Manage Search

Use the Manage Search portlet to administer search.

To manage Portal Search, click Administration > Manage Search from the portal menu. The portal displays the administration portlet Manage Search.

From the Manage Search page, you can view the following search related resources and work with them:

Notes:
  1. This portlet help gives instructions for using the Manage Search portlet only. For more information about search services, collections and scopes, planning considerations and how to configure search in your portal refer to the WebSphere Portal Information Center > Portal Search.
  2. For some portlet panels Manage Search shows a bread crumb trail of your navigation path below the portlet title bar. If you want to return to a previous panel of the portlet, click the appropriate link in the bread crumb trail.
  3. When you work with the Manage Search portlet, data entry fields marked with a red asterisk ( * ) are mandatory.

Search Services

Search Services allows you to view and manage the WebSphere Portal search services. Search Services represent separate instances of the search engine provided by WebSphere Portal that can be used for searching content by means of the Search Center. When you create a search collection, you have to select a search service. That search service will be used to perform searches that end users request on that collection. A search service can be used for searching multiple search collections. You can set parameters to configure a portal search service. This allows you to set up separate instances of search services with different configurations. You can also set up multiple portal search services and thereby distribute the search load over several nodes. The following Search Service is provided by WebSphere Portal by default:
Portal Search Service
Select the Portal Search Service to manage search collections that contain portal pages, content managed by Web Content Management, or indexed Web pages. For a cluster portal environment you need to set up a remote search service. For details about how to do this refer to the Portal Search documentation in the WebSphere Portal Information Center.
Note: The HTTP crawler of the Portal Search Service does not support JavaScript. Text that is generated by JavaScript might not be available for search.

You can also create additional custom search services and add them to your portal.

Managing search services

To manage search services, click Search Services. Manage Search shows the Search Services page. It lists the Search Services in your portal and their status, that is whether they are available or not. Select the following options or icons and perform the following tasks on search services:

Creating a new search service

To create a new search service, click the New Search Service button. Manage Search displays the New Search Service page. Enter the required data in the fields and select from the available options:
Service name
Enter a name for the new search service. The name must be unique within the current portal or virtual portal. This field is mandatory.
Search service implementation
Select the required search service implementation from the drop-down menu.
Service parameters
Existing service parameters are listed in the table. Select from the following tasks:
Adding a new service parameter
If required, enter a new service parameter key and its value, and click the Add Parameter button. Manage Search refreshes the parameter list with the new parameter added.
Editing a parameter
To edit a parameter, proceed as follows:
  1. Locate that parameter in the list and click the Edit icon. Manage Search shows the Edit parameter page.
  2. Enter a new value for the parameter as required. (The Parameter Key field is blocked from updates.)
  3. Click OK to save your update, or click Cancel to return and keep the previous value.

For more details about the parameters, refer to the Portal Search topics in the Information Center.

Deleting a service parameter
To delete a service parameter, locate that parameter in the list and click the Delete icon. When the confirmation prompt shows, confirm by clicking OK, or click Cancel to return without deleting the service parameter.

When you have completed the data entry and selection of options, click OK to save the new search service. To return without saving, click Cancel.

Managing the collections of a search service

To manage the collections of a search service, click the name of that search service in the services list. You can also select Search Collections from the main Manage Search portlet panel. Manage Search displays the Search Collections page. It lists the search collections of the selected search service. You can now manage these search collections and their content sources. For details about search collections and how to manage them refer to Search Collections and content sources.

Editing a search service

To edit a search service, locate that search service in the list and click the Edit icon. Manage Search displays the Edit Search Service page. Update the service data and select from the available options as required:
Service name
Update the name for the search service as required. The name must be unique within the current portal or virtual portal.

For the other data entry fields and options, proceed as described under Creating a new search service.

Deleting a search service

To delete a search service, locate that search service in the list and click the Delete icon. When the confirmation prompt shows, confirm by clicking OK, or click Cancel to return without deleting the search service.

Search Collections and content sources

Search Collections allows you to view and manage the search collections and their content sources in the portal. You can build and maintain search collections of Web content, Web Content Management Content, and portal content, and the related search collections. Users can then search these collections by using the portal Search Center. If you configure a copy of the Search and Browse portlet for a search collection, users can perform advanced searches on that collection.

A search collection can have one or more content sources with content such as Web pages, Web Content Management content, or portal pages and portlets.

During the search collection build process, content is retrieved for indexing through a crawler (robot) from the content sources. The search collection stores keywords and metadata, and maps them to their original source. It thereby allows fast processing of requests from the Search and Browse or Search Center portlets.

Searchable resources can be stored on the local portal server or on remote content sources. Content can be processed by the crawlers, if it is accessible through the HTTP protocol. For example, this can be portal pages, Web Content Management content, and documents and content hosted by Web servers. The documents can be of different types, for example, editable text files, office suite documents, such as Microsoft and OpenOffice, or PDF files.

Note: In order to make documents available for search by users, make sure you perform the following tasks:
  • To add documents collected by a crawl, do either of the following:
    • Select global acceptance of documents returned by a crawl. You do this by enabling the option Add all documents to collection automatically when adding a new content source to a collection.
    • Accept documents individually after a crawl: Click the View Pending Documents icon and accept the required documents from the document list resulting from the crawl. For details refer to Working with Pending Documents.
  • The Search Center is part of the default portal installation. If you want your users to be able to perform more advanced searches by using the Search and Browse end user portlet, install the Search and Browse portlet, configure it with the name of the search collection that you created, and add it to the users' pages. For details refer to the Search topic in the Information Center, section Configuring the Search and Browse portlet for users.
For more details about how to work with search collections and content sources, refer to the following sections:

Managing Search Collections

To manage search collections and their content sources, click Search Collections. Manage Search shows the Search Collections page. It lists the search collections in your portal, together with related information, such as the following:
  • The name of the search collection
  • The description of the search collection, if available
  • The search service by which the collection is indexed and searched
  • The number of documents in the collection
  • The icons for performing tasks on the search collection.
From the Search Collections panel, select the following options or icons and perform the following tasks on search collections:
  • Search Service. If you clicked Search Collections from the main Manage Search panel, the Search Collections panel lists all the search collections in your portal. To restrict the list to search collections of one search service, select that search service from the search services pull-down list. If you entered the search Collections panel by clicking a search service name in the list of search services, the list shows only the collections for that service. If you want to view other collections, select the search service as required from the pull-down list.
  • New collection. Select this option to create a search collection.
  • Refresh. Select this option to refresh the list of search collections. This updates the information and the available option icons for the collections. Examples:
    • If a crawl is running or was completed, the number of documents is updated.
    • If a crawl was completed on a collection since the last refresh, option icons can appear, such as View Pending Documents or Search and Browse the Collection.
    • If another administrator also worked on search collections at the same time, the information is updated accordingly.
  • Arrow icons. To go to a different page in the list of search collections, click the required arrow icon, or enter a page number in the page number entry field and click the Go icon. Both options are available at the top and the bottom of the search collections list.
  • Click one of the links or icons for a specific search collection and perform one of the following tasks.
    Note: The icons for some tasks are only available if the current user can perform the specific task on the search collection.
    • Click the collection name to view the status of the search collection and manage the content sources of the search collection.
    • View Pending Documents. Click this icon to work with pending documents, that is to edit and approve documents before releasing them for search by users. If you disable the option Add all documents to collection automatically for a content source, the documents returned by a crawl of the selected search collection are sent to the Pending Documents box. You can edit and accept, or reject the documents. By accepting documents you make them available for search by users. For details refer to Working with Pending Documents.
    • Search and Browse the Collection. Click this icon to search and browse a search collection and to work with the documents of the selected collection. You can perform the following administrative tasks:
      • Browse the documents of the selected collection.
      • Search the documents of the selected collection.
      • Edit the fields of the documents in the selected collection.
      • Delete documents from the selected collection.

