Kuali Build: Adding a Person's Directory Information to a Form

You can collect a Kuali Build form submitter's Duke directory information (NetID, email, affiliation, etc.) on a form automatically, by using Advanced Data Lookup gadgets. Similarly, you can use an Advanced Data Lookup gadget to allow the submitter to search for a person at Duke and display their directory attributes. Linking to the Duke directory as a system of record reduces manual entry and ensures accuracy. See also Submitter and Created By Fields in Kuali Build.

Note: Advanced gadgets only work with forms that require Duke authentication (NetID/password). Forms that allow anonymous submissions are not supported.

This article covers the following:

  • How to obtain the form submitter's directory attributes
  • How to allow form submitters to look up directory information for others

How to obtain the form submitter’s directory attributes

To include the form submitter's directory attributes (name, email, department, etc.) on your form, do the following:

  1. In the Form tab's left panel, under Advanced, select Data Lookup (Single Item) and drag it onto your form. The gadget is named New Data Lookup (Single Item).
  2. With the gadget selected, in the right column, under Data Source, click Choose. A Sources window appears.
  3. Select External Data > Streamer Directory (single response). An alert advises you that additional information will be necessary.
  4. Click Continue. The Sources window closes.
  5. Under Required information for Lookup, under Duke Unique ID, select Created By - School ID. Because you are logged in to Kuali Build, your name appears in the New Data Lookup (Single Item) field. Rename the field to Name (or similar).
  6. In the right panel, click to enable Add linked auto-filled gadgets. The list of available directory attributes appears.
  7. Drag the desired attributes onto your form (these vary if the individual is a faculty/staff/affiliate vs a student):
    • DukeID (Unique ID)
    • NetID
    • Email (preferred email address, usually first.last@duke.edu)
    • Role (title)
    • Duke Affiliation (primary affiliation; faculty, staff, student, etc.)
    • First Name
    • Last Name
    • Department (organization unit)
    • Phone
    • Nickname (preferred first name)
    • First and Last Name

How to allow form submitters to look up someone else at Duke

You may want to provide form submitters with the ability to search for a Duke person and display their directory attributes (email, Unique ID, etc.) in the form. Do the following:

  1. In the Form tab's left panel, under Advanced, select Data Lookup (List) and drag it onto your form. The gadget is named New Data Lookup (List).
  2. With the gadget selected, in the right panel, change the Gadget Label/Question to something appropriate for your form, for example, Duke Directory Lookup.
  3. With the gadget selected, in the right column, under Data Source, click Choose. A Sources window appears.
  4. Select External Data > Streamer Directory Query.
  5. Click Continue. The Sources window closes.
  6. In the right panel, click to enable Add linked auto-filled gadgets. The list of available directory attributes appears.
  7. Select and drag the desired attributes onto your form (disregard those not listed here):
    • Last Name
    • First Name
    • Duke Unique ID
    • NetID
    • Full Name

Not seeing the attributes you need for the looked-up person?

If you want to collect directory attributes not listed above for the looked up person, for example, Role (title), follow the steps in How to obtain the form submitter’s directory attributes above. At step 5, do the following:

  1. Under Required information for Lookup, under Duke Unique ID, select [Field Name] – Duke Unique ID, where Field Name is the name of the New Data Lookup (Single Item) field you added in step 1This tells Kuali Build to use the Unique ID of the looked-up person to provide the attributes available in the Streamer Directory (single response) integration.
  2. In the right panel, enable Headless Integration. This hides the field on the form.
  3. Continue with steps 6 and 7 to add the desired attributes for the looked-up person.

Questions? Contact kualibuild@duke.edu. For more help, see Kuali Build Documentation.

Article number: KB0036462

Valid to: March 27, 2025