Knowledge base SharePoint platforms enable convenient centralized access to company information.
However, site search issues can severely limit content visibility. Suddenly, users struggle to locate documents stored in the knowledge base – reducing productivity and satisfaction.
By implementing targeted fixes, companies can keep SharePoint knowledge bases highly findable – even when native search breaks.
Below we detail 8 impactful approaches to guarantee content accessibility in SharePoint repositories.
Back-Up Search Functionality with Google
Integrating a Google search box into SharePoint offers redundancy if native tools go down. You simply embed custom coding to enable scanning and indexing of knowledge base content.
With Google providing search power, users always have an alternative route to locate SharePoint-stored data quickly.
Use Metadata to Track Documents
Categorizing knowledge base content with detailed metadata makes items identifiable despite failed searches. This additional context aids manual browsing to pinpoint information.
Some useful metadata fields for SharePoint include:
- Title
- Subject
- Author
- Keywords
- Category
- Date Published
Establishing a formal taxonomy and tagging protocol optimizes discovery when searching is unavailable.
Implement Intelligent File Structures
With thoughtful information architecture, SharePoint knowledge bases become navigable without relying on search tools.
Use descriptive folder hierarchies, logical naming conventions, and clear labeling to organize content sensibly. Employees can then intuitively drill down to find what they need.
Additionally, group related documents into pre-defined libraries for straightforward access based on context.
Enable External Sharing Capabilities
By allowing public links, SharePoint content stays findable even if your internal search breaks. Users can access documents directly via URL rather than having to run search queries.
Toggle external sharing at the site, library or file level. But carefully control permissions to prevent sensitive data leakage.
Build a Custom Table of Contents
Manually index SharePoint knowledge base content to help users orient themselves without search functionality.
A simple table of contents page with links pointing directly to various libraries and folders assists navigation. Ensure to keep it updated as new information gets added.
Add “Recently Updated” Web Parts
Displaying dynamic feeds of the latest revised documents guides users to fresh SharePoint content. This requires no search ability whatsoever.
The “Recently Updated” web part showcases updated files across all libraries – acting as a springboard to new information.
Use Alerts to Flag Relevant Uploads
With alerts, SharePoint proactively pushes notifications about uploads related to saved searches. This removes reliance on standard search, delivering context-sensitive updates to users automatically.
As relevant content gets added to libraries, subscribers stay informed without having to manually hunt for information.
Integrate Intelligent Chatbots
Implement chatbots like Microsoft’s RAVN AP to handle knowledge base queries in natural language when search is inaccessible. Users simply ask questions and get pointed to the most relevant documents.
The artificial intelligence recommends content based on intelligent algorithms – no need for keyword matching. This provides a fully conversational method to find information.
By putting these 8 strategies into action, organizations can empower users to easily self-serve critical company knowledge – with or without a working search function. The key lies in establishing redundancy and enhancing existing content hierarchies.
What has your experience been when SharePoint search breaks down? What tactics have you found most useful to keep key information discoverable for employees? We welcome your thoughts below.
