Administration - Documents List

Owned by Michael Oatley
Last updated: May 17, 2024 by Jordan Gardiner
4 min read

Review Submitted Documents

Once your app is published and shared, your users can begin submitting forms. Submitted forms (called Documents in Kuali Build) can be found in the Documents List. In the Document List, you can view previously submitted documents, adjust the columns, and filter the data.

Document list

Check the Document Status

How do I see where a submission is in the workflow process (Workflow Status)?

The ability to view document status is dependent on the application workflow settings.
If you do not see the document status, contact the Application Administrator.

During the workflow process, you may want to check where your document is at in the workflow (i.e., its status). To do this:

  • Navigate to the Documents tab of your app.

  • Click on a document to open a document in a separate tab.

  • The VIEW Review/Status on a document is visible to an approver (while it’s in their action list) or to a submitter (only when it’s returned).  

  • On the left side of the screen you will be able to toggle between the Review and Status option

Toggle between review and status

  • Review will allow you to see the completed form. 

 

 

  • The Status option will allow you to see where the form is at in the workflow process, including comments that were made when the form was approved or denied in a previous step.
    The Status option also supports a few actions including the ability to:

    • Skip the step.

    • View Step in Workflow Builder to review the configuration of the workflow process.

    • Resend Notification will allow you to send the approver in the workflow another email notification. It will also track the last time a reminder was sent when you hover over the button.

    • Reassign will allow you to reassign the step to another person by selecting an individual, along with a required comment. See details below.

Reassign a task or approval

How do you reassign a task?

  • App Admins can enter the "Status" view in an active workflow. 

  • Both Tasks and Approvals can be reassigned to another user. 

  • Find the task or approval you want to reassign

  • Choose the new user to reassign the task/approval to

  • Add a comment, and reassign. 

  • The newly assigned user will now be notified.

 

*Note: The reassign feature will not be usable in any submissions that were submitted before April 2022

More information regarding managing the Document List is available here within Kuali’s knowledge base.

Exporting Data from the Document List as a CSV file

 

  • Click on Export All in the upper right corner, which will export a CSV file of all data from submitted documents.

  • You also have the option to export specific data from your Current View which includes applied filters, sorting, search queries, and visible columns.

Exporting a Document as a PDF

In order to export a document to a PDF, you need to ensure that the form setting "Allow the exporting of documents in this app" has been enabled.

  • To export data from one form to a PDF, navigate to the completed form. You can get there easily by clicking on the form in the Document List.

 

Once you are on the document page, click Export from the top right side menu options. 

This will allow you to choose if you want to download the document, the workflow history, the workflow comments, or a combination of any components. Select which items you want to download by checking the boxes and click Export. A PDF file with the data will be downloaded. 

 

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