What is Enterprise Search?

What is enterprise search?

Enterprise Search (ES) is a type of software that lets users locate and retrieve data from various internal repositories, such as content management systems, knowledge bases, and customer relationship management (CRM) systems. It is also foundational for grounded generative AI applications.

Unlike traditional web search engines like Google or Bing, enterprise search tools focus exclusively on internal company data, ensuring employees can quickly access relevant information necessary for their roles.

A young man is sitting on the floor while working on a laptop, utilizing enterprise search to access information.

Why is enterprise search important?

Enterprise search is crucial for organizations because it addresses the inefficiencies and challenges associated with finding and accessing information in the workplace. According to a study, employees spend nearly 1.8 hours daily (or 9.3 hours per week on average) searching for data or seeking help from colleagues, leading to lost productivity and frustration. Furthermore, outdated tools and technology leave many employees dissatisfied, hindering their ability to perform at their best.

Enterprise search helps knowledge workers deal with significant amounts of information by efficiently retrieving relevant data across diverse digital sources. It enhances productivity by providing quick access to necessary documents, insights, and resources, allowing knowledge workers to make informed decisions and collaborate effectively.

How does enterprise search work?

Enterprise search is more than just a tool for finding documents and information. It uses sophisticated algorithms, metadata, and user-generated data to deliver highly relevant results, seamlessly connecting employees to the knowledge they need. 

Here is how enterprise search works: 

  • Exploration: The first phase involves exploration, where the enterprise search engine collects data from various internal and external sources across the organization. It includes databases, file systems, content management systems, and even external platforms. During this stage, clear objectives are defined to understand what data is needed and to assess the relevance of different data sources. This foundational step ensures that the search solution is aligned with the organization’s needs and goals.
  • Processing: In the processing phase, the collected data is converted into a format to facilitate efficient searching. This may involve transforming various file types (such as text files, PDFs, or HTML documents) into plain text. Additional processing steps include entity extraction, stemming (reducing words to their base form), and tokenization (breaking text into individual words or tokens). This ensures that the data is clean and structured for optimal search performance. 
  • Indexing: This phase is crucial for enabling quick retrieval of information. The index contains unique words from the documents, along with their frequency and relevance scores. It lets the search engine quickly locate relevant information based on user queries without scanning every document individually.
  • Query processing: When users submit queries, the enterprise search system processes these requests by interpreting user intent and matching it against the indexed data. This phase may involve advanced features such as query expansion, where synonyms or variations of keywords are used to improve result relevance. The system also takes into account user context to deliver personalized results.
  • Matching: Matching is where the processed query is compared against the indexed information to retrieve results. Advanced algorithms and ranking mechanisms are employed to prioritize the most relevant data. This critical function lets users quickly find precise answers, enhancing productivity and decision-making.
  • Search: The final phase of the enterprise search process is Search. In this phase, employees or users submit queries in their native languages to the enterprise search engine. The system processes these queries and retrieves the most relevant results from the indexed data.

The search engine provides answers based on the query and considers the user’s context, such as their work history and previous interactions with the system. 

There are different types of enterprise search, but they vary in the querying phase of the search.

Siloed

In a siloed search system, each data source within an organization is searched independently. This means there are separate search interfaces and engines for different data silos, such as email servers, databases, document repositories, etc.

  • Benefit: Simple to implement for each specific data source; allows for customized search optimization within each silo.
  • Drawback: Lack of integration can lead to inefficiencies, as users have to search each system separately and manually aggregate results.

Federated

Federated search systems allow users to query multiple data sources simultaneously through a single interface. The search engine sends the query to each data source, collects results, and each source’s results are displayed on a separate tab or section.

  • Benefit: Provides access to multiple sources without requiring data duplication.
  • Drawback: Users must manually log in/authenticate to each external data source in order to see search results. Can result in slower response times due to querying multiple systems

Unified

Unified search involves aggregating and indexing data from multiple sources into a single, centralized search index. Users can search this consolidated index rather than querying individual systems.

  • Benefit: Offers fast and consistent search results by pre-indexing data; allows for more advanced search functionalities like relevance ranking and filtering. Consistent user experience, as it standardizes data from different sources.
  • Drawback: Requires data synchronization, which might need periodic updates.

Implementing enterprise search solutions can revolutionize how organizations manage and retrieve information. Unlike traditional methods that rely on simple keyword matching, enterprise search solutions use advanced technologies to deliver accurate results in minutes.

Here are some key benefits of implementing an enterprise search solution in your organization:

  • Improved productivity: Quick access to information directly impacts employee productivity. According to Deloitte, the average employee spends about 20% of their workweek searching for internal information. This significant time spent on finding data reduces efficiency and hampers overall productivity.

