A new workflow enhancement is on the way, and it will make notification setup cleaner, faster, and much easier to maintain—without creating extra stops or complex configurations.

Why This Matters

Some notifications need to reach several different people, like the Principal Investigator, Co-Investigators, a department chair, or a sponsor contact. Until now, you had to duplicate notification stops to include each group. This created large workflows that were hard to maintain and update.

The new Guided Workflow Assignee Experience lets you choose multiple recipient types and multiple recipients within each type from a single notification node. Your workflow stays lighter, easier to read, and much easier to update.

What’s Changing

With the soon to be released guided workflow assignee experience we're introducing a simpler approach. You’ll be able to select multiple recipient types and multiple recipients within each type from a single notification node. No more duplication. 

In Notification workflow steps you'll be able to choose one (or both) of the following path options:

• User(s) specified on the form
• A specific person, email, or role in a group

💡Notice you can now add multiple recipients in each type of user selection option within a single notification.

In Approval, Task, and Acknowledge workflow steps you'll also be asked to chose one of the following paths with a single selection allowed:

• Automate route based on a field on the form
• A specific role, person, or email

Once a path selection is made you'll have additional options to make the desired user selection.

Summary of Changes

• Notification nodes will include new multi-select options so you can configure all recipients in one place.
• Approval, Acknowledge, and Task nodes will shift to a new radio-button layout to keep the experience consistent across node types.
• A streamlined UI: Recipient options will move from drop-downs to checkboxes or radio buttons.

That’s it—no more duplicating stops or syncing changes across multiple nodes.

Some things you can do to prepare:

• Review any workflows with several duplicated notification stops; these will be easier to consolidate once the update arrives.
• Plan for a lighter configuration experience—your teams will no longer need to manage multiple nodes for the same message.
• If you maintain internal documentation or training materials, you may want to note that recipient selection will change from dropdowns to the new selection controls.

This update is being rolled out next week and if you’d like feedback on your configuration design or help identifying workflows that may benefit from this update, feel free to submit a support ticket!

improvements 

• Removed "unsaved edits" alert when discarding edits 
• Close proposal modal when applying edits after exiting document

feature 

• Data Lookup based on a Table, Repeater, or Data Lookup (Multiple)

fix 

• Fixed issue with proposal getting stuck after being reassigned
• Resolved issue with a blank page appearing at the front of the pdf 
• Fixed issue with search searching more than the active frame on document modals
• Fixed issue with CSV failing to export
• Fixed issue with actions pop ups not being responsive
• Fixed issue with approval going to an error page when opening from action list 
• Fixed issue with approvers not able to download files in their action records 
• Fixed issue with proposals showing they are in draft despite being submitted to workflow 
• Fixed issue with users not being able to scroll through documents
• Fixed issue with duplicate steps appearing in action list 

You can now populate a Data Lookup (List) or Data Lookup (Multiselect) gadget using values pulled directly from a Table, Repeater, or Data Lookup (Multiselect) gadgets on the same form or a shared form. 

Sometimes a field needs to pull from options entered elsewhere on the form or brought in through an integration. With this update, you can choose the source gadget, pick the field you want to use as the selectable value, and the lookup will show those entries as typeahead options when someone completes the form. 

💡Why it matters

This lets form designers build smarter, more connected forms so when a user enters data into a Table, Repeater, or Data Lookup (Multiselect), those values can instantly become selectable options elsewhere in your form. It’s helpful anytime users need to choose from information already captured—for example, selecting a species listed on a protocol for a procedure, or choosing an approved species from a linked protocol when submitting an animal order.

⚙️ How it works

Form designers can now:

• Add a Data Lookup (List) or Data Lookup (Multiselect) gadget onto the form. 
• For Data Source - select This Form or Kuali Data (to select another shared form) 
• Choose the field from the repeating dataset (Table, Repeater, or Data Lookup (Multiselect) you want to use as the typeahead value, then click Continue.
  
  
• And if you are configuring a Data Lookup (List) select the other fields that should be available as Data Linked gadgets.  And if you want to pull any available fields onto the form turn on the Add linked auto-filled gadgets option in your configuration and drag the available fields onto your form.
  
