Difference between revisions of "Blog/Boost document findability with tags in O365"
| Line 72: | Line 72: | ||
<!-- --><div class="col-md-6 col-md-border funktionen" style="text-align: justify; "> | <!-- --><div class="col-md-6 col-md-border funktionen" style="text-align: justify; "> | ||
=== 3. Manually tag a couple of documents as examples (not all!) === | === 3. Manually tag a couple of documents as examples (not all!) === | ||
| − | + | # Open the library settings and add the new column "Document types" to the default view of the library | |
| + | # Open the "Quick Edit" view of the library. | ||
| + | # Populate the field "Document types" with meaningful values for a couple of documents per document type. It is not necessary to provide each document with a tag, but the more examples you provide, the better the results will be. You should achieve a coverage of 20% of all documents per document type (and at least 10 examples per document type). | ||
<!-- --></div> | <!-- --></div> | ||
| − | <!-- --><div class="col-md-6 col-md-border funktionen imageExpand" style="text-align: justify; >[[File: | + | <!-- --><div class="col-md-6 col-md-border funktionen imageExpand" style="text-align: justify; >[[File:Tagexample.png|x300px|center|middle]]</div> |
</div> | </div> | ||
<div class="row funktionen-row"> | <div class="row funktionen-row"> | ||
Revision as of 09:09, 29 September 2020
O365: Boost document findability with tags (September 1, 2020)
Finding documents in Sharepoint online/Office 365 can be tedious. If you want to restrict your search to certain document types (like: reports, inquiries, CVs, sales orders, invoices) you either end up with too many irrelevant search hits or relevant documents don't show up because they don't include the search term. If you rely on Sharepoint's fulltext search capabilities only, then your users will be frustrated and spend too much time to find the right documents.
You can provide your users with a better search experience if you use search refiners. Users can further refine their search result by clicking on the refiner values, e.g. to retrieve "sales orders" or "invoices", only. Before you are able to create meaningful search refiners, you have to arrange for a couple of pre-requisites which include tagging documents with tags. This guide shows you how to automatically tag documents with their type (e.g. invoice, sales order, cv, inquiry) and how to provide search refiners that contain these document types.
Frustrating search experience without meaningful refiners:
Entering the search term "order" returns a lot of irrelevant documents (e.g. a CV) and even misses some sales order documents.
Better: filter documents by type, language, etc:
If you provide search refiners, then the users will be able to precicely filter for all "sales order" documents, for instance.
