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Wednesday, November 17, 2010

Tool to administrate thesaurus and replacements in SharePoint Server 2007

This tool can configure (create, edit or delete) synonyms and replacements in SharePoint 2007 and you can download from CodePex.
After to start I want to share with you some comments about the tool:

1) This tool is the first version, was tested in a small farm and installation with one server.

2) The UI as in English only but you can use in different languages.

3) The user logged must be an administrator because the tool will try stop and start the search services, “OSearch”.

4) Take care. The installation and use of this tool is your responsibility.

Once the tool was installed in the farm you need enter the Shared Services Provider, as we can see in image 1 and select the link “thesaurus”.

[Image 1]
1 Access Thesaurus Shared Services Provider

In image 2 we can see the homepage, this page will be used to configure the synonyms in SharePoint 2007.

[Image 2]
2 Synonyms Page

The first thing to do is to understand how to work the thesaurus file in SharePoint 2007. In the following link Techent you can see a large description about this feature.
As you can see in the article, there are a lot of files, one for each language supported by SharePoint 2007. The tool will load the files by the language configured in the regional settings of the portal. For this example, we are going to work with the file “tsenu.xml” because my SSP is configured as “English USA”. In image 3 we can see all languages supported by the tool loaded in a selector.

[Image 3]
3 Languages

All files installed by SharePoint has an example commented. If you never change the original configuration the tool would be load this example.
The usability of the tool is simple. The first list will be used as administrative list “Name Synonym” and will be load with all synonyms registered in the file. If we want edit one of the synonym, we must select one of them in the first list and the second list “Synonyms” will be load with all words associated.
To create one synonym you can enter the word in the text box above the list “Name Synonym” and press the button (green icon) to save it. The tool loaded the new word in both lists and after we must enter the words of the synonym in the second list. For example, if we want to register synonyms to the term “Internet Explorer” we are going to do the following steps:

1) Add the term “Internet Explorer” in the first list.

2) Add “IE” in the second list

3) Add “IE7” in the second list

4) Add “IE8” in the second list

5) Add “IE9” in the second list

We are adding words (Synonyms) for the term “Internet Explorer”. This mean that when the user searching using one of the word added, the search engine will return result where there is some of these words in the index.
The tool asks you if you want to save the changes did in the configuration, as you can see in image 4. If you confirm the changes, the tool will save the file and restart the search services “OSearch”.

[Image 4]
4 Confirmation Pages

When you confirm the changes, the tool show the operation page, as you can see in image 5 because as I commented before the services will be recycled.

[Image 5]
5 Process Working

The last thing that you can do with the tool is add replacements words as we can see in image 6.

[Image 6]
6 Replacements Page

In this page we must do the same task did in the synonym section. The first task is creating our replacement and after that adds the patterns and substitutions terms. In article of TechNet you can see a large description about the replacement feature of search engine of SharePoint 2007.
Basically, this feature is used to create a terms of substitutions for one or more words “pattern”. For example, you have technical words in the content of the index, as “WinNT”, “Win2k” y “Win7” but the users don’t know it and we want to add other search terms (substitution word) to be used by the user. We must do the following steps:

1) Add “Windows” in the list pattern

2) Add “Windows Server” in the list pattern

3) Add “Windows 7” in the list pattern

The next steps are:

1) Add “WinNT” in the list substitution

2) Add “Win2k” in the list substitution

3) Add “Win7” in the list substitution

Once the change was saved and recycled the service, the user could search using the term “Windows”. The search engine returns all contents that have some of the words added in the substitution list.
To install the tool you must edit the .bat file and change the URL of the Shared Service Provider of SharePoint Server 2007..

To download the tool enters here.

In the next month this tool are available to SharePoint 2010.

Fabián Imaz

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