Basic Search

NOTE: You can designate a folder outside of Ektron to be searched. For more information, see Setting Up Integrated Search.

The Basic Search finds content that satisfies these criteria.

NOTE: New and updated content is available only after the next crawl completes. See Also: Understanding the Search Crawl

• Published. Changes checked in but not published are not accessible.
• Active. But, expired content appears if the archive option is Archive and remain on Site.
• Content’s Content Searchable box is checked.
• Public. However, private content is available to those with permission to view it, such as membership users after logging in. See Also: Making Content Private
• Library items are searchable by title and file name. To make the content of non-image files (for example Word documents) searchable, add them as assets. See Also: Managing Microsoft Office Assets
• Language:
  • Web site search: Content in selected site language appears unless the developer sets the language via Advanced Query Text or API
  • Workarea search: Content in the Workarea’s current language appears (user selects Workarea language via the View > Language menu option)

• Search text is contained in title, content, summary, metadata, or these content properties
  • Content ID
  • Last User To Edit
  • Template
  • Path
• If the search text is more than one term, all terms must be found. So, multiple terms have an AND relationship.

  NOTE: A user may force an OR relationship by entering OR between search terms, or using the Advanced Search's any of these words option. Developers may create an OR-based search using the API property ImplicitAnd.

• Satisfies content type criterion selected on screen, if chosen (see below)
   

  

  NOTE: The search does not find documents inside compressed files, such as *.zip, *.cab, and so on.

Search results by content type

Search Results by Content Type

This list explains the values in the Advanced Search tab's Content Type field.

• Site
  • Content from all options listed below.
  • Any document file type defined in the Asset Server Setup screen

    NOTE: You can find these files using Site as the content type criterion, but not using Documents.

• HTML
  • HTML
  • HTML form (but not data submitted on form)
  • XML Smart Forman Ektron-defined Web page that contains XML (hidden from the end user) to display content, and receive, verify, and save user input. (field values but not field labels)
  • Blog entries (not comments)
  • Web calendar events
• Documents
  • MS Office documents (includes Powerpoint, Excel)

    NOTE: To search Visio documents, you must install the Visio IFilter. See Also: Installing the Visio IFilter

    • Document properties (categories, comments, and so on)
  • PDF file

  IMPORTANT: The search only finds text in the first 16 MB of any PDF document. So, for example, if the file is 32 MB, only the first half of the text is searchable.

  • .txt file
• Images added as assets and through the library
  • Search text in file name (including file type extension) and summary.

    NOTE: If you assign several images to an eCommerce catalog entry, and want to allow searching for that catalog entry by image file name, the search only works with the first image assigned to the catalog entry.

• Multimedia (Flash, .mp3, and so on)
  • Search text in file name (including file type extension) or summary
• Forums
  • Forum posts and replies
• Tags
  • Tags applied to content and library items See Also: Tags
• PageBuilder Pages
  • PageBuilder page: properties (summary, metadata, and so on) and content within the page's widgets.

    IMPORTANT: If a content block is added to a PageBuilder page, the search only returns its appearance on the PageBuilder page. The search does not find such content on a non-PageBuilder page.

Advanced Search

The Advanced Search uses the same search criteria as the Basic Search. (See Basic Search). The differences are additional options and the fact that you cannot use queries.

 

The advanced search screen may look like the image above, although your developer has total control over its "look and feel." See Also: Modifying Templated Server Controls

Advanced Search Options

• all of these words—Web page includes all submitted terms; their position on the page does not matter.
• none of these words—Web page does not contain the submitted term
• the exact phrase—Web page must include the exact phrase. For example, if you enter Ektron healthcare, a page with the term Ektron provides healthcare is not found because it is not an exact match.
• any of these words—Web page includes any submitted term

Search Result Ranking

Each content item found by search is given a numerical rank. Search results are sorted by rank. Criteria used to calculate rank include the

• number of occurrences of the search term
• proximity of search term to beginning of file
• proximity of search term to other occurrences of the term
• whether the term is in the title

If you need to ensure that certain content appears at the top of search results when certain terms are entered, use suggested results. See Also: Suggested Results

To learn about customizing ranking for Microsoft Search Server 2010, see

• http://calvisblog.wordpress.com/2010/06/21/custom-ranking-models-with-sharepoint-2010-background-value-and-administrative-overview/
• http://msdn.microsoft.com/en-us/SP2010DevTrainingCourse_CreatingCustomRankingModels.aspx
• http://msdn.microsoft.com/en-us/sharepoint/ff960982

Ensuring Your Content is Searchable

Search only accesses data about the content if the Content Searchable field is checked.

