Workflows Overview for Administrators

What's my access level?

Access Level: Student Org Admin or Org Admin

This article is intended for users with Student Org Admin or Org Admin access in Suitable. If you don’t have one of these roles, some of the steps outlined below may not be available in your account.

Ineligible Roles: Member, Leader or Manager

Keep in mind...

Workflows move student organization requests from submission to decision in one place, so your team spends less time chasing forms, emails and spreadsheets.

Note: Your Client Success Team builds each workflow and sets its steps, reviewers and order. Administrators can edit forms, choose who sees a workflow and send requests. Members of the assigned Admin Group review them. To change how a workflow is built, contact your Client Success Team.

What is a workflow?

A workflow is a series of forms and approval steps. A student organization fills out the forms, and the request then moves through each step until it is complete. Each time someone starts a workflow, Suitable creates a request that you can track from start to finish.

Workflows come in several types. You will see the type as a badge on each workflow:

• General Request - accessible via the Request tab and not specific to an organization 
• Student Org Request
• Organization Registration, such as re-registration or a transfer of leadership
• Purchase Request
• Budget Request

A workflow can also show an Event Registration badge. These workflows publish an event to your pathway once the request is approved.

Who does what:

• Students start requests, fill out forms and respond when a request is sent back.
• Admin Groups review requests. Only members of the Admin Group assigned to a step can approve, send back or deny it. Some steps may instead be assigned to a role in the requesting organization, such as its Advisor.
• Administrators edit forms, turn workflows on or off for students, send requests to organizations and track every request.
• Your Client Success Team builds the workflow and decides which Admin Group reviews each step.

How to find your workflows:

1. Navigate to Workflows on the left sidebar.
2. Use the search box to find a workflow by name. Each card shows the workflow name and its type badges. An Unpublished badge means the workflow is not live yet.

3. Select the arrow on a card to see the forms in that workflow.
4. Select the three-dot menu on a card to see your options. Most workflows offer Workflow Settings and Send Requests. Budget and purchase workflows offer only Workflow Settings, because students start those requests from their organization's Financials tab.

How a request moves through a workflow:

1. A request starts in one of these ways:
   • A student or administrator selects the organization's Request + button.
   • An administrator sends the request to organizations with Send Requests.
   • A student selects Financial Request + on the organization's Financials tab.
   • For General Request workflows, a student selects + Create Request on the Requests page.
2. The student fills out the forms and selects Submit.
3. The request moves to the next step on its Timeline. The Timeline appears on the left side of every request and lists each step in order, with the tasks inside it.

4. Members of the assigned Admin Group approve the request, send it back for changes or deny it.
5. When the last step is approved, the request is complete. Some workflows then run an automatic step, such as marking an organization Active or publishing an event.

Request statuses at a glance:

• Draft: the request has been started but not submitted.
• Needs Your Action: you can act now, either directly or through your Admin Group.
• Waiting: you are involved, but someone else acts first.
• Not Participating: the request is in progress, and you have no role in it.
• Completed, Denied or Canceled: the request is closed.

Learn more in Understanding Workflow Request Statuses.

Where to go next:

Set up a workflow:

• Editing Forms on Workflows
• Workflow settings (Turning workflows on or off, setting pathway visibility, etc.)
• Managing Admin Groups

Start requests:

• Sending Workflow Requests to Organizations
• Starting a Request for a Student Organization

Manage requests:

• Viewing All Requests within an Organization
• Understanding Workflow Request Statuses
• Filtering Workflow Requests
• Canceling a Workflow Request
• Managing Workflow Email Notifications

Review requests:

• Reviewing and Approving a Workflow Request
• Bypassing a Step in a Workflow Request
• Reviewing Event Requests
• Reviewing Budget and Purchase Requests

Plan the year:

• Starter Guide: Re-Registration Workflows
• Preparing for Re-Registration
• Organization Transfer of Power (Identifying New Point of Contact- POC)
• Starter Guide to Financial Workflows

Share with students:

• Student Guide: Submitting a Workflow Request
• Student Guide: Completing Your Re-Registration
• Student Guide: Submitting a Budget or Purchase Request

Get more from Suitable

Ready for your first request cycle? Send a workflow to many organizations at once. Learn how in Sending Workflow Requests to Organizations.

If you have additional questions, chat with us below or send us an email at support@suitable.co.