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Webucator's Free SharePoint Power User Training Tutorial

Lesson: Document ID Service

Welcome to our free SharePoint Power User Training tutorial. This tutorial is based on Webucator's SharePoint 2016 Power User Training course.

SharePoint's Document ID service, available with the pay versions of SharePoint, creates unique IDs for documents that are prefixed with text the Site Collection Administrator defines. What's more is that the ID assigned to the document creates a fixed URL that can be used to link to the document even if it is moved to another library or site. The Document ID service can only be used on documents and cannot be used on list items.

The Document ID service is enabled at the Site Collection level by activating a feature. Once the service is activated the Site Collection Administrator can define the prefix string to be used. SharePoint uses a Timer Job, Document ID assignment job, to set the IDs on existing documents once the Document ID Service has been activated. The Timer Job runs every 24 hours by default so existing documents will not have the IDs until the job has run. A Farm administrator can manually run the job to have the IDs created sooner. New documents will have IDs created when the document is saved to the library.

Lesson Goals

  • Learn what the Document ID feature does.
  • Learn how to activate the Document ID feature in a Site Collection.
  • Learn how to configure the Document ID feature settings.
  • Learn how to force the Document ID feature timer jobs to run.
  • Learn how to link to a document using the Document ID URL.

Activating the Document ID Feature

The following walk-through will show you how to activate the Document ID Service feature on a site collection.

This walk-through is the same as the first steps performed in the exercise at the end of the lesson. You can activate a feature only once for a Site Collection, so if you plan to do the exercise you can skip this walk-through.

  1. Activate the Document ID feature for the site collection of your root site.
    1. Click Settings menu and then choose Site Settings from the options.
    2. Click the Site Collection Features link in the Site Collection Administration group of the Site Settings page. Activating Document ID
    3. Click the Activate button for the Document ID Service feature. Activating Document ID

Configuring Document ID Settings

The following walk-through will show you how to configure the Document ID settings for the Site Collection to use an ID prefix of "Contoso" and to reset all existing documents with the ID. Once the setting is in place the walk-through will show you how to use Central Administration to force the Timer Jobs to run so you can verify the service is working without having to wait 24 hours for the service to run naturally.

This walk-through is the same as the steps performed in the exercise at the end of the lesson. If you plan to do the exercise, you can skip this walk-through.

  1. Create a new Microsoft Word document in the Documents library to test the Document ID feature.
    1. Click the Documents link in the site's Quick Launch.
    2. Click the New Document link on the FILES tab toolbar to launch Microsoft Word and create a new document.
    3. Type Test for Document ID feature. in the body of the new Word document.
    4. Click the Save icon in the upper left corner of the Microsoft Word window.
    5. Click the Other Web Locations link and then select Shared Documents on the Save As window in Microsoft Word.
    6. Leave the default file name and click the Save button.
    7. Close Microsoft Word.
  2. Configure the Site Collection Document ID Settings to prefix document IDs with "CONTOSO".
    1. Click the Settings menu and then choose Site Settings from the options.
    2. Click the Document ID settings link in the Site Collection Administration group of the Site Settings page. Configuring Document ID
    3. Type CONTOSO in the text-box field labeled Begin IDs with the following characters and check the box labeled Reset all Document IDs in this site Collection to begin with these characters. Configuring Document ID
    4. Click the OK button to save the new Document ID prefix.
  3. Use Central Administration to force the Document ID service timer jobs to run.

    You can only perform these steps if you have access to your farm's Central Administration site. If you do not, you can skip these steps and wait 24 hours for it to naturally occur.

    1. Open a new browser tab and navigate to the Central Administration site for you SharePoint farm.

      The default setup for this class calls for the Central Administration site to be accessible through "http://spserver2016:5000".

    2. Click the Monitoring link in the Central Administration site's Quick Launch. Configuring Document ID
    3. Click the Review job definitions link under the Timer Jobs group. Configuring Document ID
    4. Scroll down the list of Timer Jobs and locate and click the Document ID enable/disable job link. Configuring Document ID
    5. Click the Run Now button at the bottom of the job definition form.
    6. Scroll down the list of Timer Jobs and locate and click the Document ID assignment job link. Configuring Document ID
    7. Click the Run Now button at the bottom of the job definition form.
    8. Close the browser tab for Central Administration.
  4. Verify that Document IDs have been generated for documents in the Contoso Home Site.
    1. Click the Documents link in the Contoso Home Site site's Quick Launch menu.
    2. Click in the select column to the left of the Test for Document ID feature link to select the document.Configuring Document ID
    3. With the document selected click the FILES and then click the View Properties link on the toolbar.Configuring Document ID
    4. Verify the Document ID property exists for the document and it has a value that starts with "CONTOSO".Configuring Document ID

      If the document doesn't have an Document ID assigned to it yet, you will need to wait at least 30 minutes and then repeat the previous steps from Central Administration to force the timer jobs to run. Depending on the size of the Site Collection SharePoint uses an entry in the content database table called ScheduledWorkItems to delay the configuration of Document ID feature. If it's registered in this table running the timer jobs won't have any affect until the scheduled time elapses.

