SharePoint NYC search presentation

SharePoint and Search

New York 2013

Speaker?

• JavierBarrera.com | [email protected] | @jtbarrera

• SharePoint Manager | Architect• Books:

– Microsoft SharePoint 2013 Administration Inside Out– Microsoft SharePoint 2013 Inside Out– Professional SharePoint 2013 Administration– Beginning SharePoint 2013: Building Business Solutions

(Tech Editor)

Agenda

• Search Versions• Common Components in Search• SharePoint Search Components• Result Pages• Search Reports

Feature

SharePoint Foundation 2010

Search Server 2010 Express

SharePoint Server 2010

Basic site search Y Y Y

Best Bets Y Y

Search Scopes Y Y

Alerts for Search Results Y* Y* Y*

Advanced Search Page Y Y

Crawled and Managed Properties Y Y

Query Federation Y Y

Relevancy Tuning by Document or Site Promotions

Y Y

Shallow Results Refinement Y Y

People Search Y

Multi-Tenant Hosting Y

SharePoint Search VersionsFeature

SharePoint Foundation 2010

Search Server 2010 Express

Search Server 2010

SharePoint Server 2010

Basic site search Y Y Y Y

Best Bets Y Y Y

Duplicate Results Y Y Y Y

Search Scopes Y Y Y

RSS Feeds for Search Results Y Y Y Y

Alerts for Search Results Y* Y* Y* Y*

Advanced Search Page Y Y Y

Crawled and Managed Properties Y Y Y

Query Federation Y Y Y

Query Suggestions Y Y Y

Relevancy Tuning by Document or Site Promotions Y Y Y

Shallow Results Refinement Y Y Y

Windows 7 Federation Y Y Y

People Search Y

Phonetic Name Search*** Y

Nickname Search*** Y

Self Search Y

Social Search Y

Taxonomy Integration Y

Multi-Tenant Hosting Y

Version Common Questions• What do I get installing Search Server to

SharePoint Server?• Nothing. It can not be done. Search

Server is a piece of SharePoint Server overall product.

Version Common Questions• Is Search Sever the same as SharePoint

Search Express?• Kinda and no. SharePoint Search Express

is Foundation plus search components, but you can not scale. Search server and SharePoint server allow scaling and redundancy.

Version Common Questions

• So what is SharePoint Search Express?• SharePoint Search Express is Foundation

with search components added on. You can not scale and it does not have all feature set of SharePoint Server.

COMMON COMPONENTS IN SEARCH

Reading a Search URL

http://sharepoint/sites/search/Pages/results.aspx?k=travel%20request&r=fileextension%3D%22doc%22%20fileextension%3D%22docm%22%20fileextension%3D%22docx%22%20fileextension%3D%22dot%22%20fileextension%3D%22nws%22%20author%3D%22Javier%2E%20Barrera%22

Search URL Decoded

http://sharepoint/sites/search/Pages/results.aspx?k=travel request&r=fileextension="doc" fileextension="docm" fileextension="docx" fileextension="dot" fileextension="nws" author="Javier.Barrera“

Search URL Decoded


k=Travel request

Search URL Decoded


k=Travel requestr=Any Word document

Search URL Decoded


k=Travel requestr=Any Word documentAuthor=Javier.Barrera

Security trimming• Search will retrieve all information then

automatically trim the results depending on your AD credentials.

• Remember to use site collections to further segregate data

• Security trimming will work on other reouces that can searched if they use AD (e.g. file share, exchange…)

• Will not work with external data (leverage secure store service application)

• Develop custom security trimmer

Search in Action

http://sharepointgeorge.com

Topology: Admin

• Controls all aspects of the search service• Manages the SharePoint Search Topology• Can not be made redundant or moved• Passive but vital piece• Search will still function if offline, but it…– Starts crawls– Contains crawl configuration– Reassigns crawl tasks as needed

Topology: Crawl• It is NOT your index• Stateless• Connects to content source(s)• Generates index then passes it to Query (only very small

pieces of index at any one time)• Extract metadata then passes it to property database• Tracks what has been crawled and what needs to be crawled• Each crawler component can have multiple databases• Single crawl server can host multiple crawler components• By default only one per service application• Auto balances it multiple unless host distribution is used

