You can now control when fields are visible to users without removing the underlying data, along with new options for controlling how restricted data appears in generated PDFs.

The new Limit availability (sensitive data) gadget setting gives admins more flexibility to manage sensitive fields, workflow-only content, and role-based access in forms. Combined with the new Generate PDF As option for workflow Notification Steps, admins can also control whose access level determines what data appears in attached document PDFs.

Why This Matters

Previously, fields hidden through conditional visibility could also remove stored data when conditions changed. With Limit Availability, field data stays saved in the background while remaining inaccessible until the right conditions are met.  This also applies when exporting the document as a PDF, ensuring restricted data remains hidden from unauthorized users.

We’ve also added new PDF access controls for workflow notifications, allowing admins to control whose permissions determine what data appears in automatically generated PDFs.

This helps you:

• Protect sensitive information
• Create admin-only or workflow-only sections
• Show fields only at specific workflow stages
• Preserve submission data even when fields are hidden
• Prevent restricted field data from appearing in exported PDFs
• Control what data appears in workflow notification PDF attachments based on user access levels

What Changed

The existing conditional visibility setting has been renamed to make its purpose clearer:

• Old label: Limit visibility based on other gadgets
• New label: Change visibility based on other fields

This setting still controls field visibility based on form responses.

The new Limit availability setting is separate and focuses on controlling access (based on certain criteria) while preserving data.

We’ve also added a new Generate PDF As option for workflow Notification Steps when the Attach PDF of the completed document setting is enabled. This option allows admins to control whose access level is used when generating attached PDFs.

• Select a user in the Generate PDF As setting to generate the PDF using that user’s permissions
• If no user is selected, the PDF will use the access level of the first notification recipient. If the notification is sent to a role or group with multiple recipients, the first user in the recipient list will determine the access level used to generate the PDF.

This helps ensure attached PDFs only include information the intended audience is allowed to access.

How to Configure Limit Availability

To enable the setting in an app/product:

1. Open the Form tab
2. Select a field
3. Turn on Limit availability (sensitive data) configuration option
4. Select Add Condition
5. Configure one or more conditions

Available conditions

You can make fields available based on the following criteria:

• User’s role in app — Control field availability based on app permissions.
  Example: Only app administrators can view or edit a section.
• User’s role — Control field availability based on group membership or assigned roles.
  Example: Only users in the Registrar’s Office Admin role can access certain fields.
• Submission’s version number — This option appears only when Document Versions is enabled in the form. Use this condition to control field availability based on the document’s version number.
• Submission’s workflow status — Control field availability based on the current workflow status of the submission.
  Example: Make fields available only while a submission is in Draft or In Progress.
• Submission’s workflow step — Control field availability based on whether the document is currently editable by the end user. Choose is Form Submission when the document is in the initial draft stage or has been returned to the user for corrections in the Form Fill step. Choose is not Form Submission when the document is in any other workflow state where end-user editing is locked.

Important Behavior Details

• Data in unavailable fields is still saved.
• Users must still have permission to access the document through Form Permissions or Conditional Permissions. If they can access the document, fields configured with Limit Availability will remain unavailable until the configured conditions are met.
• Restricted field data will not appear in exported PDFs for users who do not meet the configured conditions when exporting directly from the document.
• If you’ve configured PDFs to be automatically attached in a workflow Notification Step, you can choose to generate the PDF using a specific user’s level of access so restricted field data won't be included. If no user is selected, the PDF will use the access level of the first notification recipient.
• Fields may still appear in the document list, but only administrators can access restricted data there.
• The workflow step condition intentionally uses simplified options to avoid confusion caused by parallel routing workflows.

When should I use Limit Availability vs. Change Visibility?

Use Limit Availability when you want to:

• Restrict access to sensitive information
• Preserve hidden data
• Control access by workflow or permissions
• Exclude restricted data from exported PDFs

Use Change visibility based on other fields when you want to:

• Dynamically show or hide fields based on form answers
• Create conditional form experiences tied to field responses

Our new user interface updates are now live - see the original announcement for a detailed overview of what’s changed.  These improvements are designed to streamline your experience and give you more flexibility when working in forms and products.

