KB User's Guide - SitePref Tab - Searching / Sorting Options

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You must have full administrative permissions in your space to perform these steps.

KB Admins can tailor eleven Searching and Sorting specifics to meet their user's needs. This document will walk you through each of the features and show what they look like on the Live Site.

Navigation: KB Admin Tools > SitePref tab > Searching/ Sorting link > Searching Sorting Options screen. The image below shows expanding/collapsible panels containing the Searching / Sorting options for both your Internal and External KB sites.

Expanding/collapsible panels showing searching/sorting options for both internal and external KB sites

Click the desired panel to expand the panel to display the eleven options available, as seen in the image below. Please read on to learn more about each setting.

Searching and sorting options available when expanding one of the panels

Default Search Mode

Description Default Setting Options in the Dropdown Menu Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
Determines the manner in which search terms in the Search field are utilized Keywords + Title
  • Keywords + Title
  • Fulltext (FTS)
  • Attachments
  • Keywords + attachments
  • Fulltext + attachment
YES YES

Keywords + Title - Upon entering a word in the search, documents listed will either have that word in the title of the document or it will be in the keywords of that document.

Fulltext (FTS) - Examines all of the words in every active document as it tries to match search criteria in the search field.

Attachments - Examines the text of properly formatted PDF, Word (.doc and .docx), and Text (.txt) files attached to documents in a site.

Keywords + attachments - Examines all text in the keywords field, plus all text in properly formatted files attached to documents in a site.

Fulltext + attachments - Examines all of the words in every active document in addition to the text in properly formatted files attached to documents in a site.

Topics Dropdown Menu

Description Default Setting Options Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
Allow users to select a specific Topic from a dropdown menu next to the Search field ENABLED for both the Internal and External Sites Enable or disable on one or both KB Sites YES YES

Users can select a specific Topic from in the dropdown menu. Documents pertaining to that Topic will appear in a table below the search. The image below shows the contents of the Topic dropdowm menu in the KB User's Guide live site. For more information about how to display/hide certain topics from this dropdown menu, please refer to the Dropdown attribute in this section.

KB live site search options showing the topic dropdown with all topics being selected

Topics Filters Conditioning

Description Default Setting Options Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
Using the OR operator means:  adding more keywords to a KB search will yield a larger set of documents.

Using the "AND" operator, adding more keywords to a KB search will further narrow the documents it will yield.
Use "OR" operator Enable or disable on one or both KB Sites YES YES

In the image below, we used the HRS KB as an example as they are using the "AND" operator. We have entered the word "sabbatical" in the Search field and selected four of their topics to yield a very narrow and specific set of documents.

HRS KB live site showing search keyword 'sabbatical' and 4 topics being selected

Audience Dropdown Menu

Description Default Setting Options Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
Users can self-identify themselves as a specific Audience in the dropdown menu to yield documents selected just for them. Both Internal and External options DISABLED Enable or disable on one or both KB Sites YES YES

In the image below, the enabled Audience dropdown list shows 5 delivered Audience types and 2 Custom Audience Types.  For more information on Audiences feature, please read the contents of this document.

KB live site search options highlighting the audiences dropdown

Sort by Client OS/browser

Description Default Setting Options Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
While searching the KB, your Operating System (OS), browser and screen resolution are detected. Based on your user needs, this may need to be disabled. Both Internal and External options DISABLED Enable or disable on one or both KB Sites YES YES

Searching KB sites that have created content specific to OS and browser will yield search results that applies to your own OS and browser, displaying what is most relevant to you at the very top of the search list. This means that the Search Priority may be overridden based on your search.

For example, a search on the external Help Desk KB Site of "clearing cache and cookies" will yield OS/ browser specific results. The image below shows a search from a Mac laptop using a Firefox browser. The search yields Mac/Firefox documents first and then displays a list of documents written for the Mac user on other browsers. Note how the document called ***Clearing Browser Cache and Cookies that was assigned the High Priority (as indicated by the red asterisks next to the name) is listed after the OS and browser-specific content.


Clear cache and cookies search on a KB live site resulting in browser and OS specific documents first

However, the same search from a Windows laptop using Chrome will yield a different set of documents based on OS and browser detection. The image below shows a search that yields a Windows/ Chrome document first and then displays a list of documents written for the Windows user on other browsers. Again, note how the document called ***Clearing Browser Cache and Cookies that was assigned the High Priority (as indicated by the gold asterisks next to the name) is listed after the OS and browser-specific content.

Cross Site Search Option

Description Default Setting Options Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
Displays results from other internal and external sites to which you have access. Both Internal and External options DISABLED Enable or disable on one or both KB Sites YES YES

When searching your live KB site, your search can display results in other internal and external live sites to which you have access. The image below displays search results for the keyword, "trash" in the KB User's Guide internal site. At the very bottom of the page, a link appears, Search other internal sites >>.

