How to Search SharePoint Columns with Multiple Choice Values
Question details
The user needs to know how to configure SharePoint so that searches return files based on values stored in multiple-choice columns.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- A user is trying to find specific documents in a SharePoint library by searching for values that are selected in a multiple-choice column.
- Observed behavior
- SharePoint search fails to return the expected files because the crawled property of the multiple-choice column is not properly mapped to a searchable managed property in the search schema.
Ensure you have Site Collection Administrator permissions, as you will need access to the site settings to manage the SharePoint search schema and reindex the document library.
Map Crawled Properties to Managed Properties in Search Schema
Configure your SharePoint search schema by mapping the custom multiple-choice column to a pre-existing managed property so that its values become searchable.
By default, SharePoint crawls most content in a document library, including custom columns. However, multiple-choice column values do not automatically map to searchable managed properties. You must manually map the column's crawled property to a searchable 'RefinableString' to fix this.
Navigate to your SharePoint site. Click the Gear icon (Settings) and select 'Site information', then 'View all site settings'. Under the 'Microsoft Search' or 'Site Collection Administration' section, click on 'Search schema'.
In the Managed Properties tab, search for 'RefinableString'. Choose an available, unused property (for example, 'RefinableString00') and click on it to edit.
Scroll down to the 'Mappings to crawled properties' section and click 'Add a Mapping'. Search for your column's name (it usually starts with 'ows_q_CHCS_'). Select the property and click 'OK' to map it to the RefinableString.
In the 'Alias' field of the managed property, you can type a friendly name for your column. This makes it easier to use in targeted search queries later. Click 'OK' to save the managed property.
Go to the Document Library containing your files. Click the Gear icon > 'Library settings' > 'More library settings'. Click 'Advanced settings', scroll down to 'Reindex Document Library', click the button, and confirm. Wait for the next crawl to finish before testing your search.
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Frequently Asked Questions
Why does SharePoint search ignore my multiple-choice column values?
While single-line text columns are usually mapped automatically, multiple-choice columns generate a crawled property that isn't mapped to a searchable managed property by default. You have to create this mapping manually in the search schema.
How do I search for my mapped property once the search index updates?
If you gave your mapped managed property an alias (e.g., 'ProjectStatus'), you can perform targeted searches in the SharePoint search bar by typing 'ProjectStatus:YourValue'. Alternatively, just typing the value will return the document if full-text search is enabled for that property.
Do I need special permissions to change the SharePoint search schema?
Yes. You must be a Site Collection Administrator to access and modify the search schema at the site collection level, or a SharePoint Administrator to change it at the tenant level.
How long does it take for the search index to refresh after reindexing a library?
In SharePoint Online, continuous crawls usually pick up changes within 15 to 30 minutes. However, depending on server load and the size of your library, it can sometimes take a few hours for the search results to reflect the new mapping.