Summary of Improvements

• Full header access within apps and products
  Navigate more easily without losing key controls.
• Collapsible left navigation
  Hide or expand the menu to focus on your work.
• Improved mobile experience
  Move between Dashboard, Documents, Form, Workflow, and Publish with a simplified mobile layout.
• Cleaner document design
  A more user-friendly, polished experience for completing forms.

If you encounter any issues or have any additional feedback feel free to reach out anytime at support@kuali.co.

You can now create and run Secondary Workflows to support processes that happen outside your main submission workflow.

This gives you more flexibility to trigger notifications, integrations, or review steps exactly when you need them - without impacting your primary workflow.

Why This Matters

Not every process fits neatly into your main workflow. Secondary workflows let you handle additional steps—like side reviews or system integrations—before, after, or alongside your primary workflow.

What You Can Do

• Run workflows independently of submission
  Trigger workflows manually from a document or automatically on save—without changing the document’s main workflow status.
• Support parallel processes
  Run multiple workflows at the same time to manage different business processes in parallel.
• Keep workflows flexible and reusable
  Create, publish, and version secondary workflows independently from your main workflow.
• Track workflow activity clearly
  View secondary workflow activity in the Workflow Status / Document History, with indicators for in-progress or error states.
• Test your workflow against real documents before publishing
  In addition to using the Workflow Simulator to complete a form and preview the workflow path, you can also select an existing document to simulate how the workflow will run in practice.

How it Works

• Admins can create and manage secondary workflows from the Workflow tab in a form.
• Once published, workflows can be:
  • Triggered manually from a document.
  • Triggered automatically on save based on defined conditions.
• Each workflow runs independently and maintains its own history and status tracking.
• End users will receive and act on workflow steps just like they do today—no additional steps required.

Important to Know

• Secondary workflows do not change the main workflow status of a document.
• Multiple workflows can run at once, but the same workflow won’t run in parallel on the same document.
• To fully understand activity on a document, you may need to review both the main workflow status and any active secondary workflows via Workflow History.
• A new Active Secondary Workflows column in the Document List helps you quickly identify which documents have workflows in progress.

Getting Started

To create a Secondary Workflow:

1. Go to the Workflow tab in your form (which defaults to the Primary workflow view), then click the dropdown in the top left to open the Manage Workflows page.
   
2. Within Manage Workflows, you can create, manage, enable, or disable your secondary workflows. Using the three-dot menu for each workflow, you can also Publish, Rename, or Duplicate the workflow.
3. Click on +New Workflow (or edit and existing from the 3 dot menu) - name the workflow and select what will trigger this workflow (either manually or if the document is saved with certain criteria):
   
4. If you selected the A change to a document trigger option, the first step in your workflow will be a Trigger Step, where you can define which field changes or document criteria will trigger the workflow to run. These workflows are triggered when a user saves the document.  You can switch the workflow trigger type between Manual and A change to a document at any time. Continue to build your workflow with the desired steps (more info in the Creating a Workflow article).
   
   Note: The 'Limit this workflow to a single execution across all versions of a document' configuration option allows you to limit the trigger to the first time someone saves and that attribute trigger exists; and it won't send again on every subsequent save.
5. When ready you can validate the secondary workflow using the Workflow Simulator by selecting an existing document to test against or by completing a new document.
   
6. Once validated, Publish the draft secondary workflow to make it live for automatic on-save actions or available for app and product administrators to manually trigger from a document.
   
7. Trigger a manual secondary workflow from a document using the menu options available when accessing the document from the Document List.
   

We’re excited to see how you use Secondary Workflows to streamline your processes. As always, we’d love your feedback!

Coming Soon

You’ll soon be able to trigger secondary workflows automatically based on a specific dates or intervals within a document. You will see the greyed-out option of A specific date or interval—these will allow workflows to run automatically on scheduled timing.

Keep an eye out for an upcoming announcement when this option become available.

Default View Settings are now managed directly in Views, making it easier to control what users see by default.

Previously, admins configured default views in Data Settings. Now, that functionality lives in the Views list, where you can set any view as the default without switching between different areas of the product. This update also introduces the ability for users to edit their existing views.

