SharePoint vs Open Intranet – Comparison of Costs and Functionalities
Communication chaos and lack of access to information are problems that affect most modern organizations. Companies are increasingly looking for an intranet that will not only improve internal communication but also not burden the budget with growing license costs. Open Intranet offers the same key features as SharePoint, but without the need to pay for each user, making it an attractive alternative for organizations that want to keep control over costs and system development.
In this article:
- SharePoint vs Open Intranet – an introduction to the comparison
- SharePoint vs Open Intranet. Features and capabilities of both platforms
- SharePoint vs Open Intranet - security and compliance
- SharePoint vs Open Intranet - monthly cost comparison
- Who should choose SharePoint, and who should choose Open Intranet?
SharePoint vs Open Intranet – an introduction to the comparison
SharePoint and Open Intranet are two fundamentally different approaches to building intranet systems that address the same business needs but in different ways.
SharePoint is a Microsoft platform that has dominated the intranet solutions market for years. It is a SaaS (Software as a Service) solution that offers deep integration with the entire Microsoft ecosystem – from Outlook and Teams to Power Platform. The main advantage of SharePoint is its "out of the box" readiness and support from a tech giant, which translates into stability and predictability of development.
Open Intranet is a free, open source intranet system based on Drupal 10, delivered as a ready-to-use starter kit with pre-configured modules for internal communication, knowledge sharing, and team collaboration. The key differences are: full control over the source code, the ability to host on your own infrastructure, and no dependence on a single vendor.
SharePoint vs Open Intranet. Features and capabilities of both platforms
A comparison of SharePoint and Open Intranet shows that both platforms offer similar core intranet features, but differ significantly in their approach to implementation and development. SharePoint provides ready-made solutions integrated with the Microsoft 365 ecosystem, while Open Intranet offers greater flexibility and customization options thanks to its open source architecture.
Document management and team collaboration
Document management is the foundation of any intranet system, and the differences between SharePoint and Open Intranet are particularly evident in their approach to version control and file organization. SharePoint offers advanced document libraries with integration with Microsoft 365, while Open Intranet provides a flexible file repository based on the Drupal CMS. Both platforms support team collaboration, but they take different approaches to content collaboration and workflow management.
Document management in SharePoint
SharePoint offers an advanced document library system with full version control, where each document can have master and auxiliary versions. The automatic versioning system uses artificial intelligence to optimize storage. A significant advantage of SharePoint is its deep integration with Microsoft Teams and Microsoft OneDrive, enabling real-time collaboration of Office documents directly in the browser.
Source: SharePoint Maven
Metadata is managed by the Managed Metadata Service with a central term store ensuring consistent taxonomy. The system supports content types, enabling different document templates and metadata schemas, with granular permissions at the library, folder, or individual document level.
Document management in Open Intranet
Open Intranet offers a centralized document repository based on advanced Drupal CMS software. The system provides version control with version history tracking, document classification by categories and tags, and access control that restricts specific files to authorized users only.
The platform uses AI to suggest related content, automatically recommending relevant documents to users. Full-text search covers all documents, articles, and employee profiles. In addition, Drupal 10 provides native support for multilingualism and advanced media management.
Internal communication and company news
Effective internal communication is a key element of any intranet, and the way information is distributed varies significantly between platforms. SharePoint uses SharePoint News, which allows for targeted content to specific groups and advanced collaboration features thanks to integration with Teams and OneDrive, while Open Intranet offers a flexible news system with advanced categorization options. Both platforms allow for the creation of news feeds, but they differ in their approach to personalization and information flow management.
SharePoint News and communication
SharePoint News provides news distribution targeted to specific audiences. Integration with Microsoft Teams and Viva Connections extends the reach of communication. The system offers modern message templates with the ability to add images, videos, and attachments.
