External to Internal User for Workflow Assigning

At times, you may need to match data from an external user source to the matching user in Kuali, so you can reference that user within a form or workflow. For example, you might have a list within a Google Sheet that you want to reference, and then use that to look up a user within Kuali. 

Although this does not seem possible initially as the external integration gadget is not useable in workflow, you can retrieve the matching Kuali user data and add that user to your workflow steps with an additional API call. 

To link external user information to an internal user account:

• Set up the external API  integration, and add it as a gadget on your form.
• Include an output for a data point that is unique to your Kuali users (e.g email, username, schoolID if applicable).
• Add a second integration that makes a call to your own Kuali environment and to retrieve users.
• Select the Suite Menu icon from your dashboard. 
• Select Spaces & Settings. 
• Navigate to the Integrations tab.

• Click +Add API Integration.
• Enter a name for your integration that is easy for you to remember, so you can find it quickly later. For example, 'Get Kuali Users'
  • A description may also be helpful, but it is not required. 
• Select Get Single Item under Type of Integration to look up a single user.
• Set the HTTP Method to Get.
• For the Integration URL, use: /api/v1/users?fields=id,displayName
• You will not need an API key in this integration.
• Enter [0].id in the Key field.
• Enter [0].displayName in the Label Key field.

• In the Query Parameter Inputs, list the field that you will use to look up a user. This should match the output field of the other integration you established, such as mail, username, schoolID, etc.

• Add a user typeahead gadget and set the data path to the entire user object - [0]

• Run the test at the bottom. In the Input shown on the form, use the output from the other integration. For example, if you set it up to reference email, then enter an email address and it should return the user from your Kuali user database with the matching email. 

• Add the new gadget to your form as a Data Lookup (Single Item)
• Select the integration you just created as the Data Source. 
• Under Required Information for Lookup, select the radio option for From data in this form, and select the field for your other integration (the one you created to reference your external users), select the gear and make sure that the identifying option (such as email) is selected.
  • You may also mark this integration as a ‘headless integration’ to hide it from the form and avoid showing duplicate information

• Now you will find the internal user field available as a person for any workflow step under the “A person specified on the form” option

• Repeat this process as necessary.