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SharePoint Crawled and Managed Properties for Search

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When start learning SharePoint,More focus on columns and site columns. However, in SharePoint 2013, the major feature that everyone talks about is the `search’ feature and what can be done with it.

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company profile

Company Profile

Trigent is an early pioneer in IT outsourcing and the offshore software development business.

For nearly 20 years we have helped hundreds of customers balance their cost-performance parameters for IT projects via sustainable, long term relationships with Trigent.

Our hybrid engagement model is designed to leverage the best of US and India so that our customers are the ultimate beneficiaries.


In SharePoint, focus is more on columns and site columns.

In SharePoint 2013, the major feature is the `search’ feature and what can be done with it.

To do anything with the search features, we need to understand the difference between ‘crawled’ and ‘Managed Properties’.

the basics of sharepoint search
The Basics of SharePoint Search

Issues with SharePoint, is how SMB’s  know about search and the time and effort that needs to go into it.

It Requires changes starting with its configuration and moving on from there to topology, content sources and crawl schedules.

Pretend for a second that the building where you work is your SharePoint farm.

It is brand new and completely empty.

The rooms represent your SharePoint sites.

To be able to ask the search engine what you have in each of these rooms, you need it to run around the entire building and take notes of everything.

This is what we call crawling.

How often the crawling happens will determine the search result “freshness” amongst other settings like the crawl type.


Everybody assumes that the columns created by them in their lists and libraries are now searchable. However, most often this is not the case.

sharepoint search crawled properties
SharePoint Search Crawled Properties

A crawled property is content and metadata that is extracted from an item, such as a document or a URL, during a crawl.

A crawled property can be an author, title, or subject.

This means that it has passed over our columns and the metadata assigned to each element.

As we do not have any control over the creation of “Crawled Properties”. These are the list of results of columns crawled in some way, though we are over-simplifying it.


. A crawled property by itself is not useful when we try to build or run search queries or even display the value of this property in search results..Picture the crawled properties more as the information collected by that crawl that has been going around our building in our previous example. . The crawl goes through our sites, lists and libraries to find our content and picks up the value in our columns and stores them as crawled properties.

sharepoint search managed properties
SharePoint Search Managed Properties

The Managed Properties is where it all happens.

If we need anything to be search related: Search Results, Refiners, Display Templates, Content Search etc., then we will need to understand how to create and manage these “Managed Properties”.

Each Managed Property is by default mapped to one or multiple “Crawled Properties”.

Assume that our organization has many lists and libraries. In them, users (logged in Users) created columns like “Customer Name” and “Client”.


. For the organization, the columns “Customer Name” and “Client” represent exactly the same content, but not for search.. For search, they are just crawled properties and both very different ones at that, because they do not share the same name. . Since they are only Crawled Properties, if someone searches for all documents where Client=Trigent then the result will be nothing at all. . Because no search related feature works with crawled properties, need to create a Managed Property called “Customer” and assign both crawled properties to it.


. In some scenarios though, we may find that a Managed Property has already been created for our Crawled Property, automatically. .That’s because there are exceptions. . If we create a Site Column and assign it to a list or library, when the indexer crawls, it will automatically create a Managed Property for it. . Regardless of it being a site column or not, Managed Metadata columns will always have Managed Properties created for them.


For SharePoint should know, how exactly the crawled property names are framed, how SharePoint deals with that, so that can make own customizations accordingly. I Just wanted to make it handy and crispy.