A practical comparison: Sharepoint vs qibri
Not every document management tool is a knowledge platform.
Many teams try to use SharePoint to manage operational knowledge. And on paper, it ticks a lot of boxes—storage, permissions, metadata. But does it make knowledge easy to find, maintain, and improve over time?
That’s where the comparison with qibri gets interesting. Because while SharePoint can be shaped into many things, qibri is built for one job: managing company know-how and increase its application.
We put both tools side by side to see how they handle the real-world needs of know-how management. Here’s what we found.
✅ SharePoint gets points for flexibility
It’s a powerful tool. No doubt about that. At a first look, you get:
- Document editing and versioning
- Search functionality
- A massive ecosystem
- Containers and taxonomies
For a lot of teams who are looking for a magic bullet to knowledge management, it feels like the right stop. But here’s the catch: you have to build a lot of knowledge management specific functionality yourself. The setup is heavy, the structure can become chaotic fast, and configuration often needs IT support.
🚫 But it falls short where it matters
Managing operational knowledge—like SOPs, onboarding guides, or compliance documents—requires more than just storage and real-time editing. It needs a system to:
- Structure knowledge by topic and responsibility
- Separate drafts from published content
- Guide and simplify approvals and reviews
- Surface the right information for the right people
- Signal when content is out of date to ensure consistent quality
This is where SharePoint starts to wobble. These needs are often addressed through custom setups. It can work, but it’s not always intuitive for the people actually maintaining the content.
Here’s what we hear again and again:
- “It’s too nested—users get lost in the folder jungle.”
- “Everyone sets up their own libraries and pages, and suddenly we’re drowning in duplicates.”
- “Our approval workflows are clunky, inflexible, or just non-existent.”
🔄 qibri is purpose-built
qibri isn’t a general-purpose document management tool. It’s designed specifically for managing operational knowledge. Think manuals, templates, policy updates—anything that needs to be trusted, versioned, and shared with clarity.
Here’s how qibri handles the heavy lifting:
One knowledge package = everything in one place
- Responsible person, process steps, templates, videos—all bundled together based on topic.
- Employees can discover content they didn’t even know they existed.
Clear version separation
- Drafts for collaboration
- Review versions for approval
- Published PDFs for secure, read-only access
- Archive for older versions
Flexible, yet version-controlled workflows
- Admins can design workflows with fixed or flexible approvers
- No parallel chaos—one step at a time, clean and trackable
- Even “fast track” approvals are revision-safe
🧠More thoughtful features
Features
qibri
SharePoint
Personal relevance filter
Yes – shows each user what’s most relevant to them
No – access via groups; often siloed and overwhelming.
Possibility to apply filter, but no individual view.
Multidimensional taxonomies
Yes, 20+ built-in dimensions like department, location, certifications reflecting organizational complexity
Yes but, TermStore setup required, which is a complex process
Revision cycles
Yes, fully configurable review cycles with reminders and automating labeling of “outdated” content
None out of the box, must be implemented separately
Ease of use
Simple interface focused on finding, editing, approving
Overwhelming UI for end users
Mobile use
Browser-based, designed for non-office workers
Included in general SharePoint site
🛠️ SharePoint is a Swiss army knife
You can manage know-how with it. But it’s like using a Swiss army knife to build a house—technically possible, just not the right tool.
✨ qibri is your power drill
Purpose-built for know-how management. Easy to use. Reliable. And fast.
