The shared document space

By default, each person files documents in their own cloud space — their Google Drive or their OneDrive. That works fine for one person, and becomes a problem as soon as there are several of you.

The problem it solves

Without a shared space: your colleague attaches the van’s insurance certificate. It goes into their personal space. You can see that a document exists on the deadline — but you cannot open it. And the day that person leaves the company, their space goes with them.

With a shared space: the file lands in a common location, accessible to the whole team, which survives departures.

Setting it up

From Company → Shared document space, an administrator clicks “Designate a shared space” and picks the location in their provider’s picker:

• with Google, a shared Drive in your Google Workspace;
• with Microsoft, a SharePoint folder in your Microsoft 365.

Two conditions:

1. A business account. Shared Drives are a Google Workspace feature and SharePoint sites a Microsoft 365 one: neither a personal Gmail account nor a personal Microsoft account has them.
2. Your cloud space connected beforehand, from Settings. Without that, Kimori says so and the button stays inactive.

Once designated, the screen reads “New team documents are stored here”.

Removing it

The “Remove” button hands control back: subsequent documents return to each person’s personal space.

Removing the space moves nothing

Documents already filed stay in the shared space — they are neither brought back nor deleted, and the references keep pointing to them. Only subsequent uploads change destination.

A useful side effect

Shared mode also improves file state detection. In a common space, Kimori can see whether a document has been trashed or deleted whoever uploaded it, and reports it to everyone. In personal mode, each person only reliably sees the state of their own files.

The details of uploading, the folder tree and the states are covered in Attaching documents.