MetaShare Release Notes

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To see what new features we are planning to release, click here. For a list of the all the released MetaShare features, see the list below, where the releases are displayed in descending date-order (the latest release on the top).

2020-05-20

  1. Easier document sharing:
    • Share an internal link to a document:
      Instead of right-clicking a document and selecting the “Copy link address option“, you can now click on a new “Share” function:
      MetaShare's "Share" function
      On the modal window, click on the “Copy link” button:
      Share an internal link to a document
      Only users with existing access will be able to open the document (the link does not extend the access to the document).
      This function also makes it possible to copy the link to a document that is displayed in a MetaShare tab in Microsoft Teams.
    • Share a public link to a document:
      If a workspace is configured for external sharing, you get the option to select “External link” and then decide whether to allow/restrict editing:
      Share a public link to a document
      This function makes it easier to share documents externally without having to send the documents as attachments in e-mails and it is equivalent to the “Anyone” link in Office 365.
    • Share a link to a document view:
      Instead of copying the URL in the address-bar (the the link to the document view), you can now copy the view’s link by clicking on the “Copy link” function in the function bar:
      MetaShare's "Copy link" function
      This function is just visible if no documents are selected.
      Only users with existing access will be able to access the document view (the link does not extend the access to the documents).
  2. Document cache for performance improvement:
    • Documents that have been shown in a document view are now cached so if you later unselect the filters or filter on a previously used filter, the documents will be rendered instantly.
  3. Show a tag’s parent in the document property form:
    • If a managed metadata tag is a child of another tag (the tags are organized in a hierarchical structure), we now show the tag’s parent in the in the document property form and when you search for a tag. We do this to be able to differentiate terms, if they have the same name but are located under different parents:
      the tags' parents are shown
  4. Enhancement to document creation:
    • Previously, when creating a document from a document template, you had to wait till the document was displayed on the top of the document list, before you could open it. To make it quicker to open a created document, the document’s link is now directly shown on the document creation form, with a button to open it:
      New document created
  5. Support for deprecated terms:
    • A term that has been deprecated is not be shown as a value in an expanded document filter. If existing documents were tagged with the term and the term is shown in a document view, it can however be clicked on and used as a filter:
      A deprecatet term
      Deprecated terms are not able to be used on new documents but old documents, that earlier were tagged with the term, before it was deprecated, will still be able to have the term, even when their document properties are edited.
  6. Increased spacing between document columns:
    • To make it easier to see all metadata in a workspace’s document view, when working on devices with a high screen resolution (wider than 1 920), we have widened the maximum column width of certain columns (managed metadata, choice and single line of text columns).
      • The old column width:
        Previous maximum column width in MetaShare
      • The new column width:
        Current maximum column width in MetaShare
  7. Search box enhancements:
    • We have widened the search box, on devices with high resolution (wider than 640 pixels).
      • The old search-box width:
        The old search-box
      • The new search box width:
        The new search box
    • In the previous MetaShare release we cleared any added search-phrase in the search-box when you cleared all filters. We now also clear this search-phrase if a user reloads a workspace or if a user selects any other filter.
  8. Searching using dates will use the site’s time zone:
    • Previously, when searching for documents in a workspace using date-search, e.g. “Created=2020-04-01”, MetaShare would display all documents that match the query in UTC time zone. Now MetaShare displays the documents that match the site’s time zone.
  9. Redesigned top-bar icons:
    • The icons on MetaShare’s top bar have been slightly redesigned.
      • The old top-bar:
        Old top-bar icons
      • The new top-bar:
        New top-bar icons
  10. Cancel button shown in property forms:
    • We have placed a “Cancel” button in the property forms so that users do not need to scroll to the top to close a form:
      Cancel button shown in property forms
  11. Corrections:
    • Combining a document search with a file type filtering on “Other File Types” showed file types such as Word, Excel and PowerPoint. This has now been corrected.
    • Previously, if you conducted a document search, you could later click on any of the column-headers in the document view to sort the documents by the column. In the user interface an arrow would be presented, next to the column, but in reality the sorting was not applied. As there are certain constraints with this use case, we have disabled the sorting function as soon as a search has been conducted.

2020-03-16

  1. Open Office documents in read-only mode:
    • When users open Office document, in most cases, they just want to read the content of the document and not risk that the built-in auto-save functionality in Office accidentally saves a new version of the document. Therefore we now open all Office documents in read-only mode. To edit a document users will:
      • In the Desktop App – click on an “Edit Document” button displayed on the message bar on the top of the document:
        Click on an "Edit Document" button, to edit the document
      • In the browser: click on an “Edit Document” function in the toolbar:
        Click on an "Edit Document" function in the toolbar, to edit the document
  2. Be able to set preferred applications to open documents in:
    • To make it easier to open documents, in your preferred application (e.g. to always open Office documents in the Desktop App instead of the browser), we have added a personal preference, per browser session, so that you can have different preferences on your laptop as opposed to your mobile device.
    • When clicking on a document, it will always open in your selected default application (if no selection is made, it will open in the browser).
      If you instead mark a document and click on the “Open in” function in the tool bar:
      MetaShare's "Open in" function
      You get the option to choose which application to open the document in and if you mark the checkbox, MetaShare will remember your preference.
      MetaShare's "Open in" dialogue window
  3. Be able to access MetaShare from Microsoft Teams web app:
  4. Increased reliability when more than 500 documents match a search query:
    • If you conduct a free text search and there are more than 500 results that match your query, SharePoint search will just retrieve the 500 most relevant documents related to your query. If you conduct a subsequent document filtering on your search results, MetaShare will just be able to show the documents that match the combined results among these 500 most relevant documents, even if there might be more documents in SharePoint that match the combined query. When conducting a free text search, we now also use search for subsequent filters, enforcing that the retrieved documents always show the correct results.
  5. Search box enhancements:
    • In the previous MetaShare release we made it possible to edit the search-phrase of a conducted search, by moving back the searched phrase to the search box when removing a search. In this release we clear this search-phrase if a user clears all filters.
  6. Improved error message if SharePoint is throttled:
    • If SharePoint, for some reason, is throttled, we now show this message: “SharePoint is not available due to high load. Please try again in a few minutes.”
      Instead of the earlier generic message: “Something went wrong. Please try again.”