Topology: Index Partition

• Index partition does not hold the index• Query component holds the index• To scale use multiple index partitions• Each new index requires new query server• Max 100 Million items per partition• Each partition can have multiple mirror

queries and fail-over queries

Topology: Databases

• Administration Database: handles Admin topology

• Crawl Database(s): Associated with Crawl topology

• Property Database– Independent of all others– Associated with Partition Index topology– Used to store metadata extracted by crawler– Can create multiple property databases of move

to another SQL server when a bottleneck

Foundation Configuration

• Unique Managed Account: User policy at full read

• NTLM auth to SQL server• Configure Index schedule• Setting indexer as needed

SHAREPOINT SERVER COMPONENTS

Content Sources

• SharePoint Sites• Other Web Sites• File Shares• Exchange Public Folder• Line of Business Data (BDC)• Custom Repository

Crawl Rules

• Default action is to crawl everything• Rules can be created to include/exclude

specific resources• Rules can also let you specify credential set– Default search set credentials– Different content access account– Client certificate– Form credentials– Cookie

File types

• Most common file types are already set• If file type is not listed it will be ignored by

search• PDF is not setup by default– Adobe iFilter is free but single thread– Manually add in PDF icon– Manually add PDF registry entries to crawler

server

Crawler Impact Rule

• Used when searching against external resources to SharePoint

• Can limit or extend simultaneous requests (default 8)

• Can request one document with specified wait time

QUERIES AND RESULTS

Scopes

• Used by User to Narrow Search Parameter• Custom Scopes can be Created– Specific web address– Specific property– Specific content source– Everything (default)

• Rules in scope can be used to exclude or include specific information

Authoritative Pages

• Adds additional weight to specified pages so they show up higher in results

• Multiple levels of authority can be specified• Sites can also be weighted down to lower

importance (not pages but entire sites)

Keywords (AKA Best Bets)

• Configuration at SharePoint site level– Site actions>site settings>site collection

administration>search keywords• Create top level search result items when

specific keyword is requested• Synonyms can be specified• Multiple best bets items can be returned in

specified order• Dates of review/start/expire can be specified

Federated

• Allows search to incorporate other search results form query

• Predefined additional federated sources can be added (internal or external)

• Custom federated sources can be added (internal or external)

Search Removal

• Allows specified pages to be immediately removed from search results

• Better method is to set proper permissions but this will only change during next crawl

SEARCH REPORTS

Administrative Reports

• Reports to track Search performance• Set baselines when first creating farm • Important reports to Track:– QueryLatencyTrend– SharePointBackendQueryLatency

Web analytics

• Displays information on actual search terms by users

• Track search trends• Set up informative ‘Best Bets’• Optimize site collections for data retrieval

SharePoint 2013

• Thumbnail Preview• Better result refinement • Result Blocks• Individualized search results• Overall search refinements over time• Query Rules (replace best bets)• Continuous Crawls

Housekeeping

• Please remember to turn in your filled out bingo cards and event evaluations for prizes.

• SharePint is sponsored by Slalom at Whiskey Trader (Between 55th and 56th on 6th Avenue).

• Follow SharePoint Saturday New York City on Twitter @spsnyc and hashtag #spsnyc

Thanks to Our Sponsors!

Questions/Resources/Credits• Any Questions?• Speaker: Javier Barrera | @jtbarrera |

[email protected]

Getting Started with Enterprise Search in SharePoint 2010 Productshttp://goo.gl/FsXFg

URL Decoder/Encoderhttp://goo.gl/wtjUz

Configuring Enterprise Search in SharePoint 2010http://goo.gl/qKcy8

Searching External Data in SharePoint 2010 Using Business Connectivity Services

http://goo.gl/stQQLSharePoint 2010 Search, Best Bets, and You http://goo.gl/ZqBDkSharePoint 2010 - Configuring Adobe PDF iFilter 9 for 64-bit platforms

http://goo.gl/cOhNK

Technology

SharePoint NYC search presentation