      The user interface of this panel is similar to that of the Search and Browse end user portlet. For details about how to use the features of this panel and about the search syntax refer to the portlet help of the Search and Browse portlet.

    • Manage Category Tree. If you are using a rule-based categorizer for the selected search collection, you can define its categories and create filter rules per category. Click this icon to manage that taxonomy. This shows only for search collections for which you selected a user-defined rule-based taxonomy when you created the search collection. For more information about this refer to Managing the user-defined rule-based categorizer for a search collection.
    • Import or Export Collection. Click this icon to import or export the document and index data of the search collection. (Portal Search uses an internal XML interface for this.) The export and import operations can be useful for migrating your search collections between different versions of Web Sphere Portal. For details about this refer to Migrating search collections. For details about how to export and import search collections refer to Exporting a search collection and Importing a search collection 
    • Refresh Collection Data (regathering). Click this icon to manually refresh the collection data. Portal search performs a complete re-crawl on all the content sources of the search collection.
    • Add Document. Click this icon to manually add documents to a search collection.
    • Delete Collection. Click this icon to delete a search collection.

Creating a search collection 

To create a new search collection, proceed by the steps laid out in the following.

Note: The parameters that you select here when you create the search collection cannot be changed later. Therefore plan well ahead and apply special care when you create a new search collection. If you want to change parameters for a search collection, you have to create a new search collection and select the required parameters for it. You can then export the data from the old collection and import it into the new collection. For details about how to do this refer to Exporting a search collection and Importing a search collection.
  1. Click New Collection. Manage Search displays the Create Collection panel.
    Note: The parameters that you select here when you create the search collection cannot be changed later. If you want to change parameters for a search collection, you have to create a new search collection and select the required parameters for it. You can then export the data from the old collection and import it into the new collection. For details about how to do this refer to Exporting a search collection and Importing a search collection.
  2. Location of Collection. Use this entry field to type the directory path where you want the new search collection to be created and the related data to be saved. This field is mandatory as indicated by the red asterisk ( * ). The location of a collection is the directory in which the collection data is stored. It can be a full path or a path relative to the Collections Locations search service parameter. Depending on what you type, the search collection is created in the following location:
    • If you type a name of your choice, the location for the new search collection is combined from the default directory for search locations and the name you type. Example: If you type my_collection_location, the new search collection is created under the directory wp_root/collections/my_collection_location . For details about the default directory for search collections and how you configure it refer to the Portal Search topic in the WebSphere Portal Information Center under Configuring the Manage Search portlet.
    • If you want to create the search collection in a location that is different from the default search collection location, type the full directory location as required. The new search collection will be created under the directory location that you specified.
  3. Name of Collection. Use this entry field to type the name that you want to give to the new search collection. The name that you enter here will show for the search collection in the search collection list and in the hierarchy tree of available content sources when you select locations for scopes. If you do not enter a name, the location that you entered in the previous field is used as a name for the search collection.
  4. Description of Collection. Use this entry field to type a description for the new search collection. The description that you enter here will show for the search collection in the search collection list.
  5. Specify Collection Language. Use this pull-down selection list to select the required language for the search collection. The search collection and its index is optimized for this language. This feature enhances the quality of search results for users, as it allows them to use spelling variants, including plurals and inflections, for the search keyword. Portal search uses this language for indexing if there is no language defined for the document. Select one of the Unspecified options in order to index documents without any stemming of the words.
    Note: This setting is not overwritten when you import a search collection, for example, during the migration of a search collection. If you create the search collection for the purpose of migrating an existing search collection, fill this in to match the setting in the source collection that you want to migrate.
  6. Select Categorizer. Use this pull-down selection list to select the required categorizer for the search collection. Possible values are:
    • None.
    • User-Defined. This categorizer is rule-based.
  7. Select Summarizer. Use this pull-down selection list to select the required summarizer for the search collection. Possible values are:
    None
    No summary is generated for documents. If you select this option, the Search Center uses the description metadata from the document, if the document has one.
    Automatic
    An automatic summarizer is used.
  8. Remove common words from queries. If you want the index of the search collection to filter out common words, mark the check box for this option. If you select this option, the indexer and the search will filter out common words from indexed documents and search strings. Examples for English are: and, or, the, of, in, on.
    Note: This setting is not overwritten when you import a search collection, for example, during the migration of a search collection. If you create the search collection for the purpose of migrating an existing search collection, fill this in to match the setting in the source collection that you want to migrate.
  9. Click OK to save your updates, or click Cancel if you do not want to save the updates.
  10. Manage Search returns to the previous panel. If you clicked OK, the Search Collection list shows the new search collection by the name that you specified. If you did not specify a name, the list shows the directory path location that you specified.

Viewing the status of a search collection 

To view the status of the search collection, click the collection name in the list of search collections. Manage Search shows the Content Sources and the Search collection status information of the selected search collection. The status fields show the following data that changes over the lifetime of the search collection:
Search collection name:
Shows the name of the selected search collection. If you did not enter a name for the Search collection, the collection location is shown here instead.
Search collection location:
Shows the location of the selected search collection in the file system. This is the full path where all data and related information of the search collection is stored.
Collection description:
Shows the description of the selected search collection, if available.
Search collection language:
Shows the language for which the search collection and its index is optimized. The index uses this language to analyze the documents when indexing, if no other language is specified for the document. This feature enhances the quality of search results for users, as it allows them to use spelling variants, including plurals and inflections, for the search keyword.
Categorizer used:
Shows the categorizer that is used by the search collection. For more information about setting a rule-based categorizer for a search collection see Configuring the Destination Categories. For more information about setting a static categorizer for a search collection see the Taxonomy Manager portlet help.
Summarizer used:
Shows whether a static summarizer is enabled for this search collection.
Remove common words from queries:
Shows whether common words are filtered out during indexing this search collection.
Last update completed:
Shows the date when a content source defined for the search collection was last updated by a scheduled crawl and indexed.
Note: The timeout that you might have set under Stop collecting after (minutes): works as a fuzzy time limit. It might be exceeded by some percentage, as indexing the documents after the crawl takes additional time. Therefore allow some tolerance.
Next update scheduled:
Shows the number of active documents in the search collection, that is, all documents that are available for search by users.
Number of active documents:
Shows the number of active documents in the search collection, that is, all documents that are available for search by users.
Note: To view updated status information about the search collection, click the Refresh button of the browser.