    Enterprise search addresses this issue by providing quick access to relevant data from various repositories, allowing teams to focus on their core tasks. This not only boosts productivity but also enhances job satisfaction.
Enterprise search: Simpplr blog on measuring employee productivity.
  • Increased collaboration: By breaking down information silos, enterprise search helps cross-functional teams to access and share relevant information, regardless of where it is stored, enabling seamless collaboration.

    For example, with AI-enhanced enterprise search, team members can retrieve project updates, shared resources, historical data, or insights in real-time. This transparency not only improves communication but also accelerates automation in workflows, encourages cross-functional collaboration and promotes innovation.

  • Better decision-making: According to a Deloitte report, 49% of organizations cite data-driven decision making as a key strategy. Enhanced search capabilities allow decision-makers to access real-time data, analyze trends, and make informed choices that drive organizational success.
  • Fewer data silos: Enterprise search effectively reduces data silos by integrating disparate data sources into a single search interface. This unified access ensures that information is readily accessible across departments, eliminating redundancy.
  • Boosted knowledge management: A robust search solution highlights the skills and expertise of employees by showing their profiles or past work. This makes it easier to find and connect with experts within the organization, promoting a culture of teamwork and knowledge sharing.

Organizations with strong knowledge management practices are 37% more likely to outperform their industry peers. (Deloitte)

  • Enhanced customer experiences: For businesses with an online presence, efficient enterprise search can significantly improve customer experience. They quickly connect customers to relevant information, products, or services they seek, reducing wait times and improving satisfaction. By personalizing search results based on user behavior and preferences, they can transform the customer experience into a more intuitive and engaging one.

Key features of an enterprise search software

Here are a few key features that an enterprise search software should have: 

Unified search

Unified search refers to an enterprise search solution consolidating data from various sources across an organization into a single, coherent search interface. It enables users to access information from disparate databases, documents, emails, and applications seamlessly, enhancing efficiency and reducing the time spent switching between platforms.

Advanced Search Capabilities

Enterprise search solutions often include advanced search capabilities such as:

  • Boolean operators: Supports complex search queries using AND, OR, and NOT operators, allowing users to refine their searches.
  • Filters and facets: Enable users to narrow down results by specific criteria such as date, file type, or location, making it easier to drill down into relevant subsets of data.
  • Natural language processing (NLP): Understands and processes natural language queries to deliver more relevant results.
  • Wildcard searches: Allows the use of wildcards to find variations of words, enhancing search flexibility.

Semantic search

Semantic search enhances enterprise search by understanding user intent and the contextual meaning of search queries. It leverages machine learning and natural language processing technologies to provide more relevant results by comprehending synonyms, context, and user behavior patterns, thus improving overall search accuracy and efficiency.

Security and access control

Data privacy and security are paramount in enterprise search systems. Effective solutions incorporate robust security features like:

  • Role-based access control: Ensures that only authorized individuals can access specific information, enhancing data security.
  • Encryption: Protects data both in transit and at rest, adding an extra layer of security.
  • Compliance: Configurable settings ensure adherence to corporate security policies and governmental regulations.

Real-time indexing

Real-time indexing is a key feature of enterprise search solutions that promptly updates the search index as new data is added. This ensures users always have access to the most current information,  helping them make timely decisions and respond more effectively to changing needs within the organization.

Advanced analytics and insights

Enterprise search solutions often provide analytics and insights into search patterns and user behavior. These insights help organizations understand user needs, optimize content relevance, and enhance search performance. Features may include search trend analysis, user interaction metrics, and reporting dashboards for data-driven decision-making.

User experience features

A user-friendly interface enhances the overall experience of using enterprise search software. Some of the notable features include:

  • Customizable search UI: Allows organizations to tailor the search interface according to their branding and user needs.
  • Auto-suggest: Provides suggestions as users type their queries, improving usability.
  • AI-powered features: Benefit from AI summarization, search suggestions, and translation capabilities to get precise and actionable insights.

How to choose the right enterprise search solution?

When selecting an ideal enterprise search solution, following a structured approach is essential to ensure that the chosen system aligns with your organization’s needs and goals. Here’s a comprehensive guide to help you through the process:

Identify your needs

Understanding your organization’s specific requirements is the first step in selecting an Enterprise Search solution. Each enterprise has unique data management and retrieval needs that the right search tool can optimize.

Tip: Conduct a comprehensive needs analysis with key stakeholders across departments to identify critical features. This ensures the search solution aligns with business goals, enhancing collaborative efforts and improving overall operational efficiency.

