Submitting a Form

If you are sent a Kuali Build form to fill out and submit, you can:

  • Save your partially filled out form as a draft to finish and submit at a later time
  • See and review forms you have previously submitted.

After you submit your form, your form will be sent for approval or review to other members of the Tufts community. During this process, until the final step where the form is denied or approved,

  • You can withdraw forms you have submitted that haven't yet finished the review process
  • You may be contacted to update a section of the form you previously filled out.

When you are sent a link to a form in Kuali Build, you will fill out the form. While filling out the form, you have several options, outlined below. After you submit the form, the form will be sent along a workflow where Kuali Build will automatically send the form to at least one person to review.

For example, if a student submits a form with a research proposal, the form might get sent to the research board to review the proposal and choose to deny or approve it.

Walkthrough of Filling Out a Kuali Build Form

When first opening the Kuali Build form link, you might get asked to log in with your Tufts username and password.

Tufts Login Screen

After you do this, you will be brought to the form to fill out.

While filling out your form, you will have options in the Actions section, which is on the right side of your form in a browser.

Actions section on right of form

The Actions are:

  • Submit: When you’re done filling out your form, you’ll click Submit to submit the form.
  • Save: If you have started filling out the form but want to finish filling it out later, you can click Save. This saves your progress on the form, and you can close the form window. The next time you open the form link, your form will already have any information you’ve already filled out.
    • Tip: If you lose the form link, see the section Finding Forms You're Still Filling Out below on how to find and re-open your partially filled out form and continue working on it.
  • Discard: If you change your mind about the form, you can click Discard, which deletes information you've entered and discards your form.
  • Next and Back: If the form you are filling out is multiple pages, you will also have a Next and Back button to go forward to the next page and back to the previous page.
    • Additionally, if a form has multiple pages, on the left hand side of the form in a browser, there will be a list of Pages which you can use to jump directly to a specific page.
    • Actions are on the right but the pages are listed on the left

After you submit the form, the form will be sent along a workflow where Kuali Build will automatically send the form to at least one person to review. A reviewer might need more information from you or request you change your form submission. If this happens, the reviewer can send the form back to you for you to edit your form responses and re-submit the form.

For example, if a student submits a form with a research proposal, the form might get sent to the research board to review the proposal and choose to deny or approve it. For example, if a student submits a research proposal but forgets to include their research team members, the reviewer on the research board could send the form back to the student asking them to finish filling it out.

  1. If a form is sent back to you, you will receive an email from Kuali Notifications with the subject "An item has been sent back to you."
    Click View Item in the email
  2. The email will have a link titled View Item that takes you to the form.
    • Tip: You don't need to open the form from the email! The form will also appear in the Drafts section of My Documents in Kuali Build. See the section Finding Forms You're Still Filling Out below on how to find and re-open your sent back form and continue working on it.
  3. When you open the form, the top of the form will have the reviewer step that sent the form back, as well as the comment the reviewer left for you.
    Instructions might be to add a partner
  4. While you re-fill out your form, you will have the same actions on the right as when you initially took your step.
    • For example, if a reviewer on the research board sends the form back to the student that originally submitted the form asking for more information, the student will have the same original submitter action options of Edit, Submit, Save, and Discard.

To find forms that you’ve filled out or forms that you’ve partially filled out but saved to finish later, you can open the link to the form or click the link to the form from the form email. Alternatively, you can open the form by logging in to Kuali Build:

  1. Go to https://tufts.kualibuild.com/
  2. At the top of the screen, click the My Documents link
    My documents is next to home and action list
  3. The My Documents tab has two sections at the top: Submitted and Drafts. Click Drafts to be taken to a list of forms that you began filling out to finish later.
    Drafts is next to Submitted
  4. Each row in the list is a form that you are working on but is not submitted (or re-submitted, if the form was sent back to you). Each row will have the name of the form, the date that you first opened the form, and how long ago you started the form.
  5. On the very right of each row, you can discard the form by clicking the trash icon under the Actions column.
    Trash is the last option for each form row
  6. To open a saved form and continue working on it, click anywhere in the form row.
    Each row is a wide button to open the form

To find forms that you’ve submitted (and have not been sent back to you to resubmit), you will:

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  • Go to https://tufts.kualibuild.com/
  • At the top of the screen, click the My Documents link
    My documents is next to home and action list
  • The My Documents tab has two sections at the top: Submitted and Drafts. Click Submitted to be taken to a list of forms that you have previously submitted.
    Submitted is to the left of drafts
  • Each row in the list is a form that you have submitted. Each row will have the name of the form, the date that you submitted the form, and how long ago you submitted the form.
  • In each row, there is also a Status column. When you submit a form in Kuali Build, the form goes through a workflow. The Status column tells you whether or not the form has finished going through the workflow with either In Progress (still going through the workflow) or Complete (has finished going through the workflow).

    Status is the second to last column
    • For example, if a student submits a form with a research proposal, the form might get sent to the research board to review the proposal and choose to deny or approve it.
  • On the right side of the row, you can click the triple dots to bring up a dropdown menu.
    Withdraw only appears for in progress
    • You can Duplicate and Edit the form. This does not change the submitted form but instead copies the existing form to create a new, un-submitted form that is pre-filled with the answers from the original form. You can edit this new form and submit, save, or discard it like normal without changing the original form.
    • If the status of the form is In Progress, you can also choose to withdraw the form, which un-submits it and removes it from the review workflow.
  • Clicking anywhere in the row will open the form so you can review your submitted answers.
    Each row is a different form submission
  • While viewing the form, you will have Actions on the right which match the actions from the dropdown menu on the list screen:
    • Duplicate and Edit does not change this submitted form but instead copies the existing form to create a new, un-submitted form that is pre-filled with the answers from the original form. You can edit this new form and submit, save, or discard it like normal without changing the original form.
    • If the status of the form is In Progress, you can also choose to withdraw the form, which un-submits it and removes it from the review workflow.
    • Clicking Close will close the form window.