On the same panel you can also manage the content sources of the search collection.

If you have a faulty search collection in your portal, the portlet shows a link that takes you to that faulty collection.

Working with Pending Documents 

By default an indexer crawl on a search collection makes the returned documents available for search by users.

If you want to select and approve these documents before they are made available for search by users, remove the check mark from the option Add all documents to collection automatically for the content source under the Advanced Parameter tab when adding a new content source. Documents that result from a crawl on that content source are then moved to the Pending Documents box for approval. The documents are not indexed and cataloged until an administrator processes them in the Pending Documents panel.

The Pending Documents panel contains a list with all documents that the index crawler collected. This includes documents from all content sources defined for the selected search collection, except for those content sources for which the option Add all documents to collection automatically was enabled. In the Pending Documents panel you can edit and accept, or reject the documents individually. To perform these tasks, proceed as follows:
  1. Locate the search collection for which you want to accept or reject documents.
  2. Click the View Pending Documents icon next to that search collection. Manage Search displays the Pending Documents panel. If the list has more than one page of pending documents, use the arrows or the pull-down list to select other pages.
  3. To view a document, click the document title in the list. Manage Search displays the document in a new window, depending on whether the appropriate viewer for that document type is configured for the browser.
  4. To modify the information for a document, click Edit for the document which you want to modify. Manage Search displays the panel for editing the document information. This panel has two boxes. One shows the Document content (Read only) as it was returned by the crawler. The fields in this box are blocked. The other box is named Updated content. The fields in this box are empty. You enter the new information as required. You can modify the following:
    • The Title of the document.
    • The Author of the document.
    • The Subject of the document.
    • The Modification date, that is, the date when the document was last modified.
    • The Destination Categories of the document. You can add or remove categories associated with the document. This option is only available if a categorizer was selected when the collection was created.
    • The Description of the document.
    • The Keywords of the document.
    Proceed by the following steps:
    1. Enter your updates as required.
    2. Click Copy to copy the data from Document Content to Updated Content. Use this option if you want to keep some of the document information and only make additions or minor changes to it. You can still overwrite the copied information under Updated Content.
      Note: If you fill in one or more of the fields in the Updated Content and you click OK, all data under Document Content are overwritten by the data in the fields under Updated Content, even if some of these fields are left empty.
    3. Click Reset to cancel your updates and return to the original state of the panel.
    4. Click OK to save your updates and return to the previous panel.

      Click Cancel to return without saving the updates.

    5. Manage Search returns to the previous panel.
  5. Select Accept for the documents that you want to make available to users for search.

    Select Reject for the documents that you do not want to make available to users for search.

  6. Click Reset to cancel your selection and return to the original state of the Pending Documents panel. Clicking Reset works only if you have not clicked Apply yet after you made your selection.
  7. Click Accept All to accept all listed documents.
  8. Click Reject All to reject all listed documents.
  9. Click Apply to make your selections become effective. Manage Search enters the documents you accept into the system, and indexes and catalogues them. Manage Search discards the documents you reject. Once you click Apply, you cannot use Reset to reset the list of documents.
  10. Click Refresh to refresh the list of pending documents. This updates the list with the new documents that came in while you were working on the pending documents.
  11. Click the appropriate link in the bread crumb trail at the top of the portlet to return to the list of search collections.

If a document is changed on its original content source, for example on the HTTP server where it is stored, it will appear again under Pending Documents after the next crawl. You can then modify, accept, or reject that document again from the Pending Documents panel.

Searching and browsing a Search Collection 

To browse a search collection proceed as follows:
  1. Locate the search collection which you want to browse.
  2. Click the Search and Browse Collection icon for that collection. The Browse Documents panel is displayed.

From the Browse Documents panel you can browse through the entire search collection. If a collection is associated with a category tree, you can navigate the tree and see which documents are associated with each category. You can also delete documents and edit the metadata associated with documents as in the Pending Documents panel. For more information about these operations refer to Working with pending documents. Use the Search feature to perform a search on the collection. To return to the list of collections, click the appropriate link in the bread crumb trail at the top of the portlet.

Migrating search collections 

When you upgrade to a higher version of WebSphere Portal, the data storage format is not necessarily compatible with the older version. To prevent loss of data, export all data of search collections to XML files before upgrading. After the upgrade you create a new search collection and use the previously exported data to import the search collection data back into your upgraded portal.

Notes:
  1. If you do not perform these steps, the search collections are lost after you upgrade your WebSphere Portal.
  2. When you create the search collection on the upgraded portal, type data and make selections as follows:
    • Fill the location, the name, and the description of the new collection in as required. You can match the old settings or type new ones.
    • For Remove common words from queries and Specify Collection Language: Select these settings to match the settings of the old search collection.
      Note: These settings are not overwritten when you import a search collection, for example, during the migration of a search collection. If you create the search collection for the purpose of migrating an existing search collection, select these to match the setting in the source collection that you want to migrate.
    • You do not need to select a categorizer and summarizer. These settings are overwritten by the settings when importing the data from the source search collection.
  3. You cannot migrate a portal site collection between different versions of Web Sphere Portal. If you upgrade your portal from one version to another, you need to re-create the portal site collection. Proceed as follows:
    1. Document the configuration data of your portal site content source.
    2. Delete the existing portal content source.
    3. Upgrade your portal.
    4. On the upgraded portal create a new portal site content source. Use the documented configuration data as required.
    5. Execute the new portal content source.

Portlets that were crawled in the portal before the upgrade, but do not exist in the upgraded portal, are not returned by a search.

For more detailed information about these tasks refer to the topics about migrating, importing, and exporting search collections in the portal Information Center.

For details about how to export and import search collections refer to Exporting a search collection and Importing a search collection.

Exporting a search collection 

To export a search collection and its data, proceed as follows:
  1. Before you export a collection, make sure that the portal application process has write access to the target directory location. Otherwise you might get an error message, such as File not found.
  2. Make sure that the target directory is empty or contains no files that you still need, as the export can overwrite files in that directory.
  3. Locate the search collection that you want to export.
  4. Click the Import or Export Collection icon next to the search collection in the list. Manage Search displays the Import and Export Search Collection panel.
  5. In the entry field Specify Location (full path with XML extension): type the full directory path and XML file name to which you want to export the search collection and its data. Document the names of the collections and the directory locations and target file names to which you export the collections for the import that follows.
    Note: When you specify the target directory location for the export, be aware that the export can overwrite files in that directory.
  6. Click Export to export the search collection data. Manage Search writes the complete search collection data to an XML file and stores it in the directory location that you specified. You can use this file later as the source of an import operation to import the search collection into another portal.
  7. To return to the previous panel without exporting the search collection, click the appropriate link in the bread crumb trail at the top of the portlet.

