Workflows can now be used to manage the audit exception process. This is an optional function, so please contact your Stellic team member to have this function turned on in your instance.
Users with the create_workflow permission are able to create workflows that are intended to be used for an exception. Any user with the make_exception permission will be able to bypass the workflow for exceptions; any user (including students if they have the ability to request an exception and they are included as an initiator in the workflow) without the permission will be directed to select a workflow.
Stellic needs to know that a workflow is for exceptions when the workflow is created.
When creating an exceptions workflow, choose the "Make an Exception" template:
This step is important because Stellic will know to:
Identify types and options of workflows to offer to students and advisors when requesting exceptions,
Collect the same information the current Stellic exception request process requires (type and justification) - these are automatically added to the workflow, and should not be added as custom fields,
Make the exception within the student's audit when the workflow is fully approved
Once the make an exception type is selected, creating workflows for audit exceptions are similar to custom workflows, which are detailed in this article about Creating a Workflow.
Additional data elements, including text fields, check boxes and auto upload of audit and file upload can all be added in addition to the required fields listed above. Each approver step is fully customizable.
Submitting a Workflow for Audit Exception from the Progress tab:
1. Select the three dots next to the requirement in the audit where you would like to request your exception and select "Request An Exception" (this is the same for both students and advisors who are able to request an exception):
2. The drop-down provides the options if there are multiple exceptions workflows that can be selected:
3. Select the type of exception that is being requested and then provide the justification. Submit request.
3. The pending exception request will appear on the student's progress tab and also on their Requests tab:
4. The next person in the approval process will receive a notification that the workflow is waiting on their Requests tab - and they will be notified to start the process:
4. When all approvers have completed and approved workflow, the audit exception will automatically be recorded!