Quick Start Guidedownload.microsoft.com/download/f/6/a/f6acc021-a05a-48a1... · 2018-10-17 ·...

Search Quick Start Guide

Prepared by Microsoft

Version 1.0.0.0 Baseline

First published 26 March 2008


Copyright

This document and/or software (“this Content”) has been created in partnership with the National Health Service (NHS) in England. Intellectual Property Rights to this Content are jointly owned by Microsoft and the NHS in England, although both Microsoft and the NHS are entitled to independently exercise their rights of ownership. Microsoft acknowledges the contribution of the NHS in England through their Common User Interface programme to this Content. Readers are referred to www.cui.nhs.uk for further information on the NHS CUI Programme.

All trademarks are the property of their respective companies. Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

© Microsoft Corporation and Crown Copyright 2008

Disclaimer

At the time of writing this document, Web sites are referenced using active hyperlinks to the correct Web page. Due to the dynamic nature of Web sites, in time, these links may become invalid. Microsoft is not responsible for the content of external Internet sites.

The example companies, organisations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organisation, product, domain name, e-mail address, logo, person, places, or events is intended or should be inferred.

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Search Quick Start Guide Version 1.0.0.0 Baseline


TABLE OF CONTENTS

1 Executive Summary ....................................................................................................................... 1

2 Introduction .................................................................................................................................... 2

2.1 Value Proposition ...................................................................................................................... 3

2.2 Audience ................................................................................................................................... 3

2.3 Assumptions ............................................................................................................................. 4

2.4 Prerequisites ............................................................................................................................. 4 2.4.1 Knowledge Prerequisites .................................................................................................... 4 2.4.2 Infrastructure Prerequisites ................................................................................................. 4

3 SharePoint Products and Technologies ..................................................................................... 5

3.1 Products and Features ............................................................................................................. 5

3.2 Understanding Search in Office SharePoint Server 2007 ........................................................ 6 3.2.1 Office SharePoint Server Search Service ........................................................................... 8

3.3 Physical Architecture ................................................................................................................ 8 3.3.1 Small Server Farms ............................................................................................................ 9 3.3.2 Medium Server Farms ......................................................................................................... 9 3.3.3 Large Server Farms .......................................................................................................... 10

3.4 Comparisons of SharePoint Search Versions ........................................................................ 11

4 Getting Started ............................................................................................................................. 12

4.1 Plan ......................................................................................................................................... 13

4.2 Stabilise .................................................................................................................................. 14

4.3 Deploy ..................................................................................................................................... 14

4.4 Operate ................................................................................................................................... 14

APPENDIX A Office SharePoint Server 2007 Search Features ................................................... 15

APPENDIX B Document Information .............................................................................................. 18

PART I Terms and Abbreviations .................................................................................................. 18

PART II Definitions ...................................................................................................................... 18

PART III References .................................................................................................................... 19

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1 EXECUTIVE SUMMARY This document aims to provide an introduction to Enterprise Search for Microsoft® Office SharePoint® Server 2007 and a definition of the steps a healthcare organisation must take in order to complete a successful implementation. This will assist healthcare organisations in moving to the Standardized level of the Business Productivity Infrastructure Optimization (BPIO) model for the Enterprise Search capability.


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2 INTRODUCTION Searching and accessing information is one of the top challenges faced today by information workers. The enterprise data within healthcare organisations is growing rapidly, as is the complexity in storing, searching and accessing it. Usually, data is stored in heterogeneous data repositories, such as file shares, e-mail folders and line-of-business (LOB) applications. Even though some healthcare organisations might intend to keep the data well structured in collaborative Web sites and portals, a bulk of the data still remains unstructured and unorganised. Searching through such large volumes of data, and in the absence of an effective enterprise search solution, can be a challenging exercise for the information seeker. According to a recent study1, on average, information workers spend 9.5 hours per week searching for information. Of that time, 3.5 hours are wasted as they fail to find the information they are looking for.

