Kuali Quick Guides

App: Comprises the form you create in the form builder, the workflow, and the data that is submitted. It is the container that pulls everything together. 

Document: An individual form created in a Kuali app assigned a unique Document ID. Every time a user clicks on an app (or on the 'New' button) a unique draft document is generated. This document will appear in the user’s My Documents page and can be accessed from the Drafts or Submitted tabs. 

Kuali Build: A cloud-based custom form builder and workflow automation solution specifically designed for institutions of higher education. Use of this product at IU is limited to IU Research (IUR) related apps.  

Kuali Hub (NextGen): The modern, cloud-native, and AI-enabled versions of Kuali’s higher education administrative software. It is designed to replace legacy, fragmented systems with a unified platform that offers improved user experience, integration, and real-time data insights.  

Workflow: Determines the path a document will take once a form is completed, including what approvals need to occur or any notifications that should be generated.

Locate a Kuali Build form

• Search form name in One IU; or 
• Search direct link on the Indiana University Research website; or 
• Open Kuali Hub - Dashboard task in One IU > Search form name

Find/Complete my saved documents 

• Kuali Hub - My Documents task in One IU; or 

• Kuali Hub - Dashboard task in One IU > My Documents link in top header > Drafts tab

Find my submitted documents 

• Kuali Hub - My Documents task in One IU; or 
• Kuali Hub - Dashboard task in One IU > My Documents link in top header >Submitted tab

Review documents awaiting my action 

• Kuali Hub - Action List task in One IU; or

• Kuali Hub - Dashboard task in One IU > Action List link in top header

Review documents in specific app (may require elevated permissions) 

• Open app (either through specific task in One IU or website link)   
• Will default to Document List 
• Available options: Search, Sort, Views (column display), Filter, Open, Export (3 dots icon) 

Withdraw your Kuali Build form submission 

• Search form you wish to withdraw (My Documents page) > Action column > Select three dots icon > Choose Withdraw 

The page where you can find documents that require your action (Approve, Acknowledge, or complete a Task). All Kuali Hub documents will display in one Action List, with sort options available for each column.  

• Direct link to Kuali Hub - Action List 
• Select a document to review and take the appropriate action 
• Once you have completed the action, the document will no longer appear in your Action List. To access documents you have previously acted on, go to the Document List within the specific app 

Zendesk Article: Action List

All Apps: All the apps you have access to; either created by you or shared with you. 

Favorites: If you have favorited an app (via the heart icon in the top left corner of the app/product tile) then it will display here. To favorite or unfavorite an app/product, select or deselect the heart icon on the specific tile. 

Home: The Home option is only applicable to Kuali Build. This is the default space where all apps will be located if no additional configuration has been applied.  

My Apps: All apps or products you have created. This page will be blank for most users because only System Administrators can create apps.  

Search: Allows you to search for text in any of the app titles you have access to (you cannot search for apps you don't have permissions to view). Search is case-insensitive and does partial word matches. 

Shared with me: Any app or product that you have not created but has been shared with you.

*NOTE: IU uses the Kuali Research dashboard for all Kuali NextGen applications. If you notice the Kuali Build logo in the upper left of the page, click the tiled/waffle icon and select “Research” from the dropdown menu. You will then return to the Kuali Research dashboard and have access to all applications.

The Document List is a repository of all the documents created and submitted within a specific app. When a form has been completed and submitted, it becomes a document ready to manage. 

Only those with appropriate permissions will have access to the document list. You may create custom Sorts, displayed Columns, Views, and Filters. Export options are also available.  

Zendesk article: Document List Overview 

All apps will have direct links from tasks in One IU and/or the Indiana University Research website. You may also access the Kuali Hub dashboard directly. 

Once within the app, select the “New” button to generate a new form. If you do not have permission to view the Document List within the app, you will be taken directly to a new blank form, and the “New” button will not display.  

Complete all applicable fields then select the Submit button. Some forms allow you to Save a draft. All forms will have a Discard option if you choose not to Submit. Your saved forms will be located on the My Documents page.

The My Documents page provides a list of documents you have saved (drafts) or submitted. All Kuali Hub documents will display in the list, with sort options available for each column.  

• Direct link to Kuali Hub - My Documents 
• Select a document to view additional form details, workflow status, and withdraw option 
• Selecting the Action column (three dots) also provides an option to withdraw your document submission

The “What’s New?” icon in the upper-right header of Kuali Hub (NextGen) application highlights recently added features or updates. These updates are automatically published by Kuali and may not directly impact the current Indiana University Kuali systems. We will announce critical updates on the Kuali Research Systems webpage: {link TBD} 

Zendesk article: Using the What's New Section