Click here to close now.

Welcome!

.NET Authors: Jayaram Krishnaswamy, Adine Deford, Peter Silva, Pat Romanski, Kevin Benedict

Blog Feed Post

No metadata? No problem! Custom entity extraction in SharePoint 2013

Every organization wants better search results.  However, few have actually spent the time to create file plans, content types, and managed properties to make it happen.  SharePoint 2013 has a feature called entity extraction though that can actually infer values by comparing what it finds in the body of the document to a dictionary.  This feature is Entity Extraction.  If you are familiar with FAST Search for SharePoint or FAST ESP, you know that entity extraction is nothing new.  What it does is gives you the power to infer the values of managed properties in search without having metadata in your site columns.  FS4SP and SharePoint 2013 come with an extraction dictionaries for company names out-of-the-box.  This means when it crawls it will search the contents of the body of your documents and if it recognizes any companies it knows, you can then search and refine on it.  However, the true value comes when you create your own.  SharePoint 2013 makes it really easy to create these custom dictionaries. 

Let me give you a few more examples to help you really understand the significance.  Most companies have a concept of a department or business unit.  We can create a dictionary with all of the company’s departments such as Accounting, Human Resources, IT, Operations, etc.  With entity extraction, if it finds a document and somewhere the text “Human Resources Organization Chart” is found, it then sets the value of the managed property to Human Resources.  Now, when the user does an advanced search and says “show me all Human Resources documents”, that result comes back with more confidence.  By using the extraction dictionary, we get better results that just using a regular keyword search.  Now you may be wondering that’s nothing special, but we can also add other terms, for example, I could add “HR”, and “Benefits” to that dictionary as well and map them to the Human Resources department.  Once I have a property defined like this, I can combine it with others as well.  This will let us issue queries like “show me all documents from Human Resources with a document type of Policy”. 

As another example, you could pre-load SharePoint with a dictionary of product names.  For those of you in the energy industry, you could pre-populate it with a list of wells or names of leases.  Are you starting to see the significance?  In previous versions of SharePoint, we had to set site columns in our document libraries to capture these values either from the user or programmatically.  Now with the right dictionary, we can assume the values with a reasonable degree of confidence.

Alright, enough explanation, let’s see this in action and hopefully it will make sense.  MSDN has a great post on this but I found and error in it so that is why I am writing this post (plus I know you all like screenshots).  For my example, I have a bunch of PowerPoint documents about SharePoint 2013 on my site.  I’ve created a custom entity extraction dictionary that will help me refine these documents by feature in SharePoint (i.e.: Apps, Business Intelligence, Search, Social, etc). 

Before you build your dictionary file though, you need to decide on what type of extraction to use.  You can choose whether you want it to match a word or just part of it.  You can also specify whether it needs to match exactly.  The MSDN article summarizes this well, but here’s a quick recap of your choices.

  • Word Extraction – case-insentive, word has to match, limited to 5 dictionaries
  • Word Part Extraction – case-insensitive, only part of a word has to match, limited to 5 dictionaries
  • Word Exact Extraction – case-sensitive, word has to match, limited to 1 dictionary
  • Word Part Exact Extraction – case-sensitive, only part of a word has to match, limited to 1 dictionary

For today’s example, I am going to use Word Part Extraction as it gives you some of the most flexibility.  You might want to use Word Exact Extraction for extracting IDs from a document.  For example, you could use it to extract part numbers or invoice numbers.  Those aren’t something you would typically want to refine on but you may want to query on them.  FAST Search for SharePoint only provided case-sensitive extraction.  This made the feature less useful as you had to accommodate all possible varieties of case combinations in your dictionary file.

To get started, we need to create a dictionary file. I started with notepad and I also edited with Excel some.  The format is simple “Key,Display form”.  The key is what it matches and the Display form is what gets displayed in the refiner.  Although the Display form is optional, you want to include it as it allows you to control the exact way the text looks in the refiner (including case sensitivity).  Here’s the dictionary file I created.

