improvements 

• We've now released Versions and Document History for all Build users. This makes Revisions function detailed below, as well as commenting on document edit available for all Build datasets.

feature 

• Conditional Editability builds on our recent Limited Availability release, allowing you control when certain fields are editable, and by whom even when a document isn’t in the workflow. This will let you give edit rights to a small portion of a document in Complete status, while reserving full editing rights for your Admins. We've also added more complex indented logic to Limited Availability and Editability as part of this rollout so you can setup different behaviors at different points in a document's lifecycle.
• Inline Document Creation lets a user create a document right from a data lookup field. This will save your users time, and eliminate the need to jump back and forth between multiple apps when they need to finish a new document before linking it in their current form.
• Auto Populate Form Fields from a Data Lookup You can now automatically populate editable form fields with data returned from a Data Lookup. This allows users to start with values from a referenced record while still making changes as needed, reducing duplicate data entry and eliminating the need to manually retype information from linked forms.
• Bulk Action From the Document List Users can now delete or duplicate document in bulk from the document list. This allows users to duplicate all documents in a dataset for the first time, and provide a much more streamlined process for eliminating documents that no longer need to be retained in the system. 
• Resubmit Withdrawn Documents Users can now make edits to and resubmit documents they have withdrawn from the workflow, allowing them to make necessary changes quickly and keep their documents moving through the process without starting over. 
• Scheduled Secondary Workflows expands our new Secondary Workflow functionality, allowing you to schedule reminders when a protocol is about to expire, or drive annual form review processes. 
• Reorder Tables and Repeaters allows users to change the order that records appear in tables or repeaters in their forms. If you need to amend the middle of your IACUC experimental design or change the order of agenda items on a committee agenda you now can with only a few clicks. 
• Table and Repeater Calculation Footers in Document List adds calculation footers to the document list and makes them available in our Product Dashboard insights. In many cases these are critical reporting values and this expands our out of the box data export to cover a number of new use cases. 
• Version Types and Limit Editablity allows you to control how users interact with forms based on the type of version they're working on, where the document is in the workflow, or the user's role.
• Revisions Users can now propose changes directly to existing versions, allowing them to update a version in place rather than creating a completely new one. 

fix 

Forms — filling out & editing:

• Fixed an issue with the Data Lookup multiselect not working after four selections.
• Fixed the checkmark/selected state showing incorrectly in the rules multiselect dropdown.
• Fixed incorrect results when multiplying currency and number fields.
• Fixed calculations that didn't run (or showed stale values) in view/review mode and in office‑use‑only sections.
• Fixed an issue with the Person Lookup field showing all options in auto‑filled gadgets.
• Fixed a currency integration displaying the wrong currency.
• Fixed person attributes not populating when a person is linked to a document.
• Fixed section‑level validations that blocked editing a document.
• Fixed default values for number gadgets not displaying inside repeaters.
• Fixed integration typeahead fields inside repeaters reverting or clearing their value on save.
• Fixed a blank edit page when the first section was hidden by conditional visibility.
• Fixed layout issues in the updated form UI: fields cut off on wide forms, text areas not expanding, and rules formatting.

Submitting, approvals & workflow actions:

• Fixed inconsistent validation enforcement that could block approval/workflow actions depending on action order or section visibility.
• Fixed unclear workflow errors (an "undefined" error on denial and a raw "[object Object]" on integration failures) so users now see meaningful messages.
• Fixed server errors that prevented some users from submitting or opening in‑progress workflow actions.
• Fixed the Dashboard tab being hidden from app admins and non‑admin users.
• Fixed the "See details in context" link in document history.
• Fixed the approval button being unreachable on mobile / narrow screens.

Notifications & PDFs:

• Fixed external email addresses not being normalized to lowercase, which affected delivery.
• Fixed workflow "review" buttons not rendering in some Outlook versions.
• Fixed intermittent failures that prevented notification and reminder emails from being sent.
• Fixed PDF export/attachment problems: blank or errored attachments, an extra blank page, text cut off at section boundaries, and export timeouts on large documents.
• Fixed the reminder‑email "Days" field being too small to show two‑digit values.

