As we all know,
SharePoint is very well known for content management and for content sharing.
This time let’s talk about one of the rarely used feature of SharePoint.
“Document ID Service”
Let’s talk about one of the scenario to understand the importance of feature.
Scenario:
We have process set up in HR as new joiner joins company, after induction that person has to fill up one form as employee details and upload it on intranet portal to ‘New Joiner’ document library.
This will trigger one workflow and sends email to HR team with that document link within it.
One day, while HR member accessing documents from ‘New Joiner’ document library accidently one document got misplaced to another folder by him during drag-drop action.
He was not sure where did he dragged that document. At other end, link mentioned in email notification was pointing as ‘Document Does Not exists’!😢
HR team discussed this scenario with us to search that document as that was critical one.
We did manual search within folders and finally found that document, everyone was happy☺
Sometime PAIN become originator of IDEA!☺
This scenario made us to think on, can we create a link for such documents that will remain same even after document location changes within site?
Persistent Link?☺
Yes we can !
Solution:
There is feature available at site collection level call “Document ID Service”.
This is made up for same purpose that we were looking.
On Activation of this feature it starts to assign Document ids to documents within site collection.
Kindly refer this link to configure this service: Click Here
After configuration it will take some time to assign document id for all documents.
After document ID assignment, document property will look like:
Now, let’s see how we can generate Persistent Link for this document?
There is generic format to construct link , just we need to follow it:
e.g :
And you are all set!☺
This url acts as permanent link for that document.
We can configure our document link within workflow email notification based on this one.
Even though document get rename or its location changes within site collection, document link remains same.
There are some limitations that we need to consider.
Limitation:
1) This is workable only if document move within same site collection.
Outside site collection move, this link will not work.
2) Under certain circumstances the Document ID is not always maintained. The following table summarizes these exceptions.
|
Action
|
Result
|
|
Tried to send a file from one library to another using the ‘Send To’ command (in same SharePoint Site)
|
Document is considered a copy and a new document ID will be assigned.
|
|
Tried to copy a file between two libraries using file explorer view
|
Document ID not preserved
|
|
Tried using the Copy command in “Manage Content and Structure”
|
Document ID not preserved
|
|
Cutting & Pasting a file between two SharePoint libraries using file explorer view
|
Document ID preserved
|
|
Tried using the Move command in “Manage Content and Structure”
|
Document ID preserved
|
Vishal Himane is a consultant in Systems Plus Pvt. Ltd. Within Systems Plus, he actively contributes to the areas of Technology and Information Security. He can be contacted at: vishal.himane@spluspl.com
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