WARNING! Despite the value of this checkbox, if an Ektron user places this content item in a Suggested Results list, it appears in the Suggested Results area of the Search Results screen. See Also: Suggested Results.
Also, even if Content Searchable is unchecked, the Advanced Workarea search can find the content.

The default value of this field is determined by the ContentSearchable folder property. See Also: Folder Properties Tabs and Fields

 

Customizing the Postback Message

By default, if a search term yields no results, a message appears.

 

To customize this message:

1. In your site root folder, find the workarea/resources folder.
2. Open the resource file that corresponds to your site’s language. For example, if your site is in American English, open EkResource.en-US.resources. To learn how to work with a resource file, see Procedure for Translating Workarea Strings.
3. If your site supports multiple languages, follow these steps for each corresponding resource file.
   1. Within the resource file, find the key lbl search no results.
   2. The default text (shown above) follows this key. Modify the text as needed.
   3. Save the file.

The "Did you mean?" Feature

If a site visitor enters a term that is similar to a crawled term, the "Did you mean?" feature often suggests close alternatives.

 

If you click a suggested term, a search is performed on it.

Microsoft Search Server 2010 controls this feature. To learn more about it, see these articles:

• http://blogs.msdn.com/b/miketag/archive/2007/02/12/did-you-mean.aspx
• http://social.technet.microsoft.com/Forums/en-US/sharepointsearch/thread/4bb9cb6a-32b7-4d40-a62a-bd8c828e2a2c

Storing Synonym Sets in Search Server

Prior to Ektron version 8.5, synonyms were stored in Ektron. Beginning with version 8.5, Microsoft Search Server 2010 stores these in the Thesaurus Expansion Set. See Also: http://technet.microsoft.com/en-us/library/ff608188.aspx and http://msdn.microsoft.com/en-us/library/ms142491.aspx

If you are upgrading from an earlier version of Ektron, synonyms are automatically transferred to Thesaurus Expansion Sets.

Creating a Synonym Set

IMPORTANT: A term can only appear in one Synonym set.

1. Choose Workarea > Settings > Configuration > Search > Synonyms.
2. Select a language for the Synonym Set from the language drop-down menu. (The search is language-specific. When site visitors begin using your site, they select a language. Only synonyms sets in that language are considered.)
3. Click Add Synonym. The following screen appears.
    

   

4. Enter all terms in the set. Separate each with a semicolon (;). You cannot enter a comma (,) or parenthesis character (().
5. Click Check for Duplicates. Ektron compares these terms against other Synonym Sets in this language. If the same term is found in another set, you are notified and must remove it.
6. Click Save Synonyms.

Editing a Synonym Set

1. Choose Workarea > Settings > Configuration > Search > Synonyms .
2. Select a language for the Synonym Set from the language drop-down menu.
3. Click the Synonym Set that you want to edit.
4. Click Edit. The Edit Synonym Set screen appears.
5. Add or remove terms. Be sure to separate each term with a semicolon (;).
6. Click Check for Duplicates. Ektron compares these terms against other Synonym Sets in this language. If the same term is found in another set, you are notified and must remove it.
7. Click SaveSynonyms.

Deleting a Synonym Set

1. Choose Workarea > Settings > Configuration > Search > Synonyms .
2. Select a language for the Synonym Set from the language drop-down menu.
3. Click the Synonym Set that you want to delete.
4. Click Delete ().
5. Confirm your action.

Using Suggested Results to Enhance Business Opportunities

You can use Suggested Results to direct site visitors to business partners' Web sites. One example is a smoking cessation clinic near your hospital. When someone visits your Web site and searches for smoking, you can set the clinic to be the top Suggested Result.