2020-02-03

  1. Search for a document tag:
    • To make it easier to find “Managed metadata” and “Choice” tags/values, we have made them searchable from the search box and if they are found among any of the terms/values, they are listed as options to click on:
      Search for a document tag
  2. Search for tags using alternative labels:
    • In SharePoint’s term store all taxonomy values are stored as terms in a term set. Terms have a “Default Label” but they can also have “Other Labels”:
      A term's default label and other labels
      We have made it possible to search on both the default label and any other labels, both in the document property form and in the search box, so that you get a result, even if you search for an alternative label, as in this example:
      Search for tags using alternative labels
  3. Distinct icons for different types of selected filters:
    • We now present different icons, to the left of each selected filter, to make it more clear what data type these filters represent.
      Distinct icons for different types of selected filters
  4. Make it easier to refine a searched phrase:
    • When searching for a phrase, the phrase is being added as a filter to the right of the search box:
      A conducted free text search in MetaShare
      When removing a search phrase, the phrase is now moved back to search box, so that you can refine it and conduct a new search (before you needed to rewrite the whole phrase).
  5. Upload documents to a folder and move documents between folders:
    • A workspace can be configured to show document folders as filters. If a user selects a folder and then adds documents (upload or create), the documents will also be stored inside the folder. Users are also be able to cut and paste documents between different folders (move documents between folders).
  6. Collapse/Expand a hierarchical node in a filter:
    • Previously, when navigating between different tags/values in a hierarchical filter, like the example below, it was not possible to collapse a value, e.g. “Governance”. Now an expanded value can be collapsed, by clicking on it a second time.
      Collapse/Expand a hierarchical node in a MetaShare filter
  7. Enhancements to “Choice” columns:
    • When uploading or creating documents, any applied default values for “Choice” columns are now shown in the document properties form.
    • When uploading or creating documents, any applied “Choice” filters are now prefilled in the document property forms.
  8. Enhancements to “Single line of text” columns:
    • When uploading or creating documents, any applied maximum length restrictions on a “Single line of text” column are now considered in the document property forms, restricting you to add more characters than permitted.
  9. Documents that are checked out to other users will not be shown among your tasks:
    • Documents that are checked out and also have missing mandatory fields will only be shown as a task to the user that it is checked out to. Previously these files where shown to all the workspace’s members/contributors.
  10. Document templates in sub-folders:
    • In MetaShare’s document template’s library, documents can now be stored in sub-folders, enabling the possibility to add permissions on a folder level. Users can only create documents based on the templates that they have access to.
  11. Add support for more file-types:
    • We have added support for more file-types, both presenting appropriate file-icons and to open them for preview, through SharePoint’s document viewer.
  12. Support for rich media content types:
    • If you have created a custom content type that is a child of any of the “Rich Media Asset” content types, these can now be added to a workspace configuration.
  13. Improved help-texts in MetaShare settings:
    • In MetaShare’s settings pages we have added some more descriptive texts.

