SharePoint Document ID Service Overview
The SharePoint document ID service is fantastic if you need static links to documents, regardless of where they get moved, or if their title gets changed. With the SharePoint document ID service activated, short of deleting and re-uploading your document, you’ll have a reliable link to your document available. This is great if you need to link back to any document within SharePoint 2010/2013 for a custom application, links in documents, or any other use case.
Moving/Copying Documents While Preserving Your Document IDs
When I was first working with the document ID service, I noticed there was some ambiguity as to how and when Document IDs were retained. In fact, one sentence provided by MSDN directly contradicts itself:
“The only way to retain a Document ID within sites is to use the Site Content and Structure administrative page in Site Settings while moving documents. Note that copying by this method does not retain the Document ID.”
So, I tried the available actions myself and mapped out which move/copy operations in SharePoint retain your Document IDs.
Move/Copy Operations and Document ID Retention
|Tried to send a file from one library to another using the ‘Send To‘ command (Same SharePoint Site)||Document ID was not Preserved|
|Tried Cutting & Pasting a file between two SharePoint libraries using file explorer view||Document ID was preserved|
|Tried to copy a file between two libraries using file explorer view||Document ID was not preserved|
|Tried using the Move command in “Manage Content and Structure”||Document ID was preserved|
|Tried using the Copy command in “Manage Content and Structure”||Document ID was not preserved|
So, basically there are only two ways to preserve your Document ID when moving documents between SharePoint libraries:
- Enter “Manage Content and Structure” view, select the document library, select the document you want to move, click “Move” in the file’s drop down menu and select the new document library.
- Open both the source document library & the destination document library in File Explorer View. Drag & drop the file to the new library or cut & paste it into the destination library.
Any other method will result in your document getting a new Document ID when it arrives in the destination library.
More Information on the SharePoint Document ID Service
Additional Information on Setting the Document ID Service Up: