Document ID Service and IDs 629 TABLE 213 Document Set Content Type Settings OPTION DESCRIPTION Allowed Content Types Other existing content types can be added and removed from the Document Set content type. Default Content This allows the newly created document set to include specific items, content, documents, etc. Content can be selected by browsing directly to the files. Shared Columns A shared column is a column that is available for all documents in the set. Each of the columns in the content type can be shared, which means the column values will be automatically synchronized to all documents in the set. Welcome Page Columns This option defines which columns are displayed on the welcome page for the document set. Welcome Page View The specific view that is used to display the document set’s contents can be chosen with this option. Welcome Page This option enables the welcome page to be customized either directly in the browser or using SharePoint Designer 2010. DOCUMENT ID SERVICE AND IDS The Document ID service is a new capability at the site collection level that adds a unique identifier to all documents throughout the site collection. This ID is used to locate and retrieve documents regardless of their current or future location. In SharePoint 2007, links break if you rename or move a file. Therefore, one of the desired features that users of SharePoint 2007 asked for is persistent links. This is the capability to link directly to a unique object ID. Using this system, each document or individual piece of content, or content object, would have its own unique ID that doesn’t change regardless of where it is stored or moved in the repository. Persistent linking enables the management of compound documents, as discussed earlier in the section on document sets, and the capability to link directly to an older version of a document. In SharePoint 2010, document IDs provides absolute reference to objects regardless of file renames or content moves. Document ID capability is activated and managed at the site collection level. This capability includes an ID value and the ID service. IDs can be used to retrieve items independent of their current location. The ID service supports this process by generating and assigning the IDs. Once the ID is assigned, a static URL can be used to locate the document based on its ID. Static URLs work correctly at the site collection level because the web browser manages the redirect before it invokes the specific Office cli- ent application. The ID service generates IDs for all documents in the site collection, but it does not generate IDs for other types of list items. IDs are generated every time a new document is created. The ID is retained during move operations and a new ID is created when a document is copied. 630 CHAPTER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010 Configuring the Document ID Service The Document ID capability is enabled and configured at the site collection level. This provides more granular control for implementing this functionality. The following instructions walk you through this configuration. 1. Activate the Document ID Service feature for the specific site collection of interest, as shown in Figure 21-13. Figure 21-13 shows the status of several different features. The Document ID Service feature is the fifth feature from the top, right beneath the Disposition Approval Workflow feature. Administrators can also activate this feature using the following PowerShell cmdlet (the -Url parameter needs to be changed to match the URL of your site collection): Enable-SPFeature -Identity DocID -Url http://sharepoint2010 FIGURE 2113 2. Once activated, a new link called Document ID Settings will appear in the Site Collection Administration group of the Site Settings page. Click this link to display the Document ID Settings page, shown in Figure 21-14. The Assign Document IDs section section contains three different configuration options: The Assign Document IDs checkbox is enabled by default, which ensures that IDs are automatically assigned to all documents in the site collection. A randomly generated ID for each document will begin with the characters displayed in the textbox immediately below the checkbox. By default, this ID prefix is a set of numbers and letters that varies by site collection, which ensures uniqueness across the entire farm. Administrators can enter their own set of characters, but then they need to ensure that these represent a unique value. There is an option to reset all IDs in the site collection using the defined character string. Document ID Service and IDs 631 The second section, Document ID Lookup Search Scope, allows a specific search scope to be used to look up documents using their IDs. Searching for a specific document based on its ID is a key advantage of the ID. One last thing to note is the text (shown in bright red on screen) which indicates that the ID feature is scheduled to be completed by an automated process. This indicates that there must be a timer job responsible for completing feature activation. Once this page has been configured, click the OK button. FIGURE 2114 3. Ensure that the IDs are being assigned by uploading a document to a library in the site collec- tion, as shown in Figure 21-15. Also open the default view of the document library to ensure that the Document ID field is available, as shown in Figure 21-16. In this case, the Document ID column is in position 12, but you can change the position by altering the Position from Left attribute. FIGURE 2115 632 CHAPTER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010 FIGURE 2116 If you used a Document Center template to create the site collection, the Document ID feature is enabled by default. If you manually activated the Document ID feature, then the feature is enabled by a daily timer job. You can manually run the timer job; it is called the Document ID enable/disable job. You can also run the Document ID assignment job to assign IDs to all of the documents in your site collection. New documents will be assigned a document ID immediately. 