How to use One Search

How to use One Search

Purpose of this article

One Search lets your users search through all your resources from one single control. In the current search control you had to select the source you wanted to search in. This is no longer needed since  One Search uses multiple sources at the same time. For example, you can search the Knowledge Base, news, documents and your e-mail. This article explains what One Search is, which sources it uses and how to use it. 



One Search explained 

Search options 

  1. Clicking in the empty search bar
    Clicking in the empty search bar shows the result of your last search. In this example the last search was the word 'Synigo'. 


  2. Using a key word
    You can use different key words to find the content you need. Typing the key word in the search bar shows you several results. These are clickable. 


    Pressing enter in the search bar lets you see all results and their sources related to your search.


  3. Using the "wild card" search
    When you want to broaden your search you can use *. Entering * in the search bar shows you several results. These are clickable. 


    Pressing enter in the search bar lets you see all results and their sources related to your search.

How do operators work 

You can expect the following results when you search:  
  1. Single word: all items that contain the search word will be returned. I.e in case you search for ‘test’ all items are returned that contain the word test; it is the same as searching for x*. 
     
  2. Multiple words and sentences: all items containing each of the multiple words will be returned. I.e. if ‘test portal’ search words are entered, it is the same as searching for test* AND portal*. 

  3. AND / OR: It is possible to create search query using operators like AND, OR or NOT. It is important for these operators to be entered in uppercase for the query to work properly. X AND y will return items related to both x and y. x OR y query will return results related to x, y or both. X NOT y query will return items related to x that aren’t related to y.
    E.g. in case you enter ‘test’ AND ‘portal’, your results will show items related to both test and portal. In case you enter ‘test’ OR ‘portal’ your results will show items related to test, portal or both.  In case you enter ‘portal’ NOT ‘test’, your results will show items related to portal that aren’t related to test. 

  4. Quote: when you put your search between quotes, the exact results return. E.g. when you search for “test portal” results are returned that match this exactly. 

  5. *Wildcard: can be used as a wildcard to match any word. If only * is entered as a search term all results will be returned. 

Which sources are used? 

One Search uses different sources. At a later stage, you'll also be able to add your own sources. 

All
This tab displays the search results of all sources.

News
Here you'll see all the news articles related to your search. 

People
All your search related results within the People Directory. 

Documents
All documents related to your search. 

Pages
This tab shows the Sharepoint sites related to your search.

E-mail
All the e-mails related to your search. Your personal e-mail is used as a source. 

Teams chat
All the chats within Teams that are related to your search. 

OneDrive
All the search results within OneDrive related to your search. 

Here we explain how to set up One Search in the CMS.

  1. Go to CMS > Organization Settings > One Search

    Note: if you don't see One Search, you have to add it first. Click on   and select One Search. Select the checkbox 'enabled' for One Search to be shown and set permissions as needed.   

  2. Next, select the source(s) you want to use. In this example, we will use the Knowledge Base


  3. Fill the Settings tab


  4. Go to the tab Search settings to set languages and to add a source (in this example, we have added a Knowledge Base)


  5. Use Permissions to determine who gets access to this search source


  6. Click on

  7. Repeat step 1 through 7 to add other predefined sources. 


Adding external search connections

Through the use of connectors you can add external sources to One Search. 
  1. First, create a connections container if you haven't got one already.

  2. To do so, go to Organization Settings (1) and click on the three dots that appear. Next, select 'Connections' (2)


  3. Name your connection container and click on 'save and publish' 

  4. Go to your connection container and click on the three dots (1). Next, select 'External Search Connection' (2)


  5. Fill in the required fields


  6. Click on 'save and publish' 

  7. Your external search connection is created

Do you want to add TOPdesk to your One Search? Then please read this article first. After that you can proceed with the steps for adding an external search source as described here. 


Adding custom sources

  1. Go to One Search, click on the three dots and then select 'Custom Search Source'

  2. Fill in the required fields, add a connection and add click on 'save and publish'
    (you may need to create this connection first - see the 'adding external search connection' section in this article)

  3. Your custom source has been added to One Search


Adding external search sources

  1. Go to One Search, click on the three dots and then select 'External Search Source'

  2. Fill in the required fields and set permissions as needed


  3. Click on 'save and publish' 

  4. Your external search source is now part of your One Search


Determine the search source on the portal

The user can now determine which search source they want to use within the one search bar on the portal page:


The Knowledge Base can sometimes slow down One Search. To counteract this we've made an adjustment so the Knowledge Base search is quicker. You have to activate this for it to work. You can do so here:



Things to keep in mind

There are a few things to keep in mind when using One Search: 
  1. Teams Chats: opens in Outlook, not in the teams desktop app or on the portal
  2. Teams Chats: momentarily only shows 1:1 chats
  3. Mail: opens in web browser window, not in Outlook desktop app or on the portal
  4. You can determine which of the predefined sources are shown within OneSearch

Upcoming features

  1. Events and Showcases can now be added as sources

    • Related Articles

    • Knowlegde Base Search

      Purpose of this article This article describes how search works in the Knowledge Base of Synigo Pulse. What is being indexed and how is this done? Only the Topics, Questions and Locations are being indexed and are thus searchable. The figure below ...
    • Multi Search Widget

      What is the Multi Search Widget The multi search widget enables your users to select the search engine they would like to use. It narrows down their search question.  Example of multi search on the portal Requirements Activated the widget  In case ...
    • Search People Directory: which fields are used?

      Purpose of this article When you use the Search People Directory widget to search through the People Directory, there are certain fields within SharePoint that are used. It's useful to know which fields are used, so this article lists those fields.  ...
    • How to use images in your news articles?

      You can add images to your news articles in order to communicate your story more compelling with your audience. In this article we summarize the different types of images you can use and provide you several tips.  Overview picture aka thumbnail Each ...
    • How to use notices

      Purpose of this article With notices you can display urgent information that's temporary (for example: colleagues that are absent, classes that are cancelled). This article explains how to use notices.  How it's done Go to your CMS, select Content, ...