• Forms
• Workflow
• Permissions

• 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.

Forms

1. If you need a single checklist to be completed by one user.
   1. Create an Office Use Only section that is editable when it reaches the workflow step for that user.
   2. Add the checkboxes into the form.
   3. Add a validation gadget if you want all checkboxes to be checked prior to completing the overall task. (If different users can complete all checkboxes, then adding separate tasks to the workflow will be needed for each checkbox).

   

Workflow

1. Notifications 
   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. 
      3.  
2. Office Use Only sections 
   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 (see screenshot below). 
      1. 
3. Workflow simulation
   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. 

Permissions

1. To allow authenticated users to see their own documents and where they are in the process flow:
   1. Under Form Settings at the bottom, set up conditional permissions. (Only allow them to View since the user shouldn’t be able to edit their form anywhere in the workflow). 
      1. 
      2. Once the Conditional Permission is saved, it is found under Form Settings
      3. 
      4. Then for All Authenticated Users, select Access the document list radio button so they can then see all their submitted documents and their status.
      5.