MetaShare’s product roadmap

MetaShare is a SaaS solution that continuously is updated with features that our customers will benefit from. We have a board that meets every second week to review new suggestions from customers and MetaShare’s development team and prioritize them so that we deliver the right new features. In average we release 6 updates per year. We have a long list of things we want to do, and, on this page, we list the most prioritized features, grouped into these three sections:

  1. Next release
  2. Features to be released in a near future
  3. Other features that we considering developing

For a list of the all the released MetaShare features, see MetaShare’s release notes.

Next release

These are the features that currently are being developed and planned to be released within a few days, probably on the second week of December:

  1. The “Documents” tab on MetaShare’s start page will show documents across all workspaces/sites:
    • Current functionality:
      • When you select the “Documents” tab on MetaShare’s start-page, you come to an empty page with a search box:
        Current search for documents
      • After having conducted a search, a new browser tab opens up, showing all documents that match the query, in SharePoint’s standard search results page:
        Search results in standard SharePoint
    • New functionality:
      • Directly on the “Documents” tab we will be presenting a list of all the documents that the logged in user has access to, showing the latest modified ones on the top of the list:
        MetaShare's new document tab
      • By default, we will be showing a standard view with these filters/columns: File type, Modified, Modified by, Created, File size & Authors. From MetaShare settings, you can decide which of these to show as columns and/or filters and you will also be able to define which other metadata fields to show as filters/columns in this aggregated document view, e.g. Workspace, Document type & Created by.
      • You will be able to search and/or filter your documents, similar to how you do within a workspace:
        MetaShare's new document tab, after a document search and filter
        There are some differences though:
        • You will only see the applicable filters and filter values to the documents that you have access to and maybe have applied a filter/search on, so selecting any of the values under a specific filter will always show you documents.
        • When you open a filter, the values will be sorted by relevance (the value with the most occurrences will be shown on the top of the filter) and the number of documents matching the value will be shown, in parentheses, to the right of the value:
          Refiner values with counters
        • Once you have filtered/refined on one value, you will be able to deselect your filter by clicking on the “X” or by selecting the “All” option:
          Deselect a refiner or show all values
        • If a specific metadata field allows multiple values, you will be able to filter on documents that are tagged with more than one value:
          Filter on several values
      • From the “Documents” tab, after having selected a document, you will get these options:
        Function in the Documents tab
        • The “Show in” function will, based on the type of site where the document resides, do the following:
          • If the site is a MetaShare workspace, the function’s name will be “Show in workspace”. If you click on it, the document’s workspace will be opened and a filtering will be applied, just showing the selected document.
          • If the site is your OneDrive, the function’s name will be “Show in OneDrive”. If you click on it, your OneDrive will be opened in a separate tab.
          • If the site is a regular SharePoint site, the function’s name will be “Show in SharePoint”. If you click on it, the document’s SharePoint site will be opened in a separate tab.
          • These document functions are available for all documents, regardless of where they are located: “Properties”, “Version history”, “Download” and “Open in”.
        • MetaShare document functions that, in this release, are not displayed in the “Documents” tab will later be added, e.g., “Share”, “Submit for approval”, “Delete”, etc. For now, to access these functions, you will have to select the document, select the “Shown in workspace” function and then access these functions from the workspace’s toolbar.
  2. Default sort order of workspaces:
    • Currently, in the workspaces tab of MetaShare’s start page, the workspaces are sorted by their URL. We will instead be sorting the workspaces by their workspace names. Based on search limitations, this will however only apply if you have less than 50 workspaces.
  3. Sort on relevance after having conducted a search query:
    • Currently, the default sort order of documents in a workspace, after having conducted a search query, is the documents’ modified date, descending order. As you probably want to see the documents that are most relevant to what you are searching for, on the top of the list, we will instead be changing the sort order so that the documents are sorted by relevance. This sort order will also be applied when searching for documents/workspaces from MetaShare’s start page.
  4. Decrease spacing between columns:
    • MetaShare previously had a minimum width on certain types of columns. This led to unnecessary white space in certain workspaces. We are therefore removing this fixed width and hope that the document views will become more optimal to the content that is being displayed in them.
  5. Block the possibility to upload folders or empty documents:
    • When dragging and dropping folders to a workspace, you will get a notification that folders cannot be uploaded.
    • If you try to upload a document that is empty (its file-size is 0 kb), you will get a notification that empty documents cannot be uploaded.
  6. Better user experience in large workspaces:
    • Currently, when opening a workspace with more than 5 000 documents, filters that are not indexed will be disabled. As MetaShare, since the last release, automatically shows search-based results when there are more than 5 000 documents, we do not any longer need to disable these filters, so you will always be able to use any filters.
  7. Corrections:
    • In some specific cases, saved workspaces-links (bookmarks) can show incorrect data, when clicking on them. This will be fixed.

