Kona ALL ABOUT FILES February 20, 2014
Contents Overview... 4 Add a File/Link... 5 Add a file via the Files tab... 5 Add a file via a conversation, task, or event... 6 Add a file via a comment... 7 Add a file via email... 7 File Replace... 9 Replace a file from the Files view... 9 Replace a file from within a conversation, task, or event... 10 Preview Files without Downloading... 11 Google Docs... 12 For More Information:... 14 Dropbox Files... 15 Box Files... 17 File/Link Details... 18 File Information... 18 Preview/Comments Screen... 19 File Folders... 20 File Sorting... 22 Tags... 24 Bulk Edit... 28 Upload Multiple Files... 29 Via Tasks, Events, and Conversations... 29 Via Files... 30 Via Email... 30 Download Multiple Files... 31 File Storage... 32 Capacity... 32 Search for a File... 33 2
Reminders Pad... 34 3
Overview You can add a variety of files to Kona, including Microsoft documents, images, links, Google documents, Dropbox files, and Box files. You can upload these files in a number of places: on a conversation, task, event, or on their own in the Files tab. There is no limit to the way you can share files in Kona. And no matter where you originally add a file in Kona, it will be stored on the Files tab in My Kona. This quick guide will walk you through everything you need to know about creating and using files in Kona! If you have questions, check out the knowledge base for helpful information or ask our friendly support team! 4
Add a File/Link There are multiple ways to add a file or link to Kona. You can add a file to a conversation, task, event, or on its own in Kona using either the Global Add or Quick Add. You can also attach files and links to existing conversations, tasks and events in Kona. You can try them all or pick the one you find easiest. Add a file via the Files tab On the Files tab, click Add a file or the plus sign. Enter the appropriate item details. Click the A to use text formatting options. Click on the Paperclip icon to attach a file. You must fill out the Enter file name field for the Paperclip icon to display. Note that you may see less options if this is a Kona Business space with external file source(s) disallowed. 5
Select from the available options. When you click New File, you will be prompted to select from a file on your computer. When you click Link, a dialog box for entering a URL displays. Take note that when you click Dropbox File or Box File a sign-in window will display asking you to sign in to your Dropbox or Box account to authenticate a connection with Kona. Then you will be able to browse through your Dropbox or Box files to share in Kona. See Add a file via a conversation, task, or event You can add a file to Kona from within a conversation, task, or event. Display a conversation, task, or event, and click the Paperclip icon. On the Files tab, click the plus sign. Select from the available options. Take note that when you click Dropbox File or Box File a sign-in window will display asking you to sign in to your Dropbox or Box account to authenticate a connection with Kona. Then you will be able to browse through your Dropbox or Box files to share in Kona. See Dropbox Files and Box Files for more information. When you click Select existing Kona file, you can add a file that was previously uploaded in the space you are already in. 6
Add a file via a comment You can add a file when adding a comment to a conversation, task, or event. In the comment space, click the Paperclip icon. Select from the available options. Take note that when you click Dropbox File or Box File a sign-in window will display asking you to sign in to your Dropbox or Box account to authenticate a connection with Kona. Then you will be able to browse through your Dropbox or Box files to share in Kona. See Dropbox Files and Box Files for more information. When you click Select existing Kona file, you can add a file that was previously uploaded in the space you are already in. Add a file via email You can email one or multiple files to Kona. You can forward an email containing attachments(s) or send a new email with attachment(s). The file(s) will come to Kona attached to a task. Follow these steps: 1. Address the email to task@kona.com. 2. Optionally, set the subject line as follows: (Space name) Task name @ParticipantFirstName ParticipantLastName 3. Optionally, enter details or information about the file in the body of the email. This will appear in the notes section of the task. Tips: If you would like to assign the task to a space, make sure to include the space name in parenthesis at the beginning of the subject line. If you don t include a space name, the task will automatically be added to your Just for Me Space. You can move the task to another space in Kona later on. You will 7
be able to access the file(s) from the Conversations, Tasks or Files tabs in My Kona and the designated space. The task name can include letters and numbers. If you would like to include people on the task just add @Firstname Lastname (always put a space between first and last name). 8
