Workflow integration and automation

Workflow types

Simple workflows: Single approver workflows suitable for smaller institutions where one person manages the entire clearance process. Manual status updates provide flexibility for individual student review and decision-making.

Complex workflows: Multi-step approval processes (Advisor → Department → Registrar) suitable for larger institutions requiring distributed review responsibilities. These workflows leverage dynamic routing capabilities to automatically direct applications to appropriate reviewers based on program type, department, or other criteria.

Dynamic routing

The system supports automatic routing of graduation applications to appropriate reviewers based on program characteristics, department affiliation, or custom criteria. Dynamic groups enable automated distribution of clearance requests, reducing manual coordination while ensuring proper review authority.

Automated and bulk processing

For institutions processing large volumes of graduation applications, Stellic supports both automated workflows and bulk operations to streamline the clearance process.

Automated Processing: Configure periodic workflows to automatically process applications based on completion status and institutional policies.

The system can be used to handle newly eligible students and maintain current application queues throughout the semester, reducing manual intervention for straightforward cases.

When a workflow starts, it automatically changes the status of the graduation application to 'In Review'. When all steps of the workflow are completed, it changes the status of the associated graduation application to be 'Conditionally Approved'. Workflow does not automatically change the status to 'Approved'. That must be done manually after review either on a student profile or bulk action through student search.

When any step of the workflow is denied, it changes the status of the associated graduation application to be 'Denied'.

Bulk Operations: Process multiple applications simultaneously using smart filtering capabilities to identify complete, conditionally complete, or incomplete students across multiple programs or credentials. Bulk operations are particularly useful at peak clearance periods when many students meet graduation requirements.

The system prevents approval of any application—whether processed individually, through automated workflows, or in bulk—when students have remaining requirements greater than zero. This validation maintains clearance accuracy across all processing methods and prevents premature approvals regardless of the operation type.