Agnes Molnar - Best Practices for Information Architecture and Enterprise Search
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Information Architecture (IA) for a large organization is often as complex as a twisting labyrinth. In this session, I will explain and demonstrate, why a good IA design is important for search and also provides best practices on how to plan, maintain and govern it.
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Agnes Molnar - Best Practices for Information Architecture and Enterprise Search
- 2. Best Practices for Information Architecture and Enterprise Search Agnes Molnar, Search Explained
- 3. Introduction â Agnes Molnar ⢠7 years SharePoint Server MVP ⢠Enterprise Search, Information Architecture ⢠Founder & Managing Consultant ⢠Worldwide Consultancy, Guidance, Trainings, Workshops ⢠Web: http://SearchExplained.com ⢠Yammer: http://yammer.com/SearchExplained ⢠Twitter: @molnaragnes, @SearchExplained ⢠E-mail: agnes.molnar@SearchExplained.com
- 4. Agenda ⢠Information Architecture: Organize and Classify the Content ⢠Enterprise Search: Find the Proper and Relevant Content in the current Context
- 5. Information Architecture The art and science of organizing and labeling the CONTENT to support findability and usability
- 6. Enterprise Search Connects people to the information they need to get their jobs done
- 7. Enterprise Search Search Technology that your organization owns and controls
- 9. Content Management in SharePoint
- 10. Content Management in SharePoint
- 11. Organize and Classify Content in SharePoint Document Libraries & Folders Content Types Document Sets Managed Metadata Document ID Workflows Content Organizer Rules âŚ
- 12. Folders or Not Folders? ⢠Linear Structure ⢠Requires drilling down to sub-folders ⢠Difficulty in finding content ⢠Inefficient during upload ⢠Every File HAS to belong to ONE folder ⢠Moving document = URL change ⢠Deep folder structure = long URL ⢠Max URL length: 256 characters
- 13. Folders or Not Folders? ⢠Lack of flexibility in views ⢠No Synonyms ⢠Folder names cannot contain special characters ⢠Folder structure can be modified by any team member (Contributor)
- 14. Folders or Not Folders? ⢠Lack of Standards
- 15. Folders or Not Folders? - Alternatives Tagging (Metadata) Document ID Content Type Document Set 15
- 16. Why Keep Using Folders? Risk of low user adoption Metadata is a huge mind shift Permission model (folder-level) Bulk upload â No metadata enforcing/support
- 17. How to use Folders? Combine ⢠Folders ⢠Metadata ⢠Content Types ⢠Document Sets ⢠⌠Create âWithout Foldersâ View ⢠Hides folder structure ⢠Eliminates hierarchy
- 18. LOCATION: FOLDERS VS. DOCUMENT SETS
- 19. Document Sets in SP2010 Document Library Document_1 Document_2 Folder_1 Document_F1_1 Document_F1_2 Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 DocumentSet_F1_1 Document_DS_F1_1_1 Folder_2 Folder_3 DocumentSet_1 Document_DS1_1 Document_DS1_2
- 20. Document Sets in SP2013 Document Library Document_1 Document_2 Folder_1 Document_F1_1 Document_F1_2 Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 DocumentSet_F1_1 Document_DS_F1_1_1 Folder_2 Folder_3 DocumentSet_1 Document_DS1_1 Document_DS1_2 Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1
- 21. CONTENT TYPES
- 22. Content Types Document Document_Root Contract Technical Document Requirements System Requirements Functional Requirements Case Study User Manual Marketing Presentation For Business Decision Makers For Developers For Admins
- 23. Content Types ⢠Storing the Templates in local folders
- 24. Content Types ⢠Organize the Templates into Template Library
- 26. Search is Easy!?
- 27. Find is the REAL Challenge!
- 28. Common Requirements ⢠âI want Google-like Search in my Enterpriseâ ⢠âI want it just work.â ⢠âWe have 666 million documents. I want to be able to find everything.â
- 29. Search = Users + Content + Context Content Context Users
- 30. Organize and Refine Results in SharePoint Search ⢠Refinement Panel ⢠Managed Properties ⢠Result Sources / Query Rules ⢠Properties (Metadata) ⢠Content Source ⢠Content Type ⢠⌠⢠Core Results Web Part ⢠Managed Properties ⢠Customization ⢠Hover Panel ⢠Managed Properties ⢠Customization
- 31. Search Metadata â Crawled/Managed Properties ⢠Crawled property: metadata extracted from the documents/items during the crawl. ⢠Managed property: created from crawled properties, controlled by the Search Admins, helping users perform more efficient and successful queries: ⢠Refiners ⢠Properties displayed in Search Results ⢠Sorting Properties (FAST)
- 32. Search Metadata Crawled Property Managed Property Author CreatedBy From Author Usage Refiner Display on Result Set Display on Hover Panel Sorting by
- 33. Search Metadata Refinement Result Type & Display Template On Hover Panel Query & Query Rules
- 34. Search Metadata
- 35. Managed Navigation + Search
- 37. Security in Enterprise Search Goal: to protect Enterprise Search from âsecurity incidentsâ Security Trimmed Results Enterprise Search Security = Content Security Enterprise Search != Security Leak
- 38. Security in Search - Challenges Content Security Granularity Tracking Permissions Manipulating Permissions AD Groups vs. SharePoint Groups vs. Custom Backend Groups Testing
- 39. Conclusions
- 40. questions? HTTP://SEARCHEXPLAINED.COM @MOLNARAGNES @SEARCHEXPLAINED
- 41. thank you. SHAREPOINT AND PROJECT CONFERENCE ADRIATICS ZAGREB, 10/15/2014 - 10/16/2014
Editor's Notes
- documents, web sites, blog posts, database entries, etc.
- Create âFolder Viewâ for contributors Create âNon-Folder Viewsâ for visitors (grouping, ordering, etc.)
- Display Templates Query Builder Result Sources Query Rules
- âAn average person today processed more information in a single day than a person in the 1500âs did in an entire lifetime.â
- Context: Business models & goals, corporate culture, resources [Where information is used] Content: Document types Objects, structure, attributes, Meta-information [How to describe the information] Users: Information needs, audience types, expertise, tasks [How to Use the Information]
- Resource: Configure properties of the Search Box Web Part in SharePoint Server 2013 (http://technet.microsoft.com/en-us/library/gg576963.aspx).
- Taxonomy-Based Navigation Dynamic Search-Driven Catalogs by Navigation
- Security trimmed results
- Conclusion