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Space Documents

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Space is the new name for the board.
Welcome to the KanBo 3.0 release!

In this article:

Overview

Space documents are all files that are connected with the space. 

Every space has a default document library where all card documents are stored. When you upload or create documents using cards, they are usually stored in one place. This location is a default document source – a dedicated folder in the external library, such as SharePoint.

Each KanBo space has its own default document source, which is created when the space is created. In addition to the default location, other document sources can be added to space documents. This way you can use the same source files in different spaces.

See how to add additional document sources to spaces.

Exploring space documents

To open space documents section:

  1. Open the space.
  2. On the space top bar, select Documents.

Every KanBo space has its own document source. You can open it in your browser.

To open the space documents source:

  1. Open the space.
  2. On the space top bar, select Documents.
  3. Go to More (the three-dot menu), and then select Go to source.

Access to the source library may be limited for space users with the visitor access level.

The document source will open in a new browser tab.

Example: HR workspace with 3 spaces: Recruitment, New Employees Onboarding and Employees, have its document sources folders on the HR SharePoint site.

Depending on the space type selected, document sources can have different access options for KanBo users. For example, document sources can take the form of folders on a SharePoint site. In such an arrangement, each space located within the workspace has its own document folder that is visible to all workspace users. However, if we want to create private spaces, each space will have a separate SharePoint site as a document source, unrelated to other libraries. Then only space users will have access to this location.

Creating folders in space documents

You can manage your documents from the space level by creating new folders and uploading documents from your device. 

To create a folder in space documents:

  1. Open the space.
  2. On the space top bar, select Documents.
  3. Select + New folder.
  4. Enter the name, and then select Add.

You can now enter the folder and start adding files.

Uploading files in space documents

 To add a file to space documents:

  1. Open the space.
  2. On the space top bar, select Documents.
  3. Select the folder to open it, and then select Upload.
  4. Browse your device, select a file, and then select Open.

You can also upload a file using drag & drop.

Of course, files can be uploaded directly to the source library. Everything in the folder corresponding to space will appear in space documents.

There are some characters that cannot be present in the file’s name. When you upload a document containing not supported characters, you see a notification and have to decide if KanBo can change a file name for you.

Adding additional document sources

Go to the following articles to read about:

Sharing the same document sources across different spaces helps build collaboration among users.

See how to:

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