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Search Administration - Roles

Shinydocs Pro Search supports role-based access control (RBAC). Roles allow administrators to increase their control over settings and access for each user by assigning specific roles in the system. These roles are based on each user’s active directory group.  

Creating a Role 

  1. From the Admin Panel, click Roles 

  2. Click + Add role to create a new role 

    1. Enter a Name that is easy to distinguish and represents the role’s usage/settings (for example, “Data Steward” or “Regular User”) 

    2. Enter at least one valid Active Directory Group path for Group Name 

    3. Click + to add another Active Directory Group to this role 

    4. Click Add to create the role 

  3. Find the newly created role based on the Name entered in Step 2 and Select “Edit” to start configuring 

Configuring a Role 

To configure a role, locate the role based on the Name provided at the time of creation and click Edit. The following options are configurable.  

Role settings 

Edit or update the display name for this role in Role name

Active directory groups 

Edit current Active Directory Groups or add Active Directory Groups to this role in Group name

Data enrichment 

Enable or disable access to data enrichment features. 

For more information about data enrichment features, see Configuring Enrichment tags

Microsoft Online 

Enable automatic Microsoft login prompts within Search, to ensure results from a Microsoft online source (for example, SharePoint or Exchange) are not returned if the user is not logged in to their Microsoft account. 

If this setting is enabled, users performing a search while they are logged out of their Microsoft Online account will see the Microsoft Online Login screen before the results are returned. After users log into their account the Search results are returned. 

We recommend Administrators enable this feature for roles that have connections to Microsoft Online sources, such as SharePoint or Exchange. 

NOTE: If the setting is not enabled when Microsoft Online sources are connected, the system may not behave as expected. Results may be hidden from results until configured. 

Role Customization 

In addition to the configuration options for a role, you can also customize the role by adding Advanced Search forms and Filters, as well as setting up which Source(s) are searchable by the role 


Creating and Configuring an Advanced Search Form 

Create an Advanced Search form that allows users to perform searches against an index facet (for example, a specific file type). Then Configure supporting fields on this form to align with the type of index facet. 

Creating a New Form 

  1. Click + Add form 

  2. Enter a value in Title for the name of the form that you want users to see when selecting an Advanced Search form 

Configuring Fields 

  1. In the Fields section, select a value from Index field name 

  2. Select a value from the Type dropdown for how users will interact with the form.  The different Types are: Autocomplete, Date, Dropdown, Range, Switch, Text field. 

    1. If Date is selected, users will be shown a widget allowing them to pick a date range 

    2. If Autocomplete or Dropdown is selected, define a list of values that will be presented dynamically in the form.  There are two options for defining the list of values: 

      1. Select Custom list 

      2. Enter text under VALUES 

      3. Click + to enter another value 

      4. Or select File 

      5. Paste the path to a file that contains a JSON-formatted list of values. 
        Here is an example of the contents of such a file:

    3. If Switch is selected, the underlying field should be Boolean (true or false) 

    4. If Range is selected, check Show tick marks on or off then enter values for Min, Max, Step (increment), and Unit 

    5. If Text Field is selected, the form will allow users to enter text values to search for within the specified field 

  3. Enter a Display name value for what users will see as a representation for the selected Index field name (for example, display “Tags” for index field enrichmentTags) 

  4. Select a Size for the width of the field appearing on the form 

  5. Save or continue to Hidden Fields 

Hidden Fields 

Hidden fields can be included in an advanced search, but are not shown as options to users. This allows you to preset search terms to be matched when using the advanced form.  For example, you could add a hidden field to only include PDF files in the search results by setting the “extension” field to PDF. 

Configuring Filters 

Filters are options that can be dynamically applied to the current search results.  You can create one set of filters per Source.  

