Enterprise Search with SharePoint Portal Server

1. Enterprise Search with SharePoint Portal Server Level: 300 Collaboration and Business Productivity

2. Enterprise Search with SharePoint Portal Server Uri Barash SharePoint Alerts Microsoft Haifa R&D Center urib@microsoft.com

3. Session Outline • The Challenge • V2 Advances • Themes • Using and Extending Search and Alerts

4. The Challenge • Search . . . It’s not just documents anymore: • Portals, team sites, file shares, . . . • Inside collaborative applications • People and teams • Many portals: where do I look? • Sparse metadata • Secure access • Scale

5. Laying Groundwork in V1 • Microsoft’s flagship application for enterprise search • Securely aggregates data from multiple sources • Probabilistic relevance ranking • Alerts notify you of new relevant information • Automatic categorization • Adaptive crawling keeps search current • Best bet tagging

6. V2 Search Advances • SharePoint Portal Server V2 provides scalable search that discovers and organizes knowledge across the enterprise • Identifies people, teams and categories • Organizes and browses web sites • Enhanced, fast, easy to use search UI • Windows SharePoint Services integration • Improved query performance and scalability • Extends support for secure content

7. V2 Alerts Advances • SharePoint Portal Server V2 provides scalable alerting system that discovers information you care about • New alert types: • People, WSS Objects, Sites Directory • Enhanced UI • Edit alert • Rich notification email • Property change analysis • More options and full text filters on most kind of alerts • Improved scalability and reliability • Manage alerts via Outlook

8. V2 Themes • Enterprise Scale and Abilities • Scale to large deployments • Shared portal services • SharePoint Family • Connecting to information • Relevant, rich results • Fast, easy-to-use UI • Rich alert result notifications • Reusable search and alerts web parts • Organization of information • Site Registry • Best bets • Metadata management • Personal Experience and People • Search for people • Alerts on people • Connecting to Applications • Extend to gather application data • Search across entire enterprise data • Alerts for application concepts

9. Enterprise Capabilities • Performance and scalability goals • 95% of queries in less than 2 seconds • Indexing to 20 million documents • Fast loading of large thesaurus files • Availability and room for growth • Propagation to multiple search servers • Load balancing from web front-ends • Indexing of HTTPS and local group ACLs • IIS logging of portal query keywords

10. Portal Content Portal Content Sales Sales Products Products Services DB Search Architecture 3 Query Web Web 3. Search requests are balanced across search servers Search Search 2. Each index propagates to all search servers 2 1. Multiple indexing servers support up to 4 content indexes Indexing Indexing Portal Content Sales Products 1

11. Information Gathering • Variety of storage locations • Variety of formats • Full text processing • Rich Administration • Catalogs • Content Sources • Schedules • Schema and metadata

12. Daemon Gatherer Auto Categorization Engine Property Schema Handler Gathering Plug In Alerts Evaluator Full Text Indexer Gathering Architecture Gatherer Protocol Handler (Store Support) Content Filter (Format Support) Word Breaker (Language Support)

13. Alerts Architecture Alerts Evaluator Notification Queue Notification Type Transform Delivery Channel Other Notification Data Notification Schedule

14. Gathering Performance • Scale indexing to large enterprise corpus • 5M (v1) to 20M (v2) documents • Double indexing rate (docs/second) • Propagation administration • Monitors multiple indexing and search servers • On-demand propagation • Support for incremental and adaptive crawling of team sites • Alerts Evaluation • Remove secure content performance hit • Scalable result storage

15. Portal Shared Services • Search and alerts • Central portal gathers and indexes content • Best bets managed centrally • Central and satellite site registries indexed • Automatic indexing of provisioned sites • Central alerts evaluation • People • User profiles • User profiles imports • Single personal page across the enterprise • Single place to manage alerts

16. Enhanced Search Results • Investment in search results usability • Search results are fast, simple and powerful • More than documents • People, Teams, Sites and Topics • Reconciles people names and aliases • Pivot or link to document info, people, topic pages and team sites • Easy to sort by site, topic, author, date • Collapse by site to see broad results

17. Keyword Best Bets • Humans make search better • Keyword and topic best bets emphasize key results • Site administrators manage keyword hierarchy • New keyword view lists all best bets • Portal users can suggest best bets • IIS logging of query keywords allows tracking of frequent queries

18. Personal Search • Interactive portal search • “Alert me” when result changes • Save searches • Suggest as best bet • Sticky preferences • Advanced, targeted search • Search over entire portal or selected scopes • Finer group, sort control • Boolean constraints

19. Demo

20. Aggregating Information Browse Receive My Page Document Approval Notification Portal Areas Structured User Profile Alerts Search My Site Unstructured Search Search Alerts

21. Organizing Information • Sites Registry organizes and indexes sites across the enterprise • Sites Registry provides an organized view of key portals, team sites and web sites in the enterprise • Portal users can browse and explore enterprise sites • Site registry promotion for indexing • Request / approval process for indexing new sites • Metadata discovery and management allows administrators to: • View discovered metadata • Drill to examples of indexed content • Enable/disable indexing/retrieval • Map custom metadata to search results • Defines what is a significant change for an object • Define what metadata changes are reportable

22. Demo

23. SharePoint Integration • Automatic indexing of team sites • Intelligent detection of team and portal sites • Efficient indexing of team sites • Incremental, secure, fast • Alerts for lists or list items • Team sites can share portal search • Thumbnails for image libraries

24. Portal and Team Site Search • Windows SharePoint Services • inherent text search capabilities • SQL Server Full Text Search • Site specific • Optional promotion of queries to the portal when affiliated with one • The Portal as an aggregator • Richer UI • Multi-site / Scoping • Share Services

25. Extending Search • .NET Search API • Query provider • Admin API • Search web service for remote applications • Search web parts • Customizable using Visual Studio.NET • Search results web part is used across many SPS V2 portal features • Protocol Handler • Content Filter • IFilter • Language Support • IWordBreaker • IStemmer • Noise Words

26. Extending Alerts • .NET Alerts API • New Alert Types • More/Other Information in Notification Messages • More Delivery Options

27. Demo

28. Related Sessions • Connecting LOB systems to SharePoint Portal Server30/4, 8:00-9:15

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30. Questions?

31. Summary • SharePoint Portal Server V2 significantly boosts performance and scalability for enterprise search and alert solutions • Richness of search and alert results • Improved manageability • Custom search solutions using .NET web services • Extensible information gathering • Extensible alerting system

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