2019-11-07

  1. Improved performance:
    • We have improved the performance when accessing MetaShare’s start page, just showing a list of the 50 first workspaces, with continues scroll, similar to how documents are displayed within a workspace. This performance improvement is just noticed for clients that have more than 50 workspaces.
    • We have improved the performance when opening a MetaShare workspace by first rendering the user interface, showing the list of documents and the available document filters. In the background, the available terms under each of the filters, are fetched from SharePoint. This decreases the time that it takes to access a workspace and most probably all the terms will already be fetched before you open any of the document filters.
  2. Multiple document download:
    • Previously you could download a single document using the “Download” function. We have extended this function to also permit downloads of up to 10 documents at a time:
      MetaShare's "Download" function
      This makes it easier to, for example, add multiple documents as attachments in e-mails.
  3. Document alerts:
    • Be able to mark a document and choose to create an alert for the document, by clicking on a new “Alert Me” function:
      MetaShare's "Alert Me" function
      You can then define when to get the notifications:
      Define when to get e-mail notifications
  4. Search for documents directly from MetaShare’s start page:
    • MetaShare’s start page now shows two tabs on the top of the application. The default tab is “Workspaces”, with the same behavior as before.
      MetaShare's start page, with two tabs, Workspaces and Documents
      If you click on the “Documents” tab, you come to a document search function, from where you are able to search for documents across your Office 365 environment, the same way as when you click on the link “Show results from other locations”, after having conducted a search within a workspace.
      Search for documents directly from MetaShare's start page
  5. Highlight today’s date in the date picker:
    • In order to more quickly find the current date, it is now highlighted, when clicking on any date columns in the document property forms:
      Today's date highlighted in the date picker
  6. Added terms are automatically added to the available filters:
    • If you add a term in any of the open managed metadata columns (the columns that allow you to add new values), they were not directly shown among the available values under the applicable filter unless you refreshed the page. Now they are automatically added, without the need to refresh the page.
  7. Increased width of the document property form:
    • The width of the document property form is now wider, on large screens with high resolution, so that you can see more data within the fields in the form.
  8. Increased space between documents on mobile devices:
    • In order to make it easier to select a document with your fingers, on mobile devices, we have increased the table row height as well as added table borders:
      Increased space between documents on mobile devices
  9. Open Microsoft OneNote and Microsoft Project files in client applications:
    • Previously MetaShare only supported opening OneNote and Project files in their web applications but now you also have the option to open files of these types in their client applications:
      Open Microsoft OneNote files in client applications
  10. The text “Filters in use” is removed:
    • We have been displaying the text “Filters in use”, to the left of the search-box:
      "Filters in use", to the left of the search-box
      As it did not add any value and in some cases could be a bit confusing, we have removed this text. This also saves space on small devices:
      Removed "Filters in use", to the left of the search-box
  11. Added tool-tips when hovering over permission groups:
    • When users hover over any of the 3 permission groups, available in the workspace’s top bar, they now get a short description over the permissions that the specific groups have:
      Tool-tips when hovering over permission groups
  12. Only show “Open a support case” to MetaShare administrators:
    "Open a support case" only shown to MetaShare administrators

2019-09-24

  1. Filter on people columns:
    • You can now filter on any custom or built in “person or group” column by clicking on any of the column’s values. Below you see an example where the documents in a workspace have been filtered on “Modified By” = “Clark Kent” and “Created By” = “Lois Lane”:
      Filter on people columns
  2. Filter on date columns:
    • You can now filter on any custom or built in “date” column by clicking on any of the column’s values. Below you see an example where the documents in a workspace have been filtered on “Modified” = “4/30/2019:
      Filter on date columns
  3. Changed placeholder-texts in MetaShare’s search boxes:
    • To make it clear that a search that’s conducted from MetaShare’s start page only shows workspaces as results and not documents, we have changed the placeholder-text in its search box from “Search” to “Search workspaces”:
      MetaShare's search box - Search workspaces
      In the workspaces, this placeholder text has been changed to “Search documents”:
      imageMetaShare's search box - Search documents
  4. Drag and drop e-mails and/or their attachments to MetaShare:
    • In the latest MetaShare release we announced that MetaShare supports drag and drop of e-mails from Outlook to a MetaShare workspace, using Google Chrome and Microsoft Edge as a browser. We also mentioned that there was a difference in behavior between the browsers, that when using Google Chrome, the e-mails were moved to the workspace rather than copied. This has been solved so that it behaves the same way as in Microsoft Edge, i.e. the e-mails are copied to the workspace and thereby not deleted from Outlook.
  5. In the latest MetaShare release we announced that if a managed metadata column had more than 50 values, the drop-down would not be shown when you click on the field, in the document property form. We have now increased this value to 75.
  6. Previous MetaShare restrictions that have been removed:
    • Documents with a “+” character in their document names could previously not be downloaded using the download function.
    • Documents whose document names started with certain charters (“~”, “_” and “.”) could previously not be uploaded to MetaShare.

2019-08-26

  1. Improved performance when editing a document’s properties:
    • The time to load a document’s property form has been improved, as we no longer retrieve all term-values for each and one of a document’s managed metadata columns. We restrict the retrieved number of terms to 30 terms per managed metadata column.
      • How does this affect your users?
        If a managed metadata column has less than 50 values, if you click on the field, its metadata values are shown in a drop-down and you can scroll through the list of values:
        A managed metadata column shown as a drop-down
        If you start typing only the values that contain the typed phrase will be shown in the drop-down:
        Values that contain the typed phrase are shown in the drop-down
        If a managed metadata column has 50 values or more, the drop-down is not shown when you click on the field. If you however start typing the values that start with the typed phrase will be shown in the drop-down:
        Values that start with the typed phrase are shown in the drop-down
  2. Filter on any managed metadata column:
    • It is now possible to filter on a managed metadata column without having it shown as a document filter in a workspace. This is applicable for metadata fields with many terms, e.g. Company or Keyword, that might have more than 100 terms. Displaying all these terms as a document filter would maybe not make much sense, as you would need to scroll through a long list of terms. This also improves performance, as all the terms do not need to be loaded into memory while loading the workspace.
      Below you see an example where the documents in a workspace have been filtered on two metadata values (Document type = Agreement and Keyword = Azure Information Protection). The Keyword metadata is not available as a filter but by clicking on any of the documents’ clickable links, the user can filter on this value.
      Filter on any managed metadata column
      Within soon we will also give the users the possibility to filter on any people column as well as any date column.
  3. Drag and drop e-mails and/or their attachments to MetaShare:
    • You can upload e-mails from Outlook to a MetaShare workspace, using the drag and drop method, when using Google Chrome as a browser. Previously it was just possible when using Microsoft Edge. You get an indication that the mail will be added to the workspace:
      Drag and drop e-mails and/or their attachments to MetaShare
      There is a however a difference in behavior between the browsers, something that we cannot control from MetaShare:

      • Microsoft Edge: the e-mails are copied to the workspace (the e-mail will still be available in Outlook).
      • Google Chrome: the e-mails are actually moved to the workspace (the e-mail will be moved to Outlook’s “Deleted items” folder).

