Publishing and Distributing Your Kuali Build Form

Publishing and Distributing Your Kuali Build Form

When your form is completed and your workflow is configured and testing, you’re ready to publish and distribute your form. In Kuali Build, you will have set your form up with a workflow. Your form and workflow are connected and contained within the app. When you want to publish and distribute your form, you’ll publish the entire app, then share the link to the form.

Important: In Kuali Build, publishing and distributing an app is not enough for users to submit your form! As a security feature, you’ll need to assign users or groups permissions to “Create documents in this app” to be sure the appropriate users can access, fill out, and submit the form. Alternatively, you will need to enable completely anonymous submissions so that anyone, even without a Tufts login, can access, fill out, and submit your form (Note: Anonymous submissions are incompatible with data lookup gadgets).

Thus, distributing a form in Kuali Build consists of three steps:

  1. Publish the app.
  2. Set app permissions such that defined users at Tufts can take your form and/or the form can be completed by completely anonymous users.
  3. Distribute the form link.
  1. In your app, click Publish in the top right menu.
    Publish is the last tab in the top menu
  2. Click Publish.
     Publish is the only button in the screen

Your app is live! You can optionally click Share Form to jump to distributing your form.
Share Form replaces the publish button

To see more information on publishing an app, you can look at Kuali Build’s “How Do I Publish an App?” documentation.

  1. In your app, click Publish in the top right menu.
    Publish is the last tab in the top menu
  2. If you have made changes to your form or workflow (for example, correcting spelling in a form question), you will be shown a list of the changes that you have made.

    The changes have options below and to the side
    • Click View next to each list item to jump to the specific change.
    • Click Discard Draft to revert all changes since the last published version of your app.
    • Click Publish to make your changes live.
       

Your app is live! You can optionally click Share Form to jump to distributing your form.
Share Form replaces the publish button

To see more information on publishing an app, you can look at Kuali Build’s “How Do I Publish an App?” documentation.

You will send your form only to individuals who should initially fill out and submit your form. You will not send the form to individuals that are approvers or otherwise need to take actions on submitted forms – Kuali Build will automatically send these users the form at the appropriate time based on the workflow setup.

To distribute your form:

  1. On the Publish page, when your form is Published, click Share Form.
     Share Form is the only option with no changes
  2. A panel will appear with two options for a link to your form. By default, only the top link is active.

     You see a regular link and an anonymous link


     

  • The bottom link is to allow completely anonymous submissions. Any user with the link can fill out the form; users do not need to log in with a Tufts account and you do not need to change your app permissions. To enable this link, check Allow anonymous submissions.
    • Note: Anonymous submissions are incompatible with data lookup gadgets.
      Anonymous link will only work if you check the Allow checkbox 

To see more information on distributing your form, you can look at Kuali Build’s “How Do I Share an App/Form?” documentation.