Metrofile Saudi Arabia: Records Management System & Website

The daily tool Metrofile's team uses to capture, find and export records, rebuilt from the ground up.

• A completely new interface with a clean, consistent layout that works on desktop, tablet and phone
• Box capture and file capture redesigned as guided steps: department → company → box → date, so staff can't file a record under the wrong company
• Fields labelled with their real names (file number, claim number, year) instead of “Field 1, Field 2”
• Search Files with live, Google-style suggestions as you type, showing every field a file actually uses
• One-click export of search results to Excel/CSV, containing exactly the columns shown on screen
• Box locations: warehouse, row, bay and level for every shelved box, on a dedicated Box Location page
• Scanned document images attached to files, plus retrieval requests

The warehouse runs its own records server that isn't on the internet. We built a bridge so both databases stay in step.

• Database triggers on the warehouse server record every new or changed box, file, company, department and shelf location in a send queue
• A sender pushes the changes to the website over signed HTTPS, triggered automatically by a scheduled task on the warehouse PC
• The full history (nearly 100,000 files and 5,400+ boxes) was loaded first. New captures now appear online within minutes
• One-way and safe by design: passwords and scanned images never leave the warehouse, and closed projects are excluded
• Built for shared hosting: if the host is busy, the sync waits and retries. If the website refuses a record, it is set aside for checking, not lost
• An admin status page shows queue size, progress and recent activity

The right people see the right data, and nothing more.

• Role-based access: only administrators can see user management, roles and permissions
• Deleting files, boxes or scanned images is limited to administrators
• Permissions are picked from dropdowns rather than typed, so they can't be mistyped
• Client logins: a client company signs in and sees only its own company's and department's files, with just My Account and Search Files
• Clients request password changes from inside the portal. The admin handles them on a Client Requests page
• Secure forgot-password and reset flow

An admin-only Accounts & Statements area that replaced a manually maintained spreadsheet.

• Every client invoice, payment and outstanding balance in one place, with paid and unpaid status calculated automatically
• Mark one or many invoices as paid, and every total updates straight away
• Import the monthly Excel workbook to refresh the whole dashboard
• Export statements back to Excel (.xlsx) and keep an audit trail of every change

A modern, bilingual website for metrofile-ksa.com, built from scratch and ready in preview for launch.

• English and full Arabic (right-to-left) versions of every page: Home, About, Services, Clients and Contact
• Mobile-first design using Metrofile's own warehouse photography and video
• Fast, lightweight pages that run on their existing hosting
• Search-friendly: sitemap, page metadata, and old page addresses redirected so existing Google links keep working
• Contact form and a Client Login button that leads straight into the records system