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SharePoint Search

SharePoint Search. Mirjam van Olst Information Worker Solutions Macaw. Agenda. Enterprise Search Challenges Microsoft Search Vision SharePoint End-user improvements Knowledge Network Administration Improvements Performance and Capacity Planning Customizing the Search UI

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SharePoint Search

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  1. SharePoint Search Mirjam van Olst Information Worker Solutions Macaw Making Serious Sites

  2. Agenda • Enterprise Search Challenges • Microsoft Search Vision • SharePoint End-user improvements • Knowledge Network • Administration Improvements • Performance and Capacity Planning • Customizing the Search UI • Develop Search Solutions

  3. Enterprise Search Challenges Making Serious Sites

  4. Enterprise Search Challenges People often know more than systems Information access is controlled Information is stored in many places and in many formats Finance Manager Reviewing a Budget Business Analyst Preparing a Briefing Sales Executive Responding to an RFP

  5. Microsoft Search Vision Making Serious Sites

  6. Microsoft Search Solutions Find Use Share Enable professionals to find, use, and share relevant business data quickly, easily and securely • Find information across the desktop, intranet and Internet • Use information via intuitive, familiar interfaces • Share information among teams and connect people in real-time

  7. Search As an Infrastructure Service Scenario spectrum Within-site search– WSS or MOSS Search-driven business applications - MOSS Intranet Search – MOSS Internet point of presence search - MOSS

  8. Enterprise Search Architecture

  9. SharePoint Server 2007 SKUs for Internet Sites Enterprise Edition Standard Edition for Internet Sites

  10. Search Feature Comparison

  11. Search Feature Comparison

  12. Secure & Manage Your Search Deployment Control access to information with permissions Perform standard query time security trimming Implement custom security trimming Manage your search solutions Analyze usage patterns using powerful out-of-the-box reporting Tune relevance parameters for better results Control deployment of desktop search with group policies Scale your deployment Cluster web front ends, query servers, and index databases Improve indexing performance with a dedicated index server Index up to 50 million items per index

  13. Unlock Unstructured & Structured Data Find information in unstructured repositories Find content in web sites, file shares, SharePoint sites, public folders & Notes DBs Use Protocol Handlers to index content in proprietary repositories Support any file type with iFilters (over 200 supported formats out-of-the-box) Use search as an interface for line-of-business systems Index structured data sources using the Business Data Catalog (BDC) Customize search results using out-of-the-box Business Data Web Parts Make results actionable with Business Data Actions Refine results and save important queries Refine results using the keyword query syntax Filter and sort result lists using relevant attributes Save important queries and subscribe to RSS feeds or email alerts

  14. IFilters iFilters available for lots of different file types http://www.citeknet.com/ for: CAB CHM EXE HLP RAR ZIP https://support.cadcompany.nl/ifilter/default.aspx for: DWG (Looking for Beta users) http://www.adobe.com/support/downloads/detail.jsp?ftpID=2611 PDF

  15. SharePoint End-user Improvements Making Serious Sites

  16. Relevance Improvements • Best results on first page, every time • Enterprise Search is different from Internet Search • Far less cross-linking of content • Lots of non-Web content: Office docs, line-of-business data, etc. • Security is paramount • Revamped relevance & ranking engine • Extensive collaboration with Microsoft Research, MSN, Windows • Algorithms tuned for web and enterprise content • New search ingredients

  17. Relevance Improvements • New ingredients added, including • Click Distance • Anchor Text • URL Depth • Missing Metadata Creation • Automatic Language Detection • Result is noticeably more relevant search • 100% better on all queries • 500% better on common queries

  18. Influencing Ranking • Best Bets • Additional Metadata • Authoritative Sites

  19. Enhanced User Experience • Simple yet powerful user interface • Query correction – “Did you mean?” • Hit highlighting • Duplicate Collapsing • Alerts • RSS Feeds • Security-trimmed search results • Actionable results through integration with Microsoft Office applications, Windows Desktop Search, Live Communication Server

