We're excited to announce that Document Versions and Document Edit History are now available to all Kuali customers.

Previously, these features were only available to customers using the next generation of Kuali Ready, Kuali Research, or Kuali Academic Ops. Now, customers can enable these capabilities in any Kuali product or app, including Kuali Build. Access is no longer limited to Enterprise customers or institutions using the next generation of Kuali products.

Why This Matters

Many documents need to go through multiple review and approval cycles throughout their lifecycle. With Document Versions, users can create a new version of a completed document, make updates, and route it through the approval process again without starting from scratch.

This helps teams maintain an accurate record of changes while ensuring updates receive the appropriate review and approval.

Versions vs. Editing Existing Documents

It's important to understand the difference between editing an existing document and creating a new version.

Users with the Edit documents in this app permission can make updates to any document, regardless of its status. While this can be useful for correcting information, those edits overwrite the existing document and do not create an audit trail of what changed.

For documents that require accountability, compliance tracking, or a historical record of updates, we recommend limiting edit permissions and using Document Versions instead.

When a new version is created:

• A separate version of the document is generated
• Changes can be reviewed and compared against previous versions
• The updated document can be routed through the approval process again
• Previous versions are preserved, providing a clear history of document evolution

In addition, Document Edit History provides visibility into changes made within a document by showing who made updates and when those changes occurred. This helps support collaboration, transparency, and auditing needs.

Getting Started

To use Document Versions, administrators must enable the Allow resubmission of documents to workflow option in the Workflow Settings of a form. Once enabled, users can create a new version of a completed document, make updates, and route it through the approval process again.

To use Document Edit History, administrators can enable the History option in the form's Form Settings. When enabled, users can view a record of changes made to a document, including who made updates and when those changes occurred.

After these settings are enabled, the corresponding functionality will be available to users on supported documents.

We’re pleased to make these capabilities available across the Kuali platform and look forward to helping more customers benefit from improved transparency and document management.