This guide shows you how to create a workflow template in Kivo. Workflows define the sequence of steps a document must pass through — such as collaboration, review, and approval — before it reaches its final approved state. Once created, a workflow is assigned to a cabinet or folder and runs automatically when a document is submitted.
Prerequisites
You must be a Workspace Manager.
Step 1: Open Workspace Settings
Navigate to Settings and select Workspace Settings.
Step 2: Go to Workflows
Select Workflows from the Workspace Settings menu, then click Create Workflow.
Step 3: Name the Workflow and Select a Type
Enter a name for the workflow and select the Workflow Type. The workflow type corresponds to the Kivo module the workflow will be used in — Regulatory, eTMF/Clinical, Quality, or Corporate. Click Create.
The new workflow appears in the list. Select it to open the workflow configuration panel.
Step 4: Add Workflow Steps
Click Add Step to add the first step. The Add Step dialog contains the following fields:
Step Type — the type of action for this step (see Step Types below)
Name — a custom label for the step as it will appear to users
Initial Task Status — the document task status set when this step begins
For Approve steps, an additional Approval Types section appears (see Approval Types below).
Click Add Step to save. Repeat to add additional steps. Steps can be reordered by dragging them in the configuration panel.
Step Types
Kivo supports the following step types:
Collaboration — one or more editors work on the document together
Review Content — reviewers read and mark up the document content
Review — reviewers approve or reject the document
Approve — the document is formally approved; only one Approve step is allowed per workflow
Assign To — assigns the document to a user at a point in the workflow, without requiring a review or approval action
Periodic Review — schedules a review of an already-approved document before its expiration date; requires an Approve step to be present in the workflow (available with the Version Labels feature)
Approval Types
When adding an Approve step, select one or more approval types:
E-Signature — collects electronic signatures via tKivo's built-in e-signature tool
Simple Approval — finalizes the document within Kivo and records the approval in the document audit trail
At least one approval type must be selected.
Step 5: Configure Step Options
After adding a step, the following options are available on the step card depending on step type:
Initial Task Status — the task status applied to the document when this step starts (all step types except Assign To)
Default Duration (days) — the default number of days allowed for this step; users can override this when starting the workflow
This step can be skipped — allows the step to be skipped when starting the workflow (not available on Approve steps)
Threshold Requirements — for Review and Review Content steps: set whether all participants or a minimum number must complete the step, and how many are required to pass it
Assign To — assign the document to a specific user either at the start or completion of the step
Set Metadata — apply free-text metadata to the document at the start or completion of the step
Version Label Settings — for Approve steps (with Version Labels feature): configure effective date and review-by date behaviour
Verify It Worked
The completed workflow appears in the Workflows list with all configured steps visible in the panel. The workflow is ready to be assigned to a cabinet or folder (see Adding a Workflow to a Cabinet for further information).
Modify an Existing Workflow
Navigate to Settings > Workspace Settings > Workflows and select the workflow you want to change. You can rename the workflow, rename individual steps, reorder steps by dragging them, and update any step option directly in the configuration panel. Changes take effect immediately.
Delete a Workflow
Navigate to Settings > Workspace Settings > Workflows, locate the workflow, and click the trash icon to the right of its name. A confirmation dialog appears. Select Delete to confirm.
Common Issues
Cannot add a second Approve step. Each workflow supports only one Approve step. If you need multiple approval points, use separate workflows.
Cannot add a Periodic Review step. An Approve step must exist in the workflow before a Periodic Review step can be added. Add the Approve step first.