Tag Archives: Box

About Box’s cloud storage. See also Cloud.

Changing the Owner of a Board

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:

Change Board Owner
Change Board Owner

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”:

Confirming change in ownership
Confirming change in ownership

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:

Board waiting for new owner
Board waiting for new owner
Board frozen while waiting for new owner
Board frozen while waiting for new owner

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:

Cancel ownership request
Cancel ownership request

You can also find your pending request in your Sentbox, and cancel it from there:

Cancelling pending request
Cancelling pending request

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.

Usability tweak: a restyled My Profile page

We have updated the My Profile page (you can access yours at https://kerika.com/my-profile) to be consistent with our new look-and-feel:

My Profile
My Profile

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:

Change Photo
Change 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:

Kerika+Google Profile
Kerika+Google Profile

Detecting if third-party cookies are disabled

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.

How we manage your document versions

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:

File attached to a card
File attached to a card

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:

Uploading a new version
Uploading a new version

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

Google Docs versions
Google Docs versions

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

Box version history
Box version history

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.

File preview
File preview

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:

Older versions
Older versions

 

Why the files in your Kerika+Box folder have random characters appended to their names

If you are using Kerika+Box, we store your Kerika files in your Box account: you can always go to Box.com, login using your Box ID, and see for yourself.

(But, please, don’t move them around!)

What you might notice is that the filenames in Box have some random characters appended to them. For example, a file that you might see listed inside Kerika as “Alternative Home Page” actually shows up with some random characters appended, like this:

URL appended to file names
URL appended to file names

The reason we do this with files we store in Box — and not for files we store in Google Drive, for our Kerika+Google users, is that Box doesn’t allow for several files within a single folder to have the same name.

(Google does, which is why we don’t need to append any random characters to the files we store in Google Drive.)

It’s very common for our users to have several files within the same board that have the same name: for example, our developers always attach an analysis document to each card that describes exactly what they are doing. (Yes, we are fairly fanatical about documenting our software!)

These documents are often the same for many cards: Analysis.docx or Results.xlsx or Mockup.png might show up hundreds of times within a single board.

Since all the files related to a single Kerika board are stored in the same folder in your Box account, this presents a problem: Box won’t allow for more than one file called Analysis.docx within a folder.

We get around this limitation by appending these random characters, so that effectively every Analysis.docx file has a unique name.

But, we also try to avoid confusing our users, so when we show a list of files attached to a card, we strip out the random characters:

Displaying files as attachments
Displaying files as attachments

And the same goes for downloading files: we strip out the random characters and give you a clean-looking file.