A new set of features for the Document List are coming soon! We're enhancing the filter and sorting options in Document List and providing a way for Admins to publish multiple pre-configured views for their users. Below outlines the new features and functionality which will be coming the week of April 7th - get excited!

Document List - Filters

Users will now access filters in the Filter button on the top of the Document List instead of in individual column headers:

When you click on the Filter option it will open a side drawer where you can add custom filters based on form fields:

Please also note, datasets with Versions enabled users will also have options at the top to select which Versions they want to be included in their filter results.  More information in the Document Versions article.

Fields in the Filter and Sort dropdown will be organized by Active Fields that are on the most recently published form, Inactive Fields that were on previously published forms, Nested Logic, and general Meta Fields from the form.  The Nested Logic allows you to put additional criteria of 'All of the following are true' or 'One of the following is true' at any level within the filters to allow more granular filtering.

Users will also now have true relative date filter options that will calculate relative to the date they are run. So for example, a "Proposal submitted this month" will always display proposals submitted in the month the view is being run.  By default the 'This Week' option is defined by the week starting Sunday and 'This fiscal year' is defined by the year starting in July - however, this can be configured to the individual customer needs based on your local business processes so if you need this configured differently please feel free to submit a support ticket.

Document List - Views

As an App or Product Administrator you can now save Views as a Public View upon creation to share with all users if desired.  After setting up your desired columns, filters, and sort you can click on Views and save.  You will now see an option to 'Make Public' which will then show as a standard view to all users.  Admins will see all views tagged with an eyeball icon (not crossed out) indicating it's a pubic view:

Non-admin users will see text indicating which views are published by an Admin:

Please note a few things about this new functionality in Views:

• We'll be migrating existing saved views to the new format so not to worry!
• All users with Document List access will be able to use any of the Public Views.
• App/Product Admins will be able to delete any public view, even if it was created by another admin.
• Creating a Public View can only be done on initial creation - to change it to be Public or not Public you'd have to recreate the view and then delete the original.
• The Default View is still defined by the configuration in Data Settings.

To streamline the user experience in our products we'll be making the Action List and My Documents options in the top header open as popup modals over the main screen.  We'll also be removing the 'Home' option in the top header since it's no longer needed with the user interface.  This new user interface will be coming on 12/16/2024 (desktop, tablet, and mobile). The below shows the current user interface vs the new user interface:

Current UI

New UI

We've added the below new Meta Data fields that are available in the Form Builder, the Workflow Builder, and in the Document List when creating reports:

• Last Modified By - The user that last modified the document. You can also pull the ID, Display Name, School ID, Email, and Username information associated with the Last Modified By user. 
• Last Modified At - The date the document was last modified.  Please note, the Last Modified At field for prior documents will show as 'Not available' until the document is modified.
• Workflow Runtime (From Submission) - Lists the amount of time a proposal has been in workflow after initial submission.  This value will populate once the workflow is completed for the document (statuses of Complete, Denied, and Withdrawn). Please note, in the export it will show the total amount of time it's been in progress in milliseconds.
• Workflow Completed At - Displays the date the proposal completed the workflow.

More information can be found in the Meta Data Fields article.

We'll be releasing some improvements for the Workflow Status functionality in documents to help make it more clear and readable for users.  These updates will be deployed early next week so we wanted to make you all aware of what's changing.

The updates for Workflow Status in a document are the following:

• Actions in the Workflow Status tracker will display in a new order (newest to oldest)
• The Workflow Status tracker will automatically highlight and scroll down to the current actions when opened
• You will be able to collapse or expand workflow actions at each step to display additional details
• Users will be able to expand or collapse all items in the workflow status tracker from the 'View' menu
• Users will be able to hide future workflow actions from the 'View' menu
• Users will always see the Workflow Status tracker, even from documents that didn't have any configured workflow

These updates also include a new Workflow Settings option of 'Disallow non-admins to view workflow status page'.  

By default, if a user (non-admin) has access to view documents in the Documents List via Conditional Permissions they would also have access to view the Workflow Status for the document.  If you don't want them to have the ability to view the Workflow Status then you can toggle on this configuration option.

We've made the below improvements to the Views functionality in the Document List:

• Reversed the order of saved views with the newest on top instead of on bottom (note: this will impact all existing saved views).
• Show "Unsaved View" as an item in the views list until the current updated view is saved.

More information can be found in the Creating Custom Document List Views article.

Any Lookup (List) or Lookup (Multiselect) gadget that points to another dataset (aka app) will now show those results in the dropdown alphabetically (currently it displayed in the order the document was created).  If you are using the default Form Title Field of Document ID for the linked app then you will see no change in behavior.  However, if you were pointing to a different field in the app for Form Title Field you will see that the documents are now ordered alphabetically.  This should allow users to find the desired document more easily in the dropdown to select in the form.

More information on this functionality can be found in the Advanced Lookup Gadgets, Data Sharing, and Form Title Field articles.

Document creators will now be taken immediately to the editable/submittable view of their documents as soon as they open them from the App Document list.  They will no longer need to click Edit to make changes to their document. 
 
*When a creator opens a draft from the document list they will not see Office Use Only sections, consistent with what they currently see in My Documents.

Document creators will soon be taken immediately to the editable/submittable view of their documents as soon as they open them from the App Document list.  They will no longer need to click Edit to make changes to their document. 

We've made some recent ch-ch-ch-changes 🎶 to some of Kuali's UI: 

Document modals:
Actions that are opened through emails will open in a modal in the Action List instead of taking the user to a new tab. Drafts created using the form link will also open in a modal over the My Documents. Post submission options including the 'start new form' button option and the 'start new empty form' option will now appear on drafts submitted from the My Documents.

Branding updates:
We are adding document branding back into the form. Users will be able to see the defined branding in each document they access in the system. The color bar and logo set up in branding will now appear at the top of the form fields section instead of behind it.

Form Settings Redesign:
Form settings will be grouped by category to allow users to find them more easily.

You can read more about it HERE

When exiting out of a modal, users will now see an alert that there are unsaved changes. Inside the alert, users will be able to easily save their changes or go back to their draft.