Version 13.0 provides a brand new global search experience and search engine. Searching within applications (by specific fields) remains the same, but global search has a brand new interface. Search results are now ordered by search term relevancy (versus previous versions where search results where ordered alphabetically, by application name, etc).
For almost every type of content in the intranet, the Preview Card provides more information on the selected search result.
Preview Cards contain a number of different links. On the top right are the Quick Action Links. These links lets users jump directly to a task, instead of having to open the item first, and change depending on the type of content being displayed in the Preview Card. The bottom of preview cards can also have links. If the content has been tagged, clicking a tag will display other items with the same tag. If the item has a file attachment, a link to the file is shown at the bottom.
By default, search will display matches across the entire intranet. If a user knows roughly what they are looking for, they can choose to display results from one of the predefined categories.
- All: return results from the entire intranet
- Documents: Items in Document Library applications
- Forms: Items in Online Forms (aka. Form Builder)
- People: Employee Directory
- Pages: Content added as a Page
- Events: items in either Calendar or Training applications
Note that Documents restricts results to content in applications that were originally based on the Document Library application. If you have created a custom application to store documents, they will not be returned if the Documents category is selected. Similarly, if you are storing forms (e.g. PDF / MS Word documents) inside of a Document Library application, and not in Online Forms (aka. Form Builder), users will have to select Documents, not Forms, to find these forms. Consider moving these forms into the Online Forms application.
Search tools allow for more additional filtering options. In order from left to right, you can limit results by site, application, last updated, tags, and author.
The above example would limit search results to just the items from the Human Resources site, that have been updated in the past month. These additional filters work in conjunction with the One-Click Categories.
Exact Phrase Matching
If the user puts their search terms in quotes, e.g. "code of conduct", then search looks for matches based on the exact order of words within quotes. Only exact phrase matches will be returned. Note that you can search by either separate search terms or exact phrase match, but not both. Search will default to search term matching if both an exact phrase and additional search terms are specified.
Understanding Search Order Results
Search determines the order of search results based on search term relevancy. In general, search will return results in the following order:
- Items with one of more search terms in the title of a document/form/event or in a person's name
- Items with less content that contain the search terms
- Items with more content that contain the search terms
Technically, by default use best field match, with the title field boosted. Title matches are always given the highest priority, Then, the search engine sorts the rest of the results by the highest search term frequency / content length ratio calculated per field.
Including / Excluding Content from Search
You can choose to either include or exclude items from appearing from search by application. If you view the properties for an application, near the bottom are options for search. Click "Site Search" and you have the following options:
If you have set the application to have its items appear in search, there a option to exclude the archived items. This useful when you have archived policies which still must be stored in the intranet, but you don't users to accidentally use an archived policy using search.
Opening Search Results in a New Browser
By default, when a user clicks a title in a search result, the system should open the item detail view in the current window.
The only exception to this rule is to open a file or link in a new window if:
- Application based on Documents template
- Title is currently set to open either file or link
- Target file or link is not empty
This behavior can be different than what happens when viewing items in the list view inside of an application: if a user created a documents library not from the Documents template, but through a blank App Builder application: clicking the title in the list view of the application may open it in a new browser, but will not through search.
Manual Re-Index of Search
Any new content added to the intranet should automatically be indexed by search. If for any reason newly added or edited content is not reflected in search, you can manually run a re-index of search. This will ensure all content is indexed correctly.
To do so, choose Admin, Setup Tab, Site Search, and click "Re-index my site data"
Note that this operation deletes the current search index, and rebuilds it. This process can take anywhere from 10 minutes to a couple of hours, depending on the number of files currently stored in the intranet. While the search index is being re-built, items will not be returned in search until the re-index process has added them. For sites with hundreds of files, it is recommended to run this outside of regular office hours.
Note that you can manually re-index content in just a specific application, if you use the application properties to exclude the items from search, and then change the option back to include the items in search. See the section Including / Excluding Items from Search.
Custom Search URLs
Notice that as you change the category, add keywords, or use the Search Tool options, the URL in your web browser automatically updates. If you cut and paste the link, all options are automatically read from the URL and applied to the search screen. This lets you pre-configure search options, and make them available through a link.
Example: you can create menu item called "People Search", and link to the search page using a link such as:
When the user clicks, the People category is already selected.