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How many instances of KanBo can be created on a Site Collection? What is a KanBo Board Collection Instance and how many do I need?

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How many instances of KanBo can be created on a Site Collection?

In order to understand how KanBo hooks into the SharePoint farm you need to have a clear understanding how SharePoint Farms are structured. Please have a look at the following picture:


KanBo is added as an App to a SPSite (SharePoint Site Collection). Whenever you create a new Board KanBo adds a new SPWeb (SharePoint Site) of a template you select in KanBo settings. As you can have many Site Collections you also could have many KanBo Apps added to each of them. Each KanBo App creates a separate KanBo Board Collection Instance.

What is a KanBo Board Collection Instance and how many do I need?

The answer is not straight forward. Most of KanBo customers need only a single KanBo Board Collection Instance. That means that they create a dedicated SharePoint Site Collection (SPSite) for KanBo and add the KanBo App to it only once. KanBo with its features can access documents and other information from other Site Collections even if the KanBo App is NOT added to them – you control which Site Collections can be accessed in the Document Sources settings and KanBo Groups Sync Target settings. So there is NOT need to add the KanBo app to all your Site Collections – it is even not recommended because each KanBo Board Collection Instance is shows only the notifications from one KanBo Board Collection Instance at the time.

In some cases, i.e. a very large project or a large department you could create another KanBo Board Collection Instance by creating a new SharePoint Site Collection and adding the KanBo App to it. During the KanBo Board Collection Instance creation KanBo creates a new KanBo Content Database for that KanBo Board Collection Instance. Users can be assigned to Boards in many KanBo Board Collection Instances. So if the hierarchy of the entity you want to depict in KanBo is complex we do recommend to have a dedicated KanBo Board Collection Instance for it, otherwise just stick with a single KanBo Board Collection Instance – do not map your SharePoint Site Collection hierarchy 1:1 to KanBo, rather try to think in real life entities and how they should be mapped to the KanBo structure which is:

KanBo Board Collection Instance

  • KanBo Board Groups
    • KanBo Board
      • KanBo List
        • KanBo Card
          • KanBo Card Content element

So, having 6 Levels of depth there is plenty of use cases that can be mapped with a single KanBo Board Collection Instance. But there will always be exceptions and KanBo, as a mature Enterprise Platform can also cover these as explained earlier.

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