Sometimes, search doesn’t work as you expect in SharePoint (one example is multi-line text fields – and a list of crawled properties is at https://docs.microsoft.com/en-us/microsoftsearch/manage-search-schema). In particular with Lists, some column types aren’t supported OOTB. But there is a way to get searching for all columns using managed properties.
The process is simple enough:
- Setup a managed property for the column or columns you are not able to search on.
- Re-generate the search index
Here’s the process in a little more detail. You’ll need at least Site Administrator access to complete these steps.
Setup a managed property
- Go to the list of concern
- Click Settings | Site Information | View all site settings
- Click Search Schema (Under Site Collection Administration)
- Click New Managed Property (just after the Filter box)
- Enter details and note:
- Provide a logical name for the property
- Type is TextSelect Searchable, Queryable and Retrievable
- In the mappings box at the end of the form, click Add a mapping. Search on the field name in your list you are looking to search. For us, the field name was prefixed by ows_. You can map to more than one field – eg managed property date refers to all date columns
- Note that your column may not show up in crawled properties – and in many cases this is because there is no data in that field. Add a record with data in this offending field and then reindex. The column should now be available to select.
- Click OK to save your managed property.
To reindex search
- Go to Settings | Site Information | View all site settings
- Click Search and Offline Availability (under Search)
- Click Reindex site and confirm.
- Wait a period of time for the reindex to complete (5mins for a small list)
- More details at https://docs.microsoft.com/en-us/sharepoint/crawl-site-content
Custom date fields require a little extra work:
- Update an existing RefinableDate property. Add an alias to make it easier (eg date) to search
- More info at https://blog.velingeorgiev.com/how-set-datetime-managed-property-sharepoint-online
Notes on searching dates
You can use dates in format YYYY-MM-DD
Search in a date range eg 2022-01-01..2022-03-01
You can also use word terms as well:
- this week
- this month
- last month
- this year
- last year
- But sadly… no “”last week”!
You can also use logical operators
- = Equals
- < Less than
- > Greater than
- <= Less than or equal to
- >= Greater than or equal to
- <> Not equal to