Evaluate features

  • Scalability:
    • Assess whether the solution can handle the current and projected data volume as your organization grows. 
    • Look for options that support distributed architectures for scaling horizontally.
  • Ease of use:
    • Choose a search solution with an intuitive user interface requiring minimal end-user training.
  • Personalization:
    • Ensure the solution can deliver personalized search results based on user preferences, roles, and past interactions. 
    • Consider advanced functionalities like machine learning algorithms that enhance personalization over time.

Tip: Prioritize AI-driven personalization and intuitive navigation to maximize the solution’s effectiveness in your organization.

Prioritize connectors

Evaluate how well the enterprise search solution connects with your existing systems and tools. Seamless connectors with your intranet, databases, content management systems, and other platforms is crucial for maximizing the effectiveness of your search solution. Look for connectors that can easily sync data from various sources without extensive coding. 

Tip: Collaborate with IT teams to map out current technology architectures and pinpoint connection points to prevent data silos and enhance cross-functional collaboration.

Assess vendor reputation and support

Vendor reputation and the quality of support are critical factors that significantly impact the effectiveness of an enterprise search solution. Selecting the right vendor can influence not only the performance of the software but also the overall user experience and satisfaction within your organization.

Tip: Schedule consultations or demos with prospective vendors. Evaluate testimonials, case studies, and industry reviews to gauge vendor reliability and support options. 

Evaluate the total cost of ownership (TCO)

Calculating the total cost of ownership for an Enterprise Search solution helps in understanding long-term financial commitments. Beyond initial purchase costs, factor in maintenance, upgrades, and training expenses. 

Tip: Conduct a cost-benefit analysis to ascertain whether the solution’s potential to drive efficiency and collaboration outweighs its costs. Additionally, invest in a platform that offers transparent pricing models.

Introducing Simpplr’s AI-powered enterprise search solution

Enterprise search: AI-powered workplace intranet search
Simpplr’s AI-Powered Enterprise Search

Finding an ideal enterprise solution that effectively meets all organizational needs and keeps up with evolving modern workplaces can be challenging. 

Many outdated enterprise search solutions often struggle with understanding the context of a search query, leading to irrelevant search results. These antiquated solutions may also have difficulty accessing unstructured data, which makes up a significant portion of enterprise information. Furthermore, they tend to be slow and inefficient, reducing employee productivity and satisfaction.

Simpplr, a modern intranet solution, is working to solve this challenge with the help of Artificial Intelligence (AI). By integrating AI into search processes, Simpplr has introduced an AI-powered enterprise search system that seamlessly retrieves information from multiple internal and external data sources through a unified search interface.

While AI is still emerging for many IPS vendors, Simpplr is the first AI-powered employee experience platform to offer the best search functionality.

Generative AI smart answers

Now, let’s quickly look at some stand-out reasons as to why you should adopt Simpplr’s AI-powered enterprise solution:  

  • One Platform, One Search: Boost productivity with a centralized, highly relevant, and personalized search experience—all within the intranet employees rely on every day.
  • Simplified Technology Management: Streamline tech operations by combining best-in-class search and intranet in a single solution. Simplify connector management and drive operational efficiency with Enterprise Search.
  • Generative AI smart answers: At the top, you can find a Smart Answer — a concise and informative summary generated using state-of-the-art large language models (LLMs). These summaries provide quick insights by leveraging the most relevant sources identified by our search system.
  • Recommended Actions: Proactively guide employees to the next best steps based on their previous behaviors and context—boosting efficiency and reducing ITsupport inquiries.
Simpplr search with Retrieval Augmented Generation (RAG)
  • Seamless connectors: Seamlessly connects with Google Drive, Confluence, Jira, and more, ensuring faster response times from your most-used employee data sources to enhance the overall employee experience
  • Intuitive filters: You can refine their search with filters such as date, author, and type. With this release, Simpplr has introduced contextual aware static filters:
    • Filters remain consistent across all sources but are dynamically populated based on the search context.
    • For example, the “Author” filter will display only contributors relevant to the specific search query instead of listing all possible authors in the organization.
  • Relevant, accurate and context-aware: Uses the latest semantic and neural search technologies enhanced with retrieval augmented generation (RAG) to make sure you get relevant and accurate results.
  • Personalized experience: Crafts an AI-powered search experience that adapts to each employee based on their role, location, connections, behaviors, search history and more.
  • Includes Intranet data plus external connectors – Google Drive, OneDrive, ServiceNow, Confluence and Sharepoint for enhanced relevance and personalization.
Enterprise search: employee personalized search dashboard
  • Supports natural language queries (e.g. What are our health benefits? Who is the CEO?): Interprets and processes human language by breaking down sentences into meaningful components. This empowers employees with quick, accurate, and contextually relevant information.

Ready to see these features in action? Get a live demo to learn how Simpplr Enterprise Search can redefine the way employees find and act on information.