Enterprise search is the organized retrieval of stored business data within an organization so that users can securely enter and find data across enterprise databases. This type of software cleans and structures data to make information that is usually spread across a variety of repositories easier to find.
While integration is not required, enterprise search software can pull information from various sources such as
- HR Management Suites
- Supply Chain Management Suites
- Product Lifecycle Management
To qualify for inclusion in the Enterprise Search category, a product must:
- Collect and update information from different data sources, types, and formats
- Index or archive data
- Provide intelligent search options to auto-complete, find similar, or rank by relevance
- Create an interface to search and retrieve data
- Allow users to refine their search using advanced filters
- Define user permissions to access information
How does Enterprise Search Work?
Enterprise search is made up of several sub-systems.
- What happens first is that a “crawler” crawls directories and websites, and extracts content from databases and other repositories, and arranges for content to be transferred to it on a regular basis so it can notify the search engine that new information is available.
- Next, a searchable index is created, and other value-added processing, such as metadata extraction and auto-summarization, may take place. These functions group information into logical categories that in turn can be searched and return results to users based on how the particular search engine has categorized them.
- Query processing–
- Once this index is created, queries can then be accepted. Queries aren’t necessarily questions, as they can also be just terms or phrases that represent whatever you’re looking for, type into the search box. At this point, the search engine processes the query by passing over the index, finding the information that matches the particular term or subject entered, and sending that information to some sort of processor, which then sorts the information by relevancy or other measures, clusters is based on the categorization, applies some other logic (such as “best bets” or “recommended best”).
- Last comes the formatting, which presents the results page that you’re used to seeing, in whatever format you’ve chosen.
Turning a database into a series of results is a five-part process. An enterprise search solution encompasses all steps of the process. The first three steps are completed before any “search” is actually made.
- Content Awareness: The search has to know which databases it can access, this is a process known as “content awareness.”
- Processing: The content has to be processed so that it can be quickly and efficiently recalled. The source content is converted to the same type of document so that it can be quickly searched by the search solution.
- Indexing: The processed content is sorted into an index that keeps track of the frequency of a term.
- Query: A user makes a query – or search. The query is a combination of what the user is looking for as well as directions to certain parts of the index. For example, if a user is searching for “Marketing Statistics” they make a query.
- Matching: The search compares the query to the index and returns any matching entries. The search will return any entries that include “Marketing Statistics,” but may also return similar results.
The last two steps are what most people think of when they think of a “search.” A request is made to the enterprise search engine to find a certain term and the engine returns results that relate to that term based on the tuning and optimization criteria.
Modern Enterprise Search
This is where third-party search providers come into the picture. An advanced AI-algorithm based search has the capability to index data from the content sources you provide, be it in or out of the cloud.
And with new startups sprouting, the competition has driven them to create search engines that advocate for unlimited content sources with out-of-the-box support and at no additional cost. It eliminates information silos across diverse platforms to give users a seamless experience.
With powerful in-built connectors, you can connect to most of the content sources across your enterprise or make custom integrations for a tailored solution.
If you wish to create an enterprise search then you can reach out at firstname.lastname@example.org with your specifications.