Importing a search collection 

To import the data of a search collection, proceed as follows:
  1. Before you can import the collection data, you need to create the empty shell for the search collection. You do this by creating a search collection. You only need to fill in the mandatory data entry field Location of Collection. Do not add content sources or documents, as that will be completed by the import.
  2. On the search collection list locate the search collection into which you want to import the search collection data.
  3. Click the Import or Export icon next to the search collection in the list. Manage Search displays the Import and Export Search Collection panel.
  4. In the entry field Specify Location (full path with XML extension): type the full directory path and XML file name of the search collection data which you want to import into the selected search collection.
  5. Click Import to import the search collection data. Manage Search imports the complete search collection data from the specified XML file into the selected search collection.
  6. To return to the previous panel without importing a search collection, click the appropriate link in the bread crumb trail at the top of the portlet.
  7. If required, you can now add content sources and documents to the search collection.
Note: When importing a collection, be aware of the following:
  1. Import collection data only into an empty collection. Do not import collection data into a target collection that has content sources or documents already.
  2. When you import collection data into a collection, all collection settings are overwritten by possibly imported settings. For example, the language setting is overwritten, or a user-defined categorizer is added, if it was specified for the imported search collection.
  3. When you import a collection, a background process fetches, crawls, and indexes all documents that are listed by URL in the previously exported file. This process is asynchronous. It can therefore take considerable time until the documents become available.
  4. When you import a collection that contains a portal site content source created in a previous version of WebSphere Portal, you need to regather the portal content by deleting the existing portal site content source, creating a new portal site content source, and starting a crawl on it.

Refreshing collection data 

Refreshing the data of a search collection updates that collection by renewed crawling of all the content sources that are associated with it. To refresh a search collection, click the icon Refresh Collection Data (regathering) for that collection. Manage Search performs complete new crawls over all its content sources. To verify progress and completion of the regathering, click the collection and view the Collection Status information.
Note: This might require a considerable amount of system resources, as all content sources of the search collection are crawled at the same time.

Adding documents to a search collection

You can manually add documents to a search collection. To do this, proceed as follows:
  1. Click the Add Document icon for that collection. Manage Search displays the Add Document panel.
  2. Select whether you want to load the document by File or by URL.
  3. Enter the location of the document that you want to add to the search collection:
    • For a file enter the directory location and file name in the entry field Specify file location:. Use the Browse button if required.
    • For a Web document enter the URL in the entry field for URL.
  4. Click Continue. Manage Search displays the panel for editing the document information.
  5. Update the document location, depending on whether you selected File or URL in the previous panel:
    • For content specified by file location in the previous panel, the field Edit Document Information for URL - Update machine name and driver for this URL has a partial file location filled in, based on the file location that you entered as follows: file://[machine name]/your_file_path/your_file_name . Update the contents of the field to a valid file location by which users can access the document. To do this, replace the string [machine name] by the name of the machine on which the document resides.
    • For content specified by URL in the previous panel, the field Edit Document Information for URL - Update machine name and driver for this URL has a document URL filled in, based on the URL that you entered. Update this URL as necessary to a valid URL by which users can access the document.
    Note: The document that you add must be accessible to the crawler and to the users who will search the document. For example, a document specified by file location must be available in a public share, if you want anonymous users to be able to search it.
  6. The other fields and options under the Document Content tab are similar to those listed under Working with Pending Documents. Proceed as described there.
  7. If you are using a rule-based categorizer for the search collection to which you are adding the document, the panel shows a Destination Categories tab. Click this tab. Manage Search displays the panel for selecting destination categories. Select the categories to associate them with the document as required.
  8. Click OK. Manage Search adds the document to the collection, indexes it, and returns to the search collections list.
  9. Add further documents as required.

Deleting a search collection

To delete a search collection, proceed as follows:
  1. Click the Delete icon for the search collection which you want to delete.
  2. Confirm that you want to delete the search collection by clicking OK. Manage Search deletes the search collection and removes it from the list. If you do not want to delete the collection, click Cancel.
Note: If you delete the search collection before an upgrade to a higher version of WebSphere Portal, make sure you export the search collection for later import before you delete it. For details refer to Migrating search collections.

Managing the user-defined rule-based categorizer for a search collection 

If you associated a search collection with a user-defined rule-based categorizer at creation time, you can define its categories and create filter rules per category. For details about this refer to Configuring the Destination Categories.

Note: Performing category specific searches on search collections is only supported by the Search and Browse portlet.
Rules determine which documents are associated with categories. They control which of the documents that are fetched from the content sources enter the search collection, and to which categories they are assigned:
  • Documents which pass at least one rule in a category are automatically associated with that category.
  • Documents can be associated with more than one category. If a document passes rules in several categories, it is associated with all these categories.
  • If no rules are defined for a category, then all fetched documents are automatically associated with that category. This can be of benefit if you need a category of type uncategorized.
  • If a document does not pass any of the rules of a category, it is not associated with that category at all. A document which is not associated with any category does not enter the system and is not indexed or cataloged.
  • Each content source is associated with a fixed list of categories. Documents from a specific content source can only be associated with the pre-defined categories of that content source, depending on whether they pass the defined rules.
  • If you did not mark Add all documents to collection automatically when creating the content source, you can change the association of documents with categories in the Pending Documents panel. You can also change the category of a document in the Browse Documents panel.

The categories that are defined per content source are a subset of the entire category tree. The category tree is arranged in a hierarchy. The tree starts with the Root category. All other categories stem from the Root category.

You can select categories for the content sources that you select for search scopes.

If you do not have the option Add all documents to collection automatically enabled, you can always change the automated association created by the system between a document and a category. You perform this change from the Pending Documents panel, before the document is indexed and cataloged.

To manage the categories for a search collection associated with a rule-based categorizer, proceed as follows:
  1. Locate the required search collection on the search collection list. This search collection needs to have a rule-based categorizer.
  2. Click the Manage Collection Taxonomy for that search collection. Manage Search displays the Manage Category Tree panel. It shows the following.
    • A Category Tree; it shows a hierarchical tree view of the categories. Categories with subcategories have a box. Click the box to collapse or expand that part of the tree hierarchy in the view.
    • A Manage Categories box; use this box to manage the categories for the taxonomy.
    • A Manage Category Rules box; use this box to manage the rules for the taxonomy.
  3. Proceed with one of the tasks described in the following:

Managing categories

To manage categories, click one of the categories that are shown in the Category Tree. Managing categories for the selected search collection comprises the following tasks:
Renaming a category 
To rename a category in the taxonomy tree, proceed as follows:
  1. From the category tree view, select the required category which you want to rename.
  2. Enter the new name for the category name in the entry field Current category.
  3. Click Rename. Manage Search renames the category and shows the new name in the tree view.
Deleting a category 
To delete a category from the taxonomy tree, proceed as follows:
  1. From the category tree view, select the required category which you want to delete.
  2. Click Delete. You get a prompt to confirm the deletion.
  3. Confirm that you want to delete the category by clicking OK. Manage Search removes the category with all its subcategories from the taxonomy and the tree view.
Creating a new category 
To add a new category to a search collection associated with a user-defined rule-based categorizer, proceed as follows:
  1. From the category tree view, select the required parent category under which you want to add a new category.
  2. Enter the name for the new category in the entry field Sub-category name.
  3. Click Create. Manage Search adds the new category to the taxonomy and shows it in the tree view.