Source: Segment News on your Intranet with the SharePoint News Webpart
SharePoint offers global navigation that allows users to move seamlessly between different company sites. Hub sites act as connection hubs, grouping related teams and projects under a common navigation menu and a unified visual identity. Team collaboration is further supported by OneDrive synchronization, allowing for seamless file sharing between team members.
News system in Open Intranet
Open Intranet offers a news section on the home page where the latest information, such as announcements, procedure changes, and important company events, is always visible. Each entry can include a photo, date, title, and short description. Employees can comment on and like news items, which promotes easy communication, greater interaction, and stronger team engagement.
When adding a new entry, you can tag it with specific tags that make it easier to search and filter information later by category, such as company events or procedure updates. Optionally, you can also add related documents, which is useful, for example, when introducing new forms or instructions. More important news can be pinned to the top of the list for better visibility.
The system offers a complete history of all entries with intuitive pagination, allowing employees to easily browse archived company news.
Employee directory and organizational structure
The employee directory is one of the most important elements of any intranet, enabling quick location of the right people within the organization. Both platforms offer different approaches to presenting the organizational structure and managing contact details. Key differences relate to the data source, customization options, and methods of searching and filtering employee information.
Directory on the SharePoint site
SharePoint uses Microsoft 365 profiles with Microsoft Entra ID (formerly Azure AD) integration for employee directories. The system offers expert search with skill tagging. Profiles automatically sync with HR data and the identity management system. Delve and Microsoft Graph enrich profiles with user activity, team files, and projects, creating an intelligent directory of organizational competencies.
Source: How to use the Staff Directory web part in SharePoint
Directory in Open Intranet
Open Intranet offers an employee directory that can be filtered by department, location, and job title, containing up-to-date contact information for all members of the organization. The directory can be searched and filtered by various criteria, such as first name, last name, department, or office location, reducing the time needed to find the right contact.
The system has no restrictions on the structure of user profiles and can be customized to any organizational requirements, including custom fields, photos, and competency information.
Ticket system and workflow
Business processes and workflow are the backbone of an effective intranet, automating routine tasks and ensuring consistency of procedures. Both platforms offer different approaches to process creation and management, from ready-made solutions to fully customizable systems. The key differences concern the flexibility of process creation, system limitations, and integration capabilities with external tools.
Power Automate in SharePoint
Power Automate offers over 40 SharePoint-specific actions, including creating, updating, and deleting items, as well as managing permissions. Modern approval processes work in the unified Microsoft 365 approval center.
Power Automate has over 300 connectors to external systems, but workflows have a 30-day execution time limit.
Workflow in Open Intranet
Drupal offers a fully configurable workflow engine with no execution time limits. The system supports multi-step approval processes with the ability to create arbitrarily complex workflows.
The ticket system in Open Intranet allows you to create digital forms for vacation requests, IT tickets, and employee feedback. The system is based on the Webform module, which allows you to create many different forms depending on your company's specifics.
Open Intranet can be integrated with popular systems to manage projects such as Jira, Asana, and Trello. Thanks to the platform's open API architecture, custom connections to any external tools are also possible.
User interface, mobility, and accessibility
User experience and accessibility on different devices are key factors in employee adoption of an intranet. Both platforms offer modern interfaces tailored to mobile devices, but differ in their approach to implementation and accessibility management. The key differences relate to interface technology, mobile strategy, and the level of support for accessibility standards.
SharePoint – modern interface of Microsoft 365
SharePoint uses the Fluent UI framework with responsive design. Client-side rendering with CDN distribution ensures faster loading times. SharePoint mobile apps offer a news feed, search, site access, and file management.
SharePoint declares compliance with WCAG 2.1 AA for basic functionality, but some components may not meet full accessibility standards and require additional third-party solutions.
Open Intranet - fully responsive
Open Intranet offers a fully responsive design optimized for mobile devices thanks to Drupal 10. The mobile-first approach ensures touch-friendly interfaces with a consistent experience across all devices.
