What does MetaShare do during an activation?

First of all you can be assured that a MetaShare activation does not do any changes to any of your existing sites in SharePoint. You can activate MetaShare and later deactivate MetaShare without any risks.

If you try to access MetaShare, before you have activated MetaShare, and if you are global admin, you will will need to consent that MetaShare gets appropriate SharePoint permissions:

Accept permissions for MetaShare for your organization

After clicking on the “Accept” button, MetaShare will be added as an Azure app, in your Azure portal.

MetaShare added as app, in your Azure portal

If you now try to access MetaShare, you will either get to this page, if the MetaShare app has not yet gotten the appropriate permissions in Azure:

MetaShare activation started

Normally you can click on the “Retry” button after a few seconds/minutes and you will come to this page:

MetaShare not activated

If you now want to activate MetaShare for testing purpose, for up to 2 user accounts, then click on the “Try for free” button, which will take you this signup form. If you are ready to place an order, used the purchase form instead. After having filled in the fields on any of the forms, within short, someone from the MetaShare team will supply you with a link to activate MetaShare and guide you through the MetaShare activation and configuration process.

The actual activation process is a straightforward operation consisting of these steps:

  1. In step 1 of 3 in MetaShare’s configuration wizard you get a confirmation that you are accessing the right Office 365 tenant and that you are logged in with the right user account. This information will be stored in MetaShare’s internal database in Azure, in order to keep track of our customers. The logged in user will be set as the MetaShare administrator, but can be changed to any account after the activation:
    MetaShare activation wizard, step 1 of 3
    In this step you will also be asked what language your sample information model should get. The information model that is applied to your Office 365 tenant, consists of:
    1. MetaShare’s default term sets
    2. MetaShare’s default columns and content type

    When you click on the “Continue” button, if you do not have appropriate permissions to SharePoint’s term store, you will be prompted to add yourself as a term store administrator:
    Insufficient permissions in SharePoint's term store
    Click on the “Term Store” link in the error-message and add yourself as one of the “Term Store Administrators”, in the new browser tab that opens:
    Add yourself as an administrator in SharePoint's term store
    Once you have done this, just go back to the configuration wizard and click again on the “Continue” button.

  2. In step 2 of the wizard you will manually have to publish the document content type that was created created in the previous step:
    MetaShare activation wizard, step 2 of 3

    If you get a “Access denied” error after you click on the “Publish” button, you first need to add yourself as a site collection administrator in the Content Type Hub (a link to do this is available in the wizard) and then click on the “Publish” button again.

    The actual publishing is done by clicking on the “OK” button in the new browser tab:
    Publish the MetaShare Document content type
    After publishing the content type you can just close the content type tab and go back to the activation wizard.

  3. In step 3 of the wizard you just click on the “Continue and finalize” button:
    MetaShare activation wizard, step 3 of 3
  4. You will now have to login again and then you will be asked to give your end-users access to MetaShare, with the same permission consent as before:
    Accept permissions for MetaShare for your organization
  5. You should now come to MetaShare but as your logged in token does not yet have the necessary credentials you will come to this page:
    There are no workspaces available
    You will have to logout and login again, to get your new session token, and then get to an empty MetaShare:
    MetaShare's start page
  6. You can now create a workspace, based on the sample information model’s workspace configuration or you can first configure MetaShare and then create your workspaces.