Required Roles: Editor, Reviewer
Required Permissions:
Workspace Managers must enable the Placeholder feature at the cabinet level
Users must have Edit and Create File permissions within the specific cabinet
Introduction
Document Placeholders allow teams to define where content is expected before the document is available. This is most commonly used in the eTMF module for study TMFs but is also available in Regulatory and Quality cabinets. Placeholders help track expected content, assign ownership, and monitor timelines.
Overview
Placeholders are used to:
Define expected documents within a structured cabinet or study
Assign responsibility for uploading content
Track expected submission dates
Monitor upcoming and overdue items
How Placeholders Work
A placeholder reserves a defined location for future content.
A document can be uploaded to the placeholder at any time.
Metrics automatically track expected versus overdue content based on the configured date.
Ownership and accountability are clearly defined through assignment.
Once created, placeholders act as a defined location where a document can be uploaded at any time.
Enabling Placeholders (Workspace Managers)
Before users can create placeholders, the feature must be enabled at the cabinet level.
Step 1 – Enter Manager Mode
As a Workspace Manager, enter Manager Mode.
Step 2 – Edit the Cabinet
Select the appropriate module.
Navigate to the specific cabinet.
Click the ellipsis icon associated with the cabinet.
Select Edit.
Step 3 – Enable the Feature
Under Cabinet Settings, enable the Use Document Placeholders toggle.
Exit Manager Mode.
Placeholders are now available within that cabinet.
Creating a Placeholder
Users with Edit and Create File permissions can create placeholders once the feature is enabled.
Step 1 – Navigate to the Target Location
Navigate to the appropriate module, cabinet, and folder.
Click the blue “+” icon.
Select New Placeholder.
Step 2 – Enter Placeholder Details
Enter a name in the Placeholder Name field.
Click Create Placeholder.
Multi-Document Placeholders
If a placeholder is expected to contain more than one document, you can configure it as a Multi-Document Placeholder. This allows multiple related files to be uploaded and tracked under a single placeholder, helping keep content organized and complete. Multi-document placeholders also support standardized naming through prefix and suffix configuration. For full setup details and examples, see the Multi-Document Placeholders article.
Configuring Placeholder Settings
After creation, additional values can be configured:
Assigned To
Assign ownership or responsibility to a specific Kivo user. The placeholder will populate on this individuals dashboard.Content Expected
Enter the date when content is expected. Kivo uses this date to generate metrics such as upcoming and overdue items.Required
Set whether the placeholder is required or optional.Exclude Placeholder
Set whether the placeholder should be excluded
Excluding a Placeholder
The Exclude Placeholder option allows you to mark a placeholder as intentionally not applicable for a specific section, study, or inspection. This is helpful when a document is not required, is maintained outside of Kivo, or is held by a third party such as a CRO.
When a placeholder is excluded:
It is removed from completeness calculations and overdue metrics
It remains visible for transparency and audit traceability
A reason for exclusion can be documented
This feature is commonly used during virtual inspections to clearly indicate why certain expected documents are not present. Users logged in with the Inspector role can view excluded placeholders along with the documented reason for exclusion.