The Searchable Properties page enables you to establish and configure the collection of search properties that will be available in the advanced search form on a given search tab. These properties will also be available for use in custom search strings designed using the Ontolica Search Syntax (see also “Constructing Search Strings”).
Search properties provide metadata for a given document, such as the document author, last-modified date, document type, etc. When a property is configured as a searchable property, then users will be able to search for a specific value of that specific property (rather than searching within document content).
Finding the Searchable Properties Page
To find the Searchable Properties page:
1. Go to the Search Tabs page for the site level at which you want to create the new searchable property as described in “Search-Tab Configuration and Inheritance”.
2. Click on the search tab for which you want to modify searchable properties and select Configure Search Tab from its action menu. This opens the Search Tab Configuration page.
3. Click on the Searchable Properties link under the Property Settings heading on the Search Tab Configuration page. This brings you to the Searchable Properties page.
See below for details about the information, settings and features provided on the Searchable Properties page.
|Note: all metadata properties that you wish to use must be available and configured as a managed properties in SharePoint before you can configure them as searchable properties for Ontolica.|
Interpreting the Searchable Properties List
The Searchable Properties page provides a list of properties currently provided by advanced search forms for your selected site and search tab. You can see the following information here:
• Property Groups and Group Memberships: In the property list, property groups are shown in left-justified bold type; the properties belonging to each group are shown in standard type, indented below their group name.
• Property ID: These are listed in the ID column. This is how the property is identified on the various Ontolica configuration pages. As mentioned above, each property ID is shown in standard type and indented below the property group to which it belongs.
• Property Name: These are listed in the Name column. The names are shown to users in search forms.
• Managed Property Name: Searchable properties are an Ontolica concept; they are named and configured using settings provided by Ontolica. However, most searchable must also be known to SharePoint and its search engine as a managed property. Usually, there are many more managed properties in SharePoint than would be relevant as searchable properties for Ontolica. The Managed Property column shows the name of the SharePoint managed property that is mapped to each listed Ontolica search property. Properties that do not have a value listed here are query properties, which add a pre-configured query (which may include mapped property values) to the search rather than mapping directly to a SharePoint managed property.
• Inheritance Status: As with most Ontolica settings, searchable properties are inherited along the lines of your SharePoint site structure. Icons in the Inherited column indicate whether each searchable property has inherited some or all of its settings from a higher-level site as follows:
|This icon in the Inherited column indicates a property that has been inherited from a higher site level without any local overrides. You can break the inheritance and make custom settings for the local site by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below.|
|This icon in the Inherited column indicates a property that was originally inherited from a higher site level, but has since been customized. These properties no longer track updates made at higher site levels—all settings are now defined locally. These local overrides are also inherited by child sites (if any). You can reinstate the inheritance of any of these properties by using the property action menus (see below). The icon is shown in gray for properties that are hidden starting at the current level and below.|
|(no icon)||Properties that do not show an icon in the Inherited column have been created at the local level and are not available at higher levels. These properties will be inherited by child sites (if any).|
|This icon in the Inherited column indicates a property that has been both created and hidden at the local level (see below for details about hidden properties).|
|*Note: *Even at the top, farm level you will see inheritance indicators. Properties (and other settings) shown as inherited or customized at this level are inheriting their settings from the Ontolica factory defaults. You can think of the defaults as existing as a virtual site level immediately above the farm level. This provides a good way to handle upgrades to Ontolica, enabling new defaults to be loaded into your system during an upgrade without affecting your configuration work so far. You can override, revert and/or hide any of these settings at the farm level as required, just as on other levels. See below for the relevant commands.|
Using the Searchable Properties Toolbar
A toolbar is provided at the top of the Searchable Properties page. It provides buttons for performing each of several tasks, as outlined below.
|Click here to return to the page you were on just before coming to the current page.|
|Click here to add a new searchable property for your current site and search tab. This opens the Add Searchable Property page. The settings provided here are the same as those for configuring an existing property.|
|Click here to make general searchable-property settings for the current search tab and site level (see “Configuring General Searchable Properties Settings”).|
|Click here to reload the current page. This will reveal updates made by the system, other users or in other browser windows while the current page remained open in your browser.|
Using the Searchable Properties Action Menus
Each property listed on the Searchable Properties page provides an action menu with commands for acting on a selected property or property group. As usual in SharePoint, the action menu appears when you hover the mouse pointer over the property or group name; the name then acts like drop-down list with some combination of the commands summarized below.
|This entry appears for properties that have been inherited and not (yet) customized. Select this entry to capture the currently inherited settings and break the inheritance, which means that changes made for this property higher up in the hierarchy will no longer affect it at the current level or below. This entry will also bring you to the page for configuring the selected property (see “Creating and Configuring Searchable Properties”)|
|This entry appears for properties that are either defined or customized at the current level. Select this to open the page for configuring the selected property (see “Creating and Configuring Searchable Properties”)|
|Select this entry to create a new property that initially has the same settings as the selected one. This opens the Copy Searchable Properties page, which enables you to configure the new copy (these settings are the same as those offered when you edit or create a new property). You must at least assign a new and unique ID to the new copy.|
|This entry appears for property groups that are either defined or customized at the current level. Select this to open the page for configuring the selected property group (see “Working with Searchable Property Groups”).|
|In search-forms, properties will be listed in the same order as they are shown on the Searchable Properties page. To rearrange the properties within a given group, click on a target property and select one of these entries. To move a group, click on a target group and select one of these entries. Note that non-customized, inherited properties cannot be moved.|
| If you would like to disable a property temporarily, or suppress it for just a few branches of your hierarchy, select its Hide Property entry (this entry is only active for properties that are not currently hidden). Hidden properties will show “(Hidden)” after their name on the Searchable Properties page (e.g., “Author (Hidden)”) and will also show grayed icons in the Inherited column. Hidden properties will not appear to users at the level at which they are marked as hidden, nor will they appear for any of the sites below that branch of the hierarchy (including sites for which a newly hidden property previously had local overrides). Hidden properties will furthermore not appear to administrators on the Searchable Properties page for any of the sites below the level at which a given property was hidden.
To reactivate a hidden property, find the site level at which the property is marked as hidden, open its action menu and select the Show Property entry (this entry is only active for properties that are currently hidden). The property will once again be visible to all users and administrators at that level and below. If local overrides existed for a lower-level property before it was hidden, then those overrides will be reinstated when the property is again set to be shown.
|This entry appears for customized, inherited properties. Select this entry to discard local overrides and re-instate inheritance, which means that this properties will continue to track configuration changes made to its parent.|
|This entry appears for customized, inherited property groups. Select this entry to discard local overrides and re-instate inheritance, which means that this property group will continue to track configuration changes made to its parent.|
|This entry appears only for properties and property groups that are defined at the current level. Select it to delete the selected property or group. Note that if the deleted property or group has been customized at a child level, then that property will remain at that child level and will no longer be marked as inherited. Note also that when you delete a group, all of the properties belonging to that group at the current site level will also be deleted, though the group may still exist at lower levels if it has been customized with extra properties there..|
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