The search challenges that healthcare organisations face today need to be resolved to ensure effectiveness in the daily operations of the healthcare employee. The goal of an enterprise search solution is to address such challenges and to streamline organisation-wide search capabilities. At a high level, an enterprise search solution should:

Provide relevant results tuned for the organisation, taking into account differences between enterprise and Internet search, such as link structure, hierarchy across sites, security, metadata, language and ‘click distance’

Provide a simple, intuitive and familiar user experience

Provide efficient access to unstructured data (for example, handling duplicated content and multiple versions of different files)

Provide access to structured data and line-of-business systems. A common search framework, regardless of the information source, ensures casual users have easy access to complex data sets

Provide ‘people search’. Achieving the best results often involves working with the right people; therefore, it is important to find subject matter experts based on their knowledge and contacts

Provide a secure, manageable and scalable infrastructure with standard features to protect information from unauthorised access

Microsoft provides a common search experience through its enterprise search technologies that use a common search infrastructure. Office SharePoint Server 2007 is an enterprise solution that helps manage the document storage, information, and collaboration needs of a healthcare organisation. The Enterprise Search feature in Office SharePoint Server 2007 has various capabilities, such as searching the healthcare organisation intranet, managing the indexes, filtering search results, and presenting enterprise grade search usage reports. In addition, Office SharePoint Server 2007 supports additional features, such as an enhanced Search Centre user interface, people and expertise search and Business Data Catalog (BDC). These features combine to provide a search solution that enables users to:

Have one place to go to search for documents, content and business information

Find important information faster

Reuse existing information rather than re-invent it

Find people with the right expertise to help them perform tasks more effectively

1 IDC: The Hidden Costs of Information Work {R1}


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2.1 Value Proposition This guide and the accompanying Search Planning and Implementation Guide2, will enable the healthcare IT Administrator to successfully configure the Enterprise Search feature available in Office SharePoint Server 2007 within their organisation’s environment.

These guides provide:

Steps to create a basic plan for Enterprise Search deployment, thereby reducing risk and improving the quality of the Enterprise Search solution

Consolidated reference material, enabling rapid knowledge transfer and reducing the learning curve in designing an Enterprise Search solution

Steps to configure Office SharePoint Server 2007 Enterprise Search, thereby reducing the implementation time required

Operational tasks to be performed on the Enterprise Search solution, enabling it to be managed and maintained appropriately

Links to additional information about Office SharePoint Server 2007, enabling further learning

The areas covered in this guidance are significant to ensure that the Enterprise Search feature of Office SharePoint Server 2007 is correctly configured, helping people in the organisation to quickly find the information and expertise they need.

2.2 Audience The guidance contained in this document is targeted at a variety of roles within the healthcare IT organisations. Table 1 provides a reading guide for this document, illustrating the roles and the sections of the document that are likely to be of most interest.

Role Document Usage

Exec

utive

Su

mm

ary

Shar

ePoi

nt

Prod

ucts

Getti

ng

Star

ted

IT Manager Review the entire document to understand the justification and drivers, and to develop an understanding of the implementation requirements

IT Architect/ Information Architect

Review the entire document to understand how artefacts of an information architecture relate to Office SharePoint Server 2007 Enterprise Search

IT Professional/ Administrator

Detailed review and implementation of the guidance to meet local requirements

Table 1: Document Audience

2 Search Planning and Implementation Guide {R2}: http://www.microsoft.com/industry/healthcare/technology/hpo/knowledgeworker/enterprisesearch.aspx

http://www.microsoft.com/industry/healthcare/technology/hpo/knowledgeworker/enterprisesearch.aspx


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2.3 Assumptions The guidance provided in this document assumes that healthcare organisations that want to configure Enterprise Search in their IT infrastructure environment already have an Office SharePoint Server 2007 server farm deployed, as specified in section 2.4.2. The Office SharePoint Server 2007 farm can either be a small, medium or large server farm.

The guidance also assumes that the administrator will read the background information on SharePoint Products and Technologies provided in section 3.

2.4 Prerequisites To implement the recommendations made throughout this document effectively, a number of knowledge-based and environmental infrastructure prerequisites should be in place

2.4.1 Knowledge Prerequisites The reader of this guide should have a basic understanding of server farms and an awareness of Office SharePoint Server 2007.

Section 3 provides more information on SharePoint Products and Technologies and the Enterprise Search feature of Office SharePoint Server 2007.

