This article describes how to use Happeo's Search tool, covering its features, filters, management, FAQs, and troubleshooting.
Package information: Happeo's core Search tool (excluding Federated Search) is included in all packages. This means all packages have access to People search, Document search, Email and Google Chat search, Calendar search, and Slack search.
What does Happeo’s Search do?
Happeo’s search functionality is designed to provide fast, accurate, and relevant results across all connected systems. By leveraging advanced algorithms that rank content based on keyword relevance, semantic analysis, and custom weighting, users can easily find the information they need. Whether searching for pages, posts, or third-party app data, Happeo ensures a streamlined and intuitive experience, with optimized filters and time-based relevance adjustments to prioritize the most relevant results.
Happeo's Search employs semantic analysis to understand the meaning behind your queries. This allows it to find relevant results even if your search terms don't exactly match the words used in the content. Additionally, Happeo's Search incorporates typo tolerance, meaning it can often understand and return relevant results even if your search query contains minor spelling errors.
What's the difference between Universal Search, Search AI, and Federated Search?
There's actually not that much of a difference, but the differences are important. While Universal Search, Search AI, and Federated Search share the same interface, they function independently:
- Universal Search: Provides results ranked by relevance, considering both the terms used and their meaning. It analyzes metadata, titles, and content from Happeo-hosted Pages, Channels, and Posts, and also includes some external search connectors (OneDrive, Google Drive, Slack).
- Search AI/AI Response: Sits above Universal Search results and processes unstructured queries using natural language understanding. It synthesises answers from internal sources and attached files but does not automatically include integration content unless specified by a filter.
- Federated Search: Allows users to expand their search scope to external integrations such as Miro or Salesforce.
Beginning the search process
To get started, you can start by clicking the search bar at the top center of the platform.
Note: Microsoft users cannot search for shared folders and documents from different Microsoft tenants.
Search predictions and autocompletion
As you type your query into the search bar, Happeo will automatically suggest and complete your search query. These predictions appear directly within the search bar as you type.
If the autocompleted query matches what you're looking for, you can quickly select it by clicking the right arrow button next to the suggestion.
This feature helps you save time and effort by anticipating your search intent and offering relevant suggestions.
Preview search
Quick Filters
You will first be presented with Quick Filters below the search bar. Quick filters help you search faster, showcasing search connectors such as:
- Pages
- Channels
- People
- Posts (Posts, Articles, and Announcements)
- Launcher
- Hashtags
- Integrations
- Federated Search Connectors
You can expand or collapse your quick filter view using the ‘Show more’ and ‘Show less’ buttons. Your recent search history is also displayed.
To search within a specific search connector, click its corresponding quick link. Only one quick filter can be active at a time. Pressing Enter will redirect you to the wide search window, displaying results exclusively from the selected connector's tab.
For customizing quick filters, please refer to the ‘Admin Settings: Search’ article.
Search AI
When you enter a query in the search bar, Search AI automatically activates, searching and generating content from your entire intranet. For targeted searches, you can click on any of the enabled search connectors displayed below the search bar to focus the AI's search on that specific source.
Learn how to enable and use Search AI in this article.
Manage recent search history
To manage your recent search history, you can remove individual searches by clicking the X next to them, or clear all recent searches at once using the "Clear all" button at the top of the list. As you type, Happeo will offer search predictions.
To clear the search bar, click "Clear" on the right side. To cancel a search in progress, click the X also located on the right side of the search bar.
Wide search
Use the search bar to perform a wide search. Just type your query and press Enter to see search results.
Search AI
To quickly find relevant information, AI-generated results are displayed at the top of the search results page, drawing from your Happeo content, connected integrations, and attached files. Learn more.
All results
Located below the AI-generated results, the 'All Results' filter provides a list of top search results ordered by relevance.
Your search results are displayed in two sections. The main results, including Happeo channels, pages, people, posts, and launcher items, are shown on the center-left. Results for integrations, apps, and hashtags appear on the right. Clicking "View all" for any of these right-hand categories will show you all related results.
Clicking any search result, whether from the main list or the right-hand categories, will take you directly to that item's location, which could be within Happeo or in an integrated app like Google Drive or Slack.
