A new set of features for the Document List are coming soon! We're enhancing the filter and sorting options in Document List and providing a way for Admins to publish multiple pre-configured views for their users. Below outlines the new features and functionality which will be coming the week of April 7th - get excited!

Document List - Filters

Users will now access filters in the Filter button on the top of the Document List instead of in individual column headers:

When you click on the Filter option it will open a side drawer where you can add custom filters based on form fields:

Please also note, datasets with Versions enabled users will also have options at the top to select which Versions they want to be included in their filter results.  More information in the Document Versions article.

Fields in the Filter and Sort dropdown will be organized by Active Fields that are on the most recently published form, Inactive Fields that were on previously published forms, Nested Logic, and general Meta Fields from the form.  The Nested Logic allows you to put additional criteria of 'All of the following are true' or 'One of the following is true' at any level within the filters to allow more granular filtering.

Users will also now have true relative date filter options that will calculate relative to the date they are run. So for example, a "Proposal submitted this month" will always display proposals submitted in the month the view is being run.  By default the 'This Week' option is defined by the week starting Sunday and 'This fiscal year' is defined by the year starting in July - however, this can be configured to the individual customer needs based on your local business processes so if you need this configured differently please feel free to submit a support ticket.

Document List - Views

As an App or Product Administrator you can now save Views as a Public View upon creation to share with all users if desired.  After setting up your desired columns, filters, and sort you can click on Views and save.  You will now see an option to 'Make Public' which will then show as a standard view to all users.  Admins will see all views tagged with an eyeball icon (not crossed out) indicating it's a pubic view:

Non-admin users will see text indicating which views are published by an Admin:

Please note a few things about this new functionality in Views:

• We'll be migrating existing saved views to the new format so not to worry!
• All users with Document List access will be able to use any of the Public Views.
• App/Product Admins will be able to delete any public view, even if it was created by another admin.
• Creating a Public View can only be done on initial creation - to change it to be Public or not Public you'd have to recreate the view and then delete the original.
• The Default View is still defined by the configuration in Data Settings.

You can now export form documents utilizing our new PDF Experience!  The new PDF export utilizes a headless browser to get a PDF that is much closer to what the form looks like on the screen and it's fully accessible!!  This functionality will eventually replace the PDF generation in Kuali forms but we're providing the option to preview the functionality so we can gather your feedback and not disrupt your currently configured export setup.  Within Form Settings you'll see a new option of 'New PDF Experience' option once the 'Allow PDF export of documents' is enabled.  You also have the option to append all the PDF attachments uploaded in the form to the end of the PDF in the new generator if you select the 'Include PDFs uploaded through the form' option:

Here's a side-by-side comparison of the current print verses the new PDF Experience:

Some things to keep in mind:

• There is no immediate impact or action required - the current PDF export will continue to work as is and you'll need to update your configuration in Form Settings to take advantage of the new PDF Experience.
• When the new option is selected all PDF exports in that app will use the new PDF export. This includes the document view, workflow notification attachments and the GraphQL API.
• New PDF export meets accessibility standards and it will render a PDF that looks like the actual form on the screen.

Start using today and let us know your feedback! :)

Please note, we have many requests to be able to control which sections of the form are exported when the PDF is created (included Office Use Only sections).  This new PDF Experience does not address that need but that's still on our roadmap to address in the future.

We've added a new meta data field of 'Current Workflow Step' which will display the name (Step Label) of the current step where the document is in the workflow. Meta Data Fields can be used in Form Builder (as a field or with Conditional Visibility), the Form Workflow, and in the Document List when creating reports.  

Add the new 'Current Workflow Step' column in the Document List to see which workflow step each document is on:

Or hide/show sections on the form based on the current workflow step. 

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

We wanted to give you a heads up on some changes related to Workflow Status that will be deployed this Thursday 3/6.  First, we've pulled out 'Workflow Status' from the menu options and put it the main header of documents so it's easier for users to find. Please note, the Workflow Status option is available to System, App Admins, and end users if it's configured as visible in Workflow Settings.

Second, we're releasing a new option of 'Save a copy of all email notifications sent' in Workflow Settings. When enabled all future notifications sent by the workflow system will be saved as entries in the Workflow Status tracker. This will allow you to have a history of all notifications sent for a given document and be viewable if the document is opened from the Document List or Action List (not visible to end user if document is opened from My Documents).

