Optimising your intranet search


The words in your title, summary and description will determine how easy it is for users to find the page. Try to reflect the language your users will search for and check that your content is unique

Screenshot of Invotra's federated search capabilities

In the instance above, the title and summary text have triggered the result.

We recommend that you search for your content from the homepage immediately after publishing. Check the results and amend until you are happy that the search terms are accurate and bringing back satisfactory results.

As well as being conscious of wording, adding tags to your content is another way for users to simply find relevant pages, news, blogs, etc. When a user selects a tag, they will be shown all sections, content types and apps with that tag.

Adding tags to enhance the search experience

Let’s focus on the ‘Primary category’ tag first.

Screenshot of

To add a primary category tag, you will need to have Webmaster permissions and be able to access Invotra admin. Alternatively, find a Webmaster using the people directory and ask them to include a tag you and your team are planning to use.

When the tag is added in admin, whenever a publisher goes to create a content type they will be able to select the appropriate tag/s from the dropdown menu.

If the appropriate widget that displays tags is activated in your template, you will see (using the example above) ‘Northumberland’ and ‘Training’ in the published content type. Users can then select either and be taken to a search result screen that features all other content with the same tag.

Adding a primary category tag in Invotra admin


1. Go Invotra admin

2. Locate ‘Content settings’, ‘Tags, topics and categories’

3. Select ‘Primary category’

4. Select ‘Add term’

5. In the subsequent create screen, add tag name in ‘Name’ and ignore ‘Weight’, include a brief description if you have one

6. Select ‘Save’ at the bottom of the page

Adding the primary category widget in a template


1. Go to Invotra admin

2. Locate ‘Structure’ and ‘Templates’

3. Select ‘Page’ (in this instance)

4. In the content tab, (see below) locate the region in your templates layout where you will add the tag widget

5.  Select the cog icon the top left-hand corner of that region

6. Select ‘Add content’ and the widget menu screen will open

7. Search for ‘Primary category’

8. Scroll down the window and select ‘Node’ then the ‘Field:Primary category’ widget

A configuration screen will appear, we recommend you set up your widget as we have below:

Screenshot of widget configuration screen

9. Select ‘Continue’ and then tick the box next to ‘Link label to referenced entity in the next screen

10.  Select ‘Finish’ and you will see the following:

Screenshot of node settings screen

As you can see from the image above, we have also added the ‘Projects’ and ‘General topic’ widgets too.

If you want to add a ‘Projects’ tag option for your publishers, please follow the same steps as described for ‘Primary category’. The only difference comes when a publisher adds a content tag in a content type create screen..

Adding a project tag if you are publishing a content type


Whereas primary category is at the bottom of the create screen for content types, to locate projects you must select the ‘Tags’ tab.

Like primary category, projects must be pre-added by a Webmaster in Invotra admin or they will not appear to publishers to select.

To add the project tag:


1. Select the project tag so that it’s highlighted

2. Select the two-way arrow icon to move the desired tag from the left box and into the right box where it is activated

Screenshot of adding a project tag

The tag tab has been selected and so has the Website Design project.

As long as you have added and configured your project tag widget in your template, the tag will appear and a user will be able to quickly look at all the related content available on your intranet to do with a specific project.

Adding a general topic tag


A more flexible option for publishers, general topic tags can be added in Invotra admin but they can also be typed straight into the content field and will appear in the general topic widget.

General topic tag widget

So for example, if you type ‘Outer space’ and save the content type, as long as the general topic widget has been added and configured in your template it will appear. See the image below and the third option.

Project tags page screenshot

To change the name of the tag, here we have called the general topic tag ‘Anything goes’, you need to access the appropriate template in Invotra admin and select settings in the general topic tag widget.

General topic tag widget screenshot

Select ‘Override title’ and add the title you want for your tag widget.

We recommend that you follow the configuration we have shown below. If you do change the name of general topic tags to something more appropriate for your organisation, make sure other publishers know that if they add a general topic tag it will appear as you have configured.

Screenshot of configuration page

If you do want to add general topic tags for publishers to select, you do so in Invotra admin taking the same steps as you would with primary category and projects.

In the example below, we have added ‘Autumnal’. The difference this time is that, as we type autumnal, an option appears for publishers to select, confirming this tag is official.

If you want to add more than one general topic tag, use a comma after each tag. They can be a mixture of pre-added and on the spot tags. See below:

Mixture of pre-added and on-the-spot tags


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