Benefits

MetaShares streamlines work from a user, management and organizational perspective.

Easy to find

MetaShare makes it easy to find, work with and reuse documents. Documents in MetaShare are organized with metadata. This means that the user does not have to know the entire long path in a complicated folder structure.

MetaShare enables multiple ways to intuitively find documents. You can filter on metadata and search on free text in all documents in Teams, OneDrive, SharePoint and MetaShare. So you don’t need to know where the document is stored.

Saves time

MetaShare takes a few minutes to activate and a few hours to set up. After that, MetaShare significantly reduces document management time.

MetaShare automatically applies a uniform metadata structure, views and settings to all workspaces. We call these configurations. For example, project managers can easily create their project spaces from a project configuration without any help from IT.

Changes to configurations update existing workspaces and eliminate costly manual work and script programming. Minimal knowledge of SharePoint is required to maintain configurations in MetaShare.

MetaShare supports many types of metadata fields, including one that uses terms defined and maintained in the SharePoint term repository. For example, renaming a contract to agreement automatically updates all documents. Adding a new term makes it available in all workspaces immediately.

Saves money

MetaShare is a pure document management solution whose only task is to create order, automate processes, save time and reduce risks. Still, MetaShare costs no more than the employee’s daily cups of coffee.

An employee spends about 25% of their daily working time looking for, or recreating documents *. Many times you do not find the document and thus recreate it unnecessarily. MetaShare finds all documents with one click and the waste time can instead be used to produce value.

MetaShare saves – at a low estimate – 15 minutes of working time per employee per day. For an organization with 100 employees, this amounts to 5000 working hours per year**.

A user license for MetaShare costs approximately €0.03 per day (up to 100 users). A common cost estimate for brewed coffee is €0.01 per cup and for capsule coffee €0.03 per cup. Most people drink more cups of coffee a day.

* Source: The Economic Times

** 15 minutes × 200 working days × 100 employees = 5.000 working hours

Simplifies collaboration

It is easy to create workspaces in MetaShare that are configured according to purpose and way of working. MetaShare:

Gives you an overview of all the workspaces you have access to.
Makes it possible to create and manage existing workspaces without involving IT.
Each collaboration area can be marked based on designated roles and access permissions.
Makes it easy to co-edit documents.
Documents can easily be sent for review and / or approval.

Easy to follow regulations

MetaShare make it easy to follow rules such as GDPR, QHSE (quality, health, safety, environment) and/or ISO standards.

Confidentiality: Documents only available to authorized persons.
Accuracy: Documents are correct with protection against unwanted change.
Availability: Access at the request of the authorized.

Smart and intuitive interface

Easier to use – increased productivity.
Faster – fewer clicks to perform various actions.

Correct metadata tagging

Forcing users to set mandatory tags.
Easier filtering and navigation.
Automatic tagging of documents based on selected filters.
Free text search can be combined with document filtering.
Documents and workspaces are labeled using the same method.

Smart document flows

Automatic reminders, such as review at review date.
Access to ready-made flows for approval and review.

Automated provisioning

Creates unified workspaces, SharePoint sites and Teams.
No development costs involved.
Requires no system administrator.
Updates settings in one place – changes to metadata, views and other settings are applied to all workspaces and documents.