Configuring Access to Your Kuali Build App

By default, your app is private only to you. Even if you publish your app, no one can take and submit your form unless you grant them explicit permissions. Permissions are an app setting where you configure who has access to your app. Permissions are configured individually for each app. You can grant access for specific Tufts individuals or groups of Tufts individuals (such as the Arts & Sciences faculty).

Note: Permissions only need to be assigned for those who will edit your app or submit your form. Individuals identified as reviewers in your app’s workflow do not need to be assigned permissions to review forms. For example, if I set up John Jumbo as an approver in my workflow, I do not need to set up "approver" permissions for John Jumbo.

    There are five permissions available that fall into three categories:

    • Who can submit the form?
    • Who can view submitted forms (documents)?
    • Who can work on and edit the app?

    Permissions are assigned by Role. Permissions assigned to a role will apply to every user in the role. You cannot assign permissions directly to a specific user – you must assign a user to a role and assign permissions to that role. For example, one role is “All Authenticated Users”, which is any user that can log in with a Tufts username and password.

    Here, we’ve set our permissions such that any authenticated user will be able to "create a document" (submit the form).

    All Authenticated Users is a role created by Kuali Build

    The app permissions that can be assigned are:

    • Administer, design, and publish this app:
      • This allows users to edit, publish, and delete an app.
      • You will set this permission for any Tufts users that will work completely with you on building the app, such as your teammates.
    • Create documents in this app:
      • This allows users to submit the form.
      • You’ll set this permission for any Tufts users that you plan to distribute the form to.
      • Note: If you would like anyone with the link to submit your form, instead of assigning this permission, there is a separate role to enable completely anonymous submissions.
    • Read documents in this app:
      • This allows users to access to view submitted documents (submitted forms) for this app. 
    • Update documents in this app:
      • This allows users to make changes to any completed fields in a document (submitted form) in this app.
      • Note: Because this permission allows users to change the answers the initial user submitted in their form, be very discriminate with whom you assign this permission to.
    • Delete documents in this app:
      • This allows users to delete any documents (submitted forms) from this app.

    To see more information on app permissions, you can look at Kuali Build’s “App Permissions” documentation.

    You can change app permissions at any point.

    1. In your app, click the triple dots option menu next to your app’s name in the top left.
      The app name is in the top left of the screen
    2. Choose Permissions from the dropdown menu.
      Permissions is the second list item
    3. Scroll down to the role you’d like to assign permissions to.
      Authenticated Users is one pre-created role
    4. On the right side of the row, click the checkbox(es) next to the permissions you’d like this role to have. The checkbox will fill in blue.
      Check any desired boxes under the role
    5. To remove a permission from a role, click a blue checkbox. The checkbox will clear, removing the permission.
      Authenticated Users is one pre-created role
    6. The adjusted permissions will automatically save.

    For the administrator role and all custom roles (every role except Anonymous Users), you will define what users are in that role and thus have that role’s permissions. You can always change role members in the future.

    1. In your app, click the triple dots option menu next to your app’s name in the top left.
      The app name is in the top left of the screen
    2. Choose Permissions from the dropdown menu.
      Permissions is the second list item
    3. Scroll down to the role you would like to add users to.
      Administrators is a pre-defined role

    Whom Can You Add to a Role?

    To each role, you can add individual users or add Groups, Roles, and Affiliations, granting permissions to all users within that group, role, or affiliation. These are not exclusive, and there is no limit to the number of users, groups, roles, and affiliations you can add.
    You can add 2 users, 2 groups, 1 role, and 1 affiliation if you'd like

    • The Users field allows you to add an individual Tufts user.
      Typing in a user will show a dropdown of choices
    • A Group is a school or department, such as all of the Engineering school or all of the Dining department. These are predefined in Kuali Build. If a new system level group is needed, submit a request to kuali-build-support@elist.tufts.edu.
      Typing in a group will show a dropdown of choices
    • A Role is a subset of a school or department at Tufts, such as Advancement Faculty or Engineering Staff. While they have the same name, these are predefined Tufts roles and do not include the Kuali Build roles you are defining on this page.
      Typing in a role will show a dropdown of choices
    • Affiliations are Tufts affiliations, such as student or staff.
      Typing in an affiliation will show a dropdown of choices

    Adding Users, Groups, Roles, and/or Affiliations to a Role

    Users, groups, roles, and affiliations are all added to a role the same way.

    1. Click the Add a… search field in the appropriate row.
      Add a is next to the search icon
    2. Begin typing in the search field. The dropdown will automatically filter as you type.
      Select from the dropdown
    3. Click your selection from the dropdown.
      Users added appear under the search field
    4. Role additions will automatically save.

    Kuali Build has two predefined set roles: Authenticated Users (any user that can log in to a Tufts login screen with a Tufts username and password) and All Anonymous Users (anyone in the public, including individuals that are not part of Tufts).

    If you have different groups of individuals whom you’d like to assign different permissions to, you can create custom roles. You will create the role, assign the permissions to the role, and add users to the role.

    Note: These custom permission roles are used only for assigning app permissions and cannot be used on the Workflow page for workflow routing. Despite the similar wording, roles within Kuali Groups are a separate entity that can be used for workflow routing. 

    To create a custom role:

    1. In your app, click the triple dots option menu next to your app’s name in the top left.
      The app name is in the top left of the screen
    2. Choose Permissions from the dropdown menu.
      Permissions is the second list item
    3. On the permissions screen, scroll to the bottom to Add a New Role.
      Add New Role is at the very bottom of the permissions screen
    4. Give your role a useful and descriptive name, then click Create.
      You must enter a role name before clicking Create
    5. Your new role will appear on the permissions page with no permissions or users assigned.
      Custom roles are configured the same as predefined roles
    6. Assign permissions, users, groups, roles, and affiliations as needed.
      Use the dropdown to add users and the checkboxes to add permissions

    To remove a custom role:

    1. On the permissions screen, scroll to the row with the custom role you’d like to remove.
      Use the dropdown to add users and the checkboxes to add permissions
    2. In the top right of the row, click the X.
      The X for a custom role is in the top right of the role box
    3. Kuali Build will ask you if you’re sure you’d like to delete the group. Click OK.
      Kuali Build always asks to confirm a role deletion
    4. The role is removed. This is saved automatically.