Despite being commonly used for large enterprises, SharePoint does small and simple best
Anonymous | TrustRadius Reviewer
February 26, 2019

Despite being commonly used for large enterprises, SharePoint does small and simple best

Score 4 out of 10
Vetted Review
Verified User
Review Source

Overall Satisfaction with MS SharePoint

SharePoint is used by my organization to store and organize team and department files. Various departments send SharePoint links in order to share files with each other. Our IT department also uses it to submit and track help tickets for employees. It is also used for the storage and organization of proposals and contracts.
  • It can store a wealth of information that is accessible by users across an organization, assuming the content is organized and people know what they are looking for.
  • It has fairly robust privacy controls for blocking access by certain users or groups to different pages of the site.
  • It keeps good records of document authors and when a document was last edited, and these details are always in plain view.
  • There is no good built-in system of version tracking besides file names that users give to documents, which are often inconsistent or entirely inaccurate.
  • The interface is visually cluttered and not very intuitive to navigate. There are many nested menus and no visual distinctions between different sections of the platform unless you program them in yourself.
  • It relies on users to input a ton of manual metadata for searching purposes, which leads to issues when users are not consistent in their naming conventions. The system quickly becomes a mess when everything is a free text field instead of a set of choices for users to pick from.
  • SharePoint has contributed to the lack of accountability at our organization because it contains no real way to police user habits at a large, global organization. Some departments use it, some don't. Some teams use it, some don't. And those who do use it are notoriously inconsistent in their implementation of its capabilities. In the past we have tried to streamline the system and make it more efficient for people to use, but we have now actually abandoned this in favor of moving to an ERP system instead.
  • SharePoint has caused a lot of headache and duplication of efforts across our organization, and the time and money we have sunk into attempting to shoehorn better processes into it has not been worth it in the long run.
  • One plus is that it has provided a place for large amounts of data to be stored, so at least we can transfer all that content out of the system when we move to an ERP model. After we fix all the taxonomy issues, of course.
SharePoint could be useful for fairly small libraries of content when the system users (preferably also a small group) are committed to being consistent about their metadata and organizational conventions. It is not appropriate for large organizations with massive amounts of data and content to organize. There isn't a good way to police user habits on the site, and too many cooks definitely spoil this kitchen.

MS SharePoint Feature Ratings

Task Management
4
Gantt Charts
Not Rated
Scheduling
Not Rated
Workflow Automation
4
Mobile Access
5
Search
2
Visual planning tools
Not Rated
Notifications
Not Rated
Discussions
4
Internal knowledgebase
3
Integrates with GoToMeeting
Not Rated
Integrates with Gmail and Google Hangouts
Not Rated
Integrates with Outlook
Not Rated
Versioning
1
Document collaboration
5
Access control
8
Advanced security features
5
Integrates with Google Drive
Not Rated
Device sync
Not Rated

Using MS SharePoint

The interface is not very intuitive, with its many nested menus, options appearing when they are not relevant, and little visual distinction between pages unless you specifically program that into the CSS. I am a very technical person and I still have trouble finding specific content on our various SharePoint sites due to the metadata being inconsistent. The inconsistency is mostly the fault of our users, but a better system would have processes in place to prevent such inconsistency.
ProsCons
Technical support not required
Do not like to use
Unnecessarily complex
Difficult to use
Inconsistent
Slow to learn
Cumbersome
  • Requesting access to a page from its owner
  • Tagging content with metadata
  • Version control
  • Searching for a particular document in a sea of content