How Do I Create an Approval Step?

How Do I Create a New Workflow?

In Kuali Build, creating a new Form in your App will automatically launch a new Workflow. 

What steps can be added to a Workflow?

• Approval - approval of a course, program, form, etc.
• Acknowledge - allows a user or role to acknowledge a form's submission
• Notification - a configurable email sent to a selected user
• Branch - proposal routing based off conditions from the form
• Integration - allows you to select from a list of pre-configured integrations if any were created during implementation. 

How do I add an Approval step?

• Click on the Approval step from the top left side of the Workflow screen.
• Drag and drop the step in the desired location. 
• Determine the settings for the step in the configuration panel that pops up on the right side of the screen.
• Save.

What is Step Label?

By default the Approval Step you just created is called "Approval." This typically isn't a problem with a basic workflow configuration, but for more complex workflows it can get pretty confusing to have multiple steps named "Approval." 

The Step Label allows you to customize the name of this particular step so it more accurately represents this part of the process. This will help you keep your workflow organized as you are building out your process, but it can also help provide clarity for reviewers who need to approve multiple times during the process.

The Step Label appears in the Approval Notification that is emailed to the reviewer to help them identify where they are in the workflow process.

The Step Label is "Advisor Approval" in this example.

  

How do I choose an approver?

Once you have created an approval, the Approval panel will open on the right-hand side of the screen. From there, you can choose from a list of individuals to approve the form. Each option is discussed below. 

Person(s) in a role of a group, or the group's hierarchy, on the form

This will allow you to choose a person in a specific role from any group that was mentioned on your form.

Once this option is selected an additional field will load below that will ask you to specify the field on the form that lists the group.

You will then be prompted to select the role from that particular group that should approve the form submission. In this case role could refer to 1 person (e.g. Department Chair), or it could refer to a previously created role (or small group) that includes multiple people (e.g. Curriculum Committee). 

Once you determine who the approver will be, an additional field will pop up called Response Options. From there you can decide if a response from 1 person in that group is sufficient or if a certain percentage of users need to respond.

Person(s) in a role of any specific group

This will allow you to choose a person in a specific role from any of the groups that were pre-populated in Kuali Build during your implementation.

Once this option is selected an additional field will load below that will ask you to specify the role and the group.

In this case role could refer to 1 person (e.g. Department Chair), or it could refer to a previously created role (or small group) that includes multiple people (e.g. Curriculum Committee). 

Once you determine who the approver will be, an additional field will pop up called Response Options. From there you can decide if a response from 1 person in that group is sufficient or if a certain percentage of users need to respond.

A person specified on the form

This will allow you to choose a person listed in a field on the form. 

Once this option is selected an additional field will load below that will ask you to specify the field on the form where that person is listed. Additionally, you can select the submitter of the form by choosing "Submitter (meta.submittedBy)" from the drop down.

Any specific person 

This will allow you to choose any person from any of the groups that were pre-populated in Kuali Build during your implementation.

Once this option is selected you will be asked to specify the user.

What are Advanced Group Response Options?

At times you may have a need for multiple individuals to approve a form on a given workflow step. By default, a response from one person is sufficient on an approval step, and they determine whether or not the workflow process continues. Enabling the Advanced Group Response Options setting will allow you to determine what percentage of the participants need to respond before the workflow process can advance. You are also able to determine what percentage of those responses must be approvals.

 

What happens if a form gets denied?

For more information on how to create a Denial Step, see Creating a Denial Workflow.