• Notifications for Tasks and Approval steps
•  
• Office Use Only sections
• Workflow simulation
• Versions of the same document
• Other related Kuali kbs:

• If you have more than three steps/steps sub steps/sections within the document, you must include the table of contents section above (keep everything in brackets, remove these bullet points)

• If you do not use the table of contents delete these bullet points and the text in brackets above.

Notifications for Tasks and Approval steps

1. 1. Tasks and Approval steps have their own notifications that are triggered by the completion of the previous workflow step. Therefore, there is no need to create a separate notification step in workflow prior to task or approval emails.
      1. If the same individual(s) will need to perform a Task or Approval, there is no need to include a separate Notification workflow step beforehand. In the Task/Approval step, toggle on the Customize email notification and enter the content, which serves to alert the assignee.
      2. If you do include a separate Notification step prior to the Task, the system will send the Notification email first, followed by the Task email. Task steps function similarly to Approval steps in terms of how notifications are handled. 

Setting up notifications in Kuali tasks

Office Use Only sections

Office Use Only sections should be used when someone down the workflow, like an approver and task completer, needs to add additional information to the form. For example, the approver will indicate which of 2 options should be taken or the task completer should complete a checklist. The original form submitter will not see any Office Use Only sections, however, the application developer will need to indicate when they are available and to whom in the workflow. 

1. 1. For Office Use Only sections, you must indicate when they should be viewable/editable during the workflow (i.e. at the task step when the user needs to enter something, make sure that office use only section is available) 
      1. In the example below, the “LCS team questions and decisions” section is the initial Office Use Only section in this flow. At this point in the flow, a radio button needs to be selected by an LCS team admin to indicate either Kuali or Betty Blocks.
      2. Therefore, at this point in the flow, the LCS team questions and decisions section is editable. The flow is not yet at the point where the subsequent office use only sections are needed.
      3.  
   2. Once the workflow gets to the Betty Blocks task, the Betty Blocks Office Only Space is then made available for editing (see screenshot below). 
      1. 

Kuali documentation about Office Use Only sections

Workflow simulation

1. 1. The Workflow simulator branching will always show you this “warning” pictured below, but it doesn’t mean anything was set up incorrectly. It is just letting the tester know this is a branching point. This “warning” may appear per application and can be turned off by checking the box.       
      1. Once the user clicks Next to move on, the various routes will appear.            
      2. 
   2. The Workflow simulator doesn’t provide a Comment when the form is denied, however, a comment is required for a published application upon denial as pictured below.
      1. 
   3. To see the comment, the submitter needs to go into their Documents>Workflow Status and expand the Denied process step to view the comments.
      1. 

Versions of the same document

UW-Madison has purchased the Kuali Build Document Versioning functionality. Some use cases for using it:

• If the same submitter (Need to check if someone within the same group can see and submit a new version of a document) is performing a semi-annual review on an item and has filled out the form once indicating location, set-up, use, etc. of the item. The user doesn't want to fill out the same information again 6 months later with a brand new form. Therefore, creating a new version of the same filled out document and making only required edits would save time.
• If a proposal is being written and the text along with the suggested changes should be saved and compared across multiple iterations. (e.g. An extract for a journal article passes back and forth between author and reviewer. The author enters the text in one field and reviewer enters suggested changes in another).

1. For set-up configurations, see Kuali documentation about Versioning
2. The submitter or group will also need to have access to their documents. See Permissions this kb LCS - Kuali Permissions Tips and Tricks
   1. There will be additional permissions seen as outlined in Kuali documentation about Versioning.
3. The user can’t create a new version from the Kuali My Documents list. The submitter will only see multiple of the same document in My Documents with new submitted dates, but there isn't anything to distinguish the documents from each other. 
4. The submitter must open the application and click on the documents tab to create a new version. The submitter can add the Version Number column. 
5. By selecting the document desired, the list of versions and ability to create a new one is in the top left corner.
6. On the right side of the same screen, Show Changes provides additional functionality
7. New versions are available only upon completion of the previous workflow

Use case of versioning:

1. For the second use case bulleted above, the form should not be set up such that the submitter enters into a field and the reviewer enters changes into the same field as the submitter. In this case, you wouldn’t see what the submitter originally had in the fields.
2. Instead, the  reviewer would need to copy and paste what submitter entered into second field as seen in the form below. 
3. By making the Reviewer's entry section Office Use Only, the submitter won't enter data into the Reviewer's section. 
4. In the workflow, make the Submitter's section View Only for the Reviewer, with the Reviewer section editable by the reviewer. This way the reviewer can copy/past the data in the submitter section if so desired, but can't edit it.
5. The submitter could then review the suggested edits and begin the next version starting with the text already entered in the previous version. In this manner, each version the submitter entered would be saved.

Other related Kuali kbs:

LCS - Kuali Forms Tips and Tricks