2.4.2 Infrastructure Prerequisites The following is a prerequisite for configuring Enterprise Search in Office SharePoint Server 2007:

Office SharePoint Server 2007 deployed on a small, medium or large server farm

Note

The guidance in this document is applicable to both Office SharePoint Server 2007 with Standard CAL and Office SharePoint Server 2007 with Standard plus Enterprise CAL.


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3 SHAREPOINT PRODUCTS AND TECHNOLOGIES SharePoint Products and Technologies provide enterprise-scale capabilities to meet business-critical needs, such as managing content and business processes, and simplifying how people find and share information, enabling better informed decisions. At a basic level, SharePoint can address specific needs relating to collaboration, information access, enterprise content management, capture of information through electronic forms, dissemination of business intelligence data, and enterprise application integration through portal sites.

3.1 Products and Features Using the combined collaboration features of Windows® SharePoint® Services 3.0 and Microsoft Office SharePoint Server 2007, healthcare organisations can enable their users to create, manage, and easily build their own SharePoint sites, and enable these sites to be accessed throughout the organisation.

Windows SharePoint Services 3.0 is an enabling technology that is included in Microsoft® Windows Server® 2003 that helps organisations to increase the efficiency of their processes and improve team productivity. It helps teams to stay connected and productive by providing easy access to the people, documents, and information that they need to make well-informed decisions and to get their work done.

Windows SharePoint Services 3.0 provides a consistent, familiar framework for lists and document libraries, site administration, and site customisation. It gives a platform for building Web-based business applications that can scale easily to meet the changing and growing needs of the healthcare organisation. The extensible Windows SharePoint Services framework facilitates building custom solutions that span multiple sites and complex architectures.

Microsoft Office SharePoint Server 2007 relies on Windows SharePoint Services 3.0 technology to provide a consistent, familiar framework for lists and libraries, site administration, and site customisation. Any features that are available in Windows SharePoint Services 3.0 are also available in Office SharePoint Server 2007. Office SharePoint Server 2007 provides a single, integrated location where employees can efficiently collaborate with team members, find organisational resources, search for experts and corporate information, manage content and workflow, and leverage information to make better-informed decisions.

Office SharePoint Server 2007 offers enhanced and additional features that are unavailable on a Windows SharePoint Services 3.0 site. The Office SharePoint Server 2007 features can be grouped into six categories:

Collaboration – Office SharePoint Server 2007 allows teams to work together effectively, collaborate on and publish documents, maintain task lists, implement workflows, and share information through the use of wikis and blogs. These features are provided by the core Windows SharePoint Services 3.0 platform

Portals – The creation of organisational, departmental and personal portals to share information with others, and personalise the user experience and content of an enterprise Web site based on the user’s profile

Enterprise Search – Office SharePoint Server 2007 allows people, expertise, and content in business applications to be found quickly and easily

Enterprise Content Management – The creation and management of documents, records, and Web content

Business Process and Forms – The creation of workflows and electronic forms, to automate and streamline business processes


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Business Intelligence – Office SharePoint Server 2007 allows information workers to easily access critical business information, analyse and view data, and publish reports to make more informed decisions

The following editions of Office SharePoint Server 2007 are available:

Microsoft Office SharePoint Server 2007 with Standard CAL – This product enables a user to access the collaboration, portal, search and enterprise content management capabilities of Office SharePoint Server 2007. However, the BDC (which provides support for searching structured data sources) is not available in this edition.

Microsoft Office SharePoint Server 2007 with Standard plus Enterprise CAL – This product contains all of the capabilities above plus business processes and forms (such as Web-based Microsoft Office InfoPath® 2007 forms), business intelligence (including Report Center sites, interactive dashboards and Microsoft Excel® Services) and the BDC (which enables line-of-business and structured data searching).

Table 2 provides a quick overview of the capabilities available under Windows SharePoint Services 3.0, Office SharePoint Server 2007 Standard CAL and Office SharePoint Server 2007 Standard plus Enterprise CAL.

