Newforma vs. SharePoint for Project Info Management

Which Tool Wins for What— The Short Answer

Newforma is purpose-built for architecture project management workflows— RFIs, submittals, email filing, and contract administration. SharePoint is Microsoft's general-purpose document and collaboration platform, part of the Microsoft 365 ecosystem. Most architecture firms over 25 people use both, with a clear division of labor: Newforma runs the projects, SharePoint runs the firm.

That pattern has held for more than a decade, and it's still the right answer for most mid-sized and larger practices. The tools compete in marketing materials. They don't compete in real firms.

That's the short answer. The longer answer matters because most architecture firms are about to make this decision in a world that's changing faster than the RFP cycle.

The Real Question Architecture Firms Should Be Asking

The real question is which tool stack rewards your team for thinking clearly about project information— and which one lets chaos accumulate. That's the decision shaping your next five years, especially as AI tools get better at acting on well-structured data.

Most "Newforma vs. SharePoint" content stops at feature counts and sticker prices. That's the wrong frame for a decision with this kind of half-life. The right frame is that your tool stack is a data foundation for the AI-augmented practice you'll be running in three years. Only 8% of architecture firms have integrated AI into their practices¹, and only 6% of practicing US architects regularly use AI tools¹. The decision window is open. It will not stay open forever.

Firms with clean, structured project data in 2026 will get compounding returns from AI tools in 2027 and 2028. Firms with files scattered across OneDrive, Dropbox, and random SharePoint sites will wonder why AI "doesn't work" for them. Structure isn't a nice-to-have anymore. It's the thing that makes any of this pay off.

What gets harder when your project data is scattered:

• Finding which version of a specification actually shipped to the contractor
• Answering an RFI without three people forwarding emails from different folders
• Running any kind of search that treats "this project" as a concept rather than a folder path
• Pointing an AI tool at your project history and getting anything useful back

The architecture firms I talk to in our AI strategy services conversations almost always come in thinking they have a tool problem. They usually have a structure problem. Tool choice either forces structure or lets you avoid it. That's the decision.

What Newforma Actually Is

Newforma is a Project Information Management (PIM) platform built specifically for architecture, engineering, and construction firms. It handles the workflows AEC firms live in every day: filing emails to projects, tracking RFIs and submittals, managing drawing sets and transmittals, and maintaining contract administration records— all from within the tools architects already use (Outlook, Revit, Bluebeam).

Two products live under the Newforma name. Newforma Project Center is the on-premise platform, available in three editions— Standard, Contract Management, and Enterprise². Newforma Konekt is the cloud-based version, with built-in connectors to SharePoint and Autodesk Docs³. As of February 2025, the Konekt File Server Connector mirrors on-premise server content into the Konekt cloud using Microsoft Entra ID (formerly Azure AD) authentication, which means firms can run both in parallel and move at their own pace⁴.

Newforma's value is that it treats architecture workflows as first-class citizens, not as file types to wrestle with. If your firm does meaningful contract administration, Newforma replaces five workarounds with one system.

Workflows Newforma handles natively:

• Filing emails to projects directly from Outlook, with attachments captured
• Extracting email content into an RFI or submittal as a single action⁵
• Drawing set and transmittal management with AEC-specific version control
• Action item tracking across the project team
• Contract administration records organized by project and discipline
• Deep integration with Revit, Navisworks, Bluebeam, Procore, Autodesk Construction Cloud, and Bentley ProjectWise²

Who it's for: mid-to-large firms doing active construction administration work. Where it falls short: the price is meaningful, the learning curve is real, and it's not an intranet or HR platform. You still need something for firm-wide content. Newforma doesn't pretend otherwise.

What SharePoint Actually Is (for an Architecture Firm)

SharePoint is Microsoft's general-purpose document management and collaboration platform, part of the Microsoft 365 ecosystem alongside Teams, OneDrive, and Outlook. For architecture firms, it's an excellent intranet, knowledge base, and general document repository. It was never designed for AEC workflows like RFIs, submittals, or email-to-project filing.

SharePoint is a platform, not a product. It's a toolkit that becomes powerful or becomes a file dump based on how disciplined your firm is about structure. Most architecture firms use it as an undifferentiated file system. That's the warning sign.

Where it shines for an architecture practice: company intranet, HR and policy content, business development materials, standards libraries, knowledge bases, marketing collateral, and archived project content for firm-wide searchability. With Microsoft 365, you also get Copilot— a genuinely useful AI layer over documents your firm has already organized. If organized is the operative word.

