MetaShare’s architecture

MetaShare can be set up in 3 different ways:

  1. MetaShare Online
    • The most common architecture.
    • The MetaShare app operates in a shared Azure infrastructure that communicates with your own Office 365 tenant/SharePoint Online.
    • The MetaShare app requires certain permissions on your Office 365 environment in order to perform document management tasks.
    • Certain customer information will be stored in MetaShare’s database in Azure.
    • New features are automatically available when new MetaShare features have been released.
  2. Self-hosted MetaShare Online
    • The MetaShare app operates in your own Azure infrastructure, that communicates with your own Office 365 tenant/SharePoint Online.
    • You will have full control over the permissions that the MetaShare app requires.
    • No customer information will be stored in any external MetaShare database.
    • You need to install new releases by yourselves, when these are made available for installation.
  3. MetaShare Server
    • MetaShare is installed on a Windows server on your own network.
    • MetaShare is granted access to your SharePoint 2019 (Standard or Enterprise) farm by installing a high trust add-in.
    • All your documents, settings and customer information are stored in your own infrastructure.
    • You need to install new releases by yourselves, when these are made available for installation.

In terms of functionality, MetaShare Online and self-hosted MetaShare Online are identical. MetaShare Server has 99% of all MetaShare Online functionality. What distinguishes are mainly these 2 functions:

  1. How to open documents:
    • You need to have an Office Online Server to be able to open Office documents in their web applications.
    • As SharePoint’s web viewer is not available in SharePoint 2019, all file-types supported for previewing cannot be opened in the browser.
  2. Management of guest links:

In terms of operation-costs, MetaShare Online is cheapest to operate as no assistance is required from your IT to maintain the MetaShare environment or to install updates. MetaShare Server requires own infrastructure, servers and technicians with proper SharePoint experience.

Data flow diagram for MetaShare Online

The picture below describes the general architecture of MetaShare Online:
Data flow diagram for MetaShare Online

  1. The end users interact with MetaShare’s web application.
  2. MetaShare’s web application only stores each customers’ unique MetaShare configurations (e.g. which filters and columns to display in the user interface). In the case you have a self-hosted MetaShare Online, only your own MetaShare configurations will be stored in the web application.
  3. Documents and their metadata are only stored in the customers’ own Office 365 tenant.
  4. Documents are opened directly from SharePoint, never passing through the MetaShare application.

Data flow diagram for MetaShare Server

The picture below describes the general architecture of MetaShare Server:
Data flow diagram for MetaShare Server

  1. The end users interact with MetaShare’s web application.
  2. MetaShare’s web application only stores the customer’s unique MetaShare configurations (e.g. which filters and columns to display in the user interface).
  3. Documents and their metadata are only stored in the customer’s own SharePoint farm.
  4. Documents are opened directly from SharePoint, never passing through the MetaShare application.