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Understanding Document IDs & Document Sets in SharePoint 2013 & Office 365

Posted by Errin O'Connor on May, 07, 2015 05:05

Overview of Document IDs in SharePoint 2013 | Office 365 | SharePoint Online

SharePoint 2013 & Office 365’s SharePoint Online Document IDs capabilities allow you to manage and track items regardless of where there are stored. Being able to track important content such as a legal contact, even if it is moved from one document library to another for appropriate reasons, that legal contract will retains its underlying Document ID.

Document ID capabilities allow you to easily track content from its creation through archival and also will allow important documents that have been archived to be located for retrieval. Document IDs are a site collection level feature that can be easily activated and when a document is generated a unique ID is applied and automatically searchable.

Document Sets in SharePoint 2013 | Office 365 | SharePoint Online

Document Sets is a feature in SharePoint 2013 and/or Office 365’s SharePoint Online that will allow your organization’s users to incorporate multiple documents or files into a unique “set” or type of folder so that there is a relational set of attributes and unique elements that enable them to be managed as a single deliverable.

Document Sets can provide your organization with the following:

  • Organizations that want to manage “multi-document sets” consistently can configure a new Document Set content type for each work product they typically create and utilize
  • Policies, tagging, and templates can be applied to any document set that is created
  • Content Types let us wrap up Documents in formal metadata
  • Helps when you are working multiple documents at the same time

By default, Document Sets inherit permissions from the library in which they are located and you can opt to specify unique permissions for a Document Set if you need to restrict or change who has access to the documents in an individual Document Set.

Users are able to interact with document sets in much the same way that they interact with regular SharePoint folders.

In addition, Document Sets can provide your organization with the following:

  • All documents in a Document Set share the metadata and the entire set can also be versioned
  • Any kind of document that your SharePoint farm is configured to support can be included in a Document Set
  • Anytime you want to enable users to group multiple documents that support a single project or task together into a single entity.
  • When you need to organize unmanaged documents and enable collaboration on documents that have all been invested with similar metadata
  • Ease workflow deployment on multiple items with SharePoint Designer 2013
  • Metadata only has to be updated in one place for it to be applied to all the documents contained within the Document Set
  • Gives the ability to capture a version of all documents within a container
  • Lives as a site collection feature that must be specifically enabled

Note: In Office 365, the Document Sets feature is currently only available with the Enterprise or “E” plans.

Document Sets and Folders present a similar interface to users, however the functionality in Document Sets are specifically targeted to support business processes and the management of content as a single unit.