Capabilities Windows SharePoint Services 3.0

SharePoint Server 2007 (Standard CAL)

SharePoint Server 2007 (Standard plus Enterprise

CAL) Collaboration Yes Yes Yes

Portals No Yes Yes

Enterprise Search No Yes Yes

Enterprise Content Management No Yes Yes

Business Process and Forms No No Yes

Business Intelligence No No Yes

Table 2: Feature Comparison Between Windows SharePoint Services 3.0 and Office SharePoint Server 2007

3.2 Understanding Search in Office SharePoint Server 2007 Search in Office SharePoint Server 2007 can index content from a variety of sources, including:

File shares

SharePoint sites and data

Other Web content

Data from relational databases and Web services

Documents from third-party systems

Data from proprietary systems


Figure 1 illustrates the conceptual architecture of Office SharePoint Server 2007 Enterprise Search:

Figure 1: Enterprise Search Conceptual Architecture in SharePoint

Information

Content Sources represent content to be crawled by the Search service, along with information about how the crawl for that content source is configured. Items in content sources are identified by Uniform Resource Locators (URLs). What distinguishes different types of content sources is the protocol portion of the URL.

Content Crawling is the process, by which the Search service accesses and parses content and its properties to build a content index from which search queries can be serviced. The component of the Search service that crawls the content source is also referred as a Crawler.

Each type of content source is accessed through a component called a protocol handler. For example, file shares are accessed using the File protocol handler and Web sites are crawled over the Hypertext Transfer Protocol (HTTP) handler. A number of protocol handlers are included in the SharePoint Search technology, but it depends on the product version and license model (either Windows SharePoint Services 3.0, Office SharePoint Server 2007 with Standard CAL or Office SharePoint Server 2007 with Standard plus Enterprise CAL3). SharePoint Search technology allows developers to plug in a custom protocol handler to index data from a custom third party proprietary solution.

Office SharePoint Server 2007 uses IFilters to read the data and content. For example, Portable Document Format (PDF) documents are read using the PDF IFilter, and Microsoft® Office OneNote® documents are read using the OneNote IFilter. As with protocol handlers, the IFilter architecture is extensible and custom IFilters can be developed and installed on the search servers.

For detailed information on the architecture and working of Enterprise Search, refer to the document Architect and Develop Search-Enabled Enterprise Applications4.

3 Table 3 provides a comparison of the search features in each of the SharePoint versions. 4 Architect and Develop Search-Enabled Enterprise Applications {R3}:

http://msdn2.microsoft.com/en-us/library/bb887531.aspx

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3.2.1 Office SharePoint Server Search Service Search in Office SharePoint Server 2007 is a shared service that provides extensive and extensible content crawling, indexing and querying. This service supports full-text searching by using a Structured Query Language (SQL) based syntax and it provides a new keyword syntax to support keyword searches. Enterprise Search in Office SharePoint Server 2007 uses the same underlying Search service as Windows SharePoint Services 3.0, but provides more extensive administration control. APPENDIX A lists the features provided by Office SharePoint Server 2007 Enterprise Search.

A shared service is a high-value application that is used by other applications. In the Office SharePoint Server 2007 logical architecture, a Shared Services Provider (SSP) is a grouping of such high-value, resource-intensive services and related shared resources. These shared services are used by various virtual servers associated with the SSP. Because crawling and indexing are resource-intensive operations, to avoid redundant indexing Enterprise Search in Office SharePoint Server 2007 is a shared service provided at the SSP level. All virtual servers using the Search Service from an SSP use the same index so that the resource intensive operations, such as crawling, are centrally managed.

3.3 Physical Architecture The physical architecture focuses on the hardware configurations that are implemented by different organisations. Search is highly scalable and is easily adaptable for small server farms, medium-size server farms, and even enterprise-level server farms.

There are three main server types in the physical architecture:

Front-end Web server – This is the server that handles all the user search requests. It accesses the query server and returns the search results to the client browser

Index server – This server crawls and indexes the internal and external data sources

Query server – This server searches through the data gathered by the index server and returns the results to the front-end Web server for display

Note

This section describes SharePoint architecture from an Enterprise Search perspective only. Refer to the Microsoft Office SharePoint Server 2007 Deployment Guide {R4} for more detailed guidance on SharePoint infrastructure.


