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4 Using the Add button in the Content Types section, add the Document Set content type 5 Click the Save icon in the upper-left corner of the Designer window to commit the changes 6 We can now navigate to the DocumentSets document library and create a new document set: from the Documents tab of the ribbon, select New Document | Document Set Type the name the new document set, My First Document Set, as shown:
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When creating a document set, the standard user interface that you ve seen in other document libraries now contains an additional section that offers details of the document set and links to additional properties By selecting Edit Page from the Site Actions menu, you can see that this user interface contains a few additional web parts, most notably the Document Set Properties web part If you make changes to the layout of this page, the welcome page for all document sets based on the same content type will also be changed for the current document library Document sets are based on the new Document Set content type However, this is only the beginning of the story; we can create our own custom content types that derive from the Document Set and configure them better to meet our requirements For example, we can add columns or add default content We can also specify which content types can be contained within our document set Document Set option configurations can occur either at the Site Collection level, making it possible to cascade the changes to all instances of the content type on all document libraries within the site collection, or at the document library level To configure at site collection level, do the following: 1 From the Site Actions menu, select Site Settings Click Go To Top Level Site Settings from the Site Collection Administration section if the site is not the current root of the site collection 2 From the root site, select Site Content Types from the Galleries section, and then scroll to and click the Document Set content type link 3 In the Settings section, the Document Set settings link will allow configuration of the document set To configure at the Document Library level, do the following: 1 From the Library tab, select Library Settings 2 Click the Document Set content type from the Content Types section 3 Click the Document Set settings link
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This chapter has extolled the virtues of metadata at every opportunity; hopefully, you ll agree that when it comes to managing high volumes of content, metadata is the way to go However, as a consequence of the more flexible approach to document storage that metadata permits, often the URL to a document is not as predictable as it might be if a well-designed hierarchical structure were in place Furthermore, when saving a document to a drop-off location using the Content Organizer functionality, the final location of the document may change, making it difficult to determine the ultimate URL for the document To get around this problem, and to make documents easier to find generally, SharePoint 2010 includes a Document ID service The Document ID service generates a unique identifier for every document and allows documents to be retrieved using a single static URL in this format: http://myserver/mysite/DocIdRediraspx ID=documented
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To configure the Document ID service, take the following steps: 1 From the Site Actions menu, select Site Settings Navigate to the top level site settings page if appropriate 2 In the Site Collection Administration section, select Site Collection Features Activate the Document ID service if it s not already activated Return to the Site Settings page 3 An additional menu option has been added to the Site Collection Administration section, named Document ID settings Click this link to configure the service 4 To begin assigning document IDs, click the Assign Document IDs checkbox Enter a unique prefix for document IDs originating from the current site collection, as shown:
Although we ve configured the document ID service, behind the scenes SharePoint uses timer jobs to activate the service and make the necessary changes to document libraries within the site collection As a result of this, the changes that we ve made may take some time to be implemented To check on the progress of these timer jobs or to run them manually, take the following steps: 1 Navigate to Central Administration 2 From the Monitoring section, click Check Job Status The Schedules, Running, and History sections will report the current status of any timer jobs 3 To kick off the jobs manually, select the Job Definitions link from the Timer Links menu Run the Document ID enable/disable job first and then the Document ID assignment job NOTE As an alternative to using the built-in Document ID generator, you can create a custom ID generator if identifiers must meet a specific format or must be synchronized with an external system Full coverage of this subject is outside the scope of this chapter, but for information see http:// msdnmicrosoftcom
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