Search allows you to find content and people within your digital workplace. Performing a search involves entering text into an available search box and pressing Enter to view a more extensive Search Results page or a filtered view of the page you are searching. To help you narrow down your search results, you can include advanced search operators in your search terms, and on the Search Results page, you can perform post-search filtering.
Details
Search basics
When you are searching for content or users in the digital workplace, keep in mind that:
- Case insensitive: Capitalization in your queries does not influence your results. For example, Vacation and vacation will return the same results.
-
Search operators: You can use the following search operators in your search query, or see the Advanced search operators sections below:
- OR (default for any search without operators)
- AND
- NOT
- Language: Search looks across all languages of multilingual content, regardless of your current preferred language.
- Access: You will only receive search results for content to which you have access of at least a reader role.
Search Results page
The Search Results page will return results for the following content types:
The Search Results page contains the following tabs that can be used to refine your search:
- All tab: A combined view of all search results listing returned users first, followed by content and files matching the search query. This tab can be filtered by date.
- User tab: A view of the returned users in the search results who match the search query. This tab can be filtered by department or employer.
- Content tab: A view of the returned content in the search results that match the search query. This tab can be filtered by content type or date.
- Files tab: A view of the returned files in the search results that match the search query. This tab can be filtered by date.
When a content result is returned on the Search Results page, it will display the following information when available:
- Content type
- Content title with link
- Recommended content label
- Last updated date
- Content author(s)
- Content summary
- Feeds chips
- File attachment chips
When a user result is returned on the Search Results page, it will display the following information when available:
- Profile photo
- Name with link to user's profile
- Job title
- Department
- Employer
- Phone number
Intelligent Search
If your digital workplace has Intelligent Search turned on, it will display at the top of the Search Results page. Intelligent Search on the Search Results page is limited to indexing and retrieving content stored within the digital workplace. It improves the search experience through Retrieval Augmented Generation (RAG), enabling generative AI responses without the need for costly AI model training with large datasets, while maintaining strict content access permissions.
Intelligent Search can only return results for English-language queries. Results are presented in two columns at the top of the Search Results page: one containing the generated response and the other containing the AI-recommended source data that matches the query as answer cards. Intelligent Search retrieves information and only presents answer cards if the confidence score exceeds the minimum threshold of 30%. These answer cards are displayed on the right side.
Recommended results
Recommended results allow workplace administrators to prominently display digital workplace content in search results based on specific keywords and phrases. When your search query contains a recommended result's keyword or phrase, the matched content will appear at the top of the search results list with a Recommended label.
Indexing
Indexing occurs after new content has been created or updated, allowing users to search for it. It is not immediate and may take up to 1 minute for indexing to occur.
The following information about the content will be indexed:
- Object ID
- Content type
- Title
- Summary
- Date last modified
- Content owner
- Content author(s)
- Feeds
- Group IDs
- Associated File IDs
The following information about a user will be indexed:
- System profile fields (User ID, Username, First Name, and Last Name)
- Core profile fields
- Custom profile fields
If a profile field has been hidden from users' view, you cannot use that profile field to search for users. See Add or edit profile fields.
The following objects have a unique indexing behavior:
-
Files: Uploaded files and file attachments have their metadata indexed. In addition to this information, files of the following types that are smaller than 10MB also have their text indexed:
- doc
- docx
- ppt
- pptx
- msg
- txt
- xls
- xlsx
- Widgets: Only HTML content widgets have their content indexed, including any images' alt descriptions.
Relevance weighting
Relevance determines whether an object (content and users) will appear as a search result and where it ranks amongst other search results. It's a measure that factors in information such as:
- Recommended result: When the search query returns an object with a recommended result, its relevancy weighting is automatically multiplied by 1000, placing it at the top of the search results.
- Age of an object: Newer objects containing the search query are given a higher relevance than older content. Recent objects' relevance weighting is multiplied by 4, placing them behind recommended results but ahead of older objects.
- Frequency of a search query within an object: The more a query appears in an object, the higher its relevance weighting is, although this weighting has diminishing returns.
Search box availability
You can search the following areas of the digital workplace, and the results may be subject to your access role:
- Top Bar: Search for users and content in the primary search box that displays results on the Search Results page.
- File Manager: Search for files and folders by file or folder name.
- Survey Manager: Search for surveys by survey name on all tabs.
- Site Manager: Search the current level of the site hierarchy by site, page, or feed name.
- Users page: Search for users by first or last name.
- Groups page: Search for groups by group name.
- Workplace Administrators page: Search for workplace administrators by first or last name.
- Recommended Results page: Search for recommended results by keyword.
- Connection Manager page: Search for connections by title.
- Analytics and Dashboards page: Search for dashboards by title.
- Personal Calendar: Search for calendars by name in Calendars I follow and Calendars I have access to.
- User Directory: Search for users in the directory by profile fields.
- Personal Dashboard (My Groups and My Feeds tabs): Search for groups by group name on the My Groups tab and feeds by feed name on the My Feeds tab.
- Wiki feeds: Search for wikis in the feed by wiki title.
Stop words
When you are searching, the following words and characters are ignored or stripped from queries and do not impact search results:
- is
- and
- in
- it
- of
- the
- to
- that
- this
- these
- those
- was
- for
- on
- be
- with
- as
- by
- at
- have
- are
- not
- but
- had
- from
- or
- I
- my
- me
- mine
- myself
- you
- your
- yours
- yourself
- he
- him
- his
- himself
- she
- her
- hers
- herself
- it
- its
- itself
- we
- our
- ours
- ourselves
- they
- them
- their
- theirs
- themselves
Advanced search operators
You can include these operators in your search terms to pinpoint the information you are looking for:
| Operator | Usage |
|---|---|
| " " |
Search for a phrase.
|
| | |
Search for items that contain any combination of the provided words.
|
| * |
Search for items that contain a partial word followed by any number of characters.
|
| () |
Use parentheses to create subqueries.
|