Claromentis vs SharePoint

SharePoint Comparison

Claromentis vs Microsoft SharePoint: choose the right intranet for your organization

Both are well known intranet platforms. But they are structurally different. Claromentis provides a pre-assembled, customizable digital workplace suite versus SharePoint’s complex component-based ecosystem. Here's an objective look at where each one fits.

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Claromentis is a better fit if:

You want one platform that includes intranet communications, knowledge management, policy lifecycle, document management, no-code workflows, and an LMS — without stitching together multiple services.
You need flexible deployment options, including cloud, on-premise, or dedicated sovereign hosting for regulated environments.
You want to go live in weeks, with multiple implementation options available. Our onboarding team will either teach you how to build your perfect intranet using our no-code, drag-and-drop tools or you can choose a 'built for you' implementation.
You want native AI features for generating internal communications and assisting users with documents and policies, with the ability to disable AI globally and audit every prompt.
You operate a franchise network or multi-brand portfolio where individual locations run separate Microsoft 365 tenants — making it impossible to deliver a centralised intranet, shared training, or consistent governance through SharePoint.

SharePoint is a better fit if:

Your organization lives in Microsoft 365 and you want the deepest integration with Teams, OneDrive, Outlook, and Microsoft Graph.
You want access to the most mature agentic AI direction in the productivity suite (Copilot + SharePoint agents), and you're prepared to invest in the usage costs, governance, and permission hygiene required to make it safe.
You benefit from a very large global services ecosystem to build, customize, migrate, and operate at enterprise scale.

"We're excited to keep growing into the platform and appreciate Claromentis as a responsive partner. The rollout has been smooth, the mobile experience is excellent for field staff, and the out-of-the-box apps hit our needs without heavy customization. We're confident the platform will scale with us."

Standalone plans are being retired

Microsoft is retiring standalone SharePoint Online and OneDrive plans (Plans 1 and 2), steering organizations toward full Microsoft 365 suites as the primary way to access SharePoint.

For teams that only need an intranet, this can mean paying for capabilities they will never use.

Copilots new governance demands

Microsoft 365 Copilot surfaces content based on existing permissions. This means any oversharing in your SharePoint environment becomes an AI safety risk.

To mitigate this, Microsoft recommends a multi-phase mitigation programme. However, this requires SharePoint Advanced Management and Purview tooling to actually ensure AI security across your intranet.

A "complete intranet" requires multiple services

A "complete" SharePoint intranet typically spans SharePoint, Viva Connections, Viva Engage, Power Automate, Power Apps, and Viva Learning.

Each service has its own admin, licensing tier, and governance requirements. All of which combines into a complex, disparate mesh of services.

Total cost of ownership extends far beyond the license

SharePoint may seem like it's included in the cost of Microsoft 365. But, enterprise intranets often lead to additional internal effort, partnership consultancy, add-on licenses for governance and security, as well as unclear AI pricing.

These are costs that aren't visible on any pricing page but can severely affect your bottom line over time.

Centralize your communications and company knowledge

Publish AI-assisted news and blogs. Store SOPs, policies, and digital assets in a version-controlled knowledge base. Give every employee a single, searchable source of truth they can access anytime, anywhere and on any device.
All without configuring separate services for content, social, and campaigns.

Write or AI-generate internal communications with built-in generative AI for news and blog content
Store and manage policies through a dedicated Policy Manager with lifecycle workflows, version control, and acknowledgement tracking
Organize company knowledge in a searchable, permission-controlled knowledge base and document management system
Enable two-way communication through discussion forums, people profiles, in-system messaging, and collaborative spaces

Automate business processes with no-code workflows

Digitize approvals, onboarding, expense claims, and compliance processes with InfoCapture, a no-code business process automation tool that's integrated into your intranet.

Build complex workflows with conditional logic, multi-stage approvals, and automated notifications. All with no development expertise required.
Create digital e-forms that replace paper-based and email-driven processes.
Track submissions and approvals with full audit trails accessible from within the intranet.
Connect workflows to your intranet data with all of your people, documents, policies, and roles already in the same system.

Automate and standardize your operations

Train your teams with an integrated learning management system

Deliver compliance training, onboarding programmes, and professional development through a SCORM-compliant LMS that lives inside the same platform as your intranet and workflows.

Create and assign courses with structured learning paths, completion tracking, and automated training records.
Track compliance training and collect audit evidence within one governed system.
Combine learning with policy acknowledgement so training and compliance sit side by side

Deliver standardized training and speed-up onboarding@2x

Communications

To match Claromentis' communication features, organizations would need SharePoint communication sites and news, Viva Engage for social discussion, and customized pages for knowledge - each managed independently.

