Define Your Workflow

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

Tips - Before You Start

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.

4 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 with some Access features then I will make suggestions.  You should follow the steps below...

FIRST

First, make a simple list of your workflow on a sheet of paper, a napkin, a word document, spreadsheet or whatever you like. Keep it simple - just one line for each step in your workflow. Here is an example workflow (notice the steps are in sequence, start to end):

SECOND

Second, mark on your list where the database will come into play with your workflow. Remember, you can only enter information in or get information out. Components like FORMS and IMPORTS allow you to enter information into the database.  FORMS, REPORTS, CHARTS, EMAILS and EXPORTS allow you to get information out of the 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

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

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 setup an appointment, email me or fill out the Request a Quote form.

• You can setup a Quote Appointment.
• You can email this list to me.
• You can use the Request a Quote form to send this list to me.