In the dynamic world of academia, managing academic visitor applications efficiently is crucial. The University of Oxford Mathematical Institute has embraced the power of Drupal  and the Maestro module to streamline and enhance their academic visitor application process. Let's delve into the seamless workflow that facilitates this crucial task.


The General Design

Initiation: Academics or their assistants initiate the process by filling in a comprehensive multi-page webform tailored to their needs.

Confirmation and Workflow Trigger: Upon submission, a confirmation email is sent to the initiator by the webform email handler, and the workflow is triggered.

Workflow Automation

Batch Functions:

  • The first batch function identifies the relevant research group and sets a variable according to the head of that group.
  • The second batch function notifies the Research Group Assistant (RGA) for informational purposes.

Head of Research Group Review:

  • The first interactive form is sent to the head of the research group for review.
  • The head can view webform details in read-only mode and add a supporting statement or comments using custom fields.
  • A custom "Request Clarification" button enables quick communication.

Clarification or Approval:

  • If clarification is requested, the application is routed back to the initiator for edits and resubmission.
  • The initiator can also cancel the application if needed.
  • If approved, the application moves forward to the Director of IT and Physical Resources.

Final Approval and Allocation:

  • The Director reviews the application and approves it.
  • If a desk is required, the Director allocates one at this stage.


  • Email notifications are sent to the initiator and RGA with the decision.
  • If accepted, the Visitors Coordinator is informed to process the application.

Enhancing Efficiency and Collaboration

By leveraging Drupal and Maestro, the University of Oxford Mathematical Institute has not only automated and streamlined their academic visitor application process but also improved collaboration among stakeholders. Customizable forms, automated notifications, and a clear workflow ensure a smooth and transparent process for both applicants and administrators.

In conclusion, Maestro continues to be a powerful tool for academic institutions, offering a tailored solution to complex processes. The University of Oxford Mathematical Institute's implementation serves as a testament for using Maestro to automate business processes in the academic world.