Configure a Form

Editing a Field for Admins
Additional Form Changes

The tools for configuring a form will be the same across each of the available form types. The forms that are available under the Config Settings of your System Settings may vary, depending upon which forms your institution has elected to use. Programs and Courses are the most common forms, but some institutions elect to include Experiences, Specializations, Policies, Proposal Groups, or Agendas.

During implementation, Kuali's customer success team will guide you through determining which forms best fit your needs, and initially establishing them. After implementation, our support team will continue to assist you with any form changes that are needed.

Editing a Field for Admins

Admin users may be able to manage the form configuration options, if your institution has requested this setting to be enabled. If it has been enabled, then admins will be able to edit the title, description, or help text of any field within the form. These are the only modifications that are available to an admin - all other changes (adding, removing, reorganizing, adjusting Progressive Disclosure, etc) will need to be completed by our Support Team.

To edit any field within a form, as an Admin, start by navigating to the System Settings from the navigation and then select the appropriate form under the Config Settings.

Classic - Config Settings

Next, locate the field or panel within the form you would like to edit, and click on the gear icon that appears in the upper right corner of the field or panel.

On the right side of the page, the panel will adjust based on the field that you are viewing, allowing you to make adjustments. Under the heading General Config you will be able to adjust the Title, Description, or Help Text fields as needed.

Classic - Edit Admin Fields

For each field, click into the field and begin typing to make adjustments. Formatted text is only available within the Help Text field.

Note: Any changes made to the form will take effect immediately and will auto-save. It is highly recommended to test any changes within your Sandbox or Staging environments before making changes within Production.

Additional Form Changes

For any changes to the form beyond updating the title, description, or help text - you'll need to contact our Support Team to help make those adjustments.

The following types of changes can be requested:

Panels

Panels are used in the form to create a section, and act as a heading on the form. When using a panel, all fields that fall beneath it up until the next panel on the form would be considered a single section, and the panel settings will apply to all fields in that section. If a panel is removed, all fields within the panel are also removed.

General Config

Within the General Config settings of a panel, the following settings are shown:

Type - Type will indicate the type of field, or panel, the item is.
- This setting cannot be changed.
Label - The label acts as the panel title, or a section heading. This field is not required, but if it is left empty then the panel may not be apparent to users on the form itself.
- This setting may be updated by an admin user.
Descriptive Text - This text is used to elaborate on the purpose of the panel. It is not required, and if added will appear on the form just below the panel label.
- This setting may be updated by an admin user.
Data Settings - This setting indicates whether or not information housed under this panel will be copied into a new proposal. For example, if a panel contained the field for 'Title' and this setting was enabled, then the 'Title' field will be blank when a new proposal is created, rather than carrying over the title from the previous version.

Specific Config

Panels have three options available under the Specific Config heading:

Proposal - When enabled, the fields within this section will only be visible when reviewing a proposal. The information will not be visible on the completed active record.
Admin Only - The information under a panel set to Admin Only will only be available to users who have the Admin account type. Other users will not be able to see or edit any field under this heading.
Hide Header - Hides the panel from the form; but still functions as a section. This allows you to have repeating sections on a form without having the same heading appear multiple times.

One ore more of the options may be selected for a panel, and the selection will apply to all fields housed within the panel.

Progressive Disclosure

The Progressive Disclosure setting allows information to be displayed if certain conditions are met. It is important to remember that Progressive Disclosure works by hiding the field or panel it is enabled for, unless all conditions are met, and the conditions may only be written as positive statements.

This means that you can not have a condition that says to hide a field if the field 'Level' does not have option of Undergraduate selected, but you can have a statement that says to display a field if 'Level' has the option of Undergraduate selected.

ⓧ	✓
HIDE field if: Field: Level (radio) Operator: is not Value: Undergraduate	DISPLAY field if: Field: Level (radio) Operator: is Value: Undergraduate

As an example, a lot of forms contain fields that should only be shown when a new proposal is being created, and hidden when a user is proposing a revision or modification to an existing item.

To do this, the Proposal Type data is often used to create the condition. In this example, to ensure a field only appears when a new proposal is created, the rule would be written as:

Field: Proposal Type
Operator: is
Value: Create

With this type of rule, the field can only be shown if a user has selected the +New button to create a new proposal, and will not be displayed in any other situation.