    5. Click the Close button to close the document's properties dialog.

Linking Documents Using Their Document ID

The main function of the Document ID service is to provide a hyperlink to the document that will work even if the document is moved to another library or even another site.

The Document ID service uses a redirect page, DocIdRedir.aspx, that takes the unique Document ID generated by the service as a parameter. The following is a screen capture of the fixed URL created by the Document ID service for the Test for Document ID feature.docx document located in the Documents library from the previous demonstration: Linking Documents

The URL can be seen by hovering over the Document ID property of the document.

The following walk-through will show you how to create a hyperlink on the Home page of your team site to a document in the Documents library. For the document's URL, we will use the Document ID service's path.

  1. Copy the Document ID link of the Test for Document ID feature.docx document.
    1. Click the Documents link in your site's Quick Launch menu.
    2. Click in the select column to the left of the Test for Document ID feature link to select the document.Configuring Document ID
    3. With the document selected click the FILES and then click the View Properties link on the toolbar.Configuring Document ID
    4. Right-click the Document ID property link and choose the Copy shortcut option. Linking Documents
  2. Create a hyperlink on the Home page of your site that uses the Document ID URL to the Test for Document ID feature.docx document.
    1. Click the Home link in the site's Quick Launch to navigate back to the home page of your site.
    2. Click the Edit link at the top of the page to edit the page.
    3. Place our insertion point at the bottom of the main middle content area.
    4. Click the Link button drop-down in the INSERT tab toolbar and choose the From Address option.Configuring Document ID
    5. Type Test for Document ID feature Doc in the Text to display field.
    6. Paste the copied URL form the Document ID property into the Address field. Linking Documents
    7. Click the OK button to save the hyperlink.
    8. Click the SAVE icon in the upper right of the page to save the changes.
    9. Click the link and verify it prompts you to open the Test for Document ID feature.docx document.
    10. Cancel opening the document.

Activating and Configuring the Document ID Service

Duration: 15 to 25 minutes.

This exercise uses the same instructions from the walk-throughs. If you have already done the walk-through you should skip this exercise.

  1. Navigate to your team site.
  2. Create a new Microsoft Word document in the Documents library to test the Document ID feature.
    1. Click the Documents link in the site's Quick Launch.
    2. Click the New Document link on the FILES tab toolbar to launch Microsoft Word and create a new document.
    3. Type Test for Document ID feature. in the body of the new Word document.
    4. Click the Save icon in the upper left corner of the Microsoft Word window.
    5. Click the Other Web Locations link and then select Shared Documents on the Save As window in Microsoft Word.
    6. Leave the default file name and click the Save button.
    7. Close Microsoft Word.
  3. Activate the Document ID feature for the site collection of your root site.
    1. Click Settings menu then choose Site Settings from the options. Exercise - Document IDs
    2. Click the Site Collection Features link in the Site Collection Administration group of the Site Settings page. Exercise - Document IDs
    3. Click the Activate button for the Document ID Service feature. Exercise - Document IDs
  4. Configure the Site Collection Document ID Settings to prefix document IDs with "CONTOSO".
    1. Click Site Actions then choose Site Settings from the options menu.
    2. Click the Document ID settings link in the Site Collection Administration group of the Site Settings page. Exercise - Document IDs
    3. Type CONTOSO in the text box field labeled Begin IDs with the following characters and check the box labeled Reset all Document IDs in this site Collection to begin with these characters. Exercise - Document IDs
    4. Click the OK button to save the new Document ID prefix.
  5. Use Central Administration to force the Document ID service timer jobs to run.

    You can perform these steps only if you have access to your farm's Central Administration site. If you do not, you can wait 24 hours for it to naturally occur.

    1. Open a new browser tab and navigate to the Central Administration site for you SharePoint farm.

      The default setup for this class calls for the Central Administration site to be accessible through "http://spserver2016:5000".

    2. Click the Monitoring link in the Central Administration site's Quick Launch. Configuring Document ID
    3. Click the Review job definitions link under the Timer Jobs group. Configuring Document ID
    4. Scroll down the list of Timer Jobs and locate and click the Document ID enable/disable job link. Configuring Document ID
    5. Click the Run Now button at the bottom of the job definition form.
    6. Scroll down the list of Timer Jobs and locate and click the Document ID assignment job link. Configuring Document ID
    7. Click the Run Now button at the bottom of the job definition form.
    8. Close the browser tab for Central Administration.
  6. Verify that Document IDs have been generated for documents in your team site.
    1. Click the Documents link in the Contoso Home Site site's Quick Launch menu.
    2. Click in the select column to the left of the Test for Document ID feature link to select the document.Configuring Document ID
    3. With the document selected click the FILES and then click the View Properties link on the toolbar.Configuring Document ID
    4. Verify the Document ID property exists for the document and it has a value that starts with "CONTOSO".Configuring Document ID

      If the document doesn't have an Document ID assigned to it yet, you will need to wait at least 30 minutes and then repeat the previous steps from Central Administration to force the timer jobs to run. Depending on the size of the Site Collection SharePoint uses an entry in the content database table called ScheduledWorkItems to delay the configuration of Document ID feature. If it's registered in this table running the timer jobs won't have any affect until the scheduled time elapses.

    5. Click the Close button to close the document's properties dialog.