As another example, your organization creates widgets but does not implement or customize them. Over time, several agencies develop experience at deploying and customizing your widgets. Therefore, you want to promote the supporting businesses on your site. The following steps describe how this works.

1. Create a phrase with synonyms—deploy, install, implement, customize, modify, adapt.
2. Assign the Web sites of approved agencies to the Suggested Results list.
3. When a site visitor searches for the word implement, he gets links to those agencies’ Web sites.

Suggested Results can also be used to advertise products, as used in the sponsored results section of search engines like Google® search and Yahoo!®.

Using Suggested Results to Direct Site Visitors

Use this feature to provide search results that do not naturally appear at the top of the page. For example, you manage a university’s Web site. When a site visitor wants to know where to mail a tuition payment, he enters bill into the search field and gets these results.

• Faculty member Bill McDermott
• The Student Bill of Rights
• How a Bill Becomes Law

Frustrated, many people call the business office to get information that exists on the Web site but is difficult to find.

Using Ektron, you create Suggested Results to direct site visitors to the correct Web pages. To continue this example, you could create

• a title (such as Tuition) that describes a set of terms and links
• a list of synonyms that visitors might enter when searching for the tuition page on your site
• a Suggested Results list, where you assign the content “Tuition & Fees”
   

  

After you set up Suggested Results, this is a typical sequence of events.

1. A site visitor enters text on your Search page.
    

   

2. The text matches a term in the Phrases list of a Suggested Results set.
    

   

3. Suggested Result links assigned to the phrase appear in a special area of the results page. They appear in the same order that you created in the Suggested Results set.

   NOTE: The illustration below is an example of how suggested results may appear. Your developer styles suggested results in the ResultsView server control.

    

   

4. The search term’s regular results may also appear. Your developer determines their location on the results page.

Creating a Set of Suggested Results

1. In the Workarea, go to Settings > Configuration > Search > Suggested Results.
2. Click Add New Suggested Result Set. The following screen appears.
    

   

3. Use the following information to complete the fields.
   • Name—A word that names the Suggested Results set and is the first synonym. (You cannot repeat the phrase in the Synonyms.)
   • Phrases—The list of words that triggers the Suggested Results you will create below. That is, if a user enters a search phrase that matches any term in the Synonyms, the Suggested Results appear.
   • Suggested Results—The links to appear when a phrase or synonym is found. To define them, place the cursor in this field and click. A menu appears.
      

     

4. Click Add. A screen appears.
5. Add the URL, title, and summary for each suggested result.
   • Link—To create a link to...
     • content on your Web site, click the Browse to CMS content button. Then, navigate to the folder that contains the content, select it, and click Save.

       NOTE: Only content in the Workarea language appears. To change the language, exit this screen, go to the root folder, and click View > Language.

     • an external Web site, enter its full address, starting with its protocol, such as http://.

   • Title—If you created a link to...
     • content on your Web site, its title is retrieved and displayed here. You may edit it as needed.
     • an external Web site, enter the text of the link that will appear on the Suggested Results display.

       Site visitors use this text (circled in the example below) to select the linked Web page.

        

       

   • Summary—If you created a link to...
     • content on your Web site, its summary appears here. You may edit it as needed.
     • an external Web Site, nothing appears. Enter text to further describe this link on the search results page.

       The summary cannot exceed 320 characters (including HTML tags). For example:

        

       

6. Click Add New Suggested Result Set. The Add Suggested Results screen reappears. You can add more links, edit existing ones, and so on.
7. Click Save Suggested Results.

Displaying Suggested Results

To display suggested results using templated server controls, set up a SiteSearchResultsView control whose Eval statement refers to SuggestedResults.

<ektron:SiteSearchResultsView ID="r" runat="server" ControllerID="c">
	<ItemTemplate>
	  	<h3> Suggested Results</h3>      
	<asp:ListView ID="suggestedResults" runat="server" DataSource='<%# Eval("SuggestedResults") %>'>
		<ItemTemplate>
		  <span class="highlight">
		  <a href="<%# Eval("Url") %>"><%# Eval("Title") %></a>
		  <%# Eval("Summary") %> </span>
		  </br>
		</ItemTemplate>
	</asp:ListView>
	</ItemTemplate>
</ektron:SiteSearchResultsView>

The suggested results class displays only 3 fields: title, URL, and summary.

