SharePoint Doesn’t Suck, Your Search Sucks Improving the SharePoint Search Experience Kim Frehe

Welcome to SharePoint Saturday Houston Thank you for being a part of the 6th Annual SharePoint Saturday for the greater Houston area! Please turn off all electronic devices or set them to vibrate. If you must take a phone call, please do so in the hall so as not to disturb others. Special thanks to our Diamond Sponsor, HSPUG

Thanks to all our Sponsors!

Information Speaker presentation slides should be available from the SPSHOU website within a week or so The Houston SharePoint User Group will be having it’s next meeting Wednesday April 20th. Please join us at www.h- spug.org

Passionate about SharePoint About Me SharePoint Since 2001 Huge Gator Fan Consultant in Chicago at Avanade Microsoft Certified: Passionate about SharePoint

Who are You and What Version are you on?

Why Improve Your Search What is Search How to Improve It Resources Agenda Why Improve Your Search What is Search How to Improve It Resources

Why Improve Your Search 50% of most Web searches are abandoned Knowledge workers spend from 15% to 35% of their time searching for information. Source: http://www.kmworld.com/Articles/Editorial/Features/The-high-cost-of-not-finding-information-9534.aspx

Why Improve Your Search Searchers are successful in finding what they seek 50% of the time or less 40% of corporate users reported that they can not find the information they need to do their jobs on their intranets. Using those studies as a basis, we set out to quantify the impact that not finding information might have on a typical enterprise of a thousand knowledge workers who earned an average salary plus benefits of $80,000 a year. We looked at: how much time typical knowledge workers spend searching every week, what their success is in finding the information they are seeking, how much time they have to spend recreating work that exists already but that they couldn't find, what the opportunity cost to the organization is, the cost of lost revenues from e-commerce if customers can't find the products they want to buy, and increased call center and online technical support costs because calls are escalated to a person rather than being answered automatically. Here's what we found The time spent looking for and not finding information costs our mythical organization a total of $6 million a year. That doesn't include opportunity costs or the costs of reworking information that exists but can't be located. The cost of reworking information because it hasn't been found costs that organization a further $12 million a year (15% of time spent in duplicating existing information). Not locating and retrieving information has an opportunity cost of more than $15 million annually. Accelerating the introduction of a blockbuster drug or delaying its demotion to generic status by just one day through use of information access software could mean $8.5 million or more each day. Increased e-commerce revenue pays for the improved search software in a couple of months. Companies like Charles Schwab, Lands' End, Staples or Macy's have increased their commerce revenue by amounts like $125,000 per month, or 400% in average deal size. Call center costs and volumes have been decreased by 30% and more when better search and browsing tools were implemented. Source: http://www.kmworld.com/Articles/Editorial/Features/The-high-cost-of-not-finding-information-9534.aspx

Why Improve Your Search Example – 1000 workers ~$80K per year $6 million a year in lost time $12 million in rework $15 million in opportunity cost 1000 workers who earned an average salary plus benefits of $80,000 a year. We looked at: how much time typical knowledge workers spend searching every week, what their success is in finding the information they are seeking, how much time they have to spend recreating work that exists already but that they couldn't find, what the opportunity cost to the organization is, the cost of lost revenues from e-commerce if customers can't find the products they want to buy, and increased call center and online technical support costs because calls are escalated to a person rather than being answered automatically. Here's what we found The time spent looking for and not finding information costs our mythical organization a total of $6 million a year. That doesn't include opportunity costs or the costs of reworking information that exists but can't be located. The cost of reworking information because it hasn't been found costs that organization a further $12 million a year (15% of time spent in duplicating existing information). Not locating and retrieving information has an opportunity cost of more than $15 million annually. Accelerating the introduction of a blockbuster drug or delaying its demotion to generic status by just one day through use of information access software could mean $8.5 million or more each day. Increased e-commerce revenue pays for the improved search software in a couple of months. Companies like Charles Schwab, Lands' End, Staples or Macy's have increased their commerce revenue by amounts like $125,000 per month, or 400% in average deal size. Call center costs and volumes have been decreased by 30% and more when better search and browsing tools were implemented. Source: http://www.kmworld.com/Articles/Editorial/Features/The-high-cost-of-not-finding-information-9534.aspx

Why Improve Your Search How many of you know “How” to search? AND, OR, +, -, NEAR, ONEAR, WORDS, XRANK Do all of YOUR USERS know “How” to search? 2013 has new ranking models, analysis of content and user interactions…but you can enhance the computer learning with query rules, scopes and result sources.

How Search Works SharePoint Algorithm (as told by Joel Oleson) SharePoint Search Tips and Tricks Joel Oleson: SharePoint Search Tips and Tricks – Power User Search in SharePoint 2013

How Search Works Kunaal Kapoor http://www.slideshare.net/kapoorkunaal/sharepoint-2013-search-improvements

How Search Works (What) (When) (Where) / Result Types WHAT are you looking for – Query WHEN should we show these results – Query Rules WHERE should these results come from - Result Sources HOW should these results look – Display Templates ARE these the right results – Preview WHAT SPECIFICALLY are you looking for - Refiners WHO has access to the content – Default SharePoint Security / Result Types (What Specifically) (How) (Are you sure)

Anatomy of a Search PAge

Query

Results

Preview

Vertical

Refiner

WHAT: Search Query Search Query Behind the scenes…. What the user types Behind the scenes…. KQL – Keyword Query Language Operators and Special Characters FQL – FAST Query Language KQL used in most Search Boxes FQL more technical