File Replace As collaboration picks up across your groups, several files and their different versions are tossed around. To minimize this scenario, you can replace files with newer versions, or even entirely different files. When you hover over the files that you have uploaded to Kona (excluding files from Google Drive, Box, or Dropbox), you can then select the Replace link to upload a different or newer file in its place. Replace a file from the Files view Place your mouse pointer over the file name until the Upload new version link displays. Click Upload new version. In the Upload New Version dialog box, click Upload. Select the file that you want to replace the current file with. 9
Replace a file from within a conversation, task, or event Open the conversation, task, or event. Click the drop-down arrow on the right of the file name of the file that you want to replace. On the drop-down menu, click Upload new version. In the Upload New Version dialog box, click Upload. Select the file that you want to replace the current file with. 10
Preview Files without Downloading Go to the Files tab. Place your mouse pointer over the file name until the View link displays. Click View to display a preview of the file. In addition, when you open a file from the Files tab, the main area of the activity will default to a preview of the file [file type icon]. If you have the Google Doc Viewer enabled, you will see a detailed preview of the Google Document. Click See Comments and Preview at the bottom of the activity dialog to toggle back and forth between the preview and comments. In addition to viewing a preview of the file, you can also download the file locally and/or upload a new version. To open a Google Document to make edits, click the dropdown arrow at the top of the activity dialog and select Open in Google. The file will open in a new browser. 11
Google Docs Kona offers integration with Google Docs, which allows you to upload existing Google Docs and create new ones in your spaces. Editing in Google Docs occurs in real-time, which means you and your team members can keep files up to date. And like other files, you can add Google Docs to any item in Kona. Only Kona users with Google accounts can create and upload Google Docs, with access to their account. However, users that do not have a Google account can be included on Google Docs in Kona through the file permissions feature. These people will become editors of the doc. To best utilize Google Docs in Kona, add your Gmail address to your Kona profile. Note: This option may not be available in your Kona Business spaces if your company has disallowed this external file source. When you click on the Paperclip icon from the Global Add, Quick Add, or within a Conversation, Task or Event to upload a file, click Google Doc to add a new or existing Google doc to Kona. When you click on any of these options for the first time, you will be prompted to authorize access to your Google Account. You will only need to follow these steps once. 12
Click Yes. Click Allow access. Then go back to Kona and click the paperclip again to create or add your Google doc. 13
If you want to create a new Google doc, you can choose from Document, Spreadsheet or Presentation. When you create a Google doc in Kona, you will be able to access it from both Kona and your Google account. When you click Select Existing, the follow popup appears: You will see the list of docs in your Google account. Select as many as you want to upload. Click Select. For More Information: Watch a video showing Google Docs in Kona in action: http://support.kona.com/entries/22100492-martha-collaborates-on-a-google-doc-with-ateam-member Learn more in this knowledge base article: http://support.kona.com/entries/22051508- what-are-google-docs 14
Dropbox Files Kona offers integration with Dropbox, allowing you to share public links to your Dropbox files. Anyone that you share the links with will be able to access your shares files. Note: This option may not be available in your Kona Business spaces if your company has disallowed this external file source. When you click on the paperclip icon to add a file, select Dropbox File. A sign-in window will pop up, asking you to sign in to your Dropbox account to authenticate a connection with Kona. After signing in, you can browse through all your Dropbox files to share in Kona. You can choose one file to share at a time. 15
Click Select when you re done. As long as you are signed in to Dropbox on your browser, you can access your Dropbox files from within Kona. When you click Dropbox File, a sign-in window will pop up, asking you to sign in to your Dropbox account to authenticate a connection with Kona. Then you will be able to browse through your Dropbox files to share in Kona. You can choose one file to share at a time. Click Select when you re done. As long as you are signed in to Dropbox on your browser, you can access your Dropbox files from within Kona. 16
