We’ve introduced a new Private Data gadget that allows you to securely store and manage sensitive information—such as Social Security numbers, credit card numbers, and driver’s license data—directly within your apps.  This feature is designed to help institutions meet higher security and compliance requirements while maintaining full visibility and control over who can access sensitive data.

Why this matters

Many institutions need to capture personally identifiable information (PII) but lack a secure, auditable way to do so. The Private Data gadget provides a safe, purpose-built solution that protects sensitive values while supporting everyday workflows.

Key capabilities

• Field-level encryption:  Private Data values are stored separately from other data and encrypted at the field level, adding an extra layer of protection beyond standard platform encryption.
• Flexible masking options:  Control how sensitive values appear throughout the application—including forms, emails, document lists, and PDFs. Choose from full masking or partial masking (such as showing only the last four digits).
• Controlled reveal access:  By default, saved private data is always hidden. Only users with the 'Reveal private data in this app' permission can temporarily reveal values, using a secure, time-limited reveal action.
• Audit-ready by design:  All Private Data activity is logged, including when values are entered, revealed, or when an unauthorized reveal attempt is made—giving you a complete audit trail.
• Security safeguards:  To prevent misuse, reveal actions are rate-limited per user and automatically re-mask after a short period.

Getting started with Private Data

• System Administrators must enable Private Data at the system or app level from Spaces & Settings (or System Settings for non-enterprise customers). By default, Private Data is disabled and set to None. You can enable it for all apps and products or limit it to specific apps and products, depending on your needs.
  
  
• Once Private Data is enabled for an app or product, App Administrators will see the Private Data gadget in the Advanced section of the gadget tray.
  
  
  Once added and published to a form, the field will appear to end users within the document, as shown below. Please note that the show/hide icon is available to the document initiator while the form is in an editable state, as well as to any user with the Reveal private data in this app permission.
  
  
• Within the Private Data gadget, you can configure several settings, including Data Type and Display Style which is specific to private data. The Data Type setting lets you choose between Social Security Number formatting or a generic entry for values such as driver’s licenses or credit card numbers. Display Style controls how the value appears throughout the app—whether it is fully masked or partially masked at the beginning or end of the input, with the option to specify how many characters remain visible.
  
  
• When Private Data is actively enabled in a form (or if a Private Data gadget has ever been published in the app) you’ll see a new Form Permission called Reveal private data in this app. This permission is disabled by default and must be explicitly added to the appropriate policies to allow users to view private data values.
  
  
• Lastly, we've added the below security warning messages when you enable private data from Spaces & Settings and when you add a Private Data gadget to a form to ensure users are aware of the implications.
  
  
  

We’ve added several new calculation types to the Number and Currency gadgets, giving you more flexibility when working with numeric values in your forms.

These options are available now and can be configured directly when you use the Enable calculations setting in a Number or Currency gadget.  These new options make it easier to perform common calculations directly within Number and Currency gadgets—without needing workarounds or additional fields.

No action is required unless you’d like to start using these new calculation options in your forms.

New Calculation Options:

• Divide - Divides values in sequence, starting with the first number and dividing by each subsequent number.
  • Example: 10 ÷ 5 = 2
  • Results are rounded to three decimal places.
    
    
• Round - Rounds a single value to the nearest whole number.
  • Values with a decimal less than 0.5 round down.
  • Values with a decimal 0.5 or higher round up.
    
    
• Floor - Rounds a single value down to the nearest whole number, regardless of the decimal.
  
  
• Ceil - Rounds a single value up to the nearest whole number, regardless of the decimal.

A new workflow enhancement is on the way, and it will make notification setup cleaner, faster, and much easier to maintain—without creating extra stops or complex configurations.

Why This Matters

Some notifications need to reach several different people, like the Principal Investigator, Co-Investigators, a department chair, or a sponsor contact. Until now, you had to duplicate notification stops to include each group. This created large workflows that were hard to maintain and update.

The new Guided Workflow Assignee Experience lets you choose multiple recipient types and multiple recipients within each type from a single notification node. Your workflow stays lighter, easier to read, and much easier to update.

What’s Changing

With the soon to be released guided workflow assignee experience we're introducing a simpler approach. You’ll be able to select multiple recipient types and multiple recipients within each type from a single notification node. No more duplication. 

