To streamline the user experience in our products we'll be making the Action List and My Documents options in the top header open as popup modals over the main screen.  We'll also be removing the 'Home' option in the top header since it's no longer needed with the user interface.  This new user interface will be coming on 12/16/2024 (desktop, tablet, and mobile). The below shows the current user interface vs the new user interface:

Current UI

New UI

improvements 

• Changed gadget alignment to be consistently left aligned (Number and Currency still right aligned)
• Added missing space in restrict access permissions in data sharing 
• Increased limit of conditional permission rules to 25 
• Added schoolId as an attribute for CAS Single Sign-On 
• Provided a loading display on Data Lookup (single item) gadgets while they are querying data 

feature 

• Ability to limit submissions to one per user
• Ability to limit total submissions for a dataset
• Ability to define custom error validation messaged based on data on the form
• Ability to define configuration settings for when a document should update to changes to linked documents
• Added autocomplete to short text, long text and email fields

fix 

• Resolved issue with gadget updates are not appearing on publish tab 
• a11y: All multi-select values are labeled for screen-readers 
• Resolved issue with currency gadgets showing as "invalid value" in email notification variables 
• Resolved issue with making the user that duplicated the app an admin of the new app 
• Resolved issue where integrations run when inputs are not changed 
• Resolved issue with users not being able to use "export all" function 
• Resolved issue where integrations returned 403 error when running test 
• Resolved issue with email notification errors that were not putting the record in an error state 
• Resolved issue with the first letter in send back emails not being capitalized 
• Resolved issue with integration search not working 
• Resolved issue with history page being broken 
• Resolved issue with user with conditional permissions not being able to view attachments 
• Resolved issue with user seeing error message when selecting the publish tab 
• Resolved an issue where gadget labels were displayed instead of titles for subfields of dropdown, checkbox, and multiple-choice gadgets in the conditional visibility settings for another gadget 

Now in the Form Settings you have two additional options in Submission Settings to limit the number of submissions for the given form:

Limit submissions to one per user:

Allows you to limit to only one submission per user in the form.  If enabled and a user creates a new document when they are the creator on another submission in the dataset the below validation error will display and the submit button will be inactive.

Limit total submissions for this dataset:

Once you click this option you can then 'Enter submission limit' to specify the limit of total submissions allowed in the form overall.  Could be used for a variety of scenarios - for example, a contest app that will only take the first 25 entries. If enabled and a user creates a document when the submission limit has already been met the following validation error will display and the submit button will be inactive.

Have you wanted to add a custom error validation in a form based on certain field selections?? Now you can with the new Validation gadget!!!

The Validation gadget can be used to add a form validation under certain criteria (beyond just "A required field is blank") to prevent submission or a workflow action.  Sometimes gadgets require a certain number of responses, or a field is only required if specific data is entered elsewhere in the form (otherwise it's optional), certain lookup selections aren't allowed, etc.  You can set any combination of desired criteria in the Validation rules to trigger when appropriate.

Within the Validation gadget you must first enter the desired Error Text that will display when the rule(s) for visibility are met.  And then you can add the desired rule(s) to fire that validation.  For example, in the below example the validation will display when the Sponsor selected is 'To Be Determined':

Within the form the user will see the Validation message immediately:

And if they attempt to submit the form or take a workflow action (i.e. Approve, Complete Task) without addressing the validation they'll also see the error display:

If you are pointing to other Kuali forms to pull data via a Data Lookup (List) or Data Lookup (Multiselect) gadget you now have options to configure when data will update from the linked document in the gadget Advanced Settings:

• Never - The data will be static once linked and never update from the source document.
• When the linked document is saved - This includes when a document is edited then saved on the specific version that is linked (whether as a draft, submitted to workflow, or completed). This does not update upon creation or saving of a new version of the linked document

Also, if versioning is enabled in the app you are linking to then you'll have additional document updating options based on versions - more information can be found in the Document Versions article.

Some things to keep in mind with this functionality:

• By default, all existing data lookups will be set to not update.
• If an admin updates an existing data lookup then it will only work on documents linked in the data lookup after the gadget configuration update is published. It will not impact the update logic on any existing document data.
• If a data lookup is configured to update when document is changed, and the linked document is deleted, the data from that document will be removed from the data lookup and all auto-linked gadgets.
• If a user tries to delete a document linked in a data lookup set to update on save, they will receive a warning. The warning will list the documents that will lose data due to this change.
• Data lookups that are configured to update cannot be used in calculations or integration fields.  If a data lookup is configured to update when changes are made, they will not be able to be used in calculations or integration fields because those fields could get out of date.
• If you have Document Versions enabled in the app you're linking to in the gadget and the lookup is configured to update with one of the new version options, it will also update when edits are saved to the currently linked document version.

The Autocomplete option in Short Text, Long Text, and Email gadgets allows you to configure an autocomplete suggestion for a form field.  By utilizing the user's browser autocomplete settings it will suggest a value on a form field for selection which can be used to improve the built-in accessibility of your forms. 

