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- View Offline
- Understanding the SharePoint 2013 product line
- Editing your social media profile
- Viewing the newsfeed
- Keeping track of tasks
- Using SkyDrive to share private documents
- Moving files with drag and drop
- Syncing libraries
- Introducing SharePoint apps
- Reviewing the template updates
Skill Level Beginner
If you've searched a lot, you've probably come across many times where you searched for one thing but received search results for another. For example, if I go look for on- "line treaining" and I spell it wrong, notice that instead of saying "online treaining", it's showing the results for "online training". That's because somebody has taken the time to notice that when I misspelled something this badly, it probably means something else and it's not personal for me, this is set up for millions of users around the world.
You type one thing and you actually get results for another. Then within those results, there is some priority given. Here there are ads related to online training, so these first three results are at the top not necessarily because they're clicked most frequently, but because they were paid for. The ability to prioritize some sites rather than others and the ability to say when a user searches for A, they probably mean B are both ways of customizing search, of promoting different search results inside Microsoft SharePoint.
In SharePoint 2010 if we wanted to promote particular search results to the top of a list, or say if someone searches for A, let's give them B instead, was based on a system of keywords and best bets. In SharePoint 2013, we have new features that do this: Query Rules. When we used keywords in SharePoint 2010, we were being very specific. Query Rules is incredibly powerful because with Query Rules we have the ability to take a word and match it to a variety of circumstances.
For example, if you include the word "picture" in a search result, then what you will see are images. You don't need to have a rule that says picture also means images, we can say that whenever someone types the word "picture", or they type the word "camera", or they type any other word that looks like image in that broad category, let's show them some images. In a similar way if a user types the word "video", or the word "watch", or the word "see", then we can take them to video libraries and optimize those results at the top.
So we have the ability to say here's a general rule. Whenever users use words like "watch", or "see", or "video", or "movie", let's show them videos at the top of the list. If you are a person who is in charge of search for your organization, you'll want to know a lot about how Query Rules work in SharePoint 2013. But I want to give you a small flavor of how they work as a replacement for the best bets that we used in SharePoint 2010.
How we can say when users look for this, let's put this at the top of the list: result promotion. So what we're going to do now is we're going to create a Query Rule and it's a very basic Query Rule. Whenever someone says they are looking for a "video library", we want to take them to the video library in this site. We've been using it earlier, it's not called video library; it's called Sport Assets. Even if we called video library, somebody might put in "movie library" or "movies".
So what we want to do is create a rule that makes it easy for somebody to go to this particular library even if they don't know its name because they know, what they're looking for, what its content is. So let's begin by clicking our Settings button and let's choose Site Settings. If I happen to be in the top level of the site and look at my top-level information, I'm going to find Query Rules in two places; one is at the site level and the other is right here, but these are the Query Rules for the entire site collection.
Right now I don't want to do that--I could do that--but I don't want everyone who searches for movies anywhere in this site collection to end up in our Inside Sport movie library. So let's go back and let's use the Query Rules here that are specific to this site. The first thing I want to do is I want to say okay, how do I want to configure these particular rules, I need to set a result source. Now when a user goes in and searches, by default they're actually looking in local SharePoint results.
So this is everything except people and I'm going to go ahead and choose Local SharePoint Results. To be clear, this is the default search that I am using everywhere through the site: Local SharePoint Results. Now what I want to do is create a new Query Rule. So I'm going to click New Query Rule. I need to give this a Rule name and the name for this is "Direct to Sport Asset Library".
I have the choice to look for an exact keyword, to say it contains an action term that's for example; watch, see, look. It matches something specific in the dictionary, I'm simply going to say Query Matches Keyword Exactly and now I am going to enter phrases separated by semi-colons. So my first phrase is going to be "movie library". Now I don't want to simply put in "movie", because if somebody looks for "surf movie", I don't necessarily want them to go to the library first, I actually would like them to go to one of the two surf movies first. So "movie library; video library; sport movies; sport videos".
That will work. So I'm including the plural and remember we are going to look for exact keywords. So if they type "sport video", it's not going to trigger that. Now the Action, well what I'd like to do is I'd like to add a Promoted Result. The Promoted Result is our sport library, so I need to know where that is. Easy enough to find, I'm just going to go to another tab, go to Inside Sport, go to our Sport Assets. Here is our library and I don't need forms and I don't need thumbnails, but I can present it exactly this way if I wish, that's fine.
So we are going to copy this and go back to Add Query Rule and enter this as our URL. We have a choice to Render this as a banner, but I'm simply going to put it as the top link in the site much like they did in the results we saw earlier in Google and I can put a note here that says, "Here is our collection of sport videos. Click on a thumbnail to view the video." I am going to go ahead and click Save. This is our first promoted result.
So when someone enters "movie library", "video library", "sport movies", or "sport videos", this is the first result that will be there. Notice I can add other Promoted Results as I wish. There are many more options that we could explore here, but I'm going to click Save. And we have one new query rule that we have created, right here that is defined for this site. Here are all of the other SharePoint provided Query Rules that already exist.
If you are working with search in SharePoint, you'll want to spend some time looking at all of these because this is amazing. All of this search infrastructure has been set up for you, but more importantly, it's transparent so you can actually go in and modify these if you wish. Let's now go test our rule, let's go back to Inside Sport. I'm going to search this site for "sport videos". Here we go! This asset checked off, here is our library of sport videos, click on a thumbnail to view the video. Then we have other items that follow.
In Sport Assets > All Assets, that's the same library we see a couple of videos. If I look simply for "surf", I see a document in this library. But if I look for "movie library", there we go, once again our promoted result. And by the way if you used best bets in SharePoint 2010, you'll find it when you migrate to SharePoint 2013 all of those search keywords have been transformed into SharePoint 2013 Query Rules.