Configure Scholarship Stages

Set up workflow stages for scholarship application processing from submission to disbursement.

Time required: 10-15 minutes

Module: openeducat_scholarship_enterprise

User role: System Administrator, Scholarship Admin

Prerequisites

System Administrator or Scholarship Admin role
Scholarship module installed
Approval workflow designed

Steps

Step 1: Navigate to Scholarship Stages

Go to OpenEduCat -> Scholarship -> Configuration -> Stages
Click Create

Step 2: Enter Stage Information

Field	Required	Description	Example
Name	Yes	Stage name	”Application Review”
Sequence	Yes	Stage order	2
Fold in Kanban	No	Collapse in view	No

Step 3: Configure Stage Settings

Setting	Description
Is Starting Stage	First stage
Is Ending Stage	Final stage
Probability	Likely to proceed
Requirements	Stage requirements

Step 4: Set Up Stage Actions

Action	Description
On Enter	Actions when entering stage
On Exit	Actions when leaving stage
Notifications	Email triggers
Validations	Required checks

Step 5: Define Required Documents

For each stage:

Document	Required	Description
Application Form	Yes	Completed form
Income Certificate	Yes	Financial proof
Academic Records	Yes	Grade transcripts
Recommendation	No	Faculty recommendation

Step 6: Configure Approval

Approver	Stage	Description
Coordinator	Review	Initial screening
Committee	Evaluation	Selection decision
Finance	Disbursement	Payment approval

Step 7: Save Stage

Click Save to create the scholarship stage.

Standard Scholarship Workflow

Stages Flow

Application Submitted (1)
        ↓
Document Verification (2)
        ↓
Application Review (3)
        ↓
Committee Evaluation (4)
        ↓
Selection Decision (5)
        ↓
    [Approved] → Award Processing (6)
        ↓                ↓
    [Rejected]   Disbursement (7)
        ↓                ↓
    Declined     Completed (8)

Stage Details

Stage	Sequence	Responsible	SLA
Submitted	1	System	-
Verification	2	Admin	3 days
Review	3	Coordinator	5 days
Evaluation	4	Committee	7 days
Decision	5	Committee	2 days
Processing	6	Finance	3 days
Disbursement	7	Finance	5 days
Completed	8	System	-

Stage Transitions

From Stage	To Stage	Condition
Submitted	Verification	Automatic
Verification	Review	Docs complete
Review	Evaluation	Meets criteria
Evaluation	Decision	Committee review
Decision	Processing	Approved
Decision	Declined	Rejected
Processing	Disbursement	Award confirmed
Disbursement	Completed	Payment done

Field Reference

Scholarship Stage

Technical Field	UI Label	Type	Notes
`name`	Name	Char	Stage name
`sequence`	Sequence	Integer	Order
`fold`	Fold	Boolean	Collapse in kanban
`is_starting`	Is Starting	Boolean	First stage
`is_ending`	Is Ending	Boolean	Final stage
`requirements`	Requirements	Text	Stage needs

Stage Actions

Technical Field	UI Label	Type	Notes
`on_enter_action`	On Enter	Many2one	Server action
`on_exit_action`	On Exit	Many2one	Server action
`template_id`	Email Template	Many2one	Notification

Troubleshooting

Application stuck in stage

Check required documents and approvals are complete.

Cannot move to next stage

Verify all stage requirements are met and approver has permissions.

Notifications not sending

Ensure email templates are configured for stage transitions.