SharePoint 2010 and the document ID some notes


With SharePoint Server 2010 we got the ability to stamp our documents with a “Document ID”. We have also a couple of documentation about this, how it works and why enabling takes some time…

References:

Document IDs and the DocID Service in SharePoint Server 2010 (ECM)
http://msdn.microsoft.com/en-us/library/ee559302(office.14).aspx

Details about how Document ID Service is activated
http://blogs.msdn.com/b/chunliu/archive/2011/07/27/details-about-how-document-id-service-is-activated.aspx

New Document ID Feature in SharePoint 2010
http://blogs.technet.com/b/blairb/archive/2009/10/20/new-document-id-feature-in-sharepoint-2010.aspx

SharePoint 2010 – Activating the Document ID Feature
http://miketangoblog.wordpress.com/2011/02/16/sharepoint-2010-activating-the-document-id-feature/

and much more…

 

Side Effects:

The document ID is not Unique. It might happen that you have two documents in your whole SharePoint farm with the same number. Let us have a look how the number gets created.

I got: 6QXUVKASN27Z-9-8

6QXUVKASN27Z

Comes from a property in the root of the Site and is in my case a random ID also called as Prefix.

9

Comes from the “number” of that List and is also stored as a property.

8

Is the ID of that item.

Imagine the following scenario:

You created a Site and enabled Document ID. You saved this site as a template without data. Now you created a new Site based on that template.

Later when some documents are stored two examples how such an URL with the Document ID could look:

http://SharePointServer/mastersite/_layouts/DocIdRedir.aspx?ID=6QXUVKASN27Z-9-8
http://SharePointServer/donesite/_layouts/DocIdRedir.aspx?ID=6QXUVKASN27Z-9-8

Both URL will work and will show you the particular document.

Could that work?
http://SharePointServer/_layouts/DocIdRedir.aspx?ID=6QXUVKASN27Z-9-8

For me not and Search gave me an error.

Reason 1: My Search configuration is not working in the right way.

Reason 2: We need to know the Site and with that we can use the DocIdRedir.aspx. Look for the two URL’s with mastersite/_layouts and donesite/_layouts.

 

Q: Why I got a random “Prefix” ?

A: You may did not set your own Prefix like me and when you changed it and expected to see the new one with your Documents:

image

This has been scheduled and may take some time like the first “Enable” of that feature.

Q: How to change the Prefix?

A: Go to Site Collection Administration and you will see a new entry Document ID Settings. The URL will be similar to http://SharePointServer/_Layouts/DocIdSettings.aspx.

With the next day I can see that all Document ID’s has been changed. The side effect with the site created by a template is still the same.
image

 

You are not 100% satisfied with this kind of solution and wants to prevent side effects by control it with your own code? Have a look into the SDK sample: http://msdn.microsoft.com/en-us/library/ff521589.aspx


Comments (1)

  1. Prasanna says:

    HI

    I want to change the Begin with characters and Reset all checkbox using Powershell script. Please Suggest.

    Thanks in advance

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