Thursday, November 18, 2021

Phase 1 of Bookmarks to take over for promoted results in Microsoft Search

As announced in the M365 message center post MC293777 Microsoft Search will over the course of November to December of this year execute phase one to deprecate the support of classic query rule based promoted results / best bets, and replace it fully with Bookmarks and Q&A answers.

Message center announcement: In order to improve the Microsoft Search experience, promoted results will no longer be supported in Microsoft Search for Organization level scoped searches and will be replaced by the Bookmarks and Q&A features.

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Thursday, June 10, 2021

Updated script to re-index user profiles for search

white printer paper on green typewriter

This has been on my mind for years and I finally got the time to create a new version of my PowerShell script to re-index user profiles for the scenario where you map a new UPA property to be used in search.

You can pick up reindex-users-v2.ps1 from https://github.com/wobba/SPO-Trigger-Reindex. The script allows for quicker updates especially for tenants with a lot of profiles as it uses the UPA bulk import API instead of iterating the UPA.

See https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/bulk-user-profile-update-api-for-sharepoint-online and https://docs.microsoft.com/en-us/previous-versions/office/sharepoint-csom/mt642955(v=office.15) for documentation.

Cover image by Markus Winkler @ Unsplash

Wednesday, May 5, 2021

Site descriptions are now searchable!! (and more)

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“What????!” you might say, hasn’t it always been like that? And the answer is that ever since SharePoint 2013 it hasn’t. Because if it had, I would not be writing this – just saying.

As a bonus if you create a column in a library named Description, the content of this property is now also searchable. See my old post https://www.techmikael.com/2014/12/solution-to-cannot-search-content-in.html about this issue.

That’s correct people, you get a 2 for 1 special as Microsoft Search has rectified a long time nuance. And I’ll take the credit for getting this fixed (with some awesome technical help from Himanshu on the Stream team) - I can be humble another time

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Note: The change applies to updated content, not content already in the index. For active sites it should fix itself, so no action needed on your part.

Technical explanation

For the site description (or the description of an Office 365 group or a Team) the crawled property storing the description value, ows_SiteDescription, was mapped to two managed properties:

  • Description
  • SiteDescription

Neither which were marked as searchable, effectively removing the ability to get a match on normal user queries from a search box. We have now made a search schema change to map ows_SiteDescription to the managed property Contents in addition to the two existing ones, ensuring full-text search.

Same goes for a SharePoint column/field named Description. Except this is a weird one as the crawled property for this column is Office:6, not ows_Description. To be on the safe side we have mapped both Office:6 and ows_Description to Contents as well.

Need a refresh on what makes content free-text searchable in SharePoint? Head over to https://www.techmikael.com/2014/07/what-makes-sharepoint-column-searchable.html.

Cover image by Alexander Krivitskiy@unsplash

Monday, January 4, 2021

Microsoft Graph: Encoding and decoding the drive id

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If you have worked with the Microsoft Graph API and SharePoint items you might have encountered URL’s which include a drive id. Where you in SharePoint typically work with URL’s for a site and the document library, a drive id is an encoded representation of a document library location.

The following Graph REST request will list all items in a specific document library:

GET https://graph.microsoft.com/v1.0/drives/b!VvpCx03990mC5Lb5YxH0SUA9TgZHvEZImra6PMjrvbx85KUwT1BMTbhen6I6ffXL/root/children

Fetching the item for a file you use this signature to retrieve the file itself where item id is part of the listing: GET /drives/{drive-id}/items/{item-id}

With some reverse engineering you easily can figure out the drive-id is a prefixed base64 encoded string composed of the site id, web id and list id for a particular library.

Using PowerShell here’s a few lines converting the drive id string to the correct guid’s and back:

$driveId = "b!VvpCx03990mC5Lb5YxH0SUA9TgZHvEZImra6PMjrvbx85KUwT1BMTbhen6I6ffXL"   
$encodedDriveId = $driveId.Substring(2).Replace('_','/').Replace('-','+')
$bytes = [Convert]::FromBase64String($encodedDriveId)
$siteIdBytes = [byte[]]$bytes[0..15]
$siteIdGuid = New-Object Guid @(,$siteIdBytes) #site id

$webIdBytes = [byte[]]$bytes[16..31]
$webIdGuid = New-Object Guid @(,$webIdBytes) #web id

$listIdBytes = [byte[]]$bytes[32..47]
$listIdGuid = New-Object Guid @(,$listIdBytes) #list/library id

$bytes = $siteIdGuid.ToByteArray() + $webIdGuid.ToByteArray() + $listIdGuid.ToByteArray()
$driveId = "b!" + [Convert]::ToBase64String($bytes)