Box Files You can also share files from your Box account in Kona. Note: This option may not be available in your Kona Business spaces if your company has disallowed this external file source. When you click on the paperclip to add a file, select Box File. You will be prompted to sign in to your Box account if you are not already signed in. This also allows you to switch between Box accounts when linking files to Kona. Then a dialog box will appear, allowing you to browse your Box files. Click Select when you are done. 17
File/Link Details A file contains important details that can be accessed from the Detail Screen. Click on the file name on the Files tab to access the Detail Screen. File Information File name: Top of the screen. This is the assigned name of the file. File size: Shows the size of the file. Date: The date when was last modified. Lock for editing: Prevents other Kona users from making changes to or replacing the file. Version History: Indicates the version of the file. Upload new version: Click this to replace the file with a new one. See File Replace for more information. Referenced in: Displays the conversations, tasks, or events that reference the file. Notes: Click the Notes icon to add notes to the File. Use the rich text editor to customize notes around the file. When you are done, click Save. 18
Preview/Comments Screen Space: The space name is listed under the file name. Padlock icon: Shows you who is included on the file. When the Lock is open, this means the file is shared with everyone in the space. An open Lock indicates that the file is shared with selected Kona users only. To specify the Kona users who have access to the file, use the Add or remove people link (see image below). Folder: This shows you which File Folder this file is assigned to. See File Folders for more information. Tags: This shows you the keywords that have been added to this file for organizational purposes. See Tags for more information. Start a conversation: Click See comments at the bottom of the Preview/Comments screen and start a conversation with others who reference the file. Use the rich text editor to customize your comments. If the Quick reply option is checked, just press the Enter key on your keyboard to send the comment. If this option is unchecked, click Send to submit your comment. Delete: Click Delete at the bottom of the Preview/Comments screen to delete the file. 19
File Folders Organizing your files just got better with folders. These folders function just like task and file folders. Now, you can sort space files by topic, initiative, or other characteristics that make the most sense for your group with a hierarchy up to three levels deep. This allows you and your group to organize and easily locate all of your files, putting the emphasis and time on connecting rather than searching -- something we'd all love to happen more in our daily lives! Note: Only space owners can create, delete, rename, and reorder folders. Space members can add items to the folders to help maintain organization within the space. You can group your files into folders to help you stay organized and find the items you need to complete quickly. Inside a space on the Files tab, open the left navigation pane by selecting the (>) directly next to the filtering options. To create a new file folder: Click the Add folder link. You will then have the opportunity to name your folder. You can create as many folders as you like. Everyone in the space will see the file folders and can move files that they have access to. To move files into a folder: Drag and drop! Left-click on the file name from the middle section and hold the click as you move the mouse pointer to the folder name. The folder name will highlight to indicate where the file will go. Release the click and the file will be in the new folder. Repeat the process for all files you want to move into folders. You will also be able to assign a new file to an existing folder when you create it. To view files in a folder: On the Files tab, click the file folder name on the left side. This will pull up a list of files that are in the folder. Click the [+] button to add a new files to the selected folder. To delete a file folder: From the space s Files tab, click the drop-down arrow to the right of the folder that you want to delete. From the drop-down menu, select Delete. 20
To rename a file folder: From the space s Files tab, click the drop-down arrow to the right of the folder that you want to rename. From the drop-down menu, select Rename. To add a second (and third) level to the folders: From the space s Files tab, click the dropdown arrow to the right of the folder that you want to a sub-folder to. From the drop-down menu, select Add folder. To move a folder to the second or third level: If you have pre-existing folders or have created a folder on level one or two that you would like to move to level two or three, you can move it by dragging and dropping. Click the folder and drag it to its new location. To know if there are second or third level folders inside: When viewing the folder hierarchy on the left side of the file tab, you will see that some folders have an icon of two folders. This indicates that there are sub folders beneath it. If you click on the double folder icon, the sub folder(s) will be revealed. To expand folders: If you click on the double