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MetaShare Help - Admin Manual

    How to configure managed properties

    Preparations before defining managed properties

    Before you create your custom search results page, the recommendation is to define what metadata columns you want to add as refiners on the search results page and what metadata fields your users should be able to search on. A recommendation is to note this down in a spreadsheet (here you can download a sample spreadsheet). When doing this, you need to know the columns' internal name, which you can read about here. The managed properties and the aliases are described further down on this page.

    Companies that customize their search results page, tend to add the refiners in this order:

    1. Workspace (which workspace)
    2. File type (what file-extension)
    3. The custom columns in priority order (typically only columns of these types: managed metadata, choice, people and groups and date)
    4. Modified by
    5. Modified
    6. Created by
    7. Created

    How to configure the managed properties

    Managed properties are values that can be used in search queries, when searching on specific document properties, and they can be shown as search refiners, in the search results page. They are mapped to crawled properties that are used for indexing the content. Follow the following steps to configure your managed properties:

    1. Open SharePoint's search schema:
      1. Login to Office 365 and open the "Admin" app:

      2. Open the SharePoint admin center:

      3. Open "search" settings.
        If you are using the Classic admin center you find it here:

        If you are using the Modern admin center, you will find it here:

      4. Open the "Manage Search Schema":

    2. For each of the site columns, that you want to be able to refine on and also search on, using custom aliases, e.g. documenttype:policy, do the following:
      1. There are pre-created managed properties that are not mapped to any crawled properties. These properties are named as RefinableTYPEXX. Search for "RefinableString" (for text metadata columns such as managed metadata, people or groups, choice or single line of text) or "RefinableDate" (for date metadata columns) under the "Managed Properties" tab:
      2. Hover over a managed property with no "Mapped Crawled Properties", click on the little arrow to the right and choose "Edit/Map Property":
      3. To be able to search using the document property, e.g. keyword:gdprprovide an "Alias" for the property:
        • Aliases may not contain spaces, so the alias for "document type" could be "DocumentType".
        • Aliases may contain international characters such as å, ä, ö, etc.
        • If multiple aliases are to be provided separate them with semicolon (;) without any spaces, as the example above.
      4. Click Add a Mapping:

        Search for the site column's internal name:

        • If you can’t find your crawled property, it is possible that it hasn’t been created yet. This could be because no document has yet been tagged on the specific metadata. Note that a new search crawl starts every 15 minutes.
        • Select the crawled property that begins with "ows_", if mapping to a string property (e.g. columns of type managed metadata, people or groups, choice or single line of text), e.g. "ows_keyword" if the internal name of the column is "keyword".
        • Select the crawled property that begins with "ows_q_DATE_", if mapping to a date property (date metadata columns), e.g. "ows_q_DATE_meetingdate" if the internal name of the column is "meetingdate".
        • If you have several columns for e.g. document types or keywords, and want to be able to refine or search for any of these, regardless of which column they are in, then add all of their crawled properties to the managed property.
        • For these standard SharePoint columns use the following crawled properties:
          Column/refiner Crawled property, in this order Comments
          Workspace ows_SiteName Map to any available RefinableString
          Created by ows_Created_x0020_By, Office:4 Map to any available RefinableString
          Modified by ows_Modified_x0020_By, LastModifiedBy, LastModifier, ows_ModifiedBy, Office:8 Map to any available RefinableString
          Created   No mapping is required as it, by default is refinable
          Modified   No mapping is required as it, by default is refinable
          You can find  "Office:4" or "Office:8" by filtering on Office:

      5. Note down the name of the used managed property, as you will later need to know their names, when creating the custom search results page.
      6. Click on the "OK" button on the bottom of the page.
    3. For each of SharePoint's default document properties that you might not want to refine on but to be able to search on, using custom aliases, e.g. documentname:agenda, instead of filename:agenda.
      Document property Managed property
      File name Filename
      Document title Title
      Document author Author
      Created Created
      Modified LastModifiedTime
      File size Size
      Do the following:
      1. In the Managed properties page, search for the column's built-in property name.
      2. Open the managed property.
      3. Make sure that the managed property is "Queryable":

      4. scroll down to the "Alias" section and add your custom aliases. If the managed property already has default aliases, first copy these to your clipboard, as these will for some reason otherwise be removed after you save your changes. You therefore need to edit the managed property a second time and paste them back as the default aliases.
      5. Click on the "OK" button on the bottom of the page
    4. If you have Single line of text site columns, whose values you would like to be able to search on, without using an alias as prefix, you need to make their values searchable (by default all managed metadata columns are searchable). The "Searchable" value of the managed properties that you customized in step 3 above, the RefinableTYPEXX properties, cannot be set, so to make these columns searchable you need to:
      1. Search for a managed property whose name starts with the column's name and has "OWSTEXT" as a suffix.
      2. Open the managed property.
      3. Set the managed property's "Searchable":
      4. Add a Mapping to the column's crawled property, as described in step 2d above.
      5. Click on the "OK" button on the bottom of the page
    5. After mapping the refinable managed properties the changes will be applied to the index first after the next full crawl. To speed up the process, before creating the custom search results page, either reindexing one of the sites or libraries that contain the crawled properties that you have mapped in step 5 above. This is done by:
      • Recrawl a site:
        Go to "Site Settings" > "Search and offline availability" > "Reindex site"
      • Recrawl a library:
        "Library Settings" > "Advanced Settings" > "Reindex Document Library"

    Further information about managed properties, can be read in the following articles: