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3Jan/121

Article – Document ID Service in SharePoint 2010

Document ID Service is one of the brand-new features introduced into Content Management workload in SharePoint 2010. Microsoft introduced this new featured as part of SharePoint 2010 release after hearing a lot to customer feedback. Let us explore this new feature and see how valuable it is to your content management solutions.

Problem

SharePoint is a product by nature uses a very much de-normalized database in order to provide most of its powerful features. How SharePoint manage data stored within is using lots of GUIDs. Every Site, List, Library, Item, etc… get assigned a GUID by SharePoint. GUIDs are like {776E22FB-E38E-45BB-B606-20F5785D49A5} and not human friendly. Every item/ document get stored in Lists and Libraries get assigned a GUID internally and SharePoint uses that ID to work with the content. But most of the organizations uses non-GUID based (more human friendly) identifiers to identify content uniquely. How can we assign human friendly unique identifiers to the contend stored within SharePoint?

Solution

SharePoint 2010 comes with a brand-new feature called Document ID Service to assign a human friendly unique identifier to the content stored within SharePoint.

Why do we need to use Document ID Service and why can’t we use ID field already available in my list? ID column is a unique integer based identifier for the content stored within a single list or library. Those integer based identifies are not unique across lists and libraries. Identifiers generated by Document ID Service are unique across all the lists and libraries in a given Site Collection.

Let’s first examine the ID column and it’s limitation before we move to Document ID Service.

Task 1: Enable ID column in List/ Library Views

  1. For Libraries, select the Library Settings from the Library tab in the ribbon. For Lists, select List Settings from the List tab in the ribbon.
  2. Scroll down until you get to Views section.
  3. Click the View you want to include the ID column. It will be easy if you select the Default View.
  4. Check/ Enable the ID column from the Columns group.
    ID Column
  5. Click OK.
  6. Upload some documents and see how SharePoint assigns integer based IDs to individual items.
    Assigned ID
  7. Repeat steps 1 through 6 to a another List or Library and investigate to see that this ID column is unique only for list/ library level and not across all the lists or libraries within the site.

Now that we are ware that ID column in Lists and Libraries are scope to individual lists and libraries and it does not provide a way of identifying items/ documents uniquely across lists and libraries using a human friendly manner.

This is where we need Document ID Service which comes with SharePoint 2010. Let us configure Document ID Service and explore its capabilities

Task 2: Enabling Document ID Service

Document ID Service is a Site Collection scope feature and it provides unique identifies for content stored in lists and libraries within a Site Collection.

Perform following tasks to enable Document ID Service feature:

  1. Select Site Actions –> Site Settings and navigate to Site Settings page.
  2. Select Site collection features from Site Collection Administration section in Site Settings page.
  3. Locate the Document ID Service feature and activate it by clicking Activate button.
    DI Feature Acitivation
  4. Navigate back to Site Settings page by selecting Site Actions –> Site Settings link and now you will notice a new link called Document ID settings was introduced inside Site Collection Administration section.
    ID Settings Link
  5. Select Document ID settings link to configure Document ID Service settings
  6. Make sure that Assign Document IDs option is checked/ selected. Specify alphanumeric value based on your organization information policies into the field Begin IDs with the following characters:. Document IDs will always start with whatever your specify in this text box. I have specified TEAM since I want all the IDs to begin with that.
    ID Settings Page
  7. Click OK to continue. In case if you have already configured Document ID Service and you have been using for sometime, you may visit to this page if you want to either disable document ID assignment or to change the leading text for the IDs generated.

Task 3: Enable Document ID column in List/ Library Views

  1. For Libraries, select the Library Settings from the Library tab in the ribbon. For Lists, select List Settings from the List tab in the ribbon.
  2. Scroll down until you get to Views section.
  3. Click the View you want to include the Document ID column. It will be easy if you select the Default View.
  4. Check/ Enable the Document ID column from the Columns group.
    Enable Document ID
  5. Click OK..
  6. Upload some documents and see how SharePoint Document ID Service assigns based IDs to individual items.
    Assigned Document ID
  7. Repeat steps 1 through 6 to a another List or Library and investigate to see that the IDs generated by Document ID Service are unique across all the lists and libraries within a Site Collection boundary.

As you can see Document ID Service generates unique identifiers (IDs) starting with the value provided within the Document ID settings page and this ID is unique across all the lists and libraries within a Site Collection boundary.

One other advantage of Document ID Service is that SharePoint provides a specific URL for end-users to retrieve documents by passing the ID generated by Documents ID Service, no matter where they are within the site collection. Simply paste the Document ID to the following URL to retrieve the document.

http://[Web Application]/_layouts/DocIdRedir.aspx?ID=[Document ID]

I’m sure that you are aware of the value of the Document ID Service and will be part of your next Content Management solution.

Posted by Joy

Comments (1) Trackbacks (0)
  1. HI Joy,
    i want to know Enabling Document ID Service in SHAREPOINT 2010 FOUNDATION is available or not??
    if this Enabling Document ID Service feature is availavle , then why option not shown for DOCUMENT ID SERVICE…..for Activate or Deactivate.


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