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.

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 accomplish this:

• Set up the external to Kuali 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 another integration that makes a call to your own Kuali environment and lists users.

• Add a parameter to this integration that matches the parameter added in your first integration (in the above example, we are using email).
• After running a test on this integration, you should have a list of users with only a single matching user from your Kuali environment.
• Lastly, be sure to add a user typeahead gadget and set the data path to the entire user object ([0]) as shown below

• Add both integrations to your form.
• For the internal user lookup gadget, take the unique identifier from output from your external call and assign it as the input for the internal call as shown below. You may also mark this integration as a ‘headless integration’ to hide it from the form and avoid showing duplicate information

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

• Repeat this process as necessary.