Supercharging SharePoint for Success with Search Jeff Fried CTO, BA Insight SharePoint User’s Group

2

Today’s session

Who is this guy? About Jeff Fried Longtime Search Nerd

Passionate About

• CTO, BA Insight

• SharePoint

• Senior PM, Microsoft • VP, FAST • SVP, LingoMotors

• Search • Search-driven applications (aka “InfoApps”)

Blog:

DoMoreWithSearch.com

Technet Column “A View from the Crawlspace” [email protected]

Focused on Search and SharePoint since 2004

About BA Insight 



SharePoint 2013 Search Architecture Public API Unit of scale/role boundary

• • • • • • • •

HTTP File shares SharePoint User profiles Lotus Notes Documentum Exchange folders Custom - BCS

• • • •

SharePoint SP Apps Devices Non-SP UX

Search is Pervasive in SharePoint 2013

• • • • • • • • • • •

Content By Search Web Part My Tasks My Site View “What’s new” feed E-Discovery Console Topic Pages Recommendations Customer Engagement Portal Image Library search Exchange 15 search Web Content Management

9

The problem must be the content is not indexed

RFI/RFP

Frustration Root cause analysis

The Search Immaturity Cycle

Request feedback Surveys Questionnaires Feedback

Attempt fix 10

Source: http://searchpatterns.org

11

Have you ever used any of these search apps?

Our Search Strategy Success Model • Context Metadata Strategy

Context

User Experience Strategy (UX)

• Content • Metadata

(Classes of Users)

Content Strategy

• UX

“The #1 thing you can do to increase relevance is to attend to your content.”

What is an Authoritative Source?

Use Authoritative Sources in SharePoint Takes ~24hrs to propagate

Sites that are important

Sites with low intrinsic relevance

Search Provides a Unified View

Think beyond SharePoint content in Search • • • • • • • • • • • •

• • • • • • • • • • • •

Search with LoB content

• • • • • • • • • • •

Agile Information Integration

Search Content needs Gardeners

Content Strategy Highlights     

Structure sets content free

Metadata Powers the Search User Experience

Start using Managed Metadata

Creating Metadata by Machine Say “Annotate”

Look Mom…. No Metadata!

Populated Managed Metadata according to taxonomies in the SharePoint Term Store

Metadata Strategy Highlights   

  

Adaptive Refinement

Rich Refinement after Categorization

Use Query Rules for Recommended Results

http://www.bainsight.com/blog/setting-up-recommended-results-forsearch-in-sharepoint-2013

Converting Search into Action •

Search is part of a larger process  That process is a big part of the context

•

Make it easy to carry the results of search sessions into that process

Example: Shopping Cart, Comparisons

UX Strategy Highlights    

Traps to avoid

Demo

Graph Search    

Facebook Graph Search is Actually Useful At first glance, Graph Search could be perceived as a very minor feature change. However comparing it to the old Facebook search bar illustrates how much potential it has to make search a worthwhile part of the Facebook experience. The old search

The new Graph Search:

Demo

What is The Office Graph?

Emailed to me

Trending around Jenny Gottfried

Works with

Commented on

Manager

Presented to me Direct report

Shared with me Modified by Alan Brewer

Trending around Nancy Anderson

Modified by Jenny Gottfried

Liked by me Works with

Trending around me Viewed by me

Modified by Jim Geist

Emailed to me

Modified by Jenny Gottfried

Works with Commented on

Liked by Jim Geist

The Office Graph is Built off of 2013 Search   

Delve is ‘just’ a UI on the Office Graph   –

 –

 –

Waldek Mastykarz

Content and signals across O365 autopopulating the Office Graph for teams







Insights derived with machine learning to help YOU get the job done right NOW

Current Sources/Signals      

Graph Query Language (GQL) v1.0  –

– –



SharePoint Search REST API overview

Notes + Gotchas

A Little More Demo

On-Premises

Strategies for Hybrid SharePoint Transient: Migrate everything to the cloud

Permanent: Maintain a hybrid model

Migrate at your own pace to the cloud with little or no disruption to existing service

Maintain a Hybrid Model providing Services On-Premises or Online based on the Organization needs

Pilot Online Service with a subset of users

Continue to use existing customizations On-Premises

Migrate remote users physically distant from On-Premises deployment to Online for better experience Host certain data in particular locations Online for compliance or data sovereignty reasons Gain the advantage of moving to cloud infrastructure ((TCO) where ever possible

Key considerations Availability of features Online versus OnPremises on particular workloads

Regulatory considerations

Significant investments in customization of certain On-Premises workloads

Concerns over global network performance with remote sites in distant locations relative to On-Premises deployments