3.3.1 Small Server Farms The simplest physical server farm configuration is the two-server farm, as shown in Figure 2:

Figure 2: Example of a Small Server Farm Topology

In this topology, the Web server, query server, and index server are all located on one server, and the back-end database is located on the other server. The indexing role of this Web, query, and index server accesses content from external sources and from content databases. Because the index server and query server are on the same machine, the overall load is increased. Having separate machines for the query server and the indexer (as discussed in section 3.3.2 for the medium server farm topology) would result in a faster search. The small server farm configuration provides no redundancy and so is not recommended for production systems. However, it is adequate for an initial pilot to a limited number of users.

3.3.2 Medium Server Farms For medium server farm topologies, the configuration consists of separate machines for the Web server, query server, and index server, as shown in Figure 3. This enhances the overall throughput for searching and indexing because there is dedicated hardware for each task. This is the recommended configuration for medium sized healthcare organisations.

Figure 3: Example of a Medium Server Farm Topology

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3.3.3 Large Server Farms For large server farm topologies, the configuration consists of multiple load-balanced front-end Web servers, application servers (query servers and indexers) and one or more back-end database servers, as shown in Figure 4:

Figure 4: Example of a Large Server Farm Topology

Like the medium server farm, for Search, there are two application server roles: index server and query server. The index server and load-balanced query roles are separated for better query throughput over aggregated content. Using multiple query servers also provides redundancy. For example, if a particular query server fails, queries continue to be serviced by the other query servers. This configuration is most appropriate for large-scale organisations with numerous clients, both locally and globally.

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3.4 Comparisons of SharePoint Search Versions Search in Windows SharePoint Services 3.0 and Enterprise Search in Office SharePoint Server 2007 are based on the same Microsoft Search core indexing engine, ensuring consistent search across Office SharePoint Server 2007 and Windows SharePoint Services 3.0. However, there are differences between the search features provided by Windows SharePoint Services 3.0, Office SharePoint Server 2007 with Standard CAL and Office SharePoint Server 2007 with Standard plus Enterprise CAL. Table 3 provides a comparison of these features.

Feature Search in Windows SharePoint Services

3.0

Enterprise Search in Office SharePoint Server

2007 (Standard CAL)

Enterprise Search in Office SharePoint Server 2007

(Standard plus Enterprise CAL)

What can be indexed? Local SharePoint content SharePoint sites Intranet Web sites Internet Web sites Microsoft Exchange

Server public folders File shares Lotus Notes

SharePoint sites Intranet Web sites Internet Web sites Microsoft Exchange

Server public folders File shares Lotus Notes Custom content LOB content

Security trimming of search results

Yes; supports default security trimming only

Yes; supports default and custom security trimming

Yes; supports default and custom security trimming

Alerts Yes Yes Yes

RSS Yes Yes Yes

‘Did you mean?’ Yes Yes Yes

Collapsing of duplicates Yes Yes Yes

Best bets results removal No Yes Yes

Query reports No Yes Yes

Search centre with tabs No Yes Yes

People search No Yes Yes

Business data search No No Yes

Item limit 500,000 No limit5 No limit5

Table 3: Comparisons of SharePoint Search Versions

5 There is no technically enforced document limit; however, the recommended maximum is 50 million documents in a single index, depending on the hardware in use.


4 GETTING STARTED The Search Planning and Implementation Guide {R2} is intended for use by healthcare organisations and IT administrators who wish to configure the Enterprise Search feature of Office SharePoint Server 2007. That document should be used to assist with the planning and implementation of Enterprise Search on an existing SharePoint farm, and can also be used as a reference guide for the most common tasks involved with its use within an existing Search implementation.

Figure 5 displays a flowchart of the main tasks involved in implementing Enterprise Search.

Figure 5: Search Quick Start Flowchart

Use the Search Planning and Implementation Guide {R2} to plan, design and implement your Enterprise Search solution. This Quick Start Guide contains four sections that deal with the project lifecycle, as illustrated in Figure 6:

Plan

Stabilise

Deploy

Operate

Each section is based on the Microsoft IT Project Lifecycle, as defined in the Microsoft Solutions Framework (MSF) Process Model, and the Microsoft Operations Framework (MOF).

Note

Because this guidance assumes that Office SharePoint Server 2007 is already deployed and in effective use within the healthcare organisation, the Develop phase is excluded. Refer to the Microsoft Office SharePoint Server 2007 Deployment Guide {R4} if you have not yet deployed your SharePoint server.

