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 configure Version Types and Limit Editability 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.

These new capabilities give administrators more flexibility to build workflows that match real-world business processes while protecting important data from unintended changes.

Why This Matters

Not every version of a document should allow the same edits. For example, a protocol renewal may only require updates to renewal-specific fields, while an amendment may allow changes to different sections.

You may also need to limit who can edit certain fields on forms that don’t use document versions. In those cases, you can use Limit Editability to control editing based on your specific process needs.

With Version Types and Limit Editability, you can create more structured editing experiences without building separate forms or workflows.

What You Can Do

• Create custom Version Types to categorize different types of document updates.
• Make fields editable or read-only based on the selected Version Type.
• Control field editability using the Limit Editability configuration on forms with or without document versions enabled. You can limit editability based on workflow status, workflow step, user role, app permissions, and other supported conditions.
• Utilize Version Types across conditional visibility, workflow branching, limit availability, and limit editability rules.
• Build more advanced conditional logic using One of the following is true (OR) and All of the following are true(AND) rule groups.

How It Works

Configure Version Types

Enable document versioning in Workflow Settings, then add one or more Version Types that users can choose from when creating a new version of a completed document.  The selected Version Type becomes document metadata and can be used throughout your workflow and form configuration.

Configure Limit Editability

Enable Limit Editability on any form gadget to define when a field should be editable or read-only.  Limit Editability supports the same rule builder used for Limit Availability and can evaluate conditions based on:

• User's role in app
• User's role
• Submission's version Number
• Submission's version type
• Submission's workflow status
• Submission's workflow step

Unlike standard read-only fields, Limit Editability is enforced at the API level, helping ensure users cannot modify protected fields through integrations or other external methods.  

End User Experience

For forms with versioning enabled, users with permission to create a new version will now see a Create Version panel in the right sidebar of completed documents.  If Version Types have been configured, users select the appropriate Version Type before creating the new version. That Version Type determines how the form behaves based on your configured rules.

If no Version Types have been configured, users can still create a new version using the standard Create Version option.

Important to Know

• Version Types must be selected when a new version is initially created and cannot be changed afterward.
• The selected Version Type is available throughout the platform for conditional visibility, workflow branching, limit availability, and limit editability.
• The Create Version action has moved from the document actions menu to the right-hand sidebar for forms with versioning enabled.
• Limit Editability takes precedence over the Make individual form sections at this step hidden or editable setting in a workflow step. Even if a section is configured as editable in the workflow, fields within that section will only be editable if they also meet the conditions defined in the field's Limit Editability configuration.

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.

You can now automate workflow actions based on dates, helping you send reminders, trigger integrations, and manage time-sensitive processes without manual effort.

Scheduled Secondary Workflows let you create workflows that run on a specific date, on a recurring schedule, or relative to a date stored in a form. This makes it easier to stay ahead of upcoming deadlines, renewals, expirations, and other important milestones.

What You Can Do

With Scheduled Secondary Workflows, you can:

• Trigger workflows before or after a date in a form
• Schedule workflows to run on a specific date
• Create recurring schedules that run daily, weekly, or monthly
• Set workflows to stop after a specific date or number of occurrences
• Configure multiple schedules for the same document, such as reminders 90, 60, and 30 days before an expiration date
• Use different workflows for the same date field when different actions or notifications are needed

How It Works

When creating a workflow, select A specific date or interval as the workflow trigger.

Add Trigger Criteria

When you select A specific date or interval, the workflow begins with a Trigger step. Use this step to define which documents the workflow should run against and when it should execute.

Choose a Schedule

Scheduled workflows can be configured to run based on a date stored in the form or on a fixed date.

Based on a Date from the Form

Select Based on a date from the form, then choose the date field you want to use. Configure the workflow to run before or after the selected date and specify how many days, weeks, or months should be used as the offset.

Common examples include:

• 30 days before an expiration date
• 7 days after a submission date
• Multiple reminder schedules, such as 90, 60, and 30 days before an expiration date

You can click + Add Configuration to create additional schedules for the same workflow.

On a Specific Date

Select On a specific date to schedule the workflow based on a fixed date rather than a form field.

Set the Execution Frequency

Choose whether the workflow should run:

• One-time – Runs only on the selected date.
• Every – Runs on a recurring schedule.

