A workflow database is used to manage projects with multiple users in a shared virtual workspace, allowing for task assignment and deadline tracking. It can be used to create and move data through a system for additions and improvements, and can carry items through to the signature approval process.
A workflow database is a place for creating, reviewing, and promoting jobs in a system. It is typically used to manage a project with multiple users within a shared virtual workspace or centralized tool. When a piece of data or documentation is created and moves through a development and approval system before being handed over to a customer, a workflow database can be particularly useful in managing task assignment and tracking deadlines in each phase.
In general terms, a database can be a storage place for information. Whether your data is many small pieces of information that come together into a larger system or a large development that requires multiple inputs, a workflow database provides a means for you to interact with the data. Sometimes a database is a tool for information retrieval only, but when used for workflow, it can become the primary space for a business or project.
Performing tasks within a workflow database often begins with assessing project needs, identifying those that require access to specific features, and creating the actual database. Typically, any traditional workflow system in place at a business can be ported to an IT platform. If a hardware or software design drawing, for example, was created on a single personal computer and then placed in a shared location on a corporate network, within a workflow database that same drawing could be created and placed in a workspace similar to a share disk. Those with permission to access the area can view or manipulate the drawing.
When a piece of data moves through a system for additions and improvements, and often for integration into a larger product, a workflow database can be used to move the piece. A recycle bin or central folder can contain names of users who have a task to complete towards the completion of a product. After the data has started, it can be reviewed again in the main workflow area and assigned to the next person to work on it. This person or department will make the necessary updates and check the data for assignment to the next worker who can then approve the data and place it in another area of the database.
As an overall system, a workflow database can be used to create the first version or iteration of an item and can carry the item through to the signature approval process as required for completion. Looking at the main organizational structure for the workflow can show a breakdown similar to a paper summary and overview of a project. Development stages, deadlines for internal and customer delivery, and responsible people along the steps to completion often form the front page interface of the workflow database. Individual users then receive notifications or check assignments on their PC to catch up on work and complete tasks toward a common work goal.
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