Define Your Workflow

Good preparation now leads to an accurate quote and also reveals itself in the final result of your database.  You run your business the way you do because you believe it makes you more competitive, makes you more productive and gives your clients better service.  Considering your workflow as it relates to the database is key to productivity in your business.  The goal is to build a database around your workflow and existing business practices instead of building something that makes you change the established processes in your business.

Steps to Define Your Workflow 

My goal is to build a custom Access database around your existing workflow and business practices.  If I can shorten your business cycle and save you time with some Access features then I will make suggestions.  You should follow the steps below using my workflow template.

FIRST STEP

First, you'll need to make a simple list of your workflow.  Please use my workflow template (download here) and send it to me when you are ready.  You could use a sheet of paper, a word document or whatever you like though it should have a similar format as my worksheet . Keep it simple - we'll get into the details later on. Here is an example workflow (notice the steps are in sequence, start to end):

SECOND STEP

Second, indicate when the database will come into play with your workflow. You can only enter information into software or get information out of software. Components like FORMS and IMPORTS allow you to enter information into a database.  FORMS, REPORTS, EMAILS and EXPORTS allow you to get information out of a database.  Mark up your workflow showing where information is going into or coming out of the database.  Here's an example, notice how I've added notes for each form or report needed;

THIRD STEP

Third, list by name, each of the components from the step above.  Give them names and give a good guess of how many fields or columns you think that component will need.

FOURTH STEP

Fourth, communicate the list of what you need to me so I can prepare your quote. Once you pass your list to me I will prepare your quote.  You can use any of the options below to get a quote:

• You can setup a Quote Appointment.
• You can email your workflow list to me.
• You can use the Request a Quote page and then send your workflow list to me.

Tips

Keep these points in mind as you think about what you need the database to do for you.

What is the Purpose of the Database?

Every Access Database should have a defined purpose and a name. It's name should reflect it's purpose.

Info In or Info Out?

There are really only two good uses for software; 1) putting information IN, and 2) getting information out. In each step of your workflow information is either being entered into the database or coming out of the database.  

Examine at What You are Using Now 

In your current workflow you might be using paper, forms, spreadsheets, email and even sticky notes. These tools are working now and the database can replace them and streamline your business.

Look at Samples for Ideas

You can see hundreds of screenshots from databases I've built over the years.  You can also see flash movies of sample databases. These are just to give you some ideas of Microsoft Access features. I'll customize your database for your specific workflow.