Recurring schedules can be configured to run every:

• X days
• X weeks
• X months

The system automatically handles common scheduling scenarios. For example, a workflow scheduled for the first day of a month will continue running on the first day of future months. Likewise, a workflow scheduled for March 31 will run on the last day of months that have fewer than 31 days.

You can also configure when a recurring schedule should stop:

• Never
• On a specific date
• After a set number of occurrences

Timing of Scheduled Workflows

Scheduled workflow processing runs daily at 5:00 AM Mountain Time.

This timing ensures date-based calculations work correctly across all supported time zones, including Hawaii. For customers in Eastern Time, scheduled workflows will process at 7:00 AM ET.

We’re excited to introduce Inline Document Creation, a new way to create and link related documents while you continue working.

This helps users stay in context when they need to connect one Kuali document to another, such as linking a participating site to a protocol or an outside entity to an annual disclosure.

Why This Matters

Users often discover they need to create a related document while completing their current work. Previously, this required leaving the document, creating the related record, returning to the original document, and refreshing the page before selecting it from a lookup field.

Now, form designers can add a + Create New option to supported lookup fields. This lets users create a related document in a modal, then automatically link it back to the document they started from.  

This reduces duplicate data entry, keeps users in their workflow, and makes linking related documents more intuitive.

What’s Changed

Form designers can now enable Allow creating new documents inline on supported Data Lookup (List) and Data Lookup (Multiselect) gadgets linked to Kuali datasets.

When enabled, users with permission to create documents in the linked dataset will see a + Create New option in the lookup dropdown.

A new document opens in a modal over your current document. Complete and save or submit the new document. Once finished, it will be automatically linked to the original document.

Please note: If the linked dataset contains a Data Lookup field that references the dataset you are currently configuring, an Auto populate source document in destination lookup option will be available. By default, this setting is None, but you can select a lookup field to automatically populate with a reference to the originating document whenever a user creates a new document using + Create New. This creates a two-way relationship between the documents, making it easier to navigate between related records.

We're excited to introduce Data Mappings, a new feature that allows users to automatically populate editable fields in a document using data from a linked Kuali document or other external integration.

This enhancement helps reduce manual data entry, improve data consistency, and streamline workflows that rely on information from other data sources.

Why This Matters

Many processes require users to reference information from another document and then continue working with that data in their current document. Previously, users often had to manually copy information from a linked document or external source into editable fields, which could be time-consuming and increase the risk of errors.

With Data Mappings, administrators can configure mappings that automatically transfer information from the selection a user makes via the lookup into editable fields on the form. Once the data is populated, users can review, update, and continue working with it as needed.

This is especially useful when:

• Creating documents that build upon information from a previous workflow
• Pulling data from shared Kuali documents into a new form
• Reducing duplicate data entry across related processes
• Improving data accuracy and consistency
• Allowing imported data to be modified as requirements evolve

What’s Changed

Form designers can now configure Data Mappings on Data Lookup (List) and Data Lookup (Single) gadgets.

A mapping defines how data from a linked document is transferred into fields on the current form. When users select a document from a configured lookup field, they can apply a mapping to automatically populate supported fields.

A mapping can also be configured to run automatically when a document is selected via the Apply on change option, creating a more seamless experience for end users.  

To use this mapping, your form must include at least one field that matches the selected source type. If no compatible fields are available, you'll see a warning of "No fields on this form match this source type. Add a compatible field to the form to use this mapping."

Supported Field Types

Data Mappings support a variety of field types, including:

• Short Text
• Long Text
• Rich Text
• Number
• Currency
• Date
• Data Lookup (List)
• Data Lookup (Multiselect)
• Tables containing supported field types
• Repeaters containing supported field types

This functionality can be used with data from:

• Kuali Data Sharing
• Extended Person Fields
• External integrations with compatible field types

How it Works (for the end user)

When you select a document from a configured Lookup field, you'll see an option to apply an available mapping.

If multiple mappings are available, you can choose which mapping to apply. If only one mapping exists, the mapping can be applied directly or automatically, depending on the form configuration.

If the mapping would overwrite existing data, you'll receive a warning identifying the affected fields before the mapping is applied.

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 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