  

End users will see the below in the form once the lookup is configured:

• The options available for selection are prefilled from data already entered elsewhere on the form (or shared form):

• Please note, if no data has been entered in the linked data source the user will see the below message for the field indicating no data is available from the selected source:

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Don’t miss the Kuali Certified Pre-Conference Workshop, now offering three progressive certification levels - Essentials, Expert, and Architect so you can build your skills and earn official credentials tailored to your experience.

From new product reveals and live demos to the always-popular Karaoke Night and Opening Reception, Kuali Days is where innovation meets community.
 
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improvements 

• Reset Document List to Page 1 when a new filter is applied.
• Added email address to all user lookups in the system to help avoid confusion caused by name similarities.

feature 

• History added to all documents
• Routing to External Users

fix 

• Fixes permission error when an approver didn't have access to linked data set.
• Fixes an issue where fields that are not in a section cannot be edited in workflow when the Allow workflow reviewers to edit setting is turned on.
• Fixes an issue where adding a role to an app policy doesn't properly display the role name.
• Improved the readability of some elements in dark mode.
• Fixes an issue where attachments with a $ at the beginning of their file name caused a server error.
• Fixes the translation of Complete Task when Spanish Language mode is active.
• Corrected an issue preventing csv export when All Versions are selected and adds the Version column to the csv exports.
• Fixes an issue where integrations only worked on anonymous forms if they were set to be shared with all apps.
• Fixes issue where My Documents sometimes overlapped with the search box.
• Fixes issue where the browser search would search more than the active frame.
• Fixes an issue that prevented some users from navigating off the first page of an app.
• Fixes an issue that required access to the Export, Delete, or Bypassworkflow permission to use compare changes.
• Fixes an issue where sorting by the Current Workflow Step didn't save in the Document List View.

You can now create Versionless Forms — a new option designed for business processes that don’t require workflow routing but need to be updated and maintained over time.

💡 Why It Matters

Some forms are used for internal management or as data repositories rather than end user forms that require routing or approvals. For these use cases, Versionless Forms allows you to make form updates that immediately apply to all existing documents.  The versionless form setting will also be applied to all General App Data in next generation products.

⚙️ What’s New

When you first publish a form, you’ll see a new option in the Publish tab called Versionless Forms.

When enabled and after initial publish, it will do the following:

• Disables form versioning: Updates and republishes automatically apply to all existing documents.
• Automatically cleans up data for removed fields (use caution when deleting).
• Removes the Workflow tab, as versionless forms are not tied to workflow.
• Removes the Dashboard tab, since submission stats apply only to end-user forms.

🔒 Important Note:  You can configure this option only during the initial publish.  After the form is published, the setting becomes read-only and appears grayed out in the Publish tab.

🚫 Workflow Compatibility

Versionless Forms are incompatible with workflow routing.

• If workflow has already been configured for the app, the Versionless Forms option in Publish will be grayed out.
• If you enable Versionless Forms and publish, the Workflow tab will be removed from the app.

🌟 Ideal Use Cases

Versionless Forms are best for:

• Internal tracking or administrative forms that don’t require workflow routing.
• Data repositories that rely on Data Sharing.

🚀 The Benefit

Versionless Forms give institutions a simple, flexible way to maintain living datasets — keeping data current without disrupting users or requiring new submissions each time the form design evolves.

Coming next Monday (11/10/25)  —  Your work in multi-page forms will be saved automatically whenever you move between pages — helping prevent data loss and streamline form completion.  If your form uses Turn top-level sections into pages (found in Form Settings), this new auto-save behavior is applied automatically.

💡 Why It Matters

Large or complex forms can take time to complete, and users may get interrupted or lose progress due to browser or network issues. With Auto Save on Navigation, your form now saves automatically whenever you move to another section — ensuring your progress is always captured.

⚙️ What’s New

Automatic Saving on Navigation

When filling out a multi-page form, your responses are automatically saved every time you:

• Click the Next or Back buttons
• Click a section in the navigation sidebar
• Or click Save

Please note, if Turn top-level sections into pages configuration is not enabled your responses will be saved as usual with the Save button action.

➕ Additional Guardrails

We’ve added new safeguards to prevent interruptions during saves and submissions for all Kuali forms. If a document is still processing data — such as uploading an attachment or running an integration — the Save, Submit, and navigation options (Next/Back) will be temporarily disabled. Once processing is complete, these actions become active again.

