Editing Documents

KanBo licenses having this feature:

Free

Team

Professional

Business

Enterprise

Strategic

In this article:

Overview

In KanBo, you can work on the same source file together with your co-workers. Every change is visible in real time. Forget about multiple versions of the same document and always share the one current file with other users.

When everyone is working at the same time, that’s called co-authoring.

There are three types of files that you can edit with KanBo:

  • Word
  • Excel
  • PowerPoint

If the document is attached to multiple cards, the modification will be visible in each of them. The old version of the document is automatically replaced by the new one.

The changes you made to a document will appear immediately in all cards where the document is attached. You can find out about them with document references.

There are two ways you can edit a document:

By connecting KanBo to Microsoft 365, documents can be edited by multiple users at the same time. No matter how the file is opened, it will behave the same way.

Example: By opening the file, we can see if a KanBo user is currently editing it.

Documents are one of the card elements, that’s why information about their modification will is displayed in the card activity stream. 

Keep in mind that changes made to a document downloaded to your device are NOT reflected in the source document.

See how to:

Editing documents in a browser

To edit a document in a browser:

  1. Hover over the document, and then go to More.
  2. Select  Open in browser. 

The document will be opened in the online editor.

  1. On the top bar, make sure you are in the Editing mode.

Any changes you make are saved in real time.

Editing documents in the app

Once you have the application installed on your device, you can use it to edit documents, and all changes are updated with the source file in real time.

To edit a document using the app:

  1. Hover over the document, and then go to More.
  2. Select  Open in Microsoft app. 

The document will be opened with a desktop application online.

  1. Below the top bar, on the notification, select Edit Document.

Any changes you make are saved in real time.

Default method for opening documents

There are several ways to open documents in KanBo. You can access them directly from cards or the Documents section of a space. In addition to opening the document in a web browser or Microsoft app, you can also open it on your device using the default program or download it.

These four document opening options are available in the menu next to each file. The order of these options can be configured for the entire KanBo environment. The first option on the list becomes the default way a document opens when you click its name.

See how to set the default way to open documents for the entire KanBo environment.

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