Thank you for being a valued part of the CNET community. As of December 1, 2020, the forums are in read-only format. In early 2021, CNET Forums will no longer be available. We are grateful for the participation and advice you have provided to one another over the years.

Thanks,

CNET Support

Question

Database Suggestions?

Sep 28, 2015 9:29PM PDT

Hey folks. I'm hoping someone might be able to point me in the right direction. Let me preface this question by saying that I and my coworkers have no knowledge of database software.

Currently, my small company uses an Excel spreadsheet as our database. However, this is obviously very limiting in its abilities. What I'm looking for is in easy-to-use program that can automatically generate a client ID field. For example, a typical client ID consists of the last two digits of the year – followed by a four digit number. An example would be 15–7750. It would need to have various fields of data, such as description of project, client address and billing information etc.

So what we are imagining, would be create a new entry that automatically generates the aforementioned ID field, and the user simply filled in the rest of the information. One hugely limiting factor of an Excel spreadsheet, is only one network user can actually use the spreadsheet at a time. We would like a program that will allow multiple people to access the information or create entries at the same time. An additional feature would be for our staff to have the same capabilities of access and creation from mobile devices such as iPhones or iPads. Finally, we deal in multiple PDF files for every client. An example would be a copy of an invoice, laboratory results, and a report. It would be great to be able to load these files into the database as well so that anyone accessing a particular client entry would also have access to these documents as well.

It MUST be accessible from networked Windows PCs in the office, iPhones, or remote laptops in the field.

We do have a small office server, if that would be of any help.

Thank you for following my ramblings, and we would greatly appreciate any suggestions.

Discussion is locked

- Collapse -
Answer
There's another post here that
Sep 29, 2015 12:24PM PDT

Talks about business processes. This is what they call CRM. Now I worry when folk dictate the exact format of a client ID. Most of use don't carry our client ID in our head.

That is, when John McVinney calls you want to have your CRM pick off the phone caller ID and toss up their CRM quick info up on your screen. This is how it's done in the best of systems.

Failing that you can type in the name yourself.

After a while you may look at CRMs like Salesforce.

- Collapse -
Answer
Your first database lesson.
Sep 29, 2015 12:48PM PDT

Since a client can have (at the same time or one later than the other) more than one project, the client 'record' doesn't have a project description.
- The client-record has a client name and address and such (that's a simplification, a lot of businesses have two addresses at least, namely a separate one for invoices)
- The project record has a project description and price and whatever more your projects involve (can be quite a lot, depending on the project)
- A client can have more than 1 project.

The more difficult questions to answer when you design your database (or preferably select a ready-made application):
a. Can it happen that 2 different clients are related to one and same project, for example in different roles (home owner pays the bill, home renter needs to know when you do the job)
b. Can a person/company with 0 projects (yet) be a client - or, to say it differently: do you want to register data for 'prospects'?

Kees

- Collapse -
Answer
Database solution, found yet ?
Oct 19, 2015 7:36PM PDT

Kallen, I'm curious if this solution has been found yet? Please let us know.

- Collapse -
Answer
Project Management Software
Nov 18, 2015 9:46AM PST

Hi there,

I work for a major city hospital and we were struggling with something similar- how to manage our operations in with something more sophisticated than Excel, and make our information accessible.

After looking and looking for software, the only programs that we could find were either really expensive, didn't do what we needed them to, or were way too complicated for everyone to use. So we wrote our own assuming that other people must be facing similar challenges.

The software has integrated modules for different tasks. You pick which ones you want. Our project manager software has custom Info Sheets that would allow you to track everything that you're currently doing in Excel and is accessible from ANY mobile device (PC, iphone, Android, etc.) anywhere you have internet.

If you want to a feel for the vibe of our approach, check our introduction video: https://youtube/u0FAfx_KE0A

Let me know if there's anything I can answer.

Thanks!

Caitlyn

- Collapse -
There is that spammy issue.
Nov 18, 2015 10:16AM PST

1. You posted it 3 times.
2. You posted it 3 times with a dead link.
3. You never revealed the solution you think applies in your posts.

Not a good start.

- Collapse -
Answer
Microsoft Access
Nov 20, 2015 6:30PM PST

Hi Kallen,
You should be able to do all this with Microsoft Access and, because you have Excel, that means you likely already have Microsoft Access installed. You can edit the data at the same time, attach PDF files to each line, generate a client ID (using a "Before Insert" event in the table). You can get to the database from different devices, the same way you would in Excel, except the file will be an accdb file rather than an xlsx file. If you have Sharepoint installed, you can publish the Microsoft Access database to a web page as well, rather than everyone accessing the accdb file.