SharePoint

This guide shows you how to enable SharePoint for file storage

, store and open files in desktop Office apps, and manage permissions

Permission

A specific right to view, edit, delete, or administer parts of Kinabase, granted via Roles.

effectively.

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1. Enabling SharePoint for File Storage

1. Confirm Microsoft 365 Connection
   • Go to Settings → Identity & Provisioning and ensure Microsoft 365 is enabled.
   • If needed, see our Connecting to Microsoft 365 guide for details.
2. Open File Storage Settings
   • In Settings, find File Storage (under Organisation or Integrations).
3. Switch to SharePoint
   • In the 'Storage Provider' dropdown, change from Kinabase to SharePoint.
   • Select the SharePoint document library you want to use (ideally an empty or dedicated library).
4. Save
   • Click Update (or Save).
   • Any existing or new file uploads in Kinabase now sync to SharePoint folders that mirror your collections
     Collection

     A list of records in Kinabase, similar to a table in a spreadsheet or database.
     and records
     Record

     An individual entry within a Collection, like a row in a database table, representing one item or entity.
     .

File size limits

SharePoint often has higher file size limits compared to Kinabase’s built-in storage, making it ideal for large or high-resolution files; such as video files.

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2. Configuring a Collection for Files

Even with SharePoint enabled platform-wide, each collection must be configured to show the Files tab:

1. Navigate to the Collection
   • Right-click the collection name (or open … → Configure) in the sidebar.
2. Enable 'Files'
   • In the Features or Files tab, toggle 'Enable Files' on.
3. Save
   • Now each record in this collection will have a Files panel where users can upload and view
     View

     A customised display of Records in a Collection, defined by filters, sorting, grouping, and visible Fields.
     files.

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3. Adding & Managing Files

1. Open a Record
   • Select the record in your collection where you want to store or view files.
2. Go to the Files Tab
   • You’ll see a Files tab if 'Files' is enabled.
   • Drag and drop files or click Add file to upload from your computer.
3. Auto-Sync
   • Each file is stored in the corresponding SharePoint folder (named after the collection and record).
   • Edits or replacements in one location reflect in the other.

Create new Word/Excel documents in Kinabase

These are instantly added to SharePoint without extra steps.

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4. Opening Files in Desktop Apps

1. Locate the File
   • In the Files tab of a record, find the file you want to open.
2. Right-Click or '⋯' Menu
   • Choose Open → Open in desktop app (for Word, Excel, PowerPoint, etc.).
3. Edit Natively
   • Make changes in the desktop client.
   • Save as usual; SharePoint sync ensures the updated file is visible in Kinabase.

Open Desktop Office apps directly from Kinabase

Desktop Office apps offer more advanced features (like macros or specialised design) than the web versions, so opening files directly saves time and preserves complex functionality.

5. Managing your SharePoint structure

Kinabase ensures your files are consistent using real-time sync & without duplication.

Bi-Directional Updates

Uploading or modifying a file in Kinabase updates the corresponding file in SharePoint, and vice versa.

Folder Structure

Kinabase automatically creates a folder for each collection, with subfolders for each record within your SharePoint.

Version Control

SharePoint’s native versioning remains available, letting you revert or view historical changes.

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Troubleshooting Tips

Setting up SharePoint should be straightfoward, but here are some tips from the experts;

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Integrating SharePoint into Kinabase merges file storage and data management.

Once configured, your team can upload, open, and edit files in Office desktop apps, giving you a streamlined workflow

that uses the best of both Kinabase and Microsoft 365.