Unified Search widget
Overview
The Unified Search widget is an integration that provides users of a digital workplace with a central location from where they can search for content in different repositories. After searching for content, users can click on a search result to open it in a new tab.
For more information about integrations, see Integrations widget.
Widget layout
Legend
1. Search Box
Enter search queries here and then press enter to see the results.
2. Repository Tabs
Select which repository to search.
3. Filters
If available, filter the repository for specific content types.
4. Search Results
Browse search results and select one to open it in a new tab.
5. Minimize button
Hide any search results.
6. Account details
Displays the username of the account signed into the active repository. In non-Igloo repositories, select to log out of that repository.
Supported repositories
When searching non-Igloo repositories, only titles and file names are searched.
The widget supports searching the following repositories:
- Igloo
- All content types (except for Microblogs and Tasks)
- People
- Office 365 SharePoint
- Files and folders
- People
- Cloud and on-premises, the latter requires Microsoft's Cloud Hybrid Search to be configured
- Google Team Drive
- Files and folders
- Box
- Files and folders
- Dropbox
- Files and folders
- ServiceNow
- Knowledge bases
Authentication
Except for the Igloo repository, users must sign in to each repository using their unique credentials for that repository. In general, after about 1 hour of user inactivity, a user will be signed out. However, this can vary depending on SSO and repository settings.
To log out of a repository, click the vertical ellipses found on the bottom right-hand corner of the widget, and then click Sign Out.
Signing in to the ServiceNow repository
After clicking the "Sign in" button, a popup will appear that asks to Allow or Deny the connection to ServiceNow; users should click Allow to continue logging in. Alternatively, if a user wants to sign in with a different account, they should click "Not You?" to manually enter their credentials.
Searching for content
Users can search for content in a configured repository by switching to that repository's tab and entering a search query. The same query can then be rerun in another repository by selecting that repository's tab.
Search results
Search results only include content to which users have access. To change what content a user can find, you must change their access in the repository itself. For the Igloo repository, refer to Access to learn how to change access rules within your digital workplace.
The following repositories include filter options that users can apply before or after performing a search:
- Igloo
- Filter by Content
- Filter by People
- Office 365 SharePoint
- Filter by Content
- Filter by People
- ServiceNow
- Filter by Knowledge Bases
- Filter by Category
Recommended search
When searching the Igloo repository, Recommended Search Results will be displayed at the top of the search results list when the search query matches a specified keyword.
Configuration settings
General settings
Search box hint text
Enter the hint text that appears in empty search boxes. If you leave this field blank, the hint text will be"Search your files".
Results per page
Enter how many search results display per results page.
Default Repository
Select which repository tab is active when the page first loads.
Igloo settings
Enable
Select to show this tab in the widget.
Tab name
Enter a custom name for this tab. If you leave this field blank, the tab name will default to "Igloo".
Field search filter
Select which content property to search. Options include:
- All
- Title
- Description
- Content
- Labels
- Comments
- Href
- Attachment
Application search filter
Select which content type to search. Options include:
- All
- Blogs
- Calendars
- Pages
- Documents
- Forums
- Wikis
Google Team Drive settings
Enable
Select to show this tab in the widget.
If you enable this tab, you must also enter a Google Team Drive ID. Not entering this value will result in the widget displaying an error.
Tab name
Enter a custom name for this tab. If you leave this field blank, the tab name will default to "Google Team Drive".
Google Team Drive ID
Enter the ID of your Google Team Drive. This field is required.
This ID appears in the last part of your Google Team Drive's URL. In the example URL below, the Google Team Drive ID would be 0AKVA.
https://drive.google.com/drive/folders/0AKVA
Query template
Enter a custom query template. Use {{query}} to represent the user's search query.
The default query template is:
trashed = false and name contains '{{query}}'
See Google's article, Search query terms (Google) for additional parameters.
Office 365 SharePoint settings
Enable
Select to show this tab in the widget.
If you enable this tab, you must also enter an Azure Tenant ID and API Base URL. Not entering this value will result in the widget displaying an error.
Tab name
Enter a custom name for this tab. If you leave this field blank, the tab name will default to "Office 365 SharePoint".
Azure Tenant ID
Enter your Azure Tenant ID. This field is required.
The default Azure Tenant ID of "common" works for most Office 365 Sharepoint environments. If you want to replace this value with your specific ID and need assistance finding what this ID is, see Microsoft's article, Find your Office 365 tenant ID (Microsoft).
API Base URL
Enter your SharePoint Online domain. This field is required.