KB live site showing a search for the keyword trash highlighting a link to search other internal sites

Clicking on this link will display results in other internal KB sites to which you have access, including the Unified KB circled in red in the image below.

Results of clicking the search other internal sites link showing various other internal sites a user is part of

Use Synonyms in User Search

Description Default Setting Options Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
Site search indexes the Common Synonyms table in the KB. Both Internal and External options ENABLED Enable or disable on one or both KB Sites YES YES

When an end user performs a search in the KB, their search terms are sometimes matched up with Common Synonyms in the KB, which are also searched in the background. For example, if you enter the keyword back up, it will be matched up with the synonyms in the KB, "backup, backups, back-up, back-ups, backuping, back-uping, backing-up, back up, back ups". The image below is a line in the synonym table.

synonym list for the keyword back up

If you opt out of indexing Synonyms for your internal site, this will also disable synonym searches in the Admin Tools.

  • Note: Opting out of synonyms in the internal/or external site will not take effect for searches performed on the Unified KB; synonyms will always be indexed there.

Advanced Search Link

Description Default Setting Options Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
Site search includes indexing the Common Synonyms table Both Internal and External options ENABLED Enable or disable on one or both KB Sites YES YES

The Advanced button is found next to the Search button, to allow for a finer-grained search.


KB live site search options highlighting the advanced search button on the right side of the page

Clicking on the Advanced button will yield a form (pictured below) allowing you to query a specific search mode, matching, topics, audience, sort by and results per page. For details on fields in this feature, please review this document.

Advanced search options showing various filters and search fields

Search Tip Page Link

Description Default Setting Options Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
A button that appears alongside the Search leading to a specific document with Search Tips. Both Internal and External DocID field is blank Enable or disable on one or both KB Sites YES YES

You may display a Search Tip button leading to a document that your team has developed with search tips very specific to the content of your KB site. The button appears on the same row as your Search field and button. In the image below, the Search Tip button is on the right, circled in blue.

Kb live site search options highlighting the search tip button on the right side of the page

Clicking on the button will yield a pop up box displaying your document. The example below is a document with Search Tips doc for the KB User's Guide KB.

Search tip popup window displaying a document outlining search tips for the KB User's Guide

Site Map Button

Description Default Setting Options Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
A button that appears alongside the Search leading to the Site Topics Map. Both Internal and External are DISABLED. Enable or disable on one or both KB Sites YES YES

The Site Map is a file that is button leads to a KB page displaying your Topics Map. Clicking on each link in the Topics Map will lead you to a list of documents that have been assigned to that specific topic. The Site Map button appears on the same row as the and Search button and text field.

Kb live site search options highlighting the site map button

When you click on the Site Map button, the Topics Map will be displayed. Below is an example from our Demo KB site. You will see the Topic parent/ child structure is clearly demarcated.

Topic map showing a tree of a KB live site's topics and subtopics

To enable or disable this feature, click on the box(es) in the internal or external columns, depending on which site(s) you would like the Topics Map to appear.

QuickView/ Module Toggle

Description Default Setting Options Available for Internal Site Available for External Site CLICK THE UPDATE BUTTON TO SAVE YOUR CHANGES
Those using screen readers may choose to disable the QuickView and Module collapse/expand toggles. Both Internal and External are ENABLED. Enable or disable on one or both KB Sites YES YES

You may toggle between expand and/or collapse while viewing the Content and Side Modules by clicking on the chevron on the upper right corner. Also, from any of the document queues (e.g. Active, In Review, In Progress...), the Document Quickview allows you to see a full read-only view of your document and toggle between open and closed by clicking on the upward pointing arrowhead.

Side modules on a KB live site highlighting each's modules chevron used to toggle whether the module is expanded or collapsed

To enable or disable this feature, click on the arrowheads in the circled in green.

Collapsed side modules highlighting the chevrons used to toggle whether the module is expanded or collapsed




Keywords:sitepref site preferences tab users guide kb knowledge base review topics dropdown filter conditioning client os browser OS/browser sort order default mode advanced advance cross-site cross site tips map subsite synonyms kws atts fts App content filtering synonym synonym sets sorted searched sought full text search fulltextsearch fts attachements Keywords + attachments search Fulltext + attachment search fulltext all topics dropdown filters conditioning AND OR operator priority cross site crossite cross-site unified synonym search synonym sets synonyms advanced search site map button link search tip site map link button QuickView quick view Modules toggle expand collapse narrow search audience search tip page link operating system topics map   Doc ID:5342
Owner:Leah S.Group:KB User's Guide
Created:2007-01-29 18:00 CSTUpdated:2022-06-16 11:15 CST
Sites:KB User's Guide
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