Read-only Data (Metadata)

What is Read-only data (metadata)?

For every form created in Kuali Build, the Kuali Build system automatically captures and stores information about that document behind the scenes. This data can then be used as read-only information on a form, and it can be used to drive workflow.

What System Metadata is available?

• Submitter: The name of the person that submitted the form.
• Submitter - ID: A unique ID for the submitter that is automatically assigned by Kuali Build.
• Submitter - Display Name: The name of the person that submitted the form.
• Submitter - School ID: Includes the data found in the School ID field on the submitter’s user record. This is typically populated with the institution student or faculty id. 
• Submitter - Email: The email of the person that submitted the form. 
• Submitter - Username: The username of the person that submitted the form. If an institution has Single-Sign On configured, the username will be populated with the information sent from the SSO. If SSO is not configured the username may be edited by the institution’s Kuali Build system administrator or the user themselves. This field is not required. 
• Submitted At: The date when the form was submitted. 
  • Note: If you hover over the date for a second or two you can also see the timestamp which matches the timezone of the browser.
• Created By: The name of the person that created the form.
  • Note: Today in Kuali Build the creator and submitter of the form are the same person. 
• Created By - ID: A unique ID for the creator of the form that is automatically assigned by Kuali Build.
• Created By - Display Name: The name of the person that created the form.
• Created By - School ID: Includes the data found in the School ID field on the form creator’s user record. This is typically populated with the institution student or faculty id.
• Created By - Email: The email of the person that created the form. 
• Created By - Username: The username of the person that created the form. If an institution has Single-Sign On configured, the username will be populated with the information sent from the SSO. If SSO is not configured the username may be edited by the institution’s Kuali Build system administrator or the user themselves. This field is not required. 
• Created At: The date when the form was started.
  • Note: If you hover over the date for a second or two you can also see the timestamp which matches the timezone of the browser.
• Number: The document number of the form that is stored in Kuali Build. Each submitted form for an app has a unique number to distinguish it from other submitted forms.\
• Workflow Total Run Time: The total amount of time a form was going through the workflow process.
• Workflow Status: The current status of the document in the workflow process. This updates on the form as it progresses through the workflow.  The status could include:
  • In Progress: The document is still going through the workflow process
  • Complete: The document has completed the workflow process and has been approved.
  • Denied: The document has completed the workflow process and has been denied.
  • Error: The progress of the document through the workflow process has been paused due to an error in the workflow. Reach out to your Kuali Build administrator for additional assistance.
  • Withdrawn: You previously withdrew this document, and it is no longer being run through the form’s workflow.
• Time on Current Step: The amount of time a form has been on its current workflow step.
• Link to Document: When this option is used on your form, it will provide a link to that document. This variable can also be used in notification steps in workflow to link users to the document in Build (Note: Only users who have access to view the document will be able to see it when using this link).