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      Collaboration Documents: A space to share documents

      Documents provides a place for you to store documents that can be viewed by the team.

      Last updated 04 Nov 2022

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      Introduction

      Our Collaboration Documents area in Kobas Cloud allows you to store documents that can then be accessed by your staff team. We like to think of this as a "pinboard" for your staff teams. This can be found in Kobas Cloud by navigating to Teams > Documents.

      The file types which can be stored and viewed within Documents:

      • Bitmap image file (bmp)
      • Word document (doc / docx)
      • Graphics Interchange Format (gif)
      • Image files (jpg / jpeg)
      • Open document format (odf)
      • Portable Document Format (pdf)
      • Portable Network Graphics file (png)
      • Rich Text or Text files (rtf / txt)
      • Microsoft Spreadsheets (xls /xlsx)
      • Microsoft PowerPoints (ppt / pptx)

      This section is accessed directly by pressing Documents from your main navigation bar.

      View and edit permissions

      There are two permissions linked to this area of Kobas:

      • View - staff this permission will only be able to view files already added.
      • Create / Edit / Delete - staff with this permission can manage categories, upload, update, and delete files and descriptions.

      Creating Categories

      Once in the Collaboration Documents screen, if you go to New Document you can choose the document category if it already exists, or you can create a new category.

      Viewing documents

      Those with View or Edit permissions can navigate to the Documents tab on the main navigation bar:

      Then choosing view allows you to see when the document was created and updated, then to view the file:

      Uploading, editing and deleting documents

      To upload a new document, from the list screen you can choose New Document, where you can upload, choose category (or create a new one) and give the file a description.

      Those with permission, when pressing View, will then also be able to access Edit (to revise the document or description) or Delete.

      Logging and reporting

      We do who has edited, created, viewed and deleted files in this section of Kobas. This can be accessed through the Cloud Audit Log.

      Furthermore, by contacting our Support Help Desk, we can schedule an email report periodically (such as weekly, monthly) detailing which staff members have viewed certain documents. This is useful particularly for a HR function whereby you may need to evidence that staff have viewed certain policies or procedures.