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

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:

1. 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.
2. 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.
3. 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.