This guide shows you how to upload a new version of a document in Kivo. Adding a new version replaces the current working file while preserving the document's history, metadata, and approval status.
Prerequisites
You must have the Editor role and edit permissions on the document.
The document must not be locked in an active workflow (collaboration, review, or approval).
Step 1: Open the Document
Navigate to the folder that contains the document and open it. The version upload area appears on the Home tab of the document, below the Workflow section.
If the version upload area is not visible, you do not have edit permissions on the document, or the document is currently locked in an active workflow.
Step 2: Upload the New Version File
In the version upload area, either:
Drag and drop your file directly onto the Drop file here to create a new version area, or
Click Browse to select a file from your computer.
If the document requires a separate PDF companion file, you can drop or select both files at the same time. Kivo automatically identifies which file is the PDF based on its file extension. To swap which file is treated as the source and which as the PDF, click the exchange icon between the two file names in the confirmation table.
Step 3: Add a Description and Create the Version
After uploading, a confirmation table appears showing the document name, source file, PDF (if provided), and a Description field.
Enter an optional description to note what changed in this version, then click Create Version.
Bypass Workflow (if available)
Some folders are configured to allow bypassing the review and approval workflow when uploading a new version. If this option is available for your folder, a Bypass Workflow toggle appears in the confirmation table.
Enabling Bypass Workflow immediately approves the version on upload, without starting a review or approval step. When you click Create Version with bypass enabled, a dialog appears asking you to provide:
Reason for Approval – required
Effective Date – required or optional depending on folder configuration
Review By Date – required or optional depending on folder configuration
Click Approve to complete the upload and mark the version as approved.
Verify It Worked
After the version is created, the document's Home tab updates to show the new version number. The new version also appears in the Versions section of the document.
Common Issues
The version upload area is not visible. You may not have editor permissions on this document, or the document is currently in an active workflow. Contact your workspace manager to verify your permissions, or wait for the active workflow to complete before uploading.
Create Version is disabled. The file is still uploading. Wait for the upload to finish before clicking Create Version.
A duplicate file warning appears. Kivo detected that the file you are uploading matches an existing document in the workspace. Review the details in the warning, then confirm to proceed or cancel and upload a different file.