A global life sciences client wanted a robust, and scalable knowledge management system, that acted as a repository for training data, guidelines for individual practices, and other process documents. They also needed a strict document workflow wherein functional users across roles could raise requests, view, and edit documents with easy access, eventually approving them.

Another issue was to integrate these workflows with important processes like reconciliation and review, voting, and publishing. Switching over from manual processes for finalizing documents was the need of the hour.

The client also wanted an easily searchable online annexure or glossary of pharmaceutical definitions that is extensively used in life sciences processes. They needed a customized solution that streamlined the document management storage and publishing process with detailed audit logs for enhanced traceability, and version control across users.

After thorough analysis of the business needs, our solutioning experts suggested building a customized knowledge management portal using SharePoint. This solution fits perfectly with the client’s needs as they were looking for a customized solution that can fit seamlessly into their existing workflows. Moreover, SharePoint was giving the added advantage of integration capabilities with other Microsoft products such as Outlook, Teams etc.

The knowledge management portal that was built stored 3 categories of documents, such as guideline documents in individual practices, new training documents, and a glossary of life sciences keywords with definitions. The portal organized and streamlined workflows in individual practices. Users across roles could raise a request, assign the request for the document, draft the changes on the portal, review the changes, vote for approval, and finally publish the document. It also enabled them to drill down their search for documents based on keywords, tags, filters etc. All documents post-approval can be published in the PDF format.

Users can view the dashboard for request status and the stage each request is in. All proposed, assigned, requests in progress, final approvals, and published documents can be viewed. You can also view alerts on recent actions for individual requests with the timelines.