Category Archives: Distributed Teams

Posts related to collaboration within distributed teams.

Our Views feature just got even better

We have improved our Views feature to include a simple toggle that lets you filter the entire View to show just those items that are assigned to you.

This new toggle appears on the top-right corner of the View, and we have added a Tip to help you understand the function:

What Needs Attention without filtering
What Needs Attention without filtering

Clicking on the toggle will immediately shrink the View to show just those items that are assigned to you:

What's Due with filtering
What’s Due with filtering

All the other items are hidden from the View, and a simple count at the bottom of each column shows you how many items are assigned to others. In the example shown above, 1 item is assigned to someone else, and is due today.

It’s a simple, fast feature that we think shows the best of Kerika’s design approach ūüôā

This feature has been added to all of our Views that need this:

  • What’s Due
  • What Needs Attention
  • What Got Done
What's Due without filtering
What’s Due without filtering

Using Google Drive without Google Docs

If you are using Kerika with Google, you don’t have to convert your documents to the Google Docs format in order to use Google Drive.

Google Docs Format Preference
Google Docs Format Preference

You can use this preference setting to ensure that your Microsoft Office documents, for example, are retained in MS Office format even while they they are stored and shared using Google Drive.

 

Consolidating multiple accounts within an organization

With the implementation of our shiny, new and fully automated billing system, it’s become a little more important for our customers to make sure that all the users within their organization are working in the right accounts — preferably, a single account.

Working in a single account, rather than a bunch of separate accounts, has advantages:

  1. It makes it much easier to pay for subscriptions: if all the Kerika users within a  department are working on boards owned by a single account, then only that account needs to purchase subscriptions.  This means less invoicing and payment stuff for you to worry about.
  2. It also ensures that all project assets — boards, documents, canvases, etc. — are owned by a single entity. And ideally this single entity would be a service account rather than an individual.¬† Many of our customers are using service accounts, set up using emails like kerika@example.com.

We have done a ton of improvements to the new user sign-up process to help guide people to working with their coworkers, using accounts that the coworkers have already set up, instead of creating new accounts.

But, there are still situations where an organization may find that, across all of its Kerika users, there are too many different accounts.  If this is the case for you, we can help: we can consolidate multiple accounts into a single account if you ask us.

This consolidation preserves all the existing boards, content, and project teams: it just changes the ownership of everything to be a single user ID.

Let us know if we can help you with this.

A reminder: you don’t have to pay for Visitors

The rollout of our new billing system seems to have been smooth — so far, fingers crossed! — and with this you now get better controls over who is part of your Account Team:

Manage Users
Manage Users

Please note that you don’t get charged for Visitors: if someone is only a Visitor on your boards — i.e. is not a Team Member or Board Admin on any board you own — you don’t need to pay for this person.

It doesn’t matter how many boards this person “visits”.

Visitors do show up on your Manage My Team list in the Manage Users tab, so you are reminded that they have access to some, possibly all, of your boards, and you can remove a Visitor entirely from your Account in the same way that you might remove a Team Member or Board Admin.

 

An improved way of moving boards from one Account to another

As part of our next release, which will include a new billing system, we will make it easier for you to move boards that you own to another account.

This can help in several scenarios:

  • If someone is leaving a team, it’s good practice to have their boards transferred to someone who will remain, so that ownership of project assets — the boards and all the content in the boards, including documents — remains with the team.
  • More importantly, it is good practice to stay away from having individuals own boards, and instead use service accounts to be the single Account Owner in your organization.

A service account is an omnibus account, typically set up with an email address like kerika@example.org, that isn’t associated with a single individual.¬† A service account will never quit, never get fired, or take a vacation because a service account is not a real person — it is simply an account/ID used to be the permanent, omnipresent, owner of project assets so that team turnover doesn’t disrupt anyone.

If you own a board, you can move it to another account, i.e. effective change its ownership, by selecting the board on your Account’s Home, and clicking on the Board Actions button which appears on the top-right corner of the board card:

Board Actions Menu
Board Actions Menu

This will bring up a small menu of actions that are available to us as the board’s current owner:

Board Actions
Board Actions

(Note: this menu can also be accessed using the right mouse button.)

When you select the Move to another Account action from this menu, we will present you with this new dialog box:

Move Board dialog
Move Board dialog

A list of “known collaborators” is presented to you by Kerika to make it easy to select a coworker with a single mouse click, but you can also move the board to someone else, who isn’t part of your current Kerika collaboration network.

If you type in an email address, Kerika will immediately check to see whether this email address is that of a known Kerika user, before letting you proceed further:

Checking if new owner is a Kerika user
Checking if new owner is a Kerika user

We think these improvements will make it easier for our users to manage their organizations boards, and move towards consolidated ownership for easier asset management.