SharePoint provides powerful search functionalities but do you want your business solution data to be found this way? I consider SharePoint to be a data store and do not want users to use SharePoint directly to interact with data. A business solution (canvas apps, cloud flows) is used for that. There are administrator activities where I do support the direct interaction with data in SharePoint.
All lists and document libraries have a setting to instruct the SharePoint search engine to skip that list/document library. I thus always configure this setting so the data – and as a result also the data location – is not to be found via search.
I do not want to use the same SharePoint sites I use for data storage to also contain content pages about the business solution because I do want these content pages to be found by the SharePoint search engine.
You must have sufficient rights on a list/document library to configure the search setting. The following default permission levels allow this:
- Full Control
Below, the steps are given on how to disable search on lists and document libraries.
- Go to the settings page of the list/document library.
- Select the option
- Set the option
Allow items from this list to appear in search results?to
- Click on the button
This video demonstrates how to disable search on a SharePoint list/document library and that data is then indeed not shown in SharePoint search results.
- https://www.youtube.com/watch?v=JHJXsA-z3bI (🎥 2023-10-15)