2. 2
Avtex Portals and Customer Experience Sales Engineer
ddonais@avtex.com
Blog – Tales from IT Side
http://talesfromitside.wordpress.com
Twitter
@dondonais
Donald Donais
3. 3
• What is Findability?
• Planning for Findability
• Increase Findability with SharePoint 2013
Finding Out!
7. 7
Current State of Findability
Too Much Information
• Too many disparate
locations
• Too much information
noise
• Too many disparate
applications
Unruly File Share
• Not consistent organization
• Difficult to find information
outside of your department
• Security nightmare
Mixed Search Results
• Too many returned results
• Difficult to refine to what is
needed
• Information is not
personalized
9. 9
Components of Findability Planning
Information Architecture Plan
• Global Navigation Structure
• Local Navigation Structure
• Consistency Across
SharePoint
Content Classification
• Metadata Structure
(Corporate vs. Folksonomy)
• Audiences
• Consistency Across
SharePoint
SharePoint Roles/Personas
• Groups of SharePoint Users
• Detailing Tasks/Activities
• Used to Define Security,
Content, Training, etc.
10. 10
More Components of Findability Planning
Site Design
• Global and Local Navigation
• Home Page Content
• Consistency Across
SharePoint
Search
• Customized Managed Properties
• Query Rules
• Scopes/Managed Result Sources
• Content by Search Web Parts/Custom
Display Templates
12. 12
• Built In Content Management Features
• Personalized Information
• SharePoint Search Changes
• Other Findability Considerations
Increasing Findability within SharePoint 2013
13. 13
• Following
People
Documents
Sites
Tags
• Suggested Content
• Ratings
Feature Added Per List/Library
Choose Likes or Star Ratings
Display Through Content Query or
Search Results
• See Also
Part of Document View Properties
Related Content Base on
Popularity, User Context, &
Metadata
Following, Ratings, and See Also
14. 14
• Document ID’s
Not New, But Really Cool!
Unique ID Across Site Collection
Site Collection Feature
Used to Search or Direct Reference
SharePoint Timer Job
• Document ID Assignment Job -
Daily
• Document ID Enable/Disable Job
- Daily
DocIDRedir.aspx?ID=MUVQXZAVYN7Z
-2-231133
Use Default or Specify 4-12 Prefix
Viewed within Document Properties
Document ID’s
16. 16
• Introduced in SharePoint 2010
• Used to Manage
Corporate Taxonomy
Create User Friendly Navigation
• Service Application
Service Managed Through
Central Admin
• Term Store
Managed Through Central
Admin or SharePoint Sites
Group Manager Permissions –
Contribute and Manager Users
Contributors – Edit Term Set
Managed Metadata Service
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• Introduced in SharePoint 2010
• Interface to Manage within Term Set
Create Term
Copy Term Set – Copy of the Original Term
Name
Reuse a Term – Reuse Term in Different Term
Definition
Pin Term with Children – Reuse Term and
Children in Different Term Definition
Merge Term – Merge Multiple Terms
Together
Deprecate Term – Make Term Not Available
for Use
Move Term – Move to Another Location
Within Term Store
Delete Term
• Import Term using CSV
Term Store
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• New Within SharePoint 2013
• One Term Set per Site Collection
Reuse Terms or Pin Terms with
Children
• Intended Use
Available for Tagging
Use this term Set for Site Navigation
(Global or Local Navigation)
• Custom Sort
Default A-Z
Custom Order
Reminder Always Save Between Tabs
Term Set As Navigation
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• Term Level – Navigation
Navigation Hover Text
Visibility in Menus
Simple Link or Header – Used to
quickly get navigation running
• Term Level – Term-Drive Pages
Term Driven
Customizable
Term Set As Navigation – Term Level
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• Setting Term Store as Navigation
• Part of Site Settings > Look and
Feel > Navigation
• Global or Current Navigation
Option
Managed Navigation: The
navigation items will be
represented using Managed
Metadata term set
Set Term As Navigation – Implement
21. 21
• Select Desired Term Set
• Managed Navigation: Default
Page Settings
Choose Options for Automatic
Page Creation
• Term Store with Different Site
Collection
Use Different Term Store
• Reuse Term
• Pin Term with Children with
New Term Store
Set Term As Navigation – Implement
22. 22
• Original Use within SharePoint
Columns
Content Type
Local List/Library Columns
• Column Type
Managed Metadata
• Use Existing Managed Term Set
• Customize Your Term Set
Use of Term Store in Columns
25. 25
• Updates of Followed
Information
• Newsfeeds
Personalized MicroBlog
Hashtags
Mentions
Document Links
External Video Links
My Sites
26. 26
• Manage Personal Tasks
SharePoint
Project Server
MS Outlook
• Requirements
Exchange 2013
Outlook 2013
Project Server 2013
• Need SharePoint Crawl
Enabled
Continuous or Incremental
Crawls
• Work Management Server
Enabled
My Site Task Aggregation
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• 2010 – FAST Search
Separate SKU/Licenses
High End Search Capabilities
API’s
Relevance Settings
• 2013 – FAST Integrated into Search
Experience From Foundation to Enterprise Similar
No Separate Licenses Outside of SharePoint
• All Versions of SharePoint Use Same Search Service
Search Got Better
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• Continuous Crawl
Available only Content Sources
“SharePoint Sites”
Default Runs Every 15 Minutes
PoSH: Set-
SPEnterpriseSearchCrawlContentSource
• Document Library Search
Search Within Library
Not Redirected to Default Search Site
No Page Reloads
“Some files might be hidden. Include in
your search”
The Power in the Search
31. 31
• UI
Employee Facing
Integrated with Enterprise or Standalone Search
Search Driven Experience
Based on Core Results Web Part, Refiners
• Query
User Query Driven
Security Trimmed
• Relevance
General Relevance Algorithm
Task Oriented Experiences
• Admin
Service Managed by “Search Service” Admin
Site Managed by “Search Site” Admin
• Faceted Search
Familiar Texted Based
Newer Graphical Refiner
Enterprise Style Search
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• Find People Faster
Query Suggestions
Find Experts - Documents
Fuzzy Name Search
Social Connections
Search Anywhere
• Relevance
• Crawl and Content
Drive from User Profile
• Admin
Site Managed by “Search Site”
Admin
Searching for People
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• Similar to Content Query Web Part
Based on Indexed Content
• Show Content Cross Site
Collections
• New Presentation Template Model
Content Render on Client Side
Full Control on Rendering using
HTML Templates
• Easy Editor for Designing Query –
Query Builder
Content Search Web Part
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• SharePoint 2010 – Keywords and
Best Bets
• Set Conditions to Trigger Actions
Based on Content
• Advertisement!
