Documents in KanBo
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In this article:
Overview
Working with KanBo is based on the use of cards. Cards contain within them all the information necessary to complete the task. Therefore, you can also attach files to cards and even create documents through them. All files that appear in cards are card documents.
Users can create new Word, Excel, and PowerPoint documents directly from a card, and leave them open for other colleagues to make changes. KanBo includes strong document management features that not only help to organize files but also support seamless co-authoring.
When you upload or create a document in a card, it appears in the corporate library in real time. You can decide exactly where to store these files.
Card documents can be organized with:
Document groups – Containers for collecting documents in cards
Document folders – Refer to existing folders on the external platform
Every file that appears on a card occurs simultaneously in the document library, which is visible in the space documents. Users can also manage their documents from the space level by creating folders and uploading files from their local storage.
Space documents have their source in the associated external document library. This way, when you edit a file, you are guaranteed to be working with the only version of the document, regardless of which tool you are using – KanBo, SharePoint, or Microsoft Teams.
Users can actually build a corporate document library using KanBo features such as document templates and automatic document folder definition.
Co-authoring
KanBo supports real-time collaboration, allowing multiple users to work simultaneously on the same source file. The changes reflect instantly across all places in KanBo where the document is present, ensuring everyone has access to the most current version. Users can edit documents directly in their browser or in an office application.
The document-oriented features of KanBo help users centralize their resources and reduce the need to switch between different applications or platforms.
Document sources
Document source is a key feature that associates and organizes documents within KanBo. Users can link documents from various sources, such as SharePoint, directly to cards. This leads to easier collaboration, better version control, and visibility.
This feature not only centralizes all project-related documents but also reduces the risk of data duplication and fragmentation across various systems.
Learn more about document sources.
Document templates
Document templates are integral in KanBo. These are files you can connect to KanBo and use directly from the card to create new documents. Advantages of this process include time savings, consistency in design, efficient collaboration and quality improvement of company communications.
Together with the document folder definition and card templates, you can build the structure of the corporate document library. KanBo allows you to develop complex repositories. You can create documents directly from the card level and be sure that they are in the right place.
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