2019-06-19

  1. Display document folders as document filters:
    • For workspaces that contains document folders, typically workspaces whose documents have been migrated from a file server or from a document library where documents were structured using a folder-structure, these document folders will be displayed as document filters called “Folder” in the workspace’s filter-zone.
      Document folders as document filters
    • The folder filter, as opposed to all other hierarchical document filters, will only show the specific documents that are located in the selected folder, not the documents in the selected folder’s sub-folders. To see these documents you will need to drill down to the specific sub-folder.
    • A prerequisite to show the Folder filter is that the workspace’s workspace configuration is configured to show folders.
    • As a folder structure can be quite deep, we now expand the width of the document filters, so that you can see the whole structure.
  2. Changes to the document tasks’ page:
    • Documents with missing mandatory/required metadata were previously only shown in the document tasks’ page for the user that last modified the documents. This has now been changed so that they are shown for all the workspace’s members/contributors.
    • If any documents were incorrectly added to a workspace as the standard “Document” content type, e.g. documents that were previously moved and did not get the content type defined by the workspace configuration, they are now shown in the document tasks’ page, as documents with missing properties, so that proper actions can be performed on them.
    • If all the available tasks in the document tasks’ page have been managed, the user will now be redirected from the task’s page to the workspace’s start-page. Previously users had to click on the workspace’s name to get out of the “Tasks” page.
  3. Improved searchability:
    • Earlier, when searching for a specific search-phase, only the 50 first documents matching the document query would be shown in the list. Infinite scrolling is now enabled, when you scroll down the list.
    • In large workspaces (workspaces with more than 5 000 documents), you can now search freely without the risk of hitting SharePoint’s list view threshold warning.
  4. Improved performance:
    • In order to improve the performance in a workspace, when opening the document property form (creating a new document, uploading documents or editing documents’ properties), the managed metadata terms and content types are now cached so that the next time you open a document property form in the same workspace, the loading time will be faster. This caching is done per user, per workspace and per browser session. In the next planned releases, we will be adding a few more features that will further improve the performance in MetaShare.
  5. Increased the maximum number of columns:
    • Previously a document could just have a maximum of 12 lookup columns (managed metadata and people-picker columns), preventing editing a document’s properties, if this limit was reached. We have now eliminated this limit.
  6. Full error message:
    • When an error occurs, the error message is shown in the workspace’s function-bar. Earlier we just showed the error message in one line but now it is shown in multiple lines, if needed:
      Error message shown in multiple lines
  7. For MetaShare administrators:
    • In MetaShare settings, these links have now been changed/added in the left navigation menu:
      The new left navigation in MetaShare settings

      • The “Term Store” link has been moved up directly after “General” menu. Previously it was located in the bottom of the list.
      • Under the “Workspace filters” menu, we have added a link called “Document content types” that takes the users to the Content type hub’s content types’ page.
      • In the bottom of the menu, we have added a link called “Office 365 Admin” that takes the users to the Microsoft 365 admin center.
      • We have removed the link called “Azure Information Protection” from the bottom of the menu.
  8. Corrections:
    • “People and group” columns that are mandatory were in some situations shown as optional columns in the document property form.
    • The “Publish/unpublish” function has now been removed for users that only had read-access in a workspace.
    • Files with these file-extensions are now added to these document filters:
      • PowerPoint: .potm and .thmx
      • Word: .dotm and .mht

2019-04-11

  1. The “Alerts” function has been renamed to “Tasks” and has a new icon MetaShare's "Tasks" function. The functionality is same as before, see Managing document tasks
  2. To facilitate the operation of moving documents from one workspace to another a few enhancements have been done:
    • When documents are pasted into a workspace, using the “Cut” and “Paste” functions, the batch edit form is shown, enabling batch edits on selected metadata fields. Any metadata values from the source workspace that are available in the destination workspace will be copied but these could be overwritten by selecting any values in the batch edit form. If the destination workspace already has been pre-filtered on certain values, prior to the paste operation, the values will also be pre-filled in the document property form:
      Pasting documents in a workspace
    • If the source and destination workspaces have different configurations and the destination workspaces is configured to just have one content type, the moved documents will be changed to that content type. Because of this, pasted documents that do not have values on required fields will be shown under “Tasks“.
  3. From MetaShare, you have been able to access Help, Feedback & About, when clicking on the MetaShare's "Help" icon icon in MetaShare’s top bar:
    Elements under the MetaShare "Help" icon
    The help pages that you get to, after having clicked on “Help” menu, have been rewritten and rearranged to four sections: User Manual, Admin Manual, FAQ and Known Issues. On the top of these sections you can also search for help-topics.
    Pages under MetaShare Help
    Please take your time to dig into the information available here and if there’s some information that is unclear or missing, don’t hesitate to let us know.
    In the same way we have also rewritten and restructured the pages that you get to when you click on the “About” menu, into these five sections: About, Service Description, Terms and Conditions, Upcoming Releases and Release Notes.
    Pages under About MetaShare

2019-03-08

  1. Edit metadata on multiple documents:  You can now select multiple documents and edit their properties using the “Properties” function in the toolbar. In the document property form you can select which fields whose values you wish to replace. Non-marked fields will not be affected.
    Edit metadata on multiple documents
  2. MetaShare now supports uploading Microsoft OneNote Notebooks and that they now are managed the same way as in SharePoint.
  3. For MetaShare administrators:
    • “File Type” and “Name” are now removed from the “Document columns” page in MetaShare settings. In the previous release, 2019-01-23, we announced that these two columns will always be the first two columns in document views. They were however still visible in the “Document columns” page under MetaShare settings but are now removed from there, according to plan.
    • When changing the order of the selected content types on a workspace configuration they will be reordered accordingly in existing workspaces.