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The IT Project Lifecycle is described in more detail in MSF Process Model Whitepaper6 and MOF Executive Overview7. The MSF Process Model and MOF describe a high-level sequence of activities for building, deploying and managing IT solutions. Rather than prescribing a specific series of procedures, they are flexible enough to accommodate a broad range of IT projects.

Figure 6: Microsoft IT Project Lifecycle Phases and Document Structure

4.1 Plan Search planning is an important part of the Enterprise Search configuration on Office SharePoint Server 2007. Using an effective planning process can help make the search infrastructure more effective, even if the implementation occurs in stages, or it continues to evolve after initial deployment. The search infrastructure can be fine tuned on a regular basis in the Operate phase by monitoring the usage of search and identifying specific user search requirements.

In the Plan phase, the IT Administrator should consider the following questions:

What are the administrative roles required for managing the search infrastructure?

What type of content will the users search for?

Where is the content stored?

When is the best time to crawl the content sources?

What could be the size of the crawled content?

What will end-users see when performing a search query?

What will be the ideal search results for the end-users?

6 MSF Process Model v3.1 WhitePaper (download) {R5}: http://www.microsoft.com/downloads/details.aspx?FamilyID=e481cb0b-ac05-42a6-bab8-fc886956790e&DisplayLang=en

7 MOF Executive Overview {R6}:http://www.microsoft.com/technet/itsolutions/cits/mo/mof/mofeo.mspx Page 13


http://www.microsoft.com/downloads/details.aspx?FamilyID=e481cb0b-ac05-42a6-bab8-fc886956790e&DisplayLang=en

http://www.microsoft.com/technet/itsolutions/cits/mo/mof/mofeo.mspx



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The Search Planning and Implementation Guide {R2} provides a structured approach to collect the information required to answer these questions, and to document the answers is a way that makes it easy for an IT professional to implement the chosen configuration in the Deploy phase.

4.2 Stabilise The Stabilise phase involves testing the solution components, resolving and prioritising any issues that are found. Testing during this phase emphasises usage and operation of the solution components under realistic environmental conditions.

The Search Planning and Implementation Guide {R2} provides a high-level summary of test considerations.

4.3 Deploy During the Deploy phase, the core features of Enterprise Search in Office SharePoint Server 2007 are configured for more widespread application and use, and the deployment is stabilised through ongoing monitoring. The solution is then transitioned to Operations and Support.

The Search Planning and Implementation Guide {R2} provides step-by-step guidance for the IT professional on how to configure Enterprise Search in Office SharePoint Server 2007 based on the decisions taken in the Plan phase.

4.4 Operate After the features of Enterprise Search are configured on the Office SharePoint Server 2007 server farm, and are in effective use in the healthcare organisation, the SSP administrator will be responsible for performing routine tasks on the Search service to optimise search results and performance.

The Search Planning and Implementation Guide {R2} provides guidance on how to monitor search usage and how the information gathered can be used to drive key operational and management activities.


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APPENDIX A OFFICE SHAREPOINT SERVER 2007

SEARCH FEATURES Feature Area Description

Search Centre Search Centre is a new, extensible user interface framework that provides a clean, flexible interface for searching. It includes customisable Web Parts and tabs to make searching easy. Separate search boxes are also available on site pages.

User Experience Search in Office SharePoint Server 2007 provides a significantly enhanced user experience including: “Hit” highlighting of query terms, ‘Did you mean’ spelling suggestions, enhanced Best Bets keyword searching, synonym search keywords, collapsing duplicate and near-duplicate search results, and automatically generated definitions from indexed content.

RSS Feeds Office SharePoint Server 2007 natively supports RSS feeds. Users can be updated about new search information via RSS feeds. Users can easily subscribe to a feed from the results page. Users can also subscribe to a search query and receive e-mail alerts when changes occur in the results of a persisted search query.

Keyword Syntax Search in Office SharePoint Server 2007 provides new keyword syntax, including support for implicit industry standards for full text and property-based searching. This syntax is simpler than SQL syntax, because the user does not need to parse through search terms to build a SQL statement. The search terms are sent directly to the Search service.