Where SharePoint struggles for AEC firms:

• Storage limits hit large drawing libraries. SharePoint caps a site collection at 25 TB. Beyond that, no new files can be created and no existing files can be edited until content is split across multiple collections⁶.
• List View Threshold of 5,000 items forces data to be organized into multiple libraries or folders to maintain performance⁷. A firm with deep project histories bumps into this faster than expected.
• Permission management is the biggest obstacle for most AEC firms. External collaborators— contractors, consultants, owners— require manual IT intervention through Azure AD provisioning, and ongoing permission maintenance becomes meaningful overhead¹⁴.
• Files scatter across OneDrive, Teams, and SharePoint, creating adoption friction. Without consistent taxonomy and governance, the platform becomes a search problem instead of a solution¹⁴.

SharePoint is a capable platform mis-specified for AEC project workflows unless a firm invests in governance, customization, and a SharePoint-fluent IT lead.

Newforma vs. SharePoint: Side-by-Side on the Workflows That Matter

Most Newforma vs. SharePoint comparisons stop at feature counts and user ratings. That's the wrong lens for architecture project management. Architecture firms should compare these tools on the specific workflows they live in every day: email filing, RFI tracking, submittal management, drawing control, external collaborator access, and AEC-specific search.

ITQlick rates SharePoint 92/100 versus Newforma at 80/100, in part because SharePoint has 15 documented features and Newforma has 6 in their methodology⁹. The feature count is misleading. Feature count isn't the decision. But the honest comparison is which tool handles an RFI workflow as designed, without custom development.

Two patterns are worth calling out. First, email filing to a project— one of the most time-consuming tasks in most architects' days— is a one-click action in Newforma and a manual habit in SharePoint. Second, a Common Data Environment (CDE), as aligned with ISO 19650, is a shared digital workspace where all project-related information is stored, managed, and accessed across every team involved¹⁰. Neither tool is a full CDE out of the box. Newforma's structure moves a firm closer to one. SharePoint gets there only with governance discipline most firms don't have.

The comparison above assumes an all-things-equal cost footing. In practice, cost is where most of these conversations start. It's also where firms get surprised.

The Cost Reality: Sticker Price vs. Total Cost of Ownership

SharePoint wins on sticker price, starting at $6 per user per month as part of Microsoft 365⁹. Newforma Project Center runs meaningfully higher— aggregator data from ITQlick suggests starting pricing around $500 per user per year for the Standard Edition, and Newforma does not publish pricing publicly⁹. Sticker price isn't total cost of ownership. For SharePoint in an AEC firm, the real cost includes customization, governance consulting, and ongoing IT overhead to make it work for architecture workflows. The hidden costs of tech stack decisions show up in the second year, not the first.

Knowledge Architecture puts it directly: SharePoint's "true costs may be higher than they appear" once you add consulting, custom development, and the add-ons needed to match AEC-specific workflows¹¹.

The honest framing: SharePoint's TCO is a function of in-house expertise. If you already have a SharePoint-fluent IT lead and strong taxonomy discipline, your SharePoint TCO is legitimately lower. Most firms don't. Newforma's TCO is a function of how much CA work the firm actually does. Firms with heavy contract administration get the premium back many times over.

Cost structure is inseparable from deployment model. Both tools are moving in similar directions from different starting points.

Cloud, On-Premise, or Both: The Deployment Question

Newforma Project Center is on-premise. Newforma Konekt is cloud-based. SharePoint Online is cloud; SharePoint Server is on-premise and increasingly rare. The notable development is that Newforma's Konekt File Server Connector, announced February 10, 2025, mirrors on-premise server content into the cloud using Entra ID authentication, without requiring a VPN⁴. That bridge lets firms keep their existing file server structure while getting cloud access.

Newforma's own language from the announcement is worth quoting. Carl Veillette, Chief Product Officer: "Many teams rely on a mix of on-premise servers, cloud solutions and third-party services like Azure, Panzura or Nasuni"⁴. The connector is a recognition that firms don't migrate all at once.

The cloud-vs-on-premise question matters for more than access. It determines whether your firm data can participate in AI workflows that expect cloud APIs. A file server your AI tools can't reach is a file server that won't get smarter.

Your deployment options in summary:

• Newforma Project Center (on-premise): Still the dominant install base; strong fit for firms with existing on-premise IT
• Newforma Konekt (cloud): Newer direction; Corgan migrated from on-premise to Konekt and publicly documented the move¹²
• SharePoint Online: The Microsoft 365 default; cloud-native, assumes strong governance discipline
• SharePoint Server (on-premise): Fading; most firms no longer choose this for new deployments

If you've gotten this far, you've probably noticed the answer isn't binary for most firms. Here's why.

Can We Use Both? Yes— and Here's How

Most architecture firms over 25 people use both Newforma and SharePoint, with a clear division of labor. Newforma handles project-specific information: emails, RFIs, submittals, drawings, action items, transmittals. SharePoint handles firm-wide content: intranet, HR, policies, standards, knowledge base, marketing materials.