The item-id part is a bit more tricky and looks to be some sort of base32 encoding of a SharePoint item’s unique id. As I haven’t figured out the mechanics you can still access the item by route of the list item unique id:

GET https://graph.microsoft.com/v1.0/drives/{drive-id}/list/items/{unique-id}/driveItem

Example: https://graph.microsoft.com/v1.0/drives/b!VvpCx03990mC5Lb5YxH0SUA9TgZHvEZImra6PMjrvbx85KUwT1BMTbhen6I6ffXL/list/items/7D0E814C-0798-4966-A20C-6DE4F27F2027/driveItem

Of course, if you already have the site id, web id, list id and unique item id, you can access a drive item using the following syntax as mentioned in my file preview post.

GET https://graph.microsoft.com/v1.0/sites/{site-id},{web-id}/lists/{list-id}/items/{item- id}/driveItem

Photo by https://unsplash.com/@maurosbicego

Friday, November 13, 2020

Mapping or clearing crawled property to managed property mappings using PowerShell (or code)

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Mapping a crawled property to a managed property in SharePoint Online is usually done via the user interface. A somewhat cumbersome task as you first have to create content with a value which will ensure the creation of a crawled property matching your SharePoint field (or column if you want). Once the crawled property is available you can map it to a managed property.

Lately there has been issues where crawled properties are not listed in the admin UI due to a bug, and this blocks tenants from creating search solutions dependent on schema mappings. There are some workarounds available which you can check out at https://platinumdogs.me/2020/11/13/sharepoint-online-search-crawled-properties-not-created-not-showing-or-not-available/.

Instead of these workaround I figured I’d show how you can use search configuration XML files to accomplish the same task – a pattern I used many times back in the day when working on SharePoint 2013 on-premises and had to move search configurations between environments. These files together with the PnP cmdlet Set-PnPSearchConfiguration is a time saver. You can also use

Get-PnPSearchConfiguration -Scope Site -OutputFormat ManagedPropertyMappings

to see any mappings at a particular site.

The first bonus of my solution is that you can map a crawled property which don’t yet exists, as it will be created for you. No need to create content before you start mapping.

The other bonus is that you can also clear out an existing mapping, reverting it to the default behavior. Particularly handy if you at a site scope override a global mapping, and later want to revert. Something you simply cannot do in the admin interface today. 

Note: The best way to create these files is to use a new site collection in either SharePoint Online or SharePoint 2013/2016/2019 where you are able to do the mappings. Manually create the needed mappings and export the search configuration file to be used in another environment (site, or tenant).

The script currently works with ows_<fieldName> crawled properties. Which means you need to figure out the name of the crawled property manually. (ows_ + internal name of the SharePoint Field). It will also only work with the reusable managed properties as we know the id’s of these beforehand. In order to make it work for other crawled properties the script must be expanded to support more property set id’s. Focusing on the set 00130329-0000-0130-c000-000000131346 should however cover most scenarios.

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Head over to https://github.com/wobba/SearchConfiguration and fetch the files:

  • MapCrawledPropertyToManagedProperty.ps1
  • SearchMappingTemplate.xml
  • SearchMappingReset.xml

Check the top of the ps1 for usage. Happy property mapping!

Cover photo by Markus Winkler @ Unsplash

Tuesday, September 29, 2020

Search and modern multilingual pages in SharePoint Online

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The ability to create SharePoint pages in multiple languages was/is a popular feature for classic SharePoint publishing pages. If you work in an organization where your employees use multiple languages, for example English and Norwegian, creating side by side pages in native languages is beneficial both from a communication point of view and also helps to tailor the information related to countries/regions based on language.

Back in SharePoint 2013 the functionality was called variations. This time around it’s more aptly named the “multilingual feature”. You can read the feature announcement from June 2020 at the Microsoft Tech Community.

While variations were an option for sites using the classic SharePoint publishing feature, the ability to create multilingual pages is currently enabled by default for Communication sites only.

If you want to enable multilingual page support on a Team site you can do so by activating a hidden feature called SitePagePublishing using for example PnP PowerShell as a site owner.

Connect-PnPOnline https://contoso.sharepoint.com/sites/mysite
Enable-PnPFeature -Identity f39dad74-ea79-46ef-9ef7-fe2370754f6f

If you want to take advantage of the ability to author multilingual pages, head over to Create multilingual communication sites, pages, and news which describes in detail how to turn on the capability as well as how to author the pages.

Details needed for search

What happens behind the scenes when you create multilingual pages? For one, each language copy is stored in its separate folder. In my case English is the primary site language, and I opted to have Norwegian as a secondary language.

