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Drake University

Drake University Marketing & Communication Department Upgrades To FileMaker Pro

Drake University

Drake’s in-house marketing and communications department uses FileMaker to track their jobs, budgets, production schedules, personal tasks, and administrative duties. Calling their system MCOPS, for “Marketing and Communication Online Production System”, they were running MCOPS on FileMaker 5.5 and were looking to upgrade and improve their system. We rebuilt the underlying architecture, added a dashboard for each user, and designed a new user interface for a better overall user experience.

The Challenge

Drake University’s marketing & communications department needed a faster FileMaker system that could better support their department’s workflow.

The Solution

Their solution was comprehensive and multi-faceted. In short order, we:

  • Upgraded their system from FileMaker 5.5 to the latest version of FileMaker
  • Rebuilt the underlying architecture
  • Added a personal dashboard for users to see current projects and tasks
  • Redesigned the interface
  • Added a document management system to allow documents to be stored for jobs
  • Added a Request of Quotation system to better integrate processes

To ensure a smooth transition to the new system, we rolled it out in two phases. First, we consolidated their individual files on their FileMaker 5.5 server into a single file in their new FileMaker Server. We also added user logins and a Notes module. The exciting second phase implemented the new interface as well as the personal dashboard.

Excited about the capabilities of FileMaker moving forward, a short time later Drake sent two marketing department employees to the FileMaker Developer Conference.

The Results

Overall, their new FileMaker system fosters a more efficient workplace. Specifically, their system is now much faster and more stable thanks to the upgrade and redeveloped underlying code. All this happens while users more easily track projects through their new dashboard and the redesigned interface makes the system easy to learn and enjoyable to use.

The streamlined processes and new interface provide a rock-solid foundation for future FileMaker improvements.

If you need help upgrading or customizing your FileMaker system, contact us to see what we can accomplish together!

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"We were actually able to add more features than we thought would be possible within our budget. We always experienced a ‘can do’ attitude and DB Services was incredibly patient and easy to work with."
Courtney Hartman
Art Director
"The new FileMaker custom website interface is very user-friendly and easy to follow for our clients. In addition, it is much faster than the old Instant Web Publishing (IWP) interface. Thank you and all the others who have helped us out at DB Services. I am very grateful for the excellent service you provide us. Its nice to know we can call you for help if we have an issue."
Wayne Capek
"We needed a solution that would simplify the administration of our responsibilities under our contract with the State of Indiana. We have seen a dramatic increase across the state in the number of potential foster and adoptive parents that have begun the preparation and training process. This increase has resulted in a significant opportunity for children available for adoption. That’s a big win for everyone! And it’s all because we can refer potential parents to the proper state contacts efficiently and quickly."
Chris Morrison
Executive Director
"Thank you for all of your expertise and valuable help. I am so grateful to have found DB Services."
Linda Findlay
"Thank you for our new database system. We transitioned from a carbon copy paper based system to a digital database. The software has saved us time and money. We used to archive all our jobs in cabinets, now we can look up a job in seconds from anywhere. The software allows us to easily email estimates to our customers in pdf format. In a year there was a return on investment just from eliminating the purchasing of our carbon forms."
Todd Cartmel
"The new system allows us to create and track jobs for customers along with inventory, something we had been doing with separate word and spreadsheet files. Because it’s now so intuitive, new staff members are able to begin using the database immediately without our usual training session and ‘cheat sheets’ for getting around within the file."
Tom Andrews