Data Sharing

At times, you may find it necessary to take data from one app and use it in another. Data Sharing in Kuali makes that easy!

• Adjust Data Sharing Permissions
• Use Data from Another Application in Your App

Adjust Data Sharing Permissions in Your Product/App

By default, data from an app is not shared with other Kuali applications. To share the data, you need to enable data sharing with other apps.

1. Navigate to your app and click the app’s name in the top left corner of the screen.
2. Select Data Sharing.
   
3. On the next screen, you can choose to share data with all applications or list specific apps that can access the data.
   

Note: 'Share with ALL apps' will share with all apps across the entire tenant (all Spaces).

Use Data from Another Application in Your App

Once data sharing has been enabled, data from your app can be used in other Kuali apps.

1. To pull data from your application into another app, navigate to the app that you are sharing the data with and access the Form Builder.
2. Drag the Data Lookup (List) or Data Lookup (Multiselect) gadget into the form.
3. From the configuration panel, provide a label for your gadget within the Gadget Label/Question field. 
   
4. Choose Data Source, and then select Kuali Data. This menu allows you to select any app that has Data Sharing enabled. For example, the Employee Expenses app.
   
   
5. In the next window, select the data that will display on the form. Be sure to select only the information that is relevant to the form, as this will help with overall performance. 
   
6. Enable the Add linked auto-filled gadgets setting to view all form fields and metadata from the app you selected as the data source. 
   
7. Drag the desired linked gadgets into the form. Once these have been placed, you will see an anchor icon appear in the Data Lookup (List) gadget to identify it as the main data source. You will also see a chain icon appear in the linked auto-filled gadgets to identify that they are connected to the anchored gadget. 
   
   
   Note:

   • You can only place fields from the linked app if the app is published.
   • Read-Only Text and the Table Gadgets are not supported with Data Sharing.
8. When the form submitter fills out the form, they will need to identify which document from the first app data should be pulled from within the Data Lookup (List) gadget (the anchored gadget). The identifiers shown within this field are based on the fields selected as the Form Title Field in the first app (See Form Title Field for more information). For example, in our first app I selected the document number as the primary identifier. In the anchor field the form submitter will see the document number from the first app. (The form submitter can type any whole word that appears in any field in the first app, but the anchor field in the second app will only display the Form Title Field).  
   
   
   Note:  The document dropdown list order is alphabetical based on the configured Form Title Field for the app.
9. Once the form submitter selects a document in the anchored gadget, the linked auto-filled gadgets will populate with the data that was provided in the form identified in the anchor gadget field.
   

Note: Fields that are added via DATALINK will display in the form under the field you've added and how you've labeled. However, in the Document List, columns, and CSV export the data will appear not in the field - but under a name like {root field label} - {label in integration}. For example, if you have a field with an integration called "Star Wars Person" and it has a configured output of "Hair Color", you can add the "Hair Color" gadget as a data link field and name it whatever you'd like, but in the document list columns and CSV export, the label for it will be "Star Wars Person - Hair Color". Even if you don't add the data link to the form it will be available in the csv and document list export.