How Do I Create a Notification 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. 

What is a Notification Step?

When a Notification Step is created, the selected user(s) will receive an email notifying them of the approval or rejection of the form. A Notification is simply used to inform.

In this step a standard Notification email can be composed, and it can even include variables from the form that was filled out.

Hint: If something is denied no notification will be sent back to the submitter. A notification step needs to be created to inform the user of the decision on the form.

How do I create a Notification Step?

• Click on the Notification 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 Notification Step you just created is called "Notification." 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 "Notification." 

The 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 "Student Notification" in this example.

 

How do I choose who should be notified?

Once you have created a Notification step, the Notification panel will open on the right-hand side of the screen. From there, you can choose from a list of individuals to be notified about the approval or rejection of 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(s) 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 be notified of the decision on the form. 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). 

Person(s) in a role of any specific group

This will allow you to choose a person(s) 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). 

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.

An email specified on the form 

This will allow you to choose an email field on the form and have a Notification email routed to that address.

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.

How do I compose the Notification email?

• In the Notification Panel scroll down to Message Content. This is where you can enter the subject line of your email.
• The Email Body field allows you to compose your standard Notification with basic formatting. The Add Variable button allows you to populate and personalize the email with information from the form. In the example below the "Student" and "New Program placeholders will be populated with the student's name and requested program. You can also select the submitter of the form as a variable by choosing "Submitter" from the form field drop down.
• 

Other Available Settings

• Attach PDF of the Completed Document: Enabling this setting will allow you to include a PDF copy of the completed form in a Notification email. If you wish for the workflow status and associated comments to be included in the PDF sent via the Notification email, be sure to enable the setting Include workflow status in PDF.
  •