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Two pages in the original language.

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One of the pages is translated.

Secondly, to connect and keep track of the original vs. the translated pages there are some internal properties in SharePoint per item keeping track of this.

SharePoint Column

Search Managed Property

Description

_SPTranslatedLanguages

SPTranslatedLanguages

Source page stores a list of the language of all translated languages.
E.g. nb-no.

_SPTranslationLanguage

SPTranslatedLanguage

Translated page stores the language of the page.

E.g.: nb-no

_SPTranslationSourceItemId

SPTranslationSourceItemId

Translates page stores a reference to the original page.

E.g: 1f50aa8b-d31e-415a-bc4a-4ced38f5cdc4

_SPIsTranslation

SPIsTranslation

The translated page stores the boolean value true to indicate it’s a translation and not the original. The original article has no value.

The desired behavior when searching is to return a page in the users’ display language if it exists. If a translation does not exist, fall back to the original language – which follows the default language of a site set at site creation.

The examples below explain the logic used by Microsoft Search, and you can replicate this yourself as well in custom solutions.

To return English pages returned the query would be:

(SPTranslationLanguage:en-us OR (NOT SPTranslatedLanguages:en-us AND NOT SPIsTranslation:true))

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Both pages returned in the original language - English.

To return Norwegian pages the query would be:

(SPTranslationLanguage:nb-no OR (NOT SPTranslatedLanguages:nb-no AND NOT SPIsTranslation:true))

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One translated page and one non-translated returned.

If you are using the PnP Modern Search web parts you can use the query variable {PageContext.currentUICultureName} to substitute the correct display language into the query.

Easy as pie :)

PS! For the KQL savvy, you can not replace the NOT operator with the (minus) operator for boolean values – for some weird reason that fails.

Cover photo by Mat Reding @ Unsplash

Monday, September 14, 2020

Microsoft Search vs. PnP Modern Search – a clash of titans!

man standing and walking going on boxing ring surrounded with people

Sorry for the clickbait title. I have been meaning to write about how I think about the out-of-the-box Microsoft Search vs. the PnP Modern Search web parts for a while, so here goes.

Disclaimer: I have been working with search for 20 years, enterprise search for 15 years and SharePoint and search for almost just as long. The opinions stated are my own and they are based on my experience with search in FAST ESP, SharePoint and Office 365 over the years and are not influenced by my role as a program manager on Microsoft Search. No money or breaking of fingers were involved in writing this post :)

A little history

With SharePoint 2013, Microsoft shipped many ways to customize how search worked. Both from a technical and user experience perspective. The more important one being the ability to use arbitrary HTML, CSS, and JavaScript in custom display templates with the Search Result web part and the Content by Search web part (CSWP).

Fast forward to SharePoint Online and the release of modern SharePoint pages late 2016. Modern pages came with a new set of web parts and lacked the super-flexible CSWP. Modern pages did introduce the Highlighted Content web part (HCWP), positioned as “...the newer, simplified version of the Content Search web part.”

When customer transitioned from classic to modern a gap had been formed between the CSWP and the HCWP which needed filling. And this is where the awesome sharing in the SharePoint community comes in, put into a sharable system with Microsoft 365 Patterns and Practices (PnP).

The first version of the PnP Modern Search web parts (MSWP) were added as a SharePoint Framework sample by Franck Cornu back in October of 2017. My first contribution to the sample was made in January of 2018 to include additions needed for a customer project I had at the time.

Back then MSWP was one web part; the result web part which included an optional built-in refinement panel. The search box web part got introduced late February of 2018, with the vertical web part following later. My main reason for looking at the sample web part in the first place was the need of a roll-up web part for a project. The Highlighted Content web part (HCWP) lacked the needed templating required – and still does, and why bother develop something if it already exists? Much easier to add to a maintained code base compared to owning it completely on my own #lazyprogrammer.

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Image by Zhang Kenny @ Unsplash.

And this is where I believe the PnP Modern Search web parts has its sweet spot – bridge the gap between the classic Content by Search web part and the new Highlighted Content web part. This was my opinion back in 2018, and it still is in 2020. I actually formed the opinion back in 2016. That is 4 years and counting.

Tuesday, June 2, 2020

One year anniversary as a blue badge at Microsoft

cake

One year ago I joined the Microsoft Search Experiences team in Oslo as a program manager, and time has gone by really FAST (pun intended). Overall it has been an awesome experience - largely due to the great team I’m part of. It has been very different from my previous job as a consultant, thus hard to compare, but I’m not done yet and have things I want to accomplish while I’m still young.

