Microsoft Sharepoint Products and Technologies Resource Kit eBook

582 Part VII: Information Management in SharePoint Products and Technologies
Approval and Publishing
Keyword Best Bets must be approved before they can be used in a search. Keyword
managers can choose to approve new keyword Best Bets automatically or require
an approval process. By default, approval is required. To alter this setting, click Edit
on any keywords drop-down menu and then modify the settings within the Keyword
Approval section on the Publishing tab.
Keyword Best Bets can be in several different states depending on their approval
status and publishing dates. The manner in which the status of keyword Best Bets is
shown depends on how you are viewing keywords and keyword Best Bets.
Document Metadata
Another information component is metadata. A document’s metadata is also known
as the document custom properties. It’s the user-definable descriptive information
that is associated with each item in a document library. Lists also have metadata also
known as fields. Metadata is stored in the Microsoft SQL Server content store for
documents in the Docs table, and it can be displayed in the columns of a document
library or list. This aspect of metadata was detailed in Chapter 19, “Working with
Documents in SharePoint Products and Technologies.” However, there are restrictions
as to which metadata is displayable in a column. It is limited to custom properties.
For example, the document property Subject is crawled and placed in the SQL
Server database and used for searching, but it will not be displayed if a column is
named Subject, whereas the custom property owner is crawled for search capabilities
and would be viewable in a column labeled Owner.
Metadata is used during the crawl of a document, and you can select which
properties to exclude during the search process by completing the following steps:
1. Click Site Settings, and in the Search Settings and Indexed Content section,
click Manage properties from crawled documents.
2. On the Manage Properties of Crawled Content page, on the toolbar, select or
clear Hide excluded properties to hide or show excluded properties in the list.
By default, excluded properties are hidden and do not appear on the Manage
Properties of Crawled Content page. SharePoint Portal Server formats the name of
excluded properties as strikethrough text. When you click a property, not only can
you change the settings of a property, but you can select and view up to five
crawled documents or pages that contain the property, as illustrated in Figure 20-14.