Who is this article for?

Users who want to learn about the updates to the Document Management module.

No elevated permissions are required.

The Document Management module now includes a system-generated, unique Document ID field that ensures every document has a consistent and unique identifier across all screens, notifications, search, mobile, and reporting.

1. Understanding the Document ID feature

The Document ID is a read-only, system-generated unique identifier assigned when a document is saved. Unlike the editable Internal Document ID, it cannot be changed by users.

The format is: DM-[BPCode(3)]-[DLCode(3)]-[YYYY]-[NNNN]

Example: DM-EHS-LV4-2025-0001

• DM - module prefix
• BPCode - three-letter Business Process Code set by the administrator
• DLCode - three-letter Document Level Code set by the administrator
• YYYY - document creation year
• NNNN - sequential number resetting per Business Process, Document Level, and year

Note: This feature must be enabled in the Module Configuration. If disabled, the Document ID is not generated and hidden across all interfaces.

2. Configuring Business Process and Document Level codes

To enable the Document ID feature, administrators must configure codes for Business Processes and Document Levels.

Business Process Code:

• A new Code field (three characters, alphanumeric, globally unique) is available in the Business Process setup screen
• Once a code is used in a Document ID, it becomes read-only

Document Level Code:

• A new Code field (three characters, alphanumeric, unique per Business Process) is available in the Document Level setup screen
• Once a code is used in a Document ID, it becomes read-only

3. Viewing the Document ID

When the feature is enabled, the Document ID field appears before the Internal Document ID field in the following locations:

• Edit Document Details screen
• View Document Details screen
• Document List screen
• Mobile Document Search App (Summary Card and Form Details screen)
• All Document Notifications where Internal Document ID is currently present

4. Searching using the Document ID

To search for documents using the Document ID, use the Free Text Search feature.

The Document ID field is included in Free Text Search when the feature is enabled, supporting both full and partial ID searches. For example, you can search for DM-EHS-LV4-2025-0001 or just EHS-LV4 to find matching documents.

Note: Only the Search Document App template is updated. Any existing Document Search App needs to be removed and reconfigured if the Document ID field is to be used.

5. Reporting with the Document ID

The Document ID field is added to the Cognos reporting model, making it available as a selectable data item in Document Management reports and filters. This allows you to include the Document ID in custom reports and use it as a filter criterion.

6. Generating Document IDs for existing documents

When the feature is enabled for the first time, a data script is provided to generate Document IDs for all existing documents. The script has the following characteristics:

• Processes documents in batches
• Logs errors without stopping execution
• Is re-runnable and skips documents that already have a Document ID
• Can be used on a need basis

Administrators can run this script to ensure all historical documents receive a unique Document ID.