What’s New

• Default View Settings moved to Views (Admins):
  You’ll now find the Default View at the top of the views list.  Initially it will always default to show the Number, Submitted At, and Submitter fields in the Default View but it can always be updated to the desired Columns, Filters, and Sort logic.
  
• Configure document views before publishing

  The Document List now displays the search and view options before any documents are created.  Previously, options like Search, Sort, Columns, Filters, and Views only appeared after the first document was added. Now, you’ll see these controls as soon as you create the app, so you can configure your Default View and other views before publishing your form.
  

• Set any View as the default (Admins):
  Select a view, open the menu, and choose Update with current settings to update the default view for all users with that configuration. Or simply make the necessary changes in the Default View and choose the Update with current settings to bring in the updates.
  
• Edit saved Views (All users):
  You can now update your existing views by selecting the menu and choosing Update with current settings - this will apply any updates to the filter, column, order, etc. to that view.
  
• In-product guidance (All users):
  When visiting Data Settings, you’ll see a message pointing you to the new location.
  
  A pop-up will appear in Views to highlight these changes and help you get started.
  

We’re excited to share a new set of improvements inspired by our first-ever Interactive Design Lab at Kuali Days 2026.

This session brought together teams across Academic Ops, Build, Ready, and Research creating a new kind of collaboration. Administrators worked directly with product and engineering to share thoughtful ideas for improving the user experience—and the impact was immediate.

Our engineers jumped in during the session, working through feedback in real time and delivering meaningful enhancements based on your ideas.

Now, we’re excited to put those improvements in your hands.

What's New

View Effective Permissions for Any User

You can now view a complete breakdown of a user’s access in the new Effective Permissions tab within the Person record, making it easier to understand roles and permissions across the system. For more details, see the full announcement.

Persistent Space Sorting

Your selected sort order for apps within a Space now persists across browser sessions and is saved to your user profile—rather than being limited to a single browser session.

Wait for Calculation Inputs

Improved Bridge Testing Visibility

When testing a Bridge integration, logs now show the input and output at each step. This makes it easier to troubleshoot and validate your integrations.

Custom Titles for Workflow Branch Routes

You can now add custom route labels to individual workflow branches in the workflow builder, making it easier to understand each branch at a glance—without needing to interpret the underlying logic every time you revisit a configuration.

We’ve also added Collapse All Branches to the left step menu, so you can quickly condense your workflow for a cleaner view. When you’re ready, use Expand All Branches to open everything back up.

Sticky Table of Contents in Forms

The Form Navigation on the left side of the document now stays visible as users scroll, so they can quickly move between sections without losing their place.

This table of contents appears when you enable Turn top-level sections into pages in Form Settings.

Export People List to CSV

You can now export the People list to CSV. Filter or sort the list as needed, then download exactly what you need. Choose between 'Current View' or 'All Data' for your export.

Updated Gadget Terminology

We’ve renamed the Multiple Choice gadget to Radio Buttons to better match common terminology.

More Flexible Date Field Controls

You can now set Date field restrictions based on the Current date, giving you more dynamic control over selectable dates.  This is addition to the existing options of Specific date and Created date.

Improved Time Selection

The Time field selector now includes a dropdown with AM/PM selection, making it faster and more intuitive to enter times:

Thank You!

Your feedback made this possible. The ideas shared during the Interactive Design Lab directly shaped these improvements, and we’re excited to keep building together.

Stay tuned for more opportunities to collaborate—and more updates shaped by your input.

Our new user interface updates launch on May 18, 2026. See the original announcement for a detailed overview of what’s changing and how to preview and prepare for the update.

These improvements are designed to streamline your experience and give you more flexibility when working in forms and products.

Summary of Improvements

• Full header access within apps and products
  Navigate more easily without losing key controls.
• Collapsible left navigation
  Hide or expand the menu to focus on your work.
• Improved mobile experience
  Move between Dashboard, Documents, Form, Workflow, and Publish with a simplified mobile layout.
• Cleaner document design
  A more user-friendly, polished experience for completing forms.

If you haven’t previewed the new UI yet, administrators can still enable it in the Form tab to see what’s coming and prepare accordingly.

We’re excited for you to start using the updated experience, and we’d love your continued feedback—reach out anytime at support@kuali.co.

