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    Records Management Features in SharePoint 2010

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    Sreedhar Konduru
    SharePoint 2010 introduces Document IDs, which are unique identifiers assigned to documents that allow linking to documents regardless of location. The Document ID Service feature must be activated to enable Document IDs. This assigns Document IDs, creates a Document ID column, and runs daily jobs. Users can search for documents by their Document ID, and properties now include a Document ID field. Developers can also create custom Document ID providers.

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    Records Management Features in SharePoint 2010

    Uploaded by

    Sreedhar Konduru
    117 views5 pages
    SharePoint 2010 introduces Document IDs, which are unique identifiers assigned to documents that allow linking to documents regardless of location. The Document ID Service feature must be activated to enable Document IDs. This assigns Document IDs, creates a Document ID column, and runs daily jobs. Users can search for documents by their Document ID, and properties now include a Document ID field. Developers can also create custom Document ID providers.

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    Sharepoint 2010

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    SharePoint 2010 introduces Document IDs, which are unique identifiers assigned to documents that allow linking to documents regardless of location. The Document ID Service feature must be activated to enable Document IDs. This assigns Document IDs, creates a Document ID column, and runs daily jobs. Users can search for documents by their Document ID, and properties now include a Document ID field. Developers can also create custom Document ID providers.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    117 views5 pages

    Records Management Features in SharePoint 2010

    Uploaded by

    Sreedhar Konduru
    SharePoint 2010 introduces Document IDs, which are unique identifiers assigned to documents that allow linking to documents regardless of location. The Document ID Service feature must be activated to enable Document IDs. This assigns Document IDs, creates a Document ID column, and runs daily jobs. Users can search for documents by their Document ID, and properties now include a Document ID field. Developers can also create custom Document ID providers.

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    Attribution Non-Commercial (BY-NC)
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
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    The document discusses Document IDs in SharePoint 2010, which provide a unique identifier and static URL for documents regardless of location. Enabling the Document ID feature allows customizing IDs and resetting them within a site collection.

    A Document ID is a unique identifier for a document within a SharePoint 2010 site collection. It provides a static URL or permalink that opens the associated document.

    Upon enabling the feature, it creates Document ID columns and assigns IDs to existing documents. It also allows customizing ID prefixes, resetting IDs, and inputting specific IDs to retrieve documents from the search index.

    Records Management features in SharePoint 2010: Part 2 Document IDs

    Overview

    A Document ID is a unique identifier for a document within a SharePoint 2010 site collection SharePoint 2010 now provides a static URL or permalink that opens the document associated with the ID, regardless of the location

    SharePoint 2010 includes new Site Collection scoped Feature called the Document ID Service. To enable feature you can go to Site Settings --> Site Collection Features or you can launch the SharePoint 2010 Management Shell and run the following:

    Enable-SPFeature -id docid -url <site collection url>

    Document ID Capabilities:

    Upon activation of this feature, a new link appears under: Site Settings --> Site Collection Administration called Document ID Settings

    Settings allow the custom assignment of Document IDs with certain character prefixes Settings allow the resetting of all Document IDs within the Site Collection (via daily timer jobs)

    Document ID enable/disable job

    creates the Document ID column in the Document content type & Document ID list column available in every document library within site collections where the feature has been activated

    Document ID assignment job

    Assigns Document IDs to any existing documents within site collection.

    To force run these jobs go into Central Administration > Monitoring > Review job definitions > click the two jobs for the appropriate web application

    Settings also allow user to select a scope to be able to input a specific Document ID in and have it pull up the document directly from this search scope index (i.e. a frequently updated index)

    Find by Document ID Web Part enables user to enter a Document ID, then constructs a "static URL" and looks up the item, this web part is located under (Site Actions > Edit Page > Insert (from Ribbon) > Web Part > Search Category > Find by Document ID)

    Properties of each document within a document library now has a field called Document ID:

    **Note: After activating Doc ID feature for existing documents within site collection, an action needs to be taken on document to cause the Document ID to appear (i.e. like check-in/check-out.)

    The Document ID URL now looks like this:

    http://<sitecollectionurl>/_layouts/DocIdRedir.aspx?ID=34RZ5NUVTCP7-1-4

    This is a new SharePoint 2010 application ASPX page that sits in the layouts directory and is called DocIdRedir.aspx that takes a Document ID as query string parameter.

    This gives the ability to consistently reference documents as on document movement the document ID URL link does'nt change or break, even if the document moves between sites!

    Developers now have the ability to create their own Document ID provider if they want to generate doc ids in a specific way, they would derive from the:

    Microsoft.Office.DocumentManagement.DocumentIdProvider

    public class MyDocumentIdProvider : Microsoft.Office.DocumentManagement.DocumentIdProvider { // Generate doc id we want here public override string GenerateDocumentId(SPListItem listItem) { return MyClass.GenerateDocId(); } // Use default search or call GetDocumentUrlsById before search public override bool DoCustomSearchBeforeDefaultSearch { get { return false; }

    } // implement logic to find documents if default search doesn't suffice public override string[] GetDocumentUrlsById(SPSite site, string documentId) { return new string[] { }; } // return default doc id initially displayed in doc id search web part public override string GetSampleDocumentIdText(SPSite site) { return "RezCorp-888--CUSTOMID"; } } References:

    http://msdn.microsoft.com/en-us/library/ee559302(office.14).aspx http://www.code-magazine.com/Article.aspx?quickid=0911041 http://www.whatsthepointofsharing.com/2010/01/15/sharepoint-2010-document-id-feature/ http://www.zimmergren.net/archive/2010/04/13/sp-2010-sharepoint-server-2010-creating-your-customdocument-id-provider.aspx

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