LMN Architects described this division of labor clearly in a 2010 account that still gets cited across the industry. Tim Rice, then LMN's IT Director:

"To manage project-specific information or processes, we use Newforma. On the other hand, SharePoint is the platform for our intranet knowledge communities..."⁸

The specifics of the LMN setup from 2010 have evolved— both tools have changed substantially— but the division-of-labor pattern remains widely observed across mid-to-large architecture firms today. Newforma Konekt's built-in SharePoint connector maintains version control across both platforms, which means the "both" answer is now technically cleaner than it was when LMN first articulated it³.

What the division looks like in practice:

• Newforma: active projects, RFIs, submittals, construction observation, drawings, transmittals, action items
• SharePoint: intranet, HR policies, marketing materials, business development, firm standards, completed-project archives organized for firm-wide searchability

The "both" answer is how mature firms actually organize their information architecture. Newforma runs the projects. SharePoint runs the firm. The line between them is what most firms need to draw clearly.

One more piece. If you're making this decision in 2026, there's a factor that didn't exist the last time most firms evaluated these tools: AI.

The 2026 Factor: AI and What It Means for Tool Choice

Architecture firms are behind on AI adoption. Only 8% of firms have integrated AI into their practices, and only 6% of practicing US architects regularly use AI tools, according to AIA research¹. That's the current state. The trajectory is steep: among AEC professionals already using AI, 94% plan to increase their usage in 2026, per ASCE survey data¹³. Tool choice today shapes what AI can do for your firm in three years, because AI works with well-structured data. The two platforms create very different data foundations.

Only 8% of architecture firms have integrated AI. That's exactly why the tool decision matters now.

What AI-ready project data looks like:

• Scoped to a specific project rather than scattered across drives
• Typed by workflow (RFI vs. submittal vs. transmittal vs. action item) rather than sitting as generic files
• Linked to the email thread, author, and decision context that produced it
• Searchable by structured metadata, not only by filename or full-text guess
• Accessible through APIs that AI tools can read without special provisioning

Newforma shapes the data foundation by design. Project-scoped, workflow-typed, email-linked to projects automatically. The structure is enforced by the product. SharePoint's data foundation is only as structured as governance makes it. Copilot is powerful over well-organized SharePoint, and genuinely unhelpful over a SharePoint used as a file dump.

Both vendors are investing here. Microsoft Copilot is reshaping SharePoint search and content generation for firms that already have the discipline to benefit. Newforma is adding AI to its search, filing, and workflow automation, and the File Server Connector announcement signals where the platform is heading⁴. Neither wins on AI features in isolation.

The real question: which platform makes it easier for your team to keep data AI-ready by default? That question maps directly to how firms think about building AI culture and, at the data layer, to AI governance strategy. The firms that commit to structured project data in 2026 will get compounding returns from AI tools in 2027, 2028, and beyond. The firms that let files scatter will be asking why AI doesn't work for them.

A Recommendation Framework by Firm Size

A 15-person design studio, a 75-person firm doing heavy construction administration, and a 250-person multi-office practice have three different answers. Here's a practical decision framework for architecture firms by firm size and workflow intensity.

Three positions I'll take plainly. A sub-25-person design studio doesn't need Newforma's depth and won't realize the ROI. A mid-sized firm doing active CA work will wish they had Newforma the first time a principal can't find the email that approved the substitution. A firm of any size making a tool choice in 2026 should pick based on how much structure the tool enforces on the workflows they actually do. Feature counts don't decide this. Workflow fit does.

A few questions remain that come up consistently in these evaluations.

Frequently Asked Questions

Is Newforma better than SharePoint for architecture firms?

Newforma is better for project-specific workflows like RFI tracking, submittal management, email-to-project filing, and contract administration. These are native to the product. SharePoint is better for firm-wide intranets, HR, and general document collaboration. Most mid-sized and larger architecture firms use both with a clear division of labor⁸².

How much does Newforma cost compared to SharePoint?

SharePoint starts at $6 per user per month as part of Microsoft 365. Newforma Project Center starts around $500 per user per year based on ITQlick's aggregated pricing data, and Newforma does not publish pricing publicly⁹. Total cost of ownership is closer than sticker price suggests, since SharePoint typically requires customization and governance consulting to serve AEC workflows well¹¹.

What's the difference between Newforma Project Center and Newforma Konekt?

Newforma Project Center is the on-premise Project Information Management platform. Newforma Konekt is the cloud-based version with built-in connectors to SharePoint and Autodesk Docs³. As of February 10, 2025, the Konekt File Server Connector mirrors on-premise server content into the cloud using Entra ID authentication, letting firms run both in parallel without a VPN⁴.

Do I need Newforma if I already have Microsoft 365?