folder icon, the folder will expand to show any sub folders beneath it. To collapse folders: If you wish to collapse the folder hierarchy shown on the left side of the files tab, you can refresh your browser window. When the browser refreshes, you will see a collapsed view of only your level-one folders. You can click on any folders with a double folder icon to reveal the sub folders again. To reorder folders: The folders can be re-ordered from the middle pane where all the files are listed. Under the + sign to add a new file, make sure the sort is set to None. Then choose ALL from the ALL/FAVORITES/IMAGES/DOCUMENTS/LINIKS view to get a full list of all your folders. From the list of folders on the left side, choose All files. At this point, you can drag and drop the folders (as shown highlighted in yellow) in the middle section into the order you want. 21
File Sorting You can change the way you view your files from within the Files tab. All: View all the files in the space. Favorites: View the files you have marked as favorites. o To mark a file as a favorite, hover over a task and click on the gray Star icon. This will turn the star yellow and assign it to the Favorites tab. Images: View only the images that have been uploaded to the space. Documents: View only the documents that have been uploaded. 22
Links: View only the links added to the space. The following popup appears: o o o o o o o By date: Sort files by the date they were last modified. By name: Sort files in alphabetical order by name. By type: Sort files by file type. By source: Sort folders by their source Google Drive, Box, Dropbox, Kona, or Links. This is a quick way to see what files are from external sources. By space: (Available in the My Kona Files tab) Sort files by space. By folder: (Available in a space) Sort files by the file folder they belong to. None: You can drag and drop the files into the order you prefer. 23
Tags The space owner can create the tags for use by everyone else in the space. Tags can be added to conversations, tasks, events, or files. You will see the tags when viewing all items on a tab or you can use a specific tag or tags to filter the items on the page. To create a new tag: Open the space you wish to update and click the Files tab. Click the drop-down arrow next to Tags. Click Manage tags from the drop-down menu. In the Manage Tags dialog box, click Add tag. 24
Enter a name for the new tag in the field provided and click Save. To filter by tag: Click the drop-down arrow next to Tags. Click Select multiple from the drop-down menu. In the Filter by tags dialog box, click the Add or select tags field to choose multiple tags. Click Done to display the conversations containing the tags you selected. 25
To change the tag on an item: Click the file to open up the details pane. Click x next to existing tags to remove them. Click the plug sign (+) to the right of existing tags to add new ones. Select one or more tags from the tags drop-down menu and click Done. Click Save at the bottom of the details pane. To add a tag to a new item: 26
Click the green plus sign on the files tab to create a new item. Click the Add tags icon from the icon row. Select one or more tags and then click Done. Click Add+ to add the item to Kona. 27
Bulk Edit You can mass edit multiple files at the same time within a space on the Tasks and Files tab. You can select files in a space and perform the following. Download the selected files Move the selected files to a folder Add tags to the selected files Mark the selected files as favorites Delete the selected files While on the Files tab, click the pencil icon then mark the checkboxes of the files that you want to include in the bulk edit. After marking the files for bulk edit, click the appropriate icon under Tags to perform the desired action. 28
Upload Multiple Files You can upload multiple files to Kona simultaneously. Via Tasks, Events, and Conversations Click on a task, event or conversation to open the details screen. Click the Paperclip tab. Click the plus sign and click New File from the drop-down menu. Select the files that you want to upload and click Open. Click Save at the bottom of the details pane to upload the selected files. Alternatively, you can click the Paperclip icon above the comment entry field at the bottom of the conversation to add multiple files. 29
Via Files You can also upload multiple files from the Files tab. Click the Add a file field or the plus sign. Click the Paperclip icon and select New File from the drop-down menu. Select the files you want to upload and click Open. Click Add to upload the selected files to Kona. Via Email You can attach multiple files to an email sent to task@kona.com. All the attachments will be added to a new task and will be stored in the Files tab in the desired space. See Add a file via email for more information. 30
Download Multiple Files You can download multiple files at once using the batch edit feature. See Bulk Edit for more information. 31
