Problem
Managing Security with Scattered Systems
A European cybersecurity consultancy specializing in penetration testing was scaling fast—but so were their compliance demands. Client contracts, especially in regulated industries like banking and government, required airtight controls over data residency and systems integrity. The team managed most of their data onsite, but this fragmented approach led to inefficiencies:
- Processes scattered across legacy tools and on-premise systems
- Manual reporting for each client using outdated templates
- Difficulty aligning internal workflows with stringent client policies
Their biggest obstacle? Ensuring SmartSuite could integrate securely with their infrastructure while maintaining full control over client data—a critical requirement in their line of work.
Q1
Solution
Custom Workflows With Security at the Core
The firm began by building their internal process workflows in SmartSuite, working closely with their onboarding contact. To meet security obligations, they leveraged SmartSuite’s webhook and API capabilities—ensuring sensitive reports remained on their local systems, while metadata and process management lived in SmartSuite.
This hybrid model allowed:
- Seamless integration of internal storage with SmartSuite via dynamic hyperlinks
- Real-time project oversight without compromising client confidentiality
- Penetration testing reports to be reviewed securely, with SmartSuite providing evidence of remediation within days
Q2
Result
Trust Earned, Compliance Delivered
The firm not only passed its own stringent due diligence, but impressed SmartSuite’s internal security team with its expertise—helping uncover missed issues in previous third-party audits. They established SmartSuite as their system of record for workflow tracking while maintaining complete control over sensitive assets.
Strategically, this move consolidated operational workflows and allowed the team to prepare for scaling without revisiting compliance architecture later.
Q3
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