How Do I Create an Approval Step?

Please note: Workflow as part of Kuali Build is under continual development and improvement. Updates may occur that are not reflected in this documentation. For questions, please do not hesitate to contact us.

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.
• Acknowledgement - 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  (green plus) icon where the step should be added.
• Click Approval in the Step Type dropdown.
• Fill out the fields in the Approval panel.
• Click Save or Create.

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.

Custom Workflow 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 Custom Workflow Step Label allows you to customize the name of this particular step so it more accurately represents this part of the process. The Custom Workflow Step Label is "Advisor Approval" in this example.

  

 

What happens if a form gets denied?

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