Key,Display form

bcs,Business Connectivity Services

Business Connectivity Services,Business Connectivity Services

wcm,Web Content Management

Web Content Management,Web Content Management

bi,Business Intelligence

Business Intelligence,Business Intelligence

ecm,Electronic Content Management

Electronic Content Management,Electronic Content Management

Apps,Apps

Analytics,Analytics

Development,Development

Service Application,Service Application

Excel Services,Excel Services

Office Web Apps,Office Web Apps

owa,Office Web Apps

wac,Office Web Apps

PerformancePoint,Business Intelligence

Search,Search

Social,Social

My Sites,My Sites

Communities,Social

Visio Services,Visio Services

Workflow,Workflow

The next step is to use the PowerShell command, Import-SPEnterpriseSearchCustomExtractionDictionary.  The documentation on this page is correct which is how I found the solution to my problem.  The first step is to get a reference to the Search Service Application using Get-SPEnterpriseSearchServiceApplication.  Then for our import command, we pass the service application, the Filename, and the DictionaryName.  Here’s where the complexity comes in.  The Filename requires a UNC path.  That means something like \\servername\path\file.csv.  It won’t take a relative path.  The next tricky part is where I found an issue in the documentation.  I wanted to use the Word Part extraction, it has the case of the word “WordPart” incorrect in the dictionary name.  If you do specify the DictionaryName wrong, it will not work.  Here are the list of valid values which correspond to the extraction types we talked about above.

  • Microsoft.UserDictionaries.EntityExtraction.Custom.Word.n [where n = 1,2,3,4 or 5]
  • Microsoft.UserDictionaries.EntityExtraction.Custom.ExactWord.1
  • Microsoft.UserDictionaries.EntityExtraction.Custom.WordPart.n [where n = 1,2,3,4 or 5]
  • Microsoft.UserDictionaries.EntityExtraction.Custom.ExactWordPart.1

For the non-exact entries, you need to specify a value at the end (1 – 5) which specifies which extraction dictionary it uses.  In the case below, I did number 2 since I already messed up number 1 by specifying the dictionary name incorrectly. :)

$searchApp = Get-SPEnterpriseSearchServiceApplication

Import-SPEnterpriseSearchCustomExtractionDictionary –SearchApplication $searchApp –Filename \\server\c$\folder\WordPartExtraction.csv –DictionaryName Microsoft.UserDictionaries.EntityExtraction.Custom.WordPart.2

When you run the commands, it will look like this.  I put the above in a script file for convenience.

SearchImportCustomEntityExtractorPowerShell

The next part I believe is a little different than the way you did it with FAST Search for SharePoint.  What you need to do is tell search which managed properties to perform entity extraction.  Effectively, what we are doing here is telling search to look at the body of the document and see if anything in there matches items in the dictionary.  To do this, go to your Search Service Application –> Search Schema and edit the property named body

ManagedPropertiesBody

Scroll to the bottom and you will see the Custom entity extraction section.  Now, we just need to check the box next to the dictionary we want to use.  In my case, it is Word Part Extraction – Custom2.  If you have multiple dictionaries you may select them here.  Save the managed property after you make your selection.

ManagedPropertyCustomEntityExtraction

After you save, you need to start a full crawl on your content source, typically Local SharePoint sites

When this finishes, we can now begin to use our new extracted entities in our search center.  The first thing we want to do is add this new extraction to the Refinement web part so that users can refine results by SharePoint feature.  Go to your Search Center and issue a query that is going to get you some results that you know you can refine on.  In my case, I typed the word SharePoint since I knew all of my documents were related to that.  Once you get search results, edit the page.  Then on the left side, edit the Refinement web part.  Now, click the Choose Refiners button. 

RefinementWebPartProperties

This page will list all managed properties marked for refinement.  What’s really nice is that when you click on a managed property, it gives you a preview of the available refiners.

CustomEntityExtractionRefinerProperties

In the list of available refiners, I select WordPartCustomRefiner2.  Below, you see a list of Sample values and the number of times it found a match.  To configure the property, select it and click the Add button.  I also added this new refiner up to the top since I want users to see it first.