2019-01-23

  1. Cut and paste
    • You can now select one or more documents from a workspace and move them to another workspace using two new functions “Cut” MetaShare's "Cut" function and “Paste” MetaShare's "Paste" function. This is especially useful after migrating your old file servers to an archive workspace that is set to a read-only state. Whenever old documents are needed, users will just move them from the archive workspace to an active workspace.
    • The documents’ “Created”, “Created By”, “Modified” and “Modified By” will be copied from the source to the destination.
  2. Improved usability of tables
    • Table headers are now sticky. If you scroll down on a list, the table headers will be sticky, so it is easy to tell which column you are looking at. Useful when scrolling down a long list and/or on a small screen. Unfortunately, this feature is not available in Internet Explorer.
    • There is no longer horizontal scrolling on mobile devices in portrait mode and all columns to the right of the Name column are now hidden. To be able to scroll horizontally and see all columns, simply tilt your mobile device to landscape mode.
  3. “File Type” and “Name” always shown in workspaces
    • Before this release it was possible to remove “File Type” and “Name” from document views. This will now longer be possible. From now these two columns are always the first columns that are shown in document views. Your custom columns will be displayed to the right of the “Name” column, in the order that you have configured them.
    • These two columns are now still shown in the “Document columns” page under MetaShare settings. They are ignored for now and will be removed from the page in an upcoming release.

2018-11-27

  1. Corrections:
    • Hidden columns are now not should in the document’s Property form.
    • All managed metadata values were not always shown in the document view.
    • For workspace visitors, the Document’s Name was displayed twice in the document’s Property form.

2018-11-21

  1. The “Open in SharePoint” button has been moved to the top bar and it opens the start page of the SharePoint site. This change was made based on feedback from MetaShare users.
    MetaShare's "Open in SharePoint" icon
  2. Lookup threshold – To help you avoid the lookup threshold limitation in SharePoint we have implemented the following changes:
    • Show a descriptive error message when clicking Properties for a document and there are too many columns in the list.
    • Prevent adding too many document columns to a workspace configuration.
  3. Restore deleted workspaces – The delete workspace function has changed so that a workspace is never permanently deleted from MetaShare’s database. Restoring a workspace is now done by creating workspace with the same site collection URL. This makes restoring from a third party backup possible. Please contact us if you have any questions.
  4. Improved reliability – Previously some random errors could occur when opening a workspace or when opening a document’s properties. Most of these have been due to the term store in SharePoint Online not being available for very short periods of time. We have taken measures so that you in the future should see these errors considerably less frequently.

2018-10-22

  1. You can now upload documents by using drag and drop.
  2. Microsoft Visio drawings are now shown when filtering on Media in the File Type filter.
  3. Corrections:
    • When changing templates library url the value was not validated. This is now validated. The value must be a valid url to a document library that you have permissions on.
    • Child terms was not included when filtering workspaces on the start page.

2018-08-25

  1. When uploading a single document you may now rename the file’s name before uploading it (the “Name” field is shown in the document form and its value is editable). When uploading several documents, the “Name” field is hidden and the documents keep their original file-names.
  2. The workspace title drop down has been replaced by a regular link to the start page of the actual workspace. This way you can easily reset filters and sort order by clicking on the workspace’s title.
  3. The Alerts button is now hidden if there are no alerts. This allows longer workspace titles to be shown on mobile devices.
  4. In the workspace’s toolbar, we have now added a new button called “Open in SharePoint”, that when clicked will open the workspace’s document library in SharePoint. This is useful for accessing features that are unique to SharePoint and also to be able to view other lists in the SharePoint site.
  5. Corrections:
    • Editing properties on a document should no longer fail if a term that has been applied to the document has been deleted from the term store.
    • The Document template field should no longer be listed twice when creating a new document.
    • Sometimes terms that start with the same characters as the selected filter would be included even if they are not children. This has now been corrected.

2018-08-09

  1. Site collection administrators can now delete workspaces from MetaShare’s start page. Read the following instructions on how to delete a MetaShare workspaces and a link to a SharePoint site.
  2. It is now possible to clear a date value from a document’s properties.
  3. Corrections:
    • Document tagging could earlier fail when uploading multiple documents with new terms added in any open managed metadata field.
    • File-icons for Word- and PowerPoint macro-enabled templates are now shown in MetaShare.
    • If a Choice column that is set to mandatory does not have a value when creating/uploading documents, the user will now be prompted about this.

