sheet

Component CPU Network Disk Memory

Search administration « « « «

Crawling «« ««« «« ««

Content processing (CPC) ««« «« «««

Analytics processing (APC)

«« ««« «« ««

Index ««« «« ««« «««

Query processing (QPC) « «« ««

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).”

Sorting the Results – Relevance Ranking

Element Description

Freshness Age of a document compared to the time when the query is issued

Authority Importance of a document determined by the links to it from other documents

Quality Assigned importance of a document, independent of the query

Geo Importance of geographical distance between a document’s associated latitude/longitude and a target location specified in a query

Context Importance of matching a query in a given document field

Proximity For multi-term queries: the shorter the distance between query terms in a document, the higher the document’s rank value

Position The earlier a query term occurs in a field, the higher the document’s rank value

Frequency 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 BM25http://en.wikipedia.org/wiki/Probabilistic_relevance_model_(BM25)

Search Analytics“How to Improve the Search Experience?”

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.

Search Analytics – Examples

Search Analytics – Examples

Conclusions

questions?

HTTP://AGHY.HU

@MOLNARAGNES

thank you.

SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013

ZAGREB, NOVEMBER 27-28 2013