Conditional Permissions

Conditional permissions give users access to documents based on values selected on the form. Users will only have access to these documents within the document list.

• Access Granted by Conditional Permissions
• Settings Affected by Conditional Permissions
• Access Conditional Permissions
• Configure Groups Lookup Conditional Permission
• Configure User Lookup Conditional Permission
• Configure App for Conditional Permissions
• Max Conditional Permissions per Form
• Draft Status with Conditional Permissions

Access Granted by Conditional Permissions

Users that are given access to a document with conditional permissions will:

• See only those records they have been given a specific conditional permission to
• See the workflow tracker for permissioned documents at any stage unless it's disabled via the 'Disallow non-admins to view workflow status page' option in Workflow Settings
• Access all the fields in the permissioned document (including office use only fields)

Settings Affected by Conditional Permissions

Show save drafts in Document List:

If you want to be able to grant users access to draft records, then be sure to enable this setting before publishing your app for the first time. (See First Publish within Publishing an App)

Office Use Only fields:

Users that are granted access to records through conditional permissions will be able to access all Office Use Only fields on their records

Access the document list (new permission in App Permissions):

Users need to able to access the document list in order to access records they have been given permission to, but will only be able to view the permissioned records

Note: If you grant the permission for 'Read documents in this app', then it will allow the user to review all records within the app, regardless of any conditional settings that have been applied.

Access Conditional Permissions

• Access the Form Settings on a form
• Scroll to the bottom and select Edit Conditional Permissions

Note: The app must first be published before you will have the field options available to select in the 'Choose a Group Field' or 'Choose a Person Field' dropdown in Conditional Permissions.

Configure a Groups Lookup Conditional Permission

• First, ensure that your form has the permission granted for users to Access the document list
  • This can be verified by going to the app name in the top-left corner, selecting Permissions, and confirming that Access the document list is enabled for authenticated users

• Next, add a data lookup (list) gadget to your form
• Select Kuali Data as the source, Groups, and then select a blueprint

• Navigate to the Form Settings and then select Edit Conditional Permissions
• Select Add Condition
• In the new menu, select Person(s) in a role of a selected group
• Select the groups lookup field you just added in Choose a Group Field
• Select the role from that group that you would like to give permission to on the form
• Choose what kind of access they should have (viewer or editor)
• Choose when in the process they should have access to the document (Workflow, Completed, Draft or both)
• Enter a description to provide a reference for the conditional permission, if desired
• Select Save

• The permission you created will appear in the list

Configure a User Lookup Conditional Permission

• First, ensure that your form has the permission granted for users to Access the document list
  • This can be verified by going to the app name in the top-left corner, selecting Permissions, and confirming that Access the document list is enabled for authenticated users.

• Add a data lookup gadget to your form that points to Users
• Select Kuali Data as the source, and then select People

• Navigate to the Form Settings and then select Edit Conditional Permissions
• Select Add Condition
• Select A person specified on the form
• Select the user lookup in the Choose a Person Field
• Choose what kind of access they should have (viewer or editor)
• Choose when in the process they should have access to the document (Workflow, Draft, or Completed)
• Enter a description to provide a reference for the conditional permission, if desired

• Select Save

• The permission you created will appear in the list

Configure App for Conditional Permissions

In order for users to have access to the records you have provided conditional permissions for, the permission for Access the Document list must be selected within the App Permissions.

Once enabled, users will be able to access the document list and review documents that have been permissioned to them. 

Note: If you grant the permission for 'Read documents in this app', then it will allow the user to review all documents within the app, regardless of any conditional settings that have been applied.

Max Conditional Permissions per Form

Each form can have ten conditional permissions configured. The total number of permissions configured/available will display at the bottom of the permissions review table.

Draft Status with Conditional Permissions

The ability to give users access to a draft will only be available if the option to view unsubmitted drafts  was granted on an app's first publish. This is a setting that is configured at first publish and can not be changed at a later time (see the Publishing an App article).