In Notification workflow steps you'll be able to choose one (or both) of the following path options:

• User(s) specified on the form
• A specific person, email, or role in a group

💡Notice you can now add multiple recipients in each type of user selection option within a single notification.

In Approval, Task, and Acknowledge workflow steps you'll also be asked to chose one of the following paths with a single selection allowed:

• Automate route based on a field on the form
• A specific role, person, or email

Once a path selection is made you'll have additional options to make the desired user selection.

Summary of Changes

• Notification nodes will include new multi-select options so you can configure all recipients in one place.
• Approval, Acknowledge, and Task nodes will shift to a new radio-button layout to keep the experience consistent across node types.
• A streamlined UI: Recipient options will move from drop-downs to checkboxes or radio buttons.

That’s it—no more duplicating stops or syncing changes across multiple nodes.

Some things you can do to prepare:

• Review any workflows with several duplicated notification stops; these will be easier to consolidate once the update arrives.
• Plan for a lighter configuration experience—your teams will no longer need to manage multiple nodes for the same message.
• If you maintain internal documentation or training materials, you may want to note that recipient selection will change from dropdowns to the new selection controls.

This update is being rolled out next week and if you’d like feedback on your configuration design or help identifying workflows that may benefit from this update, feel free to submit a support ticket!

You can now populate a Data Lookup (List) or Data Lookup (Multiselect) gadget using values pulled directly from a Table, Repeater, or Data Lookup (Multiselect) gadgets on the same form or a shared form. 

Sometimes a field needs to pull from options entered elsewhere on the form or brought in through an integration. With this update, you can choose the source gadget, pick the field you want to use as the selectable value, and the lookup will show those entries as typeahead options when someone completes the form. 

💡Why it matters

This lets form designers build smarter, more connected forms so when a user enters data into a Table, Repeater, or Data Lookup (Multiselect), those values can instantly become selectable options elsewhere in your form. It’s helpful anytime users need to choose from information already captured—for example, selecting a species listed on a protocol for a procedure, or choosing an approved species from a linked protocol when submitting an animal order.

⚙️ How it works

Form designers can now:

• Add a Data Lookup (List) or Data Lookup (Multiselect) gadget onto the form. 
• For Data Source - select This Form or Kuali Data (to select another shared form) 
• Choose the field from the repeating dataset (Table, Repeater, or Data Lookup (Multiselect) you want to use as the typeahead value, then click Continue.
  
  
• And if you are configuring a Data Lookup (List) select the other fields that should be available as Data Linked gadgets.  And if you want to pull any available fields onto the form turn on the Add linked auto-filled gadgets option in your configuration and drag the available fields onto your form.
  
  

End users will see the below in the form once the lookup is configured:

• The options available for selection are prefilled from data already entered elsewhere on the form (or shared form):

• Please note, if no data has been entered in the linked data source the user will see the below message for the field indicating no data is available from the selected source:

You can now create Versionless Forms — a new option designed for business processes that don’t require workflow routing but need to be updated and maintained over time.

💡 Why It Matters

Some forms are used for internal management or as data repositories rather than end user forms that require routing or approvals. For these use cases, Versionless Forms allows you to make form updates that immediately apply to all existing documents.  The versionless form setting will also be applied to all General App Data in next generation products.

⚙️ What’s New

When you first publish a form, you’ll see a new option in the Publish tab called Versionless Forms.

When enabled and after initial publish, it will do the following:

• Disables form versioning: Updates and republishes automatically apply to all existing documents.
• Automatically cleans up data for removed fields (use caution when deleting).
• Removes the Workflow tab, as versionless forms are not tied to workflow.
• Removes the Dashboard tab, since submission stats apply only to end-user forms.

🔒 Important Note:  You can configure this option only during the initial publish.  After the form is published, the setting becomes read-only and appears grayed out in the Publish tab.

🚫 Workflow Compatibility

Versionless Forms are incompatible with workflow routing.

• If workflow has already been configured for the app, the Versionless Forms option in Publish will be grayed out.
• If you enable Versionless Forms and publish, the Workflow tab will be removed from the app.

🌟 Ideal Use Cases

Versionless Forms are best for:

• Internal tracking or administrative forms that don’t require workflow routing.
• Data repositories that rely on Data Sharing.

🚀 The Benefit

Versionless Forms give institutions a simple, flexible way to maintain living datasets — keeping data current without disrupting users or requiring new submissions each time the form design evolves.

