I developed a user-friendly, employee-only, searchable database in Wordpress for all of our clients. Part of this project also involved a new file saving structure to better organize our clients' files.
The Problem
Initially, all client information was scattered throughout multiple folders and account information was saved in numerous spreadsheets. While this was effective for a while, it became unsustainable due to inconsistencies from human error and an overall lack of organization and visibility—the ability to be easily searched.
How The New System Works
1. The Folder & File Structure
Initial Outline vs. Finalized Structure:
With no real organization, I had to develop a way for all employees to follow the same file saving logic. This was intended to simplify workflows and training for new-hires. The folder path corresponds directly to the file name for easier locating. Each file and folder path are unique but also follow the same organizational structure:
- Dealer Group
- Brand
- Location
- Department
- File Category
- Date
- Description (if necessary)
The dealer group, dealership, and location form the "Dealer ID/Code" which is also used in the Client Database. This file naming and folder structure helped us manage thousands of art and administrative files.
2. The Client Database
The Client Database is built using a custom post type in Wordpress (using standard frontend coding languages as well as PHP). It's comprised of three main views: list view, single client view, and admin view.
Client Database: Default List View (Video)
List View Primary Features:
- Organized by Dealer Group
- Browse & Search Capability
Search by Dealer Name, Dealer Code, Brand, or by Dealer Group - Primary Information Displayed
Dealer Group Link, Dealer Code, Website Login Info - Quick Reference Links for Common Items
- "View More" Title and Button Link to See Individual Page
- "Click-to-Copy" Function on Usernames, Passwords and Dealer Codes
Client Database: Single Client View (Video)
Dealership:
Dealer Group:
Single Client View Primary Features:
- Displays All Dealership Information
Address, Phone Numbers, Hours, etc. - Organizes Other Client Information
Various Accounts, Contacts, Content Web Pages, Other Reference Links - Quick Filter Search for Each Section
- Dealer Group Listings Display Their Dealerships
- Our Company's Listing with Our Own Information
Our company has its own listing with company-related admin accounts and team member contact info as well.
Client Database: Admin View (Video)
Admin View Primary Features:
- Browse & Search Capability
Search by Dealer Name, Dealer Code, Brand, or by Dealer Group - Add, Edit, or Delete Clients
- Add, Edit, or Delete Other Client Information
Various Accounts, Contacts, Content Web Pages, Other Reference Links - Connect Listings with Same Login Info for Easier Updating
Updating the Primary Login Updates All Others Sharing the Same Info
Problem Solved!
The development of this organizational system and database drastically improved our workflow to be able to:
- Organize all of our clients and their information
- Easily search and browse for clients
- Organize all of our own account, contact, and team member information in our own listing
- Effectively and cohesively maintain all of our client data
- Display an overview with all of our clients within their respective dealer groups
- Set clear guidelines for creating new client folders and saving files
