Sort Search Results by Document Usage
In earlier versions of Breeze users only had the option to sort Knowledge Source (KS) search results either by Title or by Relevance (SharePoint OOB ranking model). With the new version of Breeze users will also be able to sort KS search results by Document Usage.
New document usage triggers have been added to different areas in Breeze (web and panel) to track document usage. This means that when users open, download, email, etc. each document, Breeze will add a ‘usage’ count to the document and this count is then used to rank the document higher in search results.
Configuration – Triggers & Weighting
After upgrade to version 2.4.1 each organization site within a tenant will contain an ‘ActivityWeight’ list. This list contains the different document usage triggers and for each of them the weight which it will add to the document usage count. By default the weight of all the triggers are set to 1. An administrator can disable some of the triggers by setting the weight to 0. In cases where some of the events carry a higher weighting the weight value can be increased.
|
Activity |
Description |
|
ContentCheckOut |
When a QBP project cart is checked out after a document was selected to be used in the cart. |
|
ContentExtract |
When a document is viewed using the “Active Preview” button on the QBP panel, or the document is opened using the “Open and Extract” button on the QBP panel. |
|
ContentInserted |
When a document is inserted, from the QBP panel search results page, into a Word/PowerPoint/Excel document. NOTE: Only the “Insert” button on the panel logs usage. Dragging and dropping text from the panel’s active preview does NOT log usage. |
|
ContentMailed |
When a document is emailed (as an attachment) in its original format or a link to the document is emailed, from the QBP search results page in the Knowledge Source. |
|
ContentMailedAsPDF |
When a document is emailed (as an attachment) as PDF from the QBP search results page in the Knowledge Source. |
|
ContentDownloaded |
When a document is downloaded in its original format, from the QBP search results page in the Knowledge Source. |
|
ContentDownloadedAsPDF |
When a document is downloaded as a PDF from the QBP search results page in the Knowledge Source. |
|
ContentOpened |
When a document is opened by clicking on the document link, from the QBP search results page in the Knowledge Source or Breeze Panel |
|
ContentAddedToProject |
When a KS document in its original format is copied to a project. |
|
ContentAddedToProjectAlwaysPDF |
When a KS document is copied to a project as a PDF. |
|
ContentPreviewed |
When a user clicks on the ‘more information’ button of a document, from the QBP search results page in the Knowledge Source or from the Breeze Panel. |
Configuration – Default ‘Sort by’
When the KS Search page loads the default ‘sort by’ option is ‘Relevance’ (SharePoint relevance).
This default option can be configured by an administrator by adding a ‘DefaultKSSearchSortBy’ key into the BreezeSettings list. Available options which could be set as default are:
- Title
- Relevance
- Usage
This setting is tenant specific and not organization site specific. If it is not configured, the default value will be ‘Relevance’.
User Experience
Each KS document’s use count will increment based on the triggers and weightings configured. As an example, if the ‘ContentOpened’ trigger is set to 5, every time a specific document is opened the total usage count of the particular document will be incremented by 5 points.
When the users sort KS search results by ‘Usage’ ascending order the documents will be sorted by use count from lowest value to the highest value. If the users sorts KS search results by ‘Usage’ descending order the documents will be sorted by use count from highest value to the lowest value.
It is important to note that sorting by document usage is dependent on the SharePoint Search service and a full content crawl. The full content crawl executes once a day so the change in documents ranking position may not take effect immediately after usage.
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