Relevance Search in Office SharePoint Server 2007 includes a revamped ranking engine developed in collaboration with Microsoft Research and Windows Live Search. Ranking is specifically tuned for the requirements of the enterprise. Office SharePoint Server 2007 indexes document content, line-of-business application data, and Web content, returning high-relevance search results, despite the lack of rich linking information available in document content and line-of-business application data.

Best Bets Best Bets is a feature that administrators can use to configure the system to always return certain results for given keywords. This is especially helpful when users search for content that is not indexed or very common queries with a single authoritative answer.

Keyword Synonyms Keyword synonyms now appear immediately after they are added by an administrator. There is no need to crawl for keywords to display them in search results.

Search Structured Data Sources

The ability to search structured data in databases is new and available only in Microsoft Office SharePoint Server 2007 with Standard plus Enterprise CAL. The Business Data search capabilities of Office SharePoint Server 2007 make it easy to index and search any relational database or other information store accessible by ADO.NET or a Web service — for example, data in a CRM system. There is no need to write custom protocol handlers or IFilters, or to create searchable HTML representations of information in a database. Search results from Business Data Search can be highly customised and fully integrated with search scopes and other Search Centre features.

People and Expertise Searching

Support for searching for people and what they know has been significantly enhanced. There is a dedicated Search Centre tab for searching for people. People search results are grouped by “social distance” from the user. Searches may be refined by properties, such as department and job title, and searches can be performed on user data imported from the Active Directory service or a Lightweight Directory Access Protocol (LDAP) directory.

Search Manageability via Administration User Interface

Search in Office SharePoint Server 2007 includes an expanded and improved administration user interface that acts as a central control for search administration. The simplified administration user interface provides a “bird’s-eye view” of search operations: crawl, scopes, propagation, and more. It can be used for easy configuration and management of indexing and searching by corporate IT operations staff. Administrators can also use it for expanded troubleshooting via crawl logs and detailed query reports.


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Feature Area Description Indexing Management Improved Indexing Management controls provide better control over what is to be indexed, how it is to

be indexed, and when. Administrators can group start addresses and treat content sources as logical containers to more easily manage crawling. One index per shared Search service removes the need to worry about managing discrete indexes. Administrators can locate index information by using an entirely new browsable and filterable crawl log user interface.

Security Administration of security has also been greatly enhanced. Administrators can create user ’roles’ that determine the kind of information that can be viewed by users during a search. This access control can be broad or granular, as defined by the corporation. All of these tasks are administered through the Central Administration and SharePoint Services Portal interfaces, making security administration more usable and efficient.

Pluggable Authentication With the new Windows SharePoint Services 3.0 support for ASP.NET 2.0 pluggable authentication, search in Office SharePoint Server 2007 is capable of crawling all content in Windows SharePoint Services and Office SharePoint Server 2007 sites, while still ensuring that search results can be dynamically trimmed to match the user’s access rights.

Minimum Crawl Permissions Previously, administrator permissions were required to make any alterations to the crawl permissions. Now, only Read-Only permissions are required by the crawler.

Single Item Index Removal Administrators can quickly remove a specific piece of sensitive information from the index that was not initially ‘permissioned’ properly, without having to re-index the whole content.

Custom Security Trimmer Similar to previous versions, Search in Office SharePoint Server 2007 performs security trimming of search results at query time. The results are trimmed based on the identity of the user submitting the query, by using the security information obtained from the crawler. However, administrators might have certain scenarios in which there is an additional need for custom security trimming on top of the built-in security trimming. Office SharePoint Server 2007 now provides support for these scenarios as well through custom security trimming and the ISecurityTrimmer interface.

Usage Reporting Usage reporting is now built into the product, and it includes the ability to drill down into popular searches, searches with zero results, and queries with low click-through rates. These reports help administrators know not only the most popular searches, but which are the least successful, and which ones they should work to improve by using Best Bets, indexing new content or adjusting relevancy. Results can be exported to Microsoft Excel or PDF format for extended reporting.

Crawl Schedules In SharePoint Portal Server 2003, administrators could create crawl schedules in their own lists. In Office SharePoint Server 2007, crawl schedules are integrated with content sources. An administrator can create schedules in the context of a content source.

