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Collaboration Files: A space to store and share general files

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

 

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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. This can be found in Kobas Cloud by navigating to Operations > Files.

Note: This feature allows the uploading, storing and viewing of a wide range of business related files. This is different to the Employment Document manager.

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 Files 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 Add File you can choose the document category if it already exists, or you can create a new category.

Viewing files

Those with View or Edit permissions can navigate to the Operations > Files 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 files

To upload a new document, from the list screen you can choose Add File, 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.