A workflow database is used to manage multi-user projects in a shared virtual workspace or centralized tool, allowing for the creation, review, and promotion of work pieces within a system. It can be used to manage the assignment of tasks and monitor deadlines for each phase, and can be created by assessing project needs, identifying users who need access to specific functions, and transferring existing traditional workflow systems to a computer platform. The database can be used to move data through a system for additions and enhancements, and can take an item through the signature approval process.
A workflow database is a place to create, review, and promote work pieces within a system. It is usually used to manage a multi-user project in a shared virtual workspace or centralized tool. When data or documentation is created and goes through a development and approval system before delivery to the customer, a workflow database can be particularly useful in managing the assignment of tasks and monitoring deadlines for each phase.
In general terms, a database can be a place to store information. If the data is a lot of small pieces of information gathered together in a larger system, or if it’s a large development that requires a lot of input, a workflow database provides a means to interact with the data. Sometimes a database is just a tool for information retrieval, but when used for workflow, it can become the main space for a company or project.
Performing tasks on a workflow database often starts with assessing the needs of projects, identifying those who need access to specific functions, and creating the actual database. Typically, any existing traditional workflow systems within a company can be transferred to a computer platform. If a hardware or software design, for example, was created on an individual personal computer and then placed in a shared location on the company’s network in a workflow database, that same design could be created and placed on a desktop similar to a share drive. Those with permission to log in to the area can view or manipulate the drawing.
When data is moved through a system for additions and enhancements, and generally for integration into a larger product, a workflow database can be used to move the component. A central tray or folder can contain usernames, each with a task to complete in completing a product. Once the data is started, it can be checked back in the main area of the workflow and assigned to the next person who will work on it. That individual or department will make the necessary updates and check in the data for assignment to the next worker who can approve it and place it in another area of the database.
As a general system, a workflow database can be used to create the first version or iteration of an item and can take the item through the signature approval process as needed for completion. Looking at the main organizational structure of the workflow can provide an analysis similar to that of a paper summary and overview of a project. Development stages, internal and customer lead times, and people responsible for completion stages often make up the front page interface of the workflow database. Individual users receive notifications or check assignments on their PCs to catch up on work and complete tasks towards a common work goal.
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