The Read-Only Data (Metadata) Advanced Gadget allows you to add information to your form that is uneditable to submitters. It can also be used to drive workflow.
This data may come from two different sources:
- Data on the form:
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Previously entered data on the form can be used as a read-only field later in the form. This option is typically used when information from Kuali needs to be sent through an integration to an external system, and the app administrator wants to ensure that the field is not edited by any reviewers.
- System metadata:
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Data that Kuali automatically captures on the form behind the scenes (e.g. document number, submission date, submitter’s email address, etc.)
When using the read-only data gadget and selecting system metadata, the following options are available:
- Submitter:
The name of the person that submitted the form.
- Submitter - ID:
A unique ID for the submitter that is automatically assigned by Kuali.
- Submitter - Display Name:
The display name of the person that submitted the form as entered on the submitter's user record.
- Submitter - School ID:
Includes the data found in the School ID field on the submitter’s user record. This is typically populated with the institution student or faculty id.
- Submitter - Email:
The email of the person that submitted the form.
- Submitter - Username:
The username of the person that submitted the form. If an institution has Single-Sign On configured, the username will be populated with the information sent from the SSO. If SSO is not configured the username may be edited by the institution’s Kuali system administrator or the user themselves. This field is not required.
- Submitted At:
The date when the form was submitted.
- Created By:
The name of the person that created the form.
- Created By - ID:
A unique ID for the creator of the form that is automatically assigned by Kuali.
- Created By - Display Name:
The display name of the person that created the form.
- Created By - School ID:
Includes the data found in the School ID field on the form creator’s user record. This is typically populated with the institution student or faculty id.
- Created By - Email:
The email of the person that created the form.
- Created By - Username:
The username of the person that created the form. If an institution has Single-Sign On configured, the username will be populated with the information sent from the SSO. If SSO is not configured the username may be edited by the institution’s Kuali system administrator or the user themselves. This field is not required.
- Created At:
The date when the form was started.
- Number:
The document number of the form that is stored in Kuali. Each submitted form for an app has a unique number to distinguish it from other submitted forms.
- Workflow Total Run Time:
The total amount of time a form was going through the workflow process.
- Workflow Status:
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The current status of the document in the workflow process. This updates on the form as it progresses through the workflow. The status could include:
- In Progress: The document is still going through the workflow process
- Complete: The document has completed the workflow process and has been approved.
- Denied: The document has completed the workflow process and has been denied.
- Error: The progress of the document through the workflow process has been paused due to an error in the workflow. Reach out to your Kuali administrator for additional assistance.
- Withdrawn: You previously withdrew this document, and it is no longer being run through the form’s workflow.
- Time on Current Step:
The amount of time a form has been on its current workflow step.
- Link to Document:
When this option is used on your form, it will provide a link to that document. This variable can also be used in notification steps in workflow to link users to the document in Kuali.
For more information, see the following article(s):
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