2018-05-08

  1. Add any SharePoint site to MetaShare: It is now possible to add any SharePoint site to MetaShare’s start page. Finally, you can organize your other SharePoint sites with metadata the same way as your workspaces. There are now two types of workspace configurations:
    • MetaShare workspace: Same document management functionality as before. All configurations that have been created before are of this type.
    • SharePoint site: These are links to existing SharePoint sites such as team sites or communication sites. You need at least one of these to use this new feature. In the workspace list, these workspaces are differentiated from MetaShare workspaces by a SharePoint site icon instead of a MetaShare site icon.
  2. Support for more than 5000 documents in a workspace.
    • New workspaces will support this immediately.
    • For existing workspaces you may have to manually add indexes to the document library if they have not already been automatically created by SharePoint.
  3. Workspaces are now listed in alphabetical order in MetaShare’s start page.

2018-03-22

  1. If a MetaShare content administrator does not have appropriate permissions in the content type hub, an informative error message is now shown.
  2. PDF is now added as an option in the workspaces’ file type filter.
    PDF as an option in the workspaces' file type filter
  3. The previous term “Workspace type” has been renamed to “Workspace configuration” so that users and administrators clearly understand that it defines the configuration of new workspaces and not only a general workspace metadata.
    Link to MetaShare's "Workspace configuration"

2018-03-13

  1. New MetaShare activations now come with an updated sample information model that, for many organisations, can be used with minor changes.
  2. When activating MetaShare, administrators are asked which language the information model should be.
  3. MetaShare’s workspaces (site collections) are now always created with the same language as the content type hub.
  4. If the user’s browser’s security settings are incorrect and therefore specific MetaShare actions are not permitted, users will now be prompted with an informative error message.

2018-02-28

  1. From MetaShare’s start page it is now possible to search for workspaces and it will show all workspaces that have the search query within its title or in any of the custom metadata.

2018-02-21

  1. Workspace metadata: In MetaShare settings, administrators can now, per workspace type, define which fields should be shown and in which order, when creating workspaces. In MetaShare settings, administrators can also define which of these fields should be shown in MetaShare’s start page as filters and as list view columns, behaving the same way as filters and columns for documents inside a workspace.
    Managing MetaShare's workspace metadata
  2. A workspace’s metadata can now be modified by selecting a workspace in the workspace list and then clicking on the “Properties” function in the tool-bar. The workspace’s title and all custom metadata fields can be modified.

2018-01-29

  1. Documents that do not open in Office Web Apps or in any associated client application, e.g. e-mails (msg), images (jpg, png, ai, bmp, psd, gif, ico, tif), videos (mp4, mov, wmv), compressed files (rar, zip. 7z), dwg-, txt-, xml-, log- and html-files are now opened in SharePoint’s web viewer, making it possible to open documents without an appropriate client-application installed on the computer and enabling functions such as correct image rotations.
    SharePoint's web viewer
  2. Document- and workspace views are now more compressed (left aligned and not as before, evenly distributed along the screen). Also, columns now have a maximum width of 320 px, preventing one or more columns, with a lot of information, to make the table difficult to read.
  3. The document actions have been reordered based on the frequency these functions are used. The order is now: Open, Properties, Version history, Publish, Download & Delete.MetaShare's reordered document actions
  4. When opening MetaShare, before having been logged on, users could previously see a flickering error-message being displayed while being redirecting to the login page.
  5. In MetaShare settings, where users can drag and drop elements (content types, columns and filters) between two zones (available and selected) the names of the different elements are now shown in bigger boxes, if they have long names and line-breaks have therefore been applied. The elements under the available column are now also sorted alphabetically, making it easier to find elements.
  6. Values of managed metadata columns are now, if their corresponding term set is set to display terms in a custom sort order, displayed in the custom sort order, both in document filters and in the document property form (the managed metadata control).
  7. Corrections:
    • Managed metadata columns that were configured to be open (allow ‘fill-in’ choices) and single value (not allow multiple values) could earlier not be cleared after they had gotten a value.
    • If normal users without workspace creator permissions, in MetaShare’s start page, filtered on a workspace type that they did not have workspaces of, they would earlier get an error notification saying that the resource does not exist.
    • If a managed metadata column would be empty (without any terms), and users would try to upload a document or edit a document’s properties, they would earlier get an error message.
    • If someone tried to delete a document that was locked for editing, or was checked out to another user, they would previously get an error message saying that an unknown error had occurred. Now they will instead get a meaningful message in the notification bar.

2017-11-27

  1. Azure Information Protection Labels: If MetaShare is configured to display classification labels from Azure Information Protection (e.g. Public, Internal & Confidential), the labels can be shown in the document view and as a filter for the view. From MetaShare settings, administrators also get a direct link to Azure Information Protection from the setting’s navigation structure. Contact us for for a user a user-guide that describes Azure Information Protection and how to set up this integration in MetaShare.
  2. On devices with cursors, if a term has a defined description (in the term store), the description will be displayed as a tool-tip, when hovering over a term in a document filter or when hovering over a term in a managed metadata column in a document’s property form. The tool-tip will also be displayed in the MetaShare setting pages for suggested templates and suggested document types.
  3. MetaShare now supports choice columns, of radio-button style, in document’s new/upload/edit forms. The choice column and its values can also be displayed in the document view and as a document filter.
  4. Improved performance on MetaShare settings. Earlier, when navigating to the settings page, all MetaShare settings would be retrieved from the database, which could in larger configurations be time-consuming. Now the specific settings are retrieved, while navigating between the different sections in MetaShare settings
  5. Corrections:
    • When a documents file extension was in upper-characters, the tool-bar’s “Open” function did not get displayed.
    • When opening PowerPoint documents using the the tool-bar’s “Open” function, the “Open in PowerPoint” option was misspelled.
    • The funnel icon, displayed to the left of a column header in MetaShare, when a filtering had been applied to that column, is now shown again.
    • The “Search in all locations” function, triggered by free-text searching in a workspace and then clicking on the link “Show results from all locations“, did not function correctly if the search phrase was changed without reloading the page.
    • In small devices, drop-downs in document-forms could in some situation float outside the form.