Drupal has strong support for accessibility standards and is WCAG 2.2 AA compliant. The system natively offers semantic HTML markup, proper heading hierarchy, and full keyboard navigation support, which does not require the installation of additional extensions.
Content personalization and audience targeting
Content personalization allows you to tailor the intranet to the individual needs of users and organizational groups, increasing engagement and efficiency. Both platforms offer various targeting and personalization mechanisms, but differ in their configuration flexibility and range of capabilities. Key differences relate to how target groups are defined, the level of granularity of control, and system limitations in creating personalization rules.
Targeting in SharePoint
SharePoint offers content targeting using Microsoft 365 groups, distribution lists, and dynamic groups. You can target news posts, navigation links, and entire pages. The system integrates with Microsoft Entra ID for advanced targeting scenarios.
Targeting in SharePoint has its limitations – it only affects whether content is visible to the user, but does not control actual access to it. In addition, the system only works with Microsoft 365 groups, which limits configuration flexibility.
Personalization in Open Intranet
Drupal offers a flexible user profile system with multiple profile types and custom fields. Content can be targeted based on user roles and permissions.
The system offers a wide range of personalization features: users can save and tag content of interest, use motivational elements to increase engagement, and participate in advanced approval and publishing processes.
Open Intranet has no limits on the number of targeting criteria or the complexity of rules.
Customization and development capabilities
The flexibility of the platform and its ability to adapt to the specific needs of the organization often determine the long-term success of an intranet implementation. Both platforms offer different approaches to development and personalization, ranging from ready-made low-code tools to full development environments. The key differences concern the level of control over the source code, the technical skills required, and the limitations on possible modifications.
SharePoint Framework (SPFx)
SharePoint Framework (SPFx) is a development tool that allows you to create custom solutions using popular web technologies such as React and TypeScript. The resulting applications can be used not only in SharePoint, but also in Teams and Viva Connections. For less advanced users, Power Platform is available, which allows you to create applications and automate processes without programming, using Power Apps, Power Automate, and Power BI tools.
The main limitations are less freedom in customizing the appearance of modern SharePoint sites and the inability to modify master page templates. Creating solutions requires in-depth knowledge of Microsoft tools and technologies, which can be a barrier for most teams unfamiliar with this ecosystem.
Development in Open Intranet
Open Intranet, based on Drupal 10, provides full control over the functionality and visual appearance of the system. The platform uses a modular architecture that allows you to use thousands of ready-made extensions available on Drupal.org. The system has been designed with an API-first approach, offering support for modern RESTful and JSON API interfaces.
The customization possibilities are virtually endless – developers can create custom modules in PHP, use the advanced Views system to present content, and define any content structures tailored to the organization's needs. With full access to the source code, any modifications to the system are possible without restrictions imposed by the software vendor.
SharePoint vs Open Intranet - security and compliance
The security of a corporate intranet requires a comprehensive approach that includes both technical security measures and compliance with legal regulations. SharePoint, supported by the Microsoft 365 infrastructure, offers over 90 security certificates and ready-made compliance mechanisms, while Drupal 10 provides full source code transparency and implementation flexibility.
SharePoint
SharePoint, as part of the Microsoft 365 ecosystem, has an impressive set of security certifications that ensure the platform meets the most stringent regulatory requirements. The ISO 27001:2022 certification is subject to annual audits by independent certification companies, covering the entire information security management infrastructure. In addition, Microsoft maintains SOC 1 Type II and SOC 2 Type II certifications, which are updated every six months and cover security, availability, processing integrity, and data confidentiality.
Identity management is provided by Microsoft Entra ID, offering single sign-on to over 1,000 SaaS applications, multi-factor authentication with biometric options, and conditional access based on risk analysis. The system supports passwordless authentication through Windows Hello for Business and FIDO2 security keys.
Microsoft 365 Compliance Center, now known as Microsoft Purview, integrates over 300 built-in regulatory assessments. Organizations receive a real-time Compliance Score with recommendations for improvement. Data Loss Prevention protects against data leaks in Exchange Online, SharePoint, OneDrive, Teams, and on end devices running Windows 10/11 and macOS.
