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Display hybrid search results in SharePoint Server 2013

SharePoint 2013
 

Applies to: SharePoint Server 2013, SharePoint Online

Topic Last Modified: 2014-03-07

Summary: Configure a hybrid SharePoint environment so that user searches from the SharePoint Server 2013 Search Center display results from both the SharePoint Server 2013 and SharePoint Online search indexes.

In a hybrid SharePoint environment that is composed of an on-premises deployment of SharePoint Server 2013 and an instance of Microsoft Office 365 - SharePoint Online, the SharePoint Server 2013 search index and SharePoint Online search index typically contain different content. The SharePoint Server 2013 search index can contain crawled content from local SharePoint Server sites, file shares, and other sources. The SharePoint Online search index can contain crawled content only from SharePoint Online sites.

This article describes how to configure such a hybrid SharePoint environment so that searches from the SharePoint Server 2013 enterprise Search Center display hybrid results, that is, results from both search indexes. The search results from SharePoint Online will appear in a separate group called a result block. You can configure the block of results from SharePoint Online to be shown above all results from SharePoint Server 2013, or to be ranked by relevance compared to the SharePoint Server 2013 results.

To display hybrid search results in the SharePoint Server 2013 enterprise Search Center, in the SharePoint Server 2013 deployment you perform the following procedures, which are described in detail this article:

This article assumes the following:

  • You have performed at least one crawl in the SharePoint Server 2013 deployment, so that there is content in the SharePoint Server 2013 search index. (SharePoint Online crawls content automatically.) For more information, see Manage crawling in SharePoint 2013.

  • You have created an enterprise Search Center in the SharePoint Server 2013 deployment by using the Enterprise Search Center template to create a new site collection. For more information, see Create a Search Center site in SharePoint Server 2013.

The hybrid Search configuration that you perform in this article is a hybrid SharePoint solution, and as such it occurs in the final phase of the hybrid SharePoint configuration process.

This figure illustrates stage 4 of hybrid deployment that does no use a reverse proxy

Therefore, before you perform the procedures in this article, you must configure the hybrid SharePoint environment as described in the following two articles, and in the following order:

 

123 steps
  1. Configure a one-way outbound hybrid topology

  2. Configure identity management for a hybrid topology

    NoteNote:
    If you have already performed this step, you do not have to do it again.
ImportantImportant:

The following diagram shows the SharePoint hybrid one-way outbound-only authentication topology, which is the minimum prerequisite topology for performing the procedures in this article. With this topology, searches from the SharePoint Server 2013 Search Center can get search results from both deployments, whereas searches from the SharePoint Online Search Center can get search results only from SharePoint Online.

SharePoint hybrid one-way outbound-only authentication topology

Diagram of outbound topology for hybrid search

For related diagrams and information, download Which hybrid topology should I use? For SharePoint Server 2013 with Office 365 from the Microsoft Download Center.

NoteNote:
Because SharePoint 2013 runs as websites in Internet Information Services (IIS), administrators and users depend on the accessibility features that browsers provide. SharePoint 2013 supports the accessibility features of supported browsers. For more information, see the following resources:

In this procedure, you create a result source in the SharePoint Server 2013 deployment. This result source is a definition that specifies SharePoint Online as a provider to get search results from. This definition specifies each of the following:

  • The SharePoint Online URL to get search results from

  • The protocol for getting those results

  • The method for authenticating against SharePoint Online

Result sources can be created at the Search service application level, the site collection level, or the site level. In this procedure, you create the result source at the Search service application level. This will make the result source available to any query rule that is created at the same level, and also to any query rule that is created for a site collection or site that is in a web application that consumes the Search service application.

For more information about result sources, see the following resources:

To create the result source
  1. Verify that the user account that you use to perform this procedure is an administrator for the Search service application that you want to configure.

  2. In the SharePoint Server 2013 deployment, in Central Administration, in the Application Management section, click Manage service applications.

  3. Click the Search service application to which you want to add a result source.

  4. On the Search Administration page for the Search service application, in the Quick Launch, click Result Sources.

  5. On the Manage Result Sources page, click New Result Source.

  6. On the Add Result Source page, do the following:

    1. In the General Information section, in the Name text box, type a name for the new result source — for example, Get results from SharePoint Online.

      First four sections of result source page for getting results from SharePoint Online
    2. (Optional) In the General Information section, in the Description text box, type a description of the new result source.

      This description will appear as a tool tip when the pointer rests on the result source on certain configuration pages.

    3. In the Protocol section, select Remote SharePoint.

    4. In the Remote Service URL section, type the address of the root site collection in SharePoint Online that you want to get search results from, such as https://adventure-works.sharepoint.com.

    5. In the Type section, select SharePoint Search Results.

    6. In the Query Transform section, do one of the following:

      Query Transform and Credentials Information sections on New Result Source page in SP15
      • Keep the default query transform.

        The default transform is {searchTerms}, which is a query variable that stands for the query that the user typed, as it was changed by the most recent query transform.

