This guide shows you how to set up and manage your organization's document type hierarchy in Kivo, including document naming formats and automatic document numbering.
Prerequisites
You must be a Workspace Manager to access this page.
1. Open Configure Types
Go to Settings > Workspace Settings > Document Metadata.
Make sure the Document Type field is active at the top of the page.
Click Configure Types (top right of the field list).
The Document Type Configuration page opens. This is where you define the three-level hierarchy that classifies every document in your workspace.
2. Understand the Hierarchy
Kivo uses a three-level structure to classify documents:
Document Type — the top level (for example, "Policy", "Procedure", "Form")
Category — a subdivision within a Document Type (for example, "HR", "Finance")
Artifact — the most specific level, nested under a Category (for example, "Onboarding Policy", "Expense Report")
Every document in Kivo is assigned to one of these levels when it is created. Metadata fields can also be scoped to specific types, categories, or artifacts, so getting this hierarchy right is foundational to how metadata works across your workspace.
3. Add a Document Type
At the bottom of the type list, click New Document Type.
Type the name and press Enter (or click the checkmark) to save.
The new Document Type appears in the list and can now have Categories added to it.
4. Add a Category
Expand a Document Type by clicking on it.
Click New Category in [Document Type Name].
Type the name and press Enter to save.
5. Add an Artifact
Expand a Category.
Click New Artifact in [Category Name].
Type the name and press Enter to save.
Artifacts are the deepest level — you cannot add a fourth level below an Artifact.
6. Configure Name Format (Optional)
Each Document Type, Category, or Artifact has a Document Name Format field. This is a template that controls how documents are named when they are created under that type.
To set a name format:
Click on a Document Type, Category, or Artifact to expand its settings.
Click the Document Name Format field and enter your template.
Name formats use curly brace placeholders (for example, {{Department}} - {{Title}}) and can include sequence number patterns (described below). If a name format is set at a higher level, it is inherited by items below it and shown as read-only at the lower level.
7. Set Up Document Numbering (Optional)
Kivo can automatically assign sequential ID numbers to documents (for example, POL-0042, SOP-001). This is configured with three fields:
Document Sequence Name
A label that identifies this numbering sequence (for example, "Policy Number", "SOP ID"). This field is required before the format can be set.
Document Sequence Format
The pattern used to generate the number. Use # characters to represent digits:
####produces0001,0002,6001POL-###producesPOL-001,POL-002
You can also include curly brace template sections alongside the # pattern for more complex formats.
Document Sequence Start
The number the sequence starts from. This field appears once a format with # characters is set. Defaults to 0 if left blank.
To configure numbering:
Click on a Document Type, Category, or Artifact to expand its settings.
Set the Document Sequence Name first (required).
Once saved, the Document Sequence Format field becomes editable. Enter your pattern.
If your format includes
#characters, the Document Sequence Start field appears. Enter the starting number if you want to begin somewhere other than 0.
Note: Sequence Name and Sequence Format must both be set together or both cleared together. Clearing the Sequence Name also clears the format and start number.
8. Delete a Document Type, Category, or Artifact
Deleting the highest level in the hierarchy will also delete all of its children (e.g. deleting a category will also delete the associated artifacts).
Expand the item you want to delete.
Click the Delete option in its action menu.
Confirm the deletion.
If the delete option is unavailable, remove or reassign all child items first.
9. Import and Export Types via CSV
You can bulk-import or export your entire type hierarchy using CSV files.
Click the action menu (top right of the page).
Select Import Types to upload a CSV, or Export Types to download the current hierarchy.
This is useful when setting up a new workspace or making large-scale changes to the type structure.
Verify It Worked
After adding or editing types, navigate to a document and open the metadata panel. The Document Type, Category, and Artifact dropdowns should reflect your new structure. If you configured a sequence format, create a new document under that type and confirm the document number is generated correctly.
Common Issues
The Configure Types link is not visible.
The link only appears when the Document tab is selected on the Document Metadata settings page. Switch to the Document tab if you are on another tab.
The Sequence Format field is grayed out.
You must save a Sequence Name before the Sequence Format becomes editable.
I can't delete a Document Type or Category.
The item still has children. Expand it and delete or move all nested items first.
A name format or sequence setting appears read-only on a child item.
The setting is inherited from a parent level. Edit or clear it at the parent level to make changes.