LCS - Kuali Publishing Tips and Tricks

• Unsubmitted Drafts checkbox
• Versionless Forms

Unsubmitted Drafts checkbox

Please contact the LCS team prior to checking this checkbox to ensure it is the correct situational usage.

• Use case: A TEAM is responsible for completing a form where each form covers a certain area (e.g. building, piece of equipment, etc.) and they need to know if one of the team members has started, but not completed a form, so they don't duplicate work.
  • Under the documents list for the application, all TEAM members have access and will see a list similar to the screenshot below.

• Pros:
  • Everyone on a team can see all forms and their workflow status including those in draft in the application's document list
• Cons
  • Using Export>All Data to generate a csv will include all forms including those in draft status
  • If people outside of the team can submit forms, such as student-facing forms, then there may be a lot of forms left in draft status that you (i.e. Don't check the checkbox if all authenticated users or all anonymous users are given permissions to fill out the form).

Note: Form submitters will always be able to find their forms in draft status in My Documents, regardless of this checkbox.

•  My Documents is available for all users from  https://wisc.kualihub.com

• Select the Drafts tab within My Documents for the user to see all of their unsubmitted forms across all applications

Versionless Forms

Please contact the LCS team prior to checking this checkbox to ensure it is the correct situational usage.

• Use Case: Data repositories that rely on Data Sharing. The form in this application is a collection of data from other fields/gadgets from other Kuali application(s) allowing all the data to live in one place and can be exported together instead from separate applications.

• Pros
  • If your form utilizes data from another submitted Kuali form as a data repository, Google Forms or Qualtrics can't do this.
•  Cons
  
  • Removes the Workflow tab, as versionless forms are not tied to workflow.
  • Removes the Dashboard tab, since submission stats apply only to end-user forms.
    • And you can't uncheck the checkbox after publishing.

Note: LCS team recommends using Google Forms or Qualtrics for internal tracking or administrative forms that don’t require workflow routing. 

See Kuali Documentation about Initial Publishing.