Required Roles: Workspace Manager (to configure), Any user (to view and use documents)
​Required Permissions: Access to the Controlled Documents module; Workspace Settings access for metadata configuration

Understanding the anatomy of a Kivo document is important to quickly undertsand and gather metadata, status, and versions and other important information on heach document.

This article will discuss each of the major components of the visibile doc card in Kivo.

This article explains what each of these means in Kivo and how they work together.

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The document card is designed to give you quick access to the most important information about a document at a glance. By default, it displays key details that help you understand the document’s current status and ownership.

Above the doc the the Title and Control Number of the document will be shown.

Below, the Doc Card will show the following information is by default.

In addition to these default fields, workspace managers can configure additional metadata to appear on the document card. These optional fields may include information such as the effective date, review date, expiration date, or other custom metadata that is relevant to your organization’s workflows.

To view or access the document files, select either the Source icon or the PDF icon on the document card. You will be given the option to preview the file directly in your browser or to download it to your device. This makes it easy to quickly review content or save a copy for offline use.The Doc is meant to show you all of the most important immediate information on the document. It will show you the following at default

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While the Doc Card shows the latest approved version, the Home tab shows the current working state of the document at a glance. It makes it easy to see whether a new version exists and if it is actively being worked on.

If a draft version is in progress, the Home tab displays the draft version number and file type, clearly distinguishing it from the latest approved version.

The current workflow step is also shown, such as Draft, Content Review, Final Review, or Approval. This lets you quickly understand where the document is in the review process.

The Home tab lists the collaborators involved in the current workflow step along with their status, so you can see who is responsible and whether work has started.

You will also see the latest update information, including when the draft was last updated and who last made changes. This provides clear visibility into the most recent activity on the document.

For more detailed information on workflows and how documents move through them, see Document Lifecycle Overview.

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When you navigate to the Versions tab, you can view a complete history of all document versions in a clear, table based layout. The table displays version numbers and descriptions, making it easy to understand how the document has evolved over time.

For each version, options are available to both preview and download the Source file and the PDF. This allows you to quickly review content directly in your browser or save a copy as needed.

The Versions tab also includes a filter to show approved versions only. When enabled, this filter helps you focus on finalized, approved content while hiding draft or in progress versions.

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The Related tab shows items that are linked to the document, helping you understand how it connects to other content across the system. Each related item is displayed along with its location or file path, so you can easily see where it lives within the workspace and navigate to it when needed.

The Related tab is organized into the following subtabs.

Together, these subtabs provide a complete view of how the document is related to other documents, activities, and workflows across the system.

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The Metadata tab displays all structured information associated with a specific document version. Metadata is based on the foundational document classification, including the selected document Type, Category, and Artifact.

Once these classifications are defined, Kivo automatically pulls the cumulative set of metadata fields associated with each level. This determines which fields appear on the document and ensures all relevant information is captured consistently.

Metadata is structured information that describes and categorizes a document beyond its title, document number, and content. It is used throughout Kivo to support both day to day document management and system level functionality.

Metadata is used for:

Metadata values are managed per document version, allowing users to enter or update information for each major or minor version. When a document is locked, metadata cannot be edited until the document is unlocked.

This structure ensures every document version includes accurate, relevant, and consistently applied metadata across Kivo.

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The Access tab shows which users and groups are able to access the document and what permissions they have. This provides clear visibility into who can view, edit, or interact with the document at each stage of its lifecycle.

Access can be reviewed by both Groups and Users, allowing you to understand permissions at a high level or for individual users. For each entry, the Access tab displays the specific permissions granted, such as the ability to edit, download, view draft versions, or perform other document related actions.

Permissions shown in this tab are role based and controlled by your organization’s DMS configuration. These settings help ensure users have the appropriate level of access based on their responsibilities while maintaining document security and compliance.

For a deeper explanation of role based permissions and how access is managed across the DMS, refer to the User Roles & Permissions article in the knowledge base.

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The Audits tab provides a comprehensive, chronological record of everything that has happened to a document. It shows what changed, when the change occurred, and who made the change, creating a complete audit trail for the document.

Each entry captures key events such as version creation, metadata updates, workflow actions, file additions, access changes, and relationships to other records. Both the previous value and the new value are displayed where applicable, making it easy to understand exactly what was modified.

The audit trail is especially valuable for understanding how a document has changed over time and for pinpointing when critical events occurred, such as approvals, effective date updates, or document locks. This level of visibility supports compliance requirements and makes audits, investigations, and reviews significantly easier.

Audit logs can also be downloaded, allowing organizations to retain records or share documentation as needed for regulatory or internal compliance purposes.

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Together, the Home, Versions, Related, Metadata, Access, and Audits tabs provide a complete view of a document throughout its entire lifecycle in Kivo. From understanding the current status and workflow progress, to reviewing version history, relationships, metadata, access controls, and audit activity, each tab plays a specific role in maintaining clarity, control, and compliance.

This structure ensures that documents are easy to manage, traceable over time, and governed by consistent permissions and metadata. By centralizing all document information and activity in one place, Kivo supports efficient collaboration, strong compliance practices, and full confidence in the accuracy and integrity of your document management system.

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Accessing the Audit trail and Where used report

Relating Documents and Forms to Quality Activities

User Roles & Permissions

How Permissions Work in Kivo

Kivo Document Management Overview

[Kivo Admin Guide] > [Controlled Documents] > Document Basics: Metadata, Status & Versions