In Stellic, a workflow is a paperless approval process. Stellic workflows are designed to support any process for which students are required to request approval from a staff or faculty member. While students are the primary stakeholders in an approval process (a Stellic workflow is centered around a student), the student does not need to be the initiator of the actual approval process.
Some common applications for Stellic workflows include:
- Request for graduation clearance
- Plan reviews that involve multiple approvers
- Course petition requests
- Program declaration forms and processes
However, these are just some of the ways that workflows can be utilized at your institution! Workflows are highly customizable by their creator(s), and the number of steps, comments, and uploads are able to be customized in each stage of a workflow. In addition to customizing the fields and steps in a workflow, it is also possible to customize the students to whom a workflow applies, allowing for specific processes for specific subsets of students.
Steps of a Workflow
- The category of the workflow should be determined before starting to build any workflow processes. A workflow category is a pre-defined section that will house workflows within it. This is helpful for organization and filtering.
- A workflow is created by a creator. A creator is an admin with the permission to create a workflow. The creator selects the category that the workflow will reside in, titles the workflow, and then determines the rules for the workflow (detailed in this article on creating a workflow). Minimally, all workflows need to have at least one reviewer in the process in order to be created.
- Once the workflow is created, a request needs to be initiated. A request is the method of adding a student to a workflow. Until a request has been initiated by or on behalf of a student, the student is not considered to be a part of the workflow review process. Initiators are users with the ability to start the request process for a student, and their ability to initiate a request is determined by the rules set up by the workflow creator. Initiators may be either students or admin users, depending on the settings determined by the creator.
- The request needs to be reviewed. There can be multiple reviewers per workflow, and students are able to view the status of the request with each reviewer. Reviewers can accept or deny the request. The student is notified of any changes to their request once it is accepted or denied by each reviewer.
- Once the request has gone through the approval process by all reviewers, it is considered to be completed.