Published on: April 13, 2025 / update from: April 13, 2025 - Author: Konrad Wolfenstein
Top ten AI competitors and third-party solutions as alternatives to Microsoft SharePoint Premium-Artificial Intelligence-Image: Xpert.digital
Which AI-driven alternatives to Microsoft SharePoint are best suited?
In the use of Microsoft SharePoint instead of the Microsoft Premium KI-the 10 best AI alternatives in comparison
The Microsoft platform SharePoint Premium has established itself as a progressive content management and experience platform, which impresses with its AI functions and deep integration into the Microsoft ecosystem. As a further development of Microsoft Syntex, it offers comprehensive opportunities for automated content processing, intelligent governance and seamless cooperation. Nevertheless, many companies are looking for alternative solutions that either offer specialized AI functions, represent cheaper models or better fit their specific requirements. This analysis presents the ten leading AI-driven alternatives, which can either act as independent solutions or as extensions to Sharepoint.
Overview: SharePoint Premium and his AI functionalities
SharePoint Premium represents the next level of development from Microsoft Syntex and integrates AI technologies for improved content management and cooperation. The platform combines two central columns: SharePoint Premium itself (formerly Microsoft Syntex) and Microsoft 365 Copilot.
Core functions of SharePoint Premium
SharePoint Premium offers advanced content management services for SharePoint Online and supports companies in the efficient implementation of content management applications by AI, OCR and process automation. The main functions include:
- Automated content processing (document classification, metadata extraction)
- Improved search functions and information finding through semantic search
- Automated compliance enforcement and governance
- Integration with Microsoft 365 Copilot for AI-based assistant
- Advanced Data Loss Prevention (DLP) for control of confidential information
- Workflow automation through integration with power automatons
The license model is hybrid: While many core functions are billed via a Pay-As-You-GO model (PAYG) via Azure, certain governance functions (SharePoint Advanced Management) require user-based licensing.
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Top ten Ai alternatives to SharePoint Premium
1. M-Files: Metadata-controlled AI documents management
M-Files offers a metavat data-based approach for document management, supported by AI functions for intelligent information processing.
Main features:
- Metadata-controlled document organization instead of folder-based structure
- AI supported document classification and automatic metadata assignment
- Intelligent search functions with context -based results
- Strong compliance functions and version control
M-Files stands out from SharePoint Premium through its metadata-centered approach, which enables a more intuitive search for documents, regardless of the location. The solution is particularly aimed at companies that are looking for clear structures and attach great importance to compliance.
2. Flowforma: no-code AI platform for workflows
Flowforma is a no-code platform that uses generative AI to create complex workflows and integrates seamlessly into Microsoft 365 and Sharepoint.
Main features:
- Own “Copilot” for workflow creation and optimization
- AI-based summary functions
- Intuitive no-code interface for business users
- Seamless integration into the Microsoft 365 environment
Flowforma can serve as a supplement to SharePoint and as an alternative for specific workflow requirements. In contrast to SharePoint Premium, the focus here is on the workflow automation with generative AI support.
3. Poolparty Semantic Suite (GraphWise): Semantic AI intelligence
This solution offers a semantic level via Sharepoint, Teams and Copilot and enables advanced semantic search and automatic concept daily.
Main features:
- Semantic search that goes beyond keywords and understands synonyms
- Automatic concept tagging based on a centrally managed taxonomy
- Faceted search for refining the results
- Integration with the SharePoint Term Store, Azure and the Graph API
Poolparty can serve as a semantic expansion for SharePoint or as an independent solution for companies that offer a stronger focus on semantic search and knowledge management than Sharepoint Premium.
4. Semaphore (Progress): Text analysis and metadata enrichment
Semaphore uses semantic models, text mining and classification rules to provide SharePoint documents with rich, context-related metadata.
Main features:
- Advanced semantic models for text recognition
- Automatic classification of documents
- Context -based metadata enrichment
- Improved findability and knowledge networking
A case study with a global non-profit organization showed improved findability of documents and better knowledge networking across different locations-which underlines the strength of this solution compared to SharePoint Premium in complex, knowledge-intensive environments.
5. Onyx (formerly Danswer): open source AI platform
Onyx is an open source AI platform that combines with corporate documents, applications (including Sharepoint) and people.
Main features:
- Chat interface for natural language interaction with company content
- Connectors to over 40 systems, including SharePoint
- Possibility to create custom AI agents
- Flexible deployment options (local or cloud)
As an open source alternative, Onyx offers flexibility and adaptability that goes beyond Sharepoint Premium, and is particularly aimed at companies that want greater control over their AI infrastructure.
6. Confluence (Atlassian): Collaborative documentation with AI
Confluence is a Java-based collaboration software from Atlassian, which stands out through its strong search function and collaborative features.
