What is Intelligent Search: Why is it Important?

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Written By Haisam Abdel Malak
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Intelligent search helps businesses break down information silos by allowing employees to quickly search for and obtain the information they need from multiple data sources.

Intelligent search is the process of locating information as quickly as it is needed, regardless of where it is kept. It makes use of cognitive technologies such as AI and ML to give the most accurate customized search results.

The amount of digital data we have access to has skyrocketed, making management increasingly complex. With so many information repositories available, employees will need to figure out where data is held and then search based on that. Locating relevant information shouldn’t require a significant amount of time and effort.

Organizations, whether it’s the ERP, CRM, EMAIL, document management, or anything else, deal with a number of information systems at the same time, and we’ve often heard workers asking, “Where should I go for this document or this information?” I’m not sure which system to start.

The difficulty of accessing information throughout an organization has caused management to become accustomed to poor search results and to devote more resources to locating information more quickly. However, this is now a thing of the past!

To better offer insights, it has become critical for organizations to use intelligent document search and move away from old techniques of accessing information.

Each of us has become accustomed to distinct digital experiences, particularly via our everyday usage of smartphone applications. At the very least, enterprise solutions should give the same experiences we’ve come to expect.

People don’t mind if their personal images are preserved on the cloud or on their phones as long as they are safe and can be found in a short amount of time.

The same can be said for our professional work: we shouldn’t care where our data is stored as long as it’s safe, compliant, and accessible from anywhere at any time.

To give consumers more accurate and personalized search results, Intelligent Search employs AI technologies such as machine learning, computer vision, semantic search, and natural language processing. It breaks down data silos in businesses, allowing information to be extracted from potentially any data source.

Search intelligence can deliver smarter results faster and provides a single point of access to enterprise content sources, allowing data to be enhanced, searched, and analyzed in both structured and unstructured formats.

Making search more effective is important since business personnel spends a lot of time looking for information. Because of its capacity to learn about personal preferences from prior search criteria, the more searches conducted by employees, the more accurate the results are.

Employees spend 1.8 hours every day searching for and acquiring information, according to McKinsey’s analysis. That’s 9.3 hours every week on average!

That alone is reason enough for enterprises to abandon traditional search experiences in favor of emerging intelligent search technology and methodologies.

It necessitates the capacity to comprehend the inquiry provided via speech or text as well as the ability to search all repositories and databases accessible.

Intelligent document search extends Google-like capability to all of the information resources required for a business to function, from internal systems to third-party data sources.

A search that is intelligent enough to recognize the user’s needs.

How Does Intelligent Enterprise Search Work?

Search intelligence must be able to link to various data sources, index them for discoverability and rapid querying, and utilize its built-in algorithms to give the appropriate information at the right moment to the right audience, whether it was a person or any solution.

  • Connect to various data sources: The first stage is to be able to link to many sorts of data sources, such as document management systems, cloud sharing solutions, CRMs, and so on. Most market solutions have interfaces to previously mentioned information repositories, allowing them to crawl accessible data (both structured and unstructured)
  • Content indexing: Because data is now available, the technologies available enable the creation of a unified search index that allows for the ranking of search results regardless of their original source. Intelligent search technology helps create indexing among the most important information.
  • Intelligent document understanding: At this point, it will begin extracting information from these documents in order to better identify and classify the sorts of documents, which may be legal, financial, or presentations and videos.

It has been challenging to extract significant insights from unstructured data since it requires complicated and time-consuming data analytics techniques. That is why breakthrough technologies are developed to assist us in making the most of our most important assets.

What’s an example of intelligent search?

Intelligent search in document management involves leveraging natural language processing (NLP) to enhance the search capabilities within a document repository. Of solely relying on keyword-based searches, these smart search systems analyze the content and context of documents. This allows users to find information more accurately and efficiently.

These systems have the ability to understand synonyms, context and even user intent. As a result, they can provide relevant search results beyond just retrieving documents containing an exact phrase. For example, if a user searches for “sales data ” an intelligent search system can also identify documents such as “quarterly revenue reports” or “marketing analytics” based on their content and context.

This streamlined approach improves information retrieval and enhances productivity in document management workflows.

