Setting up Search Infrastructure – Part III


Some of the content appearing in these posts is taken from the SharePoint 2010 Search Evaluation Guide which can be downloaded from here.

 

This post covers the following –

  • Creating Metadata Properties
  • Search Reports
  • Creating Keywords, Definitions and Best Bets
  • Creating Search Scopes

 

Part I of this series is available here

Part II of this series is available here

 

Creating Metadata Properties

Crawled properties represent the metadata for content that is indexed. Typically, crawled properties include column data for SharePoint list items, document properties for Microsoft Office or other binary file types, and HTML metadata in Web pages. Administrators map crawled properties to managed properties in order to provide useful search experiences. For example, an administrator might create a managed property named Client that maps to various crawled properties called Customer, Client, and Customer from different content repositories. Managed properties can then be used across enterprise search solutions, such as in defining search scopes and in applying query filters.

In this procedure you will create a custom column. You will then crawl the lists so that their columns are indexed, and then you will create a managed metadata property that maps to columns in the lists.

  1. Browse to your SharePoint site. Navigate to any existing list and create a new column called Technology in it. Edit the properties of some of the list items so that they contain a value in the newly added column.

  1. Go to the Search Service Application and start a Full Crawl on the Local SharePoint Sites content source. You need not wait until the crawl completes.

     

  2. Go to the Search Center and run a search query as follows – “<column name>:<value>” (for example – Technology:CRM). You should notice that there are no search results returned. This is because either the content source has not yet been crawled or the crawled property has not yet been mapped to a Managed Property.
  3. On the Quick Launch of the Search Service Application, in the Queries and Results section, click Metadata Properties | New Managed Property.
  4. In the Property Name text box, type Technology.
  5. Click Add Mapping.
  6. In the Select a category drop-down list, ensure that All categories is selected. In the Crawled property name box, type ows_Technology, and then click Find.
  7. Click the ows_Technology(Text) property in the search results, and then click OK.
  8. Check the Allow this property to be used in scopes check box. Click OK.
  9. Start a Full crawl of the Local SharePoint Sites content source. Wait until the crawl completes. It should take about 2-3 minutes.
  10. Navigate to the Search Center and re-run the search query. This time you should see matching items in the Search Results.

 

 

Search Reports

The following step-by-step instructions will help you get started working with search reports.

Running Administration Reports

  1. On the Quick Launch of the Search Service Application, in the Reports section, click Administration Reports.
  2. Click Search administration reports.
  3. Click each of the reports to review the information contained.
  4. On the Quick Launch, in the Reports section, click Web Analytics Reports.
  5. Click each of the links on the Quick Launch to view the different reports.

 

Creating Keywords, Definitions, Best Bets, and Synonyms

Best Bets are URLs to documents that are associated with one or more keywords. Typically these documents or sites are ones that you expect users will want to see at the top of the search results list. Best Bets are returned by queries that include the associated keywords, regardless of whether the URL has been indexed. Site collection administrators can create keywords and associate Best Bets with them.

Synonyms are words that mean the same thing as other words. For example, you might consider laptop and notebook to mean the same thing. Administrators can create synonyms for keywords that information workers are likely to search for in their organization. Additionally, synonyms that can be used to improve recall of relevant documents are stored in thesaurus files.

  1. Browse to the Search Center site. On the Site Actions menu.
  2. In the Site Collection Administration section, click Search keywords.
  3. Click Add Keyword.
  4. In the Keyword Phrase text box, type SharePoint.
  5. In the Synonyms text box, type SharePoint Foundation; SharePoint Server; Windows SharePoint Services.
  6. Click Add Best Bet.
  7. In the URL text box, type http://www.microsoft.com/sharepoint.
  8. In the Title text box, type SharePoint on the Web.
  9. In the Description text box, type SharePoint home page on http://www.microsoft.com.
  10. Click OK.
  11. Click Add Best Bet.
  12. In the URL text box, type http://msdn.microsoft.com/sharepoint.
  13. In the Title text box, type SharePoint Developer.
  14. In the Description text box, type SharePoint home page on MSDN.
  15. Click OK.
  16. In the Keyword Definition text box, type Collaboration and Search Platform.
  17. Click OK.

 

Creating Search Scopes

  1. Browse to the Search Center site. On the Site Actions menu, click Site Settings.
  2. In the Site Collection Administration section, click Search scopes.
  3. Click New Scope.
  4. In the Title text box, type File System. In the Display Groups section, check all check boxes. Click OK.
  5. In the Search Dropdown section, next to File System, click Add rules.

  1. In the Scope Rule Type section, click Web Address.
  2. In the Host Name textbox, specify your unc path (Example : \\win2k8\Documents). Click OK.
    You may be notified that the scope will be updated in a few minutes. If so, either wait the required number of minutes and then continue at step 18, or perform steps 13 through 17 and then continue at step 18.
  3. In Central Administration, go to the Search Service Application | Search Administration.
  4. In the System Status section, next to Scopes needing update, click Start update now.

  1. Switch back to your Search Center. On the Site Actions menu, click Edit Page.
  2. Edit the Search Box Web part.In the properties of the Web Part, expand the Scopes Dropdown section.
  3. In the Dropdown mode list, click Show scopes dropdown.
  4. Click OK.
  5. On the ribbon, click Save. Note that the scopes drop-down list appears, and that your new File System scope is included in the list.

 

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One Response to Setting up Search Infrastructure – Part III

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