Main features:
- Team sites for project groups with common calendars
- Workflow and task management functions
- Advanced search engine with high ratings
- GDPR and ISO 27001/27018-compliance
Confluence is aimed at companies that want stronger focus on collaborative documentation processes and less on the document -centered administration as with Sharepoint Premium.
7. Nintex: Comprehensive workflow automation
Nintex offers extensive tools for workflow automation, Robotic Process Automation (RPA) and document generation with Sharepoint integration.
Main features:
- End-to-end-process automation with AI support
- Robotic Process Automation for Repetitive Tasks
- Intelligent document generation
- Integration with SharePoint and other Microsoft services
Compared to SharePoint Premium, Nintex offers deeper automation functions, but can have a steeper learning curve and higher costs.
8. Kendox InfoShare: Web-based AI documents classification
Kendox Infoshare is a web-based DMS with AI-based document classification that offers modern and mobile functionalities.
Main features:
- AI-based automatic document classification
- Web -based modern user interface
- Mobile access options
- Flexible scalability from small teams to enterprise solutions
This solution is characterized by its modern user interface and its scalability, which makes it attractive for growing companies that are looking for an alternative to SharePoint Premium with similar AI functions.
9. Expert.ai: Specialized semantic text analysis
Expert.ai is a tool for semantic text analysis with profound adaptation options for keywords and concepts.
Main features:
- Advanced semantic text analysis algorithms
- In -depth adaptation options for keywords and concepts
- Extraction of meaning and context from unstructured texts
- Integration with various content management systems
Expert.ai is mentioned in comparisons as a strong alternative in the area of semantics and exceeds Sharepoint Premium for specialized semantic analysis requirements.
10. Guru: Enterprise-Ai search platform
Guru is an Enterprise-AI search platform that makes information from different sources, including SharePoint, aggregated and sought-after.
Main features:
- Centralized knowledge aggregation from various sources
- AI-based search functions
- Context -dependent information provision
- Integration with existing business tools
Guru focuses more on knowledge aggregation and provision as a Sharepoint Premium and is particularly suitable for companies with fragmented information sources.
Comparative analysis: Integrated Microsoft solutions vs. third-party provider
The decision between integrated Microsoft solutions such as Sharepoint Premium and third-party tools requires the weighing of various factors.
Integration depths and user -friendliness
Integrated microsoft solutions such as SharePoint Premium offer seamless integration into the Microsoft 365 ecosystem and a uniform user experience. However, third-party solutions can offer specialized user interfaces that are optimized for certain applications. For example, M-Files offers an intuitive metadata-controlled user interface, which is easier to navigate to many users than the SharePoint structure.
Functional depth vs. specialization
SharePoint Premium covers a wide range of functions, from content processing to governance to assistance. Third-party tools such as Expert.ai or Poolparty Semantic Suite, on the other hand, offer deeper specialization in certain areas such as semantic text analysis or taxonomy management, which can be advantageous for companies with specific requirements.
Cost models and ROI
The hybrid cost model from SharePoint Premium, which combines both usage and user-based approaches, can make cost forecast and license management more complex. Third-party solutions often offer more flexible price models, such as the user-based confluence model ($ 5-10 per user/month) or the scalable pricing of Kendox InfoShare.
Adaptability and expandability
At SharePoint Premium, adaptability to model training, prompt and the use of the Power Platform is limited. Open source solutions such as onyx, on the other hand, offer more comprehensive adaptation options and freedom to develop and adapt their own AI agents.
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Selection of the right AI solution
The decision between SharePoint Premium and alternative AI solutions should be based on a careful assessment of the specific requirements of a company. SharePoint Premium offers deep integration into the Microsoft ecosystem and comprehensive AI functions for content processing and governance, which makes it an attractive choice for companies that have already invested heavily in Microsoft 365.
However, third-party solutions can be superior in specific areas of application. M-Files and Kendox Infoshare offer innovative approaches to document management, while Poolparty Semantic Suite and Expert.ai have specialized semantic skills. Flowforma or Nintex could be a better choice for companies with special workflow requirements.
Ultimately, hybrid approaches-the combination of SharePoint Premium with complementary third-party solutions for specific requirements-could be the optimal path for many companies in order to benefit from the deep Microsoft integration and specialized AI skills.
AI trends and future outlook
The AI landscape for content management and cooperation quickly develops. The integration of generative AI functions, as can already be seen in Microsoft Copilot, is expected to increase in third-party providers. Open source solutions such as onyx could gain in importance because companies are striving for more control over their AI models.
For organizations, it is becoming increasingly important to develop a flexible AI strategy that can use the advantages of integrated platforms such as Sharepoint Premium and specialized third-party tools to optimally meet your specific business requirements.
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