Collaborations in Kivo can now track status of each person involved in the collaboration. In progress collaborations are represented in two places in the app. The Collaborate "card" in the document details pane now shows a list of each user and their status. Not Started indicates the user has not opened the file yet. In Progress indicates the file has been previewed. At any point a user can click the Done link under the card to change their status to Done.

Collaboration status is also reflected on the home screen.

The Active Collaborations widget now includes an extra line that shows the status of a collaboration including how many users have not started the collaboration, the number in progress, and the number done.

Kivo now has a way to bulk export a folder and it's contents. This feature can be used on any folder or cabinet by clicking on the Folder action menu.

Folder Export provides several options to specify what type information you would like to export.
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The options available in Folder Export determine the versions and format of files exported. The feature supports exporting the current version of all documents in a folder or just the newest approved versions. If a file is not approved, and this option is selected, it will not be included in the export. Additionally, source, PDF, or both can be exported. If PDF is selected and no rendition is available in the system the file will be excluded from the Export.

Exports are generated on the server and you will receive an email once your export is ready to download.

Kivo supports document placeholders to predefine where content is expected in the DMS. This feature is most commonly used in our eTMF module, but can be used in Regulatory or Quality cabinets as well. Placeholders are enabled per cabinet by a Workspace Manager.

Once enabled, Editors can create a Placeholder from the blue + button.

Placeholders can be assigned to users with a due date attached. Kivo's eTMF dashboard exposes these values to track the completion of a trial master file.

It's also possible to Exclude a Placeholder if it is not relevant for that section. This is most commonly used in a virtual inspection to itemize documents that might be held by a CRO, or that are not relevant to that section. Users that are logged in using the Inspector role will be able to see placeholders and the reason for exclusion.

This release also adds multiple ways to add content to a Placeholder. Existing placeholders can have documents uploaded to them. An uploaded file will become version 0.1 and inherit the name of the placeholder.

New versions can be created from document templates. Versions can also be added from a Document Alias. For this feature, first go to the source document (e.g. your protocol in a regulatory cabinet). Click on the menu button in the top right corner of document details and click Create Alias. Then, open your placeholder and click the Document Alias button. The placeholder will be replaced with the document alias.

Contact Kivo Support to enable Placeholders for your organization.

Kivo now supports pre-defined reasons for certain actions in the system.

The upcoming release for approval workflows will fully integrate these reasons throughout the system. Actions that can prompt the user to enter reasons include:

All reasons support an "Other" option where users can type in a reason. "Other" can be enabled or disabled by each action.

A full list of changes will be loaded into your Validation folder in Kivo. Look for the Change Control documentation for release Q4.2022.1.