  20. Enhanced Search Center • Search Center • Web part-based query and results pages • Many options for customization • Search tabs • OOB Search Web Parts • Search Box • Search Core Results • Search Best Bets • Search High Confidence Results • Search Statistics • Search Paging • Search Action Links

  21. Anatomy Of Results Page UI SEARCH BOX HIDDEN SHARED OBJECT ACTION LINKS MATCHING KEYWORDS AND BEST BETS STATISTICS PAGINATION HIGH CONFIDENCE MATCH CORE SEARCH RESULTS

  22. Use of Search functionality in MOSS • Content Query Web Part • Login Name and Display Name • My Team Sites Web Part • My Links • Colleague Tracker Web Part • Alerts

  23. Search Center The Search Center, the home for Enterprise Search

  24. Business Data SearchSearch data, not just documents • Information in LOB systems is often hard to access • MOSS 2007 can bring that data to your users • Data is accessed through the Business Data Catalog • Exposed to many features in SharePoint • Search can easily index the data • No need to write code • Highly customizable results • Integrated with scopes and search center

  25. LOB Search

  26. Find People and Expertise Getting your job done means working withthe right people Build rich personal profiles Customize personal profile attributes Manually update profile information Automatically populate profiles using AD, LDAP directories, or LoB systems Publish personal profiles using SharePoint My Sites Create personal portals Share files, links, and other useful information with others Control access to information using security and privacy controls Identify people who can help => Knowledge Network Find people based on keyword matches with SharePoint personal profiles Find “in-common” connections—managers, memberships, and colleagues Group results by social distance and filter by common attributes

  27. Vragen? Making Serious Sites

  28. Knowledge Network Making Serious Sites

  29. Knowledge Network • Knowledge Network Overview • Client Profile Creation • SharePoint Server Integration • Privacy and Anonymous Brokering • Deployment and Administration • Extensibility

  30. Knowledge Network is software for enterprise social networkingthat helps users collaborate more effectively by automating the discovery and sharing of undocumented knowledge and relationships Who knows whom? Who knows what? Better Decisions More Quickly What is Knowledge Network? Expertise Location Connectors

  31. Why Is Microsoft Creating KN? • Three Core Beliefs • Most information is undocumented • It’s difficult to connect to the right person • “Weak ties” deliver significant value

  32. Documented Knowledge 20% 80% Individual Knowledge Core Belief #1 Most knowledge is undocumented • Employees are more likely to turn to colleagues for information* • Not stored in documents • Notstored in databases • It’s Stored in peoples’ heads Source: Delphi Consulting Group

  33. Core Belief #2 It’s difficult to connect to the right person • Finding the right person often involves a referral by an intermediary

  34. You 1 Degree Your Inner Circle 2 Degrees Their Extended Circle 3+ Degrees Their Extended Circle Core Belief #3 “Weak ties” deliver significant value • People in our inner circle know basically the same people and the same things that we know • People that they know have connections that we don’t have • By leveraging “weak ties” we can learn about new opportunities, share new ideas or meet a new person or group of people

  35. The KN Solution • People ResultsRanked by • Social distance to seeker • Expertise and relationship relevance • SeekerSearches for people • Who knows what • Who knows whom Publish ProfileIncremental updates Publish ProfileIncremental updates • KN ClientAnalyzes email to create profile of • Keywords • Colleagues • External Contacts • KN ClientAnalyzes email to create profile of • Keywords • Colleagues • External Contacts • KN ServerAggregate profiles • Expertise information • Social network

  36. Privacy Concerns Striking the Right Balance • The goal is to strike the right balance between Utility, Simplicityand Privacy • Utility is how useful will this software be to me? • Simplicity is how easy will this software be to install, upload, maintain and use? • Privacy is how much personal information will this software reveal and how much control do I have?