For small firms with light contract administration, Microsoft 365 with SharePoint is often sufficient if you invest in taxonomy discipline and governance⁸. For mid-sized and larger firms doing active RFI, submittal, and contract administration work, Newforma provides workflow depth that SharePoint alone doesn't offer out of the box¹¹.

Which tool is better for AI-augmented project management?

Both Microsoft (via Copilot) and Newforma are actively adding AI to their platforms, so neither wins on AI features alone. The bigger factor is data structure: AI works best on well-organized project data, and Newforma's workflow-specific structure tends to produce cleaner data by default than SharePoint used as a general document repository. Only 8% of architecture firms have integrated AI, per AIA research— the decision window is still open¹¹³.

The Decision That Compounds

For most architecture firms, Newforma and SharePoint are complementary tools that do different jobs well. The decision that actually matters is how disciplined your firm is going to be about using each tool for what it's good at— and how well that decision sets up your practice for the AI-augmented work you'll be doing in three years.

Pick the tool stack that rewards clear thinking about your project information. That's the decision that compounds.

Alternatives exist and deserve a mention. Autodesk Construction Cloud is a serious BIM CDE option for heavy-BIM firms. Bentley ProjectWise remains strong in infrastructure and engineering. Monograph and Part3 are targeting small-to-mid practice management. None of them replace the Newforma-vs-SharePoint decision; they're neighbors in a larger tech stack conversation.

If this evaluation feels heavier than a tool decision should feel, you're not wrong. It's a foundation decision. Foundation decisions deserve a second opinion, especially as the AI layer above them gets more consequential. Dan Cumberland Labs helps architecture and engineering firms think through tool stack decisions as part of building toward an AI-augmented practice. Not a vendor pitch. A second set of eyes from someone who doesn't sell either tool.

The right tool stack is the one that forces your team to think clearly about project information. Both/and is almost always the answer. Clarity is the work.

References

1. American Institute of Architects, "Architects are excited about the potential of AI, but concerns abound" (2025) — https://www.aia.org/aia-architect/article/architects-are-excited-about-potential-ai-concerns-abound
2. Newforma, "Discover Newforma Project Center" (2026) — https://www.newforma.com/newforma-project-center/
3. Newforma, "Newforma Konekt: The Golden Thread of AEC Information Management" (2026) — https://www.newforma.com/newforma-konekt/
4. Newforma (via PR Newswire), "Newforma Announces Newforma Konekt File Server Connector, Bridging On-Premise and Cloud File Management for AECs" (February 10, 2025) — https://www.prnewswire.com/news-releases/newforma-announces-newforma-konekt-file-server-connector-bridging-on-premise-and-cloud-file-management-for-aecs-302370328.html
5. AECbytes, "Newforma Bringing Modern Solutions to Submittal and RFI Review Workflows" (2024) — https://www.aecbytes.com/sponsored/2024/NewformaKonekt.html
6. Egnyte, "Why AEC Firms Struggle with SharePoint and OneDrive (And What They Can Do About It)" (2024) — https://www.egnyte.com/blog/post/why-aec-firms-struggle-with-sharepoint-and-onedrive-and-what-they-can-do-about-it/
7. Egnyte, "Why AEC Firms Struggle with SharePoint and OneDrive (And What They Can Do About It)" (2024) — https://www.egnyte.com/blog/post/why-aec-firms-struggle-with-sharepoint-and-onedrive-and-what-they-can-do-about-it/
8. Newforma (LMN Architects case), "SharePoint and Newforma Project Center: managing information, curating knowledge" (October 2010) — http://newforma-blog.blogspot.com/2010/10/sharepoint-and-newforma-project-center.html
9. ITQlick, "Newforma Project Center Vs Microsoft SharePoint" (2025) — https://www.itqlick.com/compare/newforma-project-center/microsoft-sharepoint
10. Autodesk, "What's a Common Data Environment (CDE)?" (2024) — https://www.autodesk.com/blogs/construction/common-data-environment/
11. Knowledge Architecture, "Synthesis vs. SharePoint: A Comparison for AEC Firms" (2024) — https://www.knowledge-architecture.com/synthesis-vs-sharepoint-a-comparison-for-aec-firms
12. Newforma, "From On-Premises to the Cloud: Corgan's Move to Newforma Konekt" (2024) — https://www.newforma.com/testimonials/from-on-premises-to-the-cloud-corgans-move-to-newforma-konekt/
13. American Society of Civil Engineers, "Architecture, engineering, construction sector slow to adopt AI, survey shows" (December 18, 2025) — https://www.asce.org/publications-and-news/civil-engineering-source/article/2025/12/18/architecture-engineering-construction-sector-slow-to-adapt-ai-survey-shows
14. ProjectReady, "SharePoint and the AEC Industry" (2024) — https://project-ready.com/sharepoint-and-the-aec/