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.