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Document Management

Access & Administration

Handling Unblinded Data in KivoRequired Roles: Workspace Manager (to configure), authorized Editors/Reviewers (to access)Required Permissions: Folder-level permission to...
Updated Document CardWe’ve made some enhancements to the look and feel of the document card in the DMS to improve navigation and simplify your work. No changes...
Creating a Document AliasRequired Roles: Editor, Reviewer Required Permissions: EditCreating a Document Alias allows you to author a document in one location and h...
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...
Export a Folder or CabinetUsers can bulk export a folder and it's contents. This feature can be used on any folder or cabinet by clicking on the Folder action menu....
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 and Where used reportClick on Documents    Navigate to the document you wish to check the Where used report In the document detail pane click on “Reports” ...
Document Lifecycle - Drafting, Editing and Approval

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...
Custom Workflows - Creating a WorkflowCreating a workflow Step 1: To create a new workflow as a Workspace Manager user, navigate to Settings > Workspace Settings:   Step 2:...
Custom WorkflowsNote: Custom Workflows is only available in the Mark 3 version of Kivo Go system. To upgrade to the Mark 3 version, please contact Kivo Su...
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 “...