MetaShare
About MetaShare
MetaShare is an app installed on top of SharePoint that enables a completely new type of document management in Microsoft 365 or SharePoint 2019. MetaShare does not replace SharePoint. MetaShare uses SharePoint's powerful engine and adds features that greatly improve and simplify SharePoint's interface.
How it works:
Documents are tagged with different metadata when you create or upload a document, such as an agreement and customer or other metadata that is important for your business.
MetaShare helps the user find by searching and filtering. By (for example) filtering on agreements and customers , the user quickly finds the agreements that apply to a specific customer.
You choose which metadata you want to use and how you want to build your structure in MetaShare.
MetaShare is fully integrated with Microsoft 365 and installs as a shell on top of Microsoft 365 and SharePoint. In other words, MetaShare finds your documents no matter where they are stored in Microsoft 365.
MetaShare also has other in-demand document management features not found in SharePoint, such as automatic reminders when it’s time to act and automatic thinning and archiving.Implementing MetaShare is easy. In practice, implementing MetaShare means going from a folder structure to a metadata structure and that documents are tagged with metadata instead of being saved in different folders.
It may sound difficult but it goes quickly and smoothly. The time from project start to when you can start working in MetaShare is usually 1 to 3 weeks.
It is easy to create workspaces in MetaShare that are configured based on purpose and working methods. MetaShare:
- Gives you an overview of all workspaces that you have access to.
- Makes it possible to create and manage existing workspaces without involving IT.
- Each workspace can be marked based on designated roles and access permissions.
- Makes it easy to co-author documents.
- Documents can easily be sent for review and / or approval.
Easy to follow regulations:
MetaShare make it easy to follow rules such as GDPR, QHSE (quality, health, safety, environment) and/or ISO standards.
- Confidentiality: Documents only available to authorized persons.
- Accuracy: Documents are correct with protection against unwanted change.
- Availability: Access at the request of the authorized.
Access to document templates:
- Document templates are stored and maintained centrally.
- Configure which templates to suggest to users.
- Create documents from MetaShare or Office applications.
- Documents created from templates are tagged and stored in the right place.
Key benefits of MetaShare
- MetaShare makes it easy to find, work with and reuse documents. Documents in MetaShare are organized with metadata. This means that the user does not have to know the entire long path in a complicated folder structure.
- MetaShare enables multiple ways to intuitively find documents. You can filter by metadata and search for free text in all documents in Teams, OneDrive, SharePoint and MetaShare. So you do not need to know where the document is stored.
- MetaShare takes a few minutes to activate and a few hours to configure. Thereafter, MetaShare significantly shortens the time for document management.
- MetaShare automatically applies a unified metadata structure, views, and settings to all workspaces. We call these configurations. For example, project managers can easily create their project project workspaces from a project configuration without the help of IT.
- Changes to configurations update existing workspaces and exclude costly manual work and script programming. Minimal knowledge of SharePoint is required to maintain MetaShare configurations.
- MetaShare supports many types of metadata fields, including a type that uses terms that are defined and maintained in SharePoint’s term store. If you change the name of, for example, contract to agreement, all documents are updated automatically. If you add a new term, it is available in all workspaces immediately.
- MetaShare is a pure document management solution whose only task is to create order, automate processes, save time and reduce risks. Still, MetaShare costs no more than the employee’s daily cups of coffee.
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Reviews
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Software buyers need your help! Product reviews help the rest of us make great decisions.
- Industry: Nonprofit Organization Management
- Company size: 201–500 Employees
- Used Daily for 6-12 months
-
Review Source
Overall rating
- Ease of Use
- Likelihood to recommend 9.0 /10
Document Management and Collaboration Tool
Reviewed on 2019/08/29
Pros
The best part of this software is the multi-dimensional search capabilities and 'virtual containers' structured approach to file management. A user does not need to remember file names, when they were created or which folders they were stored. Tags solve this problem.
Software takes away multiple instances of the same file being created and allows collaboration with external partners.
It leverages the power of SharePoint for document management and collaboration.
Flexibility of the tool to create production and archive sites for retention.
Cons
Software is under constant revision with newer features.
The core of the software is SharePoint, so one has to find workarounds to work with some applications files e.g. In-Design.
- Industry: Real Estate
- Company size: 501–1,000 Employees
- Used Daily for 6-12 months
-
Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 8.0 /10
Thoughts of Metashare
Reviewed on 2019/10/21
Documents are more easily found now. Strict rules for saving and metatags are very good.
Documents are more easily found now. Strict rules for saving and metatags are very good.
Pros
Easy to understand and to use. Very easy to customize to your company's needs.
Easy to administrate and facilitates the searching for documents.
Cons
Somewhat inflexible. Not so good that you have to have the same access in the same room. Would be useful if you could amend the rights in the same room.
- Industry: Oil & Energy
- Company size: 11–50 Employees
- Used Daily for 1+ year
-
Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 7.0 /10
After One Year
Reviewed on 2019/10/28
Mosttly it´s a positiv experience compared to the classic file servers.
Mosttly it´s a positiv experience compared to the classic file servers.
Pros
Reachable from the web. Easy way to search for dokuments.
Cons
There should be a warning when trying to save a new document with same name as an old document in a different location.
- Industry: Nonprofit Organization Management
- Company size: 11–50 Employees
- Used Daily for 6-12 months
-
Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 8.0 /10
Metashare review
Reviewed on 2019/08/29
Closing the VPN, now it's more convinient with Metashare. Easier to work in
Closing the VPN, now it's more convinient with Metashare. Easier to work in
Pros
It is very fast to learn how to do in the system and also very easy to login if your not in the office
Cons
Nice to have is to see Metashare as an option in Windows explorer. Sometimes it's hard to search for a specific document
MetaShare FAQs
Below are some frequently asked questions for MetaShare.Q. What type of pricing plans does MetaShare offer?
MetaShare offers the following pricing plans:
- Starting from: €8.50/month
- Pricing model: Subscription
- Free Trial: Available
The list price is up to 100 users. For more than 100 users, request a quote. You can terminate the service at any time with 1 month notice. When terminating, you will not need to migrate your documents nor the documents' tags, as they are all stored in SharePoint.
Q. Who are the typical users of MetaShare?
MetaShare has the following typical customers:
11–50, 51–200, 201–500, 501–1,000, 1,001–5,000
Q. What languages does MetaShare support?
MetaShare supports the following languages:
English, German, Swedish
Q. Does MetaShare support mobile devices?
MetaShare supports the following devices:
Q. What other apps does MetaShare integrate with?
MetaShare integrates with the following applications:
Azure Active Directory, Microsoft Outlook, Microsoft SharePoint
Q. What level of support does MetaShare offer?
MetaShare offers the following support options:
Email/Help Desk, FAQs/Forum, Knowledge Base, Phone Support
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