If a second condition is needed, you can then create a statement that is either:

ALL of the following must be true
ANY of the following are true

For example, if you needed a field to display on a form only when the proposal is a revision or modification, and when a specific department is selected - the condition would read:

ALL of the following are true:
- Proposal Type > is > Modify
- Department (groupsTypeahead field) > is > English

If instead, you needed a field to display when a proposal is a modification, and any one of three different departments are selected, an additional Complex Logic can be applied, like this:

ALL of the following are true:
- Proposal Type > is > Modify
AND
ANY of the following are true:
- Department (groupsTypeahead field) > is > English, Biology, or Chemistry

It is also important to keep in mind that if you add Progressive Disclosure to an existing field, and you have past records that contain data in that field - the Progressive Disclosure will remove the field from the past records along with the data, unless the specific conditions are met.

Not all gadgets can be used with Progressive Disclosure. The following gadgets may be used to set Progressive Disclosure:

Adding/Editing New Fields

If you are requesting to add a new field or modify existing fields, you can request any of the gadgets outlined here. When the gadget is added to the form, it can be placed directly above or below and existing field, or columns can be used to place fields side by side.

Note: When making changes to your forms for your Production environment, it is strongly recommended that you first request a clone of your data into your Staging or Sandbox environment first. This will allow you to fully test the changes being made and how it will interact with your existing data, without impacting your production data.

General Config

In the options available for fields, the following settings can be applied:

Type - Type will indicate the type of gadget selected. This can not be changed once the gadget has been added.
- If a different gadget is needed, the current gadget would need to be removed from the form and then the new gadget will be added in its place. A gadget can not be converted from one into another. Additionally, data in the previous gadget will be lost unless a data migration is performed, as the gadgets require the data to be structured differently. Migrating data may not always be possible, but can be discussed with our Support Team as part of your request.
API Label - API Label shows the key that is used for the field as it is in the database. This can not be changed once it has been set.
- API Labels can be specified when a field is created. If you have a preferred label to use, be sure that it is noted in your change request, else our team will use the name of the field to create the label.
- If a different API label is desired, the current gadget would need to be removed from the form and then the new gadget will be added in its place with the new label. Additionally, data in the previous gadget will be lost unless a data migration is performed, as this will create an entirely new field. Migrating data may not always be possible, but can be discussed with our Support Team as part of your request.
- Some gadgets have API labels that can not be changed (Addenda, Alias, Credits, InheritFrom Typeahead). There are also a handful of fields that must use a specific API label to behave as expected - those reserved labels are subjectCode, number, title, and description.
Label - The label acts as the field title. This field is not required, but if it is left empty the field will display with no label.
- This setting may be updated by an admin user.
Descriptive Text - This text is used to elaborate on the purpose of the field. It is not required, and if added will appear on the form just below the field label.
- This setting may be updated by an admin user.
Help Text - The text that displays under the tooltip when clicked; typically includes context or additional guidance for filling in the field
- This setting may be updated by an admin user.
Required for submission to workflow - If enabled, the field must be filled in before the user will be able to submit the proposal to workflow. If a user attempts to submit to workflow when a required field is empty, a validation error will appear and highlight the required field.
Required at some point in workflow - If enabled, the field must be filled in at some point in the workflow, prior to being approved. This allows users to submit the form initially to the workflow, and an admin can define within the workflow which step it will become required for.
Validations are only warnings - If enabled, the field will be labeled as required, but the system will allow it to be submitted to workflow even if it is empty. A yellow warning will appear on the page for the user, rather than the validation error.
Data Settings - This setting indicates whether or not information in this field will be copied into a new proposal. For example, if the field is 'Title' and this setting was enabled, then the 'Title' field will be blank when a new proposal is created, rather than carrying over the title from the previous version.

Progressive Disclosure

The Progressive Disclosure settings for fields work in the same way that they do for panels, noted above.

Specific Config

The Specific Config options will vary based on the type of field that is entered onto the form. If a gadget is not listed here, then it has no additional configuration options available.

Activities

The activities gadget contains multiple configuration options.

Credit Hour Validation

Credit Ratio - Indicates how many hours a credit is worth. Entered as a numerical value.
Path to Credits - The API label that specifies where the credits are listed. For example, if you are using the Credits gadget, this would be credits.value.
Validate when this... - If you need to validate the number of credits, then this would reflect as credits.chosen to reflect the validation requirement selected in the Credits gadget.
...equals this - If you only needed to validate the credits with the 'Fixed' selection, then this would contain fixed.

