Required Roles: Any User
Required Permissions: Access to the relevant cabinets, folders, or documents
Introduction
Kivo provides multiple ways to search for and locate documents, folders, cabinets, and placeholders. Users can perform simple keyword searches, refine results using Advanced Search options, or apply filters within the Document Browser to quickly find relevant content.
This article explains how to use Simple Search, Advanced Search, and Filters to efficiently locate items in Kivo.
Overview
You can locate content in Kivo using:
The global Search bar
Advanced Search options
Document Browser filters
Search results may include:
Documents
Folders
Cabinets
Placeholders
Search results are based on matches found in:
Document name
File name
Metadata
Control number
Folder name
Cabinet name
Simple Search
The Simple Search allows you to quickly search across all areas you have access to.
Step 1 – Use the Search Bar
At the top left of the screen, locate the Search bar.
Step 2 – Enter a Search Term
Type your keyword into the search field.
Kivo will return matching:
Documents
Folders
Cabinets
Results include last updated and location details to help you navigate directly to the item.
Step 3 – Select a Result
Click on the document, folder, or cabinet to open it. If you do not see the piece of content you are looking for, select View more to show all results.
Advanced Search
Advanced Search allows you to narrow results by area, cabinet, or folder.
Step 1 – Open Advanced Search
Click inside the Search bar.
Select the blue Advanced Search link.
This will display additional filters:
Search Term
Area
Cabinet
Folder
Step 2 – Refine Your Search
Enter your search term and select additional dropdown filters to narrow results.
For example:
Searching for “brochure” within:
Area: Clinical
Cabinet: KV-003-Unblinded
Folder: 01. Trial Level
Will return only matching items within that defined scope. Advanced Search helps reduce results when working within large or complex structures.
Using Filters in the Document Browser
Filters can be used while browsing within Regulatory, Clinical, Quality, or Corporate modules.
Filters are located at the top right of the Document Browser.
Step 1 – Open Filters
Click the filter dropdown arrow.
Available Filters
Hide Empty
Removes empty folders from view.Hide Placeholders
Removes placeholders from navigation view.Hide Draft Documents
Removes documents that do not have an approved version.
How Filters Help
Filters allow you to:
Simplify navigation
Focus only on active or approved content
Reduce visual clutter in large folder structures
Note: Hide Empty is a great tool to reduce clutter in the Document Browser by removing folders that do not contain content, making it easier to focus on active and populated locations.
Notes and Best Practices
• Use Simple Search for broad keyword searches.
• Use Advanced Search when you know the area or cabinet.
• Apply filters when browsing to reduce noise.
• Search results only include items you have permission to access.