Managing category rules 

Rules are applied as filters to documents when inserting them into a collection. There are two types of rules:
URL rule
A URL rule applies to the documents URL. It is expressed as a pseudo "regular expression". It describes a partial URL. All documents which have the rule text as a substring in their URL pass the rule.

Example: if the rule text is *hr*, then the URL http://myco.com/internal/hr/local/default.htm passes the rule. http://myco.com/internal/finance/local/default.htm does not pass the rule.

Content rule
A content rule is applied to the text of the document. It is expressed in the same format as a query. If the document is valid for this query, it passes the rule. For the query syntax, refer to the help of the Search and Browse portlet that you can use for search of documents.

Examples: the rule hr "human resources" specifies documents that contain the term hr or the phrase human resources. The rule +hr -benefits specifies documents that contain the term hr but not the term benefits. This applies to words in their stemmed form. If you selected Unspecified for the language of the search collection, it applies to words in non-stemmed form.

The Manage Category Rules box lists the rules that apply as filters to the selected category. Use the minus ( - ) and plus ( + ) signs to collapse and expand the filters table. You can perform the following tasks with Manage Category Rules:
Creating a rule 
To create a rule for a category, proceed as follows:
  1. Select the category for which you want to create a rule from the tree view.
  2. Click Create in the Manage Category Rules box. Manage Search displays the Create Category rule box.
  3. In the Rule name entry field, type the name for the rule.
  4. Depending on the rule type that you want to create, select whether you want to apply the new rule to URL text or Content.
  5. In the Select documents containing entry field type the details of the rule. For a content rule, type the strings to be applied. For a URL rule, type the partial URL string.
  6. Click the Create icon to create the rule.
  7. The new rule is added to the list in the Rules box.
  8. Click OK to save your updates and return to the Manage Category Tree panel. Click Cancel to return to the Manage Category Tree panel without saving.
  9. If you click OK, the new rule is added to the list in the Manage Category Rules box. You can now select it and associate it with a category. It will then be used during crawling and indexing.
Associating a rule with a category
To associate a rule with a category, proceed as follows:
  1. From the tree view, select the required category with which you want to associate a rule.
  2. Click Select in the Manage Category Rules box. Manage Search displays the Select box for selecting rules.
  3. Select a rule from the rule list.
  4. Click Add to add the rule to the selected rule list for the category.
  5. Select additional rules as required.
  6. Click OK when you have finished selecting rules. Manage Search associates the selected rules with the category and returns to the Manage Category Tree panel.
Dissociating a rule from a category 
To dissociate a rule from a category, proceed as follows:
  1. Select the required category from which you want to dissociate the rule from the tree view.
  2. Click Delete for the rule which you want to dissociate from the category from the Manage Category Rules box. You get a prompt to confirm the deletion.
  3. Confirm that you want to delete the filter rule by clicking OK. This rule is no longer associated with the category.
Managing rules
To add rules to the system or delete rules from the system, click the Manage Rules button. After creating the rule you can associate the rule with a category.

Managing the content sources of a search collection

To work with the content sources of a search collection, click the collection name in the list of search collections. Manage Search lists the Content Sources and the Search collection status information of the selected search collection. A search collection can be configured to cover more than one content source. The list shows the following information for the listed content sources:
  • The name of the content source
  • Status information for the content source
  • The icons for performing tasks on the content sources.
From the Content Sources panel, you can select the following options or icons and perform the following tasks on content sources:
  • Search collection: To change to the content sources of a different search collection and work with them, select the required search collection from this pull-down list.
  • New Content Source. Click this option to add a new content source to the search collection.
  • Refresh. Click this icon to refresh the status information about the content source. While a crawl on the content source is running, this updates the information about the crawl run time and the documents collected so far.
  • View the status information for the content source:
    Documents
    The number of documents in the content source. If you click Refresh during a crawl, this shows how many documents the crawler has fetched so far from the content source.
    Run Time
    The Run Time of the last crawler run on the content sources. If you click Refresh during a crawl, this shows how much time the crawler has used so far to crawl the content source.
    Last Run
    The date and time when the Last Run started by which the content source was crawled.
    Next Run
    The date and time of the Next Run by which the content source will be crawled, if scheduled.
    Status
    The Status of the content source, that is, whether the content source is idle or a crawl is currently Running on the content source.
  • Select one of the icons for a specific content source and perform one of the following tasks:
    • View Content Source Schedulers. This icon is displayed only if you defined scheduled crawls for this content source. If you click this icon, the portlet lists the scheduled crawls, together with the following information:
      • Start Date
      • Start Time
      • Repeat Interval
      • Next Run Date
      • Next Run Time
      • Status. This can be disabled or enabled. You can click the link to toggle between enabling and disabling the scheduler.
    • Start Crawler. Click this icon to start a crawl on the content source. This updates the contents of the content source by a new run of the crawler. While a crawl on the content source is running, the icon changes to Stop Crawler. Click this icon to stop the crawl. For details refer to Starting to collect documents from a content source.
    • Verify Address of Content Source. Click this icon to verify that the URL of the content source is still live and available. Manage Search returns a message about the status of the content source. For details refer to Verifying the address of a content source.
    • Edit Content Source. Click this icon to edit a content source. This includes configuring parameters, schedules, categories, and filters for the selected content source. For details refer to Editing a content source.
    • Delete Content Source. Click this icon to delete the selected content source. For details refer to Deleting a content source.

On the same panel you can also view the status of the search collection.

Adding a new content source

When you create a new content source for a search collection, that content source will be crawled and the search collection will be populated with documents from that content source. You can determine where the index will crawl and what kind of information it will fetch. To create a new content source for a search collection, proceed as follows:
  1. Click New Content Source in the Content Sources panel. Manage Search displays the panel named Create a New Content Source. The title bar also shows the search collection for which you create the content source.
  2. Select the type of the content source that you want to create from the pulldown list:
    • Web site. Select this option for all remote sites. This includes Web sites and remote portal sites. Note that only anonymous pages can be indexed and searched on remote portal sites.
    • Seedlist feed. Select this option if the crawler will use a seedlist as the content source for the collection.
    • Portal site. Select this option if the content source is your local portal site.
    • WCM (Managed Web Content) site. To make a content source of this type available to Portal Search, you need to create it in the Web Content Management Authoring portlet. You select the appropriate option to make it searchable and specify the search collection to which it belongs. When you have completed creating the Managed Web Content site, it will be listed among the content sources for the search collection that you specified. For more details about this refer to the Web Content Management documentation.

