Efficient document management is a critical need for many businesses and organizations. Whether you handle internal resources, client files, public documents, or more, a WordPress plugin for document management can be a backbone for your system. In addition, you can save time, create better organizational structure, and present documents with supreme searchability.
In this guide, we’ll show you how to build a robust document management system using Gravity Forms and GravityView—two versatile plugins that make it simple to manage documents on WordPress. Let’s begin with a quick guide on what both plugins can do.
How Gravity Forms and GravityView Work Together to Help You Build a Document Management System
Gravity Forms and GravityView let you incorporate powerful document management functionality into WordPress. They both give you the tools to create a system that’s straightforward when it comes to document sharing—as well as creating and updating those documents.
Long-time listeners to the Mayor will know that we think Gravity Forms is one of the best WordPress form plugins around! It enables you to create forms that collect information and unlock file uploading, and can be as simple or complex as you wish:
GravityView is an add-on for Gravity Forms that enables you to display form information—including file download links—in a searchable table or grid. As a WordPress plugin for document management, it’s a simple and straightforward solution.
Here’s a quick example of how it works. Using a simple form, users can upload documents, categorize them, and add some explanatory information if necessary. As you’d expect, the forms offers full customization, and supports a range of field types and document formats.
When users begin to upload documents, you can see a real-time list of them on the front end in a searchable (and customizable) table, sorted by date. You can also search this list, which lets users browse documents by category, format, or date. Each download is possible through a single click.
This simple document database has a configurable search bar, making it easy for users to filter the documents and find exactly what they’re looking for.
Finally, users can also update document entries (or delete them entirely), directly from the front end.
Using Gravity Forms and GravityView to upload and manage documents is arguably easier than using custom post types or the WordPress Media Library. The latter should only handle images, video, and GIFs as it doesn’t have the right functionality to work as a document management system.
The Benefits of Using Gravity Forms and GravityView for Document Management
Before we get into using GravityView to build your document management system, let’s summarize some of the key benefits of using the plugin. It’ll also touch on where Gravity Forms fits into the equation:
- Adding new documents through GravityView is quick and simple. Using Gravity Forms, you can create a customizable document upload form that looks gorgeous.
- The Gravity Forms File Upload field lets you upload almost any document type. In addition, those file have secure storage on your server.
- With GravityView, you can display document information using different layouts, such as a simple table or a grid. You have full control over how you present the documents on the front end.
- The forms you create with Gravity Forms—and the document management you implement with GravityView—have full flexibility and customization. This enables you to build a document management system that meets the unique needs of your site and users.
Of course, there are plenty more benefits to both that don’t cover this narrow use case. However, that’s something we can cover in another article! Feel free to tell us what you’d like to see from both plugins in the comments section at the end of the article.
How to Build a Document Management System, Step By Step
For the rest of the article, we’ll look at building that document management system using Gravity Forms and GravityView. The focus will mainly fall on GravityView, but by the end, you’ll be able to use both plugins to create your setup.
Also note that we won’t run through the installation process of either plugin. Either way, you’ll need to purchase, install, and activate both Gravity Forms and GravityView before you begin.
1. Create the Document Upload Form
The first step is to create a simple form to intake new documents. To do this, open up Gravity Forms within WordPress, and head to Forms > New Form. From here, use the Gravity Forms visual editor to construct your form:
The most important addition here will be the File Upload field for adding new documents to the system. There are several ways to configure this further.
For example, we can specify the file type you’ll accept, enable multi-file uploads, and set a maximum file size:
Once you create the form, you can embed it into a page or post. This could be using the Embed flyout menu, a dedicated Block, or a shortcode.
This will enable users to upload new documents to the system, but the job is not complete yet. Next, you need to manage those documents you accept.
2. Create a View to Manage Uploaded Documents
Once you have a way to upload new documents, it’s time to construct a searchable table or grid using GravityView. This will make it easy for users to find the documents they need, and either download or edit them.
To create a new ‘View’, head to GravityKit > New View within WordPress. First, give the View a name, then link it to your document upload form. After, select a View type (we recommend the Table or DataTables types for a document management system).
Inside the GravityView editor, you can add fields to display them on the front end. Here, add the Name, Date, Format, Category, and Document fields. You might also want to add a Link to Edit Entry field, This lets users update documents on the front end:
After choosing the visible fields, you can add a search bar widget. This lets users search for documents by category, format, date, and more:
The final step here is to specify which form fields you will let users edit. You can do this through the Edit Entry Layout screen:
Once you complete this and save your changes, check out your document management system on the front end. Our example adds everything we discuss in this post, using Gravity Forms and GravityView:
GravityView: An Ideal WordPress Plugin for Document Management
Gravity Forms is one of our favorite plugins, and GravityView is quickly becoming the same. The latter stands out as an excellent WordPress plugin for document management. It offers the flexibility and functionality you need to accept, manage, and showcase a wide range of files for download.
What’s more, building a document management system in WordPress doesn’t have to be complex. With the right tools, you can create a platform that makes document creation, updating, and searching a breeze.
Do you have any questions about using GravityView as a WordPress plugin for document management? Ask away in the comments section below!
