Required Roles: Editor
Required Permissions: Edit permissions in the folder where you're creating the alias
A document alias allows you to manage a single document in one central location while providing access to it from multiple folders within Kivo. This lets you share the same document with different users in different areas, each with their own customized permission levels and version visibility.
Overview
Document aliases are linked references to an original document rather than copies. When you create an alias, it appears in a new folder but always points back to the original. This means any updates to the original document are reflected in all aliases.
Each alias can have different settings independent from the original and other aliases. For example, one alias might show only approved versions while another shows all versions, or one might prevent downloads while another allows PDFs.
Creating an Alias
Step 1 – Open the document
Navigate to the document you want to create an alias for and open it.
Step 2 – Select Create Alias
Click the Alias Document option in the document menu.
Step 3 – Choose the destination folder
Select the folder where you want the alias to appear. You must have edit permissions in this folder.
Step 4 – Select version display settings
Choose how users will see document versions in this alias:
Approved versions only: Show only published, approved versions
All versions including drafts: Show all versions, including work in progress
Specific version: Show only one version you select
Step 5 – Configure download permissions
Set what users can download from this alias:
No downloads: Users can preview only; no downloads allowed
PDF only: Users can download a signed PDF
Source downloads: Users can download the original source file
Note: Download permissions for an alias are independent of the original document and other aliases. You can restrict downloads in one alias while allowing them in another.
Step 6 – Confirm the alias
Review your settings and click Create to create the alias.
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Accessing the Alias
Once created, the alias appears in the destination folder like any other document. Users can click it to preview the document. If you disabled downloads, users see only a preview view and cannot edit it. If you enabled downloads, a download button appears on the versions tab where users can download according to your permission settings.
Managing Aliases
Step 1 – View alias locations
From the original document, select the Related tab and choose Alias Locations to see all folders where this document is aliased.
Step 2 – Update an alias
From the alias in its destination folder, open the menu and select Update Alias. You can modify the version display or permission settings without affecting other aliases or the original.
Step 3 – Delete an alias
From the alias menu, select Delete Alias to remove it from that folder. This does not affect the original document or other aliases.
Step 4 – Convert alias to document
Select Convert to Document from the alias menu to make it a standalone, independent document that no longer links to the original.
