Documents

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FIND KNOWLEDGE | DOCUMENTS

In KenCube, documents are stored centrally in workspaces and folders and open directly in the browser or in the KenCube app. They can be read without downloading and without Office installed.

Storing and uploading

• Word, Excel, PowerPoint, PDF and other files in workspaces and folders
• Store several files with a single upload
• Display name, description, tags and attachments per document
• Automatic preview image generated from the document
• Read and write permissions via the workspace
• Publication date and display end per document

In practice: At the start of the year, HR uploads all updated forms in a single step. The file names become display names, and the preview images are generated automatically. The salary scale is kept in a separate folder that only managers can see.

Reading without Office

• PDF, Word and PowerPoint in the built-in viewer
• Excel with all worksheets
• Page preview, search and zoom within the document
• Download the original file for further editing
• Same view in the browser and in the app

In practice: A technician opens the assembly instructions on his phone at the construction site. Office is not installed on the device, yet the document still opens directly in the app. Using the search within the document, he finds the right page.

Full text and text recognition

• Every document indexed in full text, not just the title and description
• Scanned PDFs searchable via text recognition (OCR)
• View recognized text and have it corrected by the editorial team
• Answers in the AI Chat with documents as the source

In practice: A scanned maintenance contract from the paper archive is uploaded. Text recognition makes it searchable, so anyone looking for the notice period finds the contract. The editorial team corrects a misrecognized company name directly on the document.

Feedback and synchronization

• Comments and reactions directly on the document
• Read receipt for policies and instructions
• Notification about new documents and versions
• SharePoint sync for existing document libraries, included as standard
• Transfer files automatically via the KenCube Transfer Server

In practice: The quality team continues to maintain its templates in SharePoint Online. The sync transfers the library into a workspace and keeps it up to date. This way, colleagues in production also find the current templates in the app.

Required modules

Answers from documents in the AI Chat are part of the add-on module AI Companion. All add-on modules can be added at any time and rolled out step by step.

The KenCube Transfer Server can be added as an add-on to the core modules.

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