Document Management
By Casey1 author52 articles
- Document Structure and Display OverviewUnderstand how Kivo displays document information, including the document card, Home and Versions tabs, related items, metadata, access permissions, and audit history, to help you quickly interpret status, versions, relationships,…
- Document Lifecycle OverviewLearn how documents move through Kivo from draft to final approval, including workflow steps, status changes, and how lifecycle transitions occur. Understand how to track progress, collaborate, and interpret document…
- Kivo Document Management OverviewRequired Roles: Editors/Reviewers/Approvers Required Permissions: Access to the Documents module and, for setup, Workspace ManagerIndex Ov...
- Handling Unblinded Data in KivoLearn how Kivo handles unblinded data access and visibility, including how to enable unblinded viewing permissions, what it means for regulatory and clinical content, and how access is controlled by…
- Troubleshooting E-Signature Approval Issues in KivoTroubleshoot e-signature approval issues in Kivo, including missing PDFs, users not appearing on approver lists, and approval errors. Learn common causes, step-by-step fixes, and when to contact Support for Microsoft…
- Linking Quality Events to Documents in KivoLink Quality Events to documents in Kivo to improve traceability and compliance. Learn how to associate QEs using the Related tab, manage connected records, and support audit readiness with clear…
- Understanding Document and Version DetailsEvery file in the document management has a details view that offers a host of information about the document, versions, metadata and more...
- Pin a Document for Quick AccessThe Pin feature creates a shortcut to documents on the Home menu. Step 1. Navigate to a document that you want to pin and click on the Do...
- Sharing a Folder or DocumentShare a document or folder copies a hyperlink to user's clipboard person(s). Paste hyperlink in email, message or other communication to ...
- Locking a DocumentUser with edit permissions and Editor and Reviewer roles can lock the documents, readers do not enjoy this privilege. See information on U...
- Delete Document VersionsDocument Management> Deleting Documents and Versions If a document contains multiple draft versions, these draft versions can be soft-d...
- Restore Soft-Deleted DocumentsDocument Management> Deleting Documents and Versions Workspace Manager user permissions. Deleted documents can be restored so that the...
- Deleting Draft DocumentsDocument Management> Deleting Documents and Versions Editor user permissions. Draft documents that contain minor versions (0.1, 0.2, 0....
- Deleting Approved DocumentsDocument Management>Deleting Documents and Versions Workspace Manager user permissions. Kivo can be configured to allow workspace manag...
- Understanding Document DetailsDocument Management>General Document Management Viewer, Reviewer Editor, and Workspace Manager user permissions. Document Details locat...
- Convert an Office document to a PDFPlease note that Office file must be in .docx format, please do not use file in .doc format.Here below are the steps to convert an Office ...
- Previewing a DocumentClick on Documents Navigate to the document you wish to preview In the Current Version box, Click on “Source” This will open a ...
- Move a file in KivoClick on Documents Navigate to the file you wish to move In the Document detail pane, click on the waffle menu, in the upper rig...
- Downloading a Source Document Click on Documents Navigate to the Document you wish to download Click on the arrow next to the version you wish to download Un...
- Download a PDF RenditionClick on Documents Navigate to the Document you wish to download Click on the arrow next to the version you wish to download Unde...
- Accessing the Audit Trail of a DocumentLearn how to view and download a document’s Audit Trail and Where Used report in Kivo to track document history, activity, and where it is referenced across submissions and workflows.
- Democratic Workflows: A Detailed LookThis article explains what changes when Democratic Workflows is enabled, covering who can cancel steps, edit due dates, and remove participants across different step types.
- Table view in the DMS: filtering, custom views, and related-to itemsHow to use Table View in the Document Management System to filter, sort, and monitor documents across a folder — including custom filters, saved views, and Related To filtering for…
- Watermarking and Document OverlaysHow to enable watermarking and configure overlay templates in Kivo — covering folder-level setup, building overlay .docx files with dynamic fields, page layout variants, and the full list of supported…
- Reason Definitions: Configuring and Using Reasons in KivoHow to configure predefined reason lists for key document actions in Kivo, why you'd want to, and how the Allow Other option works for your team.
