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.
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 (green plus) icon where the step should be added.
- Click Notification in the Step Type dropdown.
- Fill out the fields in the Notification panel.
- Click Save or Create.
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.
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.
Custom Workflow 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 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 "Student Notification" in this example.