Employees lose time researching data that will most likely be missing if they don’t have an effective means to search through large amounts of data.

Intelligent enterprise search transforms workplace search into something more like the Internet, more personalized, and significantly more valuable to team members, resulting in a variety of benefits for businesses such as faster information access, more informed business decisions, and improved efficiency.

Enterprise search software organizes the retrieval of both organized and unstructured data in enterprises. It provides access to information stored in practically all systems and databases utilized in any business, allowing for faster information retrieval and a more general manner for your employees to use and engage with information.

Improved Efficiency

According to IDC, 61% of knowledge workers use four or more systems to gather the information they need to execute their tasks on a daily basis. Nearly one-fifth (14%) rely on 11 or more systems.

A unified search experience brings all accessible information together in one place, eliminating the need to switch between separate systems and allowing employees to find documents no matter where they are kept.

Intelligent enterprise search help organizations improve efficiency by locating documents in any repository in an instant.

There are a lot of reasons of why do we need enterprise search and most importantly is the ability to improve information retrieval and enhance data access.

Better Insights

When employees have a central location where they can receive answers to their queries and access relevant information and insights, they perform better and quicker.

Employees will be empowered and will have access to the data they need to expedite R&D, make data-driven business decisions, and increase productivity.

Find Answers Faster

Intelligent search bridges data silos, and consumers will be able to discover answers to their questions faster thanks to AI and machine learning.

You provide relevant information to your staff by utilizing intelligent document search. This can be accomplished by establishing knowledge management systems or a question-and-answer system that assists with typical workplace questions.

Improved Decision Making

Employees will feel more empowered if the information is easily accessible. They will learn how to make wise decisions that will benefit the company.

For example, allowing your customer service team to use intelligent document search can make your agents feel more confident in interacting with consumers since they will have vital knowledge on how to assist them.

With sophisticated analytics at your fingertips, you can spend less time discovering and cleaning data and more time taking effective action.

Securing Business Data

Because company data is so important to your success, you must take special precautions to safeguard it.

Document security refers to the safety of data across its entire life cycle, from creation to disposal, including secure archive storage.

By utilizing a secure platform that you can easily customize, intelligent search tools improve the security of your corporate data. You have control over who has access to sensitive data that is vital to your organization.

In our daily lives, most of us utilize Google to find information on the internet. Regardless of whatever website provides the results for our query, we trust that they represent the greatest accessible sources on the internet. And in our work lives, we should anticipate the same.

Traditional search has been useful to us for a long time and has done the work that was necessary at the time. Traditional search, on the other hand, couldn’t keep up with the growing complexity of data and the requirement to integrate numerous information systems across companies.

Intelligent search can connect to nearly any data source and index it in order to offer the most relevant results for our search requests.

Traditional search uses the query we type to search inside a system for matching criteria, but intelligent search tries to figure out what we’re looking for and ranks the results based on our preferences.

Enterprise search should not simply provide matching criteria to workers; they have advanced sufficiently to grasp what users are seeking for across enterprises.

Artificial intelligence (ai driven enterprise search) and machine learning are playing an important part in determining which results to return and are always learning from past searches.

Intelligent search will continue to improve human natural language by determining the meaning associated with each inquiry.

Voice with intelligent search and graphical search are increasingly outnumbering solely text searches. Organizations will undoubtedly adapt and use voice with intelligent search to locate information and improve information accessibility.

As per the research of Gartner, the voice search has improved by 30% from the last 5 years and surely it will continue to increase.

Time has become a more valuable resource, and people are looking for the simplest and quickest solutions to every problem. The act of inputting a query and scrolling through the pages for results has examined a variety of methods.


What is intelligent search?

Intelligent search is a technique that is used in organizations to find and retrieve information in the most effective way. It is also known as enterprise search. It can be used in various ways by different organizations, but it’s mostly used to find and retrieve information, data and documents.

What is meant by cognitive search?

Cognitive search is the process of searching for information and knowledge by using artificial intelligence to organize and evaluate the results.

The term “cognitive” refers to the mental processes that humans use to acquire, store, and apply knowledge. Cognitive search has been used in a variety of applications such as web search engines, expert systems, digital libraries, and intelligent tutoring systems.

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