🧭 Other Changes

With the introduction of auto save on multi-page form navigation, we’re also making an update to how saved drafts are handled for forms published with Show saved drafts in Document List enabled.

Previously, when this option was turned on, users saw the following message when attempting to save a document:

We've decided to remove this modal because we got feedback that this warning was confusing and more of a nuance than asset.  Moving forward, it’s assumed that data entered into a university system is accessible to authorized university personnel.

You can now connect Kuali to other systems faster with Built-In Integrations — preconfigured, ready-to-use integrations available right in your system settings.

💡Why It Matters

Setting up integrations used to require more custom work. Now, system administrators can configure popular integrations “out of the box” with minimal setup — and share them across apps for consistent, secure use.

⚙️ What’s New

System administrators will notice a new Integrations section under Spaces & Settings → Integrations.
This is where you’ll find the growing list of built-in integrations, including:

• ChatGPT
• Claude
• Microsoft Teams
• Slack

Note: App administrators will see these integrations only after they’ve been configured and enabled for use.

🚀 How It Works

1. Log in as a System Administrator.
2. Go to Spaces & Settings → Integrations.
3. Find the integration you want to configure and click the pencil icon in the Actions column.
4. Enter the required API key/token if required (see full setup details in the Built-In Integrations article).
5. Share the integration with the apps where it should be available.
6. Add the integration to a Kuali form or workflow - and start using!

Once configured, these integrations work just like other integrations in Kuali.

🧭 What’s Next

We’ll continue to expand the list of Built-In Integrations to support more systems and tools you use every day.

You can now send Approval, Acknowledgement, and Task workflow steps to people outside your system — even if they don’t have a Kuali user account/login.

💡 Why It Matters

Sometimes, workflows require input or sign-off from collaborators who aren’t regular system users. With this update, you can include those external participants seamlessly and securely, keeping your process moving without manual workarounds.

⚙️ What’s New

You’ll see two new options in the Approval, Acknowledge, and Task workflow step settings. These options let you route workflow steps to external users:

• An external email specified on the form:  Allows you to choose an Email gadget field on the form to be used to route to an external person.
• Any specific external email:  Allows you to input a specific email for an external person.

Once triggered in workflow, it will send an email with a special temporary, secure link that allows external users to access the form like a normal user without logging in to take the workflow action.  

These links expire automatically after 24 hours for added protection. If the link is clicked after this timeframe the user will get a message that it has expired and a new link has been emailed.

You can now enable History in Form Settings to track document changes throughout the workflow process. This feature helps Reviewers and Admins see exactly what changed on a document (and when) - helping you audit edits, maintain accountability, and understand the evolution of your records over time.

The History configuration is available to enterprise-level customers using Build and those with the next generation of Kuali Ready, Kuali Research, or Kuali Academic Ops.

🔧 Configure History in Form Settings

In Form Settings, you’ll see new configuration options under the History section - each option is explained in more detail below:

Track edits made to documents in this dataset

When enabled, the Workflow Status button in a document becomes History.  

When you click History it will allow you to view all workflow activity and logs of document edits:

• Expand any edit to see what changed, who made the change, and any associated comment (if enabled).

  
• Click the eye icon to open a form preview highlighting the exact changes.
• You can also toggle Show Changes Only to focus on just the modified fields.

Within History you can also click the View option to utlize several additional options:

• Show Future Workflow Steps: Displays future workflow steps (enabled by default). Uncheck to view only completed/active steps.
• Show Time Machine: Travel back to see the document as it appeared at the time of the workflow action. Once enabled you'll see the time machine icon (clock with an arrow curving backward) for each action item in history and once clicked will take you to the form at the time of the specific action.
• Expand All / Collapse All: Quickly expand or collapse workflow actions.
• Print: Opens the document’s history in a new window for printing (including edit actions).

Enable Edit Comments for Completed Documents

You can choose to require users to leave a comment when editing a completed document - when this is configured:

• Users that have access to edit completed documents will see a comment box appear before applying edits.
• The comment is saved with the edit details in the document’s History.

Require comment

If you want to make the comment required before edits can be applied to completed documents you can enable this configuration.  Once enabled only once text is entered in the comment box will the Apply Edits button become active to click.