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Assigning Person / Group to a Step

Assigning Person / Group to a Step

Once you have created a step, the step options panel will open on the right-hand side of the screen. From there, you can choose from a list of individuals to approve the form. Each option is discussed below.

Person(s) in a role of a group, or the group's hierarchy, on the form

This will allow you to choose a person in a specific role from any group that was mentioned on your form. Once this option is selected an additional field will load below that will ask you to specify the field on the form that lists the group. You will then be prompted to select the role from that particular group that should approve the form submission. 

Person(s) in a role of any specific group

This will allow you to choose a person in a specific role from any of the groups that were pre-populated in Kuali during your implementation. Once this option is selected an additional field will load below that will ask you to specify the role and the group.

 

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A person specified on the form

This will allow you to choose a person listed in a field on the form. 

Once this option is selected an additional field will load below that will ask you to specify the field on the form where that person is listed. Additionally, you can select the submitter of the form by choosing "Submitter (meta.submittedBy)" from the drop down.

 

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Any specific person 

This will allow you to choose any person from any of the groups that were pre-populated in Kuali during your implementation. Once this option is selected you will be asked to specify the user.

 

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In a recent update, Kuali Build now allows for Approval, Acknowledge, and Task workflow steps to be routed to external users.

  • An external email specified on the form:  Allows you to choose an Email gadget field on the form to be used to route to an external person.

  • Any specific external email:  Allows you to input a specific email for an external person.

 

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Once triggered in workflow, it will send an email with a special temporary, secure link that allows external users to access the form like a normal user without logging in to take the workflow action.  

These links expire automatically after 24 hours for added protection. If the link is clicked after this timeframe the user will get a message that it has expired, and a new link has been emailed.