      • Type a different query transform in the text box, or click Launch Query Builder if you want to use Query Builder to help you configure a query transform.

        NoteNote:
        You can use the query transform to narrow the search results to a specified subset — for example, a subset that is from a particular SharePoint site collection or site. However, if you are not familiar with query transforms in SharePoint 2013, we recommend that you keep the default query transform here. For more information, see the following resources:
    7. In the Credentials Information section, select Default Authentication.

    8. Click OK to save the new result source.

In this procedure, you create a query rule in SharePoint Server 2013 that uses the result source that you created in the previous procedure in this article. When the query rule fires, it causes search results from content in the SharePoint Online search index to be displayed in a result block on a search results page in the SharePoint Server 2013 deployment.

Query rules can be created at the Search service application level, the site collection level, or the site level. In this procedure, you create the query rule at the Search service application level. Because you create the rule at this level, the rule can apply to queries that users submit in sites or site collections that consume the Search service application.

For more information about query rules, see the following resources:

To create the query rule
  1. Verify that the user account that you use to perform this procedure is an administrator for the Search service application that you want to configure.

  2. In the SharePoint Server 2013 deployment, in Central Administration, in the Application Management section, click Manage service applications.

  3. Click the Search service application in which you created a result source in the previous procedure in this article (Step 1: Create a result source that defines how to get search results from SharePoint Online).

  4. On the Search_service_application_name: Search Administration page, in the Quick Launch, click Query rules.

  5. On the Search_service_application_name: Manage Query Rules page, do the following:

    1. Under the text For what context do you want to configure rules?, in the Select a Result Source drop-down list, select a result source for which you want this query rule to be applicable.

      Context section on Manage Query Rules page

      For testing, we recommend that you select the Local SharePoint Results result source here. If you do so, then by default the query rule will be applicable when a user performs a query in the Everything search vertical in the enterprise Search Center, because that vertical uses the Local SharePoint Results result source by default.

      After you select a result source from the drop-down list, all existing query rules that apply to that result source will appear on the page.

      (On the Search_service_application_name: Add Query Rule page, in the Context section, you will be able to add or remove result sources for which you want the rule to be applicable.)

    2. (Optional) Under the text For what context do you want to configure rules?, in the User Segments drop-down list, select a user segment for which you want this query rule to be applicable.

      User segments are based on terms that describe users in the term store of a Managed Metadata service application.

      (On the Add Query Rule page, in the Context section, you will be able to add or remove user segments for which you want the rule to be applicable.)

    3. (Optional) Under the text For what context do you want to configure rules?, in the Topic Categories drop-down list, select a topic category for which you want this query rule to be applicable.

      Topic categories are based on terms for categories in the term store of a Managed Metadata service application.

      (On the Add Query Rule page, in the Context section, you will be able to add or remove categories for which you want the rule to be applicable.)

    4. Click New Query Rule.

  6. On the Search_service_application_name: Add Query Rule page, do the following:

    1. In the General Information section, in the Rule Name text box, type a name for the new query rule — for example, Show results from SharePoint Online.

    2. If the Context section is collapsed, click the arrow next to Context to expand it.

    3. In the Context section, do the following:

      Context section on Add Query Rule page
      1. Under Query is performed on these sources, do one of the following:

        • Select All sources if you want this query rule to be applicable for queries that users submit against any result source.

        • Select One of these sources, and then optionally click Add Source to add other result sources for which you want the query rule to be applicable.

          NoteNote:
          • The result source that you selected on the Search_service_application_name: Add Query Rule page (for example, Local SharePoint Results — see step 5a of this procedure) will be shown under One of these sources.

          • When you select One of these sources, this query rule will be applicable only when a user submits a query against one of the result sources in this list. Therefore, make sure that the result source appears for which you want this query rule to be applicable — for example, Local SharePoint Results.

      2. (Optional) Under Query is performed from these categories, specify the topic categories (based on terms for topic categories in the term store of a Managed Metadata service application) to perform the query from.

      3. (Optional) Under Query is performed by these user segments, specify user segments (based on terms that describe users in the term store of a Managed Metadata service application) to which you want the query rule to apply.

    4. In the Query Conditions section, specify conditions to control when the rule will fire, or click Remove Condition if you want the rule to fire for any query text.

      For testing, we recommend that you click Remove Condition so that the rule will fire for any query text.

      Query Conditions section on Add Query Rule page
    5. In the Actions section, under Result Blocks, click Add Result Block.

    6. In the Add Result Block dialog box, do the following:

      screen shot of Add Result Block dialog box
      1. (Optional) In the Block Title section, in the Title text box, change the title to the text that you would like to display above the result block on the search results page, such as Results for "{subjectTerms}" from SharePoint Online.

      2. In the Query section, in the Configure Query text box, do one of the following:

      3. In the Query section, in the Search this Source drop-down list, select the name of the result source that you created in the previous procedure in this article (Step 1: Create a result source that defines how to get search results from SharePoint Online) — for example, Get results from SharePoint Online.

