Learn About the Structure of the App
Your Continuity Planning App has been pre-built with industry best practices we’ve adapted from our Kuali Ready product. The app uses Kuali Build, a low-code e-forms and automated approvals process tool. The e-form provides Continuity leaders and Departmental stakeholders a pre-built set of questions to guide them through documenting critical information needed during a pandemic. Once the form is submitted, the Continuity leader will automatically receive notifications for all submissions and Departmental leaders will receive a copy of their plan for future review and user.
This section has been developed so you have a better understanding of the elements that have gone into configuring the application. You can review this and use it in the future in case you want to make changes to your application to better meet the needs of your institution.
The form is structured with the following core elements:
- Form Layout (Fields, Sections)
- Conditional Visibility
This section is meant to walk you through the basics you need to know about each of these components so you can effectively administer the application and change it, if needed, to meet your business needs.
The Continuity Planning Form includes two main components: Form Sections and Form Fields. Scan through the following Kuali Build help articles to learn more about the basics of these functions:
- Form Sections: How Do I Add and Edit Sections in a Form?
- Form Builder: Field Definitions
- How Do I Conditionally Show and Hide Parts of the Form?
The Form is separated into several top-level sections. Top-level (stand alone) sections show as different pages when a user is completing the form.
- General Information
- Key Contacts
- Critical Functions
- Recovery Strategies
- Instruction: General Information
- Research: General Information
- Research: Critical Functions
- Research: Required Resources
- Research: Miscellaneous
When I view the Form in the edit mode in Kuali Build, a top level section will appear light grey whereas a nested section will appear slightly darker grey.
We use several types of field types throughout the form including:
- Read-Only Text: Create and disclose information on your form without an input field
- Short text: Create a field on your form that allows your user to input small amounts of text (name, etc.).
- Long Text: Create a field on your form that allows your user to input longer text (sentences or paragraphs).
- Email: Create a field that allows your user to input an email address. Kuali Build will validate that what is typed in this field is a valid email.
- Check Boxes: Create an option that allows the user to choose a single item or multiple items from a list. Note: Check Boxes are an "any of these" control button.
- Dropdown Menu: create a field that will offer a drop down list.
- File Upload: Allow users to upload a file. You can even set restrictions on which file type the user can upload.
Finally, there are several areas where parts using conditional logic, enabling certain parts and fields in the form show up when specific buttons are selected. The two primary areas are:
- Research and Instruction: The check box “Do any of the following apply” on the general information section will cause the Instruction and Research Section Headers to either appear or be hidden.
- Selecting Add Names Manually > “How many staff members do you have in your department?” will cause the respective number of contact lines to show on the form (such as 2, 5 or 10).
We do not anticipate you will need to change many areas of the form as the structure was validated by years of experience with business continuity processes. With this said, we entirely understand you may need to adjust the form to meet your needs.
Primary areas we believe you may choose to update include:
- Adding additional “rows” to key sections (such as critical functions) in order to allow for more input
- Add or modify pre-filled examples to help your team understand how to complete the form
- Update field names or help text so it’s clearer what is being asked of team members
We’ll walk through how you would update each of these items. For additional information outside of these instructions, please refer to the Kuali Build help documentation or email us at email@example.com.
How to add additional rows to key sections
The Covid-19 Continuity Planning Form has been built to accept a specified number of input fields by key sections. You may need additional input fields if your institution has more than the currently allocated inputs, such as critical functions, staff members, essential applications and more.
Each “row” in a key section is made up of a series of field and field types. In order to add another row, you’ll need to add more of the same types of fields below the currently existing fields and update some key pieces of information within each field.
Let’s use Critical Function as an example here; we’ll walk through the process of adding additional fields to this section.
The Critical Functions section has five fields per row with three different field types: Short Text, Long Text and a Dropdown Menu.
In order to add a row beneath the current field options, we’ll use the first field type we need in order to start that row. Our first field type will be using a “Short Text” field.
Expert tip: I know the “Critical Function” field is a Short Text field because when I select it and look at the term next to Field Label, it says “Text.”
