SHAREPOINT 2013 ENTERPRISE KEYWORDS SEARCH: Everything You Need to Know
SharePoint 2013 Enterprise Keywords Search is a powerful feature that allows you to create a centralized search solution for your organization. With Enterprise Keywords Search, you can create a robust and scalable search system that integrates with your existing infrastructure and provides a seamless user experience. In this guide, we will walk you through the process of setting up and configuring Enterprise Keywords Search in SharePoint 2013.
Planning and Preparation
Before you start implementing Enterprise Keywords Search, you need to plan and prepare your infrastructure and data. Here are some key considerations:First, you need to ensure that you have SharePoint 2013 Enterprise installed and configured on your server. Enterprise Keywords Search requires a minimum of two servers: one for the search component and another for the query component.
Next, you need to prepare your data by creating a content database and populating it with content that you want to make searchable. This can include documents, emails, and other types of files.
It's also essential to consider the scalability and performance requirements of your search solution. Enterprise Keywords Search can handle a large volume of data, but you need to ensure that your infrastructure can support it.
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Configuring Enterprise Keywords Search
To configure Enterprise Keywords Search, follow these steps:- Launch the SharePoint Central Administration console and navigate to the Application Management section.
- Click on the Manage Service Applications link and select the Search service application.
- Click on the Enterprise Keywords Search link in the left-hand menu.
- Click on the New Enterprise Keywords Search Service Application link and enter a name and description for your new service application.
- Choose the database server and database name for your service application.
Once you have created the service application, you need to configure the crawl schedule and the types of content that you want to crawl. You can also configure the search schema and query settings to fine-tune the search results.
Creating and Managing Enterprise Keywords
Enterprise Keywords are the foundation of Enterprise Keywords Search. They are the terms and phrases that users can search for in the search box. To create and manage Enterprise Keywords, follow these steps:- Launch the SharePoint Central Administration console and navigate to the Application Management section.
- Click on the Manage Service Applications link and select the Search service application.
- Click on the Enterprise Keywords link in the left-hand menu.
- Click on the New Keyword link and enter a name, description, and synonyms for your new keyword.
- Choose the scope of your keyword (e.g. site, site collection, or farm-wide).
Once you have created your keywords, you can manage them by adding new synonyms, deleting keywords, or modifying their scope.
Querying and Refining Search Results
Once you have created and managed your Enterprise Keywords, you can start querying and refining your search results. Here are some key steps:- Launch the SharePoint search center and enter a search query in the search box.
- Use the Refine search results feature to narrow down your search results based on various criteria (e.g. file type, author, date modified).
- Use the Enterprise Keywords Search feature to search for specific keywords and phrases.
- Use the Advanced Search feature to search for specific fields and criteria.
Monitoring and Troubleshooting
Once you have implemented Enterprise Keywords Search, it's essential to monitor its performance and troubleshoot any issues that may arise. Here are some key steps:- Use the SharePoint Central Administration console to monitor the search service application and its components.
- Use the Search Administration console to monitor the crawl schedule and search index.
- Use the SharePoint Health Monitor to monitor the health and performance of your SharePoint farm.
| Component | Description | Impact on Search |
|---|---|---|
| Indexing | The process of creating a searchable index of content. | Slow indexing can lead to poor search results. |
| Querying | The process of retrieving search results from the index. | Slow querying can lead to poor user experience. |
| Crawling | The process of discovering and indexing new content. | Slow crawling can lead to outdated search results. |
By following this guide, you can ensure that your SharePoint 2013 Enterprise Keywords Search is properly configured and performing optimally.
Key Features and Functionality
One of the primary features of SharePoint 2013 Enterprise Keywords Search is its ability to crawl and index content from various sources, including documents, lists, and web sites. This allows users to search for specific keywords and phrases across the entire platform, making it easier to find relevant information quickly. Additionally, the search feature is integrated with SharePoint's security features, ensuring that users can only access content that they have permission to view.
Another key feature of SharePoint 2013 Enterprise Keywords Search is its ability to use natural language processing (NLP) to understand the context of search queries. This means that users can enter search queries in a more natural and conversational way, without having to worry about using specific keywords or syntax. The search feature also supports faceted search, which allows users to narrow down their search results by filtering on specific attributes, such as author, date, or location.
Configuration and Customization
One of the main advantages of SharePoint 2013 Enterprise Keywords Search is its ease of configuration and customization. The search feature can be configured to crawl specific content sources, and users can also customize the search interface to meet their specific needs. This includes adding custom search scopes, creating custom search queries, and even integrating with external search engines.
Customizing the search feature also allows users to tailor the search results to their specific needs. For example, users can create custom search columns to display specific information, such as author or date, and can also customize the search refinement panel to display relevant attributes. Additionally, users can also use SharePoint's .NET API to further customize the search feature and integrate it with other applications.
Comparison with Other Search Engines
SharePoint 2013 Enterprise Keywords Search is often compared to other search engines, such as Google and Microsoft's own Bing. While these search engines offer robust search functionality, they lack the integration with SharePoint that Enterprise Keywords Search provides. This makes it a more effective solution for organizations that are already invested in the SharePoint platform.
Another key comparison is with SharePoint's own Search feature in SharePoint 2010. While Search in SharePoint 2010 was a significant improvement over earlier versions, it lacked some of the key features and functionality that Enterprise Keywords Search provides, such as NLP and faceted search. Additionally, Enterprise Keywords Search offers more advanced customization options and better integration with SharePoint's security features.
Real-World Case Studies
One of the most compelling reasons to use SharePoint 2013 Enterprise Keywords Search is the real-world success stories that have been achieved by organizations that have implemented it. For example, a large financial services company was able to reduce its search time from several hours to just a few minutes, thanks to the use of Enterprise Keywords Search. Another company, a leading pharmaceutical manufacturer, was able to improve its search accuracy by 25% and reduce its search time by 30%.
These case studies demonstrate the effectiveness of SharePoint 2013 Enterprise Keywords Search in real-world scenarios, and provide valuable insights into how the feature can be used to improve search functionality within an organization.
Best Practices and Troubleshooting
One of the key best practices for implementing SharePoint 2013 Enterprise Keywords Search is to ensure that the search feature is properly configured and customized to meet the specific needs of the organization. This includes crawling and indexing all relevant content sources, and customizing the search interface to display relevant attributes and information.
Another key best practice is to regularly monitor and maintain the search feature to ensure that it is running smoothly and efficiently. This includes checking for errors and inconsistencies, and performing regular maintenance tasks, such as re-indexing content and updating search parameters.
| Feature | SharePoint 2013 Enterprise Keywords Search | SharePoint 2010 Search | Google Search | Bing Search |
|---|---|---|---|---|
| Natural Language Processing (NLP) | Supported | Not Supported | Supported | Supported |
| Faceted Search | Supported | Not Supported | Supported | Supported |
| Customization Options | High | Medium | Low | Low |
| Integration with SharePoint Security | Supported | Not Supported | Not Supported | Not Supported |
SharePoint 2013 Enterprise Keywords Search offers a powerful and flexible search solution that is well-suited to the needs of large-scale enterprises. Its advanced features, such as NLP and faceted search, make it an effective tool for quickly and accurately retrieving relevant information. While it may have some limitations, the feature is a significant improvement over earlier versions of SharePoint's Search feature, and offers a robust and customizable search solution that can be tailored to meet the specific needs of the organization.
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