Creating a workflow
Step 1: To create a new workflow as a Workspace Manager user, navigate to Settings > Workspace Settings:
Step 2: Select Workflows and click Create Workflow:
Step 3: Enter the workflow Name and select the Workflow Type. The Workflow Type corresponds to the Kivo module that the workflow will be assigned to (Regulatory, eTMF/Clinical, Quality, or Corporate). Once complete, select Create.
Once created, the workflow will appear in the list:
Step 4: Select the created workflow. The workflow will open as a right-hand pane.
Step 5: Select Add Step to create and add a workflow step. Populate the fields in the Add Step window:
a) Step Type: Collaboration, Review Content, Review, Approval
b) Name: Define a custom name for the workflow step
c) Initial Task Status: Select one of the statuses from the drop-down list. This will determine the document task status upon initiation of the workflow step.
d) Select Add Step. The workflow step will appear in the pane.
Step 7: Add additional workflow steps by repeating steps 5-6:
Step 8: For the Approval workflow step, define the Approval Type. One or both can be selected:
Approval: Finalizes draft documents within Kivo and captures approval in document audit trail.
E-Signature: eSigns document using DocuSign integration.
Step 9: Optional Steps:
a) Assign To On: Determines whether a document is assigned to a user at the initiation or completion of the workflow step.
b) Set Metadata: Add free-text metadata to a document, either at the initiation or completion of the workflow step.
c) Default Durations - For any workflow step, set a default due date.
d) Skipped Steps - For all workflow steps except the last (Approve), select the "This step can be skipped" checkbox to allow the step to be skipped if required.
e) Participant Threshold Requirements - For Review Content and Review workflow steps only:
Threshold Requirement: Set whether all or a set number of users are required to participate/pass in the workflow step.
Minimum Number Participants: Set the minimum number of participants required to participate in the workflow step.
Number required: Set the number of users required to pass the workflow step. (Only applicable when the Threshold Requirement is set as Number.
Modifying a Workflow
Step 1: To modify an existing custom workflow, navigate to Settings > Workspace Settings > Workflows and select the relevant workflow.
Step 2: Any workflow can be modified inclusive of the workflow name and the workflow steps.
Deleting a Workflow
Step 1: To delete an existing custom workflow, navigate to Settings > Workspace Settings > Workflows and locate the relevant workflow.
Step 2: Select the bin icon to the right of the workflow.
Step 3: A window will appear. Select Delete "Workflow Name" to confirm the deletion.