2017-10-23

  1. When a free-text search has been conducted within a workspace, users can now click on a link under the search button to extend the search to show results from other locations. This will bring the user to SharePoint’s standard or custom search results page, defined by the MetaShare administrator in MetaShare settings.
    MetaShare's search box
  2. In MetaShare settings, it is now possible to change the MetaShare administrator (the account that gets full access-rights on all workspaces created by MetaShare, also known as Site Collection Administrator). Previously this account was set to the user that activated MetaShare.
  3. Previously, submit button (Save, Create, Upload, Etc.) were hidden till all mandatory fields were filled in. Now they are always shown but disabled (grayed out) till all mandatory fields have been filled in.

2017-09-29

  1. Suggested document types. In MetaShare settings, per workspace type, a new page is added where administrators can define suggested document types per suitable filter, e.g. Area. When filtering on a value, e.g. the Sales term in the Area filter, that is configured to have suggested document types, the document types filter is now grouped into two sections Suggested and All. User can still choose any document type but will easier find an appropriate document type from the Suggested section.
  2. Corrections:
    • In Internet Explorer the page loader’s animated logo now rotates the same way as in all other browsers.
    • When a user’s e-mail address was different from their user names, e-mail notifications were not being sent to them.
    • If a term was being reused within term sets, users could not filter on their values.
    • Minor styling corrections.

2017-09-18

  1. Corrections:
    • Workspaces whose workspace owner accounts had been renamed would fail to render properly.
    • In some cases, the upload progress indicator could show incorrect values.
    • The continuous scroll would in some cases just function for the first 100 documents.
    • If users did not have read-access to the document templates, they could not access workspaces.
    • When filtering on document templates, it would filter on all types of values, e.g. file type, etc. Now it just filters on the document templates’ names.
    • Minor styling corrections.

2017-09-08

  1. Suggested document templates. In MetaShare settings, per workspace type, a new page is added where administrators can define suggested document templates per document type. When creating a new document, after having selected a document type that is configured to have assigned suggested templates, the templates are now grouped into two sections Suggested and Other. User can still choose any template but will easier find an appropriate template from the Suggested section.
    MetaShare's suggested document templates function

2017-08-29

  1. MetaShare now supports date columns in document new/upload/edit forms. The date column and its values can also be displayed in the document view.

2017-08-23

  1. In MetaShare’s start page it is now possible to search for workspaces. The search-box is displayed on top of the list of workspaces, in the same location that it is displayed inside workspaces, for document search.

2017-08-18

  1. Create documents. In MetaShare settings, a new page is added where administrators can define where the MetaShare document templates should be stored. For Office documents, these can either be real templates, e.g. dotx-files or regular documents, e.g. docx-files. When creating documents, users click on a “New” function MetaShare's “New” function in the toolbar and then select an applicable template in a template field in the document creation form. These templates are as well searchable, while typing into the field.
  2. Publish/Un-publish documents. It is now possible to mark a draft document (minor version) and select to publish it (major version) MetaShare's “Publish” function, with or without a version comment. Published documents can also be unpublished MetaShare's “Unpublish” function, returning them to their prior draft-state.
  3. Column descriptions are now being displayed in the document forms.
  4. There are now 2 page-loaders, one when initially opening MetaShare, with MetaShare’s animated logo shown over the whole screen (same as before) and a new one when navigating between workspaces or navigating between workspaces and MetaShare’s start page, that only animates the MetaShare logo in the top bar (new one) while the content beneath the top bar is being refreshed.
  5. The pre-filling of managed metadata values in the document forms, when uploading documents, now considers if selected terms (filters) are available for tagging or not. If they are not, an instruction is presented under the metadata field, indicating that documents cannot be tagged with the value.
  6. If managed metadata columns are configured to have default values, they are now being pre-filled when uploading documents.
  7. When creating workspaces, after a filtering on workspace type has been done, the workspace creation form is now being pre-filled with the filtered workspace type.

2017-05-18

  1. Workspace types: MetaShare’s start page, now supports multiple workspace types. Workspace types define the workspace’s configuration (which columns to present in the document view, which document filters to apply and which content types to use). Workspace types are now shown in these situations:
    • When creating a workspace, if there is more than one workspace type defined, the user will have to select which type of workspace they want to create.
    • In the workspace list, as a sortable column and as a filter.
    • In MetaShare settings, where users can create and define different settings for the workspace types.