    Your selection determines some of the entry fields and options that are available for creating the content source. For example, the option Obey Robots.txt under the tab Advanced Parameters is available only if you select Web site as the content source type.

  3. Select the tabs to configure various types of parameters of the content source:
    1. Setting the General Parameters
    2. Setting the Advanced Parameters
    3. Configuring the Schedulers
    4. Configuring the Filters
    5. Configuring Security
    6. Configuring the Destination Categories. This tab is only available if you selected User-Defined Categorizer when creating the search collection.
  4. After you have set all required parameters, click Create to create the new content source with the parameters you have selected.

    Click Cancel if you do not want to create a new content source and save the updates.

  5. Manage Search takes you back to the main panel. If you clicked Create, it displays the new content source in the content source list, using the URL you gave as the content source location.

Setting the general parameters for a content source 

To set the general parameters for the content source, proceed by filling in the entry fields and making your selections in the Create a New Content Source box. The available fields and options differ, depending on the type of content source that you select:
  1. Click the General Parameters tab.
  2. Content Source Name: Enter the name for the content source in this entry field.
  3. Collect documents linked from this URL: Type the required Web URL or portal URL in this entry field. This determines the root URL from which the crawler starts. This field is mandatory. For portal content sources, the value for this field is filled in by Manage Search.
    Note: A crawler failure can be caused by URL redirection problems. If this occurs, try by editing this field accordingly, for example, by changing the URL to the redirected URL.
  4. Make your selection from the following options by selecting from the drop-down lists. The available fields and options differ, depending on the type of content source that you selected.
    Levels of links to follow:
    For crawling Web sites: This determines the crawling depth, that is the maximum number of levels of nested links which the crawler will follow from the root URL while crawling.
    Number of linked documents to collect:
    For crawling Web sites: This determines the maximum number of documents that will be indexed by the crawler during each crawling session. The number of indexed documents includes documents that are re-indexed as their content or category have changed.
    Stop collecting after (minutes):
    This sets the maximum number of minutes the crawler may run in a single session.
    Note: The timeout that you set here works as a fuzzy time limit. It might be exceeded by some percentage. Therefore allow some tolerance.
    Stop fetching document after (seconds):
    This sets the maximum time limit in seconds for completing the initial phase of the HTTP connection, that is for receiving the HTTP headers. This time limit must be finite as it is used to prevent the crawler from getting stuck infinitely on a bad connection. However, it allows the crawler to fetch large files which take a long time to fetch, for example ZIP files.
    Links expire after (days):

    When the time stamp expires, the document is removed from the search collection at the time of the next cleanup. The cleanup demon is scheduled to run once a day.

    Remove broken links after (days):
    This parameter determines the number of days a document will be kept in the system after it becomes a "broken link". A document is considered to be a broken link if it is not found any more in a crawling session by any of the crawlers that previously found this document. In this case the crawler puts a time stamp on the document. When this time stamp expires, the document is removed from the search collection during the next cleanup. The cleanup demon is scheduled to run once a day.

    If all the content sources that previously contained this document are deleted from the system, then no crawler can determine that the document is a broken link. In this case the document is removed when its links expire.

  5. Click the next tab to set more parameters for the content source.

Setting the advanced parameters for a content source 

To set the advanced parameters for the content source, proceed as follows in the Create a New Content Source box:
  1. Click the Advanced Parameters tab.
  2. Make your selection from the following options by selecting from the drop-down lists, marking the check boxes, or entering data as required:
    Number of parallel processes:
    This determines the number of threads the crawler uses in a crawling session.
    Default character encoding:
    This sets the default character set that the crawler uses if it cannot determine the character set of a document.
    Note: The entry field for the Default character encoding contains the initial default value windows-1252, regardless of the setting for the Default Portal Language under Administration > Portal Settings > Global Settings. Enter the required default character encoding, depending on your portal language. Otherwise documents might be displayed incorrectly under Browse Documents.
    Always use default character encoding:
    If you check this option, the crawler always uses the default character set, regardless of the document character set. If you do not check this option, the crawler tries to determine the character sets of the documents.
    Add all documents to collection automatically:
    If you check this option, the crawler puts all documents directly in their destination folders and indexes them.

    If you do not check this option, the crawler puts all documents in the Pending Documents box. The documents are only put in their destination folders and indexed after an administrator manually approves them. For more information about Pending Documents and manual approval see Working with Pending Documents.

    Obey Robots.txt
    If you select this option, the crawler observes the restrictions specified in the file robots.txt when accessing URLs for documents. This option is only available if the content source type is Web site, Portal site, or Seedlist feed.
    Proxy server: and Port:
    The HTTP proxy server and port used by the crawler. If you leave this value empty, the crawler does not use a proxy server.
    Socks server: and Port:
    The socks server and port used by the crawler. If you leave this value empty, the crawler does not use a socks server.
  3. Click the next tab to set more parameters for the content source.

Configuring the Schedulers 

To configure a schedule, click the Schedulers tab. The Scheduler shows two boxes:
  • Define Schedule. Use this box to add a new schedule.
  • Scheduled Updates. This box shows a list of schedules at which crawls are performed.
You can perform the following tasks with the Scheduler:
Adding a schedule
To add a schedule, perform the following steps in the Define Schedule box:
  1. From the From: and At: drop-down menus, select the date and time for the first execution of the crawler.
  2. Under Update every: specify the interval at which you want the crawler to run. Type the number of time units and select the type of time unit, for example 2 and week(s) for a bi-weekly schedule.
  3. Click the Create icon in the Define Schedule box. The scheduler shows the newly created schedule in the Scheduled Updates box.
Note: The time interval between the crawler runs must be more than the maximum crawler execution time. The reason is that a crawler cannot be executed if it is currently running. If a crawler job is started while the crawler is running, this execution is ignored, and the crawler is only executed at the next scheduled time, provided that it is not running already.
Deleting a schedule
To delete a schedule, perform the following steps:
  1. Select the schedule which you want to delete from the schedule list.
  2. Click Delete. The Scheduler prompts you to confirm the deletion.
  3. Confirm that you want to delete the schedule by clicking OK. The Scheduler removes the schedule from the list.

After you have configured the scheduler, click the next tab to set more parameters for the content source.

Configuring the Filters

The crawler filters control the crawler progress and the type of documents that are indexed and cataloged. To configure filters, click the Filters tab. You can define new filters in the Define Filter Rules box. The defined filters are listed in the Filtering Rules box.

Crawler filters are divided into the following two types:
URL filters
They control which documents are crawled and indexed, based on the URL where the documents are found.
Type filters
They control which documents are crawled and indexed, based on the document type.

If you define no filters at all, all documents from a content source will be fetched and crawled. If you define include filters, only those documents which pass the include filters are crawled and indexed. If you define exclude filters, they override the include filters, or, if you define no include filters, they limit the number of documents that are crawled and indexed. More specifically, if a document passes one of the include filters, but also passes one of the exclude filters, it is not crawled, indexed, or cataloged.