If you want regular search results to appear below suggested results (as shown in Suggested Results), your developer may want to style the suggested results to stand out. Some styling is shown above.

Displaying Regular Search Results Below Suggested Results

Displaying Regular Search Results Below Suggested Results

To display regular search results below suggested results and customize the standard result template, make the following modifications.

<ektron:SiteSearchResultsView ID="r" runat="server" ControllerID="c">
	<ItemTemplate>
	  	<h3> Suggested Results</h3>      
	<asp:ListView ID="suggestedResults" runat="server" 
			DataSource='<%# Eval("SuggestedResults") %>'>
		<ItemTemplate>
			<span class="highlight">
			<a href="<%# Eval("Url") %>"><%# Eval("Title") %></a>
			<%# Eval("Summary") %> </span>
			</br>
		</ItemTemplate>
	</asp:ListView>
					
	<asp:ListView ID="suggestedResults" runat="server" DataSource='<%# Eval("Results") %>'>
		<ItemTemplate>
		…
		</ItemTemplate>
	</asp:ListView>
	</ItemTemplate>
</ektron:SiteSearchResultsView>

However, if you want to display standard results and use the default template, insert a separate SiteSearchResultsView control below the suggested results control. See Also: SearchResultsView Server Control

Editing a Suggested Result Set

Adding a link to a suggested result set

Adding a Link to a Suggested Result Set

1. Choose Workarea > Settings > Configuration > Search > Suggested Results.
2. Select the suggested results set to which you want to add a link.
3. Click Edit.
4. Place the cursor over the first result in the Suggested Results area of the screen.
5. Click once and a menu appears.
6. Click Add. The Add New Suggested Results screen appears.
7. See Click Add New Suggested Result Set. The Add Suggested Results screen reappears. You can add more links, edit existing ones, and so on.
8. Click Add New Suggested Result Set.
9. Click SaveSuggested Results.

Editing a Link in a suggested result set

Editing a Link in a Suggested Result Set

1. Choose Workarea > Settings > Configuration > Search > Suggested Results.
2. Select the suggested results set that you want to edit.
3. Click Edit.
4. Place the cursor in the suggested results area of the screen.
5. Place the cursor on the result that you want to edit.
6. Click once and a menu appears.
7. Click Edit.
8. See Click Add New Suggested Result Set. The Add Suggested Results screen reappears. You can add more links, edit existing ones, and so on.
9. Click Add New Suggested Result Set.
10. Click SaveSuggested Results.

Removing a link from a suggested result set

Removing a Link from a Suggested Result Set

1. Choose Workarea > Settings > Configuration > Search > Suggested Results.
2. Select the suggested results set from which you want to remove a link.
3. Click Edit.
4. Place the cursor in the suggested results area of the screen.
5. Place the cursor over the result that you want to delete.
6. Click once and a menu appears.
7. Click Delete. A confirmation message appears.
8. Click OK.
9. Click SaveSuggested Results.

Rearranging the sequence of a suggested result set

Rearranging the Sequence of a Suggested Result Set

1. Choose Workarea > Settings > Configuration > Search > Suggested Results.
2. Select the Suggested Results set from which you want to remove a link.
3. Click Edit.
4. Place the cursor in the suggested results area of the screen.
5. Place the cursor over the result that you want to move up or down.
6. Click once. A menu appears.
7. Click Move Up or Move Down.
8. Click SaveSuggested Results.

Deleting a Suggested Result Set

1. Choose Workarea > Settings > Configuration > Search > Suggested Results.
2. Select the suggested results set that you want to delete.
3. Click Delete ().
4. Click OK to the confirmation message.

Step 1—Place Content Inside the External Folder

External folders must reside in the Web site so that IIS has permission to access the contents. Best practice is to create the external folder under the Webroot.

After creating the folder, place content in it that you wish to add to the integrated search. Then, follow the next steps to set permissions and configure Search Server.

Permissions for the External Folder

The top-level folder that contains the external files must be accessible to the Web Site, and the user account used by search server must have permission to read it.

The following example sets up a user called IntegratedSearchUser and shares the external folder. The Search Server uses the IntegratedSearchUser account to access the external folder content.

