FAQ

What are the prerequisites for using MetaShare Orbit?

The only prerequisite for an organization to use MetaShare Orbit to manage their documents’ lifecycles is that MetaShare Orbit has been activated in their Microsoft 365 tenant (MetaShare Orbit does not support SharePoint on-premises) and that the app has been granted the permissions that it requires.

What size limitations does MetaShare Orbit have?

MetaShare Orbit has the same limitations as the Microsoft 365 Copy and Move API (CreateCopyJobs) that is used for moving files between site collections. More specifically the limitations for moving multiple files in a single operation has these limitations:

  1. No more than 100 GB total file size.
  2. No more than 30 000 files.
  3. File size limits:
    • 2 GB limit for OneNote files.
    • 15 GB file size limit for cross-geo copy or move.

How often does MetaShare Orbit run its rules?

MetaShare Orbit runs its rules daily (the jobs start to execute at midnight, CET).

Which documents can MetaShare Orbit not manage?

Here are some examples of documents that MetaShare Orbit will not be able to move or delete:

  1. Documents that have an assigned retention label that prevents the document from being deleted or moved.
  2. Documents that are locked for editing.
  3. Documents that are not set to be indexed by SharePoint’s search engine (the documents’ site has “Allow this site to appear in search results?” set to “No” or the documents’ document libraries has “Allow items from this document library to appear in search results?” set to “No”).
  4. If you have applied draft item security on a specific document library, only the published documents will be crawled by SharePoint. So MetaShare Orbit will in this case not move or delete draft documents that never have been published to a major version.

And here are some examples of documents that MetaShare Orbit will not be able to move (not an issue if the documents are to be deleted):

  1. Documents whose metadata scheme does not match the metadata scheme of the destination library.
  2. Documents whose full URL length (site URL + library + folder path + filename), in the destination library, will exceed the maximum allowed full path length in SharePoint Online, which is 400 characters.

Lastly, if you have applied draft item security on a specific document library, the properties of a published document’s latest draft version might not match a rule’s conditions as SharePoint search is only aware of the latest published version, whose properties might be different from the latest draft.

What can you do when a document cannot be archived due to mismatched metadata scheme?

If a document cannot be moved, due to mismatched metadata scheme, you will always receive a detailed error message. The error message will in detail describe which columns that are missing in the destination library. Some of these errors are automatically taken care of by Orbit in the next run, for example:

  1. Local columns that are not of the type managed metadata columns
  2. Media service system columns as they are automatically created by SharePoint. In this case documents will be moved with a warning.

Some issues need to be fixed by an admin, here are 2 examples:

  1. Orphaned columns in the source document library (need to be deleted from source location).
  2. System columns (columns related to SharePoint’s activated features). Admin needs to activate the same features in destination location as in the source location.

Can rules be configured to only run on a specific site?

Yes, a rule can be configured to only run on a specific site, but the prerequisite is that the rules, input mode is “Advanced”.

Where are MetaShare Orbit’s logs stored?

Currently, MetaShare Orbit’s logs are stored in MetaShare Orbit’s database. There are however plans to soon be able to store the logs in the client’s own SharePoint environment, with an option to more easily be able to analyze the logs.

How long are MetaShare Orbit’s logs stored?

Currently, MetaShare Orbit’s logs are stored indefinitely, but this will probably have to be limited in the future, maybe only storing logs for the last 3 months. Before this happens, we will be informing our clients and most likely they will be given the option to store the logs locally.

Can MetaShare Orbit’s logs be exported?

Currently, MetaShare Orbit does not have an export function for the document logs. The logs could however be copied by selecting the tables from the log-pages but this will be a tedious process, as only 50 items are shown per page (pagination function is available to see the rest of the pages). Ways could however export the information directly from MetaShare Orbit’s database into a CSV-file or similar, with a minor consulting fee.