Autocomplete configuration will be omitted by default (even if autocomplete is not enabled, the browser still could offer hints).  If you don't want to include autocomplete at all you'll want to disable via the 'Off' option.  Below outlines the options when autocomplete is enabled on the field:

• On (Browser Default) - the default autocomplete logic set up in your browser settings will be used for possible suggestions.
• Off - the browser will not provide any autocomplete suggestions for the field.
• Name - will suggest the Name configured in your browser autocomplete settings.
• Phone number - will suggest the Phone configured in your browser autocomplete settings.
• Street Address - will suggest the Street Address configured in your browser autocomplete settings.
• Postal Code - will suggest the Postal or Zip code configured in your browser autocomplete settings.
• Custom - allows you to configure a custom autocomplete option via a html attribute.  More information in the link on how to set that up (requires a bit more technical knowledge).

More information can be found on this new setting in the Gadget Configuration Settings article.

We've added the below new Meta Data fields that are available in the Form Builder, the Workflow Builder, and in the Document List when creating reports:

• Last Modified By - The user that last modified the document. You can also pull the ID, Display Name, School ID, Email, and Username information associated with the Last Modified By user. 
• Last Modified At - The date the document was last modified.  Please note, the Last Modified At field for prior documents will show as 'Not available' until the document is modified.
• Workflow Runtime (From Submission) - Lists the amount of time a proposal has been in workflow after initial submission.  This value will populate once the workflow is completed for the document (statuses of Complete, Denied, and Withdrawn). Please note, in the export it will show the total amount of time it's been in progress in milliseconds.
• Workflow Completed At - Displays the date the proposal completed the workflow.

More information can be found in the Meta Data Fields article.

feature 

• Adds a Workflow Runtime (From Submission), workflow completion date, last modified at, and last modified by columns to the document list.
• Adds the ability to see the workflow status items for multiple document versions, and updated workflow status styling.
• Adds a configuration option to hide the workflow tracker from non admins in the document list.

fix 

• Resolved issue where conditional permission rules couldn't be deleted or modified in some circumstances.
• a11y: Exposed Group hierarchy expand button to screen readers and addded a label and alt message.
• a11y: Updated error modals so focus moves to them automatically when they pop up. 
• a11y: Changed the popup dialog for Announcekit to a link to make it accesible by keyboard.
• Resolved issue where users with a 2 letter name wouldn't come up on person typeahead searches.
• Resolved issue where app/product name changes weren't populating in all locations that display the app name.

improvements 

• Added the ability for the Document ID to be passed into integrations as metadata
• Added the ability to include the option range gadget in calculations
• We've made the below improvements to the Views functionality in the Document List:
  • Reversed the order of saved views with the newest on top instead of on bottom (note: this will impact all existing saved views).
  • Show "Unsaved View" as an item in the views list until the current updated view is saved.

feature 

• With the new Data Lookup filters, you can use Advanced Settings to filter lookup results based on specific criteria like Workflow status, Multiple choice, or Date picker.

fix 

• Added graceful error to allow user to upload a new file type when they try to upload unsupported file type
• Fixed lag when selected gadgets in the form builder
• Resolved issue with changes to data setting not showing for all users
• Fixed issue with link to document variable not appearing for in workflow notifications for anonymous submissions
• Fixed issues with pdf not generating
• Fixed issues with retry not completing
• Fixed document list export to only export the latest version
• Resolved issue with workflow not updating to show new users when current workflow step has been changed
• Fixed issue with workflow step button in workflow tracker not taking admin to workflow step
• Updated email notification greeting too match workflow simulator
• Updated the format of nested items in workflow notification to display correctly in emails
• Updated history log when Spaces are edited to show Spaces in the component column and Space Updated in the event type column
• Fixed table columns to display correctly on submitted documents
• Updated option range gadget label to be stated when using VoiceOver
• Added a validation to prevent app changes from being published when the echo step is pointing at deleted fields

We'll be releasing some improvements for the Workflow Status functionality in documents to help make it more clear and readable for users.  These updates will be deployed early next week so we wanted to make you all aware of what's changing.

The updates for Workflow Status in a document are the following:

• Actions in the Workflow Status tracker will display in a new order (newest to oldest)
• The Workflow Status tracker will automatically highlight and scroll down to the current actions when opened
• You will be able to collapse or expand workflow actions at each step to display additional details
• Users will be able to expand or collapse all items in the workflow status tracker from the 'View' menu
• Users will be able to hide future workflow actions from the 'View' menu
• Users will always see the Workflow Status tracker, even from documents that didn't have any configured workflow

These updates also include a new Workflow Settings option of 'Disallow non-admins to view workflow status page'.  

By default, if a user (non-admin) has access to view documents in the Documents List via Conditional Permissions they would also have access to view the Workflow Status for the document.  If you don't want them to have the ability to view the Workflow Status then you can toggle on this configuration option.