Security Operations Centers and Microsoft Security Copilot
Microsoft maintains 24/7 Security Operations Centers with global coverage, analyzing 43 trillion security signals per day. Microsoft Defender XDR provides coordinated protection for endpoints, identities, email, and cloud applications. Critical vulnerabilities receive emergency patches within 24-48 hours of active exploitation being detected.
Microsoft Security Copilot uses AI to automatically investigate and respond to incidents. The system offers automated threat detection with behavioral analysis and automatic remediation capabilities.
Open Intranet
Drupal's security model is based on source code transparency and community involvement. The Drupal Security Team, supported by thousands of developers, provides continuous analysis and rapid patching of vulnerabilities. The system publishes security updates once a week for community projects and once a month for the core system.
GDPR compliance is achieved through an ecosystem of over 40 dedicated modules. The GDPR module offers comprehensive tools for managing data subject rights, including automatic deletion, anonymization, and export of personal data. EU Cookie Compliance provides cookie banner management with opt-in/opt-out options and JavaScript blocking. The system allows you to track consent history for each user and generate compliance reports.
User management in Drupal 10 uses an advanced role-based access control (RBAC) system with an unlimited number of custom roles. The system offers access control at the field, node, and taxonomy levels. Integration with LDAP and Active Directory is implemented through a dedicated LDAP module with full directory synchronization, automatic user creation, and attribute mapping. Support for SAML 2.0 enables integration with any enterprise identity provider, while OAuth/OpenID Connect modules provide flexible federated authentication.
In an Open Intranet, users from outside the organization (e.g., contractors, subcontractors, volunteers) can be granted access to selected workspaces without complex identity processes. This is also possible in the Microsoft 365 ecosystem, but it often requires formal invitation, identity management, and compliance procedures, which can be difficult for short-term project teams (e.g., organizing a conference).
Code security
Code security in Drupal 10 works on the principle of multi-layered protection, which automatically protects against the most common Internet threats listed in the OWASP Top 10. The system uses special database security measures called "prepared statements," which prevent attackers from injecting malicious SQL code. Drupal automatically cleans all data displayed to users, which protects against XSS (cross-site scripting) attacks, where an attacker attempts to inject malicious JavaScript code.
All forms and AJAX requests are protected by special CSRF tokens that prevent unauthorized actions from being performed on behalf of the logged-in user. User passwords are encrypted with an advanced SHA512 algorithm, and each password has a unique additional security code, which prevents them from being decrypted even if the database is hacked.
Drupal modules supporting security
Drupal has a built-in monitoring system that logs all important events in the system and allows administrators to specify how long these logs should be stored. The Login Security module acts as a digital bodyguard – it detects hacking attempts through multiple login attempts (brute force attacks), blocks suspicious IP addresses, and introduces increasingly longer delays after each failed login attempt.
The Security Review module is an automatic security auditor that regularly scans the system and checks its configuration for known security vulnerabilities, informing administrators of potential problems. The Paranoia module acts as an additional guard - it restricts the ability to execute dangerous PHP code and tracks all risky administrator actions, warning of suspicious operations.
SharePoint vs Open Intranet - monthly cost comparison
We have analyzed the monthly expenses associated with using SharePoint and Open Intranet. All calculations are presented for a company with 1,000 employees. If your organization has, for example, 3,000 employees, you can initially estimate the budget by multiplying the values by three.
Monthly expenses for Microsoft SharePoint/365 (1000 users)
SharePoint can be purchased separately or as part of the Office 365 package, so below we present two tables with prices. Prices were prepared based on the current offer from microsoft.com.
