Creating a client tracking system without extra information

The situation

A business owner wants to organize documents by client and view each client's documents together, and has asked for a complete design without needing to answer questions. The system has some existing features that can be used, such as custom document fields and filtering, but the current capabilities and ownership need to be verified. The goal is to create a system that allows documents to be tagged with client information and viewed in a grouped format. The owner wants a solution that is stable and efficient, and does not require extra input from them. Most of the work will involve using existing features in a new way. A few hours a week will be spent on this project for some time.

What they weighed

• A reusable document to entity association with data defined entity kinds and views

  Chosen

• A dedicated client field on documents with client grouped documents views

• Organize documents into client named folders and use those as the view

What they decided

A reusable document to entity association with data defined entity kinds and views

Why

This option was chosen because it provides a stable way to associate documents with clients, even if the document is renamed. It also allows one document to be associated with multiple clients without having to copy the document, which makes it more efficient. Additionally, it uses the existing system screens, which makes it easier to implement and use. This will save a lot of time in the long run.

The first step

Save the complete feature specification and verify that it can be read back, then record what was actually done

How they would know it worked

The specification is saved and readable, and an assigned document appears once in the client's view and filter without changing document location or access

How it turned out

Not known yet. The result is added here when it comes in.