Documents, versions, lists & exports:

• Fixed document numbers incrementing incorrectly and duplicate document numbers.
• Fixed the version filter unexpectedly changing after a search.
• Fixed the "Apply Edits" button being greyed out on a saved draft.
• Fixed a plan disappearing after a field was removed from the form.
• Fixed CSV export failures and an incorrect calculated score in exported data.
• Fixed versioning issues: errors creating a new version, users unable to see version changes, a date not updating on new versions, and duplicate drafts when updating to the latest form version.
• Fixed "failed to delete document" and document export failures.
• Fixed document‑list "Created At" sorting for duplicated documents.
• Fixed table/repeater data not appearing in the document list and when opening a document via its list link.
• Fixed dataset records showing a blank label in lookups.
• Fixed budget summary totals not matching the budget list.

Admin & form‑builder experience:

• Fixed an undo/redo layout bug in Safari.
• Fixed permission assignments collapsing until refresh and long group/role names not wrapping.
• Fixed edit‑comment prompts still appearing when the top‑level history setting was disabled.
• Fixed rule changes not saving or not showing in view mode.
• Fixed email‑variable validation incorrectly flagging valid variables as missing/invalid.
• Fixed a search icon overlapping the search field in groups.
• Fixed publishing/saving errors: an incorrect "field should not exist" error, a metadata‑field publication error, publish errors not pointing to the right location, a duplicate‑key error blocking further saves, and an echo‑step validation failure.
• Fixed section description text alignment resetting when "Hide Title Header" was enabled.
• Fixed blank names showing for service‑role users in the workflow editor.
• Fixed a missing phone‑number metadata field and inconsistent user‑field behavior in metadata selection.
• Fixed a crash when searching columns without labels in Data Settings.
• Fixed workflow‑editor auto‑scroll jumping on large workflows.
• Fixed a concatenated integration field being unavailable in Data Lookup configuration.
• Fixed forms failing to save after moving descriptive text.
• Fixed dark‑mode readability and display issues on the permissions screens.
• Fixed being unable to scroll the Views list.
• Fixed an inert placeholder‑text field in the New Rules gadget and delete/ID edits being wrongly exposed on draft forms.
• Fixed being unable to move apps/products between Spaces.
• Fixed duplicate echo‑field entries in the workflow variable picker.
• Fixed preview not honoring the selected version for conditional‑visibility rules.
• Fixed the form outline export showing internal field IDs instead of labels.
• Fixed a help tooltip rendering behind the permissions table.
• Fixed Data Lookup lists not showing both advanced‑settings options.
• Fixed the catalog navigation builder dropping other curriculum item types when one was added.

Academic Ops - Catalog:

• Fixed documents approved via Bypass Workflow not publishing, which had hidden them from the catalog.
• Fixed catalog accuracy issues: in‑progress/denied content appearing, content bleeding in from other catalogs, broken/404 pages, incorrect content, and failed reindexes.

You now have another way to update existing documents. In addition to editing a document directly or creating a new version, you can now propose a revision to an existing completed version and route those changes through your configured workflow before they're applied.

This new capability within Document Versions helps preserve the integrity of finalized records while giving your team a structured way to submit corrections or updates through your existing approval workflow.

When Should I Use a Revision?

Revisions are ideal when you need to update an existing completed version but want those changes to be reviewed and approved before they become part of the record.

Unlike editing a document directly, revisions don't immediately change the completed document. Instead, they create a draft copy of the selected version that can be updated, submitted through workflow, and approved before the changes are merged into the original version.

Unlike creating a new version, revisions don't create a separate version with its own version-specific information. They allow you to keep working with the existing version while maintaining an approval process for any proposed changes.

A common example is Curriculum Management, where a course or program has already been approved for an upcoming catalog and is actively being referenced as the version that will be published. If a correction is needed before the catalog is released, users can submit a revision to that approved version, send it through workflow for approval, and have the approved changes merged into the existing version without creating a new version or updating the term range.

How to enable Revisions

If your form uses versioning, administrators can enable Revisions in Workflow Settings.

1. Go to Workflow Settings.
2. Make sure Allow resubmission of documents to workflow is enabled.
3. Select Allow revisions of completed documents.

Creating a revision

To propose changes to a completed document:

• Open the completed document.
• If you're viewing the version you want to update, click Revise on the right side of the page.
  
