Search configuration for SharePoint Online

Setting up SharePoint Online for MacroView columns, in particular search

MacroView DMF and MacroView Message support for “Search” in SharePoint Online was introduced in April 2016 (version 8.2) with the same out-of-the-box search masks used for SharePoint 2010 and 2013.

These search masks are embedded in vesrion 8.2. The ability to customise and define your own search masks for SharePoint Online was introduced in version 8.4.

MacroView DMF and Message both work with a standard set of “MacroView” columns which are then mapped to associated managed properties in Search.

These managed properties must be defined properly for Search to work. There are plans for a script / utility to create these. For now, the required managed properties are listed below along with how to define them.

The managed properties fall into two groups:

  • those of type Text which can be created manually (or by scripting)
  • those of type Date and Time which must be set up manually (and may be able to be scripted).

Standard managed properties

Creation of managed properties is done from the “Manage Search Schema” page. To get there, log into SharePoint Online as an admin user and navigate to SharePoint Admin Center > Search > Manage Search Schema.

To create a new managed property click on New Managed Property.

Note that at time of writing Microsoft were looking to change the SharePoint Online management interface so these instructions may become inaccurate.

The following properties should be created and defined as type Text. Their properties are as follows:

Name (Case sensitive) ​Properties Mapped crawled properties* ​
mvTo ​Type: Text (Multi, Query, Search, Retrieve) ​ows_mvTo
mvFrom ​ Type: Text (Multi, Query, Search, Retrieve) ows_mvFrom
mvSubject ​ ​Type: Text (Multi, Query, Search, Retrieve) ​ows_mvSubject ​
mvMyDocument ​ Type: Text (Multi, Query, Search, Retrieve) Office:4, Office:8, Mail:6** [leave include content from all crawled properties ticked]
​mvHasAttachments ​ Type: Text (Query, Search, Retrieve) ows_mvHasAttachments ​
mvImportance ​​ Type: Text (Query, Search, Retrieve) ​ows_mvImportance
mvCheckoutUser ​​ Type: Text (Query, Search, Retrieve) ​ows_CheckoutUser

*Note 1:The crawled properties will appear after the columns mvTo, mvFrom, etc have been created, assigned data, and a search crawl run. See below for more details.

**Note 2: Office:4 is not the same as Office4. The easiest way to find these crawled properties is to type in just the number – eg type in “4” and “Office:4” will be returned.

Special properties - configuring mvReceivedTime

In SharePoint Online it is not possible to create a number of types of managed property. Instead Microsoft has provided sets of managed properties of the relevant type for us to use. Most of the settings for these are not alterable so typically we map the necessary crawled properties to them and give them an alias.

  • Inbuilt managed property: RefinableDate00
  • (Type: Date and Time)
  • Map crawled property: ows_mvReceivedTime
  • Alias (Case sensitive): mvReceivedTime 

Ensuring crawled properties exist

Crawled properties are created by SharePoint when a new column is indexed by the Search Indexer for the first time. As a general rule a column needs to have been assigned data to be picked up in the search index.

The MacroView standard columns can be created using the MacroView sample library utility - see Step 3: Install MacroView Sample Libraries on the MacroView DMF 365 Evaluation page

You can ensure the columns are populated with data by dragging some files and emails into the sample library. Note that your emails should include attachments and ideally be of high importance to ensure the mvImportance and mvHasAttachments columns are populated.

To force the library to be indexed as soon as possible, go to Library Settings > Advanced and click on Reindex document library.

SharePoint Online Search indexing / reindexing is usually done within 15 minutes, and almost always within an hour. However there have been occasions where it can take a number of hours so don't panic if it seems to be taking a while.

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