Enable and configure unique Document IDs

In this article you will learn about the benefits of using Document IDs in document or record management. You will also learn how to enable the Document ID service for a site collection, and how to configure the Document ID options for custom file naming conventions.

In this article

Overview

Important things to remember

Activate, enable, and configure Document IDs

Activate the Document ID site collection feature

Enable and configure the use of Document IDs in a site collection

Overview

Document IDs help you manage your documents by providing an easy way to track items regardless of their location. For example, if a legal contract gets moved from a document library on one site to a document library on another site, the contract would be easy to locate based on its Document ID. Document ID’s are automatically assigned to uploaded documents and this ID will follow the item throughout its entire life cycle. Document IDs can also be assigned to Document Sets.

Tracking items with Document IDs

When the Document ID service is first enabled, new documents in the site collection will automatically be assigned new IDs. A timer job is scheduled to assign IDs to documents already in the site collection.

Also, when the service is enabled, a new column is automatically added to the Document and Document Set content types. The Document ID column displays the ID assigned to an item.

Before using the Document ID feature in your content management system, you must first enable it for the site collection(s) your documents are hosted in.

Important things to remember

Under certain circumstances the Document ID is not always maintained. The following table summarizes these exceptions.

Action

Result

Download a document and then upload it to another site.

Document is considered a copy and a new document ID will be assigned.

Use the Move command with Send To.

Document is considered a copy and a new document ID will be assigned.

Use the Copy command.

A new document ID will be assigned.

The only way to retain a Document ID within sites is to use the Site Content and Structure administrative page in Site Settings while moving documents. Note that copying by this method does not retain the Document ID.

For more information on Site Content and Structure, see Work with site content and structure.

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Activate, enable, and configure Document IDs

To first use Document IDs to track documents or records you must following a two-step process:

Activate the Document ID site collection feature

Note    In order enable the Document ID feature you must be a site collection administrator.

  1. Go to the top-level site collection.

  2. Click Site Actions and then click Site Settings.

  3. Under Site Collection Administration, click Site collection features.

  4. Next to Document ID Service click Activate. An Active icon appears next to the item and the feature is activated for the current site collection.

Enable and configure the use of Document IDs in a site collection

When you enable the Document ID feature for any given site collection, all documents in the site collection will be automatically assigned a Document ID. Keep in mind that, depending on the number of documents that exist in your site collection, this process can take some time.

Note    In order enable and configure the Document ID feature you must be a site collection administrator.

  1. Go to the top-level site collection.

  2. Click Site Actions and then click Site Settings.

  3. Under Site Collection Administration, click Document ID settings.

  4. On the Document ID settings page, in the Assign Document IDs section, make sure there is a checkmark in the Assign Document IDs, check box.

Note    When you enable the assignment of Document IDs for the first within a site collection, a message appears: Configuration of the Document ID feature is scheduled to be completed by an automated process. This means that a timer job is responsible for completing the assignment of the Document IDs to all documents in the site collection. The time it takes for this process depends on the number of documents in your site collection.

  1. To set a custom string of characters or numbers that are automatically appended to the beginning of each Document ID, enter the string under Begin IDs with…

  2. Select the Reset all Document IDs… check box if you want to automatically add the prefix to all existing Document IDs in your site collection.

  3. In the Document ID Lookup Search Scope sections, select the site(s) to use as the search scope for ID lookup.

  4. Click OK.

    Note    As mentioned above, when the Document ID service is enabled for any given site collection, a column is added to the Document and Document Set content types as the site collection level. The Document ID column is used to display the ID assigned to an item.

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Applies To: SharePoint Server 2010



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