Semester Type Settings

Will this always be a non-standard term? - If selected, the following two options will no longer be available.
Semester Types - Allows you to determine the types of Semesters available with a label and the number of weeks available.
Default Semester type - After defining Semester types, the default can be selected.

Activities Settings

Allows the definition of columns and rows for the gadget. Columns allow for a label to be applied; rows allow for a label and a left/right ratio to be specified.

Checkbox

Text: Defines the text that is shown under the field label, next to the checkbox. For example, if you use this field for 'Include in Catalog' the value may show 'Yes'
Default value: Allows the field to be selected by default when a new proposal is being created. This will not add the default value to past records.
When this gadget is false, set the following gadget to null: If the field remains unchecked, a secondary gadget can be reset to 'null', or empty.

Checkboxes

Options: Allows the the specification for the options available under the field. The option will reflect the text shown in the field, and an API label will be generated for the option.

Credits

Which Credit Types do you support?: Provides options for Fixed, Multiple, or Ranged
Which one should be selected by default?: Indicates which of the above three options, if any, should be the default
Rename Credit Type Labels: The default labels of 'Fixed', 'Multiple', or 'Ranged' may be changed by providing a new option

Double Text

The left and right text configuration options are the same.

Limit: Allows a restriction on the number of characters that the user can provide, entered in a numerical value.
Hide Text: Hides the text from the form
Read Only: Sets the text to read only, preventing any changes from the user
Regex: Allows a regex expression to be used to enforce validation on a field. For example, if you need to enforce all numerical characters, or only alphabetical characters.
Regex Message: If validation is used, this message can display a custom error message for the user to provide more context
Placeholder: Placeholder text appears in the field by default, but is not actually saved as a value. It is replaced when the user begins entering data into the field.
Separator text: The separator between the two fields. For example, setting 'and', 'or', or '|'

Dropdown

Text: Defines the text that is shown under the field label, next to the checkbox. For example, if you use this field for 'Include in Catalog' the value may show 'Yes'
Default value: Allows the field to be selected by default when a new proposal is being created. This will not add the default value to past records.

Groups (Multiselect, Typeahead)

Placeholder

Placeholder text appears in the field by default, but is not actually saved as a value. It is replaced when the user begins entering data into the field.

Category

Allows the selection of a category to shorten the list of available options. For example, selecting 'Department' to narrow the list only to items defined as a department within groups.

Link Option

Link to Subject Code - Establishes a link with the Subject Code, if the Subject Code has been connected to a group. For example, if the user selected the 'ACCT' subject code, then the department of 'Accountancy' would be the selection available. This option is only available on the Groups Typeahead gadget.
Link to Parent Category - Allows a secondary group field to be used to narrow down the list of available options. For example, if a 'College' is selected, the field can then narrow down the list of available departments to only those within the selected college.
None - No link established.

Inherit From Typeahead

Display Settings: Used to indicate if the selected inherited item should display the code, title, or both when shown on the form.

Inheritance

Gadget

Indicates which field of the item selected with the InheritFrom gadget will be displayed on this form.

State

View Only - the field will show as a non-editable field and reflect the information on the parent, and update as the parent is updated
Copy - the user can then potentially edit the field, but the next time the proposal is edited the field will be overwritten with the information from the parent.
Override - the proposal will inherit the data from the parent the first time the proposal is created - but if the user edits the field, then their changes override the information shown. Future changes to the parent will NOT update the field again if the user has edited it.

Item Multiselect

Item type to search on: Indicates the type of item to be returned. For example, programs, courses, etc.

Omega Rules

Use New Rules

Should be enabled in order to make use of the Rules logic.

Show Credits per Stage

Displays the total credits for the category or subcategory.

Category Settings

Always - Hides the checkbox for the end user, and adds 1 stage by default when the program is initially created. For example, Semester One or 'Year One'
Usually - Shows the checkbox, checked by default, and adds 1 stage by default when the program is created.
Sometimes - Shows the checkbox, unchecked by default.
Never - Hides the checkbox. The end user can not add any additional stages.

Subcategory Settings

Usually - Users will see the 'rules for entire stage' and 'rules for terms' sections, with an option to add rules to the stage and term. The 'use rules for terms' checkbox will by selected by default.
Sometimes - Hides the 'rules for entire stage' heading. The entire 'rules for terms' section is also hidden, and shows a 'use rules for terms' checkbox. The checkbox will be unchecked by default
Never - Hides the 'rules for entire stage' heading. The 'rules for terms' section will be hidden, and no option will be available to add rules for terms.

