What is the Document ID feature in SharePoint?
The Document ID feature is a set of features and jobs that allow a user to establish a unique record or document identifier for documents within the scope of a Site Collection. As documents are created within the Site Collection, a unique record identifier is assigned to the document that actually looks like a complex password. If a document is moved around within the Site Collection, it can still be located if the user knows the Document ID.
This is a feature that not many care about other than the ECM people. However anyone into records management and hard-core tracking of information love this feature, especially since it’s extensible for use in many different types of applications.
The Document ID Service is scoped to the Site Collection and is therefore activated in the Site Collection features:
Once activated, metadata is added to the default Document and Document Sets content types and pushed down to all instances using the content type. For documents that already exist in the Site Collection, a timer job will assign unique ID’s to each of them.
After the feature is enabled you can access “Document ID Settings” from the Site Collection Settings group. From here you can establish a prefix for the Document ID’s that will be part of the unique ID. Note that the assigned is not immediate, but rather is done by a timer job and takes time based on the number of documents in the Site Collection.
Using Search to locate documents:
The Document ID can be used in search to locate documents:
The SharePoint Document ID Service is a Site Collection Feature which assigns unique IDs to documents within a Site Collection. The unique document ID can be used to locate documents within a Site Collection irrespective of their location. This is useful when documents may be moved around within a Site Collection due to work flows, or other processes.
To search by document ID, open the Service Application through Central Administration, then open the search schema under Queries and Results. Search for DocID in the managed properties box.
The search results should return a managed property with the name DocID and the Query property should be enabled. The property should be mapped to the crawled property ows_dlc_DocId.
The Query property enables the ability to search specifically by the property. Open your search center and in the search box enter DocID:%DOCID% where you replace %DOCID% with the document ID for which you wish to search.
Here I have a document with the ID RSTST-7-144
I have found the document using the search term DocId:RSTST-7-144
The Document ID is not always retained. It’s mostly whenever you copy a document, or use Send To: