Share Office Documents

Document management includes central storage for Office files and PDFs, a clear structure based on workspaces, folders, permissions and tags, and a full-text search that covers the content instead of just file names. Versions, read receipts and preview images complete the picture.

In a digital workplace, documents are also connected to news and knowledge articles, can be read in the browser and in the KenCube app, and are subject to the same permissions as all other content. This turns a file repository into a searchable body of knowledge.

Yes. Word, Excel, PowerPoint and PDF files open directly in the browser and in the KenCube app, without downloading, without installed Office software and without an Office license. PDF, Word and PowerPoint files appear in the integrated viewer, Excel files as a table with all sheets.

As a result, work instructions, forms and policies also reach employees in production, logistics, care or field service, without network drives or VPN. Graded permissions determine who sees which document. If needed, a read receipt documents that a new version has been received.

With a full-text search that covers the content of every document, not just the file name. Scanned PDFs are captured via OCR. Power Search combines keywords with filters such as area, time period and file type, with tags and custom synonyms, and finds relevant results even when there are typos. Frequent searches can be saved as search sets.

Those who prefer to browse can navigate through workspaces and folders. With the optional AI Companion, the AI Chat answers questions about document content in plain language and cites the documents as sources.

Through the SharePoint interface, which is included as standard. Document libraries and pages from SharePoint Online are transferred to workspaces and kept up to date automatically. If a document changes in SharePoint, the synchronization replaces the version on the platform with the new one.

For files from a company's own file server, the KenCube Transfer Server is available as an add-on. Files are placed there via an IP-secured connection, also structured in folders, and transferred to the platform automatically. On the platform, the documents can be found via Power Search and linked in posts, even for employees without SharePoint access.

In the core module, versioning records every state traceably, and read receipts document who has acknowledged which version. When a post refers to a document, the link always points to the current version.

The add-on module Compliance & Quality Management adds reviews and follow-ups. A review cycle can be set for each document, and KenCube reminds the responsible people of upcoming reviews and escalates overdue ones. This brings document control and audit evidence together in one place.

Yes. The data is stored in ISO 27001 certified data centers in the EU and processed in compliance with the GDPR, with documented technical and organizational measures. Maintenance, backups and monitoring are part of operations.

The AI functions are optional and only become active once the organization enables them. KenCube's own AI runs on open-source models on its own hardware in the EU, and document content does not leave KenCube's sphere of control. Alternatively, Mistral, a company's own AI server, Anthropic or OpenAI are available. In every case, the AI only processes documents that the person asking is allowed to read anyway.