Article last updated on the 11th of July 2023.
Search Setting can be used for multiple purposes in WorkPoint. Generally they are used for making custom configurations for searches either in web parts of in the WorkPoint Express panel.
Search settings can be used to set up result groups, saved searches, and pre-define whether specific search settings are used for searching for entities or documents.
For detailed information about how to set up the Advanced Search web part using Search Settings, visit this article.
There are currently no license requirements associated with the use of Search Settings.
3.1. Accessing Search Settings configuration page
Search Settings can be managed in the WorkPoint Administration:
- On your WorkPoint solution, click the "Home" button.
- In the bottom of the side panel, click the cog icon to access the WorkPoint Administration.
- In the WorkPoint Administration, in the left side menu click "Search settings".
This opens the Search Settings page, which shows an overview of the currently configured search settings and column groups:
- Each Search Setting has a type of either Entity search, Document search, or Item search which indicates what each setting is used for. Entity search settings are used for searching for entities. Document search settings are used for searching for documents, and Item search settings are used for searching for items such as tasks, risks, or other item types.
- One of each type of search setting can be set to be the primary search setting for that type.
- Click "Edit" to edit a search setting.
- Click "Delete" to delete a search setting. Note that search settings set as default cannot be deleted until another setting is set as default for that type.
- Click the "Add search setting" button to add a new search setting configuration.
- For Column groups, click "Edit" to edit one of the column groups.
- Click "Delete" to delete a column group.
- Click the "Add column group" button to add a new column group configuration.
- Click the "Reset search settings" to set all search setting configurations including column groups back to default. Note that this will erase all custom search settings and column groups.
3.2. Adding a new Search Setting configuration
The process of adding new search settings is outlined in the following steps.
- In the Search Settings configuration page, click the "Add search setting" button.
This opens the "Add search setting" page:
- Select whether this Search Setting should be shown in the Express panel in WorkPoint in the browser.
- Select whether this Search Setting should be the primary search setting of this type (Entity search or Document search).
- Select whether to remove duplicates from the search results returned by this search setting.
- Provide a name for the Search Setting. This should ideally relate to the function of the search setting.
- Select the operator for the search setting. Available options are:
- Equals: Using this setting, the system will look for an exact match between the query and the results and return the result only if the match is true. Note, however, that an asterisk (*) can be added to the end of the search query in order to make the search behave as with the "Starts with" option below.
- Starts with: Using this setting, an asterisk (*) will be appended to the search query, which makes the system return results which starts with the search query but may contain additional characters. An example of this could be the search query "Pix" returning a file titled "Pixelated Magazine".
- Select whether this search setting is used for Entity search, Document search or Item search.
- Insert a URL for the icon to be used for this search setting. This icon is used in the search settings tab. An example of these icons in the search settings tab is shown in the following image:
- Select how many search results to show on each result page.
- Select the placement in the search setting ordering.
- In the Term Set Filter field, you can insert the unique ID of a Term Set if you wish to use this search setting to only search within that Term set or underlying terms.
- If you want to further scope the search, you can use the unique ID of one of the Terms from the Term Set to only search within that Term.
- In the "Term Filter Managed Property", add the managed property you wish to use with the Term Set and Term ID.
- If no result groups are present for the Search Setting, click the "Add new result group" button.
- Provide a name for the result group.
- The ordering column can be used to order the result groups, if you have more than one. You can e.g. have different result groups for different file types in a document search Search Setting. An example is shown in the following image:
In this example, there are two different result groups; DocX and PDF. These can be selected in the drop down selector. The DocX result group is set up to only show results of file type "docx", using a base query of "filetype:docx" in the result group. Similarly, the PDF result group uses a base query of "filetype:pdf" to only show PDF files.
- The "Indentation" column determines the indentation of the result group. Indentation can be used to display a hierarchical structure of e.g. business modules in the selector, using Entity Search. An example is shown in the following image:
In this example, the "Companies" module has an indentation of 0, meaning it is not indented at all. The "ProjectsArchive", "Projects" and the "Contacts" modules have an indentation of 1, meaning they are moved slightly to the right of the Companies module. This can be useful for displaying if certain modules are parent. or child modules. This selector is only shown if the Search Setting is not utilizing Smart Navigation using Term Sets and or Terms.
