Making Documents Unique – Part 3

Proving that it all works

The first thing to do is to add a new document to a document library and ensure that the Document ID is being assigned.  To do this, navigate to a document library and upload or create a new document in the normal way.  Once you have uploaded the document, select the document drop down menu from the document library and select View Properties.

 view properties                       

You should now see that the document properties contains a new Document ID property as shown below.

properties

Modifying the View to show the Document ID

It would be useful to be able to see the Document ID in the Document Library view so let’s add it now.  If you notice, there is a small downward facing arrow to the right of the Library name in the breadcrumb trail.  If you click on this you get a quick context menu from where you can modify the view.  Select Modify this View.

modify this view

A form will appear showing which columns are selected for the current view; ensure that the Document ID property is checked and then click on OK.

Document ID check box

The Document ID will now appear as a column in your current view.

Adding the Find by Document ID web part

There is a new “Find by Document ID” search web part that you can use and which appears by default in Document Centers and Records Centers.  This enables you to immediately locate a document via its Document ID, no matter where it resides in the Site Collection.

To add the web part to the current page, click on the Edit Page button  and then click into the page where you want to insert the web part.  You will notice that the Ribbon is enabled so click on the Insert heading on the Ribbon and then click on Web Part as shown below.

insert web part

Click on the Search category in the left hand list and then select Find by Document ID in the Web Parts list.

web part select

Then click on the Add button and hey presto the web part will appear on your page.  Click on the Page heading on the toolbar and then click on the Save & Close button to exit from editing mode.

web part

Have a go and type in a Document ID and then click on the icon to the right of the search box search icon, the document will then be automatically loaded in the appropriate application.

Manual Searching

When you activate the Document ID Service, it adds a new ASPX page in the layouts directory called DocIdRedir.aspx.  This page accepts one querystring parameter which represents the unique Document ID as shown below.

http://<sitecollectionurl>/_layouts/DocIdRedir.aspx?ID=LEGAL-1-1

This URL defines a permanent link to the document, even if it is moved within the Site Collection.  You can try this yourself by cutting and pasting the above into the browser and substituting the Document ID with one of your own.

In the next and final article we will look at how to use the Document ID within documents.

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About rearcardoor

Chairman and founder of ImageFast Ltd, a leading UK ECM consultancy business and Microsoft Gold Partner. Over 20 years experience delivering successful ECM projects utilising scanning, data capture, document management, records management, workflow, BPM and SharePoint.
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