Required Roles: Any
Required Permissions: Workspace Manager (to assign) Product Module Manager (to use)
Kivo's Product Module Manager role gives a user the ability to manage a specific module - Regulatory, Clinical, Quality, or Corporate - without granting full Workspace Manager access. This article explains what the role can do and how a Workspace Manager assigns it.
Section 1: Overview
The Product Module Manager role is a scoped subset of the Workspace Manager role. It allows a user to perform manager-level actions inside one or more assigned modules, while global workspace controls stay reserved for Workspace Managers.
A user can be assigned as a Product Module Manager for:
One module (for example, Regulatory only)
Several modules (for example, Regulatory and Clinical)
All four modules (Regulatory, Clinical, Quality, and Corporate)
Permissions are isolated to the assigned module(s). The user will not see manager actions in modules they aren't assigned to.
Section 2: What a Product Module Manager Can Do
Product Module Managers access their tools through Manager mode.
Enter Manager Mode
Click your name in the top navigation and select Manage Modules. Workspace Managers see Workspace Manager Mode in this same spot. Product Module Managers see Manage Modules instead.
This opens a Manager view limited to only to the modules you've been assigned. Any modules you aren't assigned to will not appear.
Manage Cabinets, Folders, and Permissions
Inside Manager mode, a Product Module Manager can:
Open any cabinet or folder in the assigned module
Edit folder details, tags, and workflow settings
Create new folders
Bulk move folders
Assign user or group permissions to documents, folders, submissions, the eCTD viewer, and Regulatory Access
In Clinical, manage trial sites
In Quality, manage activities and vendors
Manage Active Workflows
Product Module Managers can view active workflows in their assigned module. From there they can:
See workflows in progress
Change the assigned user on a workflow step
Help unblock workflows when an approver is out of office
Manage Documents and Records
Product Module Managers can also delete records that were created in error or are no longer needed.
Section 3: Assigning the Product Module Manager Role
This is performed by a Workspace Manager.
Step 1 – Open User Management
Hover over the Settings icon and select User Management.
Step 2 – Open the User Drawer
For a new user: Click Create User, complete the front-page fields, and click Save and Continue. The user drawer opens automatically.
For an existing user: Hover over the user's row and click the Edit button when it appears in blue.
Step 3 – Confirm Workspace Manager Is Off
The Product Module Manager toggles are disabled when Workspace Manager is on, because Workspace Managers already have these permissions across all modules. If the user should be scoped to specific modules, turn Workspace Manager off first.
Step 4 – Select the Modules
Toggle on the modules this user should manage. You can pick any combination of Regulatory, Clinical, Quality, and Corporate.
Step 5 – Save
Click Save to apply the role. The user immediately gains access to Manage Modules for the selected module(s).
Section 4: Notes, Permissions, and Important Behavior
The Product Module Manager role does not include the following items. These remain reserved for Workspace Managers:
Adding or inviting users into Kivo
Creating or editing user groups
Deactivating users
Editing backend metadata
Accessing the Workspace Manager audit trail
Accessing the Settings icon
A Product Module Manager assigned to only one module (for example, Regulatory) cannot manage cabinets, folders, or permissions in any other module.
Section 5: Confirming the Assignment
To verify the role is active, the assigned user can click their name in the top navigation. They should see Manage Modules, and the Manager view should display only the modules they've been granted.
