Welcome!

.NET Authors: Sandi Mappic, Ivan Antsipau, JP Morgenthal, Yeshim Deniz, Carmen Gonzalez

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 Internet of Things will greatly expand the opportunities for data collection and new business models driven off of that data. In her session at Internet of @ThingsExpo, Esmeralda Swartz, CMO of MetraTech, will discuss how for this to be effective you not only need to have infrastructure and operational models capable of utilizing this new phenomenon, but increasingly service providers will need to convince a skeptical public to participate. Get ready to show them the money! Speaker Bio: Esmeralda Swartz, CMO of MetraTech, has spent 16 years as a marketing, product management, and busin...
Samsung VP Jacopo Lenzi, who headed the company's recent SmartThings acquisition under the auspices of Samsung's Open Innovaction Center (OIC), answered a few questions we had about the deal. This interview was in conjunction with our interview with SmartThings CEO Alex Hawkinson. IoT Journal: SmartThings was developed in an open, standards-agnostic platform, and will now be part of Samsung's Open Innovation Center. Can you elaborate on your commitment to keep the platform open? Jacopo Lenzi: Samsung recognizes that true, accelerated innovation cannot be driven from one source, but requires a...
SYS-CON Events announced today that Red Hat, the world's leading provider of open source solutions, will exhibit at Internet of @ThingsExpo, which will take place on November 4–6, 2014, at the Santa Clara Convention Center in Santa Clara, CA. Red Hat is the world's leading provider of open source software solutions, using a community-powered approach to reliable and high-performing cloud, Linux, middleware, storage and virtualization technologies. Red Hat also offers award-winning support, training, and consulting services. As the connective hub in a global network of enterprises, partners, a...
P2P RTC will impact the landscape of communications, shifting from traditional telephony style communications models to OTT (Over-The-Top) cloud assisted & PaaS (Platform as a Service) communication services. The P2P shift will impact many areas of our lives, from mobile communication, human interactive web services, RTC and telephony infrastructure, user federation, security and privacy implications, business costs, and scalability. In his session at Internet of @ThingsExpo, Robin Raymond, Chief Architect at Hookflash Inc., will walk through the shifting landscape of traditional telephone a...
SYS-CON Events announced today that Matrix.org has been named “Silver Sponsor” of Internet of @ThingsExpo, which will take place on November 4–6, 2014, at the Santa Clara Convention Center in Santa Clara, CA. Matrix is an ambitious new open standard for open, distributed, real-time communication over IP. It defines a new approach for interoperable Instant Messaging and VoIP based on pragmatic HTTP APIs and WebRTC, and provides open source reference implementations to showcase and bootstrap the new standard. Our focus is on simplicity, security, and supporting the fullest feature set.
BSQUARE is a global leader of embedded software solutions. We enable smart connected systems at the device level and beyond that millions use every day and provide actionable data solutions for the growing Internet of Things (IoT) market. We empower our world-class customers with our products, services and solutions to achieve innovation and success. For more information, visit www.bsquare.com.
How do APIs and IoT relate? The answer is not as simple as merely adding an API on top of a dumb device, but rather about understanding the architectural patterns for implementing an IoT fabric. There are typically two or three trends: Exposing the device to a management framework Exposing that management framework to a business centric logic • Exposing that business layer and data to end users. This last trend is the IoT stack, which involves a new shift in the separation of what stuff happens, where data lives and where the interface lies. For instance, it’s a mix of architectural style...
SYS-CON Events announced today that SOA Software, an API management leader, will exhibit at SYS-CON's 15th International Cloud Expo®, which will take place on November 4–6, 2014, at the Santa Clara Convention Center in Santa Clara, CA. SOA Software is a leading provider of API Management and SOA Governance products that equip business to deliver APIs and SOA together to drive their company to meet its business strategy quickly and effectively. SOA Software’s technology helps businesses to accelerate their digital channels with APIs, drive partner adoption, monetize their assets, and achieve a...
From a software development perspective IoT is about programming "things," about connecting them with each other or integrating them with existing applications. In his session at @ThingsExpo, Yakov Fain, co-founder of Farata Systems and SuranceBay, will show you how small IoT-enabled devices from multiple manufacturers can be integrated into the workflow of an enterprise application. This is a practical demo of building a framework and components in HTML/Java/Mobile technologies to serve as a platform that can integrate new devices as they become available on the market.
SYS-CON Events announced today that Utimaco will exhibit at SYS-CON's 15th International Cloud Expo®, which will take place on November 4–6, 2014, at the Santa Clara Convention Center in Santa Clara, CA. Utimaco is a leading manufacturer of hardware based security solutions that provide the root of trust to keep cryptographic keys safe, secure critical digital infrastructures and protect high value data assets. Only Utimaco delivers a general-purpose hardware security module (HSM) as a customizable platform to easily integrate into existing software solutions, embed business logic and build s...
Connected devices are changing the way we go about our everyday life, from wearables to driverless cars, to smart grids and entire industries revolutionizing business opportunities through smart objects, capable of two-way communication. But what happens when objects are given an IP-address, and we rely on that connection, sometimes with our lives? How do we secure those vast data infrastructures and safe-keep the privacy of sensitive information? This session will outline how each and every connected device can uphold a core root of trust via a unique cryptographic signature – a “bir...
Internet of @ThingsExpo Silicon Valley announced on Thursday its first 12 all-star speakers and sessions for its upcoming event, which will take place November 4-6, 2014, at the Santa Clara Convention Center in California. @ThingsExpo, the first and largest IoT event in the world, debuted at the Javits Center in New York City in June 10-12, 2014 with over 6,000 delegates attending the conference. Among the first 12 announced world class speakers, IBM will present two highly popular IoT sessions, which will take place November 4-6, 2014 at the Santa Clara Convention Center in Santa Clara, Calif...
Almost everyone sees the potential of Internet of Things but how can businesses truly unlock that potential. The key will be in the ability to discover business insight in the midst of an ocean of Big Data generated from billions of embedded devices via Systems of Discover. Businesses will also need to ensure that they can sustain that insight by leveraging the cloud for global reach, scale and elasticity.
WebRTC defines no default signaling protocol, causing fragmentation between WebRTC silos. SIP and XMPP provide possibilities, but come with considerable complexity and are not designed for use in a web environment. In his session at Internet of @ThingsExpo, Matthew Hodgson, technical co-founder of the Matrix.org, will discuss how Matrix is a new non-profit Open Source Project that defines both a new HTTP-based standard for VoIP & IM signaling and provides reference implementations.

