Improving Search Accuracy in SharePoint People Directory
                     Improving Search Accuracy in SharePoint People 
Directory
Improving Search Accuracy in SharePoint People Directory 
with Predefined Filters
Having quick access to the right people and resources is essential for 
productivity and collaboration. A SharePoint People Directory is an 
essential tool for organizations, helping employees find colleagues 
quickly based on key attributes such as department, role, or skills.
Quick Read
Summary generated by AI, reviewed for accuracy.
Predefined filters in the SharePoint People Directory improve search 
accuracy by allowing employees to quickly find the right person based on 
criteria like department, location, and skills. This saves time, enhances 
collaboration, and streamlines workflows.
By using these filters, organizations ensure a consistent, user-friendly 
experience, making it easier to connect with colleagues and boosting 
overall productivity.
However, when the directory grows, the volume of data can make 
searches cumbersome. This is where predefined filters in the SharePoint 
People Directory come into play, offering a more efficient and accurate 
search experience.
This blog explores how predefined filters can significantly improve search 
accuracy, streamline workflows, and enhance collaboration across your 
organization.
What is the SharePoint People Directory?
The SharePoint People Directory is a central repository within SharePoint 
that stores and organizes employee profiles. These profiles contain key 
employee information such as name, job title, contact information, 
location, department, skills, and more. The directory is particularly useful 
in large organizations where finding the right person for a specific task 
can be time-consuming.
In its most basic form, the People Directory is a contact list. But when 
enhanced with predefined filters, it becomes a robust search tool that 
delivers highly relevant results with a few clicks.
What are Predefined Filters?
Predefined filters are pre-configured categories or attributes that users can 
apply to refine their search in the SharePoint People Directory. For 
example, filters might include job titles, departments, office locations, or 
even specific skills. These filters are already set up by the SharePoint 
administrator or organization and allow employees to narrow down their 
search results quickly, without having to manually adjust search 
parameters each time.
Rather than typing in a search term and sifting through numerous 
irrelevant results, predefined filters give users an intuitive way to search 
based on specific categories, resulting in faster and more accurate 
results.
Benefits of Using Predefined Filters for Search Accuracy
1. Faster Search Results
One of the primary advantages of using predefined filters in the People 
Directory is that they significantly speed up the search process. Instead 
of browsing through a list of hundreds or even thousands of employees, 
users can narrow down their search by applying filters that instantly 
limit the pool of results.
2. Increased Search Accuracy
Predefined filters improve the accuracy of search results by limiting them 
to specific parameters. This means employees can quickly find exactly 
who they are looking for based on specific criteria without having to sift 
through unrelated profiles. The accuracy of the search is boosted because 
the filters eliminate irrelevant results, allowing users to focus on profiles 
that meet their exact needs.
3. Improved User Experience
One of the challenges faced by large organizations with numerous 
employees
is managing the overwhelming amount of data in the People Directory. 
Predefined filters make it easier for users to locate the information they 
need without feeling overwhelmed by endless search results. By 
providing a more intuitive interface, users don’t have to rely on complex 
queries or deal with irrelevant results. They can simply select the 
relevant filter(s) and find what they need in a fraction of the time.
Moreover, the use of predefined filters simplifies the search process for 
employees who may not be familiar with all the attributes available in the 
directory. For instance, a new employee may not know the names of 
departments or teams but can easily filter by job title or location to find 
colleagues.
4. Enhanced Collaboration and Productivity
In a workplace that thrives on collaboration, being able to quickly find 
the right person for a task or project is critical. With predefined filters, 
employees can easily identify and reach out to individuals with specific 
skills or expertise, improving interdepartmental communication and 
teamwork.
By narrowing down search results to employees in the relevant 
department or with the right qualifications, predefined filters streamline 
collaboration efforts. This enhanced accessibility to the right people 
helps employees solve problems faster and take action on projects 
more efficiently.
5. Consistency in Search Results
Predefined filters also help ensure consistency in search results. When 
employees manually search for individuals, they might use different 
keywords or criteria, leading to inconsistent results. With predefined 
filters, everyone in the organization is using the same set of categories 
and search criteria, which promotes uniformity across  the People 
Directory.
Common Predefined Filters to Enhance Search Accuracy
The specific predefined filters available in a SharePoint People Directory 
will depend on how the organization has configured the directory, but 
some common ones include:
1. Department
This filter allows users to narrow their search to individuals working 
in specific departments such as HR, IT, Marketing, Finance, etc.
2. Location
Especially useful in global or hybrid organizations, this filter enables 
users to search for employees based on their geographical location, 
whether that’s an office city, region, or country.
3. Job Title
With the Job Title filter, users can quickly find employees based on their 
roles, such as CEO, Manager, Software Engineer, HR Specialist, etc.