Each field type we use has an associated short label that refers to its type. Here is an overview of field types to labels:
- Short Text: Text
- Long Text: Textarea
- Dropdown Menu: Dropdown
- Check Boxes: Checkboxes
- Read Only Text: Spacer
- Multiple Choice: Radios
- Email: Email
As my first step, I’m going to put my mouseover the short text basic field type in my left-hand column, click the field type and hold my mouse button down. I will then drag this field type onto my form editing canvas until I see an area appear on the canvas where I can drop it.
It is important to make sure you get this step right as if you do not drop the field in the right area, it could cause some formatting issues on your form.
When you drag and drop the field onto your canvas, make sure you see the blue “Drop Here” box show horizontally across the entire section. The box should be large (about half the size of the bottom row). You may need to move the field to a few areas until you get the correct location to appear.
Once you’ve added this initial field, you’ve now created a new row on the section. Now let’s add more fields to this row.
Drag and drop the different field types mentioned above (Long text, Check Boxes, Long Text, Long Text, respectively) onto the newly created row. You should see each one take up an even distribution based upon when they are added.
For example, the Drop Here for the second field should look like 50% of the row whereas the third field should take up 30%.
Once you’ve added all field types to your row, we’ll now begin to update the field types to match those fields above.
When updating fields, we’ll need to change two primary pieces of information: The Short Field Label and the Long Field Label.
The Short Field Label refers to the label the system references for the field in all reporting, workflow, and integrations. The Long Field Label refers to the name the user sees when they go to input information for the field.
Due to having many field types with the same name (such as First Name), we will be using the Short Field Label to input a custom field name for these fields / row and the Long Field Label to show a basic name for the field. We’ll then be hiding the Short Field Label so the user doesn’t see it and we’ll expose the Long Field Label.
To update our first field label, we will want to use the text from the fields we’ve already created in the form so it makes it easier to build. Click on the “critical function” field directly above the row we just added.
You’ll see one “Field Label” is titled “5 Critical Function.” Click on “Show Advanced Settings” to see the additional field label.
As a first step, let’s copy our initial Field Label to be used on the Short Field Label of our new field / row. Copy “5 Critical Function.”
Paste “5 Critical Function in the “Field Label” of the new row. Change the 5 at the front to “6” (or the next proceeding number if doing a different section). This ensures this will appear unique when viewed for future reporting purposes.
Next, let’s update the Long Field Label to show the field name “Critical Function” and bold the field title.
Finally, check the box under the Long Field Label stating, “Show Field Long Label on Form.” Uncheck the box at the top stating “Show Field Label on the Form.” You should now see “Critical Function” as the label and not see “6 Critical Function.”
Repeat this step for all other field types in the row.
Finally, add options into the checkbox field. Click on the field type above your newly added checkbox to see the field options available.
Copy these field options into items on the check box below. To add a new item, simply click “Add Item.”
Add or modify pre-filled examples
Kuali Build supports the ability to add Placeholder text to a field in order to provide users with example text they can view when they go to complete a field entry. This can be particularly helpful for complicated processes users may not be as familiar with as it can provide them with a helpful starting point as they go to complete the form.
Feel free to read about this and more settings in the configuration panel here.
To update the example text in a field, select a field you would like to either modify or add text to. In this case, we’ll update text in the “Standard Equipment” field.
Look at the field configuration window that appears on the right-side of your screen. You’ll see a text area labelled “Placeholder.”
Here, we can update the text to be what we want. In this case, let’s change this to read “Ex: iPad” as our institution issues these for all instructors.
When I update the text in my Placeholder field, I’ll see this now appears as updated in my form.
Update field names or text
If you would like to update the field names in your continuity app to make them more specific in your institution, you can do so by editing the “Long Field Label” as outlined in the “Add more rows” section above.
Click on a desired field name to change. For example, let’s say we want to change “Organization Name” in external contacts to “Vendor Name.” In this example, I’ll click on the Organization Name field to bring up the field options pane.
Next, click on “Show Advanced Settings.”
Click on the text box under “Field Long Label.” You can now edit the text in this field to modify it to your desired field label, such as Vendor Name.