You can perform the following tasks with the Filters box:
Creating a filter
To add a new filter, perform the following steps:
  1. Enter the filter name in the entry field Rule name:.
  2. Make the required selection from the following radio button options:
    • Apply rule while: Collecting documents or Adding documents to index
    • Rule type: Include or Exclude
    • Rule basis: URL text or File Type.
  3. This step depends on your selection for the rule basis in the previous step:
    • If you selected URL text as filter body type, enter the URL filter, for example */hr/*.
    • If you selected File Type as filter body type, select the required document type from the pull-down list.
    Note: When you use the option Apply rule while Collecting documents with Rule type: Include, make sure that the URL in the field Collect documents linked from this URL: fits the specified rule; otherwise no documents will be collected. For instance, crawling the URL http://www.ibm.com/products with the URL filter */products/* will not give any results, because the rule has a trailing slash, but the URL does not. But either crawling http://www.ibm.com/products/ with the URL filter */products/* (both with trailing slash) or crawling http://www.ibm.com/products with the URL filter */products* (no trailing slash) will work.
  4. Click the Create icon in the Define Filter Rules box. The new filter appears in the appropriate list of filters. The filters are listed in separate boxes, depending on whether the filter was created as an include or exclude filter, and whether it was defined for crawling or indexing.
  5. Continue adding the filters that you need.
  6. If you want to delete a filter from the list, select that filter, and click Delete.

After you have configured the filters, click the next tab to set more parameters for the content source.

Deleting a filter
To delete a filter from the list, perform the following steps:
  1. Select the filter which you want to delete from the list.
  2. Click Delete. You get a prompt to confirm the deletion.
  3. Confirm that you want to delete the filter by clicking OK. The filter is removed from the list.

After you have configured the filters, click the next tab to set more parameters for the content source.

Configuring security for a content source

You can configure the security for indexing secured content sources and repositories that require authentication. To configure the security for a content source, click the Security tab. Manage Search shows two boxes:
  • Define Security Realm. Use this box to add new secured content sources.
  • Security realms. This box shows a list of existing security realms.
In the Define Security Realm box fill in the following data entry fields:
  • User Name. Fill in the user ID with which you access the secured content source or repository.
  • Password. Fill in the password for the user ID you filled in under User Name.
  • Host name. Fill in the name of the server. For Portal sites and Seedlist feeds this is not required, and if you leave it blank, the host name is inferred from the provided root URL.
  • Realm. Fill in the realm of the secured content source or repository.

After you have filled in all required data, click the Create icon in the Define Security Realm box. The list in the Security Realms box now shows the security realm which you configured for the content source.

After you have configured security, click another tab to set more parameters for the content source. If you have set all required parameters and made all required updates, click Create to create the new content source with the parameters you have selected.

Configuring the Destination Categories 

Manage Search displays the Destination Categories tab only for search collections for which you selected a user-defined rule-based categorizer during creation. You can use this tab to associate categories with the content source that you are creating. If you do this, all documents that arrive from that content source are associated with the categories you selected, depending on whether they pass the existing filters. A category which is associated with a content source is also called a destination category.

The Destination Categories panel shows the Category Tree that you created by using the Category Tree option on the main Manage Search panel. The category nodes have check boxes next to them. You can select the categories that you want to associate with the content source by marking the check boxes. Categories with subcategories have small boxes. Click these boxes to collapse or expand parts of the tree hierarchy.

The category tree also has a pop up menu with the following options:
  • Manage Category Tree. Click this to manage the category tree. For example, you can add, edit, or delete categories. After you have completed managing the category tree, you return to the Create a New Content Source or Edit a New Content Source box.
  • Select all categories. Click this to associate all categories with the content source.
  • Clear all selected. Click this to clear all selections from the tree nodes. You must have at least one category selected, otherwise you get an error message when you click OK.

The Destination Categories panel also shows the Destination Category List box. It lists all categories that are associated with the content source. In the case of a large category tree, this list might give you a better overview of the selected categories. Click the plus ( + ) and minus ( - ) signs to expand and collapse the Destination Categories List.

Completing the creation of a content source 

  1. After you have set all required parameters and made all required updates, click Create to create the new content source with the parameters you have selected. Click Cancel if you do not want to create a new content source and save the updates.
  2. Manage Search takes you back to the main panel. If you clicked Create, it displays the new content sources in the search collection list, using the URLs you gave as the content source locations.

Editing a content source

To edit a content source, proceed by the following steps:
  1. Click Edit Content Source for the content source that you want to edit. Manage Search opens the Edit Content Source Configuration box. It looks just like the Create a New Content Source box, but shows the configuration data that you entered when creating the content source.
  2. Update the parameter options as required.
  3. When you have made all your updates, click Save. Manage Search returns to the previous panel. All updates you made are now enabled.
  4. To return without saving your updates, click Cancel.
Note: If you modify a content source that belongs to a search scope, update the scope manually to make sure that the scope still covers that content source. Especially if you changed the name of the content source, edit the scope and make sure that it is still listed there. If not, add it again.

Deleting a content source

To delete a content source, proceed by the following steps:
  1. Click Delete Content Source for the content source that you want to delete. You get a prompt to confirm the deletion.
  2. Confirm that you want to delete the content source by clicking OK. The content source is removed from the content source list.
Note: Documents that were collected from this content source will remain available for search by users under all scopes which included the content source before it was deleted. These documents will be available until their expiration time ends as specified under Links expire after (days):.

Starting to collect documents from a content source 

You can start an update from a content source manually. To do this, proceed by the following steps:
  1. Click Start Crawler for the content source for which you want to start the update. This starts the crawl. Documents are fetched from this content source. If they are new or modified, they are updated in the search collection.
  2. To view the updated status information about the progress of the crawl process, click Refresh. The following status information is updated:
    Documents
    Shows how many documents the crawler has fetched so far from the selected content source.
    Run time
    Shows how much time the crawler has used so far to crawl the content source.
    Status
    Shows whether the crawler for the content source is running or idle.

To update the status information, click the Refresh icon.

You can also stop a running update of a content source manually. To do this, proceed by the following steps:
  1. Locate the content source for which you want to stop the update from the content sources list. Make sure you select a content source for which the status information shows Running.
  2. Click Stop Collecting for that content source. This stops the crawl.

Verifying the address of a content source

Use the option Verify Address to verify the URL address of a selected content source.

Locate the content source which you want to verify and click Verify Address for that content source. If the Web content source is available and not blocked by a robots.txt file, Manage Search returns the message Content Source is OK. If the content source is invalid, inaccessible, or blocked, Manage Search returns an error message.

When you create a new content source, Manage Search invokes the Verify Address feature.

Search Scopes and Custom Links 

Search Scopes allows you to view and manage search scopes and custom links. The search scopes are displayed to end users as search options in the drop-down list of the search box in the banner and in the Search Center portlet. Users can select the scope relevant for their search queries. You can configure scopes by one of the following:
  • One or more search locations (content sources).
  • Document features or characteristics, such as the document type.
WebSphere Portal is shipped with these scopes:
All Sources
This includes documents with all features from all content sources in the search by a user.
Managed Web Content
This restricts the search to sites that were created by Web Content Management.