2017-04-21

  1. The search-box has been moved from the workspaces’ top left-hand corner to the workspaces’ filters section, above the document list. From here users can now search on free-text phrases that will narrow down the number of documents in the document list to just show documents that have the searched phrase as free-text inside the documents or as document metadata. The free-text phrase search will be added as a filter on top of the document view and it can also be combined with other tag filters, such as document type, file-type, etc.
  2. MetaShare now supports managed metadata columns that are configured to allow “Fill-in” choices, permitting users to add values to these open term sets.
  3. Corrections:
    • In Microsoft Edge, we have now removed an extra line space between the checkbox for selecting all documents and the actual document list.
    • If a workspace’s name has special characters such as å, ä and ö, the workspace name is now displayed correctly in the browser’s tab title.
    • Hidden columns are not any more shown in the document’s property form.
    • Documents with special characters such as å, ä and ö, can now be opened in Office applications from Firefox on Mac.

2017-03-29

  1. MetaShare now supports “person or group” columns in document upload/edit forms. The column and its values can also be displayed in the document view.

2017-03-28

  1. From MetaShare’s start page a new icon is added to the menu-bar MetaShare's “Settings” icon that will take the users to MetaShare settings, where users can:
    • Manage content types
      • A page where users can create content types, and assign them to be used in workspaces.
    • Manage columns
      • A page where users can define which columns to be shown in the workspaces’ document view.
    • Manage filters
      • A page where users can define which filters to be shown in the workspaces’ document view.
    • Manage terms
      • A link to the tenants Term Store Management Tool where the terms can be managed under the MetaShare Term Group. This function was earlier located in each workspaces menu options.
    • A prerequisite to see the MetaShare settings icon is that the logged in user is assigned the Content Administrators role in Azure Active Directory. See this page for a description of how this is done.

2017-02-22

  1. In MetaShare’s tool-bar, we have added these two new actions:
    • Open:
      • You can decide to open a Microsoft Office-document in Office Online or the local Office application, by first selecting the document and then clicking on the “Open” function in the tool-bar MetaShare's “Open” function. This currently applies to documents of these types: Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft Visio. Within soon we will also extend this functionality to also apply to Microsoft OneNote and Microsoft Project. If the user has edit-rights to the document, it opens in edit-mode, else only in view-mode. If the specific file-type is not supported in Office Online, the users will only get the option to open the document in the local Office application, e.g. “Open in Excel”.
    • Download:
      • You can download a single document by first selecting the document and then clicking on the “Download” function in the tool-bar MetaShare's “Download” function

2017-02-14

  1. MetaShare now supports multiple workspaces enabling users to create workspaces for different purposes and different audiences/permissions. When users go to app.metashare.com they will now see a list of all workspaces, sortable by column headers, that they have permissions to. If the user does not have access to any workspace, they will be notified to either create a workspace or to ask a colleague to assign them permissions to a workspace.
  2. Inside each workspace, on the top-frame, we now display the name of the workspace, and if the user has access to more than one workspace, a drop-down will be displayed with a list of workspaces. If more than 5 workspaces are available, it will show a link to all workspaces, in the bottom of the list.

2017-01-23

  1. Improved performance:
    • Instead of retrieving all items corresponding to a query, we are now only retrieving 50 items at a time, using server side pagination, to improve performance when opening a workspace and when filtering/un-filtering within it.

2017-01-11

  1. Styling changes:
    • New styling of the top-bar menu’s icons.
  2. Corrections:
    • If you had applied a term to a document and then deleted that term from the term store you would see this error message: “There was an unexpected error with your request”. This is now fixed so that terms can be deleted without causing any errors.
    • The document filter “Modified” did not function correctly when applying the “Last 7 days” filter.
    • It was not possible to clear a tag’s value if the tag was a of a single value type.
    • The “Manage terms” function in MetaShare’s top-bar menu is now also available for visitors and members of a workspace, not just for workspace owners.
    • MetaShare’s logo on iOS devices now has a white background, which is standard for app-icons.

2016-10-27

  1. When documents are uploaded to MetaShare, the document properties form is now opened and prefilled with any applied document filters, so that the user can set any other document tags before the documents are uploaded to MetaShare. This also prevents documents to be uploaded with missing mandatory tags.
  2. Added a new document filter for File types, with the following filtering options: Word, Excel, PowerPoint, PDF, E-mail, Media & Others. The filter is by default placed as the first filter.
  3. Added a new document filter for Modified date, with the following filtering options: Today, Last 7 days, Last 30 days & Last 365 days. The filter is by default placed as the last filter.
  4. Added File icons for commonly used file-types.
  5. In a new MetaShare activation, we now add sample tags for areas, document types and keywords.
  6. Corrections:
    • As best practice for responsive design, columns in the document list were by default hidden if the screen resolution was not able to show all columns. Now we instead show all columns and instead show a horizontal scrollbar, when the screen width is too narrow.
    • When uploading multiple documents, the progress indicator showed 100% uploaded before all documents had their tags set.
    • The document properties window could disappear when scrolling vertically.
    • After having edited a document’s properties, the properties window did not automatically get closed.
    • Documents filters were not visible on screens with the screen resolution 1024 x 768.
    • Based on screen resolution, the file selector could overlap the file type column and the document list could flicker when hovering over the documents.
    • When doing consecutive searches, the search text was not cleared, resulting in the Search help-text being overlaid on top of the search phrase.
    • Some language translation corrections in the MetaShare user interface.
    • Improved MetaShare signup/activation form help texts.

2016-09-07

  1. Official release of MetaShare

2016-06-29

  1. Pre-release for a limited audience