Problem
Poor inventory tracking and inefficient process management
A global biopharmaceutical leader with over two centuries of scientific innovation, operates in a highly regulated environment where security, compliance, and operational precision are paramount. Within its R&D Finance group, the team was responsible for managing thousands of contracts and change orders tied to ongoing clinical trials—each involving multiple vendors, international jurisdictions, and complex study protocols.
Yet their workflows were fragmented across spreadsheets, manual email threads, and decentralized SharePoint folders. Contract versions were inconsistently stored or lost entirely, approval flows lacked structure, and document routing was unpredictable. Though IT policy mandated that all files live within approved systems like SharePoint, there was no centralized method for intake, approval, or visibility. Attempts to introduce middleware tools like Zapier or Make would trigger lengthy security reviews, further complicating the process.
As audit risk and operational inefficiency grew, the team needed a low-friction, compliant solution—one that could centralize documentation, enforce consistent processes, and align with their stringent governance and data security policies, without introducing additional IT overhead.
Q1
Solution
Centralizing operations and automating workflows in SmartSuite
This customer partnered with SmartSuite to build a secure, flexible platform that could evolve alongside their governance strategy—without introducing new vendors or bypassing IT protocols.
SmartSuite became the central orchestration layer between contract tracking, supplier records, approval logic, and document handling.
Key elements of the solution included:
- Governed Record Structure
- Every contract is linked to protocol numbers, supplier records, and MSAs (Master Service Agreements)
- Dynamic filters prevent end users from accidentally accessing or assigning incorrect data
- Conditional logic determines whether legal review is required based on vendor risk profiles stored in MSA records
- Secure File Handling
- Button fields and lookup logic route users to the exact SharePoint folder associated with each protocol
- Webhook functionality (now being implemented) allows files to be automatically pushed to SharePoint from within SmartSuite, reducing human error and bypassing manual uploads
- All final files live in SharePoint, satisfying this customer's IT requirement to avoid redundant or uncontrolled storage
- Native Automation Compatibility
- Power Automate compatibility ensures future workflows can operate inside the Microsoft ecosystem
- No third-party middleware required—meeting the security office’s demand for tool consolidation and risk mitigation
- SmartSuite’s webhook actions and scripting features are aligned with upcoming CISO-approved automation policies
- Scalable Access and Permission Model
- Different business units can operate in parallel with strict field- and view-level permissions
- Dashboards bring together cross-solution views (e.g. CORFs, vendors, contracts) while limiting access to sensitive data
- Long-term plans include deploying dashboards as user-friendly interfaces for non-technical business users—without exposing raw data
“We didn’t need custom code. We didn’t need another vendor. We built secure, scalable workflows using what we already had,” the Associate Director emphasized.
Q2
Results
Improved efficiency, collaboration, and data-driven decision making
SmartSuite not only modernized this global Biopharmaceutical's contract operations—it did so with no compromise to governance or data protection.
Risk Reduced: Files are no longer stored across inboxes and desktops—each contract and supporting document is pushed directly to SharePoint at the right time
No Shadow IT Introduced: SmartSuite fits within existing enterprise tooling (Microsoft 365 + Power Automate); no unsanctioned vendors were needed
Audit Trail Enabled: Linked records, timestamped approvals, and structured change orders support traceability and reduce audit prep time
Compliant by Default: File storage limits, access control, and automation logic were designed to align with internal InfoSec policy from day one
Enterprise-Ready Architecture: With scalable logic and webhook extensibility, SmartSuite can support rollout to additional departments and use cases
“Even our IT team is coming around. SmartSuite helped us solve governance problems we’ve had for years—without creating new ones.”
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