Required Roles: Workspace Manager
Required Permissions: Workspace Settings access
Document metadata in Kivo captures and organizes key information about your documents. You can configure metadata at folder, document type, category, and artifact levels, set it to auto-populate through workflows, and customize fields to match your organizational needs.
Overview
Metadata in Kivo can be configured at four levels, each providing a different scope:
Folder level: All documents created in the folder automatically inherit this metadata.
Document type level: Metadata applies when a specific document type is selected.
Category level: Further customize metadata by selecting a category.
Artifact level: Assign metadata specific to individual artifacts within documents.
You can also configure workflows to automatically populate metadata at specified steps, such as approval or completion, eliminating manual entry and ensuring consistency.
Set Metadata at Folder Level
When you set metadata at the folder level, every document created in that folder inherits the same metadata fields automatically. This approach saves time and ensures all documents follow the same structure.
Step 1 – Open folder edit view
As a Workspace Manager, navigate to the folder you want to configure.
Click Edit.
Step 2 – Configure folder metadata
In the edit view, locate the Metadata section.
Add or configure the metadata fields you want all documents in this folder to inherit.
Save your changes.
Assign Metadata by Document Type, Category, or Artifact
Beyond folder-level metadata, you can customize metadata based on document type, category, or artifact. This allows you to tailor metadata fields to specific document classifications.
Step 1 – Select document type when creating a document
When creating or editing a document, choose a Document Type.
Metadata fields assigned to that document type will populate automatically.
Step 2 – Refine with category or artifact
If applicable, select a Category to further refine which metadata fields appear.
Similarly, select an Artifact to customize metadata at the artifact level.
The metadata shown on the document will reflect the combination of folder, document type, category, and artifact settings.
Create and Manage Custom Metadata Fields
Custom metadata fields let you capture information specific to your organization. You create and manage these fields through Workspace Settings.
Step 1 – Access the Document Metadata settings
Click Settings.
Select Workspace Settings.
Click the Document Metadata tab.
Step 2 – Create a new metadata field
Click Create Metadata.
Enter a Name for the field, for example Status, Owner, or Approval Date.
Optionally, add a Description. This text displays as a tooltip when users hover over the field name.
Select a Field Type. Available types are:
Text: Single line of text input.
Text Box: Multi-line text area.
Date: Date field in year-month-day format.
Single Select: User selects one option from a predefined list.
Multi-Select: User can select multiple options.
Address: Global address search that auto-completes as you type.
If you selected Single Select or Multi-Select, add your options. Type each option and press enter to add it to the list.
Check Required if this field must be completed before a document can be approved.
Check Display on Version Card to show this field on the document's main page.
Assign the field to the appropriate Document Type, Category, or Artifact.
Click Create.
Step 3 – Edit, archive, or delete a metadata field
After creating a field, you can modify, hide, or remove it using the field menu.
In the Document Metadata tab, find the field you want to change.
Click the three-dot menu next to the field name.
Choose an option:
Edit: Change the name, description, field type, or assignment.
Archive: Hide the field temporarily. You can restore it later.
Delete: Permanently remove the field.
You can also select multiple fields and delete them together using the checkbox next to each field name.
Automate Metadata with Workflows
Workflows can automatically populate metadata at specific workflow steps, such as upon approval or step completion. This eliminates manual entry and ensures consistent metadata across all documents using that workflow.
Step 1 – Edit workflow metadata settings
When configuring a document's workflow, select the step where you want metadata to auto-populate, for example the Approval step.
Select Settings, Workspace Settings, Workflows, navigate to the Approval step within a workflow and select Set Metadata.
Choose whether to populate metadata on Step Initiation (when the step begins) or Step Completion (when the step finishes).
Step 2 – Configure auto-population
In Workspace Manager mode, navigate to the folder where you want to configure auto-population of metadata. Click the ellipsis and select Edit.
Navigate to the Workflow Settings, add the workflow set the metadata that you'd like to auto-populate documents within the designated folder.
Select which fields should be automatically set, for example Approval Date, Effective Date, or Expiration Date.
Step 3 – Save and apply
Folder changes are automatically saved. Metadata will now automatically populate for all documents using this workflow when they reach the specified step.
Note: Workflow-based metadata applies to all documents in the folder and cannot be manually overridden after the step completes.