LCS - Getting Started with Kuali Build

As you get started with building an application in Kuali Build offered by the LCS team, please read:

What can I build on Kuali and how do I get access?
Kuali Resources
LCS-supplied Resources
Getting Started with your own Kuali Build application
See additional articles

What can I build on Kuali and how do I get access?

Kuali Build allows non-IT staff to build single form applications with workflows (e.g. approvals, tasks, emails, etc.) with the LCS team providing integrations to and from other systems if needed. Check out the LCS website for more information on what can be done.
There is no formal training on Kuali from the LCS team, however, you can use LCS website's Customer Support Form to request access to Kuali Build.
1. The requester will be provided their own Kitchen Sink application in Sandbox title <your NetID> Kitchen Sink. You will be notified when it is available.
2. We recommend looking at the Kitchen_Sink workflow to see how the flow diagram translates into the form and workflow in Kuali Build.
3. The intent is for you to have hands-on access to how an application can be set up utilizing most gadget/field types along with most of the workflow steps.
4. We will eventually delete your Kitchen Sink application so feel free to play.
Kb articles and Kuali documentation
1. The LCS team has created some kb articles to help you along. All of them can be found under the Kuali Build topic.
2. Kuali also provides videos and documentation as indicated just below under Kuali Resources.

Kuali Resources

UW has purchased the Kuali Build module. Kuali has robust documentation found here.
1. There are 2 introductory videos which you may want to watch:
  1. Part One: How to Create an App - Form & App Permissions
  2. Part Two: How to Create an App - Workflow & Documents

LCS-supplied Resources

Sandbox – a Space in UW’s Kuali Build environment to work with “play” applications
1. Each one of you will be given access to a Kitchen Sink app in the Sandbox. (as mentioned above)
2. Before building the application, a Kitchen_Sink workflow was created (best practice) which assists in creating the form and the workflow, especially decision points.
3. The intent is for you to have hands-on access to how an application can be set up utilizing most gadget/field types along with most of the workflow steps.
4. We will eventually delete your Kitchen Sink application so feel free to play.
Production applications:
1. If you have an idea for an application, you will need to submit an (Link available 10/20/25) Application Request. Before 10/20/25 use LCS website's Customer Support Form
2. The LCS team will do an assessment regarding the fit of your application request with Kuali Build.
  1. Be prepared to discuss the Groups and/or Roles you will need. LCS - Kuali - How and When to Use Blueprints vs. Groups vs. Roles
3. If suitable for Kuali Build, the developer will receive a notification when their application has been created.
4. Production-ready applications will be found here.
  1. All UW-Madison staff will be “Authenticated Users” meaning they will use SSO (NetID plus MFA) to access the application. This is preferable.
  2. Examples for using Anonymous Users are for outside construction contractors who need to submit a request for access to a building.
  3. Anyone who will have tasks or approvals to perform will need to obtain a NetID.
Groups:
1. Groups are commonly used in the Form Builder and when determining routing in Workflow and can be used to assign people to a Role.
  1. For example, the LCS team has set up a group called “LCS Team” that is divided into Administrators and Members. Some tasks and approvals can only be completed by the LCS Administrators while others by anyone in the entire LCS team. Anyone in those groups can complete the task or approval and it will be removed from everyone’s action list.
2. Groups are limited to 800 people.
3. Before building your application, determine what “groups” of people are needed to fulfill each step of your process and work with the LCS team to have those groups defined and available to you.

Getting Started with your own Kuali Build application

Create a flow diagram (all UW-Madison staff has access to SmartDraw as a suggested tool) with decision points and notifications. (Example: Kitchen_Sink workflow.)
Determine if you need to access data from any campus system and follow this kb article to get approval.
Access the Production-capable application you were assigned
1. You can add other application administrators/developers, but it is advised to not both be in the application at the same time (one user’s changes could overwrite another).
Build the form (see LCS - Kuali Forms Tips and Tricks for some tips and tricks with forms and workflows)
Test the form
Build the workflow (see LCS - Kuali Workflow Tips and Tricks
Test the workflow
Check permissions. Add policies and/or Conditional Permissions. (see LCS - Kuali Workflow Tips and Tricks
Check App Data Sharing
Allow other users to test your application
**Before publishing reach out to the LCS team**
1. Any integrations will need to be finalized and have the right authentication
2. Check email configurations to ensure the notification emails come from a wisc.edu address.
3. Options prior to publishing:
  1. Any documents created during testing will need to be deleted if the same application will be Published. This will lead to the first document created after publishing to be given the number n+1 from the last one created during testing. (e.g. If testing used 16 documents, delete the 16 before going live, the next document created once live will be number 17).
  2. The LCS team can copy the application into a new application so that any documents created in the new application will be production-only.