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Using Workflows for Audit Exceptions

Updated over a week ago

You can use workflows to streamline and standardize your audit exception process. This feature is optional and must be enabled by your Stellic team member.

Prerequisites

Contact your Stellic team member to enable workflow-based exception management for your instance.

How exception workflows work

Who can create exception workflows:

  • Users with the create_workflow permission

Who can request exceptions:

  • Users with the make_exception permission can bypass workflows and create exceptions directly

  • Users without this permission (including students, if enabled) must use an available workflow to request exceptions

Creating an exception workflow

  1. Navigate to your institution's Stellic login page and sign in with your credentials

  2. Click Requests from the left side bar

  3. Select the Make an Exception tab on the top of the Requests page

  4. Click Create New Workflow

  5. Click Exceptions Workflow and give the workflow a name

  6. Configure the workflow steps according to your institution's exception approval process

  7. After selecting the Make an Exception template, customize your workflow with the following details

    1. Exception description

    2. Eligibility criteria: Use the dropdown to select who can initiate this workflow:

      1. Programs with Given Criteria Apply this workflow to all programs that meet specific requirements you define.

      2. All Students Make this workflow available to every student in your institution.

      3. Students with Given Criteria Restrict access to students who meet specific conditions (e.g., class year, GPA, enrollment status).

      4. Specific Student(s) Limit the workflow to individually selected students only.

      5. Specific Program(s) Restrict the workflow to students in particular programs you select.

    3. Configuration steps

Important: You must use the Make an Exception template when creating workflows intended for audit exceptions. This tells Stellic that the workflow is designed for exception management.

For more information, see the Creating a Workflow article for detailed instructions.

How students submit exception requests

Starting an exception request

  1. From the Track Progress tab, locate the requirement needing an exception

  2. Click the three dots next to the requirement

  3. Select Request An Exception

Selecting and submitting a workflow

  1. If multiple exception workflows are available, choose the appropriate one from the dropdown menu

  2. Select the Exception type

  3. Provide a Justification for the request

  4. Click Submit

Track your request

After submission:

  • The pending request appears on the student's Track Progress tab and Requests tab

  • The next approver receives a notification and can access the workflow from their Requests tab

  • Once all approvers complete the workflow, the audit exception is automatically recorded

Related Articles
Students Requesting an Exception
Audits at Stellic
Create an Audit
Audit Maintenance Best Practices
Stellic Exceptions: Implementation Guide & Best Practices
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