What is a Document?

Documents in Kuali

A Document is an individual form created in a Kuali product/app.  Every time a user clicks on an app or product (or on the 'New' button) it will generate a unique draft document to be filled out and submitted. This new document will be available in the My Documents of the user and accessed from the Submitted or Draft tabs.

As a System, App administrator, or users that are granted with the 'Read documents in this app' permission will be able to view all documents in an app via the Document List.  More information on using the Document List can be found here.

Document Workflow Statuses

When initially created a document is in a workflow status of Draft but through the lifecycle and review of a document it can get updated to one of the below statuses.  Below explains each workflow status.

Draft

The document has been initiated and is currently being filled out but not yet submitted for review.  Once the document is submitted the status will be In Progress until the workflow is completed by one of the below statuses.

In Progress

The document has been submitted into workflow and is currently being reviewed or it has been returned to the creator for edit.

Complete

The document has been fully reviewed and workflow has been completed.

Denied

During the workflow of the document a reviewer can deny the request and the document will not continue in workflow.  The status will be Denied and the only option for the document would be to duplicate in case you want to start again and resubmit.

Withdrawn

If after submit the user wants to pull back the document from review you can withdraw the document.  The status will be Withdrawn status and the only option for the document would be to duplicate in case you want to start again and resubmit.

Error

If an issue has occurred with the document while enroute the app administrators will be notified of the error so they can troubleshoot and take the appropriate actions to get it back into workflow successfully.

Note: The workflow of a given app is dependent on how the Workflow is configured - more information on that can be found here.

Available Document Actions

From within the document you can fill out the form fields and take the below actions as needed:

Discard

If you want to delete the document entirely and remove it from your My Documents you can use the discard option.  You cannot undo a discard action.

Save

As you fill out the document you can click the save button to make sure your progress is saved in the form.

Submit

If you have completed the form and are ready to submit it into workflow you can use the submit option.

Duplicate

If you want to duplicate a document you can use the duplication option to create a new document in the app with the data copied over as a starting point.

You can take these actions within the document itself but also within the list of documents in My Documents you can take actions via the icon of the row.  Specifically the 'Duplicate' option in Submitted three dot menu icon and the delete trash button in Drafts to discard.