4. To ensure that the ID column is available and IDs have been assigned, you can manually exe- cute the timer jobs that complete these processes. By default, these jobs execute once per day. From the Central Administration website, click the Check job status link in the Monitoring group. Then click the Scheduled Jobs link on the left-hand side of the page to reveal the Scheduled Jobs page. Scroll down the page until you locate the Document ID enable/disable job and the Document ID assignment job links, as shown in Figure 21-17. Click either one of the links to reveal the Edit Timer Job page, shown in Figure 21-18. For both jobs, you can confi gure when the timer job is executed and you can manually execute the job by clicking the Run Now button. Once completed, all documents should be assigned an ID, and the ID column should be available. FIGURE 2117 Document ID Service and IDs 633 FIGURE 2118 5. View the properties of any of the documents in the library and copy the shortcut for the Document ID value in the properties dialog. The URL should resemble the following: http://sharepoint2010/_layouts/DocIdRedir.aspx?ID=635MQKZQ43RS-1-15 The general URL has the following format, with the specific ID of the document at the end of the string: http://<sitecollectionurl>/<web>/_layouts/DocIdRedir.aspx?ID=635MQKZQ43RS-1-15 The preceding URL indicates that there is a new web page in the layouts directory called DocIdRedir.aspx; this is the document redirector page. This page accepts the ID as a parameter value in the query string. As is evident from the URL, there is no specific refer- ence to the document’s actual location. You can use this link to provide others with a con- sistent link to your documents. Even if the document is moved to another folder in the same document library or to a different document library in the same site collection, the ID will still enable the document to be located. 6. Now that you’ve seen how the ID approach works, let’s deactivate the ID feature and see what is affected. Deactivating the Document ID Service feature removes the Document ID settings link from the Site Collection Settings page. The ID column is still visible in the document library. If you click the hyperlink in the ID column or click the hyperlink in the document properties window, you will receive the error shown in Figure 21-19. Deactivating the feature has disabled the redirector functionality and turned off the ID 634 CHAPTER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010 service, and IDs are no longer being assigned. Any document that has been assigned an ID will retain its ID. If and when the service is restarted, any document with an ID can once again be located. FIGURE 2119 7. Recall from Chapter 14 that you can define managed search columns, which then enable you to search directly on the values in these columns. Therefore, you can configure the search service to look up documents based on their IDs by adding the ID column as a managed search column. Refer to Chapter 14 to review how to create the managed column. You can also use the New-SPEnterpriseSearchMetadataManagedProperty PowerShell cmdlet to perform this function. 8. The last configuration option we will discuss is the Document ID Lookup Box Web Part, which is displayed in Figure 21-20. This Web Part enables you to enter an ID. It then constructs a static URL, looks up the item, and then opens the appropriate viewer or application. FIGURE 2120 Content Organizer 635 CONTENT ORGANIZER Information routing, or content routing, is a very powerful capability. Those of you who are famil- iar with and use Outlook are very familiar with content routing. Outlook’s rule capability enables the automatic routing of different types of e-mail messages to different folders. This is extremely efficient for organizing and managing your Outlook Inbox. In SharePoint 2007, the Records Center site template has a routing engine that routes records to the proper location within the Records Center site collection. The Content Organizer feature in SharePoint 2010 is a new routing feature that extends, enhances, and makes more broadly available the routing engine used in the Records Center site template from SharePoint 2007. The Content Organizer automatically routes documents that users upload to libraries and folders based on rules that are defined by site administrators. Document routing is based on content types and the metadata within those content types. The following list summarizes the Content Organizer features: The Content Organizer feature must first be activated to provide this capability. This feature is installed and visible at the site level by default, not the site collection level, but it is not activated. Once the feature has been activated, site administrators can configure both the organizer settings and the organizer rules. Organizer settings determine whether to route documents and rules determine where the documents are routed. Feature activation also creates a special document library called the Drop Off Library (DOL). This library acts as location where users can upload content, where content that needs to be routed is temporarily stored, and where content that needs to be routed but does not contain all the necessary metadata can be stored. For example, when users upload multiple documents at the same time, the documents are stored in the DOL until metadata is defined and the docu- ments are checked-in. The organizer only routes documents that are based on the Document content type or are derived from the Document content type. Therefore, it cannot be used to automatically orga- nize and manage lists. Documents can be automatically routed to different libraries, and folders within those libraries. This is accomplished without user intervention. It can be used to control the number of documents in a specific folder, and create a new folder when the document limit has been met. This is yet another way that SharePoint 2010 works to ensure that large lists (in this case, libraries) are appropriately managed as were discussed in Chapter 3. The user who uploads a new document is notified that the document has been routed and given the URL to the document’s location so that it can be found in the future. Configuring the Content Organizer Configuring the Content Organizer involves choosing options for both the organizer settings and the creation of rules. Because each of these has several different options, the configuration discus- sion is divided into two sections, one for settings and one for rules. . management of compound documents, as discussed earlier in the section on document sets, and the capability to link directly to an older version of a document. In SharePoint 2010, document IDs provides. browser or using SharePoint Designer 2010. DOCUMENT ID SERVICE AND IDS The Document ID service is a new capability at the site collection level that adds a unique identifier to all documents throughout. and a new ID is created when a document is copied. 630 CHAPTER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010 Configuring the Document ID Service The Document ID capability is enabled