OK, another tutorial video done: this time on how to use Kerika with Box.
Kerika works seamlessly with Box for secure storage of all your project files: just sign up as a Kerika user with your Box ID, and all your Kerika files will be stored in your own Box Account, where they will always be under your control.
This tutorial video shows you how.
Intended audience for this video: new Kerika users who want to leverage Box.
The Box Platform has some limitations that you may bump into:
Certain characters are not allowed in file names, e.g. “/”. We noticed people were running into this problem, most probably because they were hitting the wrong keys inadvertently when renaming files.
Kerika is going to take of this silently from now on: if you try to rename a file using a character like “/” that Box can’t handle, Kerika will silently ignore that character in your renaming action.
File names can’t be more than 260 bytes. For people using English and similar languages, this generally means a file name cannot be more than 260 characters (with each character requiring one byte of storage). But for most Asian languages, e.g. Thai or Japanese, one character may require two bytes of storage, because the size of the alphabet is much larger than the Roman alphabet used by English.
This means that in some languages, file names may have to be much shorter, depending upon how many bytes are needed for storing each character, which in turn depends upon the size of their alphabets.
Some folks from Thailand were running into this problem: Kerika will start detecting this better, and provide more useful error messages
People usually don’t pay attention to the question of who owns a particular board, but it is an important question to consider when you create a new board: the Account Owner owns not just the board, but also all the files attached to cards and canvases on that board.
This is not always important (and often not important in day-to-day use of Kerika): our deep integration with Google and Box ensures that everyone who is part of the board team has automatic access to all the files needed for that board, with access permissions managed according to each individual’s role on the board: Board Admins and Team Members get read+write access; Visitors get read-only access.
(And, as people join or leave board teams, or their roles on a particular board’s team changes, Kerika automatically manages their access to the underlying project files, regardless of whether these are being stored in Google or Box.)
But when someone is planning to leave an organization, the question of ownership can suddenly become important: you don’t want an ex-employee to continue to own critical project files.
Changing ownership of boards was not something that was easily done in the past — there were workarounds, but they were fairly cumbersome and obscure — and we mostly handled these as special requests, on a case-by-case basis.
With our newest update to Kerika, this is no longer the case: changing the ownership of a board is a simple process that can be initiated at any time by the current owner of a board:
You can ask any other Kerika user, who has signed up the same way as you did (i.e. either as Kerika+Google, Kerika+Box, or by directly signing up) to take ownership of a board. Because this is a consequential action, not something you should rush into, you are asked to confirm your intention by typing the word “YES”:
Once your request is sent off to the other user, the board is in a frozen state: existing members of the board team can continue to view the board, but no one can make any changes:
If you change your mind, you can cancel the request before it has been accepted. This can be done by selecting the board from your Home Page:
You can also find your pending request in your Sentbox, and cancel it from there:
Note: once a board’s transfer is complete, it can’t be undone by you. If you really need to get ownership back of a board, you will need to ask the new owner to transfer the board to you.
An important caveat for Kerika+Google users
We try to ensure that files attached to a Kerika+Google board have their ownership changed at the same time as the board itself is transferred, but there are some limits to how Google will allow for a change in ownership:
All Kerika-related files are stored in a set of folders in a user’s Google Drive, organized by account and board.
Google let’s us change the owner of a folder, so we can make sure that when a board is transferred the ownership of the associated Google Drive folder is also changed.
However, for the individual files contained within the folder, Google only allows for a change of ownership of files that are part of Google Docs: documents, spreadsheets, presentations, forms, etc.
Files like images (.jpg, .png, .gif), zip files, and PDFs, for example, retain their old ownership between the Google API doesn’t let Kerika change the ownership of these “non-Google-formatted” file types.
Updating your photo is easy: you can either upload something from your laptop, or get something that’s already online, e.g. your LinkedIn profile photo:
If you are a Kerika+Google or Kerika+Box user, it will look a little different, since we never see your Google or Box password (and hence are in no position to help you change it), and we also rely upon Google/Box to give us your name and photo:
If you have signed up directly with Kerika, we use the Box Platform to store your files for you — Box is a secure, reliable cloud service and we have been a partner with them for several years.
But we do all this for you: efficiently, quietly and behind the scenes.
Which means you may never notice (and, really, you shouldn’t have to…)
However, we found that some users automatically block third-party cookies (this is a browser setting available in all types of browsers).
This was causing problems for the preview function for these users: when a user clicks on a file attached to a card or canvas, that’s getting stored in Box by Kerika for that user, we use Box’s Preview function in the form of an IFRAME.
Using an IFRAME enables us to add some Kerika-specific features, like automatic version tracking, to the standard Box Preview function.
This, however, requires users to allow Box.com to set a cookie, and this can fail if the user has never permitted Box.com to set cookies, or is automatically blocking all third-party cookies in their browser: when you are using Kerika.com, Box.com is effectively a third-party to the connection.
We want to make sure people understand this can be a problem, so we have added some smarts to Kerika to detect when people who have signed up directly are blocking Box.com.
If this is the case, a pop-up dialog box will appear explaining why the Preview function won’t work correctly without allowing Box.com’s cookies to be stored in the browser.
Kerika helps you (and your team) manage multiple versions of a document, and it does this so smoothly that you might not even have noticed…
Here’s how it works: when you add a file to a Kerika card or canvas, it shows up in the list of attachments, like this:
If you then attach another file to the same card or canvas that has the same name and file type, Kerika automatically treats it as a new version of the same file, rather than a completely different file:
In the example above, when a Team Member adds another document called Foo.docx to a card that already has a file attached to it with the same name and file type, Kerika treats the new document as a new version of the old Foo.docx rather than as two documents called Foo.docx.
How you access all these old versions depends upon how you set up your Kerika account:
If you are using Kerika+Google, these files are being stored in your Google Drive, and Google will manage the versions for you: you can find this under the File menu in Google Docs
And pretty much the same thing is true if you are using Kerika+Box: Box will take care of the older versions automatically, although their user interface is slightly different
And what if you signed up directly with Kerika, without using a Google or Box ID?
We provide an easy way to get to older versions of a file for users who signed up directly: when you are previewing a file, click on the Older versions of this file link on the top-right.
Kerika will show you a list of all the old versions that are available for that file, along with details on who uploaded those versions, and when:
Did you know that we have made it really easy to download files that you attach to a Kerika card, canvas or board?
Just hover your mouse over an attachment, and you will see these buttons appear on the right:
These buttons let you:
Download a file
Rename a file
Delete a file attachment
Couple of other points to note:
Rename a file shows off our integration with Google Drive (for our Kerika+Google users) and with Box’s service (for our Kerika+Box users): renaming the file from inside Kerika will automatically rename it in your Google Drive or Box folder as well.
Deleting a file attachment doesn’t actually delete the file from your Google Drive or Box account: it just means that file is no longer attached to that particular Kerika card, canvas or board.