CustomEntityExtractionRefinerProperties2

Now, I gave it a Display name and you have the option to choose a different Display template as well as how it is sorted.  You can actually customize how the refiner is rendered on the page with the display template too but that’s outside of the scope of today’s post.  At the bottom of the page there is also a Preview button.  Click on it and you will see what your search results look like before you even save the page.

CustonEntityExtractionRefinementPreview

If you’re happy with the way the refiners look, save the page, check it in, and publish it.  Now issue a query.  I am going to use the same one from before.

CustomEntityExtractionSearchResultsDefault

As you can see, we now see a list of the SharePoint features that we specified in our dictionary.  Let’s try a few refiners.  Let’s start by selecting Electronic Content Management.  I do know that should it read Enterprise, but it was after midnight when I started working on this. :)

CustomEntityExtractionSearchResultsECM

Notice, that in the results, that Word Document 3 comes back and you see “ECM” in it.  That’s the only text in the document and it matched it to that feature since we defined it in the dictionary.  Now let’s try Business Connectivity Services.

CustomEntityExtractionSearchResultsBCS

It returns several slide decks this time because it mentions it in the Intro deck, the BCS deck, UPS, etc.  I’m not sue how Visio Services made a hit to it, but maybe there is something new I need to learn. :)

You can also select multiple refiners.  In this case, I selected Apps and Web Content Management.

CustomEntityExtractionSearchResultsCombined

By now, I am hoping you are seeing the power of entity extraction.  It gives you a new level of classification on documents and the users never had to tag anything manually at all. 

You can issue queries with these dictionaries as well too.  For example, if I want to search for anything tagged with Apps, I would issue the following query.

WordPartCustomRefiner2:"Apps"

CustomEntityExtractionSearchResultsQuery

I hope after reading this post, it has got you started thinking.  Most organizations have next to no metadata on their documents.  This isn’t a replacement for taking the time to classify your documents properly with site columns and content types.  Inferring metadata will never be as good as the users taking the time to classify the documents themselves.  However, it is a great stop-gap in dealing with all of that untagged content you have. 

I think this is one of the most significant feature in SharePoint 2013 that most people will probably never use.  :(  Take the time to set up a few dictionaries and you are going to get immediate value out of search and your users are going to notice.

Read the original blog entry...

More Stories By Corey Roth

Corey Roth, a SharePoint Server MVP, is a consultant at Hitachi Consulting specializing in SharePoint and Office 365 for clients in the energy sector. He has more than ten years of experience delivering solutions in the energy, travel, advertising and consumer electronics verticals.

Corey specializes in delivering ECM and search solutions to clients using SharePoint. Corey has always focused on rapid adoption of new Microsoft technologies including Visual Studio 2013, Office 365, and SharePoint.

He is a member of the .NET Mafia (www.dotnetmafia.com) where he blogs about the latest technology and SharePoint. He is dedicated to the community and speaks regularly at user groups and SharePoint Saturdays.