- Select a column group to use for this result group. Column groups specify which columns to show for the displayed results. Custom column groups can be created from the Search Settings main configuration page. This process is described in section 3.3.
- The Content Types field can be used e.g. if only items with a certain content type should be displayed in the results. An example of this could be if setting up an Entity Search Setting and only projects in a certain stage should be displayed in the results.
- In the "Refiners" field you can add the fields which should be available as refiners in the refinement panel in the webpart. If e.g. you wish to be able to refine results based on the date items were created, you can add the "Created" column in this field.
- If you wish to remove a result group, click "Remove".
- In the "Base Query" field, you can type in a filter query to use to filter out any results not matching the query. Only results matching the base query will be displayed in the results. This can be left empty to show all results. Managed properties can be used in the base query. An example base query could be: "filetype:pdf documentCategory:design documents". In this example, two managed properties are used; the "filetype" and "documentCategory" properties. Using a search setting with a result group which uses this base query will return results which is of file type PDF and which has a document category of "design documents". Note that multiple properties are separated simply by a space.
- If no saved searches are set up, you can add one by clicking "Add new saved search". Saved searches makes it possible to save commonly used search queries, including result group and search scope and quickly access them in the Express panel or the Advanced Search webpart.
- Provide a title for the saved search.
- Provide a search query for the saved search.
- Select which result group should be used to display the results of the search.
- Select the scope to search within. In this case, we have selected "Search in everything". Available options are:
- Search in everything
- Current entity
- Current entity and below
- Click "Remove" to remove the saved search.
- Click the "Save" button to save the Search Setting.
3.3. Adding a new Column group configuration
Note that the "Add custom column" option in the following images are only available in version 4 of WorkPoint 365. Additionally, the "Add columns from list" option is simply called "Add" in Version 3 of WorkPoint 365.
A column group defines which columns are shown for the search results of a Search Setting. Examples of columns could be a title column, an icon column, and various date columns. In the WorkPoint Express panel, columns are shown in the following way:
In this example, as column group with four columns have been set up; the Type, Filename, Author, and LastModifiedTime columns.
In the following material, we will go over how to create a custom column group to show a set of columns for a Document search setting.
- In the "Column groups" section of the Search Settings page, click "Add column group".
- Provide a name for the column group.
- Select whether the results shown using this column group should be exportable as a Microsoft Excel spreadsheet.
- In the "Columns" section, click the "Add columns from list" field and select a data column to add to the column group, then click the button to add the column to the column group.
- If a column you want to add to the column group cannot be found in the "Add columns from list" options, you can type in a managed property name in the "Add custom column" field and click the button to add it to the column group.
An example of adding a column using both the "Add column to list" and "Add custom column" options is shown in the following image:
- Here, the "WorkPointIcon" column was selected, and we click the "Add columns from list" button to add the column to the column group.
- Here, we have typed in the managed property "wpDocumentSignoffStatusOWSCHCS", which is the managed property of a custom made choice field on documents. We click the "Add custom column" button to add it to the column group.
After the columns have been added, we can further configure them:
- We can now provide a title for the column. This is the title that will be displayed as the column title in e.g. the WorkPoint Express panel or the Advanced Search web part.
- The "Field" value is automatically filled in by the system.
- The ordering selector allows you to reorder columns from left to right. A value of 0 means that the column is the first column from the left.
- Select the column type. In this case, we select "Icon" as that is the type of data that we wish this column to show.
- If needed, a column can be removed by clicking "Remove".
We can now add as many columns as we want to the group. In this example, we have added the following columns:
- When the desired columns have been added to the column group, click the "Save" button.
We can now use the column group for a search setting.
- In the "Search settings" section of the Search Settings page, click "Edit" for an existing search setting, or use the following method to add the column group to a new search setting:
- In the "Result groups" section of the settings for the search setting we have added two result groups; one to show docx documents and one to show pdf documents. For both of them, we have selected to use the "Custom Document Columns" column group created previously in this section.
- Click the "Save" button.
After clearing the WorkPoint 365 browser cache, when using the Search Setting which uses the custom column group will display data in the configured columns. An example is shown below: