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Business External Process Guide

Let’s get started with using AnyDB to track and manage your external-facing business processes.

External processes involve interactions with customers, vendors, partners, or other third parties. Whether you're collecting requests, handling submissions, or onboarding partners—AnyDB provides a powerful way to structure and automate those workflows.

Step 1: Identify the External Process​

Select a repeatable external process you want to manage in AnyDB. Common examples include:

  • Customer support or service requests
  • Vendor onboarding
  • Partner registration or document intake
  • External audits or compliance submissions
  • Maintenance or service scheduling
  • Client feedback or NPS forms

Step 2: Create a Template for the External Request​

Design a Data Document Template to capture the required external data. Include fields like:

  • Requester Name
  • Company / Contact Info
  • Request Type
  • Details / Description
  • Attachments or Supporting Docs
  • Assigned Handler
  • Status
  • Follow-Up Date

Keep the layout clean and user-friendly, especially if the form will be public.

Step 3: Create and Share a Form​

Convert your template into a form that external users can fill out without needing an account.

What happens when a form is submitted?​

  • A new record is created in your designated folder or database.
  • A notification email is sent to the person specified in the 'Assigned Handler' field, alerting them that a new request has been submitted.
  • The assignee can open the item, review the contents, and either assign it to themselves or reassign it to a different team member.
  • The assignee will see the item in their inbox and can begin processing it.
  • Once the request is handled, the team member marks it as Closed and removes themselves from the assignment.

To ensure timely follow-ups, the triage team member can set a Follow-Up Date directly in the document. AnyDB can send reminders accordingly.

Step 4: Organize with Views and Folders​

Group external submissions in folders by process or channel, and set up filtered views like:

  • “New Vendor Requests”
  • “Unassigned Requests”
  • “Due This Week”
  • “Closed Submissions”

This helps teams manage incoming requests efficiently and transparently.

Instead of cramming everything into one form, use attached data documents to modularize the process:

  • Attach compliance forms
  • Attach legal agreements or contracts
  • Attach follow-up conversations or task logs

Attachments provide a powerful way to structure complex submissions while maintaining clarity.

Step 6: Automate & Improve​

As more external submissions come in, refine your process with:

  • Auto-assignment using rules
  • Role-based permissions for handling sensitive submissions
  • Dashboards summarizing open vs. closed requests
  • Exported data for reports or audits

Use Case Examples​

  • Support: Intake and manage service tickets from customers
  • Legal: Accept external document reviews or signoffs
  • Finance: Vendor or contractor payment submissions
  • IT: Hardware access or provisioning requests from third parties

Need help modeling an external process? Contact our solutions team — we’ll help you build the right flow in AnyDB.

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