Example: https://mystorage.sharepoint.com
Filter Domain
Enter a comma-separated list of which parent URLs search.
This field restricts search results to only the specified parent locations. You can use this filter to limit search to specific sites or folders. For example, you can include a comma-separated list of site names such as:
sites/Ottawa Office, sites/Toronto Office
This field is blank by default.
Path
Enter a location or path to search. Search results will only include content that shares this URL path. If you are using Cloud Hybrid search, you should leave this field blank.
Example: Searching a single site called Ottawa HQ: sites/Ottawa HQ/
Example: Searching all folders or sites with the name Assets: Assets
This field is blank by default.
Query template
Enter a custom query template. Use {searchterms} to represent the user's search query.
The default query template is:
'{searchterms} OR title:{searchterms} OR fileExtension:{searchterms}'
See Microsoft's article, Building search queries in SharePoint, for additional parameters.
Box settings
Enable
Select to show this tab in the widget.
If you enable this tab, you must also enter an Initial Folder ID. Not entering this value will result in the widget displaying an error.
Tab name
Enter a custom name for this tab. If you leave this field blank, the tab name will default to "Box".
Initial folder ID
Enter the ID of the base folder; only content under this location is searched. This field is required.
This folder ID appears in the last part of your Box URL. In the example URL below, the folder ID would be 464103.
https://app.box.com/folder/464103
The default value of 0 is the root ID of your Box.
Dropbox settings
Enable
Select to show this tab in the widget.
If you enable this tab, you must also enter an Initial Folder ID. Not entering this value will result in the widget displaying an error.
Tab name
Enter a custom name for this tab. If you leave this field blank, the tab name will default to "Dropbox".
Initial folder ID
Enter the ID of the base folder; only content under this location is searched. This field is required.
This folder ID appears in the part of your Dropbox URL after /home. In the example URL below, the folder ID would be /Office Photos.
https://www.dropbox.com/home/Office Photos
ServiceNow settings
Enable
Select to show this tab in the widget.
If you enable this tab, you must also enter a ServiceNow instance and ServiceNow Application ID. Not entering this value will result in the widget displaying an error.
Tab name
Enter a custom name for this tab. If you leave this field blank, the tab name will default to "ServiceNow".
ServiceNow instance
Enter the URL of your ServiceNow instance. This field is required.
ServiceNow Application ID
Enter the Igloo provided Application ID. This Application ID is matched to your ServiceNow URL OAuth Application and can be reused in other ServiceNow widgets that connect to the same ServiceNow instance.
If you do not already have an existing Application ID for the ServiceNow instance you want to connect to, follow these steps:
- Within the ServiceNow Instance that you are using, create a new OAuth Application (OAuth API Endpoint) that will be only be used for connections to your Igloo digital workplaces (System OAuth > Application Registry). When setting up this Application, note the following fields (other fields can be left in their default state):
- Name: Enter a descriptive name for this OAuth Application.
- Client Secret: Leave this blank to generate a random value once the Application is created.
- Logo URL: Enter the URL of your digital workplace logo. This will typically take the form: https://{workplace URL}/download.public/logo.
- Comments: Enter an explanation of what this Application is being used for.
- Submit a ticket to Igloo Support requesting an Application ID and Redirect URL. In this ticket, include the listed below as it relates to your digital workplace and ServiceNow OAuth Application Endpoint:
- Widget: State that you want to set up the ServiceNow Integration Widget.
- Workplace URL: Provide the URL of your digital workplace.
- Client ID: Provide your ServiceNow OAuth Client ID. This can be found by navigating to System OAuth > Application Registry while in ServiceNow.
- Client Secret: Provide your ServiceNow OAuth Client Secret. This can be found by navigating to System OAuth > Application Registry while in ServiceNow.
- Hosting: Indicate whether your ServiceNow environment is on-premise or cloud-based.
- Enter the Redirect URL that the Igloo Support team provides you into the Redirect URL field of your ServiceNow OAuth Application Endpoint.
Knowledge base(s)
Enter the names of the ServiceNow knowledge base(s) that you want to search. Separate multiple knowledge bases with a comma. These names must match the name of the knowledge base in ServiceNow. Within ServiceNow, you can view a list of your knowledge bases by navigating to Administration > Knowledge Bases.
Set up
For general information about setting up this widget, see Placing and setting up a Widget. Since this widget is an integration, you must select the Integration Widget from the Widget Carousel and then select Igloo Unified Search from the Integration Library on the widget's Options tab.
For each repository that you want to allow users to search, you must enable and configure it. You may find it helpful to refer to the tables above for details about specific configuration settings.