• Site and Site Collection Query Rules
• Options Include
Set Conditions/Rules for Content
Create Promoted Results
Set Publishing Rules
Set Review Date for the Rule
Set Contact to Review the Rule
Query Rules & Promoted Results
35. 35
Crawl
Crawled
Properties
Content
Processing
Managed
Properties
Index
• SharePoint 2010 Managed and Crawled Properties
• SharePoint 2013 Search Schema
Crawled Properties – Crawled by SharePoint Search
Managed Properties – Crawled Information Mapped to Managed Property
• SharePoint 2013 Now Can
Created Managed Properties with type string or Yes/No
Override Existing Mapping to Managed Properties
Create Alias for Managed Properties – Ex. Make Existing Property Refinable
SharePoint Search Schema
36. 36
• SharePoint 2010
Crawled and Managed Property
XML Based Configuration
• SharePoint 2013
Crawled and Managed Property
Query Builder Refinement Panel
Web Part
Refinement Configuration
Refinement Panel Configuration
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1. Create New Column Within SharePoint
2. Wait or Trigger SharePoint to Index SharePoint Site
Can Check within the Crawled Properties Area
Columns Typically Start with “ows_” – Example: LegalID = ows_legalid
3. Create New Managed Property
Create More User Friendly Name
Example: Crawled Property = ows_legalid, Managed Property = Legal ID
4. Wait or Trigger SharePoint to Index SharePoint Site
5. Navigate to SharePoint Search and Edit Page
6. Edit Refinement Web Part and Click on Choose Refiners
7. Add Selected Refiners
8. Adjust Settings for Sort by, Sort direction, Maximum number of refiner values
Refinement Panel Modification
40. 40
• Support for OneNote
• Document set icon in Search
Results
• Folders Supported
• Content Aggregation Web parts
Understand
• Full Document Versioning
• Search Inside Document Set
Document Set Improvements
Contoso Sales
41. 41
• Team Mailbox
• Requires Exchange
2013 & Outlook 2013
• Receive Emails and
have own Email
Address
• Easy Access from both
SharePoint and
Outlook 2013
• Emails Stored in
Exchange
• Docs Stored in
SharePoint
• Unified Compliance
Policy Applies to Both
Keep Teams in Sync
Organize all your team
communications in one
place
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• Office Web App
• More Fidelity Than 2010
Word Comments
Transitions
• Multiple Browser Support
• Viewable Across All Device Types
• Hover Panel Preview
Document Libraries
Search Results
Office In The Browser
45. 45
• SharePoint 2013 My Site
http://sp2013.blogspot.com/2012/07/mysite.html
• Search Schema
http://blogs.technet.com/b/tothesharepoint/archive/2012/11/26/introducing-
search-schema-for-sharepoint-2013.aspx
http://ajbigdata.ulitzer.com/node/2751391
• Refinement Panel Modification
http://blogs.msdn.com/b/russmax/archive/2013/03/15/sharepoint-2013-search-
adding-company-to-the-refinement-panel.aspx
Resources Continued
46. 46
• 2nd Wednesday of Every Month
• SharePoint Resource Documents
• SharePoint Resource links
• RSS Feeds
• Meeting Schedule
• Past User Group Presentations
• Past User Group Recordings
• Sponsorship Information
Connect with US
• http://sharepointmn.com
• Email: sharepoint@sharepointmn.com
• LinkedIn:
http://www.linkedin.com/groups?home=&gid=
1878792
• Yammer: https://www.yammer.com/mnspug/
MN SharePoint Users Group Website
Next Month’s Topic: Creating Business
Solutions with Access Services
47. 47
Thank You!
Avtex Portals and CX Sales Engineer
ddonais@avtex.com
Blog – Tales from IT Side
http://talesfromitside.wordpress.com
Twitter
@dondonais
Editor's Notes
Document Set Basics
Create documents directly in SP
Tag w/Office backstage
Property Management for whole Document Set
Multiple Content Types in a single Document Set
Individual Properties on each Document
NEW Bulk meta-data editing!
We’ve introduced a new feature that’s available in both SharePoint and Outlook so you can bring together all your team’s email and documents in one place. So if a colleague updates a client proposal or sends an email to the team on new product pricing you see the changes instantly and your team’s always in sync. Often teams cross company boundaries. You could be working with an external partner or customer.
Site mailboxes are a key part of your ECM Social Interaction