Searching

Overview

Use search to find content and people within a digital workplace. Performing a search involves entering text into an available search box and viewing a list of selectable quick search results, or pressing enter to view a more extensive search results page. To help you narrow down your search results, you can include advanced search operators in your search terms, perform post search filtering of results, and use search spellcheck suggestions. 

Search results will not include archived content or content that a user does not have at least Read Level Access to.

Search query basics

When you perform a search where the search term is a single word, search will return all content and users that contain that word. However, if you perform a search with two or more words, the results will include content and users that have either term. For example, if your search term is vacation calendar, your results will include content that contains vacation or calendar or both. 

Search does not differentiate between capital and lowercase letters. Vacation and vacation will return the same results. Additionally, search looks across all languages of multilingual content regardless of your current preferred language. 

Search box availability

Search is available from the following locations and features:

  • Userbar: Searches the entire workplace.
  • Unified Search Widget: Searches content in a digital workplace and files connected to third-party repositories.
  • Search Box Widget: Searches specific content types and locations.
  • Channels & Content: Searches content on the current Channel. Only available for Forums, Blogs, Calendars, and Wikis.
  • People Directory: Searches members of the workplace.

In addition to these primary locations, search is also implemented in other locations to make publishing, configuring, and managing your digital workplace easier. For example, adding Related Content involves searching to find the content to relate to, and adding links in the WYSIWYG allows you to search your workplace for content to link.

Quick search

After entering a query in a search box, a list of up to ten matches will appear. These results can contain a list of relevant people and content, any of which can be navigated to by clicking the item. The quick search results list provides links to "View All People" and "View all results." Selecting either of these items will provide navigation to the search results page, filtered by people or content, respectively.Using the search box on the userbar.

If none of the quick search results match what you are looking for, press enter (if the search box is active) to go to the search results page.

Search results page

After entering your search query, you can press enter to navigate to the search results page, also known as the advanced search page. This page contains many additional features that can help you narrow down your search results.

The search results page.

Applying filters

Click  the Advanced Filter button (+ Add Filter button if a filter is already applied) provides the following filter options: 

  • Content type: Filter results to only show blogs, documents, events, forum topics, microblog posts, pages, people, spaces, or wiki articles. You can select multiple content type filters.
  • Author: Filter results to show content created or updated by a single author. Only a single Author filter can be applied to search results. Adding an additional Author filter will replace the existing one.
  • Last updated: Filter results to show content that was last updated during a specific date range. If content has not had an update, the creation date is used instead. Only a single Last updated filter can be applied to search results. Adding an additional Last updated filter will replace the existing one.
  • Space: Filter results to show content under a specific Space. Only a single Space filter can be applied to search results. Adding an additional Space filter will replace the existing one.
  • Label: Filter results by Label. Selecting a Label Group will expand the list of Labels. You can then select a Label to apply it as a filter. You can select multiple Label filters.

Displaying archived content

Check the "Include Archived Content" option will include archived content in the search results. 

Searching the hub from a spoke

In a networked enterprise, when you perform a search from the Advanced Search page of a spoke, you can toggle whether the search will look in the current Spoke or the Hub by selecting the corresponding workplace tab. When switching tabs, any search will be rerun on the new location using existing Content Type and Last Updated filters. 

The tabs for searching your current spoke, or hub workplace.

There are some limitations to searching the hub from a spoke:

  •  The Hub Search results do not include Related People.
  • You cannot search with the advanced filters of Author, Labels, or Space.

Networked Administrators must enable a Spoke's ability to search the Networked Enterprise Hub from the Enterprise Administration Panel.

Viewing your search history

While signed in to your digital workplace, and on the Advanced Search page, you can view a list of your previous search queries. When you first click on the blank search box, a list of up 10 of your previous queries (in order of recency) will appear. As you type your new query, this list will update to display your similar previous queries. You can select any of these past queries to run that same search again. Your search history is unique to you; other users have their own. 

Recent search history list.

You can remove individual queries from your history by clicking the x next to them; or clear your entire history by clicking Clear Search History (found at the bottom of the list of previous queries).

If searching the hub from a spoke is enabled in a Networked Enterprise, a member's search history will be a combination of queries that they've made in a specific spoke and the hub.

Anonymous users (users not signed into the digital workplace) do not have this list of past queries.

Leveraging search suggestions

After performing a search for content but not members, the search results page will suggest an alternative search term when your term has no results or if your term closely matches a common term in your digital workplace. Clicking this suggestion performs a new search using the suggested term.

A suggestion for an alternative term.

These suggestions are based on the current language, the titles of existing content, and the titles of existing locations (Pages, Spaces, Channels) in your workplace. Suggestions will not suggest combining words (e.g., postseason will not be suggested if the query was post season). However, you will get suggestions to split words.

Recommended Search Results

Recommended Search Results give you the ability to surface digital workplace content prominently in search results based on specific keywords. These keywords are placed on content by workplace administrators. When a user in your workplace performs a search that contains the keyword, the matched content will appear at the top of the search results list with a Recommended label. 

Search Relevancy

Search results are returned based on an algorithm for relevance with a few influencing factors. 

  • Term frequency
  • Exact term matches over near matches.
  • Terms in titles are weighted more than terms in labels and the body of the content.
  • Post date and activity on content also impacts the order results appear in.

Search terms that match a Recommended Search Results keyword will always display at the top of the search results page.

Search Indexing

Search looks at content that has been indexed. Indexing is a process that occurs shortly after new content has been created or updated but is not immediate. 

Content has the following information indexed:

  • Title
  • Description
  • Body
  • Labels
  • Comments
  • Attachments (see below)
  • Files contents (see below)

People have the following information indexed:

  • First name
  • Last name
  • Email Address
  • Profile fields (first 10,000 characters)

Files uploaded to folder channels or attachments have their metadata indexed (e.g., title, description, comments, and file name). In addition to this information, files of the following types that are smaller than 10MB also have their text indexed:

  • pdf,
  • doc
  • docx
  • ppt
  • pptx
  • msg
  • txt
  • xls
  • xlsx

The indexing of file contents is not available in your digital workplace's preview environment

Advanced search operators

Include these operators in your search terms to pinpoint the information you are looking for:

OperatorUsage
" "Search for a phrase.

  • Searching for "annual report" will return all items that contain this phrase.

+

Search for items that contain a word and another word.

  • Searching for annual + report will return all items that contain annual and report.
|Search for items that contain any combination of the provided words. This is the default between behavior when using multiple search terms.

  • Searching for annual | report will return all items that contain annual, or report, or both annual and report.
+-Search for items that contain a word and do not contain another specific word.

  • Searching for sales +-meeting will return all items that include sales and not meeting.
*Search for items that contain a partial word followed by any number of characters.

  • Searching for ca* will return all items that contain words that begin with ca, such as Canada and Calgary.
()Use parentheses to create subqueries.

  • Searching motel + (wifi | luxury) will return items that contain motel and either/both wifi and luxury.

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