You can add your own custom search scopes. You can add an icon to each scope. Users will see this icon for the scope in the pull-down selection list of scopes.

You can also add new custom links to search locations. This includes links to external Web locations, such as Google or Yahoo. The Search Center global search lists the custom links for users in the selection menu of search options.

Managing Search Scopes and Custom Links 

To manage search scopes and custom links, click Search Scopes. Manage Search shows the Search Scopes and Custom Links panel. It lists the search scopes and custom links and related information:
  • For search scopes:
    • The name of the search scope
    • The description of the search scope
    • The status of the search scope, for example, whether it is active and available to users for selection
    • The icons for performing tasks on the scopes.
  • For custom links:
    • The name of the custom link
    • The URL for the custom link
    • The status of the custom link, for example, whether it is active and available to users for their searches
    • The icons for performing tasks on the custom links.
Select the following options or icons and perform the following tasks on search scopes and custom links:
  • New Scope. Click this option to create a new search scope. For details refer to Creating a new search scope.
  • Refresh. Click this option to refresh the list of search scopes. This updates the information for the scopes, for example, the status of scopes, or updates that another administrator might have made on scopes.
  • Move Down and Move Up arrows. Click these arrows in the list to move search scopes up and down in the list. This determines the sequence by which the scopes are listed in the drop-down menu from which users select search options for their searches with the Search Center portlet.
  • Edit Search Scope. Click this icon to work with a search scope or modify it. For details refer to Editing a search scope.
  • Delete Search Scope. Click this icon to delete a search scope.
  • New Custom Link. Click this option to add a new custom link. For details refer to Adding a new custom link.
  • Edit Custom Link. Click this icon to work with a custom link or modify it. For details refer to Editing a custom link.
  • Delete Custom Link. Click this icon to delete a custom link.
Note: Users have to clear their browser cache for your changes to take effect, for example for a new scope to be available, or for the new default scope to be shown in the right position.

Creating a new search scope 

To create a new search scope, click the New Scope button. Manage Search displays the New Search Scope page. Enter the required data in the fields and select from the available options:
Scope Name:
Enter a name for the new search scope. The name must be unique within the current portal or virtual portal. This field is mandatory.
Description:
If required, enter a description for the search scope.
Custom Icon URL:
Enter the URL location where the portal can locate the scope icon that you want to be displayed with the search options for end users. If the icon file exists in the default icon directory wps/images/icons, you only need to type the icon file name. If the icon file is located in a different directory path, type the absolute file path with the file name. Click Check icon path to ensure that the icon is available at the URL you specified.
Status:
Set the status of the search scope as you require. To make the scope available to users, set the status to Active.
Visible to anonymous users:
Select Yes to make the search scope available to users who use your portal without logging in. Select No to make the scope available to authenticated users only.
Query text (optional):
Enter a query text. This query text will be invisibly appended to all searches in this scope. Search by users will return results that match both the user search and the query text that you enter in this field. Both sets of results will be weighted with the same relevance in the result list. The query text that you enter must conform to the syntax rules of entering a query in the Search Center. For more details about these query syntax rules refer to the Search Center portlet help.
Select Features
  1. Click this button to select document features. Manage Search displays the Add Feature page.
  2. Select the feature(s) as required. These features will be applied as additional filters when users select this scope for their search.
  3. When you have completed selecting features, click OK to save these features to the new search scope. To return without saving, click Cancel.
Select Locations
  1. Click this button to select document locations. Manage Search displays the Add Locations page.
  2. Select the location(s) as required. Only documents from these search locations or content sources will be searched when users select this scope for their search.
  3. When you have completed selecting locations, click OK to save them to the new search scope. To return without saving, click Cancel.

When you have completed the data entry and selected the options as required, click OK to save the new search scope. To return without saving, click Cancel.

In order to set names and descriptions for the search scope you have to create and save the scope first. Then locate the scope on the scopes list, and edit the scope by clicking the Edit ion. The option for setting names and descriptions in other locales is available only on the Edit Search Scope page.

Note: If you modify a content source that belongs to a search scope, update the scope manually to make sure that the scope still covers that content source. Especially if you changed the name of the content source, edit the scope and make sure that it is still listed there. If not, add it again.

Editing a search scope 

To edit a search scope, locate that scope in the list and click the Edit icon for that scope. Manage Search displays the Edit Search Scope page. Update the scope data and select from the available options as required:
Scope name
Update the name for the search scope. The name must be unique within the current portal or virtual portal.
I want to set names and descriptions.
Click this link to set names and descriptions for other locales.

For the other data entry fields and options, proceed as described under Creating a new search scope.

Deleting a search scope

To delete a search scope, locate that scope in the list and click the Delete icon for that scope. When the confirmation prompt appears, confirm by clicking OK, or click Cancel to return without deleting the search scope.

You can add Custom Links to allow users to do direct searches to popular Web search engines, such as Google or Yahoo. To add a new custom link, click the button New Custom Link. Manage Search displays the New Custom Link page. Enter the required data in the fields and select from the available options:
Status
Set the status of the custom link as required. To make the link available to users, set the status to active.
Custom link name:
Enter a name for the new custom link. The name must be unique within the current portal or virtual portal. This field is mandatory.
Link URL:
Enter the URL to the target Web search engine for the new custom link. This field is mandatory. Be careful to use the correct format for the URL, as the user queries are appended to the URL. For the correct Web interface syntax refer to the help documentation of the target search engine. In some cases it might be possible to determine the Web interface syntax as follows:
  1. Perform a search with some distinctive search text on the target search engine, for example, an unusual name.
  2. Review the browser URL field and locate your search string. The part of the URL that precedes your search string is likely to be the Link URL for your target search engine.
  3. If your search string is not at the end of the URL, it might be helpful to edit the URL and experiment with different versions with a search string added.
Examples for Web interface syntax are:
  • For Google: http://www.google.com/search?&q=
  • For Yahoo: http://search.yahoo.com/search?p=
Custom icon URL:
Enter the URL location where the portal can find the icon that you want to be displayed with the new custom link. Click Check icon path to ensure that the icon is available at the URL you specified.

When you have completed the data entry and selected the options as required, click OK to save the new custom link. To return without saving, click Cancel.

In order to set names and descriptions for the custom link you have to create and save the link first. Then locate the custom link on the list, and edit the link by clicking the Edit icon. The option for setting names and descriptions in other locales is available only on the Edit Custom Link page.

To edit a custom link, locate that custom link in the list and click the Edit icon. Manage Search displays the Edit Custom Link page. Update the custom link data and select from the available options as required. To set names for other locales, click I want to set names.

To delete a custom link, locate that link in the list and click the Delete icon. When the confirmation prompt appears, confirm by clicking OK, or click Cancel to return without deleting the link.