File Storage Capacity Your file storage capacity depends upon what kind of Kona account you have: Account Type Free Pro Pro+ Business Storage Capacity 1 GB 5 GB 15 GB 2 GB/user. Files in Kona Business spaces count towards this capacity for the organization. Files in personal spaces will count towards the Free or Pro capacity. Your current capacity can be seen in your user profile. Click on your picture or name in the upper right corner of Kona and select My Profile. Underneath your profile picture on the Account tab, you will see a bar indicating your full file storage capacity and what percentage of that capacity you have used. If you are getting close to your full capacity, you can remove inactive files to free up space. Note: Files added through Google Docs, Dropbox, or Box do not contribute to your file storage capacity. To view all your files, and the storage used by each, go to the My Kona view and click the Files Tab. From there, click My Files in the list of view options at the top of the page. This will provide you with a view of all your files (Those you have uploaded to Kona). Click Sort to sort By size; this sorts your files in order of biggest to smallest. 32
Search for a File You can use the Kona search feature in My Kona or in any space to locate a particular file. Click the magnifying glass icon and enter a search a string. Use the available options to narrow down your search for example, you search by conversations, tasks, events, files, participants, and creators. 33
Reminders Pad The Kona reminders feature is a notepad on the right pane of the My Kona view where you can enter brief to-dos or drag in Kona activities you need to follow-up on. You can set a snooze time if you want to have it out of sight until it really needs to be completed, at which point the reminder will return to your view. To create a reminder from scratch: Simply your reminder in the Enter reminder field. You have a few options for clearing your reminder from view: you can mark it as complete, delete it entirely, or snooze for later. To create a reminder from an existing activity: Drag and drop the activity into the reminders field. The associated reminder will default to Follow-up. 34
To create a reminder from a comment: When inside the conversation popup window, if you see a comment that you would like to create a reminder from, hover over the comment. You will see a star icon with a drop-down arrow appear to the right of the comment. Click the drop-down arrow and choose Add to reminders. You will see the reminder appear in the Reminders pad, and then you can edit the name or details, or even set it to snooze until a certain date. To create a reminder from a conversation, task, event, or file from anywhere in Kona: You can click the item to open the popup window. Then click the drop-down arrow to the right of the item name and choose Add to reminders. You will see the reminder appear in the Reminders pad in My Kona, and then you can edit the name or details, or even set it to snooze until a certain date. 35
To create a reminder from a conversation, task, or file without opening it up: From the Conversation, Task, or Files tab, if you hover over the item you want to create a reminder from, you will see a clock icon appear to the right of the line. When you click the clock, a reminder will automatically be added to the Reminders pad in My Kona. You can then edit the name or details, or even set it to snooze until a certain date. To create a reminder by dragging and dropping: When in the My Kona view on any tab, you can drag and drop an item onto the Reminders pad. Left click on the item, hold the click and move your mouse over to the reminders pad. Then release the click when you see the Reminders pad highlight in red. You can then edit the name or details, or even set it to snooze until a certain date. Note: You must be able to see the Reminders pad to be able to complete the drag and drop. To snooze a reminder: Hover over the reminder in the Reminders pad until you see a clock icon appear. Click the clock icon to see the Snooze options. You can quickly choose Tomorrow or Next Week, or you can select a specific date. After setting the snooze, the reminder will disappear after a few seconds. The reminder will re-appear in the Reminders pad on the snooze date you selected. Note: This is a great way to get a reminder into Kona, and then set it to not appear until you need to take action. 36
To print your reminders: You can print your reminders to take them on the go with you. Click the Print icon next to the Reminders title and you ll get a Things to Do Today checklist printout of all your reminders. To view upcoming snoozed reminders: In the Reminders pad, click the drop-down arrow next to the TODAY heading on the right side. You can choose Upcoming to see all reminders that have been snoozed and will appear in the Reminders pad in the future. Choose Today from that menu to go back to your active reminders view. To view recently completed reminders: In the Reminders pad, click the drop-down arrow next to the TODAY heading on the right side. You can choose Recently Completed to see all reminders that have recently been completed. Choose Today from that menu to go back to your active reminders view. 37