Required Roles: All
Required Permissions: Access to documents in the appropriate module.
Overview
Kivo provides built-in audit trail reporting at the document level to support traceability, audits, and impact assessment.
You would use these reports to:
Review document activity and changes
Download audit logs for audits or compliance
Identify where a document is used across submissions
Key reports include:
Audit Trail
User Action Report
Accessing Document Audit Trail
Step 1 – Navigate to Documents
Click Documents on the appropriate module
Locate and select the document you want to review.
In the document details panel, click Auidits. This report will show all actions associated with the history of the document.
Audit Trail Action Definitions
Document Lifecycle
Document Created – A new document record was created in the system.
Document Updated – The document content or attributes were modified.
Document Name Updated – The document title was changed.
Document Owner Changed – Ownership of the document was reassigned.
Document Moved – The document was moved to a different location or folder.
Document Locked – The document was locked to prevent editing.
Document Unlocked – The document was unlocked and editing was re-enabled.
Update Metadata – Document metadata (effective date, expiration date, etc.) was updated.
Imported Audit Activity – Audit history was imported into the system (typically during migration).
Version Control
Version Created – A new document version was created.
Version Updated – Version details such as effective or expiration dates were modified.
Version Deleted – A document version was removed.
Version Approved – A document version completed the approval process and was approved.
Review
Review Started – A review workflow was initiated.
Review Ended – The review workflow was completed.
Review Cancelled - The review workflow was cancelled mid review.
Reviewer Status Updated – A reviewer’s status changed (for example, to Approved or Rejected).
Approval
Approval Started – An approval workflow was initiated.
Approval Ended – The approval workflow was completed.
Approval Canceled – An approval workflow was canceled before completion.
Approver Added – An approver was added to the approval workflow.
Approver Status Updated – An approver’s status was updated.
Sign & Approve Started – A combined signing and approval workflow was initiated.
Sign & Approve Canceled – The signing and approval workflow was canceled.
Collaboration
Collaboration Started – A collaboration session was initiated.
Collaboration Ended – The collaboration session was completed.
Collaboration Canceled – A collaboration session was canceled.
Collaboration Session Status Updated – The status of a collaboration session changed.
Training
Training Started – Training associated with the document was started.
Training Status Updated – The status of a training assignment changed.
Training Canceled – A training assignment was canceled.
PDF Previewed for Training Course – The PDF was viewed as part of a training course.
Source Previewed for Training Course – The source document was viewed within a training course.
File and Access Activity
PDF Added – A PDF rendition was added to the document.
PDF Previewed – A PDF rendition was viewed.
PDF Downloaded – A PDF rendition was downloaded.
Source Previewed – The editable source version of the document was viewed.
Audit Trail
The Audit Trail shows a complete log of actions taken on the document.
To download the audit log:
Click Download Audit Log.
Save the file for audit or compliance use.
Downloading the Audit Report
Kivo allows you to download a complete record of a document’s audit history for external review, audits, or change control documentation.
How to Download the Audit Trail
Navigate to the document.
Open the Reports panel.
Click Download Audit Trail.
Kivo will generate an Excel file (.xlsx) containing the full audit history of the document.
What the Download Includes
The exported file contains:
All audit trail entries
Date and time of each action
User who performed the action
Action type
Old and new values (when applicable)
The export includes the entire history of the document, from initial creation through the current version, ensuring complete traceability.
Notes and Important Behavior
Report visibility depends on document access permissions
Audit logs can be downloaded for external review or audits
Where Used reports help assess impact before making document changes