Overview
KanBo Getting Started
10. Security in KanBo
Learn KanBo > Getting Started with KanBo > Security in KanBo
Learn KanBo > Getting Started with KanBo > Security in KanBo
Security in KanBo
Introducing the safe haven of workplace coordination — KanBo! It’s a platform that offers top-notch features, a user-friendly interface, and robust security. Dive in to learn how KanBo safeguards your system and empowers you to work with peace of mind.
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Security in KanBo
In this article:
Deployment
KanBo primarily targets enterprises, capitalizing on its multi-layered structure. Company administrators manage access to the platform to ensure that only authorized personnel can access it. Additionally, although KanBo primarily operates in the cloud, you have the option of an on-premises installation on your company’s internal servers, which eliminates many online risks.
KanBo’s cloud hosting provides seamless security integration with trusted systems, including Microsoft 365 and Microsoft GCC High. KanBo also offers a hybrid installation that combines cloud and on-premises solutions.
Table: Each deployment model was created to meet the needs of specific customer groups. Read more about security in KanBo.
In the cloud users can authenticate via Microsoft Entra ID, and multi-factor authentication is available for an added layer of security.
Example: Microsoft Entra ID allows you to set up multi-factor authentication, such as a fingerprint, to enhance security.
Integrations
KanBo’s strength lies in its ability to integrate with a wide variety of applications. Its extensive integration with Microsoft covers Teams, Outlook, SharePoint, and more. This integration aims to provide a unified, streamlined experience. Notable advantages include notifications for KanBo users in Teams, greatly improving real-time collaboration and updates.
Example: The Teams notification from Alexander Kaiser referred to the Picnic Lectures card in the Green Week space.
However, KanBo’s flexibility and adaptability extend beyond Microsoft. It can integrate comfortably into various environments, including specialized software like Autodesk. This proves that KanBo’s priority is to adapt to the client’s environment rather than the other way around. These integrations promote greater efficiency, a seamless workflow, and ultimately, a more productive workspace.
Document Security
Company documents are the lifeblood of your organization, so ensuring their safety is non-negotiable. KanBo shares this sentiment and ensures that your documents are securely encrypted in flight and at rest. This means your documents are safe when stored and when transferred or accessed. This security mechanism keeps all your crucial data and documents confidential and protected at all times.
Document sources feature enables seamless integration between KanBo and external document storage platforms, providing convenient access to all relevant files and resources in one place.
Integrating with Microsoft provides access to the same documents in KanBo, SharePoint, and Teams. This means that every change is immediately visible in all applications. The document editing permission structure is also reflected.
Example: KanBo allows teams to securely share documents, ensuring that only authorized personnel can access sensitive information
Granular Access Control
KanBo’s hierarchical structure consists of workspaces and spaces, which enable the creation of different areas with restricted permissions. Workspace owners manage spaces, and controls are in place to prevent the unauthorized deletion or alteration of content. Access levels reflect document permissions, such as editing and viewing.
Example: The organizational structure and project visibility within a Green Company using the KanBo hierarchy. Megan only has access to those spaces that are related to her work.
Activity Stream
Transparency is key to security. Every user’s action within KanBo is recorded in form of an activity stream. It provides real-time updates of who performed an action, where, and when, ensuring nothing can disappear without a trace.
The activity stream is a complex idea. It exists in both cards and spaces. When you make an action in a card, it shows up in a card activity stream, but it is also recorded in the space activity stream and in your personal activity stream.
There are three types of activity stream:
- Card Activity Stream – all activity related to a specific card. Visible to all space users.
- Space Activity Stream – all activities and changes within a specific space. Visible to all space users.
- User Activity Stream – all activity related to a specific user. This does not mean that you can see everyone’s activity. Keep in mind that you may not have permission to see everything.
Example: The activity stream of the Green Week space.
Role-Based Access Control
KanBo offers role-based access control. Each workspace and space has three access levels, which determine editing and viewing permissions. Access to administrative options and advanced tools depends on assigned KanBo roles and KanBo licenses. These permissions determine access levels and enable more accurate monitoring and work management.
Example: A simplified illustration of space access levels and their associated permissions.
Types of roles that can be assigned to a user:
- KanBo Licenses – the authorization granted to a user to use the KanBo platform. There are different types of licenses, each designed to provide more advanced functionality than the previous one.
- Workspace access levels – ensures that workspace users have the appropriate level of access to workspaces, while protecting sensitive information.
- Space access levels – each level of access to the space is associated with different space permissions.
- KanBo Roles – to give users responsibility for different areas. Roles are related to managing preferences, documents, and other users.
To prevent human error, users who have the necessary permissions can disable the ability to delete workspaces, spaces, and cards.
Backup
No security feature set is complete without a robust backup system. With KanBo, creating a backup is a breeze. It simply requires making a copy of the database and the KanBo files before updating them. Critically, this easy yet crucial step ensures you have a reliable safety net, safeguarding against accidental loss of data and providing peace of mind.
Signing Off - Time to Get Started
And so, we’ve reached the end of our Getting Started with KanBo series. We hope this array of guides and videos has provided you with invaluable insights into the world of KanBo. As you embark on this journey, we wish you a pleasant and productive work experience with KanBo.
Remember, the KanBo Learn Portal is always ready to assist with a treasure trove of articles that complement and expand on these guides. Onwards to securing better coordination, and enhanced productivity with KanBo!