These are the features that we are planning to developed for the release after the next release:

  1. MetaShare as a native Microsoft Teams app:
    • You can today add MetaShare as a “Website” tab in a Teams’ channel by following these instructions. Soon you will find the “MetaShare” app listed, among other available apps, to add as a tab in a channel and/or in Teams’ left navigation bar. This new app will provide Single Sign-On to MetaShare and give you some options that define what to show in the app and how you want to display the documents (standard or full screen mode).
  2. Display “Folder” as a column in the document view:
    • If a workspace is configured to have document folders, we will soon be making it possible to also add “Folder” as a column in the document view and make it filterable.
  3. Show a document’s name as the browser tab’s title:
    • Currently, when opening certain types of documents in the browser, e.g., PDF-documents, the title of the browser tab does not show a readable name. We will try to show a more descriptive tab title.
  4. Show tasks of type “documents with missing tags” in large workspaces:
    • Today there is a limitation that if a workspace has more than 5 000 documents, then tasks of the type “Missing properties” will not be able to be shown, in MetaShare’s tasks page. We have the ambition to solve this issue.

Features to be released in a near future

After having delivered the above release, we will focus on delivering the features listed below:

  1. MetaShare’s archive- and deletion app: We have started developing an add-on to MetaShare/SharePoint that will make it possible for any organization to set up rules that define the lifecycle of their documents, based on the documents’ age and their tagging.
    • The business rules will be defined in this new app and this is an example of a rule: If a document is tagged with “Sales” as “Area” (a custom metadata field) and “Agreement” as “Document type” (another custom metadata field) and 5 years have passed since the document was last modified (you will be able to define any time-period), then archive it (the options that you have are archive or delete).
    • You will be able to define which workspaces the app should manage, alternatively which workspaces should be excluded from being managed by the app.
    • If the rule indicates that a document should be archived, the document will be moved to an archive workspace (to a folder for the specific workspace that the document belonged to). In this archive workspace you can set your own permissions, making it possible to keep the same permissions as in the original locations but limited to “read-only” permissions.
    • If the rule indicates that a document should be deleted, the document will be sent to the workspace’s recycle bin, where it will be kept for up to 93 days.
    • The app will run on a daily basis and log all of the changes that it has done (deletion or archive) as well as why they were deleted/archived (which rule).
    • This app will be launched during Q1 2022 and will be licensed separately. Contact us, if you consider buying this app.
  2. Be able to submit documents for reviewal:
    • You will soon be able to select a document and choose to submit it for a reviewal process. Document reviewers will get an e-mail notification and the documents will be shown to them in MetaShare’s tasks page.
  3. Enhancements to the submit for approval function:
    • You will only be able to submit a document for approval to individuals that have permissions to edit the document.
    • Users with only read permissions on a document will not be able submit the document for approval.
    • Checked out document will not be able to be submitted for approval.
  4. Be able to easier upload a new version of an existing document:
  5. Be able to rename a document during upload, if a document with the same document name already exists:
    • Today, when you upload or paste a document whose document name already exists in the workspace, you get the option to add it as a new version or to cancel the upload. In the future you will also get the option to rename the document, in order to upload it as a new document.
  6. Enhancements to search:
    • When searching for documents within a workspace, a link get displayed under the search box with the text “Show results from all locations”. This link goes today to SharePoint’s search results page. In the future it will link to the “Documents” tab, on MetaShare’s start page, displaying the search results in MetaShare’s own user interface.
    • Currently, the only way to conduct a free-text search, is to write the search query and then press the Enter button on your keyboard. To make it more intuitive for users, we will add an item beneath the search box, that the users can click on, with the syntax: “Search: [phrase]”.
    • Add language support for Boolean search results.
    • Add these document functions to the “Documents” tab in MetaShare’s start page: “Submit for approval”, “Share”, “Cut”, “Publish”, “Delete” and “Alert me”.
    • In the same way as you can search for a document tag, within a workspace, we will also make it possible to search for a tag from MetaShare’s start page (the “Workspaces” and the “Documents” tabs).

Other features that we consider developing

These are some of the features that we are considering adding to MetaShare, but we have not yet prioritized them.