Automation

To match Claromentis' integrated automation capabilities SharePoint user would have to run processes through Power Automate and Power Apps via connectors, with limitations around list and library templates. Plus, Power Platform licensing sits outside the core SharePoint license so it's an extra cost.

Training

SharePoint does not include a native LMS. Learning experiences are typically delivered through Viva Learning and third-party LMS integrations, adding yet another vendor, yet another license, and yet another governance surface to manage.

Purpose-built AI for internal communications and knowledge

Claromentis AI is designed specifically for intranet tasks, not as a general-purpose productivity tool. It helps your teams write better internal content and get instant, cited answers from your documents and policies.

Generate and refine news articles and blog posts with AI writing assistance.
Ask questions of your documents and policies through AI-powered Q&A assistants that cite existing intranet content.
Find answers faster with AI-enabled semantic intranet search that surfaces and summarizes relevant information from across your intranet.
Disable AI globally with a single admin toggle.
Audit every prompt with built-in logging that records what users enter into AI features, supporting governance and investigation.
Retain data control. Your data will never be used to train Google Vertex models unless you give your explicit permission.

Why customers prefer Claromentis

Significantly faster time to launch

Claromentis cloud intranets are designed to launch in 6–8 weeks, supported by a dedicated onboarding team and structured e-learning resources. Or we can build and launch your intranet for you. SharePoint enterprise intranet programs often require broader governance, information architecture planning, and multi-service configuration before launch.

AI features you can manage easily

Enable or disable generative AI features across the entire platform from a single admin panel. You can also can monitor usage easily, as every prompt is logged for governance and investigation. This is much easier to manage compared to Microsoft’s cross-suite AI governance, which can involve Copilot licensing, pay-as-you-go billing for agents, SharePoint Advanced Management, and other hidden headaches.

A single governed product boundary

Communications, knowledge, workflows, policy management, learning, and AI live inside one system with a single audit log. A comparable SharePoint intranet typically spans SharePoint, Viva Connections, Viva Engage, Power Automate, Power Apps, and Viva Learning each with separate administration and licensing.

Workflows, training, and policy governance included

InfoCapture, the LMS, and Policy Manager ship as part of the Claromentis platform. This means no separate vendor contracts, no additional per-user licensing, no bolt-on governance. In SharePoint, equivalent coverage typically requires Power Platform licensing, Viva Learning subscriptions, and third-party LMS agreements on top of your Microsoft 365 suite.

Integrates with other M365 applications

Moving away from SharePoint doesn't mean leaving the Microsoft ecosystem behind. Claromentis integrates with your existing Microsoft infrastructure — so your teams keep the tools they rely on while gaining a more governed, purpose-built intranet experience.

Sync your user directory with Azure AD / Entra ID integration for single sign-on and user provisioning — Claromentis is listed in the Microsoft Entra gallery.
Connect to Microsoft email via a native Microsoft Graph mail driver.
Authenticate seamlessly with SAML 2.0, LDAP, or NTLM/Kerberos depending on your deployment.
Keep working in Microsoft 365, without the hassle OneDrive, Teams, and Outlook continue as collaboration tools alongside your Claromentis intranet.

Easier permissioning and metadata management

Permission sprawl and oversharing affect every intranet migration — not just SharePoint moves. Weak metadata discipline and treating workflows as "just forms" are common pitfalls regardless of your destination platform. Claromentis' granular, yet intuitive permissions system and thorough onboarding helps mitigate these risks early.

Built for regulated industries

Claromentis serves organizations where security, compliance, and governance are operational requirements. We're also ISO 27001:2022 and ISO 9001:2015 certified and HIPAA compliant.

NHS trusts, healthcare providers, financial services firms, franchise networks, and charities already trust Claromentis to manage their sensitive communications, policies, and processes under strict regulatory frameworks - without the added complications of SharePoint.

Centralized multi-site networks, regardless of Azure tenancy

SharePoint requires each location or entity to operate within their own Microsoft 365 tenant. There's no native way to consolidate those tenants into a single, centrally governed intranet — leaving franchise networks, multi-site organisations, and multi-brand portfolios with disconnected logins, siloed communications, and no shared hub for policies, training, or brand content.

Claromentis is completely tenant-independent. One platform, one set of permissions, and one knowledge base across your entire network — whether your sites use Azure, a different identity provider, or no Microsoft 365 account at all.

"We're excited to keep growing into the platform and appreciate Claromentis as a responsive partner. The rollout has been smooth, the mobile experience is excellent for field staff, and the out-of-the-box apps hit our needs without heavy customization. We're confident the platform will scale with us."

Melissa Baker

Public Information Specialist @ South Coast Water District

"Claromentis has become a central hub for our staff, and a modern, user-friendly space to stay informed and connected. It has added real value to our employee experience and helped strengthen our culture across our growing organization."