Adding a new Filter Set 

  1. Click + Add filter set 

  2. Select the Source you want the filter set to be associated with 

  3. Select an Index field name that you want configure for the filter set (for example, extension) 

  4. Select the Type of filter that is most appropriate (for example, dropdown or text field) 

  5. Select whether or not the filter will be visible by default 

  6. Select the Language that the filter, visible to the user, is in 

  7. Enter a Title, the filter name that will be visible to users in the filter set 

  8. Click + Add filter to add another filter to the filter set 

  9. Click Save changes 


Configuring Sources 

A Source corresponds to a specific index to be searched.  You can define multiple sources in a role if you want that role to be able to search in multiple indexes. 

Configuring Sources 

  1. Click + Add source 

  2. Enter a Name for the source 

  3. Enter the name of the index that was generated from Cognitive Toolkit in Indices 

  4. Select the Language that Title, visible in the search bar Sources dropdown, is in 

  5. Enter a Title, the name that will be visible to users in the search bar sources dropdown 

  6. Repeat these steps for each index this role needs access to 

  7. Click Save changes 


Configuring Source Groups 

Source Groups allow you to define a groups that contains multiple sources.  When that source group is selected, a search will be performed against all the sources in the group. 

At least one source must be configured for this role before proceeding. 

  1. Click + Add Source 

  2. Select the Source you want to group from the dropdown 

  3. Click + to add this source to a group 

  4. Enter a Group Label, the name that will be visible to users in the search bar sources dropdown 

  5. Select + to add another source to this group 

  6. Repeat until all sources for this group are added 

  7. Click Save changes 

  8. Once all settings and configurations are complete, click Save to ensure all changes are updated 

To confirm changes made to Source groups, launch Discovery Search and click on Source in the search bar. 


What is Role-Based Access Control (RBAC)? 

Default Role 

The default role is where Advanced search configuration, Filters configuration, Sources configuration, and Source groups configuration are set up. The Default role serves as a role to which any user without a specific role will be defaulted to and can be used as a normal user to match functionality for users to a pre-roles state. It is recommended to configure specific roles and not assign end-users only to the default role. 

Roles can be assigned to users 

A user can be assigned a role by administrators based on their current active directory groups and roles. When creating a new role, the Group Name value must align to a currently existing Active Directory group in the client’s system. When a user launches the Enterprise Search site they will be assigned the role that most closely matches their current Active Directory group. If a user is part of multiple Active Directory groups/roles that are also aligned to more than one Enterprise Search role, they can switch between all available roles from Preferences in their user menu.  

Specific settings are role-dependent 

Advanced search configuration, Filters configuration, Sources configuration, and Source groups configuration are configured in Roles > Edit Role (per role). Each setting is configured per role and each new role can have different configurations.  

Recommendations and notes for RBAC 

When to use new roles 

Each new role should align to some difference in settings for any or for all of Advanced search configuration, Filters configuration, Sources configuration, and Source groups configuration.  

Example use case 

One set of users should have access to Index A only, but another set of users should have access to Index B only. Each set of users should have their own role where the source configuration aligns (Role A has Index A configured under sources, Role B has Index B configured under sources, etc.). Note that all users assigned a specific role must also be part of the Active Directory Group(s) aligned to that role in Discovery Search because users can only access and use roles that match their Active Directory Group.  

Active Directory alignment 

All users assigned a specific role in Enterprise Search must also be part of the Active Directory Group(s) aligned to that role because users can only access and use roles that match their Active Directory Group.  

Example use case 

If I am part of the Human Resources Active Directory Group, I can only use and be assigned roles in Enterprise Search that are configured to align with the Human Resources Active Directory Group. Administrators can align any Active Directory Group to match their needs.  


Administrators need early access to Enterprise Search, to set up each role, source, and setting. By default, Administration access is granted to all users who belong to the local Users group on the server where Shinydocs Pro is installed.  If you wish to change the group that grants Administration access, you must set the ActiveDirectoryAdminGroup property in [Install location]\Shinydocs Pro\Search\appsettings.json. 


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