  1. Enhancements to MetaShare tasks:
    • Redesign MetaShare’s tasks page, making it possible to filter and sort these documents, the same way as in the regular document view.
    • In order to easier follow up on tasks that you have created, e.g. documents that you have submitted for approval, we will as well show them as tasks, for you, in MetaShare’s tasks page.
    • Show all tasks that a user has been assigned, across all workspaces, from a new tab on MetaShare’s start page.
    • Currently you are just able to submit a document to one approver. If you want to send it to multiple users, you need to submit the document multiple times. We are planning to make it possible to submit the document to multiple users.
    • Be able to reassign a task to another user.
    • Be able to assign a task to a role/function, instead of only to a named user.
  2. Show a description text when hovering over a filter of type managed metadata:
    • In SharePoint a term set can have a description. We will soon show this description when you hover over a document filter, so that users can get an understanding of which terms to find in the filter and what the purpose of the filter is.
  3. Display “File size” as a column in the document view:
    • We will be making it possible to add “File size” as a column in the document view and make the column sortable.
  4. Display a person’s “job title” in the People picker control:
    • Today, when adding a person in a people-picker control, you will see the name of the user and in a row beneath, you will see the user’s e-mail address. In the case when there are several users in an organization with the same name and to make it easier to differentiate the users, we will also be showing the user’s job title in this row.
  5. Show meaningful descriptions for tool bar functions:
    • To make it easier to understand what a specific tool bar function does, we will be adding meaningful descriptions when hovering over functions in the tool bar.
  6. Be able to toggle between list view and thumbnail view:
    • By default, MetaShare displays all documents in a list view, making it easy to see all metadata columns on the screen. Our plan is to add the possibility to toggle to a thumbnail view, useful e.g., when browsing through media-files.
  7. Be able to filter on your favorite documents/workspaces:
    • You will soon be able to select a document/workspace and choose to add it as a favorite. For quick access to favorite documents/workspaces, they will be displayed in a new “Home” tab in MetaShare’s start page.
  8. Custom search scopes/tabs in cross workspaces document search:
    • We are also planning to add the option to define custom tabs in MetaShare’s start-page, presenting documents across all workspaces of certain types, in a predefined view.
  9. Easier find documents after adding them to a workspace:
    • As documents that are moved between workspaces keep their original “Modified” date stamps, they will probably not be shown on the top of a workspace’s document list after they have been moved. The same thing applies if you create or upload documents with other metadata than shown in the document view. In the future, any added documents to a workspace (moved documents, uploaded documents, or created documents) will always be shown on the top of the list, regardless of how the list initially is sorted or filtered.
  10. Changes to the “Open in” function:
    • If you are a new MetaShare user and thereby have not set a preferred application to open your documents in, you will be asked in which application you would like to open the document. You have the option to save your preference and thereby not get the question of which application to open your next documents with. If you have saved your preference and later would like to get the question of which application to open your documents, you can select a document and click on the “Open in” function and there choose to remove your preference.
  11. Be able to type in a date in the date field:
    • Currently, the date field is only possible to fill in by browsing through the dates in the calendar view and thereafter selecting an appropriate date. We will soon make it possible to also type in a date in the field.
  12. Remove the rotating cube when logging into MetaShare:
    • Currently when logging into MetaShare, MetaShare’s cube rotates over the whole screen till MetaShare’s start page is ready to be shown. We will be shortening down this process so that MetaShare’s top bar and tool bar will be shown and once the content is ready to be presented, it will be shown on the page. This also allows users to quicker access functions on the top bar, like sign out.
  13. Show which sort order is applied in the sort-function on the tool bar:
    • To make it more visible for the end users, we will be writing out the applied sort order in the tool bar’s sort function.
  14. Be able to append a value to a multiple value managed metadata column, when editing multiple documents properties:
    • If you today edit multiple documents’ properties and one of these columns is a multiple value managed metadata column, the changes that you have done are overwritten on all the selected documents. In the future you will instead have the option to append a value to any existing values.
  15. Be able to toggle between compact view and all full view:
    • By default, MetaShare displays all documents in a compact view, making it easy to see all metadata columns on the screen without having to scroll horizontally. In this view some metadata values could be truncated and the only way to see all the values is to view the documents properties. This is however tedious if you want to see several documents metadata values. Instead, the plan is to add a toggling function between compact/full view, something similar to this:
      Compact mode
  16. Be able to add a custom link, under the “Help” icon:
    • As many MetaShare users create their own customized help-pages that relate to their own business rules, we have been asked to provide the possibility to add a custom link that will be shown under the standard “Online Help” link:
      Options available today under the MetaShare help icon
  17. Be able to define different document templates per workspace configuration:
    • In order to minimize the number of document templates to choose from, when creating new documents, we will make it possible to define different sets of templates to be used in different workspace configurations, so e.g., in a workspace for the board-members you will just see the templates that you will use in this workspace.