We’ve improved how search works in document lists to help you find the right records faster. These updates reduce noise and surface the most relevant results—especially when you know what you’re looking for.

What’s New

More precise multi-term searches
Search now uses AND logic when you enter multiple terms. Results must match all terms, not just one.

• Before: Searching “Computer Engineering” returned records with Computer or Engineering
• Now: Results include only records with Computer and Engineering

This means fewer, more relevant results.

Stronger prioritization for title matches
Results now give more weight to matches in the Title field. If a record’s title matches your search, it will appear higher in the list.  This is driven from the Form Title Field in Form Settings.

Why This Matters

• Spend less time scanning through irrelevant results
• Find exact matches faster—especially when searching by title
• Get cleaner, more focused result sets

What to Expect

• You may see fewer results for the same searches—but they’ll be more relevant
• If a search returns no results, try simplifying or adjusting your terms
• Results will be better ranked, with title matches appearing first

You’ll also see an in-product alert in the document list to highlight this update.  Also, more information can be found in the Understanding Search Functionality in Kuali article.

You can now see exactly what permissions a user has—all in one place.

The new Effective Permissions tab, located within each user’s record, gives you a complete view of a user’s access across the system. Because this tab lives in the Person record, only users who have access to the People list can view it.

What You’ll See

The Effective Permissions tab shows all permissions assigned to a user in one organized view. It’s divided into three sections to help you understand where that access comes from:

• Groups & Roles
  View the user’s memberships in Kuali Groups, including any roles that contribute to their access.
• Policy Groups
  See app-level permissions granted through policies. This section shows the specific permissions a user receives from each policy.
• Effective Permissions
  Get a consolidated list of all permissions the user has across the system in one place.

Why it Matters

Instead of tracking down permissions across multiple areas, you can quickly understand both what access a user has and where it comes from. This makes audits, troubleshooting, and access reviews faster and more reliable.

How to access it

1. Go to the People list
2. Select a user
3. Open the Effective Permissions tab

This update gives you a clearer, more complete picture of user access—so you can manage permissions with confidence.

Based on customer feedback, we’re postponing the update to how Table gadget data is formatted in API JSON responses to May 10, 2026 to allow additional time for local testing and validation. Please refer to the original announcement  for full details.

If you’d like to preview this change in your SBX environment using your production data, we can perform a one-time clone from PRD to SBX. This allows you to validate the updates and make any necessary integration changes ahead of release.

To request a data clone, please submit a support ticket by Monday, April 20 so we can coordinate in time for testing.

You can now expand and collapse Sections in the Form Designer—making it much easier to work with large, complex forms.

Why This Matters

Managing forms with lots of fields just got faster and less overwhelming. Instead of loading everything at once, you can focus on only the sections you need to update—improving performance and making edits easier to manage. You can also configure sections to be collapsible for end users, so they can hide completed sections and stay focused as they work.

New Collapse Options in Form Designer

• Collapse and expand top-level Sections via the toggle arrow in the top righthand corner of the Section.
• Or use the Expand All and Collapse All options for quick navigation in Form Designer to collapse and expand all top-level sections
• Please note - large forms (20+ sections or 100+ gadgets) will now open in a collapsed state by default
  

Collapse Settings for Section Gadgets

The below settings have been added in the Section gadget that allow you to add collapse options to your end users when completing the form:

• Section can be collapsed - turn this on to allow users to expand or collapse the section while completing a form. This helps reduce visual clutter and lets users focus on what matters most. When enabled the Sections will have the option to collapse or expand via the toggle arrow in the top righthand corner of the Section.
  • Section is collapsed by default - This option is only available when the 'Section can be collapsed' configuration is checked. When this setting is enabled, the section will start in a collapsed state when the form loads. This is ideal for optional or high-volume content that users don’t always need to review. We recommend not collapsing sections by default that contain  required fields.
    

What Form Users Will See

When filling out forms, if you've enabled 'Sections can be collapsed' you’ll see collapsible sections with a triangle icon—so you can hide or expand content as needed.  If the 'Section is collapsed by default' configuration is enabled then the Section will be collapsed by default when the user opens the form.

Also, if there are Sections within a Repeater gadget it will provide the Expand All / Collapse All options to manage multiple entries.