4. Skills/Expertise
This filter allows employees to find colleagues based on specific skills or 
expertise, such as Python programming, project management, content 
writing, etc.
5. Team/Project
This filter allows employees to find people working on specific 
projects or in particular teams, making it easier to identify those 
involved in a shared initiative.
6. Experience Level
A filter for experience levels can help users find employees based on 
seniority, such as junior, senior, or executive-level staff.
7. Manager/Supervisor
If a user wants to find employees under a particular manager or 
supervisor, this filter can narrow the search to those reporting directly to 
a specific individual.
How to Set Up Predefined Filters in SharePoint People Directory
Setting up predefined filters in Employee Directory 365 is a straightforward 
process that allows organizations to refine employee search results based 
on key attributes like department, job title, skills, or location. These filters 
help users quickly find the right person for specific tasks or 
collaborations, boosting productivity and enhancing the user experience.
Here’s a step-by-step guide on how to set up predefined filters in 
Employee Directory 365:
1. Define Your Filter Categories
The first step in setting up predefined filters is determining which 
attributes will be most useful for your organization’s needs. Some 
common filters include:
Department: Allows employees to search by department (e.g., 
Marketing, IT, HR).
Location: Helps users find colleagues in a specific office or region.
Job Title: Filters employees based on their roles or titles.
Skills: Allows employees to search for colleagues with specific skills or 
expertise.
Teams/Projects: Helps find people working on specific teams or projects.
2. Ensure Accurate Employee Profile Information
For filters to work effectively, employee profiles must have accurate and 
up-to-date information. This includes data such as:
Job title, department, office location
Skills, expertise, and 
certifications Any other 
relevant metadata
Make sure the information is consistently maintained across all employee 
profiles to ensure the filters deliver the best results.
3. Access the Admin Settings
To set up the predefined filters in Employee Directory 365, log in as an 
administrator and access the settings or configuration page. Here, 
you’ll find options to modify the directory’s features, including 
filtering options.
4. Create and Configure Filters
Within the admin settings, navigate to the filter management section. 
Here you can:
Add new filters by choosing from predefined attributes (e.g., 
department, skills, location).
Define how each filter will appear in the directory interface for users.
Set the filter’s visibility based on user roles or permissions, 
ensuring only the relevant filters are visible to specific employees.
5. Test the Filters
Before making the filters available to all users, test the filter 
functionality with a few sample searches. This will ensure that each 
filter works correctly, and the search results are refined as expected.
6. Communicate the New Filters to Employees
Once the filters are set up, it’s important to inform employees about the 
new search capabilities. Provide guidance or training on how to use the 
predefined filters to improve search accuracy. Highlight the benefits of 
using filters for quicker access to the right colleagues.
7. Monitor and Update Filters Regularly
Predefined filters should be regularly reviewed and updated to ensure 
they remain relevant. For example, new departments, teams, or office 
locations might need to be added, or existing filters might need 
adjustments as your organization evolves.
Setting up predefined filters in Employee Directory 365 is a simple yet 
powerful way to improve search efficiency and accuracy. By organizing 
your employee data and offering tailored filters, you can help employees 
find the right colleagues faster, enhance collaboration, and streamline 
workflows. With just a few steps, you can
transform your employee directory into a robust tool that supports 
both daily operations and long-term business goals.
Here is the Customer Review
“This app perfectly meets our needs by providing a directory for our corporate 
employees. While watching the demo video, we noticed the use of extension 
attributes to display an image of an employee’s office location, which also 
fulfilled our need for an office seating chart. This app ended up solving two 
key company needs with a single solution — an employee directory and a 
seating chart! Additionally, the support we received was excellent. All our 
concerns were addressed promptly, and we were up and running in no time!”
Best Practices for Using Predefined Filters
 Limit the Number of Filters: Too many filters can overwhelm users and 
make the search process more complicated. Focus on the most 
important and commonly used criteria.
 Keep Metadata Updated: Regularly update employee profiles to 
ensure that filter attributes (such as job title, department, skills) 
remain accurate and up- to-date.
 Make Filters Easily Accessible: Ensure that filters are prominently 
displayed and easy to apply within the People Directory interface.
 Offer Training: Provide training or guidance on how to effectively 
use filters for new employees or teams to ensure they understand 
the value and
functionality of the People Directory.
Conclusion
The SharePoint People Directory, enhanced with predefined filters, boosts 
search accuracy and productivity by quickly narrowing results based on 
department, job title, or skills. This saves time and fosters a more 
efficient, collaborative work
environment.
With Employee Directory 365, maintaining an effective filter system 
ensures a user- friendly, robust directory that helps teams collaborate 
faster and achieve their goals more efficiently.
Get started today to improve your organization’s collaboration and 
productivity.