SharePoint Standalone (without Microsoft 365)
Microsoft 365 Business (includes SharePoint Plan 1)
Monthly expenses Open Intranet (1000 users)
We recommend Platform.sh as the default hosting for Droptica clients due to its stability and good support. If needed, migration to the Enterprise option with guaranteed 99.9% SLA and 1-hour response time for urgent support requests is possible. Additional advanced backup options can also be purchased.
Platform.sh recommended plans table depending on usage scale:
| Plan | Specification | Monthly price (EUR) | Estimated number of intranet users |
| Large High Memory | 4.11 vCPU & 8 GB RAM | €313.75 | 1000-2000 users |
| X-Large | 8.22 vCPU & 12 GB RAM | €493.75 | 1600-3200 users |
| X-Large High Memory | 8.22 vCPU & 16 GB RAM | €583.50 | 2000-4000 users |
| 2X-Large | 16.44 vCPU & 24 GB RAM | €943.25 | 3200-6500 users |
| 2X-Large High Memory | 16.44 vCPU & 32 GB RAM | €1,123.25 | 4000-8000 users |
Information about the default recommended option on Platform.sh for 1000 users:
- Plan: Large High Memory (4.11 vCPU & 8 GB RAM)
- Base price: €269.75/month
- Storage included: 5GB
- Additional storage 100GB: €2.20/5GB × 20 = €44.00/month
- Hosting + 100GB storage: €269.75 + €44.00 = €313.75/month
Not just hosting for open source solutions
When hosting applications based on open source technology, you must additionally consider security update costs - this is a constant maintenance element. When the intranet operates exclusively on the internal network and is accessible only to employees (office/VPN), the frequency of updates can be limited, but they should not be abandoned. Lack of updates hinders development (e.g., incompatible Drupal modules, problems with implementing new features in Open Intranet). This obligation does not exist in the SaaS model, so in the table - besides hosting itself - we also show variants related to security. This allows you to choose the level of support according to team needs and operational risk.
We present three practical work variants:
- Drupal security monitoring. We monitor the system and inform about the need for updates. The client decides each time whether to commission work. In closed environments, such activities can be performed less frequently.
- Monitoring + updates. For a fixed monthly fee, we perform security updates regardless of frequency (once or several times a month—the cost is fixed).
- Monitoring + updates + X hours of development - The most frequently chosen package with a pool of hours for development. Organizations using intranet regularly submit ideas for improvements. A fixed pool (e.g., 40/70/100 h) ensures team availability and quick implementations.
Open Intranet On-Premise (1000 users)
Below we present monthly expenses for Open Intranet on Platform.sh for 1000 users and 100GB storage.
| Option | Cost 1 month | Cost 1 year | Cost 2 years | Cost 3 years |
| 1) Hosting + 100GB storage | €317.75 | €3,813 | €7,626 | €11,439 |
| 2) + Drupal security monitoring (€211+) | €528.75 | €6,345 | €12,690 | €19,035 |
| 3) + Monitoring + security updates (€587+) | €904.75 | €10,857 | €21,714 | €32,571 |
| 4) + Monitoring + updates + X hours of development (individual price - according to hours/month) | — | — | — | — |
SharePoint Plan 1 (standalone) vs Open Intranet On-Premise (basic) for 1000 users
| Solution | 1 year | 3 years | 5 years |
| SharePoint Plan 1 (standalone) | €56,400 | €169,200 | €282,000 |
| Open Intranet On-Premise (with security updates package) | €10,857 | €32,571 | €54,285 |
| Savings with Open Intranet | €45,543 | €136,629 | €227,715 |
Microsoft 365 Business Standard vs Open Intranet On-Premise (with support package)
| Solution | 1 year | 3 years | 5 years |
| Microsoft 365 Business Standard | €140,400 | €421,200 | €702,000 |
| Open Intranet On-Premise (with security updates package) | €10,857 | €32,571 | €54,285 |
| Savings with Open Intranet | €129,543 | €388,629 | €647,715 |
Additional Costs
In comparisons, it's worth clearly separating fixed costs from variable ones. Fixed monthly costs include primarily licensing/subscription fees (in the case of Microsoft 365/SharePoint) or hosting and environment maintenance (in the case of Open Intranet on Platform.sh). In addition, there are ongoing support elements such as security monitoring, updates, and possible SLAs. These are recurring, predictable expenses that are easy to plan in the OPEX budget (Operating Expenditure).
