Required Roles: Any role with read access to the relevant cabinet or folder

Required Permissions: View Documents

Table View gives you a flat, cross-folder list of every document in a cabinet or folder, including all subfolders, in a sortable, filterable table. For quality professionals tracking review cycles, clinical teams monitoring study documents, and regulatory teams managing submission content, it provides a faster way to assess status across a large document set without navigating folder by folder.

Overview

The standard DMS browser view shows documents in their folder structure. Table View offers an alternative way to visualize and see your documentation set with a single flat list that spans all subfolders. Every document in the selected scope appears in one place, and you can filter, sort, and refine the list using the tools in the toolbar.

Table View is particularly useful when you need to:

See the workflow status of every document across a quality cabinet or study folder at a glance.
Find all documents related to a specific activity, project, or regulatory submission.
Find all documents with a certain metadata selection.
Identify drafts or placeholders across a large folder hierarchy.
Share a pre-filtered view with a colleague or save it for a recurring review cycle.

Accessing Table View

Step 1 – Switch to Table View

Open any cabinet or folder in the DMS. In the top-right corner of the document browser, select the Table View toggle.

The view switches immediately. The breadcrumb at the top of the page shows your current location within the cabinet.

Note: Table View shows the selected folder and all of its subfolders. To narrow the scope, use the breadcrumb dropdowns to navigate to a more specific subfolder.

Columns in Table View

The following columns are always visible:

Column	What it shows
Name	The document name. Select it to open the document drawer.
Version	The current version label (e.g. 1.0, Draft).
Last Approved Version	The most recently approved version number. Useful for confirming which version is in effect.
Workflow Status	The document's current status: Active, In Review, In Collaboration, Archived, and so on.

Additional columns, including Location, Document Owner, Document Type, Category, Artifact, and any custom metadata fields configured for your workspace can be added via the Edit Filters drawer. See Adding custom filters and columns below.

Quick Filters

The Quick Filters dropdown in the toolbar provides three fast toggles for common document visibility scenarios.

Filter	What it does	When to use it
Show Only Placeholders	Hides all real documents, showing only placeholder records.	Useful for quality or regulatory teams auditing which required documents have not yet been uploaded.
Hide Placeholders	Removes placeholder records from the list, showing only real documents.	Useful when you want a clean view of submitted content without gaps.
Hide Drafts	Removes documents in draft state from the list.	Useful for regulatory or clinical teams who need to see only finalised or approved content.

Note: Show Only Placeholders and Hide Placeholders are mutually exclusive. Enabling one automatically clears the other.

Related To filter

The Related To dropdown lets you filter the table to show only documents that have been linked to a specific record elsewhere in Kivo. This is one of the most powerful filters for clinical and regulatory teams who need to see all documents associated with a particular piece of work.

You can filter by any of the following record types:

Related To type	Use case
Document	Find all documents linked to a specific source document — for example, all supporting records associated with a master SOP.
Activity	Find all documents linked to a quality or clinical activity — for example, all evidence documents for a CAPA or an audit finding.
Project	Find all documents associated with a project — useful for clinical teams managing study-specific document sets.
Submission	Find all documents linked to a regulatory submission or eCTD archive. Applies to both standard submissions and eCTD leaf nodes.

Step 1 – Apply a Related To filter

Select Related To in the toolbar, then choose the record type you want to filter by (Document, Activity, Project, or Submission).

Step 2 – Search for and select the record

A search modal opens. Type the name of the record you are looking for and select it from the results.

The table immediately filters to show only documents related to that record. The active filter appears as a tag in the toolbar — select the tag to remove it.

Note: You can apply only one Related To filter at a time. Selecting a new Related To record replaces the previous one.

Adding custom filters and columns

The Edit Filters button opens the configuration drawer, where you can add columns and filter controls to the table beyond the default set. This is where you configure the view for specific use cases — for example, adding a Document Type column when reviewing a quality cabinet, or adding custom metadata fields relevant to your workspace.

Step 1 – Open the configuration drawer

Select Edit Filters in the header bar.

Step 2 – Add a filter or column

In the drawer, select Add filter and choose the field you want to include. Available options include:

Standard Fields: System generated dates and fields (Location, Document Owner, Effective Date, Review By Date, etc)
Metadata Fields: Metadata fields configured for your workspace

Note: When using a metadata field, the name entered into the filter must match the metadata field identically.

For each filter you can choose how it behaves:

Add as a column: displays the field value as a column in the table, even if you do not apply a filter value.
Add as a filter: shows a filter control in the toolbar so you can filter by that field interactively.
Pre-apply a value: sets a default value that is applied every time the view loads. Useful for pre-filtering to a specific document type or workflow status when sharing a view.

Step 3 – Save the configuration

Select Save in the drawer. Your column and filter selections are saved for this folder and will be restored the next time you open Table View in the same location.

Saving and sharing views

Once you have configured filters and columns for a particular use case — for example, a view of all In Review documents in a regulatory cabinet filtered by submission — you can save it as a named view and return to it without reconfiguring.

Step 1 – Save a view

Select Save in the toolbar. Enter a name for the view. If you want to replace an existing saved view, select it from the Or replace an existing view field instead.

Select Save to confirm. Saved views are stored against your account and are accessible from any device.

Step 2 – Open a saved view

Select Saved Views in the toolbar. The drawer shows your saved views filtered to the current folder, your recently opened views, and all saved views across the workspace.

Select any view to navigate directly to it. The table loads with all columns, filters, and pre-applied values from when the view was saved.

Sharing a view with a colleague

To share a configured view, select the Share button in the toolbar. Kivo generates a URL that encodes the full view configuration. Anyone with access to the cabinet can open the link and see the same columns and filters you have set up — including pre-applied filter values.

Note: Shared URLs reflect the view configuration at the moment the link was generated. If you update a saved view later, you will need to generate a new share URL.

Navigating folders in Table View

The breadcrumb at the top of the page shows your current location. Each segment is a dropdown: select any level to jump to a different cabinet or subfolder without leaving Table View. Your filter and column configuration is preserved when you navigate.

To drill down into a subfolder of your current location, select the … dropdown at the end of the breadcrumb and choose a subfolder.

Common use cases by team

Quality teams: Open a quality cabinet in Table View and add Workflow Status as a filter. Filter to In Review to see every document currently under review across all subfolders. Save the view as Quality - Active Reviews and share it with the QA team for weekly status checks.

Clinical teams: Use the Related To - Activity filter to pull all documents linked to a specific CAPA or audit finding. Add the Document Owner column to see accountability at a glance. Save and share with the study team.

Regulatory teams: Navigate to your eTMF or submissions folder and use Related To - Submission to filter documents linked to a specific eCTD archive. Enable Hide Drafts from Quick Filters to see only finalized content. Add the Last Approved Version column to confirm version currency before submission.