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Friday, February 13, 2009

Creating scopes for search in SharePoint 2007

Pre condition: Before configuring the search scope in our SharePoint we must sure that we created all custom properties needed to create a scope.

We have 2 ways to create a search scope in SharePoint, one of them is in our shared services provider and the other is in the site collection configuration. When we create a search scope in shared service provider it is common for all application including in the shared that we are configuring and when we create a search scope in site collection configuration it is only for the site collection where we are creating it. The way to create both is similar the only difference is the behavior.

In the image 1 we can see the section in the configuration section on the shared service provider where we are going to create the scope using a custom property.

[Image 1]
1_Custom_Scope_Searhc_Configuraion

To create a new scope we must select the link detailed in the image 1. In this new section we are going to create the new scopes in our Shared Service Provider, we need press the link above the page named “New Scope” as we can see in the image 2 to access the form

[Image 2]
2_Creating_Scope_Shared_Services

We must create a scope in two steps, first we are going to define the fields of the scope as we can see in the image 3 and second we are going to create a rules in the scope.

[Image 3]
3_Load_Fields_New_Scope

Press to button “Ok” to save the information, create the new scope and navigate to the list of scoped created. In the image 4 we can see our scope created.

[Image 4]
4_Add_Rules_To_Scope

We must select the link “Add Rules” to finish of the configuration of scope. As we can see in the image 5, we are going to set the rule to the custom scope.

[Image 5]
5_Configuring_Rule_In_Scope

In this step we must select the “Scope Role Type” in our case “Property Query”, before we are going to select the custom property that we want use in this scope from the dropdown list and enter the value that we want to match in this rule. The last step is selecting the behavior that this scope must have when used it, in our case we are going to select “Include”. Once finish to configure the rule we must press the button “Ok” to save the information in our scope.
When we finish creating the scope we must crawl again all content to be sure that we scope have elements in the index, to do this we must access to the search settings in our shared service provider and star a full crawl in the content resource.

Note: One scope could have a lot of rules defined. If we need more scope we need create it the same way that we were here and define the rule or rules for it.

Note II: If we want centralized the search result in a custom site created using one of the template of SharePoint we need create a site and before set this site in search setting section in the “Site Collection Administration” as we can see in the image 6.

[Image 6]
6_Search_Settings_Site_Collections

Now we are going to configure the scope in the site collection where we want use. For this we need to access to the “Site Settings” for the site collection as we can see in the image 7.

[Image 7]
7_Site_Collection_Search_Scope

The next step is to associate our scope to the search dropdown to use it when we search information in SharePoint. In the image 8 we can see the page where we can configure our scope to the dropdown.

[Image 8]
8_Search_Scope_Page_Settings

As we can see in the image 8, we have our scope created in the Shared Service Provider and a link in the top to create a new scope. Remember that the scopes created in the site collection only can use in this site.

We are going to edit the content of the “Search Dropdown” to add our custom scope to the options available, in the image 9 we can see the configuration page where we are going to set our scope to the dropdown.

[Image 9]
9_Add_Scope_to_DropDown

In this page we are going to select our scope and select the position into the dropdown and before we press button “Ok” to save this selection. In the image 10 we can see our scope into the options of the dropdown.

[Image 10]
10_Scope_Added_To_DropDown

The configuration is ready, to use this scope in the search we must access to the home of our site and select it in the dropdown as we can see in the image 11

[Image 11]
11_Scope_In_Serach

Now when we search information using this scope the search engine only display the result where the keywords enter are in the items and the rule in the our scope is true. Remember that we use a custom property based in a custom field

Fabián Imaz
Siderys Elite Software

2 comments:

Anonymous said...

Thanks buddy,
It helps us a lot.

Fabián Imaz said...

Excelent :)