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.

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.

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

You can now create and run Secondary Workflows to support processes that happen outside your main submission workflow.

This gives you more flexibility to trigger notifications, integrations, or review steps exactly when you need them - without impacting your primary workflow.

Why This Matters

Not every process fits neatly into your main workflow. Secondary workflows let you handle additional steps—like side reviews or system integrations—before, after, or alongside your primary workflow.

What You Can Do

• Run workflows independently of submission
  Trigger workflows manually from a document or automatically on save—without changing the document’s main workflow status.
• Support parallel processes
  Run multiple workflows at the same time to manage different business processes in parallel.
• Keep workflows flexible and reusable
  Create, publish, and version secondary workflows independently from your main workflow.
• Track workflow activity clearly
  View secondary workflow activity in the Workflow Status / Document History, with indicators for in-progress or error states.
• Test your workflow against real documents before publishing
  In addition to using the Workflow Simulator to complete a form and preview the workflow path, you can also select an existing document to simulate how the workflow will run in practice.

How it Works

• Admins can create and manage secondary workflows from the Workflow tab in a form.
• Once published, workflows can be:
  • Triggered manually from a document.
  • Triggered automatically on save based on defined conditions.
• Each workflow runs independently and maintains its own history and status tracking.
• End users will receive and act on workflow steps just like they do today—no additional steps required.

Important to Know

• Secondary workflows do not change the main workflow status of a document.
• Multiple workflows can run at once, but the same workflow won’t run in parallel on the same document.
• To fully understand activity on a document, you may need to review both the main workflow status and any active secondary workflows via Workflow History.
• A new Active Secondary Workflows column in the Document List helps you quickly identify which documents have workflows in progress.

Getting Started

To create a Secondary Workflow:

1. Go to the Workflow tab in your form (which defaults to the Primary workflow view), then click the dropdown in the top left to open the Manage Workflows page.
   
2. Within Manage Workflows, you can create, manage, enable, or disable your secondary workflows. Using the three-dot menu for each workflow, you can also Publish, Rename, or Duplicate the workflow.
3. Click on +New Workflow (or edit and existing from the 3 dot menu) - name the workflow and select what will trigger this workflow (either manually or if the document is saved with certain criteria):
   
4. If you selected the A change to a document trigger option, the first step in your workflow will be a Trigger Step, where you can define which field changes or document criteria will trigger the workflow to run. These workflows are triggered when a user saves the document.  You can switch the workflow trigger type between Manual and A change to a document at any time. Continue to build your workflow with the desired steps (more info in the Creating a Workflow article).
   
   Note: The 'Limit this workflow to a single execution across all versions of a document' configuration option allows you to limit the trigger to the first time someone saves and that attribute trigger exists; and it won't send again on every subsequent save.
5. When ready you can validate the secondary workflow using the Workflow Simulator by selecting an existing document to test against or by completing a new document.
   
6. Once validated, Publish the draft secondary workflow to make it live for automatic on-save actions or available for app and product administrators to manually trigger from a document.
   
7. Trigger a manual secondary workflow from a document using the menu options available when accessing the document from the Document List.
   

We’re excited to see how you use Secondary Workflows to streamline your processes. As always, we’d love your feedback!

Coming Soon

You’ll soon be able to trigger secondary workflows automatically based on a specific dates or intervals within a document. You will see the greyed-out option of A specific date or interval—these will allow workflows to run automatically on scheduled timing.

Keep an eye out for an upcoming announcement when this option become available.

You can now see exactly what permissions a user has—all in one place.

The new Effective Permissions tab, located within each user’s record, gives you a complete view of a user’s access across the system. Because this tab lives in the Person record, only users who have access to the People list can view it.

What You’ll See

The Effective Permissions tab shows all permissions assigned to a user in one organized view. It’s divided into three sections to help you understand where that access comes from:

• Groups & Roles
  View the user’s memberships in Kuali Groups, including any roles that contribute to their access.
• Policy Groups
  See app-level permissions granted through policies. This section shows the specific permissions a user receives from each policy.
• Effective Permissions
  Get a consolidated list of all permissions the user has across the system in one place.

Why it Matters

Instead of tracking down permissions across multiple areas, you can quickly understand both what access a user has and where it comes from. This makes audits, troubleshooting, and access reviews faster and more reliable.

How to access it

1. Go to the People list
2. Select a user
3. Open the Effective Permissions tab

This update gives you a clearer, more complete picture of user access—so you can manage permissions with confidence.

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.