For those customers that have Document Versions and have the Allow resubmission of documents to workflow option enabled in the Workflow Settings of a form, you'll now see a new gadget configuration option. Each gadget and section now has the configuration option of Clear field when creating a new version:

There are certain fields that need to be completed on each new version of a document. Examples include questions about a specific amendment, or the transaction type on a new Award. Currently, when creating a new version the user needs to manually wipe these fields out, which can be easily missed. This makes it impossible to validate if a field has been addressed on the most recent version.  Now, when the Clear field when creating a new version configuration is selected and a document in this form or dataset is updated via the 'Create New Version' option the data in the selected field is cleared out automatically. This option is defined by the template the new document version is upgraded to, not the originating version, so the clearing will begin working as soon as a new template is published, even if older documents are not using the template.  

Please be aware of the following:

• This option can be applied to Sections and it will affect all gadgets within the section.
• This option can be applied to a repeater or table and will affect all gadgets within the table or repeater, as well as eliminating all rows in the table or repeater.
• This option can be applied to individual gadgets in a table or repeater and will leave all rows for the table or repeater in place, but will wipe out the impacted fields or section.

We've added an option for end users to sort the tiles on their Kuali portal, individual spaces, or any of the left navigation options, by Create Date or Alphabetically.  To change the sort of the listed apps or products you can select the menu option on the page you're actively on to select the Sort By option.  This will then allow you to sort all apps/products on that page by either Created Date or Alphabetically (the default selection is Created Date):

If you select Alphabetically each category of tiles (Products, Apps, Links) will change order to match the selected option. The browser session will store which selection was made and when a user returns to that space it will continue to display their desired sort.  If they login in a different browser it will display the default sort order.

Additional information can be found in the Navigating Kuali article.

You can now configure a Date gadget to restrict the dates a user can select based on other Date gadgets in the form.  For example, preventing a user from selecting an end date that's before a start date or requiring an event date be between a given project start/end date).

Within the Date gadget the Limit selectable dates configuration now has the option of 'Based on a field'.  Once selected, you can then add logic that this date gadget must fall between other date gadget fields within the form (plus or minus a certain amount of days): 

For example, let's say you have Start and End date gadgets within your form and you want to put in logic to not allow a Start Date to be after the End Date (and vice versa).  First, you would set up the configuration as below for the Start Date (notice you would leave the first criteria blank and only fill out the second between criteria):

Second, you would also configure the End Date field to not be before the Start Date (notice you complete the the first between date criteria but leave the second between criteria blank):

Once configured if a Project Start Date is entered then the user cannot select anything before that date in the Project End Date Field (the options will be greyed out).  The same would be true if you enter the Project End Date first then the user would not be able to select any date after that date for the Project Start Date.

Note: You don't have to set both between date criteria if you don't need to limit based on a secondary date field; like in this example where we only want to make sure the start date is before the end date (and vice versa) we leave either the first or second section blank.  But you could put in both criteria if you want to make sure a date is within two other form date fields (for example, maybe an event date must be within the project start and end date fields).

By default, if a workflow step (Approval, Task, or Acknowledge) is set up to use groups, and a group is selected that doesn't have any users configured, the workflow step will go to error.  An app/product admin needs to manually act to keep the document moving through the approval workflow:

Now, if a group option is selected as the recipient within an Approval, Task, or Acknowledge workflow step, you'll have the new 'Skip this step if there are no users in the role' configuration option:

The Bypass Workflow option is a time-saving feature for app administrators who need to move documents through workflows more quickly. Rather than manually advancing each workflow step, admins can now bypass the entire workflow with a single action. 

Workflow Settings

App designers can now enable a setting that allows app admins to bypass the workflow entirely. In the Workflow Settings, you’ll see a new option titled Allow app admins to bypass workflow.

Once enabled, additional options will appear to app admins in the Document List view.

Document List View

When a document has the status of In Progress or Draft, and the bypass feature has been enabled in Workflow Settings, an admin can open the document from the Document List and take the Bypass Workflow action.

Once the bypass has been completed, you will need to refresh the page or return to the document list to see the change in the status or see the workflow history. The workflow history will only contain steps that have already been completed, up to the step where the bypass workflow option takes place. Steps after the bypass workflow option occurs will not show within the workflow status. 

More information can be found in the Bypass Workflow Option for Admins article.

You can now configure Sections to have no formatting associated (borders, spacing, or indentation). By default, if you have Sections and especially embedded Sections it will apply certain spacing and indentation to the form to delineate each Section.  But sometimes a user wants to use a section for configuration scale or complexity, and not for layout purposes and doesn't want to impact the way the form looks.  Now within the Sections gadget you will have the Hide Section borders and spacing configuration option:

Some common use cases for this functionality:

• Apply conditional permissions to a large number of fields, but you don't want to impact the way the form looks by embedding a visual section.
• Setup a small set of forms within a section to be Office Use Only, but you don't want to impact the visual display of the form.
• Setup complex Conditional Visbility Rules that include and as well as or logic, but you don't want to leave visual artifacts by embedding multiple visual sections within.
• Have a section header to create trackable headers for accessibility, but you don't want to sacrifice horizontal real estate on the screen, especially in a product where we have multiple sidebars.

Example of a Section embedded in another Section (without Hide section borders and spacing enabled):

Example of a Section embedded in another Section (with Hide section borders and spacing enabled):

Note:  If a section is at the top level of a repeater or document there will still be some spacing that remains, however any sections embedded within other sections will be fully invisible.

For our enterprise customers with Spaces you can now add custom links that will display above the products and apps within each space.  This will allow System Administrators or Space Administrators to add links at the top of each Space to external resources commonly used by your end users (i.e other local institutional systems or sites).  

Within Spaces you'll now see the Apps & Links tab where it will display all apps and links within each space:

Within the Apps & Links you'll now see the Links section:

To add external Links to your Space you can click the +Add Link button to add the Title that will display, url, description (optional), and upload an image for the link:

After saved you'll see the link information at the top of each Space: 

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.