Manageability concerns

Hybrid Cloud Adoption Patterns – O365 1 of every 3 EPG customers is licensed for O365, will be 1 of every 2 by January 2015, adopting in two patterns: Within SharePoint: • Mysites • TeamSites • Extranet • Intranet • Portals • Focused Sites • Services Farms

Split User Within a workload (Exchange or SharePoint) between On-Premises and Online

Split Workload Users on any of the workloads (Exchange, SharePoint or Lync) in the cloud while using other workloads OnPremises

Across O365: • SharePoint • Exchange • Lync • Yammer • OneDrive • Delve

Search bridges the silos created by cloud adoption ->

Adopting Hybrid SharePoint is a search project

Search Provides a Unified View

Centralized Index vs. Virtual Index

     

  

SharePoint 2013 Search Architecture Not Multi-tenant

Public API Extensibility Points Unit of scale/role boundary

SharePoint 2013 Search and O365

Limitations: Cannot crawl external content from O365 CEWS not available from O365 Cannot Crawl O365 from Onprem with OOB Connector

OOB Federated Search User Experience

Refiners from Cloud only

Results from Cloud

Results from SharePoint On-Premise

BA Insight Knowledge Integration Platform Search-Driven Applications Knowledge Center

Help Desk

Intranet

Portal

User Experience Engine

Knowledge Integration Platform

Content Intelligence Engine

Content Connectivity Engine

Product Catalog

Remarkable search user experience • Content visualization, presentation, and interaction High quality, consistent metadata • Automated classification and metadata generation Access to all enterprise content • Secure connectivity to a wide variety of systems

Portal On-Premises: Hybrid Configuration with Portals in SharePoint Server 1. 2. 3.

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Primary Portal On-Prem (Centralized On-Premises Index)

On-Prem

On-Line

Portal On-Premises: Hybrid Configuration with Portals in SharePoint Server 1. Existing portals, with new content added online 2. Existing portals with content moving online 3.

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Primary Portal On-Prem (MultiSearch: Query Federation , Interleaved Results)

Interleaving Federator

On-Prem

On-Line

BA Insight Federator

Portal Online: Hybrid Configuration with Portals in SharePoint Online

4. 5.

62

Secondary Portal On-Line (Remote Result Source from On-Prem Index)

Remote Result Source

On-Prem

On-Line

“Pure Cloud”: Cloud Configuration with Portals in SharePoint Online

6. 7.

64

SharePoint Server in Azure in hybrid configuration with O365 Tenant Optional!

Microsoft Azure Virtual Network Cloud Service Active Directory & DNS

Cloud Service Database

Cloud Service Front End

App server

Active VPN On-premises environment Gateway subnet

Availability Set

Availability Set

Availability Set

Availability Set

Succeeding with Hybrid SharePoint     

Tailored, Targeted Search-Driven Apps are Effective Consumer Search-Driven Apps

Enterprise Search Driven Apps





    

Intuitive Dynamic Contextual Mobile 360° View

Search for Experts, Projects, Customers, Vendors, Parts, etc.

Extensible Search Platform

Custom Search Apps

Partner-Built

Video Search

E-Discovery Search

My Tasks

WCM

Content I’m Following

Topic Pages

General Purpose

Recommendations

Content by Search

Site Search

People Search

Intranet Search

SP2013 Supports Multiple SDAs MySites

Research Portal Unified View Analyst’s workbench Management Adviser Innovation Center

Customer Service Compliance

Voice of the Customer Call Center Logistics Center Online Service Consolidated Dashboard Sales Dashboard

Fraud Center E-Discovery Info Governance

Search Driven Applications are found in every industry and every function Traditionally, search vendors describe these as possibilities using their platforms; but implementation costs have been >$1M

Build these compelling applications by configuring proven capabilities that encapsulate good search UX practice, rather than coding from scratch

Example search-driven application

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Expertise Finder “Fusion” • Sliders interactively weight different features of experts

Client Search to locate client profile and related information.

All related matters listed link directly to matter views.

Relevant contacts from InterAction CRM.

Search-Driven Application for Legal Research Documents from many sources All client or matter-relevant documents are integrated.

