A workflow is Stellic's digital approval process that replaces paper-based procedures. Workflows appear as Requests throughout your Stellic instance. For detailed information, see What are Workflows?
Who can create workflows
Your institution's Stellic administrators control workflow creation permissions. Only users with the create workflow permission can build new workflows.
Important: The create workflow permission applies institution-wide, meaning users with this permission can create workflows for any department or program.
Best Practice Recommendation
Before assigning workflow creation permissions, Stellic administrators should:
Establish clear institutional guidelines for workflow use
Define approval processes and standards
Determine which users need this capability
Communicate best practices to workflow creators
This ensures consistent, effective workflow implementation across your institution.
New workflows are inactive by default and only visible to users with workflow editing permissions until published.
Create a workflow
Navigate to your institution's Stellic login page and sign in with your credentials
Click Requests from the left side bar
Select the Workflows tab on the top of the Requests page
Click Create New Workflow
A pop-up box will appear that prompts you to name your workflow and select what you will be using your workflow for. There are three options:
Make an Exception (only available in those partners where this functionality has been enabled)
Graduation Clearance
Custom Workflow A creator can also create a custom workflow and copy from an existing workflow template or start from a blank page
Once these options have been selected, edit your workflow
Add a Workflow Description, this description is visible to all participants throughout the request and approval process.
Set Student Eligibility
Eligibility criteria: Use the dropdown to select who can initiate this workflow. Selecting multiple programs means a student is eligible if they are in any of the selected programs:
Programs with Given Criteria Apply this workflow to all programs that meet specific requirements you define.
All Students Make this workflow available to every student in your institution.
Students with Given Criteria Restrict access to students who meet specific conditions (e.g., class year, GPA, enrollment status).
Specific Student(s) Limit the workflow to individually selected students only.
Specific Program(s) Restrict the workflow to students in particular programs you select.
Define who can start the workflow and what information they must provide. Until someone initiates a request, no workflow instance exists for approvers to review.
Select from these initiator options:
Student - The student submits their own request
Primary advisor - The student's designated primary advisor (if your institution uses this role)
Anyone with plan editing permissions - Any user who can modify the student's academic plan
Specific user - A designated individual
Specific group - Members of a selected user group
Set up what information the initiator must provide. All fields can be set as optional or required:
Checkbox - Create acknowledgment requirements (e.g., "I have reviewed my degree requirements"). Multiple checkboxes can be added with customizable titles and content.
Auto-upload Progress Snapshot - Automatically attaches a PDF of the student's academic audit to the request. This option cannot be edited or made optional and is only available at workflow initiation.
File Upload - Allows attachment of supporting documents. Include customizable titles and descriptions. One file upload is permitted per workflow initiation.
Custom Text Field - Provides space for free-form text entry with customizable titles and descriptions. Multiple text fields can be added per workflow.
Set up the approval process for your workflow, workflows require at least one approval step and can include unlimited approval steps
Select Approvers for Each Step - each approval step can be assigned to:
Primary advisor
User with student record permissions
Member of a user group (with appropriate permissions)
Each approval step offers the same four customization options as the initiator step:
Checkboxes for acknowledgments
File uploads for supporting documentation
Text fields for comments or additional information
Auto-upload options (where applicable)
Set Up Step Management Options and control how approvers can modify the workflow process by enabling these three options:
Reassign Next Step - After approving their step, approvers can route the request to someone else for the following step
Reassign Current Step - Approvers can redirect their assigned step to a more appropriate reviewer without making a decision
Skip Next Step - Approvers can bypass the next approval step. Stellic treats skipped steps as approved and moves to the subsequent step
Determine whether approvals must follow a specific sequence:
Sequential Processing (Enforce Order of Steps)
Parallel Processing (No Order Enforcement)
Important limitations:
Students who don't meet your criteria won't see this workflow option
Workflows are currently student-focused only
You can only add students you have permission to view in Stellic (for example, advisors can typically only include their own advisees)
Example: In the screenshot below, only sophomores and juniors enrolled in the Chemistry BS program are eligible for this workflow.
Publish a Workflow
Complete these final steps to make your workflow available:
Review all workflow configuration settings
Click the Publish button to make the new workflow available
Confirm you're ready to publish (you cannot edit after the first request is submitted)
What happens after publishing?
Eligible students receive notifications that the workflow is available
Initiators can begin submitting requests
The approval process becomes active according to your configuration
For guidance on starting requests, see Initiating Requests.