- Export or Download a Folder or CabinetHow to download or export a folder or cabinet in Kivo, including all export options: version mode, file format, file naming, metadata, related content report, CSV export, and how to…
Creating and Organizing Documents
Authoring, Uploading and adding content
- Accepted File Types in KivoKivo accepts uploads of any file type. This article covers file size guidance, which file types support in-platform preview, and which formats support real-time collaboration.
- Organizing Content with Folders and CabinetsRequired Roles: Workspace Manager (to configure), Editors/Reviewers/Viewers (to use structures)Required Permissions: Access to the relevan...
- Authoring a New DocumentUsers with appropriate authoring permissions ("Editor") can author a document in Kivo.Authoring a new document is similar to Uploading Doc...
- Upload Documents to KivoDocuments can be uploaded to specific locations within Kivo as single documents. Alternatively, multiple documents can be bulk uploaded to...
- Using Document PlaceholdersCreate and manage document placeholders to define expected content, assign ownership, set due dates, and track completeness. Placeholders help ensure required documents are uploaded on time and support inspection readiness…
- Uploading Documents to PlaceholdersLearn how to upload documents directly to placeholders in Kivo, including drag-and-drop upload, creating from templates, aliasing existing documents, and excluding placeholders when content is not applicable.
- Full Text Search: search inside your documents, not just their namesSearch the contents of your documents, not just their names. How Full Text Search (FTS) works and how it protects your data.
- Add Metadata to a version of a DocumentMetadata fields can be defined as Text, Date, Select (Picklist), or Multi-select. Individual fields can also be set as required. Individua...
- Approving a Document (workflow disabled) Please note that before approving a document, user must have approval permissions and you should lock the document you wish to approve.I...
- Review a Document in a WorkflowRequired Roles: Editor, Reviewer Required Permissions: Edit NOTE: Workflow settings and steps are configured per workspace. Step 1. Find ...
- Editing a Document in Microsoft WordRequired Roles: Editor, Reviewer Required Permissions: Edit Step 1: Navigate to the document. Notice the workflow steps applied to the doc...
- Editing a File or Version in BrowserDocument Management>Create, Delete and Working with Content Versions>Editing and Working with Versions Editor Permissions. Cabinets ...
- Adding a Version to a File or DocumentDocument Management> Editing Documents and Working with Versions Users with Editor or Reviewer role and Edit permissions can add a vers...
- Renaming a DocumentUsers with Editor permissions can rename a document. Documents cannot be renamed while in a workflow step or while Locked. Step 1. Navigat...
- Creating a WorkflowCreating a workflow Step 1: To create a new workflow as a Workspace Manager user, navigate to Settings > Workspace Settings: Step 2:...
- Configuring WorkflowsCreate and manage custom document workflows in Kivo, including defining collaboration, review, and approval steps. Learn how to build workflow templates, assign them to cabinets or folders, and control how…
- Approving a Document - Simple Approval WorkflowDocuments can approved following completion of a Review workflow. The approval process within Kivo allows users to execute an eApproval wo...
- Approving a Document - Sign & Approve WorkflowDocument Management>Editing, Reviewing and Approving Content-Workflows Kivo Version: Pre Mark 3 Kivo utilizes a DocuSign integration to...
- Document Review WorkflowThe Document Review workflow allows an Editor or Reviewer to conduct a QC review on a draft document. A review workflow must be complete...
- Add/Remove a user from a Collaboration SessionAfter a collaboration session has been created, navigate to the file in the DMS. In the Active Collaboration section of the Document Detai...
- Add a Description to a document versionDocument Management>General Document Management Editor user permissions. Step 1. Navigate to the document that you wish to add a descr...
- How to add a PDF Rendition to a versionClick on Documents Navigate to the Document you want to add a PDF to Click on the Ellipsis to open the Action Menu Click on “...
- Automating Document Lifecycle with Version LabelsLearn how to configure Version Labels in Kivo to automate document lifecycle states such as effective, expired, and superseded. This article explains how labels are applied through workflows, date rules,…
- Retiring and Reinstating Documents in KivoLearn how to retire and reinstate documents in Kivo using Version Labels. Configure permissions, mark versions as retired, and understand visibility and lifecycle behavior when removing documents from active use.