Continuous Propagation With Search in Office SharePoint Server 2007, the new continuous propagation feature is used to improve freshness of search results. With continuous propagation, search information being crawled is incrementally indexed, and newly crawled content is propagated to the query servers so that users can search it sooner, without having to wait for all content to be crawled.

Common Search Experience: Windows SharePoint Services and Office SharePoint Server 2007

Office SharePoint Server 2007 and Windows SharePoint Services now use a common search infrastructure. This simplifies transitioning from a Windows SharePoint Services installation to an Office SharePoint Server 2007 installation.

Search Query Object Model and Query Web Service

Developers can take advantage of the simplified and enhanced Query Object Model to programmatically build custom search UI Web Parts that have direct access to query and results properties, or to invoke custom queries. The Query Web Service has been also enhanced, and can now return results in both XML and data table formats.

Search Administration Object Model

Search in Office SharePoint Server 2007 provides a new Search Administration object model that can be used to create custom applications to administer Enterprise Search programmatically. The Search Administration object model can be used to manage content, manage metadata, work with search scopes, manage keywords, influence ranking, manage propagation, and manage the crawl logs.


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Feature Area Description Search Web Parts Search in Office SharePoint Server 2007 includes nine Web Parts, including a search box, search

core results, search Best Bets, search action links, and more. Modifying the Web Parts gives the administrator a powerful tool to customise the UI and search results without writing any code.

Customise Search Results by using XSLT

Administrators can further customise the rendering of the search results by using Extensible Stylesheet Language Transformations (XSLT) extension objects.

Common Search Technology and Infrastructure Desktop to Server

Office SharePoint Server 2007 provides a single indexing and search infrastructure that effectively scales from the desktop, through team sites and divisional portal sites, to the largest corporate intranets, extranets, and Internet Web sites. This commonality allows components such as IFilters and protocol handlers that are used on the client to also be used on the server.

Table 4: Enterprise Search Features in Office SharePoint Server 2007


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APPENDIX B DOCUMENT INFORMATION

PART I Terms and Abbreviations

Abbreviation Definition BDC Business Data Catalog

BPIO Business Productivity Infrastructure Optimization

CAL Client Access Licence

HTML Hypertext Markup Language

HTTP Hypertext Transfer Protocol

LDAP Lightweight Directory Access Protocol

LOB Line of Business

MOF Microsoft Operations Framework

MSF Microsoft Solutions Framework

PDF Portable Document Format

SQL Structured Query Language

SSP Shared Services Provider

UI User Interface

URL Uniform Resource Locator

XML Extensible Markup Language

XSLT Extensible Stylesheet Language Transformation

Table 5: Terms and Abbreviations

PART II Definitions

Term Definition Click distance The number of mouse clicks it takes to get to a Web page or document from the home page of a site.

Current best practice Current best practice is used rather than best practice, as over time best practice guidance may change or be revised due to changes to products, changes in technology, or simply the additional field deployment experience that comes over time.

Shared Services Provider A grouping of high-value, resource-intensive services and related shared resources. The Office SharePoint Server Search Service is an example of a shared service that would be associated with a Shared Services Provider.

Table 6: Definitions


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PART III References

Reference Document Version

R1. IDC: The Hidden Costs of Information Work (Whitepaper), March 2005

R2. Search Planning and Implementation Guide http://www.microsoft.com/industry/healthcare/technology/hpo/knowledgeworker/enterprisesearch.aspx

1.0.0.0

R3. MSDN: MSDN Architecture Center: Architect and Develop Search-Enabled Enterprise Applications: http://msdn2.microsoft.com/en-us/library/bb887531.aspx

R4. Microsoft Office SharePoint Server 2007 Deployment Guide 1.0.0.0

R5. Microsoft Download Center: Microsoft Solutions Framework Core Whitepapers: MSF Process Model v3.1 WhitePaper (download): http://www.microsoft.com/downloads/details.aspx?FamilyID=e481cb0b-ac05-42a6-bab8-fc886956790e&DisplayLang=en

3.1

R6. Microsoft TechNet: MOF Executive Overview: http://www.microsoft.com/technet/itsolutions/cits/mo/mof/mofeo.mspx

Table 7: References

http://www.microsoft.com/industry/healthcare/technology/hpo/knowledgeworker/enterprisesearch.aspx





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