Enable advanced search for custom columns SharePoint 2010

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In this article we will show you how to configure new search metadata and add it to your advanced search properties, for example we have a custom site column with name “ReferenceNo” that we used in many content types and we need to add it in our search properties that the user can use it to filter search results so what we will do is create a SharePoint search “managed property” that refer to this site Column.

1- From the central administration application management page click on manage service applications

Adding custom search metadata in your advanced search SharePoint 2010

2- Click on Search Service Application or select it then click manage from the ribbon bar

Adding custom search metadata in your advanced search SharePoint 2010

3- In the left hand bar click Metadata Properties.

Adding custom search metadata in your advanced search SharePoint 2010

4- Then click new managed property.

Adding custom search metadata in your advanced search SharePoint 2010

5- Enter the property name and the description. In the use in scope section check the Allow this property to be used in scopes option.

6- On the same page click Add Mapping. The following screen will appear.

Look for Reference NO, select it, and then click ok.

Adding custom search metadata in your advanced search SharePoint 2010

Note: you must fill this site column with any value and did a full crawling search that we can find our custom column here if we didn’t make these steps you can’t able to find your custom column here.

You will be back the previous page. Click ok then.

Adding custom search metadata in your advanced search SharePoint 2010

7- Go to your advanced search web part then click edit page.

8- Select “Edit Web part” from the Edit menu on the advanced search web part.

Adding custom search metadata in your advanced search SharePoint 2010

9- Expand the Properties section and then click on the XML in the Properties box. You should be able to expand the view of the XML by clicking on the ellipse button.

Adding custom search metadata in your advanced search SharePoint 2010

10- Add the tag of your property in the property definitions section modify the DataType attrbuite with your property data type “your site column data type” and add another element in the result types section “this will appear in the advanced search properties dropdown list” of the XML as it’s shown below. Then when you finish click ok.

Adding custom search metadata in your advanced search SharePoint 2010

Note: add your property element in as the first element inside result types section in your XML.

11- Now go to the search page. You will find the Reference NO is added to the properties as below.

Adding custom search metadata in your advanced search SharePoint 2010

Note: you must start full crawling again after these two properties added that you can test after crawling is finished the advanced search with these two properties .

Thanks !

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28 thoughts on “Enable advanced search for custom columns SharePoint 2010

  1. Pingback: search – determining if a metadata property is indexed or not | Asking

  2. Hi Wael,

    Thanks so much for the entry. But I have an issue:

    I followed the instructions to add a new property in advanced search, and to be able to search based on the custom column I made (which are metadata tags).

    It worked well last week; but this week I started editing existing documents within the same library to add their metadata tags. When searching, however, the content with new tags don’t appear – just the old ones which appeared last time. This is even when I added the same tags to other files in the library. For instance, file A with metadata tag (in the custom column) ‘Documents’ appear in the search results, but file B with the exact same tag, but added only now, does not appear.

    I have tried full crawling 3 times, as well as re-mapping the managed property to the crawled property.

    Please help!

    NB: I also asked in SharePoint StackExchange: http://sharepoint.stackexchange.com/questions/157622/new-column-content-not-appearing-in-search-results-with-use-of-managed-property

    • I’ve found the problem! It turns out that the new files I added were automatically added as ‘checked out’. I just had to check them in and now they’re fully searchable! I only discovered the problem because I checked the same list through a colleague’s account (who also has full permission) and noticed that the files don’t appear in his account. I then started checking the properties and noticed the ‘Check In’ button.

      It’s funny I didn’t notice that before, and I feel kinda dumb! hehe. Well now to check why they were uploaded as checked out, and prevent that from happening.

  3. Pingback: New column content not appearing in search results (with use of managed property filter) » Rent in London

  4. Pingback: New column content not appearing in search results (with use of managed property filter) | Asking

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  6. Pingback: determining if a metadata property is indexed or not | DL-UAT

    • I didn’t try it and i think it is not there , and if it is exist in 2007 it will not implemented using this way as the 2007 doesn’t contain service application for search and the search is part of shared service provider in 2007

  7. Thanks Wael, this is really clear and helpful.

    One question: Can the new search crawl property be limited to a specific Site Collection? Or do I need to have a different Server Instance to do this?

    Specifically, I want to implement a managed lookup for one particular business unit and not have it impact, be applied or even be visible throughout all other Sharepoint sites for the rest of the company. Or rather, the Admin staff don’t want it doing so.

    Any help greatly appreciated….

  8. I think this is one of the most important information for me.

    And i am glad reading your article. But should remark on some general things,
    The website stylke is wonderful, the articles is really excellent :
    D. Good job, cheers

  9. i did the same thing for a sharepoint online site to search data based on Tags and Ratings. Iam getting blank results.

  10. Hi, Wael! Thanks for the article! I used your article for a document library with custom columns. I followed your steps exactly to define the custom columns as managed properties and made sure to make a full crawl. All custom columns are filled with values, but the search doesn’t give any results. What can it be, did I forget something?

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  12. Thanks for this detailed information. I managed to implement this, but the results are only libraries, instead of documents… What can it be?
    Thanks in advance.

  13. made some corrections below:

    ** Then I added PropertyDef Name=”IncDocument” DataType=”text” DisplayName=”Incoming Document” & PropertyRef Name=”IncDocument” in the XML view of the property definitions section.

  14. Hi, Wael! Thanks for the article, it’s really helpful. But I have a problem – my search with the new added properties returns no values now. For example: I have a site column “Incoming Document”, that I added as a mapping to my new metadata prorerty “IncDocument”. Then I added & in the XML view of the property definitions section . As a result, I have “Incoming Document” in my Advanced Search prorerties list – it’s OK. Then I did a full crawl. After that, I’ve tried to search within “Incoming Document” column & there are no results =( But the column is not empty on site.

    What can it be? Maybe I forgot about something?

    • I faced the same problem and what i did is ensure that there is a value in this columns then i did a full crawling again !! and result is coming 🙂 🙂

  15. Pingback: Understand Site Level Search Scope In SharePoint 2010 « All About SharePoint

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