As organizations consider using Microsoft SharePoint to manage their documents they ask whether SharePoint can provide the features of 'traditional' document management systems, such as the ability to assign a unique Document ID to each document or file as it is saved.
Unique Document Numbering is not provided by 'out-of-the-box' Microsoft SharePoint 2007, but it is available as a SharePoint add-on called WISDOM Unique Document Numbering from MacroView, a Microsoft Gold Partner.
Saving or uploading a file to a SharePoint document library that has the WISDOM Unique Document Numbering feature enabled causes the next available unique Document Number to be assigned automatically to the file.
The Document ID can be configured to be unique across all the Site Collections in the organization's SharePoint environment and also to have a Prefix (e.g. to identify documents from a particular server farm). Numbering can also be configured to start from a certain point, which is very useful in situations where you are migrating from an existing DM system.
When a document file is opened into Microsoft Office (Word, Excel or PowerPoint), the unique Document ID is available as a custom Document Property, which can easily be displayed in the footer of the document. Even better for inclusion in a Footer is the Document Reference property that WISDOM creates and maintains. This Document Reference property combines the unique Document ID with the latest Version number and the title of the Document Library where the document is stored.
MacroView also supply a SharePoint add-on called WISDOM DMF, which provides an intuitive tree-view display of the SharePoint environment, and allows you to drag and drop to move files between document libraries. As files are moved, WISDOM maintains existing Document IDs.
WISDOM Unique Document Numbering adds best-practice document numbering to SharePoint document management solutions.
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Can a document number be issued before it's stored/saved?
ReplyDeleteIn some design process, the project manager can registered documents (i.e. obtain document numbers) for his or her designers. Each responsible person then create the document(s) and get it reviewed and approved before storing it in the server.
How flexible is the numbering scheme? Can it be set up differently at each site?
/Y.T.
Does this ID help in any way to preserve links from outside SharePoint into SharePoint documents when target documents are moved within SharePoint?
ReplyDeleteeman