@ThingsExpo Stories
The Open Compute Project is a collective effort by Facebook and a number of players in the datacenter industry to bring lessons learned from the social media giant's giant IT deployment to the rest of the world. Datacenters account for 3% of global electricity consumption – about the same as all of Switzerland or the Czech Republic -- according to people I met at the recent Open Compute Summit in San Jose. With increasing mobility at the edge of the cloud and vast new dataflows being predicted with the growth of the Internet of Things (and The Coming Age of Many Zettabytes) in the near...
GENBAND has announced that SageNet is leveraging the Nuvia platform to deliver Unified Communications as a Service (UCaaS) to its large base of retail and enterprise customers. Nuvia’s cloud-based solution provides SageNet’s customers with a full suite of business communications and collaboration tools. Two large national SageNet retail customers have recently signed up to deploy the Nuvia platform and the company will continue to sell the service to new and existing customers. Nuvia’s capabilities include HD voice, video, multimedia messaging, mobility, conferencing, Web collaboration, deskt...
Wearable technology was dominant at this year’s International Consumer Electronics Show (CES) , and MWC was no exception to this trend. New versions of favorites, such as the Samsung Gear (three new products were released: the Gear 2, the Gear 2 Neo and the Gear Fit), shared the limelight with new wearables like Pebble Time Steel (the new premium version of the company’s previously released smartwatch) and the LG Watch Urbane. The most dramatic difference at MWC was an emphasis on presenting wearables as fashion accessories and moving away from the original clunky technology associated with t...
The WebRTC Summit 2014 New York, to be held June 9-11, 2015, at the Javits Center in New York, NY, announces that its Call for Papers is open. Topics include all aspects of improving IT delivery by eliminating waste through automated business models leveraging cloud technologies. WebRTC Summit is co-located with 16th International Cloud Expo, @ThingsExpo, Big Data Expo, and DevOps Summit.
SYS-CON Events announced today that Cisco, the worldwide leader in IT that transforms how people connect, communicate and collaborate, has been named “Gold Sponsor” of SYS-CON's 16th International Cloud Expo®, which will take place on June 9-11, 2015, at the Javits Center in New York City, NY. Cisco makes amazing things happen by connecting the unconnected. Cisco has shaped the future of the Internet by becoming the worldwide leader in transforming how people connect, communicate and collaborate. Cisco and our partners are building the platform for the Internet of Everything by connecting the...
15th Cloud Expo, which took place Nov. 4-6, 2014, at the Santa Clara Convention Center in Santa Clara, CA, expanded the conference content of @ThingsExpo, Big Data Expo, and DevOps Summit to include two developer events. IBM held a Bluemix Developer Playground on November 5 and ElasticBox held a Hackathon on November 6. Both events took place on the expo floor. The Bluemix Developer Playground, for developers of all levels, highlighted the ease of use of Bluemix, its services and functionality and provide short-term introductory projects that developers can complete between sessions.
SYS-CON Events announced today that robomq.io will exhibit at SYS-CON's @ThingsExpo, which will take place on June 9-11, 2015, at the Javits Center in New York City, NY. robomq.io is an interoperable and composable platform that connects any device to any application. It helps systems integrators and the solution providers build new and innovative products and service for industries requiring monitoring or intelligence from devices and sensors.
Temasys has announced senior management additions to its team. Joining are David Holloway as Vice President of Commercial and Nadine Yap as Vice President of Product. Over the past 12 months Temasys has doubled in size as it adds new customers and expands the development of its Skylink platform. Skylink leads the charge to move WebRTC, traditionally seen as a desktop, browser based technology, to become a ubiquitous web communications technology on web and mobile, as well as Internet of Things compatible devices.
The list of ‘new paradigm’ technologies that now surrounds us appears to be at an all time high. From cloud computing and Big Data analytics to Bring Your Own Device (BYOD) and the Internet of Things (IoT), today we have to deal with what the industry likes to call ‘paradigm shifts’ at every level of IT. This is disruption; of course, we understand that – change is almost always disruptive.
WebRTC is an up-and-coming standard that enables real-time voice and video to be directly embedded into browsers making the browser a primary user interface for communications and collaboration. WebRTC runs in a number of browsers today and is currently supported in over a billion installed browsers globally, across a range of platform OS and devices. Today, organizations that choose to deploy WebRTC applications and use a host machine that supports audio through USB or Bluetooth can use Plantronics products to connect and transit or receive the audio associated with the WebRTC session.
