Document Management>Editing, Reviewing and Approving Content-Workflows
Kivo Version: Pre Mark 3
Kivo utilizes a DocuSign integration to perform 21 CFR Part 11 complaint electronic signature (eSignature) workflows.
Before routing a document for eSignature the document must be reviewed. Refer to the Document Review Workflow for guidance.
A user with editor permissions can route the document to Sign & Approve.
To initiate a Sign & Approve workflow:
Step 1: Navigate to and select the document that needs to be routed for eSignature and Approval.
Step 2: Once the document has passed review, select the Route for Approval icon.
Step 3: A pop-up window will appear. Select the Sign & Approve tab, and then select the desired users to send the document to for signature, and lastly click the Route button.
Step 4: The eSignature workflow will be initiated and tracked within Kivo on the document page. The user who initiated the eSignature workflow can now either:
Author - The user can manage the eSignature workflow in DocuSign in the same manner the DocuSign works (see Step 5).
Cancel Signing Request - The user can cancel the eSignature workflow at any time.
Step 5: Upon selecting Author, DocuSign will open. Different fields for different users (signatories) can be applied to the document from the left-hand panel. Once the fields have been appropriately applied, select SEND.
Step 6: Signatories will each receive email notifications from the Kivo system notifying them of the eSignature workflow request:
Step 7: Each signatory can now select Sign & Approve on the document page which will allow the user to sign off on the document within DocuSign.
Step 8: Login to DocuSign, and follow the steps per DocuSign use.
Step 9: Select the Signing Reason and click the SIGN button. Once complete, close the DocuSign page.
Step 10: Kivo will direct the user back to the Kivo document page where the page will refresh and a new version will appear.
Upon selecting or downloading the PDF version, the signature(s) will appear in the document.