Coming next Monday (11/10/25)  —  Your work in multi-page forms will be saved automatically whenever you move between pages — helping prevent data loss and streamline form completion.  If your form uses Turn top-level sections into pages (found in Form Settings), this new auto-save behavior is applied automatically.

💡 Why It Matters

Large or complex forms can take time to complete, and users may get interrupted or lose progress due to browser or network issues. With Auto Save on Navigation, your form now saves automatically whenever you move to another section — ensuring your progress is always captured.

⚙️ What’s New

Automatic Saving on Navigation

When filling out a multi-page form, your responses are automatically saved every time you:

• Click the Next or Back buttons
• Click a section in the navigation sidebar
• Or click Save

Please note, if Turn top-level sections into pages configuration is not enabled your responses will be saved as usual with the Save button action.

➕ Additional Guardrails

We’ve added new safeguards to prevent interruptions during saves and submissions for all Kuali forms. If a document is still processing data — such as uploading an attachment or running an integration — the Save, Submit, and navigation options (Next/Back) will be temporarily disabled. Once processing is complete, these actions become active again.

🧭 Other Changes

With the introduction of auto save on multi-page form navigation, we’re also making an update to how saved drafts are handled for forms published with Show saved drafts in Document List enabled.

Previously, when this option was turned on, users saw the following message when attempting to save a document:

We've decided to remove this modal because we got feedback that this warning was confusing and more of a nuance than asset.  Moving forward, it’s assumed that data entered into a university system is accessible to authorized university personnel.

You can now connect Kuali to other systems faster with Built-In Integrations — preconfigured, ready-to-use integrations available right in your system settings.

💡Why It Matters

Setting up integrations used to require more custom work. Now, system administrators can configure popular integrations “out of the box” with minimal setup — and share them across apps for consistent, secure use.

⚙️ What’s New

System administrators will notice a new Integrations section under Spaces & Settings → Integrations.
This is where you’ll find the growing list of built-in integrations, including:

• ChatGPT
• Claude
• Microsoft Teams
• Slack

Note: App administrators will see these integrations only after they’ve been configured and enabled for use.

🚀 How It Works

1. Log in as a System Administrator.
2. Go to Spaces & Settings → Integrations.
3. Find the integration you want to configure and click the pencil icon in the Actions column.
4. Enter the required API key/token if required (see full setup details in the Built-In Integrations article).
5. Share the integration with the apps where it should be available.
6. Add the integration to a Kuali form or workflow - and start using!

Once configured, these integrations work just like other integrations in Kuali.

🧭 What’s Next

We’ll continue to expand the list of Built-In Integrations to support more systems and tools you use every day.

You can now send Approval, Acknowledgement, and Task workflow steps to people outside your system — even if they don’t have a Kuali user account/login.

💡 Why It Matters

Sometimes, workflows require input or sign-off from collaborators who aren’t regular system users. With this update, you can include those external participants seamlessly and securely, keeping your process moving without manual workarounds.

⚙️ What’s New

You’ll see two new options in the Approval, Acknowledge, and Task workflow step settings. These options let you route workflow steps to external users:

• An external email specified on the form:  Allows you to choose an Email gadget field on the form to be used to route to an external person.
• Any specific external email:  Allows you to input a specific email for an external person.

Once triggered in workflow, it will send an email with a special temporary, secure link that allows external users to access the form like a normal user without logging in to take the workflow action.  

These links expire automatically after 24 hours for added protection. If the link is clicked after this timeframe the user will get a message that it has expired and a new link has been emailed.

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.

Within Form Settings we've added the option of 'Add a custom help link' that allows you to configure a url or mailto link to direct users in your app (via a Form Help button) to a specific website or email a specific email address for help.  By default this configuration is null and the Form Help icon will only appear in a form once you've configured a value:

If configuring a url make sure it's the full url - for example https://kuali.zendesk.com/hc/en-us.

If configuring a mailto link make sure you put in the format of mailto:.  For example, mailto:formsupport@kualiexample.co.

Please Note: You can also have the mailto link pre-populate things like the subject line or body by adding ?subject=Form Submission Help or a template body ?subject=Help&body=I need some help filling out my form to the end of the mailto link.

Once configured, the Form Help 'View' link will then appear in the form document in the upper right hand side of the screen under the Submit, Save, etc. buttons.  When clicked it will open a new browser window to either open the URL or the user's email client to send an email to the configured email address.