Docker is an excellent platform for organizations interested in running microservices. It offers portability and consistency between development and production environments, quick provisioning times, and a simple way to isolate services. In his session at DevOps Summit at 16th Cloud Expo, Shannon Williams, co-founder of Rancher Labs, will walk through these and other benefits of using Docker to run microservices, and provide an overview of RancherOS, a minimalist distribution of Linux designed expressly to run Docker. He will also discuss Rancher, an orchestration and service discovery platf...
SYS-CON Events announced today that Alert Logic, the leading provider of Security-as-a-Service solutions for the cloud, has been named “Bronze Sponsor” of SYS-CON's 16th International Cloud Expo® and DevOps Summit 2015 New York, which will take place June 9-11, 2015, at the Javits Center in New York City, NY, and the 17th International Cloud Expo® and DevOps Summit 2015 Silicon Valley, which will take place November 3–5, 2015, at the Santa Clara Convention Center in Santa Clara, CA.
Sonus Networks introduced the Sonus WebRTC Services Solution, a virtualized Web Real-Time Communications (WebRTC) offer, purpose-built for the Cloud. The WebRTC Services Solution provides signaling from WebRTC-to-WebRTC applications and interworking from WebRTC-to-Session Initiation Protocol (SIP), delivering advanced real-time communications capabilities on mobile applications and on websites, which are accessible via a browser.
SYS-CON Events announced today that Aria Systems, the leading innovator in recurring revenue, has been named “Bronze Sponsor” of SYS-CON's @ThingsExpo, which will take place on June 9–11, 2015, at the Javits Center in New York, NY. Proven by the world’s most demanding enterprises, including AAA NCNU, Constant Contact, Falck, Hootsuite, Pitney Bowes, Telekom Denmark, and VMware, Aria helps enterprises grow their recurring revenue businesses. With Aria’s end-to-end active monetization platform, global brands can get to market faster with a wider variety of products and services, while maximizin...
SYS-CON Media announced today that @WebRTCSummit Blog, the largest WebRTC resource in the world, has been launched. @WebRTCSummit Blog offers top articles, news stories, and blog posts from the world's well-known experts and guarantees better exposure for its authors than any other publication. @WebRTCSummit Blog can be bookmarked ▸ Here @WebRTCSummit conference site can be bookmarked ▸ Here
SYS-CON Events announced today that Vitria Technology, Inc. will exhibit at SYS-CON’s @ThingsExpo, which will take place on June 9-11, 2015, at the Javits Center in New York City, NY. Vitria will showcase the company’s new IoT Analytics Platform through live demonstrations at booth #330. Vitria’s IoT Analytics Platform, fully integrated and powered by an operational intelligence engine, enables customers to rapidly build and operationalize advanced analytics to deliver timely business outcomes for use cases across the industrial, enterprise, and consumer segments.
SYS-CON Events announced today that Solgenia will exhibit at SYS-CON's 16th International Cloud Expo®, which will take place on June 9-11, 2015, at the Javits Center in New York City, NY, and the 17th International Cloud Expo®, which will take place on November 3–5, 2015, at the Santa Clara Convention Center in Santa Clara, CA. Solgenia is the global market leader in Cloud Collaboration and Cloud Infrastructure software solutions. Designed to “Bridge the Gap” between Personal and Professional Social, Mobile and Cloud user experiences, our solutions help large and medium-sized organizations dr...
SYS-CON Events announced today that Liaison Technologies, a leading provider of data management and integration cloud services and solutions, has been named "Silver Sponsor" of SYS-CON's 16th International Cloud Expo®, which will take place on June 9-11, 2015, at the Javits Center in New York, NY. Liaison Technologies is a recognized market leader in providing cloud-enabled data integration and data management solutions to break down complex information barriers, enabling enterprises to make smarter decisions, faster.
Connected devices and the Internet of Things are getting significant momentum in 2014. In his session at Internet of @ThingsExpo, Jim Hunter, Chief Scientist & Technology Evangelist at Greenwave Systems, examined three key elements that together will drive mass adoption of the IoT before the end of 2015. The first element is the recent advent of robust open source protocols (like AllJoyn and WebRTC) that facilitate M2M communication. The second is broad availability of flexible, cost-effective storage designed to handle the massive surge in back-end data in a world where timely analytics is e...
SYS-CON Events announced today that Akana, formerly SOA Software, has been named “Bronze Sponsor” of SYS-CON's 16th International Cloud Expo® New York, which will take place June 9-11, 2015, at the Javits Center in New York City, NY. Akana’s comprehensive suite of API Management, API Security, Integrated SOA Governance, and Cloud Integration solutions helps businesses accelerate digital transformation by securely extending their reach across multiple channels – mobile, cloud and Internet of Things. Akana enables enterprises to share data as APIs, connect and integrate applications, drive part...