1. On the Web Server, start Computer Management Console and create a new user called IntegratedSearchUser.
2. Use Windows Explorer and right-click on the external folder (in this example—Press Releases).
3. Choose Share.
4. Enter user name IntegratedSearchUser.
5. Click Add.

The user now has Read permission to the external folder.

Step 2—Create a New Content Source for the External Folder

1. On your search server, open the SharePoint 2010 Central Administration screen.
2. Go to Manage service applications > Search Service Application > Content Sources > New Content Source.
3. Enter the following values.
   • Enter a Name for the content source.
   • In the Content Source Type field, choose File Shares.
   • In the Start Addresses field, enter the external folder as a UNC path (\\server\directory) or full file URI (file://server/directory).
   • To make sure the search can access the external folder, you may want to use C$ in the path, like this: \\server1\c$\integratedsearch.
   • Set up Crawl Schedules for your integrated search folder contents to automatically refresh search indexes as frequently as you need to keep search results reliable. (This schedule is different than the crawl schedule for Ektron content.)
   • Begin a crawl by checking Start full crawl of this content source.
   • Click OK to save your changes.

   If you successfully set this up, you see your new content source, and the status shows "starting".

Step 3—Create Scope for New Content Source

1. On your Search Server, open the SharePoint 2010 Central Administration screen.
2. Go to Manage service applications > Search Service Application > Queries and Results > Scopes.
    

   

3. Click New Scope.
4. Give it a Name (no spaces) and Description.
5. Leave Use the Default Search Results Page checked.
6. Click Ok. The View Scopes screen reappears.
7. Use the pull-down next to the new scope name and select Edit Properties and Rules.
    

   

8. Add a New Rule.
9. In the Scope Rule Type field, select Content Source.
10. In the Content Source field, select the content source you created in Step 2—Create a New Content Source for the External Folder.
11. Set Behavior to Include.
12. Click Ok.

Step 4—Add External Folder to Ektron Web Site Scopes

This step assures that your external folder content is included in Ektron search results.

1. Open the SharePoint 2010 Central Administration screen.
2. Go to Manage service applications > Search Service Application > Queries and Results > Scopes.
    

   

3. Use the pulldown next to your Ektron Web site's content source and select Edit Properties and Rules.
4. Click New Rule.
5. In the Scope Rule Type field, select Content Source.
6. In the Content Source field, select the external folder that you created in Step 2—Create a New Content Source for the External Folder.
7. In the Behavior field, select Include.
8. Click OK.

Step 5—Add a New Crawl Rule for the Integrated Search User

This step sets the permission for the search server to access the external folder.

1. On your Search Server, open the SharePoint 2010 Central Administration screen.
2. Go to Manage service applications > Search Service Application > Crawling > Crawl Rules.
3. Click New Crawl Rule.
4. Set the path to the external folder. (For example: \\ws10196\PressReleases\*.)
5. Set the Crawl Configuration to Include all items in this path.
6. Set Specify Authentication to Specify a different content access account.
7. Enter the Account. (For example: IntegratedSearchUser.)
8. Enter the Password and Confirm the Password.
9. Uncheck Do not allow Basic Authentication.
10. Click Ok.

Step 6—Complete the Integrated Search Mappings Screen

Prerequisite: You are a member of the Administrators Group or assigned the Search-Admin role See Also: Defining Roles

1. Choose Workarea > Settings > Configuration > Search> Integrated Search Mappings.
    

   

2. In the Start Address field, find the external folder.
3. In the Mapping field, enter the path to the external folder relative to your site root.
4. Click ()to save.

Troubleshooting Integrated Search

• Problem—The protocol handler cannot be found. Check that the handler has been installed

  The protocol handler is normally installed in this folder.

  c:\windows\system32\DatabaseProtocolHandler.dll

  If the handler is in the correct place, check that all folder names and paths are correctly entered in the Content Sources, Crawl Rules and Scopes in the Search Service Application settings.

• Problem—Item was not crawled because of a password change. Update password and retry crawling.

  Verify that the Search Server user account has permission to read and write to the content database. You may have to create a unique user on the content server for this purpose.

