Omnia’s highly configurable product gives a top-tier performance for employees and editors across a range of devices. It will appeal to medium to large organisations with complex needs.
Requires SharePoint
Europe, Australia, North America, Asia
1,000 to 5,000
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Omnia is a powerful intranet-in-a-box product that was launched in 2015. The vendor, Omnia Digital Workplace, has its headquarters in Sweden and a presence in several other countries including Australia, Canada and USA. Implementations are often completed with the help of a worldwide network of partners. Omnia acquired former competitor, Australian-based, LiveTiles in June 2024. This has helped extend geographical reach plus grow the customer base and is planned to deliver additional functionality to Omnia during 2025.
Omnia uses SharePoint for content and data storage but it has some unique capabilities that differentiate it from its peers. It provides its own interfaces for employees, publishers and admins that are markedly different from standard SharePoint. These deliver benefits in the form of improved speed, branding support, publishing templates and consistency of user experience across published and community content. For mobile employees, in addition to being fully responsive, Omnia has its own mobile app that provides tailored experiences, rather than relying on Viva Connections in Teams. Frontline workers can also be enrolled and authenticated in the app using a range of methods, including some that negate the need for Microsoft licenses.
Flexibility and power come at the cost of some complexity. The range of features and functionality available means that Omnia is not one of the simplest platforms to implement and live with. Customers usually need to work with skilled partners to set up and develop the intranet, while client-side admins face a fairly steep learning curve. Omnia has tight integration with Microsoft 365 applications, so organisations will need to consider how they will support the administration across Omnia and M365 tools. Third party integrations are fairly lightweight as standard. Some popular cloud services including ServiceNow and Jira have connectors in Omnia, but the functionality is limited to read-only notifications and display of activity from these platforms. Clients will need to develop their own capabilities beyond this.
License costs for Omnia are highly competitive, however, especially considering the capabilities on offer in this top-tier product. We think Omnia will appeal to medium to large organisations that want to provide a rich, targeted experience to their employees on any device, and are prepared to invest appropriate time and resources in doing so.
| Scenario | Score | Key Benefits | Improvements and Considerations |
|---|---|---|---|
| User Experience & Visual Appeal | 4.5 | Excellent overall experience that benefits from flexible design and targeted functionality. | The welcome tour is a good start but could be refined. Notifications need careful management to avoid overwhelming employees. |
| Publishing & Communications Management | 4.5 | Simple or complex content publishing needs are well-catered for. | Multi-channel publishing is relatively limited compared with other top-tier products. |
| Community & Engagement | 4.5 | Community and engagement features are fully integrated giving a consistent experience. | Templates for more use cases such as ideation would be helpful as would identifying subject matter experts in knowledge communities. |
| Integrations & Services (Including M365) | 3+ | Close integration with M365 applications. | Somewhat limited range and functionality of third-party connectors as standard. |
| Information Finding & Search | 4.5 | Search is highly configurable with some useful reporting and management tools. Semantic search offers an ‘intelligent’ alternative. | Some benefits from Microsoft Search, such as location and Q&A, are not available in Omnia. |
| Administrator Experience | 4 | Comprehensive, hierarchical admin back-end providing control over all aspects of the solution. | Contextual support would help with understanding this complex interface. |
| Analytics | 4 | A good baseline standard of metrics is available. | Analytics a little fragmented with the need to go to separate areas for insights. |
| Mobile & Frontline Support | 4 | Highly configurable experiences mean that different groups of employees can access specialised content and information. | Out-of-the-box features for frontline workers are limited. |
Omnia provides a powerful platform for developing a highly personalised and engaging intranet experience across desktop and mobile devices. It benefits from close integration with M365 but is not constrained by some of SharePoint’s shortcomings when it comes to design, page templates and mobile access. Omnia will appeal to medium to large organisations that want to provide a rich, targeted experience to their employees on any device.