WHAT: Operators AND or + NOT or - OR WORDS NEAR ONEAR XRANK AND, OR, +, -, NEAR, ONEAR, WORDS, XRANK,

WHAT: Searching Example Sales and Marketing Sales AND Marketing “Sales and Marketing” “Sales & Marketing” WORDS(“Sales”, “Marketing”) Sales NEAR(n=2) Marketing

MMD Synonyms

WHAT: Synonyms TV Television Telly televisie OnPrem – PowerShell: https://technet.microsoft.com/en- us/library/jj219480(v=office.15).aspx SharePoint Online – Not Available, however…. You can use Query Rules with WORDS

The importance of capitalization

The importance of capitalization

Query Matches Keyword Exactly Query Contains Action Term WHEN: Query Rules Query Matches Keyword Exactly Query Contains Action Term Query Matches Dictionary Exactly Query More Common in Source Result Type Commonly Clicked Advanced Query Text Match Keyword Exactly: OSEM Action: Download Dictionary Exactly: Name – return people results block Common: In the Query is more likely to be used in this source menu, you select Local Video Results. The query rule will fire if a user types the word "training" in a search box and that word was frequently typed in a search box in the Videos vertical Commonly Clicked: i.e. Blog Advanced: expression, phone number

Manage Query Rules

DEMO

WHERE: Result Sources All Team Sites All of a certain 3 content types: Contracts, RFP’s, SOWs

WHERE: Cross-Site Publishing Gives access to content without giving access to a site Automatically creates a Result Source

HOW: Search Results Display Templates Content By Search Web Part Search Result Web Part Don’t call all managed properties…just the ones you need - very expensive $IncludeCSS(…) can go in Control Template

WHAT: Managed Properties Crawled Property vs. Managed Property Managed Metadata Site Column vs. List Column “ = “ vs. “ :” Retrievable = display template use Queryable means you can search for specific value i.e. author= Content Owners: When creating lists/libraries: List columns = crawled property only Site columns - crawled ad managed property + mapping

WHAT: Managed Properties Define a managed property. Can only edit Schema under Site Collection Administration, Schema - must be Site Collection Admin Can VIEW it as Site Owner So what happens if you need to Refine or Sort by one of your Managed Properties? Retrievable = display template use Queryable means you can search for specific value i.e. author= Searchable - managed property MUST be Searchable in order to use it in a CRAWLED PROPERTIES: Ows_q_TEXT_name - means this is a crawled property   MANAGED PROPERTY NAME FieldnameTypeOWSTEXT When gets turned Managed property, loses underscores for ows1TEXTName Ows to the left is a crawled property - useless to me If OWS is to the right, it is a managed property EXCEPT MMD keeps owstaxID on left just removes the underscores Site column - auto creates Managed Property auto created

WHAT Specifically: Search Refiners

WHAT: Refinable Managed Properties There are a total of 19 Calendars: - Cannot filter dates by Start Date > Today - must map a field - must map in order to refine by date 0 refinable properties

WHAT Specifically: Search Verticals Search Verticals – Use Result Sources

Search Vertical: Site Search Settings

WHAT: Promoted Results

WHAT: Result Blocks

WHAT: Authoritative Page You Specify Which Sites Are More Important You specify which Sites Are Less Important You can affect the ranking of how sites are displayed.

Define the Order based on what is relevant to YOUR organization HOW – Sort Order Define the Order based on what is relevant to YOUR organization

HOW: Sort Order – Search Results Search Results Web Part – Add Sort Dropdown Example for People Sort Web Part: [{"name":"Name","sorts":[{"p":"PreferredName","d":0}]}, {"name":"Team","sorts":[{"p":"PrimaryTeam","d":0}]}, {"name":"Location","sorts":[{"p":"OfficeNumber","d":0}]}, {"name":"Building","sorts":[{"p":"BaseOfficeLocation","d":0}]}, {"name":"Birthday","sorts":[{"p":"BirthdayDate","d":0}]}, {"name":"Hire Date","sorts":[{"p":"HireDate","d":0}]}]

HOW: Sort Order – Search Results

Search Center Settings - show where it is, how to define your search center Setting for tenant/farm, set for your site collection, set for your site. - why would you want to do this? If you've set up search, use display templates, want to limit search results.

Search Settings - Farm/Tenant

Search Settings: Site Collection Note that you can enter a Search URL, Send Queries to a specific page, and Turn on the drop-down Menu to display scopes (i.e. Videos, People, Etc)

Tip: Set Default Values for MMD

Tip: Calendar Items

Tips (Web Part Queries) {SearchBoxQuery} write=today {User.<Property>} {Term.<Property>} Today, yes Inject real time parameters in real time Current users name Current navigation node they are Value of a field on a page User Profile Value terday, this week, this month, last month, this year, last year

Thanks to all our Sponsors!

Resources Video: Matt McDermott – SharePoint 2013 Search Back to Front: http://app.pluralsight.com/courses/sharepoint2013-search-back-front CodePlex: SharePoint 2013 Search Query Tool: http://sp2013searchtool.codeplex.com/ KQL Syntax Reference: https://msdn.microsoft.com/en-us/library/office/ee558911.aspx Manage Query Rules: https://technet.microsoft.com/en- us/library/jj871676.aspx#BKMK_AddQueryRule Book: SharePoint Search Queries Explained: A guide to writing search queries in SharePoint 2013 and SharePoint Online by Mikael Svenson