05 June, 2012

Document ID in sharepoint 2010

I really want to appreciate Microsoft Product Team for creating this Document ID functionality. We all know about the URL links broken problem in SharePoint 2007 when we move any document from one place to another. But this problem has been resolved now in this newer version i.e. SharePoint 2010. With the implementation of this functionality, every document will be associated with unique ID that will be consistent throughout the site collection. I will mention some common FAQ’s towards the end of this article that I have experience by means of pure testing.
How exactly it works? How to implement this on your site collection?
First important thing is you need to activate this feature by means of site collection
How to activate this feature by means of GUI (Graphical User Interface)?
·         Open the sharepoint site
·         Site actions
·         Site settings
·         Site collection administration
·         Site collection features
·         Activate this feature ‘Document ID Service
Note: If you are not able to see the site collection administration section then make sure you are part of site collection administrators group.
How to activate this feature by means of Powershell command?
·         Open the Powershell command window
·         Execute the following command:
Enable-SPFeature –id docid –url <site collection link>
Next important step:
1)   Open the SharePoint site
2)   Site actions
3)   Site settings
4)   Site collection administration
5)   Document ID settings
6)   Make sure that this options should be checked-Assign Document IDs
Common FAQ:
-I already have document library which consist of some uploaded document but still I am not able to see the document ID’s?
-Why it is not working? If I have already activated the feature then it has to assign the document ID’s but it’s not happening
Is there any problem in terms of activation?
Here is the answer for the above questions:
After some debugging in central administration, I found out something interesting that resolves my issue JJ Happy SharePoint once againJ
·         Central administration
·         Monitoring
·         Timer Jobs
·         Review Job Definitions
·         Check the list of timer jobs carefully and you will find this:
§  Document ID Assignment job
§  Document ID Enable/Disable Job
·         Click on each job and select ‘Run Now’
·         That’s it-now you check the document library status and I can check the smile on your face J
Note: Make sure you need to enable that column by means of edit list view
How to enable this column? Very simple, follow these steps:
1.   Open the document library
2.   Settings
3.   Document Library settings
4.   Scroll towards the bottom of the page
5.   Under view-click on ‘All Documents’
6.   Select the Document ID column and Click Okay
Common FAQ’s:
1.   Does the document ID changes if I move a document from one library to another? –NO, the ID will be same across the whole site collection.
2.   Does the document ID changes If I move the document from one site collection to another site collection?-Yes, document ID will lose the preserveID functionality as soon as the document moves to site another site collection.
3.   Is this functionality applicable to custom list also? NO-applicable to only document libraries
If you have any queries/questions then please let me know. I would be more than happy to help you as well as resolves your issues J
Thank you.

9 comments:

  1. At the Site Collection level we can enable use of Document ID’s:" What level are you referring to? Can I turn on Document numbering and configure it differently for each folder in my SharePoint, or is ti done at Top Level? For instance, my 2007 site is structured as follows:

    Compilation Tools team (Top Level – Is this what you mean by "Site Collection"?)
    |
    Shared Documents
    |
    Customer – Presentations – Process etc…

    Could I have a Document Numbering scheme for each of the sub folders in Compilation Tools Team – Shared Documents?

    It would be nice to have docents in the Customer Folder named "CUST-xxxxx" and documents in the Process Folder named "PROC-xxxxx" ands presentations as "PRES-xxxxx" etc etc..

    This would enable people to find a document quite easily.

    Do we have to have the Content Organiser enabled?

    In my experience these kind of automated systems are not very accurate.

    is it possibe?

    ReplyDelete
  2. We can use the document ID functionality at the site collection only.

    When you will enable the document ID functionality then you can use it for the uploaded documents and not for the folders.

    Could I have a Document Numbering scheme for each of the sub folders- this will not be covered under document id functionality as i mentioned above but manually you can use any naming conventions as per your requirements.

    "PROC-xxxxx" ands presentations as "PRES-xxxxx"--this will be unique for the complete documents and you can manage at site actions-site settings-site collection administration-document id settings

    Do we have to have the Content Organiser enabled?-- There is no such feature/functionality exist in sharepoint 2010.

    To find a document quite easily--Document ID's/Metadata/content types: sevral options are present to make it feasible as per your requirements

    Please let me know in case of any further queries, Thanks for your patience

    ReplyDelete
  3. We have had an issue with copying templates – the DocID was repeated in each site – we have installed the hot fix and some IS’s are fixed but some have retained the same Library ID,s – we have two 80’s in the same sub site. Uploading new documents does not change this. Any suggestions why that may be?
    Peter

    ReplyDelete
  4. the ID will be same across the whole site collection.

    as you have mentioned, document is same in the two subsites and both the subsites are a part of site collection so it is working as expected.

    if you move the document/Upload to a different site collection then only the ID will change.

    Please let me know in case of any queries/questions, Thank you.

    ReplyDelete
  5. I believe I have found a bug and cannot seem to find a solution. Perhaps you have run into it. If you deploy a site collection using a custom solution/site template, then remove OR disable the solution from with in the new site collection, you are unable to make any changes to the document ID service. Enable/Disable, or set its preferences. None work. The obvious work around is to leave the solution/template in place. This option makes me uneasy as it seems like a bit of a 'booby trap' should an unknowing admin get a little to 'clicky'.

    I've been able to produce this behavior in two separate 2010 environments, both built from scratch with 2010(ie, not upgraded from 2007).

    Do you have any suggestions?

    ReplyDelete
  6. can you please elaborate on few details?

    - which custom template you have deployed?
    - If you have deployed then why did you removed it?
    - Apart from custom template, does the document id service is working on OOB team site?

    ReplyDelete
  7. I have a site collection setup to use Document ID's. I enabled the function almost a year ago and for the most part has been working extremely well. However, today I found an issue when I rename a file using Edit Properties, the Document ID link is broken. The Document ID link still points to the old file name.

    I tested several documents that I uploaded yesteday and they all exhibit the same issue. However, and here's the strange part, when I upload a new document then rename the file, the Document ID link works file. Any existing files that I rename are not working.

    Any ideas?

    ReplyDelete
    Replies
    1. The functionality of document id's also works on timer jobs.

      Any changes you make to the prefix will be applied immediately to any new document that is uploaded to your document library. However, changing the document ID of existing documents is done by a timer job on the server. In fact, there are two timer jobs that are set to automatically apply your configuration settings for the Document ID feature: the Document ID assignment job and the Document ID enable/disable job. You can find these timer jobs on the Review Job Definitions settings page in Central Administration, under Monitoring –> Timer Jobs.

      check, review and let me know in case of any questions, Thanks for your patience

      Delete
  8. When I enable document ID feature at site collection level. What would happen to the existing documents?
    Will they be renamed along with the links . If so where will they be stored

    ReplyDelete

Your feedback is always appreciated. I will try to reply to your queries as soon as possible- Amol Ghuge

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