      4. In the Query section, in the Items drop-down list, select the number of search results from SharePoint Online that you want to show in this result block on the search results page.

        For example, select 3 to display three results from SharePoint Online in this result block.

      5. If the Settings section is collapsed, click the arrow next to Settings to expand it.

      6. In the Settings section, do the following:

        1. If you want to display a Show More link at the bottom of the result block, select More link goes to the following URL, and type the URL for the link to a page that displays more results from the SharePoint Online search index.

          For example, to specify the main search results page as the page that displays more results, typically you can type a URL of the following form (followed by “?k={subjectTerms}” to signify the user’s search query): http(s)://Domain_Name.com/sites/Search_Center_Name/pages/results.aspx?k={subjectTerms}

          When end users click Show More, they will see more results for the result block.

        2. For the placement of the block of results from SharePoint Online relative to the results from SharePoint Server 2013, do one of the following:

          • Select This block is always shown above core results to display the result block at or near the top of the first page of search results.

            In this case, core results are the results from the SharePoint Server 2013 search index. This option is useful for testing, or when most of the relevant content is located in the remote search index in the hybrid environment. If you select this option for more than one result block, you can configure the order in which the result blocks are displayed by ranking the associated query rules.

          • Select This block is ranked within core results (may not show) to display the result block such that it is ranked by relevance compared to core results, in which case the result block might not appear on the first page of search results.

            This is the default setting and is typically the more appropriate choice in a production environment. As with individual results, the rank of the result block might be different when users perform the same query later. For example, if users click search results in the result block, the result block will be ranked higher in the search results over time. Otherwise, the result block will be ranked lower over time.

        3. (Optional) In the Group Display Template URL text box, specify a different URL for the group display template.

        4. (Optional) In the Item Display Template text box, specify an item display template.

      7. Skip the Routing section.

      8. Click OK to add the result block.

    7. On the Add Query Rule page, if the Publishing section is collapsed, click the arrow next to Publishing to expand it.

    8. On the Add Query Rule page, in the Publishing section, do the following:

      1. Select Is Active. When a query rule is active, it fires whenever the query conditions are met.

      2. (Optional) Specify a Start Date, an End Date, a Review Date, and a Contact.

        The start date and end date specify when the query rule will be active. If you specify a start date without an end date, the rule will always be active after the start date. If you specify an end date without a start date, the rule will always be active until the end date. If you do not specify a start date or an end date, the rule will always be active.

    9. Click Save.

After a few moments, when federated users submit queries from the SharePoint Server 2013 Search Center against a result source that you specified in step 6c of this procedure, they will see results from both search indexes, as shown in the following screen shot. In the screen shot, a block of three search results from SharePoint Online appears above the search results from SharePoint Server 2013.

NoteNote:
A federated user is a user whose on-premises Active Directory Domain Services (AD DS) domain account is synchronized between SharePoint Server 2013 and SharePoint Online, and who accesses resources in both environments by authenticating with the federation identity provider, such as Active Directory Federation Services (AD FS) 2.0.
Screen shot of hybrid search results in SharePoint Server 2013

To validate your configuration for displaying search results from both SharePoint Server 2013 and SharePoint Online in the SharePoint Server 2013 Search Center, you can log on to SharePoint Server 2013 as a federated user and try some searches from the enterprise Search Center. Use the following procedure to validate your configuration in this way.

ImportantImportant:
If you are using single sign-on (SSO) authentication, it is important to test hybrid Search functionality by using federated user accounts. Native Office 365 user accounts and Active Directory Domain Services (AD DS) accounts that are not federated are not recognized by both directory services. Therefore, they cannot authenticate using SSO, and cannot be granted permissions to resources in both deployments. For more information, see Accounts needed for hybrid configuration and testing.
To try a search from the SharePoint Server 2013 Search Center
  1. Log on to the SharePoint Server 2013 deployment as a federated user who has been activated in SharePoint Online, and who has permissions to view the root site collection in SharePoint Online.

  2. Browse to the enterprise Search Center in the SharePoint Server 2013 deployment.

  3. In the enterprise Search Center, do the following:

    1. Click a search vertical that uses a result source that you specified in step 6c of the second procedure in this article Step 2: Create a query rule to turn on hybrid search results in SharePoint Server 2013.

    2. In the search box, type a test query, such as the name of your company.

      Make sure that the test query should yield search results from the SharePoint Server 2013 search index and the SharePoint Online search index.

    3. Click the search icon, or press Enter.

  4. On the search results page, you should see results from the SharePoint Server 2013 search index and a result block of results from the SharePoint Online search index.

  5. If you do not see results from both search indexes, do the following:

    1. Verify each of the following:

    2. Correct any errors or omissions and try a search again.

  6. If you still do not see search results from both search indexes, check the SharePoint Unified Logging Service (ULS) logs, also called the SharePoint trace logs.

    For more information, see Overview of Unified Logging System (ULS) Logging.

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