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Document Templates

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What is a document template?

Document template is a file you can connect to KanBo and use it directly from the card to create new documents.

Document templates in KanBo work coordination platform theoretical scheme

Why do you need document templates?

The benefits go far beyond time savings:

  • Consistency: Using templates can help ensure that all documents have a consistent look and feel, which can improve the professional image of the company.
  • Efficiency: You can save time and effort by providing a starting point for new documents, eliminating the need to recreate common formatting and layout elements from scratch each time.
  • Branding: Documents can include logos, colors, and other branding elements helping to reinforce the company’s brand identity.
  • Collaboration: Templates make it easier for multiple people to work on the same document. They provide a clear structure and can be set up to include revision tracking and other collaboration tools.
  • Quality: They can help ensure that documents are well organized and easy to read. This is a great way to improve the overall quality of company communications.

How can we help you?

KanBo provides the ability to leverage existing document templates. By connecting your corporate document library with KanBo, you will gain easy access to files for each employee. 

You can also forget about the problem of multiple versions of the same file. Only one source document template is stored in your library. Any changes to its content are automatically applied in KanBo. Therefore, when you want to create a document based on it, you will always get the latest version.

There are 4 steps to make your work easier:

  1. Prepare a source = create a library of document templates
  2. Connect the source to KanBo = add a link to the files directory
  3. Add the source to the space = choose a catalog of templates for the space
  4. Work with document templates = create files based on ready-made templates

You can also create card templates for creating cards with prepared document templates inside. You can share document access for particular departments and workers. Go to our guide about working with card templates.

For a better understanding of this feature, we will use the following example.

Document templates in KanBo work coordination platform scheme

EXAMPLE: We have three types of document templates linked with the space. We need to create a presentation based on the company template. 

See how to do it and start to work with document templates in KanBo.

1. Prepare a document templates source

All the document templates you might need for a space should be placed in one folder. Of course, there can be many subfolders with many files in them, but the most important thing is the main folder – the source. You need to connect it to KanBo. We recommend using SharePoint for this purpose.

Here you can see seven folders. Each of them has been prepared for a different department of the company and its corresponding spaces. It’s quite possible that you already have a file library, in which case you can skip to the next step.

2. Connect document template sources with KanBo

First, connect the source folders to KanBo. Then you can add them to the space and, as a result, to the card. See how to do it in a few simple steps.

Make sure you have the Document sources role configured as a user.

  1. Open KanBo and go to  Settings.
  1. Select  Document templates sources.
  2. Click on the + Add button.
  3. Type a name and paste a link to the document templates library (use SharePoint). 
  4. Click on Add to finish.

If you have many templates for different spaces, we recommend adding each folder separately. 

Note that it must be a SharePoint folder, not a whole group.

3. Add document template sources to your space

Select the template source you need for this space.

  1. Open a space and go to  Settings.
Board settings
  1. Select  Document template sources.
  2. Click + Add document template sources to this space.
  3. Choose the one you connected with KanBo earlier and click + Add selected. If you connected more sources, select only what you may need in this space.
  1. Now it’s added to the space.

4. Use document templates at work

Create new documents in a card using templates.

  1. Enter a card.
  2. Click + Add element in the top right corner of the card.
  3. Click Document.
  1. Select  Add new document from template.
  2. Select document template source.
  1. Go through the folders and find the file you need.
  1. Type a name for the document created with this template.
  1. Click Add. 

A new document will appear on the card. As you can see, this is not an empty file, but a ready-to-use template of a company document.

FAQ

A document template is a file that can be connected to KanBo and used directly from a card to create new documents.

Yes, you can share document access for particular departments and workers in KanBo. This makes it easier to manage who has access to particular documents. 

All document templates should be placed in one folder, which can have subfolders. This source folder should be connected to KanBo, preferably using SharePoint.

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