Here’s a list of some of what I’ve been part of or accomplished over the past year – all non-NDA stuff :)

  • I’ve written way fewer blog posts compared to the last years, which was expected, but I do hope to get the volume up a bit again.
  • Released my Troubleshooting Search in SharePoint Online self-help manual on Amazon
  • Two trips to India
  • Two trips to the US
  • Three trips to Tromsø (northern Norway)
  • Written about 4,000 e-mails – yeah, I know that’s not much at all, but it is for me
  • Presented at Ignite and SPSOslo (about what I usually do)
  • Made a lot of contacts across the v-team which Microsoft Search is across
  • Organized a hands & crafts x-mas social workshop for my team
  • Worked on multiple features underway – from small to large
  • Got the Microsoft Search code base up and running and did multiple pull requests as part of a hackathon week, fixing some real but minor issues
  • Won the business value award at an internal hackathon with my fellow hackers
  • Worked to align the out of the box Microsoft Search offering and messaging with the PnP Modern Search web parts
  • Talked to a good amount of high value customers on various search topics – which is not that different from talking to smaller customers as the search issues and needs are not that different except scale ;)
  • Still trying to see if we can expose the Live Persona Card in Office 365 as a re-usable control in SPFx (not given up yet)
  • …and more

I’ve interacted and contributed on too many projects to count, and it has proved valuable to bring my SharePoint and Office 365 experience into the team. As Microsoft Search is expanding, SharePoint is still a large part of it content wise and knowing the inner workings when moving from classic to modern is never a bad idea.

Thursday, April 30, 2020

Governance tip on finding overshared content in O365/SharePoint

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Unless you have put in place the right governance measures you might at some point experience content showing up in search which shouldn't be there. A common problem are items overshared to the Everyone except external users group. Using search itself, you can easily find these items and put in place the right measures to remedy any oversharing.

When someone creates a sharing link on a document in SharePoint Online today, the sharing information is stored in a searchable managed property in the search index named SharedWithUsersOWSUSER. The same information is stored in the internal SharePoint item field named SharedWithUsers.

By issuing the query below as any user (as it’s explicitly shared with everyone and everyone has access) you can find all documents with an everyone sharing link attached to them.

SharedWithUsersOWSUSER:spo-grid-all-users

The same approach can be used with any claim/user/group as documented in the official eDiscovery documentation.

You can also try the below query to find items which are shared:

ViewableByExternalUsers:1 OR ViewableByAnonymousUsers:1

If you get the refiner values from SPSiteURL, you can aggregate all sites which have shared content.

If you want to remedy oversharing to everyone, you can turn off the showing the Everyone claim with SharePoint Online PowerShell:

Set-SPOTenant -ShowEveryoneExceptExternalUsersClaim $false

or with PnP PowerShell:

Set-PnPTenant -ShowEveryoneExceptExternalUsersClaim $false

This merely hides the claim from showing, so you might still want to run scheduled reports to find items which are shared with everyone in case you want to prevent this behavior.

Happy sharing!

Image by Markus Winkler @ Unsplash

Thursday, March 26, 2020

Searching within Office 365 Groups or Teams content

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There are at least three ways to limit the search results within a group or a team using the keyword query language (KQL). These are cases where the managed property used exists on all items for the site/group.

Path

If you know the URL of the groups site you can use a path filter, and remember the trailing slash (/) to avoid edge case inclusion of other data.

path:https://contoso.sharepoint.com/teams/myteam/

Site Id

If you know the underlying site id of the Groups site.

SiteID:<guid>

Group Id

If you know the Group Id, meaning the AAD id of the group, you can use this as well.

GroupId:<guid>

Bonus: Search within all the groups a user is member of

And here’s the kicker to effectively scope results to all the groups a user is member of. Say you have pulled out a list of all the groups a user is member of via the Microsoft Graph API:

https://graph.microsoft.com/v1.0/me/memberOf/$/microsoft.graph.group
?$filter=groupTypes/any(a:a eq 'unified')

Armed with all the group ids, you can issue a SharePoint Search REST query using a wildcard (*) as the query text and the following FQL in the refinementfilters property.

GroupId:or(<guid1>,<guid2>,….)

GroupId:or(81eb706e-2904-4ac6-89f4-a0cf9d59d1c4,79958190-024b-4c62-ab55-65dc9a066cac)

If you are a member of many groups, then I suggest using a POST payload instead of GET, and refinementfilters is not limited by 4k either (at the time of this writing) :)

See https://www.techmikael.com/2013/07/limiting-search-results-by-exact-time.html for an explanation of refinement filter usage.

Note: How the above syntax will work using the Microsoft Graph Search API which is in beta, is not known at this point.

Photo by Mike Szczepanski @Unsplash