How Do I See Where a Submission is in the Workflow Process (aka Workflow Status or History)?

There may be times throughout the workflow process where you want to understand where a document is at in the workflow process.  Within the document there is the Workflow Status option to see the workflow history of the given document.  Please note, if you have History enabled in Form Settings the button will say History (not Workflow Status).

Note: In order to have the Review/Status toggle option in a document you will need to enable the 'Show Workflow Status on Submissions' option in Workflow Settings.

• How to Check the Workflow Status
• Administrator Workflow Actions
• System Notations in Workflow

How to Check the Workflow Status

The below instructions describe how to check the workflow status:

• Navigate to the Documents tab of your app (or from My Documents if it's your document).
• Click on a document to open.
• On the top header you can select Workflow Status:
  
• The Workflow Status option will slide in from the side of the screen so that users can view all workflow details while simultaneously reviewing the connected document.  The Workflow Status will automatically take you to the current step and allow you to see all steps in the workflow process, including comments that were made when the form was approved or denied in a previous step.  You can expand/collapse each step as desired to see more or less information.
  

Note: If you've enabled the 'Save a copy of all email notifications sent' in Workflow Settings for the form you'll see additional notifications information in the Workflow Status tracker if the document is opened from the Document List or Action List (not present if opened in My Documents).  In addition, if you have History enabled in Form Settings there will be additional information (including edits) within the log and the ability to review changes.

• Within the View option you can select from the below options to adjust the view in the Workflow Status:
  
  If versions functionality is enabled you'll also see the 'Show All Versions' option in View.  More information on that setting and Versions functionality can be found in the Document Versions article.  Also, if you have History enabled in Form Settings there will be additional options.

Note: The Sync Workflow option in Workflow Status allows you to "refresh" the workflow steps. The primary use case is for future workflow steps that might change based on data in the form.

For example, let's say you have a future step assigned to the user in a specific form field. If you update that field from "Bob" to "Susan," it will still say Bob in the workflow status view until either 1) A new workflow action is taken (approval, acknowledge, etc.). or 2) someone pushes the "Sync Workflow" button.

Similarly if you update the Group membership on a given workflow step - you could use the "Sync Workflow" option to pull in the change immediately rather than wait for a workflow action to be taken to refresh the information.  This sync action will update the workflow information displayed in the document for all users - not just your own view.

Please be aware, this 'Sync Workflow' will not pull in workflow changes published in the form after the document was submitted. A document is locked in with the workflow that was published at the time of submission - so even if there are form/workflow updates that are published later that won't impact enroute documents but only newly created documents (or drafts not yet submitted).  More information on that can be found in the 'Publishing Updates' section of the Publishing an App article.

Administrator Workflow Actions

Bypass Workflow

If you have enabled the Allow app admins to bypass workflow option in Workflow Settings then System or App Administrators will have the option to Bypass Workflow in the header of the document when accessing the record via the Document List:

Once the Bypass Workflow option has been selected, a warning message will appear to confirm the action, requiring a comment and providing reminders that:

• All remaining steps within the workflow will be skipped.
• Any integrations within the workflow that occur after the bypass will not trigger.
• Any notifications that occur after the bypass will not be sent.
• The document will move to the status of Complete. 

There will be a notation in the workflow history of the bypass action and bypassing the workflow is an irreversible action. Once the document has moved to the Complete status, it can not be sent back into the workflow.  Also, the bypass action cannot be taken if there are blank required fields - those will need to be completed via an edit first before the bypass action can be taken.

Admin Actions in the Workflow Step

If you are a System or App Administrator, you will have the ability to take the below admin actions for the given workflow step.

Skip

You can skip/bypass the current step so it will go to the next step in the workflow. Be aware, the skip action bypasses form validations so if there are required fields for the given step they won't be required to complete before the skip action is taken.  Please update the necessary fields in the form as appropriate before using 'skip'.  It will also notate the skip action in the workflow history.

Reassign

You can reassign the current step to another user to take action and they'll be notified to take action.  It will also notate the skip action in the workflow history.

Resend Notification

You can resend the notification to prompt the users again.  You will then send an entry in the log of this reminder being sent.

View Step

It will take you to the exact step in the workflow of the form as reference.

System Notations in Workflow

In addition to showing the workflow step, timestamp, user taking the action, and any comments added by the user during the workflow action there are other instances where the system will notate system or administrator actions.  The below actions will have a system notification and logging in the workflow history that includes a comment if added (or appropriate):

• Bypass Workflow - If the admin utilizes the Bypass Workflow option if enabled in Workflow Settings then the workflow history will only contain steps that have already been completed, up to the step where the bypass workflow option takes place. Steps after the bypass workflow option occurs will not show within the workflow status and the workflow will go to a status of Workflow Completed.
• Skip Workflow Step - If the admin utilizes the Skip option then it will notate the step has been skipped and the stop and user that took the action (with comment, if included).
• Reassign Workflow Step - If the admin utilizes the Reassign option then it will notate the step has been reassigned by the given user (with comment, if included), and the user it was reassigned to will be a new active workflow step.
• Error in Workflow - If an error occurs in the workflow it will go to a workflow status of Error and a system notation of the error that occurred.  More information in the Managing Errors in Workflow article.
• Steps Not Found in Blueprint Hierarchy - If you are utilizing a Data Lookup pointed at Kuali Groups and you are utilizing Blueprints (including the 'Choose from this Blueprint or any of its parents' configuration option) you may see a notation of Approval Skipped if there are no relevant groups in the hierarchy found for that given step as below - that includes a notation of 'Blueprint level mismatch':