Search filters
Refine your search using the filters on the left. You'll find section filters and app filters, including Happeo's search connectors and any other search connectors (integrated apps) you've installed from the App Marketplace.
Actionable items
Hovering over a search result reveals available actions, which vary depending on the content type. Here are some examples:
Happeo content:
- Pages – You can open the page in a new tab, bookmark it, or share it.
- Channels – If you're not a member, you can join or request to join a channel (this works the same way as in Discover Channels, without any additional requests for calendar or folder access). For channels you're already in, you can open it in a new tab, bookmark it, or share it.
- Posts – You can open a post in a new tab, bookmark it, or share it.
Integrated app content:
- Google Drive – You can download the file, open it in a new tab, or bookmark it.
- Gmail – You can mark the email as read or unread, or open it in a new tab.
Happeo’s content categories: A breakdown
Pages
The ‘Pages’ filter searches the content of Happeo Pages you have permission to view. This includes all text within page widgets and any hashtags associated with the pages.
Note that while page content is indexed, Happeo Search does not index the documents themselves that are embedded within page widgets. To make these documents searchable, we recommend including keywords from the document content in the widget title and/or using relevant hashtags on the page.
You can further refine your page search using the following filters:
- Page group
- Page author
- Page language
- Updated (based on year)
Channels
The ‘Channels’ filter searches all Happeo channels you can access in some way: those you're already participating in, those you can freely join, and those you can request to join. The search results let you navigate directly to a channel, join a channel, or request access to a restricted channel.
You can filter your channel search by visibility:
- Open (visible to everyone)
- Access Request (requires approval to join)
- Restricted (not visible to everyone)
People
The ‘People’ filter searches for users and groups within Happeo. You can refine your search by:
- Department
- Title
- Cost center
- Location
Posts
The ‘Posts’ filter searches all posts and comments within Happeo channels you're a member of. Results are displayed based on relevance.
You can refine your post search using these filters:
- Search for – Search for posts, comments, announcements, or articles.
- Published – Filter by publication date.
- Author – Search for posts by a specific author.
- Channel – Limit your search to specific channels.
- Attachments – Filter for posts with or without attachments.
- Post type – Filter by posts, comments, or announcements.
- Post layout – Filter by posts or articles.
Launcher
The ‘Launcher’ filter searches your saved launcher items. You can filter your search by:
- All – View all apps or only your favorites.
- Sort by – Sort alphabetically from A to Z or Z to A.
How to manage search connectors
Note: Only Happeo admins can modify the search connectors used for search and search predictions.
Managing your search connectors is crucial for optimizing the search experience within Happeo. This allows you to control which content sources are searchable, prioritize certain results, and ultimately help users find the information they need quickly and efficiently.
You can find detailed instructions on how to access and configure these settings in our dedicated article. This article provides steps on how to enable/disable connectors, adjust search result and prediction settings, and reorder connectors for optimal filtering.
How search indexing works and search analytics are calculated
Understanding how search works within Happeo can significantly improve your experience and help you find the information you need quickly and efficiently. This involves knowing how your search queries are indexed, scored, and ranked, as well as how partial searches and suggestions function. Furthermore, understanding how search analytics are calculated can provide valuable insights into search behavior and help optimize content for better discoverability.
For a detailed explanation of Happeo's search engine, please refer to our dedicated article.
Best practices
To get the most out of search and ensure your content is easily discoverable, it's important to follow some best practices. These practices cover everything from keyword optimization to ensuring important information isn't lost over time.
For detailed guidance and specific tips on optimizing your content for Happeo’s Search, please see our dedicated article.
FAQ
Why are search results in ‘All Results’ showing posts made many years ago?
You might be seeing posts from many years ago in the "All Results" section of Happeo's search results because the search results are sorted based on relevancy rather than recency. This means there may be cases in which older posts deemed more relevant to your search query will be displayed higher in the results.
If you would like to ensure that specific results appear at the top, you can follow the instructions provided in this article, specifically the guidelines on how to promote your content.
Why are the search results showing posts made by removed users?