Alongside fixed costs, variable costs appear - most often in the form of hourly packages for development and maintenance. In Open Intranet, practically every client wants to develop the system after launch, so packages of 40/70/100 hours monthly are often chosen. In the SharePoint world, the picture is similar - organizations need a person or team for configuration, function expansion, and integration. The difference is that in the package model, we pay for actual work time on specific improvements, not just for the possibility of performing them.
Regardless of the chosen solution, initial costs must also be considered - implementation and adaptation of the intranet to the organization's specifics (migrations, integrations, permissions, training). These are usually estimated as the estimated implementation time (number of hours) multiplied by the hourly rate.
An important market observation: rates in the PHP/Drupal ecosystem are often lower than in the Microsoft implementer ecosystem. This has a real impact on the total cost of ownership (TCO) and should be considered when making investment decisions.
Who should choose SharePoint, and who should choose Open Intranet?
The choice between SharePoint and Open Intranet depends primarily on the specific needs of the organization, budget, and technical capabilities. Each platform works well in different business scenarios.
Ideal scenarios for SharePoint
SharePoint is a natural choice for organizations already using the Microsoft 365 ecosystem, where the added value comes from seamless integration with Teams, Outlook, and other Microsoft tools. It works well in companies that require rapid deployment with ready-made templates and certified compliance with industry regulations.
SharePoint is particularly recommended for organizations with a traditional IT structure that prioritize stability and cost predictability over development flexibility. A company with up to 200 employees operating in a regulated sector such as finance or healthcare will find SharePoint a solution that meets compliance requirements without additional investment in development.
SharePoint is a good choice for organizations that:
- need rapid implementation (weeks not months),
- have limited IT resources or prefer a SaaS model,
- require deep integration with Microsoft 365,
- operate in environments requiring certified compliance,
- value the support of a global provider and predictable operating costs.
When to choose Open Intranet?
Open Intranet is a solution for organizations that value technological independence and control over long-term costs, especially with a larger user base. The system is ideal for companies requiring custom functionality, deep personalization, or industry-specific integrations.
A key advantage is the significant savings at larger scale – for 1,000 users, the cost difference can be as much as PLN 2.7 million over a five-year period compared to Microsoft 365 Business Standard. Based on Drupal, the system is ideal for organizations with complex structures requiring flexible workflows and advanced content targeting.
Open Intranet is the ideal choice for companies that:
- employ more than 200-500 employees (greater savings),
- need full control over functionality and data,
- require custom integrations with industry-specific systems,
- want to avoid vendor lock-in,
- have an IT team capable of collaborating with an open source provider,
- need access for external users without complex identity procedures,
- prioritize long-term cost control over immediate availability.
Key questions when choosing the final solution
Before you decide on the final solution, it is worth considering a few fundamental issues.
- Technology ecosystem: Is the organization already using Microsoft 365, and does integration with this ecosystem provide real added value?
- Scale and outlook: What is the planned user base over the next 3-5 years?
- Technical resources: Does the organization have its own IT team capable of collaborating on maintaining an open source system, or does it prefer full outsourcing to a SaaS provider?
- Functional Requirements: Does the company need standard functionalities or an intranet that can be deeply customized to specific business processes?
- Security Strategy: Does full control over data and infrastructure be required, or is trust in a cloud provider sufficient?
- Budget and Cost Model: Does the organization prefer predictable operating costs (OPEX) or is it willing to invest in long-term savings?
If the answers to these questions point you toward an open source system, we'd be happy to demonstrate the possibilities of Open Intranet during a free consultation.