Stuart Hammonds

Chief Technology Officer @ Travcorp

"Communicating changes or new information across a network of over 100 locations can be difficult. Claromentis offers a user-friendly solution to this challenge by allowing us to upload documents, news, and training quickly, and then display them in a fresh and visually appealing way that drives engagement."

James Peacock

Head of Brand & Communication @ Winkworth Estate & Letting Agents

"Claromentis fosters a sense of connectedness to the company as a whole, regardless of where someone is located. We're currently working a lot on our culture, and communication is essential for modifying behaviours and creating awareness on a variety of staff issues."

Farrella Ryan-Coker

Head of Human Resources @ Global Banking School

"Claromentis offers us an ideal solution, at a reasonable cost, for implementing document archiving and an intranet in one application. There's minimal administrative effort needed, and there are additional possibilities to optimize our internal processes."

Rainer Mackamul

Head of Organization & Process Management @ MediaKom

FAQ

Claromentis vs SharePoint FAQs

What is the total cost of ownership difference between building a custom SharePoint intranet and buying an out-of-the-box solution like Claromentis?

SharePoint may appear "included" with a Microsoft 365 license, but enterprise intranet outcomes often require additional investment; implementation consultancy; information architecture design; third-party plug-ins for forms and learning; governance tooling like SharePoint Advanced Management and Purview; and ongoing developer maintenance.

Claromentis operates on a subscription model that covers the license, installation, cloud hosting, bandwidth, backups, upgrades, and support. Because workflow automation (InfoCapture), policy management, and e-learning are native to the platform, there's less need for external add-ons and specialist build work. AI features are also included in every package at no additional cost.

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Can I migrate my existing document libraries and Active Directory data to a non-Microsoft intranet platform?

Yes. Claromentis supports Azure AD / Entra ID integration for single sign-on and user provisioning - and is listed in the Microsoft Entra gallery for straightforward configuration. Your users, groups, and directory data can be synchronized without leaving the Microsoft identity ecosystem.

For document migration, our onboarding team works with you to move files, pages, policies, and knowledge articles into the appropriate Claromentis applications. Documents retain version history, and metadata can be mapped to Claromentis' metadata enrichment features.

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Do I need a dedicated developer or IT specialist to maintain the intranet day-to-day?

No. Claromentis is designed for non-technical teams. HR, internal communications, and operations staff can create pages, publish content, build workflows, and manage policies using no-code, drag-and-drop tools. IT involvement is typically limited to initial security configuration, SSO setup, and periodic access reviews.

This is one of the key differences from SharePoint, where ongoing customization and intranet evolution often depend on developers familiar with SharePoint's specific development environment, Power Platform, and governance tooling.

Are there on-premise intranet options available for highly regulated industries?

Yes. Claromentis offers cloud and on-premise deployment, as well as private cloud and dedicated sovereign hosting options. This is particularly relevant for healthcare, financial services, government, and legal organizations where data residency and deployment control are regulatory requirements.

Please note that Claromentis AI features on an on-premise deployment require API connectivity to Google Cloud. Your organization retains control over whether to enable this connection.

Is it possible to have an intranet that combines project management, e-learning, and workflow automation in one interface?

Yes, this is where Claromentis differs most clearly from SharePoint. Claromentis delivers intranet communications, a SCORM-compliant LMS, and no-code workflow automation (InfoCapture) within a single product boundary. Users access everything from one interface, governed by one set of permissions and one audit log.

In SharePoint, these capabilities are typically distributed across separate Microsoft 365 services - Viva Learning for training, Power Automate for workflows, Power Apps for forms - each with its own administration surface, licensing, and governance requirements.

How long does it take to deploy a Claromentis intranet compared to a SharePoint intranet?

Claromentis cloud intranets typically go live in 6–8 weeks, supported by vendor-led onboarding, admin training, and user migration assistance. Or, they can build and launch your intranet for you.

SharePoint communication sites can be created quickly. However, replicating the features of Claromentis requires significant information architecture planning, governance configuration, and multi-service setup that can significantly extend your launch timeline.

Can SharePoint work as a centralised intranet for a franchise network or multi-brand organization?

Not easily. In most franchise scenarios, individual franchisees operate their own Microsoft 365 accounts under separate Azure tenants. SharePoint has no native way to consolidate those tenants into a single, centrally governed experience — resulting in disconnected logins, siloed communications, duplicated permissions management, and no shared hub for policies, training, or operational content.

Claromentis is tenant-independent by design. It works across all of your Azure tenants, or none at all. Your entire franchise network — whether it's 10 locations or 500 — shares one intranet, one set of permissions, one knowledge base, and one LMS, with the ability to personalize content and build branded microsites for individual franchisees.

An intranet software you couldn't imagine life without

Our intranet is much more than a knowledge repository. It makes a tangible difference to employee engagement, operational efficiency, and compliance.

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