19 June 2019

Folder filter

  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