Keep File Versions Organized Without the Hassle

Technology

Managing multiple file versions can quickly become overwhelming. You’ve probably found yourself staring at files labeled “final,” “final-2,” or “final-really-this-time,” wondering which one is the latest. It’s a common frustration when juggling project updates.

A more efficient system eliminates this guesswork entirely. By automatically tracking and replacing old file versions, you can ensure your team is always working with the most current file, without the clutter or confusion.

Here’s a guide to organizing and updating files efficiently in both task-specific and board-level contexts:

  1. Task Card Attachments
Screenshot showcasing Kerika's intuitive task card interface for easy file management. The image highlights the 'Attachments' tab on a specific task ('Design User Interface'), with an arrow pointing to the 'Upload a new version' icon. This demonstrates how effortlessly team members can replace outdated files directly within a task, ensuring everyone collaborates using the most current version and eliminating confusing duplicates like 'final-v2.docx'. This seamless process supports focused collaboration and streamlines project workflows.

Click here to preview this task card

Task Cards are where all the magic happens when it comes to organizing files related to specific tasks. Here’s how you update a file:

  • Locate Your File: Open the Task Card where the file is attached.
  • Upload a New Version: Click the Upload New Version icon next to the existing file. This automatically replaces the old version with the new one while keeping the history intact. No need to delete the old version or rename the file.
  • Benefits: The updated file is instantly tied to the task, so your team can continue collaborating without skipping a beat.

Task Cards ensure your file updates stay relevant to the task at hand, keeping everyone on the same page.

  1. Board Attachments
Screenshot illustrating how Kerika simplifies managing project-wide documents via Board Attachments. The image shows the main Kerika board view with an arrow highlighting the 'Attach files to this board' icon. A 'Board Attachments' pop-up displays project-level files, and another arrow points to the 'Upload a new version' icon, showing the simple update process. This feature provides a central, easily accessible location for key resources like charters or templates, ensuring the entire team stays aligned with the latest information, boosting collaboration for distributed or hybrid teams.

Click here to preview this board attachment

Board Attachments are ideal for files that impact the entire project such as project charters or shared templates. Updating files here is just as straightforward:

  • Navigate to Board Attachments: Click the Attachments icon on the board menu.
  • Update the File: Select the file you want to replace and click the Upload New Version button. The older version is replaced seamlessly, so there’s no confusion about which version is current.
  • Benefits: Your entire team gets instant access to the latest version, no matter where they’re working from.

Board Attachments ensure project-wide files stay organized and up-to-date without creating duplicates.

Conclusion

Efficient file management simplifies project workflows and enhances collaboration. By eliminating the confusion of multiple file versions, you can keep your team organized and focused on what truly matters.