Required Roles: Quality Projects Editor
Required Permissions: Quality Management access; Quality Manager role required to complete, delete, or save a project as a template
This article walks you through creating a Quality Project, structuring it with events and milestones, and managing its lifecycle from active to complete.
Overview
A Quality Project moves through a defined lifecycle: it is created with a name, dates, and a product, built out with Events and Milestones that contain Tasks, and then completed when all tasks reach the Complete status. Completed projects are read-only and cannot be deleted.
Creating a standalone project
Step 1 – Navigate to Quality Projects
In the left navigation, go to Quality Management, then select Quality Projects.
Step 2 – Open the new project form
Click New Project in the top-right corner of the Projects list. A creation drawer opens.
Step 3 – Fill in project details
Complete the following fields in the drawer:
Name: enter a descriptive project name, for example Q3 CAPA Remediation Plan.
Description: optional. Summarise the scope or objective.
Start Date and End Date: set the planned project window.
Product: required. Select the product this project is associated with.
Template: optional. Select an existing template to pre-populate events, milestones, and tasks.
Exclude Weekends: toggle on to skip Saturday and Sunday when calculating task durations and deadlines.
Click Save to create the project and open the project detail view.
Creating a project from a Quality Activity
You can create a Quality Project directly from within a Quality Activity record. This links the project to the activity so that both the compliance record and the execution plan are visible from the same place.
Step 1 – Open the activity
Navigate to Quality Management and open the Quality Activity you want to link a project to.
Step 2 – Go to the Projects tab
Inside the activity, select the Projects tab. This tab lists any Quality Projects already linked to this activity.
Step 3 – Create or attach a project
Click New Project to create a new project and link it automatically to this activity, or select an existing project from the list to attach it. When creating from this context, the activity name is pre-filled and any template variables such as {{Activity Name}} in your template are replaced with the activity's name automatically.
Once linked, the project appears on the activity's Projects tab, and the activity appears in the project's detail view for full traceability between the quality record and the work plan.
Adding events and milestones
Step 4 – Add an Event
From the project detail view, click New Event in the header toolbar. A prompt appears asking for the event name. Enter a name that describes the phase, for example Investigation, then confirm.
The new Event appears in the project list. Tasks you create will be nested inside it.
Step 5 – Add a Milestone
Click New Milestone in the header toolbar. Enter a name for the milestone, for example Management Review Sign-off, and set a target date.
Milestones appear as point-in-time markers in both the list and Gantt views, providing traceability for key deliverable dates.
Editing project details
To update the project name, description, or exclude weekends setting, click Edit Project in the project header. The Edit Project drawer opens. Make your changes and click Save.
Note: Start and end dates cannot be changed after the project is created. Contact your Quality Manager if dates need to be corrected.
Completing a project
A project can be completed only when every task in it has a status of Complete. When that condition is met, Kivo automatically prompts you with a modal asking whether you want to complete the project.
You can also complete a project manually: click Edit Project, open the dropdown at the bottom of the drawer, and select Complete Project.
Once a project is completed it becomes read-only. No tasks, events, or milestones can be edited. The completion is recorded in the audit trail.
Re-opening a project
To return a completed project to an editable state, click Edit Project, open the dropdown, and select Re-open Project.
The project returns to In Progress status and all content becomes editable again.
Deleting a project
To delete a project, click Edit Project, open the dropdown, and select Delete Project. Confirm the deletion in the dialog that appears.
Note: Completed projects cannot be deleted. Re-open the project first if you need to remove it.
Best practices
Link the project to the relevant Quality Activity at creation to maintain traceability between the execution plan and the compliance record.
Use the Exclude Weekends toggle for any project where weekend work is not expected, to keep duration calculations accurate.
Save a completed project as a template via Save as Template in the header before closing out repeating project types, so future teams can reuse the structure.