You may come across posts made by removed users in the search results because when a user is removed from Happeo, the posts and articles they published are not automatically deleted. Instead, they are retained within the Happeo system. As a result, these posts can still appear in search results even though the user who created them is no longer active or present on the platform.
Why are posts and articles being shown in a different order between ‘All Results’ and ‘Posts?’
The reason for the difference in the order of posts and articles between the "All Results" and "Posts" sections is the sorting criteria used for each section. In the "All Results" section, the results are arranged based on relevancy, meaning that the most relevant posts and articles to your search query will be displayed at the top, regardless of their recency.
On the other hand, the "Posts" section specifically focuses on recency, prioritizing the most recent posts and articles to appear first in the results.
Why don’t channels I am not a member of appear in search results?
Our current approach prioritizes search relevance and aims to provide a focused set of results, which is why channels you are not a part of are not displayed in search when filtered by channels. This decision helps avoid confusion or unexpected results when users encounter channels they are not a member of.
On the other hand, "Discover Channels" is specifically designed for exploration and discovery, and therefore, you can find channels you are not a part of since you are actively seeking new channels and channel content.
Why is information from drop-down menus on a page not visible in the search results?
The reason information from drop-down menus on a page is not visible in the search results is that content from these drop-down menus, specifically those from the accordion widget and most other widgets (except text widgets), is not searchable. As a result, any content contained within these drop-down menus is not indexed or considered for inclusion in the search results.
Troubleshooting
Why isn’t the Page name shown using the Search in: [Page name] function?
The reason behind this issue lies in the capabilities of Admin mode. When you are an admin with admin mode activated, you can view and edit pages that have not been explicitly shared with you. In cases where a page isn't shared with you, but you still possess the ability to view and edit it, the effectiveness of the "Search in" function gets compromised.
To resolve this matter, you can take the following steps:
- Navigate to the specific Page in question
- Click on the edit icon located at the upper right corner of the Page
- Access the Page Group settings through the sidebar, identifiable by the file symbol
- Select Share Page Group
- In this step, add yourself as either a Viewer or Editor of the Page
- Configure the permissions as required
- Confirm your changes by clicking Save Changes
Google specific: Unseated and unassigned users are appearing in the People Search
To ensure that unseated / unassigned users are not visible in Happeo's People Directory, People Search (or Org Chart), as a Google admin, you can follow any of the following steps:
- You can disable directory sharing for each unassigned / unseated user individually through their Google admin panel. However, this approach has a downside: it also hides these users in Google, which may or may not be desired. Additionally, this process is quite manual
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Alternatively, you can first suspend the unassigned / unseated user in Google and then move them to a Google Organizational Unit (OU) that is not synced or within the scope of Happeo. It is crucial to follow this specific order to avoid the need for an orphan scan
- If the users are moved to an un-synced OU and then suspended, you will need to request an orphan scan
In the event that the suspension of users in the Google platform is not preferable, and there exists a requirement to prevent the visibility of specific employees or former employees within Happeo, a course of action would involve transferring them to an Organizational Unit (OU) that is unsynchronized or lies outside the scope of Happeo's synchronization.
Subsequently, it is advised to submit a support ticket to Happeo and request an orphan scan. This scan, once executed, will automatically suspend all users who no longer fall within the synchronized scope but have yet to be designated as suspended.
Why is my recently published page not appearing in search results?
When a newly published page fails to appear in search engine results, it can be frustrating. However, this is a common issue with several potential causes.
Issue: Recent publication delay
- Explanation: Happeo’s Search needs time to discover, crawl, and index new pages. A page published within the last minute may not be immediately visible in search results.
- Solution: Be patient. Allow some time for the search engine to process the new page.
Issue: Page publication status
- Explanation: If a page is not properly published, it won't be indexed.
- Solution: Verify that the page is indeed published and publicly accessible.
Issue: Insufficient permissions
- Explanation: Search engines may not index a page if the user attempting to request indexing lacks the necessary permissions.
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Solution:
- Check permissions: Ensure you have the appropriate permissions to publish and manage the page.
- Permission updates: If your access permissions were recently changed (e.g. from no permissions to editor or viewer), be aware that it can take up to 30 minutes for Happeo’s Search to recognize the updated permissions.