1. USING METADATA TO REFINE SHAREPOINT SEARCHES SCOTT HICKMAN – IT4E CSHICKMAN@IT4E.COM APRIL 15, 2015 CSHICKMAN@IT4E.COM Scott Hickman – IT4E cshickman@it4e.com April 15, 2015

2. OUTLINE  Creating metadata tags in the Term Management Store  Adding metadata to a refinement panel  Enabling metadata-driven search refinement

3. VERSIONS SP 2010SP Server 2010SP 2013SP Server 2013 Refinement PanelYes Metadata-driven navigation No Yes

4. CREATING METADATA IN THE TERM MANAGEMENT STORE

5. DEFINITIONS:  Metadata: Data about data. This is often seen in the form of column values in a SharePoint library or list, but can take many other forms.  Managed Term: A word or a phrase that can be associated with a SharePoint item. Managed terms are usually predefined.  Term Set: A collection of related terms. For example, the term set named “colors” could contain “red”, “blue”, “yellow”, etc.  Term Store Management: Managed Metadata Service where a SharePoint user can create and modify metadata terms

6. CREATING METADATA Two ways of navigating to the term store: 1.Central Administration->Manage service application (under Application Management)->Managed Metadata Service (the top one) 2.Central Administration->Site Settings->Term store management (under Site Administration)

7. CREATING NEW TERMS AND TERM SETS 1.Hover over “Managed Metadata Service”, click the small arrow that appears, and click “New Group”. Name it. 2.Hover over the group/folder, click the small arrow that appears, and click “New Term Set”. Name it. 3.Hover over the term set, click the small arrow that appears, and click “New Term”. Name it. (Note: Press the enter/return key to create another term). 4.(Optional) You can also create sub-terms within terms.

8. HOW TO SET UP TERM SET FOR REFINEMENT PANEL -Each term set corresponds to one term set on the refinement panel: =

9. HOW TO SET UP TERM SETS FOR NAVIGATION -Each term in a term set corresponds to one dropdown menu on the metadata-driven navigation bar. Each sub-term is a menu item. =

10. ADDING METADATA TO THE REFINEMENT PANEL

11. CREATE A SITE COLUMN 1.Portal Site>Site Settings>Site columns (under Web Designer Galleries) 2.Click “Create” 3.Name the column 4.Click “Managed Metadata” for the column type 5.Under “Term Set Settings”, find the term set you want to add to the Refinement Panel 6.You can modify the rest of the options to your liking

12. RUNNING A FULL CRAWL 1.Central Administration>Manage service applications (under Application Management)>Search Service Application>Content Sources (under Crawling) 2.Hover over “Local SharePoint sites”, click the arrow, and click “Start Full Crawl” 3.Wait for the crawl to finish. You can click the “Refresh” button to check the status of the crawl

13. CREATING A MANAGED PROPERTY 1.Central Administration>Manage service applications>Search Service Application>Search Schema (under Queries and Results) 2.Click “New Managed property”

14. MANAGED PROPERTY SETTINGS Type: Text Queryable: Yes Retrievable: Yes Allow multiple values: Yes Refinable: Yes – active Sortable: Yes – active Safe: Yes Token Normalization: Yes Under “Mappings to crawled properties”, click “Add a mapping” Find the property based on the column you created. It will look like “ows_columnname”, with spaces in the name replaced by “x0020”. Highlight it and click OK Once the Managed Property is created, run another full crawl If you can’t find the crawled property, see the next slide…

15. IF YOU CAN’T FIND THE CRAWLED PROPERTY… Add the column to a document library and tag a few documents with metadata from the column’s Managed Metadata service. THEN re-run the full crawl. The crawled property should now be picked up.

16. EDITING THE SEARCH PAGE On the Search page, run a search to get to the results.aspx page Click the gear in the top-right corner, then “Edit Page”

17. EDITING THE REFINEMENT PANEL 1.Hover on the Refinement Panel web-part and click the down arrow, then “Edit Web Part” 2.On the Web Part Properties window, click the “Choose Refiners…” button. 3.Find your managed property in the “Available refiners” panel. Click it, then click the “Add >” button to add it to the Selected refiners (this means it is on the refinement panel” 4.Adjust the order of the refiners with the “Move up/down” buttons. 5.Enter in a “Display name” if you wish. 6.Click “OK”. 7.Click “OK” in the web part properties, then publish the page.

18. ENABLING METADATA-DRIVEN SEARCH REFINEMENT

19. SETTING UP THE TERM SET FOR NAVIGATION 1.Central Administration>Site Settings>Term store management 2.Click the term set you wish to use for navigation 3.Click the “Intended Use” tab. 4.Make sure the “Use this Term Set for Site Navigation” checkbox is checked. 5.Click the “Save” button. 6.Click the “Term-Driven Pages” tab. 7.Enter in the RELATIVE URL into the “Target Page Settings” box to your search results (results.aspx) page. 8.Click the “Save” button.

20. ENABLING MANAGED NAVIGATION 1.Search Center>Site Settings>Navigation (under Look and Feel) 2.Set both Global Navigation and Current Navigation to “Managed Navigation” 3.Under “Managed Navigation: Term Set”, choose the term set you want to use. 4.Make sure “Add new pages to navigation automatically” is checked. 5.Click “OK”. Managed navigation should now work, but it won’t appear on the results.aspx page yet.

21. ENABLING MANAGED NAVIGATION ON THE RESULTS PAGE 1.On the Search page, run a search to get to the results.aspx page 2.Click the gear in the top-right corner, then “Edit Page” 3.In the “Main Zone”, click “Add a Web Part” 4.Under “Categories”, click “Media and Content”, then “Script Editor”, and “Add”. 5.In the “Script Editor” web part, click “EDIT SNIPPET”. 6.Enter in the javascript code found on the next slide. 7.Click “Insert”.

22. CODE FOR SCRIPT EDITOR WEB PART var refElm = document.getElementsByClassName('ms-searchCenter-refinement'); if (refElm.length > 0) { // Unhide the title row document.getElementById('s4-titlerow').setAttribute('style', 'display:block !important'); // Set the Site Title document.getElementById('DeltaPlaceHolderPageTitleInTitleArea').innerHTML = 'Search Center'; // Hide the search icon document.getElementById('searchIcon').style.display = 'none'; // Remove the top margin refElm[0].style.marginTop = 0; // The following lines are only needed for firefox var css = '#s4-bodyContainer #s4-titlerow { display: block !important; }', head = document.getElementsByTagName('head')[0], style = document.createElement('style'); style.type = 'text/css'; style.appendChild(document.createTextNode(css)); head.appendChild(style); }

23. FIXING THE SEARCH RESULTS 1.While still editing the results.aspx page, hover over the “Search Results” web part and edit it. 2.In the web part properties panel, click the “Change query” button. 3.Under “BASICS”, click the “Switch to Advanced Mode” 4.In the “Query text”, replace it with the string in he next slide. 5.Click the “OK” button.” 6.In the web part properties panel, click the “OK” button. 7.Publish the page. Everything should now work!

24. QUERY TEXT FOR SEARCH RESULTS WEB PART (FileExtension:doc OR FileExtension:docx OR FileExtension:xls OR FileExtension:xlsx OR FileExtension:ppt OR FileExtension:pptx OR FileExtension:pdf OR FileExtension:txt) (IsDocument:"True" OR contentclass:"STS_ListItem") owstaxidmetadataalltagsinfo:{Term.Id} {SearchBoxQuery}