Rich MetaData Content annotated automatically – concepts, categories, citations, matters, clients, etc

Navigation Controls Explore, Discover, Drill-down

A Developer’s View of Search Content Sources SP Apps

HTTP File shares

Win8 Apps

User Profiles

REST

CEWS

SharePoint Crawling

Exchange

Content Processing

Query Processing

Indexer Content

Query

Lotus Notes Documentum

Custom

BCS

Search Administration

Analytics

Mobile Apps

CSOM

Search Verticals

Index

Search Center

Search Schema

Topic Pages

PowerShell Query Rules Result Templates

“No Code” Apps

Simple Search Verticals Search Box Sort Menu Nav Entry (all are verticals)

Refiners

Query Rules

Results web part Result source for this site

Item Templates

Start OOB, Multiple Phases of User Feedback Architecture/Design Hardware/Infrastructure Metadata Creation & Mapping Content Processing & Indexing UI components & configuration Component/Workload integration Tuning & Tweaking User Feedback Operations and cutover

Operations

Cutover

Polishing

Buildout

Benchmarking

Info Architecture

Prototype

OOB setup

Envisioning

Logo

Welcome User | Title

Site Navigation

Location

Name, Supervisor, Coordinates

Naviga tion Assets

Equipment, Inventory

Datasheets Safety Manuals, MSDS, User Guides

Maintenan ce History Date Last Serviced, problem areas, serviced by name

Search

Relevant Experts

Content-driven expertise search

Safety Information MTBF, site safety goals

79

Sunshine Oil Corporation™ Mars P-167435

Datasheets (MSDS)

Rig Name: Mars P-167435 Location: 168 Miles - SE New Orleans GEO Coordinates: 48.5° N 243.5° E Type: Semi-Submersible Supervisor: Christopher Lloyd Telephone: 867-456-1812

API Number

Any Asset Class Rig Well Pipeline Environmental Safety Show more ̌

Chemical

Halliburton

Chemical

Halliburton

Chemical

Halliburton

Chemical

Halliburton

Chemical

Halliburton

Chemical

Halliburton

Chemical

Halliburton

Chemical

Halliburton

Chemical

Schlumberge r

BC-140 BC-200 UC BE-9

Lease Name

Longitude Latitude Spud Date, M/Y

30-041-20556 FINLEY

-103.51213 33.90625

12/21/1980

21

30-041-20571 RADCLIFF

-103.50778 33.91354

2/14/1981

13

30-041-20592 TERRY

-103.50778 33.90628

4/23/1981

8

30-041-20558 ANNIE-HARVEY

-103.51648 33.89897

6/3/1982

2

30-041-20595 LAGRONE

-103.4945 33.93200

6/1/1982

30-041-20580 COLLIER A

-103.49062 33.92819

3/15/1981

30-041-20611 FRANSE

-103.49064 33.93161

10/5/1981

30-041-20594 COLLIER

-103.49497 33.92842

6/6/1981

30-041-20619 TAYLOR

-103.49983 33.93116

9/21/1981

30-005-62755 STATE 35

-104.07377 33.99999

12/27/1989

30-005-61661 ANTELOPE FEDERAL

-104.66293 33.93426

6/13/1983

30-005-62221 JERRY DON FEDERAL

-104.68498 33.95237

12/8/1984

30-005-62204 PRONGHORN FEDERAL

-104.66725 33.93701

11/17/1984

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Classification Supplier

BA-20 BA-40L

Assets Asset Class

MSDS Data Sheet

CL-31 Cla-Web FDP-S944-09 FDP-S1007-11

Maintenance History

API Well Number 3400520566 0000 3400521912 0000 3400523600 0000 3400523605 0000 3400724337 0000 3400920129 0000

Inspection Number 131090811 7 129959350 5 121674790 8 130261796 8 163778389 4 129796216 4

Purpose of Inspection

Site Safety Goals

MTBR & MTBM

Date of Violation Violation

Status Check Violation 7/12/2011 Status Check Violation

3/8/2011

Status Check Violation 4/12/2011 Status Check Violation 4/12/2011 Complaint

Violation 5/24/2011

Complaint

Violation 2/17/2011

Location Map

Architecture/Design Hardware/Infrastructure Metadata Creation & Mapping LOB system configuration Content Processing & Indexing UI components & configuration Back end components Custom Development System Integration Tuning & Tweaking Relevance & HCIR User Feedback Security audits and improvements Operations

Production

Pilot

Cutover

Full Scale Prototype

Polishing

Buildout

Deeper Prototype

Benchmarking

Info Architecture

Initial Prototype

OOB setup

Envisioning

• • • • •

• Start early with OOB experience •

• Keep an active staging system • •

• Grow incrementally & continually • • • •

• Don’t be afraid to customize •

• Establish success early, build on •

Customer Service 360

Analyst Workbench

Client Matter 360

Research Portal

Sales Manager View

Intelligence Dashboard

• • •

• • •

• • •

• • • •

The Next Wave

External Content & Signals Consistent, Quality Metadata Richer Actors, Actions, and Objects New Graph-Driven Experiences

Recap

Questions & Discussion