Introduction to the MetaShare demo

Introduction to MetaShare

MetaShare® is an app for document management in Office 365 that organizes your organization’s documents so that your colleagues easier can share and collaborate with them. You can configure MetaShare for different purposes, e.g. for teams, departments, projects, etc.

MetaShare automates SharePoint and makes the implementation cheaper than if you would use standard SharePoint. Using MetaShare and its various document management features increases your operational efficiency and makes it easy for you to:

  • Find documents by filtering on multiple predefined metadata filters
  • Collaborate with your peers in workspaces that are homogeneously structured.
  • Use SharePoint’s document management features.
  • Tag documents, as they are auto-tagged, based on the users’ context.
  • Create documents using our unique “suggested templates” feature, where metadata also is applied to documents when they are created.

Introduction to MetaShare’s demo

MetaShare consist of two parts:

  1. MetaShare’s start page, which present the workspaces that you have access to (you access it by clicking on the MetaShare logo on the top left corner of MetaShare).
  2. The actual workspaces themselves, where you will work with your documents. There are a few workspaces in the demo-environment, but the workspace named “General documents” has the most documents and is the one that we recommend you to test in.

The MetaShare Demo only shows you the benefits from the end-user’s perspective. It will not show the admin back-end nor its setup and configuration.

MetaShare is easily compared to any e-commerce site. All e-commerce sites tag their product items with different metadata, in order to make it easier for their customers to find what they are looking for. When shopping on-line you will probably drill down to what you want to purchase by filtering on these metadata.

MetaShare uses the same logic. The left navigation of MetaShare has different filters based on metadata tags. The filters can of course be free of choice, this is just an example. You can design you own metadata structure when you set up your own MetaShare. Try to work with documents by following these use-cases:

  1. Filter your documents by selecting any of the filters in the left navigation or by clicking on any of the filters’ labels in the document view, e.g. the “Agreement” label under the “Document type” column.
  2. Search for documents, e.g. use the word “GDPR”. Now you can filter down your search results by applying one or more document filters.
  3. Upload documents, try different approaches, using drag and drop or using the “Upload” function in the toolbar:
    1. First, select one or more filters before you upload. Now you will see the document property form is pre-filled with the filters that you chose.
    2. Clear all filters and try again. This time, in the document property form, you must choose the mandatory tags “Area” and “Document Type”, if they’re missing you cannot upload the documents. These mandatory tags are of course a part of the demo-environment’s configuration and can be set to optional.
  4. Create a new document from a template, using the “Create” function in the toolbar. The main difference in this case it when you choose a specific “Document type”, MetaShare will present to you suggested templates that are associated with the “Document type”. All templates are stored in MetaShare and are associated to different “Document types”.

Working with documents works as anywhere else in Office 365. Mark the document and choose to open it with the online app or the desktop app. Opening a document from MetaShare’s demo-environment, in the desktop app, will require you to login with the credentials for the demo-environment. This is because your local Office client does not have the same credentials as the MetaShare demo.

If needed, you also find a link to MetaShare’s Online Help, if you click on the “?” icon on MetaShare’s top bar.

Don’t waste more time with your old File Server, try MetaShare today.