You can now expand and collapse Sections in the Form Designer—making it much easier to work with large, complex forms.

Why This Matters

Managing forms with lots of fields just got faster and less overwhelming. Instead of loading everything at once, you can focus on only the sections you need to update—improving performance and making edits easier to manage. You can also configure sections to be collapsible for end users, so they can hide completed sections and stay focused as they work.

New Collapse Options in Form Designer

• Collapse and expand top-level Sections via the toggle arrow in the top righthand corner of the Section.
• Or use the Expand All and Collapse All options for quick navigation in Form Designer to collapse and expand all top-level sections
• Please note - large forms (20+ sections or 100+ gadgets) will now open in a collapsed state by default
  

Collapse Settings for Section Gadgets

The below settings have been added in the Section gadget that allow you to add collapse options to your end users when completing the form:

• Section can be collapsed - turn this on to allow users to expand or collapse the section while completing a form. This helps reduce visual clutter and lets users focus on what matters most. When enabled the Sections will have the option to collapse or expand via the toggle arrow in the top righthand corner of the Section.
  • Section is collapsed by default - This option is only available when the 'Section can be collapsed' configuration is checked. When this setting is enabled, the section will start in a collapsed state when the form loads. This is ideal for optional or high-volume content that users don’t always need to review. We recommend not collapsing sections by default that contain  required fields.
    

What Form Users Will See

When filling out forms, if you've enabled 'Sections can be collapsed' you’ll see collapsible sections with a triangle icon—so you can hide or expand content as needed.  If the 'Section is collapsed by default' configuration is enabled then the Section will be collapsed by default when the user opens the form.

Also, if there are Sections within a Repeater gadget it will provide the Expand All / Collapse All options to manage multiple entries.

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.

You can now download a complete, review-ready outline of your form directly from the form designer (either the saved Draft or Published version). This makes it much easier to gather feedback during development and share full specifications with stakeholders or regulators.  Within the Forms tab of a form you'll now see the Download Outline option:

Upon clicking the Download Outline it will give you the below options to download either the saved Draft or Published version of the form:

Once you chose an option it will generate an Excel file that includes:

• A table of contents listing every top-level section or page
• A dedicated worksheet for each section with key functional details
• Clear outline numbering that shows how gadgets are nested within sections, tables, and repeaters

Whether you're collaborating on changes or preparing formal documentation, you now have a clear, human-readable view of your entire form.  More information can be found in the What is the Download Outline Option in Form Design Tab? article.  Please note, that the Download Outline functionality is still in beta so if there are any issues please provide your feedback via support ticket.

You can now control how data is set and edited in your forms with new Read-only and Default Value configurations. This makes it easier to support integrations, protect source-of-truth data, and standardize key values across your forms.

Read-Only Configuration

There are times you may need to define a fixed value for integrations or calculations, such as a standard rate for a calculated value. This is especially useful when data is pushed into a Kuali form from another system that serves as the source of truth and should remain uneditable.  We've added the new gadget configuration option of Make this field Read-only that will make the field read-only for the end user but could be updated via API interactions or utilizing default values (explained more below).  

This configuration option is available for the following gadgets:

• Short Text
• Long Text
• Email
• Link
• Number
• Currency
• Date

Default Value Configuration

We’ve also added a new Set default value configuration, so you can predefine one or more default values depending on the field type.  This allows you set a default value if you desire on a user editable field but can also be used in conjunction with the Read-only configuration to use for calculation purposes (i.e. a fixed rate you want to utilize to calculate a cost - for example, setting a default read-only per deim rate and the user enters the amount of days which would allow you to calculate the desired value. This configuration option is available for the following gadgets:

• Short Text
• Long Text
• Number
• Currency

For those those gadgets that allow multi-select you'll see the Default options displayed under the configured options:

• Multiple Choice
• Dropdown
• Checkbox

Use Case Example

One practical use case for this new functionality is a travel request app that automatically calculates per diem.  You could have a Number gadget where the end user enters the number of travel days and then use a Currency gadget that's set with both the Read-only and Default Value of $178.00 - so it would be view only but could be utilized for calculations:

You can then add a Currency field and configure a calculation that takes the product of the number of travel days and the per diem rate, automatically generating the total:

Users often need visibility into how documents are connected across the system.  The new Associations gadget provides a clear view of all documents in the system that reference the document you’re currently viewing.  

Some example scenarios of use for the Association gadget across our products:

• Build: View how a form connects to other forms across departments.
• Research: Track which review checklists have been created for a protocol or which awards have been funded by a proposal.
• Ready: Understand how emergency plans reference shared resources or critical assets.
• Academic Operations: Identify courses or specializations associated with program or curriculum changes.

To configure simply add the Associations gadget to your form and then select a data set and the specific linked field. Once configured the Associations field in the form will display the configured Form Title Field of the document as a hyperlink so you can open the associated linked document(s).  You can configure what information displays as the Form Title Field via the Form Settings of the given form.

Note: Some Associations will be built into the form by default.  For example, Course Prerequisites in Kuali Academic Ops will allow you to see which courses/programs in the system are using the course they are on as a prerequisite/co-requisite.

More information on the Associations gadget and how to configure can be found here.

We’ve enhanced the Person record with new fields to better support institutional needs. You can now manage richer user metadata and use it in forms, workflows, and document metadata.

We’ve also introduced User Attributes, a new General App Data Type available in next-generation products (Academic Ops, Ready, and Research). These standardized user fields can be extended during implementation to capture institution-specific information.

What’s Changing

New Fields on the Person Record

All customers will see the following new fields added to the Person document (found in People & Groups via the Suite Menu):

• Prefix
• Suffix
• Title
• Phone Number
• Office Address
• Alternate ID – Used when integrating with a system that does not rely on your institution’s SSO

In addition, School ID has been renamed to Institutional ID to better reflect the range of organizations we support - please note, the field name in the API has not changed so it won't affect any user feeds.  

System administrators can populate these fields directly on user records, and all fields are available through the User API.

Introducing User Attributes

For our next generation products (Academic Ops, Ready, and Research) we’ve also added a new General App Data Type called User Attributes.

Products can include a published User Attributes dataset that:

• Provides standardized user metadata for use across the product
• Supports institution-specific user information
• Can be extended or modified during implementation

If your product includes a User Attributes dataset, you’ll see an additional section in Person Details showing the configured fields for each user. These fields can also be populated via the Person API.

Enhanced Person Typeahead Gadget

When adding a Person Typeahead gadget to a form, you’ll now be prompted to choose which metadata fields to pull into the form—similar to the Dataset Typeahead experience.

You can:

• Select available metadata fields
• Add them as data-linked gadgets
• Use them in workflows and read-only displays

This gives you more control over how user information appears and functions within your forms.

Using Extended Person Fields with Form Metadata

Form admins can also now pull additional person fields for the below metadata fields for a given form - which can be used to support Workflow routing, Integrations, Read Only gadgets:

• Creator
• Submitter
• Last Modified By

You'll need to enable the 'Access additional user metadata' option in Form Settings and you can then use the 'Edit Available Data' to configure the specific person fields you want to utilize. 

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: