One of the new powerful features in KanBo is one called Documents Sources. By default, all attachments which are added to a card are stored in one dedicated SharePoint Document Library. This document library is being created during board creation – when you create a new board a new SharePoint Team Site1 is created for you.
How to link your document library with KanBo
Our customers often ask us how can they use their existing documents from different libraries and how to assign them to cards. Especially for them, we came up with Document Sources. This functionality allows you to attach multiple already existing SharePoint Document Libraries to one board! What is more, permissions from these libraries have priority over the board. That means if you are a member of a board and you visit a card that has an assigned document from the library that you do not have access to, you will see this document signed with red font and you will not be able to edit or open it.
Step 1. Register document library in KanBo
- Go to your KanBo Settings.
- Select Document Sources.
The new window contains all currently used SharePoint Document Libraries including those created during every board creation.
- To register the already existing Document Library, click the +Add button.
Now you can choose from 3 options:
- Modern SharePoint drive – Choose an Office365’s group which is connected to a modern SP Site
- Add by URL – Paste the URL to the existing folder in your tenant
- (RAW) MS Graph file – get Drive ID from MS Graph explorer and paste it here.
- Press Add to confirm.
Document Source was added.
Click on the three dots button to see more options: Check permissions and Repair Document Sources.
By using Check permissions button you can verify whether you still have permissions to these libraries.
A green indicator shows that this Document Library is accessible to you, red means that you don’t have any permission to this Library.
Step 2. Connect registered document source with Board
Now you need to navigate to specific KanBo board where you want to connect just registered Document Source.
- Select Documents on the Boards Settings.
Here you can see all the Board Documents.
- Click on the more (three dots) button and then select Document Sources. Here are document sources already assigned to that Board.
You can go there also with Board Settings->Document Sources
- Click on + Add to add more document sources. You can check to multiple registered documents libraries and add them at one click.
- After you chose desired libraries, click Add Selected.
Now new Document Sources are added.
- Once you click the more (three dots) button near to Document Source’s name and choose Set as default, all new documents added to the cards will be stored in that Document Source.
You can also remove a Document Source here.
Step 3. Use it!
Go to Board Documents and move between libraries using breadcrumb (select home to see all available libraries at this Board).
Attach documents directly from cards using Card Documents powers.
Tips & tricks
- Many Boards can use one common SharePoint Document Library
- As a document source you can connect user private OneDrive for Business space! You one share document with specific person than it will be able to see or edit documents there.
- You can connect document library form different Site, Site Collection, Web Application and Farm! You only need to have permission to that space.
Moving card which contains documents from custom Document libraries (Document Sources) between Boards
In this scenario, there are boards A and B.
Board A contains a default Document Source and a custom one, added from another Site Collection. Board B contains a default Document Source and a custom one, added from another Site Collection which is chosen as default in this board.
There is a card in board A, which contains 2 documents: one (1) from default Document Source and one (2) from the custom Document source. When you move this card into board B, only document 1 will be added to board B and document 2 will remain the same (it won’t be added again or overwritten).
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