FAQ

What are the prerequisites for using MetaShare Orbit?

These are the prerequisites for MetaShare Orbit to manage your documents’ lifecycles:

  1. Documents that are to be managed by MetaShare Orbit’s rules need to be stored in SharePoint Online.
  2. Documents that are to be managed by MetaShare Orbit’s rules need to be tagged with managed metadata columns (terms in SharePoint’s term store). There are plans to also add support for advanced conditions in KQL (Keyword Query Language (KQL) syntax reference | Microsoft Learn), that will make it possible to search for any metadata column types.
  3. Documents that are to be moved by MetaShare Orbit’s move rules need to be of a published content type (created in SharePoint’s content type hub).

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.

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.

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

Currently, MetaShare Orbit’s rules do not have the possibility to restrict rules from running on all sites, apart from the sites that are listed as excluded sources. There are however plans to add the possibility to be able to switch between the current user friendly way to create rule conditions and an advanced option, where you would write a condition using KQL (Keyword Query Language (KQL) syntax reference | Microsoft Learn). With this option you could add a condition that the documents need to reside in a specific site.

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, there will most likely be an option to store the logs in each client’s own SharePoint environment.

Can MetaShare Orbit’s logs be exported?

Currently, MetaShare Orbit does not have a log export function. 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 on each page (pagination function is however available or 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.

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 these.