Rules for Formulating Queries

• By default, multiple words have an "and" relationship. So, the search term calendar server returns pages that have both words.
  • To find pages with either term, use the OR operator. For example, calendar OR server returns pages that have either word.

    IMPORTANT: You must capitalize boolean operators, such as AND.

  • To find pages with several terms in exact order with no intervening words, use quotes. For example, “calendar server” returns pages that have both terms in that order.
  • To find pages that have one term without another, use the NOT operator. For example, For example, calendar NOT server returns pages that have calendar and do not have server.
  • To find several terms close together, use NEAR. For example, treatment NEAR immunoglobulin finds pages with the word “treatment” near the word “immunoglobulin”

    The NEAR operator is like AND because it finds pages that include both search words. However, the rank assigned by NEAR depends on the proximity of the search words. A page with search terms closer together has a higher rank than a page where they are farther apart.

    NOTE: The NEAR operator can be applied only to words or phrases.

• Search terms are case-insensitive.
• Punctuation marks, such as period (.) and comma (,), are ignored by the search.
• Operators (<, >, and &) are ignored by a search. Also, the search does not find text within angle brackets, for example <Ektron>.
• To include in a query special characters that are not operators, such as +, |, ^, #, @, $, (,), enclose the query in quotation marks (“).
• Use the wildcard character (*) to find words that start with a certain letter sequence. For example, esc* returns Web pages with “ESC,” “escape,” and so on.
• Your can restrict search results by content properties (for example, filetype:gif returns all .gif images). See Also: Property Restrictions Based on File Information
• You can search on ActiveX™ file properties. See Also: ActiveX Property Values

Search Tips

Search Tips

• To nest expressions within a query, add parentheses. Expressions within parentheses are evaluated before the rest of the query.
• Use double quotes (“) to ignore a boolean or NEAR operator keyword. For example, “Abbott and Costello” finds pages with the entire phrase, not pages that match the Boolean expression.
• The AND operator has a higher precedence than OR. For example, the first 3 queries are equal, but the fourth is not:
  • a AND b OR c
  • c OR a AND b
  • c OR (a AND b)
  • (c OR a) AND b

Property Value Queries

Use property restrictions to find content whose values match a given criteria. Properties that can be queried include:

• file information (name, size, author, and so on)
• ActiveX Property Values, including the document summary stored in files created by ActiveX-aware applications.

Property restrictions based on file information

Property Restrictions Based on File Information

Ektron's search supports several property operators. The following table shows sample property restrictions that you can use.

To Search for	Example	Results
A specific text value	cmsauthor:Bill Diaz NOTE: To identify an author, enter a username, first name, or last name following the colon (:)	Content authored by Bill Diaz
	filename:Meeting notes.pdf	The file named Meeting notes.pdf
	filetype:gif	Content with a .gif extension
	taxonomycategory:Atrium	All content assigned to a taxonomya content-level categorization system that uses one-to-many relationships to create a scalable organization of content. A taxonomy lets you create a navigation system that is independent of the folder structure. category named atrium
Values beginning with a prefix	Ektr*	Content that includes a word beginning with Ektr
	cmsauthor:Bi*	Content whose author begins with Bi
Property values in relation to a fixed value	size<100 size<=100 size=100 size>=100 size>100	Content whose size in kilobytes matches the query
	contentid>30	Content whose ID number is greater than 30
	contentid=30	Content whose ID number is 30
	folderid>250	All content in folders whose ID is greater than 250
	folderid=14	All content in the folder whose id is 14

Tips for Using Property Queries

• You can combine queries. For example, cmsauthor:admin filetype:jpg returns .jpg files which were last edited by a user whose username is admin.
• You can only use property restrictions for crawled properties that are mapped to a managed property. You can determine eligible properties by logging into the Sharepoint 2010 Central Administration panel and going to Central Administration > Search Service Application > Metadata Property Mappings.

ActiveX property values

ActiveX Property Values

You can also use ActiveX property values in queries. You can search for files created by most ActiveX-aware applications by querying for the following properties.

• DocTitle—Title of the document
• DocSubject—Subject of the document
• DocAuthor—The document’s author
• DocKeywords—Keywords for the document
• DocComments—Comments about the document