Add 'Do not use rule logic' Option to Logic Dropdown

Allows rules to be added but does not calculate a total.

Options (Checkboxes, Dropdown, Multiselect, Radios, Typeahead)

Each of the options fields allow the selection of an option type, which will determine the options available for the user to select from.

Outcomes

Limit: Allows a restriction on the number of characters that the user can provide, entered in a numerical value.
Hide Text: Hides the text from the form
Placeholder: Placeholder text appears in the field by default, but is not actually saved as a value. It is replaced when the user begins entering data into the field.
Tags Field Label: If tags are used, the field does not contain a label by default. It may be helpful for users to provide a custom label to the field context, but it is not required. If no label is provided, the field will simply show as a text field.
Govern Options (Don't allow creation on new options): Prevents users from entering custom data; they will be required to select an outcome from a previously established list of options.
Hide Category (hide tag input): If you would prefer not to enable the use of the tags field, this option will remove it from the form.
Show Assessment: Enables the option to select a value for 'Assessment'. If enabled, an Option Type must be provided for the user to select from.
Link to Program Outcomes: If enabled, provides a field to link an item to an outcome used on a related program.
Link to Institutional Outcomes: If enabled, provides a field to enter institutional outcomes.
Institutional Outcomes Option Type: If institutional outcomes are enabled, and you would prefer not to allow users to create them - you can establish an Option Type for the users to select from to ensure consistency.
Show Linked Course Outcomes: If enabled, provides a field to link an item to an outcome used on a related program.
Add custom fields to gadget: Allows custom fields to be used within the outcomes gadget. If additional fields are used, they can be established as a text field, typeahead, multiselect, or dropdown. If an option other than text is selected, an Option Type will need to be provided.

Percentage List

Placeholder: Placeholder text appears in the field by default, but is not actually saved as a value. It is replaced when the user begins entering data into the field.
Option Type: Allows the selection of an option type, which will determine the options available for the user to select from.

Radios

Options: Allows the the specification for the options available under the field. The option will reflect the text shown in the field, and an API label will be generated for the option.
Default value: Allows the field to be selected by default when a new proposal is being created. This will not add the default value to past records.

Rich Text

Provides the option to set the field to read only. If it is set to read only, users will not be able to edit the contents of the field. The text to display should be provided when requesting the read only setting to be enabled.

Table

Column and Row Count

Allows you to specify the number of rows and columns the table will contain. Unless locked, the user will be able to add additional rows beyond the initial set up.

Lock Rows

If enabled, no additional rows are able to be added by the user.

Columns

Column Header - Provides a title for the column.
Column Type - Allows the definition of the type of content allowed in this column. The available options are Text, date picker, or a drop down. If drop down is selected, an associated option type will need to be provided.
Read Only - Prevents the user from entering content, showing display only information instead.

Rows: Allows you to provide labels for each of the rows.

Text, Text Area

Limit: Allows a restriction on the number of characters that the user can provide, entered in a numerical value.
Hide Text: Hides the text from the form
Read Only: Sets the text to read only, preventing any changes from the user
Regex: Allows a regex expression to be used to enforce validation on a field. For example, if you need to enforce all numerical characters, or only alphabetical characters.
Regex Message: If validation is used, this message can display a custom error message for the user to provide more context
Placeholder: Placeholder text appears in the field by default, but is not actually saved as a value. It is replaced when the user begins entering data into the field.

User (Multiselect, Typeahead)

Placeholder text appears in the field by default, but is not actually saved as a value. It is replaced when the user begins entering data into the field.

Removing Fields

If there are fields currently on the form that you would like to have removed - keep in mind that all items of a type use a single form (all courses use the same course form, for example). Removing a field from the form will remove that field from all records.

This would mean that if you currently have a field for 'description' on all of your courses, and you later decide to remove this field from the form - the description field and the related content will be removed from all of your past records.

You may decide that simply moving a field into an admin panel to hide it from users may be a better fit, as it would allow you to retain the data.

Note: When requesting changes such as removing fields from the Production environment, it is strongly recommended that you first request a clone of your data into your Staging or Sandbox environment first. This will allow you to fully test the changes being made and how it will interact with your existing data, without impacting your production data. A removed field should be considered unrecoverable.

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Editing a Field for Admins