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 This demonstrates how effortlessly team members can replace outdated files directly within a task, ensuring everyone collaborates using the most current version and eliminating confusing duplicates like 'final-v2.docx'.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.

What ChatGPT thinks Kerika is…

Kerika

Kerika is a project management and collaboration software designed to help teams work together more efficiently. It offers a range of tools to manage tasks, projects, and workflows, particularly for distributed teams. Key features of Kerika include:

  1. Task Management: Create, assign, and track tasks with due dates, priorities, and status updates.
  2. Visual Boards: Use Kanban boards, whiteboards, and flowcharts to visualize workflows and project progress.
  3. Collaboration: Real-time collaboration allows team members to work together on documents, share feedback, and communicate within the platform.
  4. Integration: Kerika integrates with tools like Google Drive, Box, and Slack, making it easier to manage files and communications in one place.
  5. Access Control: Set permissions to control who can view or edit specific projects or tasks.
  6. Mobile Access: Kerika offers mobile apps for iOS and Android, enabling users to stay connected and manage tasks on the go.

Kerika is particularly popular among teams that require a high level of collaboration and transparency, such as remote teams, consultants, and organizations with complex workflows. Its user-friendly interface and focus on visual project management make it a versatile tool for various industries.

Note: the part about integrating with Slack is not true. At least, not yet.

What DeepSeek thinks Kerika is…

Kerika

Kerika is a project management and collaboration software designed to help teams work together more efficiently. It offers a range of tools to manage tasks, projects, and workflows, particularly for distributed teams. Key features of Kerika include:

  1. Task Management: Create, assign, and track tasks with due dates, priorities, and status updates.
  2. Visual Boards: Use Kanban boards, whiteboards, and flowcharts to visualize workflows and project progress.
  3. Collaboration: Real-time collaboration allows team members to work together on documents, share feedback, and communicate within the platform.
  4. Integration: Kerika integrates with tools like Google Drive, Box, and Slack, making it easier to manage files and communications in one place.
  5. Access Control: Set permissions to control who can view or edit specific projects or tasks.
  6. Mobile Access: Kerika offers mobile apps for iOS and Android, enabling users to stay connected and manage tasks on the go.

Kerika is particularly popular among teams that require a high level of collaboration and transparency, such as remote teams, consultants, and organizations with complex workflows. Its user-friendly interface and focus on visual project management make it a versatile tool for various industries.

Note: the part about integrating with Slack is not true. At least, not yet.

Looking out for suspicious links in Kerika

Kerika

We had some incidents recently where hackers stole the Microsoft credentials from some folks in Europe and North America (there’s been a lot of that lately), and then used these stolen credentials to sign up as Kerika users.

Once they signed up, they created Whiteboards that were made to look like they included official links from Microsoft to download documents.  Here’s what one of them looked like (we have obscured some information):

 

The link in the image shown above led to a phishing site where people might inadvertently enter their Microsoft credentials in order to read this document, which would have looked like it came from a Kerika board that was owned by a trusted colleague.

To make this more convincing, they used a very old feature of Kerika’s Whiteboards that’s called VIEW AS WEBPAGE:

 

This feature was originally built to help nonprofits and open-source teams share their work with people who weren’t Kerika users: the Board Admin could create an ordinary Web page that contained everything that was on the Whiteboard.  This page was then sent to the contacts of the person whose credentials were stolen.

To deal with this, we have made some important security updates throughout the Kerika app, on the desktop and on mobile devices:

  • Whenever you add a link to any task (card), chat, board, or canvas in Kerika, we will check if that link is known to be suspicious or malicious.
    If so, you will be warned, and Kerika’s security team will be informed immediately. Your account will then be monitored to see if this behaviour continues.
  • Whenever you click on any link anywhere inside the Kerika app, we will check again if that link is known to be suspicious or malicious, and will warn you if that’s the case.
    Please take this warning seriously!

We have disabled the VIEW AS WEBPAGE feature for Whiteboards while we evaluate the results of these security improvements.  Once we feel confident we have dealt with this situation we will consider re-enabling that feature. (Let us know if this feature is important to you.)

We are using Google Web Risk service to help screen URLs entered by our users.  Google has been dealing with malicious websites since they started, and we think they have some great resources that we can leverage to improve security for our own users.

Mr Bond, they have a saying in Chicago: 'Once is...

What’s in our latest release

Bug Fixes, Kerika, , , ,

A ton of bug fixes, most of them so obscure that no end-users ever spotted them, but since we track our error codes seriously we make sure we fix stuff that no one even knew fixing.  Some of the bug fixes are truly obscure, here’s a few from our latest version that’s easier to explain:

  • There were some problems related to how our iOS app was updating that were a result of Apple deciding not to support Progressive Web Apps anymore.  (Thanks for nothing, Apple.)
  • When a person renamed a file attached to a task or board, the file was appearing as having unread updates (orange highlight) to the user who made the change.
  • For our Kerika+Microsoft users, we needed to make sure the correct OneDrive icons were appearing where files were attached to tasks and boards.
  • Also for our Kerika+Microsoft users: OneDrive files are better support for users of our Whiteboards feature.
  • When a text field could potentially be auto-filled using the browser’s saved values, if a user selected a saved value it wasn’t displaying properly.  (Thanks to a breaking change in one of Chrome’s many, many updates — seriously, why are they releasing new versions every week?)
  • Dates shown for non-English users will now appear in the locally selected languages.
  • If a user opened a task on the mobile apps that had been found by doing a search, editing the task’s title was showing HTML characters.
  • Handling situations better where two people were making changes to the same task at the same time: users are warned if someone else has made changes that would get overwritten if they saved their own changes.
  • Improvements in the new user experience: this is, frankly speaking, a never-ending quest for us!
  • Fixed a situation where a new user who didn’t complete their signup returned later to Kerika: the language selection that’s the first thing that a new user does wasn’t working properly.
  • We made it easier for people to stop getting their 6AM task summary emails; we really should have done this a long time ago.
  • Fixed a long-existing bug that finally surfaced that omitted some tasks from the 6AM emails.

 

For 4 quarters in a row, Kerika has been identified as a Leader in Task Management by Sourceforge

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Kerika + Twine: a great partnership for freelancers everywhere

Kerika, Team Collaboration, ,

We are thrilled to announce a partnership with Twine, a global expert network that major companies are using to outsource all kinds of work:

  • Designers
  • Animators
  • Musicians
  • Filmmakers
  • Photographers
  • Marketers
  • Developers
  • Illustrators

Twine has over 500,000 registered members already, and is growing fast — and we are thrilled to be partnering with them to help Twine’s freelancers and clients get more done using our Task Boards.

Twine’s users are exactly the kind of folks that Kerika was designed for: creative people, developers, freelancers and businesses that need to come together quickly to execute on a project.  In an environment that’s that fast-moving, having access to a task management tool that’s designed specially for remote and distributed teams, with a design that’s simple enough for anyone to get going with, is essential.

And that’s where Kerika can help Twine’s community.

As part of this partnership we will develop custom templates that can help Twine projects get going faster.  And that’s just a starting point: we hope, over the coming months, to deepen this relationship!