Required Roles: Editor/Reviewer
Required Permissions:
Access to Quality Activities (Quality Events)
Access to documents within the relevant cabinet or folder
Introduction
Linking Quality Activities to documents in Kivo is an important step in maintaining traceability, supporting compliance, and ensuring audit readiness.
By associating Quality Activities with the appropriate documents, users can create a clear, connected record of quality-related work and supporting documentation within the system.
Overview
Kivo allows users to link documents and Quality Activities through the Related tab on either record.
Note: Linking creates a two-way relationship. Whether you link a document to an activity or an activity to a document, both records will display the relationship in their Related tab.
This connection enables:
Visibility into associated quality activities
Centralized tracking of related records
Improved traceability for audits and inspections
Relating a Quality Activity to a Document
Step 1 – Navigate to the Document
Locate the document you want to link.
You can access the document through:
The Document Browser
Search
Step 2 – Open the Related Tab
Select the Related tab within the document.
Step 3 – Link to a Quality Activity
In the Related Activities section, click + Link to Activity
Search for or locate the appropriate Quality Activity
Select the activity and confirm
The Quality Activity is now linked and will appear in the Related tab.
Linking a Document to a Quality Activity
Step 1 – Navigate to the Quality Activity
Locate and open the Quality Activity you want to link.
Step 2 – Open the Related Tab
Select the Related tab within the activity.
Step 3 – Link to a Document
Click +Link to Existing Document (or equivalent option)
Search for the document or navigate through cabinets and folders
Select the appropriate document and confirm
The document is now linked and will appear in the Related tab.
Best Practices
Use clear and consistent naming conventions for documents and Quality Activities
Link records at the time of activity creation or investigation when possible
Regularly review linked content to ensure accuracy and relevance
Use the Related tab to quickly navigate between connected records
Notes and Important Behavior
Only users with edit permissions to both the document and activity can create links
Linked records are visible from both the document and the Quality Activity
All linking activity is captured in the audit trail
Linking creates a reference, it does not duplicate content
Compliance and Traceability
Linking Quality Activities to documents supports:
Inspection readiness
Root cause analysis
CAPA documentation
End-to-end traceability of quality processes
Kivo’s audit trail ensures that all relationships and changes are recorded, providing a complete and inspectable history.