  37. The Simple Privacy Model • Notification • Communicate steps of the profile creation and publishing process • Customers can expose privacy policy in the client profile wizard • Control • User can choose which items to include/exclude • User can choose from 5 levels of privacy to apply to each profile item to control who is allowed to view that information on the server • Administrators can configure the default operation of the client, including opt-in/opt-out and the default privacy visibilities for profile items • Administrators can determine which aspects of the product functionality to leverage including external contacts, anonymous results, and DL keywords • Consent • KN sends no data to the server before the user has approved it • Caveat is keywords associated with “public” Distribution Lists – aggregated into DL profiles on the server

  38. Top Customer Questions… • Why client-side mining? • Privacy – Nothing leaves user’s machine until they “publish” • Access to information – PSTs, future data sources • Distribute the processing • Why not mine sources other than email? • E-mail is by far the richest and most pervasive source today • Calculating strength across different data sources adds complexity • How long does analysis take? • Depends on a number of factors • On the amount of email and unique contacts • On disk performance, RAM, and CPU • User activity – since analysis process runs at low priority

  39. Set Data Sources Outlook folders to analyze Import Outlook contacts Import Instant Messaging contacts Select Information Run Analysis Review Profile Publish Profile Client Profile Creation 1. Sync Read each email Capture key “interaction data” in MDB Read in contacts from Outlook and IM clients Sync Colleagues from SPS profile 2. Contact Resolution Lookup contacts against GAL (MAPI) Internal or external? Is it a DL? Discard Capture key properties 3. Update Aggregate counts Check thresholds Calculate strength 4. Recommendation “Exclusion lists” Special rules Limits applied Organization name mapping for External Contacts KNClient.log file and MDB files C:\Documents and Settings\<user>\Local Settings\Application Data\Microsoft\Knowledge Network

  40. SharePoint Integration – Overview Extract and Publish People Profiles Index and Search AD propertiesDL memberships Active Directory Index KN Client MDB KeywordsColleaguesExternal Contacts Search Center - Find People - Manually enter Interests,Skills, Responsibilities, etc

  41. SharePoint Integration – Data KN Client Data Keywords Colleagues External Contacts Client Client Server Server Publish KN Data to Server KN ProfileManagementWeb Service KN Data KN Data Keywords (public) Colleagues Keywords (non-public) External Contacts SPS User Profiles KN Store Crawl from SPS AD property changes SPS property changes

  42. SharePoint Integration – My Site Colleagues External Contacts Keywords Profile Detail Tabs KN MemberIndicator Keywords Property • Summary of public keywords Keywords In Common

  43. Desktop Search Integration

  44. Reply to Help or Decline • Request Deleted • Brokered E-mail Anonymous Brokering • Seeker Initiates Search • Anonymous Results

  45. Knowledge Network

  46. Client Deployment System Requirements • Windows XP SP2 or Vista • Office 2007 or 2003 • Strongly recommend “Cached Exchange Mode” • Exchange 2007 or 2003 • With Active Directory • .NET Framework 2.0 Configuration Options • Client policies (GPO) • Update interval • Recommendation limits • Default “Show To” privacy • Opt-in/out first experience • Anonymous brokering • Retention “clean up” • Custom privacy policy • KN Server settings • Organization mapping • Exclusion lists

  47. Server Deployment And Admin Deployment • Leverages Office Server 2007 administration, provisioning, and deployment infrastructure Administration Options • View and manage jobs • User management • Manage KN “members” • Manage External Contacts • Client configuration • Organization mapping • Exclusion lists • Server statistics • E-mail templates

  48. KN Extensibility • Client-side • Managed API exposing data in KN DB • Retrieve user Keywords, Colleagues, and External Contacts • Server-side • Web service exposing a full-fledged query language for expertise/social network people search • Can go beyond UI scenarios – e.g., multi-target queries • Web service to retrieve (read) and augment (write) profile data • Bootstrap the profile or add custom keywords and contacts

  49. Vragen? Making Serious Sites

  50. Search Administration Improvements Making Serious Sites

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