SUNNYVALE, Calif., Oct. 20, 2014 /PRNewswire/ -- Spansion Inc. (NYSE: CODE), a global leader in embedded systems, today added 96 new products to the Spansion® FM4 Family of flexible microcontrollers (MCUs). Based on the ARM® Cortex®-M4F core, the new MCUs boast a 200 MHz operating frequency and support a diverse set of on-chip peripherals for enhanced human machine interfaces (HMIs) and machine-to-machine (M2M) communications. The rich set of periphera...

SYS-CON Events announced today that Aria Systems, the recurring revenue expert, has been named "Bronze Sponsor" of SYS-CON's 15th International Cloud Expo®, which will take place on November 4-6, 2014, at the Santa Clara Convention Center in Santa Clara, CA. Aria Systems helps leading businesses connect their customers with the products and services they love. Industry leaders like Pitney Bowes, Experian, AAA NCNU, VMware, HootSuite and many others choose Aria to power their recurring revenue business and deliver exceptional experiences to their customers.
The Internet of Things (IoT) is going to require a new way of thinking and of developing software for speed, security and innovation. This requires IT leaders to balance business as usual while anticipating for the next market and technology trends. Cloud provides the right IT asset portfolio to help today’s IT leaders manage the old and prepare for the new. Today the cloud conversation is evolving from private and public to hybrid. This session will provide use cases and insights to reinforce the value of the network in helping organizations to maximize their company’s cloud experience.
The Internet of Things (IoT) is making everything it touches smarter – smart devices, smart cars and smart cities. And lucky us, we’re just beginning to reap the benefits as we work toward a networked society. However, this technology-driven innovation is impacting more than just individuals. The IoT has an environmental impact as well, which brings us to the theme of this month’s #IoTuesday Twitter chat. The ability to remove inefficiencies through connected objects is driving change throughout every sector, including waste management. BigBelly Solar, located just outside of Boston, is trans...
SYS-CON Events announced today that Matrix.org has been named “Silver Sponsor” of Internet of @ThingsExpo, which will take place on November 4–6, 2014, at the Santa Clara Convention Center in Santa Clara, CA. Matrix is an ambitious new open standard for open, distributed, real-time communication over IP. It defines a new approach for interoperable Instant Messaging and VoIP based on pragmatic HTTP APIs and WebRTC, and provides open source reference implementations to showcase and bootstrap the new standard. Our focus is on simplicity, security, and supporting the fullest feature set.
Predicted by Gartner to add $1.9 trillion to the global economy by 2020, the Internet of Everything (IoE) is based on the idea that devices, systems and services will connect in simple, transparent ways, enabling seamless interactions among devices across brands and sectors. As this vision unfolds, it is clear that no single company can accomplish the level of interoperability required to support the horizontal aspects of the IoE. The AllSeen Alliance, announced in December 2013, was formed with the goal to advance IoE adoption and innovation in the connected home, healthcare, education, aut...