Role: Editor and Reviewer

Permissions: View

TOP TIP: Save a Report to DMS

Kivo provides several default or out-of-the-box pre-configured reports for each cabinet or product area. The pre-configured reports are designed to enable organizations to quickly use the data in Kivo for decisions, managing workloads, resource management, KPIs, and compliance.

Reporting views, filters and columns (ie. the look and feel) may be further configured to meet specific workflows in organizations.

Step 1. Access Reports via the Reports Icon on the Kivo navigation menu. Depending on the user permissions and roles, the reports visible will vary. In the example below, this user has access to Quality, Regulatory, User, Training, Document, and TMF Reports.

Step 2. All Reports, regardless of product area, include the following options: Save, Filters, Sort, Pin, and Share. In the example below, the Controlled Document List Report in Quality shares the same menus as the Correspondence Log Report in Regulatory.

Step 1. Save a Report menu. Kivo provides multiple formats and options to save a report. The Save a report option is most used for a Training Course Report. Click the Save menu to view the options. Options include PDF, CSV, XLSX, Email Report, Save to DMS and Copy Link.
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Step 2. Click Save to DMS

a) Name of Report: Depending on the configuration of the users' system, a naming convention may be applied (see below the name of report in small letters, a naming convention is described). Variables can be added to the name so that it automatically generates reports that include the #{{Current Date}} or #{{user}}. This is especially useful if saving a User Training report and selecting the "Save Multiple Reports" option to create a separate report for each selected user.

b) Format: PDF or CSV is available.

c) Cabinet: Choose the content cabinet to store the report. In the example below, Quality is chosen.

d) Folder: Choose the folder within the cabinet to store the report. In the example below, 01. Controlled Documents> 01.07 Other is chosen.

e) Navigate to the Cabinet (Quality)>Folder (01. Controlled Documents> 01.07 Other)>Report (User Report 2025_2025-06-02-Darshan Patel) to view the record.

Saving to output formats like PDF, CSV and XLSX allow users to choose a preferred file type for download.

Email Report functionality allows a one-time or set a frequency for email delivery of reports in a specific format.

a. Select Email Report.

b. Dialog open. Options include format: PDF, EXCEL, or CSV; Send now or schedule; date to start and frequency. Click Schedule. Cancel a previously scheduled report by finding it in the Currently Scheduled section.

Copy link in the Save Menu provides a link in the users' clipboard.

Step 1. Filters narrow down the amount of data in the reports. It allows the user to pinpoint specific data and ranges to view in a report. Each report filter option will change depending on the data. Multi-select options are available on filters (indicated by a ☐checkbox ).

a) In the "Documents Assigned to" Report, data may be filtered based on Cabinet and Assignee.

b) In the "Regulatory Commitments Tracker" Report, data may be filtered based on Health Authority, Related Application, Due Date, and Commitment Type.

Step 1. Sorting provides a quick way to list results alphabetically or numerically. Sorted columns are indicated by an up ↑ or down ↓ arrow, indicating ascending or descending. In the example below, the "Docs by Expiration Date" Report is sorted ↑ by Expiration Date.

Step 1. Pin a report behaves the same as other pin functions. A Pinned report is saved to a user's home page and is accessed by hovering over the Home icon. In the example below, the "Docs by Expiration" report is pinned and visible by hovering over the Home icon.

Step. 1. Click the Share icon to create a link in the users' clipboard. The link may be pasted into any document, email or any location that accepts hyperlinks to share the location of the report.