Required Roles: Any user (to receive notifications)
Required Permissions: Access to the relevant documents, trainings, workflows, or exports you are assigned to
Kivo sends automated email notifications to keep you informed when action is required or a background process has completed.
Overview
This article is a complete reference of every email Kivo sends: what triggers it, who receives it, and what the subject line will say.
For general information about how notifications work in Kivo, see Understanding Notifications in Kivo.
Document Workflow Emails
These emails are sent when you are added to a document workflow step. The email will always include a direct link to the document.
Review Invitation
Trigger: A workflow owner adds you to a document review step.
Subject: You have been invited to review [Document Name] in Kivo
Sent from: Kivo Collaboration
Approval Request
Trigger: A workflow owner adds you to a document approval step.
Subject: You have been requested to approve [Document Name] in Kivo
Sent from: Kivo Collaboration
Co-Authoring Invitation
Trigger: You are invited to collaborate on a document via Microsoft 365. Applies to co-author and multi-author modes only. Solo mode does not send an email.
Subject: You have been invited to collaborate on [Document Name] in Kivo
Sent from: Kivo Collaboration
Training Invitation
Trigger: A workflow owner adds you to a training step for a document.
Subject: You have been invited to a training for [Document Name] in Kivo
Sent from: Kivo Collaboration
Docusign E-Signature Emails
Signing Request
Trigger: Someone requests your electronic signature on a document via DocuSign.
Subject: You have been requested to sign [Document Name] in Kivo
Sent from: Kivo Collaboration
Note: If the sender included a signing note, it will appear in the email body.
DocuSign Authoring Required
Trigger: A document is ready to route for e-signature, but the signature fields in DocuSign still need to be placed by an author before it can be sent.
Subject: Document [Document Name] requires further action in Kivo
Sent from: Kivo Collaboration
Who receives it: The document author responsible for placing signature fields.
Training & Course Emails
Course Enrollment
Trigger: A training manager enrolls you in a course.
Subject: You have been enrolled in a course
Sent from: Kivo Documents
Includes: Course title, due date, and any instructions provided by the training manager.
Reminder Emails
Reminder emails are sent based on your organization's reminder configuration. Contact [email protected] to confirm or change your settings.
Upcoming Work Reminder
Trigger: You have tasks, course enrollments, or collaboration steps due soon, or that are overdue.
Subject: Reminder: You Have Work Due Today / Reminder: You Have Work Due Tomorrow / Reminder: You Have Work Due This Week
Sent from: Kivo Reminders
Timing: Sent the day a task is due, the day before, and as a weekly digest on Mondays for anything due that week.
Includes: A grouped breakdown of items due today, tomorrow, this week, and any overdue items.
Note: Reminder emails are only generated when you have at least one item due or overdue. You will not receive a reminder email for a week with no pending work.
Export & Background Job Emails
These emails notify you when a long-running background process finishes. They are sent regardless of whether the job succeeded or failed.
Folder or Cabinet Export
Trigger: A folder or cabinet export you initiated has completed.
Subject (success): Your cabinet export is ready / Your folder export is ready
Subject (failure): Your cabinet export could not be completed / Your folder export could not be completed
Sent from: Kivo Documents
eCTD Archive Import
Trigger: An eCTD archive you submitted has finished importing.
Subject: Your [format] archive has been imported
Sent from: Kivo Documents
Report Delivery
Trigger: A configured report has been generated and is attached to the email.
Subject: Report from Kivo: [Report Name]
Sent from: Kivo Reports
User Import Completed
Trigger: A bulk user import you initiated has finished. Includes a summary of results.
Subject: Kivo User Import Completed
Sent from: Kivo Documents
Cabinet Successfully Closed
Trigger: A cabinet close operation you initiated has completed.
Subject (success): [Cabinet Name] is successfully closed
Subject (failure): Closing [Cabinet Name] failed
Sent from: Kivo Documents
What Does NOT Trigger an Email
Kivo does not send emails for the following events. These changes will appear on your Dashboard under Updates or My Work, but no email will be sent:
Workflow step completions
Uploading a new document version
Viewing, downloading, or commenting on a document
Following a document
Document status changes (e.g., Draft to In Review): visible in Dashboard Updates
Permission or access changes
Login events or password changes
Changes made to project task dates or durations by someone else
Workflow configuration changes by an admin
All Emails Are Sent From
All Kivo notification emails come from [email protected]. If you are not receiving emails, ask your IT team to add this address to your organization's safe sender list. For help troubleshooting, see Understanding Notifications in Kivo.