When you open the Workflow Status Tracker in a document and view a workflow action that has taken place since the above setting was turned on you will see associated emails collapsed within the workflow action. Please note, reminder emails will be recorded in individual entries in the Workflow Status Tracker.

A simple view without formatting or images will be displayed when you expand the Workflow Status drawer:

You can click 'Full Email' to open the email as it was sent to the user with formatting and images in a full screen printable view. 

Please note, any user with permissions to view the workflow tracker will be able to view and print saved notifications.

improvements 

• Expanded the dropdown for all Data Lookup (List) and Data Lookup (Typeahead) integrations that pull from Kuali data to display up to 50 items. This change provides improved consistency and minimizes the need for specific search criteria.

feature 

• Allows app admins to configure the content of the send back workflow notifications.

fix 

• Fixed issue that was preventing some integrations from firing correctly.
• Fixed an issue that was throwing an invalid form validation error in some circumstances.
• Fixed an issue blocking approval of a few documents.
• Fixed an issue that was preventing dates from being entered into forms.
• Fixed the Next button still being included in tab order on the final page of a form for screen readers.
• Fixed accessibility issue with headers connected to large blocks of text.
• Fixed formatting on warning message that displays when integrations are deleted.
• Fixed an error that displayed inappropriate setting options in the Action List.
• Fixed an issue where some times were displayed based on the incorrect time zone in exported PDFs.
• Fixed an issue where mouseover help in a table header disappeared when a user tried to click on a link in the help text.
• Fixed an issue so the date gadget would correctly parse dates entered with no slashes.
• Adjusted the screen resolution where the display transitions between desktop and mobile displays to increase display efficiency.
• Applied search ranking tools to Data Sharing searches, and the general search on the document list to minimize scenarios where users cannot find the document they are searching for.
• Index all words in documents that are under 100 characters so searches apply to more of the data in a submission.
• Fixed an issue where the warning that displays when a document is withdrawn disappeared before users could read it.

You can now configure custom send back workflow notifications and include the entered send back comments.  Within an Approval or Task workflow step you'll now see a 'Customize send back email notification' option:

Once enabled you can customize the message (subject and body) of the notification that will send when the send back action is taken.  You can also include the new 'Sendback Comment' variable to include the comments entered by the reviewer on the send back action:

The email sent will include the customized subject/body text including the send back comments:

More information on how to configure can be found in the Approval Step and Task Step workflow articles.

improvements 

• Added integration header when selecting inputs in integration steps in the workflow
• Made First Name and Last Name options for variables in custom email notifications

fix 

• Fixed issue with action list/document list number count not updating
• Fixed issue with custom column name not appearing in validation errors for gadgets with no field label
• Fixed issue with skip step option hanging indefinitely
• Fixed issue with date picker selector not appearing when opening drafts in the document list
• Fixed spacing issue in denial path text in the workflow builder
• Fixed issue with certain configurations preventing submitters from being able to create versions
• Fixed issue with error message displaying on submissions and the workflow simulator when a checkbox that drives conditional visibility is checked
• Fixed issue with form getting cut off when printing from the browser
• Fixed contrast issue in workflow simulator in dark mode
• Fixed issue with fields in repeater gadget not being able to be used in conditional permissions 
• Fixed issue with help text getting cut off in tables
• Fixed issue with formatting tool clearing out variables in email notification
• Fixed issue with workflow notification text disappearing in workflow configration
• Fixed issue with negative currency not working in conditional visibility
• Fixed issue with Spanish characters not being recognized in CSV export

improvements 

• Updated the Action List and My Documents to display in a modal to be create a more consistent experience across the suite.

fix 

• Resolved an issue where some integrations were throwing an error when edited.
  
• Corrected labels for calculation types.
• Resolved issue where some notifications were adding the text NotString to the beginning of the notification
• Resolved a problem that was throwing an error when progressive disclosure was driven off of a checkbox gadget.
• Resolved an issue causing notifications to fail for the kualihubca.com domain.
• Resolved an issue causing submission of some documents to hang
• Resolved an issue where the History screen was not showing the App Name for some entries

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