• To revise a different version:
  • Open the Version dropdown.
  • Select the menu next to the version you want to revise.
  • Choose Propose revisions to this version.
    
  • Or alternatively you can open the document and click the Revise option in the right sidebar.
• Make your changes in the draft revision.
• Submit the revision to workflow for review and approval.

How Revisions Work

You can create a revision from any existing version of a document.

While a revision is in Draft or Workflow, it appears nested beneath the version it was created from in the Version dropdown. This makes it easy to see which version is being updated.

Once the revision is approved, its changes are merged into the selected version. At that point, it no longer appears as a separate revision in the Version dropdown.

Track Revision History

Revision creation and approval are recorded in the document history if History is enabled in Form Settings, providing a complete audit trail of proposed and approved changes.

If your organization uses Time Machine, you can also view what each version looked like at different points in time.

You can now edit and resubmit withdrawn documents without starting over.

Previously, withdrawing a document was a permanent action. If you needed to make a change and resubmit, you had to either duplicate the withdrawn document or recreate in a new submission and then resubmit.

With this update, withdrawn documents can be reopened, edited, and resubmitted—saving time and reducing duplicate work.

Why This Matters

Sometimes a document is withdrawn because of a small mistake, missing information, or a last-minute update. Instead of creating an entirely new submission, you can now pick up where you left off.

This helps you:

• Correct errors without recreating your submission.
• Retain existing form data and attachments.
• Maintain the document's workflow history.
• Get updated information back into review more quickly.

How It Works

After withdrawing a document, you can reopen it directly from My Documents.

1. Navigate to My Documents.
2. Locate the withdrawn document.
3. Open the document actions menu.
4. Select Edit.

The document will return to a Draft status while preserving the workflow history from the original submission.

After making your changes, submit the document as you normally would.

Important to Know

• Only the original submitter can edit and resubmit a withdrawn document.
• The document's workflow history is preserved.
• Users who no longer wish to continue a submission can leave the document in a withdrawn status.
• Resubmitted documents follow the normal submission and review process.

Getting Started

The new Edit action is available on all withdrawn documents, past and future in My Documents. If you withdraw a document and later need to make changes, simply click edit, update the information, and submit it again.

We're excited to introduce a new way to manage data in Table and Repeater gadgets. Users can now reorder rows using drag-and-drop functionality or keyboard controls for improved accessibility.

Why This Matters

There are many situations where the order of information matters. Whether you're arranging researchers for a System-to-System (S2S) submission, organizing attachments, or updating the sequence of steps in an experimental design, changing the order of entries should be quick and intuitive.

With this enhancement, you can easily adjust the order of rows without deleting and re-creating entries.

Some examples include:

• Reordering investigators or key personnel in a proposal submission
• Changing the display order of attachments
• Inserting a new step into the middle of an experimental design
• Updating the sequence of activities, tasks, or workflow steps
• Organizing repeated data entries in the order you need

What's Changed

All tables and repeaters now include a drag handle at the beginning of each row or repeated section.

Example in a Table:

Example in a Repeater:

• Drag and drop rows or repeater entries to a new position
• Use keyboard controls to reorder items for an accessible experience
• See the order update dynamically as items are moved

This functionality is available anywhere tables and repeaters are used throughout the platform.

Tracking Changes

When Document History is enabled, changes to the order of table or repeater entries are recorded in the document's history. Reordered items will also appear as changes when comparing document versions, providing visibility into how the document has evolved over time.

We're excited to announce that Document Versions and Document Edit History are now available to all Kuali customers.

Previously, these features were only available to customers using the next generation of Kuali Ready, Kuali Research, or Kuali Academic Ops. Now, customers can enable these capabilities in any Kuali product or app, including Kuali Build. Access is no longer limited to Enterprise customers or institutions using the next generation of Kuali products.

Why This Matters

Many documents need to go through multiple review and approval cycles throughout their lifecycle. With Document Versions, users can create a new version of a completed document, make updates, and route it through the approval process again without starting from scratch.

This helps teams maintain an accurate record of changes while ensuring updates receive the appropriate review and approval.

Versions vs. Editing Existing Documents

It's important to understand the difference between editing an existing document and creating a new version.

Users with the Edit documents in this app permission can make updates to any document, regardless of its status. While this can be useful for correcting information, those edits overwrite the existing document and do not create an audit trail of what changed.

