Summary

SharePoint 2010 introduced a new feature called “Document ID.” This feature allows SharePoint to assign unique IDs to documents in a site collection, which helps in content management scenarios.

Project Server 2010 Site Hierarchy

Microsoft Project Server 2010 application can be configured in different topologies. This document assumes that there are two web applications one for Project Web Access and one for Project Workspaces (Project SharePoint Sites).

Turn on the Document ID feature for both PWA and Project Sites collections.

View Document ID

When the Document ID Timer Jobs finishes, document IDs are assigned to each document. Go to the View Properties page of a document to view its document ID.

To view the document ID of a document in the SharePoint Library, hover the mouse over the document. From the dropdown menu, choose View Properties. Alternately, you can select a document and click View Properties on the ribbon under Library Tools > Documents.

You can add the “Document ID” column in a SharePoint library view to see the document IDs for each document in the library view.

Using Find By “Document ID” Web Part

Once the document IDs are assigned in a site collection, a search web part Find by Document ID becomes available for the site collection. That web part allows users to enter a document ID and get the document in a pop-up window. This feature is very helpful in assigning unique document IDs to Project Management Office (PMO) processes, procedures, knowledge, and other documents.

Once the Find by Document ID web part has been added to a page by the administrator/site owner, users will be able to locate documents using document ID.

1. To find a document, enter the document ID in the correct format in the field. The web part will show the document ID search field on the page with the document ID format for the site collection

2. Enter the Document ID of a document in the same format and click on the Go button next to the field. That will bring the document up in a pop-up window.

3.  Click on Open to review the document

Using “Find by Document ID” Web Part on Search Center

The same Find by Document ID web part can also be used in the SharePoint/search center. Edit the search center page and add the Find by Document ID web part. I created a search center to search for PMO documents stored in Microsoft Project Server 2010 EPM solution. I named it “PMO Search Engine”.

1. Go to the search center site (for example, https://projectsites/sites/projectsites/search). Enter a document ID in the Find by Document ID field and click the Go button next to it.

2. Optionally, users can enter the document ID in the search box and click on the search icon to do a general search on document ID. A user can type a few initial characters in the document ID of a specific library to get search results for that library. In the example below, “289” refers to a specific project workspace in Microsoft Project Server 2010.