You can now send Approval, Acknowledgement, and Task workflow steps to people outside your system — even if they don’t have a Kuali user account/login.

💡 Why It Matters

Sometimes, workflows require input or sign-off from collaborators who aren’t regular system users. With this update, you can include those external participants seamlessly and securely, keeping your process moving without manual workarounds.

⚙️ What’s New

You’ll see two new options in the Approval, Acknowledge, and Task workflow step settings. These options let you route workflow steps to external users:

• An external email specified on the form:  Allows you to choose an Email gadget field on the form to be used to route to an external person.
• Any specific external email:  Allows you to input a specific email for an external person.

Once triggered in workflow, it will send an email with a special temporary, secure link that allows external users to access the form like a normal user without logging in to take the workflow action.  

These links expire automatically after 24 hours for added protection. If the link is clicked after this timeframe the user will get a message that it has expired and a new link has been emailed.