For documents that require accountability, compliance tracking, or a historical record of updates, we recommend limiting edit permissions and using Document Versions instead.

When a new version is created:

• A separate version of the document is generated
• Changes can be reviewed and compared against previous versions
• The updated document can be routed through the approval process again
• Previous versions are preserved, providing a clear history of document evolution

In addition, Document Edit History provides visibility into changes made within a document by showing who made updates and when those changes occurred. This helps support collaboration, transparency, and auditing needs.

Getting Started

To use Document Versions, administrators must enable the Allow resubmission of documents to workflow option in the Workflow Settings of a form. Once enabled, users can create a new version of a completed document, make updates, and route it through the approval process again.

To use Document Edit History, administrators can enable the History option in the form's Form Settings. When enabled, users can view a record of changes made to a document, including who made updates and when those changes occurred.

After these settings are enabled, the corresponding functionality will be available to users on supported documents.

We’re pleased to make these capabilities available across the Kuali platform and look forward to helping more customers benefit from improved transparency and document management.

You can now take action on multiple documents at once directly from a Document List.

Managing documents one at a time can be time-consuming, especially when you need to clean up records or create copies of several documents. With Batch Actions, you can select multiple documents and complete common tasks in a single step.

What's New?

Document Lists now include selection checkboxes for each document, along with a checkbox in the list header for bulk selection.

After selecting one or more documents, you'll see available actions based on your permissions:

• Duplicate selected documents
• Delete selected documents

Select Documents Faster

Use the checkbox in the document list header to select all documents on the current page.

If your filter returns documents across multiple pages, you'll also have the option to select all documents that match the current filter. The selection count updates automatically so you always know how many documents will be included in the action.

Note: Bulk actions can be performed on up to 500 documents at a time. If you need to process more than 500 documents, complete the action in multiple batches.

Duplicate Multiple Documents

When you choose Duplicate, you'll see a confirmation message showing how many documents will be copied.

Because duplicating large numbers of documents can take time, the process runs in the background. You'll receive a notification when duplication begins and another when it's complete.

Once finished, you can access the new documents from My Documents > Drafts.

Delete Multiple Documents

When you choose Delete, you'll be asked to confirm the action before any documents are removed.

Deleting a document will:

• Delete all versions of the selected document
• End any active workflows associated with the document
• Create an auditable entry in System History

Availability

Batch Actions are available now in Document Lists for users with the appropriate document permissions. Available actions depend on your ability to create and/or delete documents within the dataset.

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.

You can now select Groups from within your organizational blueprint hierarchy in a single lookup.  

Form designers can enable a new setting—“Choose from this Blueprint or any of its parents”—on either a Lookup (List) or Lookup (Multiselect) gadget when they're pointed at the Data Source of Kuali Groups. This allows form fillers to search and select Groups not just from the configured Blueprint, but also from any parent Blueprint that is above that Group in the hierarchy.

Why This Matters

Organizations don’t operate at just one level. Groups (aka Units) might be a department, college, center, or central office. With hierarchical selection, your forms now reflect that reality—without requiring multiple gadgets or complex configurations.

What’s Improved

• Flexible Group selection: Choose Groups from a Blueprint or any of its parent levels.
• Smarter workflow routing: Steps that don’t apply are automatically skipped based on the selected Group. Skipped steps are recorded in Workflow History.
  
• More powerful permissions: You can now configure Conditional Permissions using roles from any level in the Blueprint hierarchy. This allows you to base conditional permissions not only on the specific groups selected in the form but also any parent group/role above in the blueprint hierarchy.
  
• Hierarchy-aware access: Users gain access when their role aligns with the selected Group—or any Group that rolls up to it.

Additional Notes

• Hierarchical permissions update automatically when Group relationships change (for example, after a reorganization).
• A background job ensures permissions stay in sync with hierarchy updates.
• Please note, the background job that updates hierarchical permissions applies to all documents with explicit Blueprint data. To support this, we've run a migration to populate Blueprint information for all Data Lookup (Group) and Data Lookup (Groups) gadgets on existing documents. Due to performance considerations, this migration does not include data-linked Group gadgets. As a result, hierarchical permissions for those scenarios should rely on Group data provided through integrations for documents moving forward.

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 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.