For companies that face frequent changes in industry regulations, it is essential to have a centralized platform to manage the drafting, approval and distribution of updated procedures. In this way, it becomes easier to access the versions of the documents necessary to ensure the highest quality and transparency in the relationship with all the stakeholders involved in business operations. A customer requested the development of this technology. Here's how it went.
Operating in the pharmaceutical sector, the customer must ensure the constant updating of procedures and quick access to the latest versions of company documents by workers, healthcare professionals and their patients.
Incorrect management of documentation would not only result in damage to operational efficiency and information security, but also and above all:
To avoid such risks, the customer decided to invest in the digitization of procedures and in the creation of a system capable of simplifying access to the latest versions of business documents.
The desired system had to offer functionality for:
We chose SharePoint to implement this system, since its customization possibilities and native integration with the remaining products of the Microsoft ecosystem would have allowed us to create the solution tailored to our customer.
First of all, we configured a document site in SharePoint Online integrated with DocuSign to allow for digitally signed approval of business procedures.
The use of the digital signature initiates an automated flow that moves approved documents from the drafting area, with the Word files in draft, to the public area. In the latter, the documents are made available in PDF format to allow them to be viewed by all workers and patients who must undergo the treatments offered by the company.
It is important to emphasize that the system not only simplifies access to procedures, but also the updating of users on new approved documents by sending automatic notifications.
In fact, we have developed a custom web part with SharePoint Framework capable of selecting the recipients of the notifications based on the relevance of their department with the documentation just published. The web part was then extended through ASP.NET development to allow:
Finally, our solution was completed with the integration of:
The project was therefore based on the combination of the Microsoft technology mentioned so far and on the high customization of the SharePoint site, which represents the core of the document management system created to meet specific customer requests. But the real challenge was another one.
The integration between SharePoint and DocuSign immediately proved to be unreliable.
This forced us to adopt an alternative approach, implementing a custom management system based on API.
We have thus been able to guarantee information security in the processes of:
Together with the customer, we tracked the performance of the new document management system based on SharePoint Online, to understand if it was really the right solution to improve the employee experience, transparency in the relationship with patients and regulatory compliance. The answer? Let's see some facts together:
Since the launch of production, the company has not yet received any negative feedback from users.
The Modern Work team effectively and swiftly addresses IT needs, primarily focusing on software development. The technical staff is well-trained in implementing software projects using Microsoft technology stacks and is skilled in managing both agile and long-term projects.
