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Pharmaceutical Services & Life Sciences

Secure Enterprise Document Collaboration

A pharmaceutical services organisation needed secure collaboration between internal teams and external customers, with different customer/site and customer/protocol models, clinical blinding, versioning and auditability.

My contribution: business requirements and access decisions, with UAT, release and go-live coordination.

Functional ConsultantBusiness AnalystDelivery CoordinationProduction rollout
A technician in a mask and hair cover holding laboratory sample tubes
  • RoleFunctional Consultant · Business Analyst · Delivery Coordination
  • CollaborationCross-functionalGroups shown below are a role map
  • PlatformSalesforce Experience Cloud · SharePoint · Microsoft Graph
  • StatusLiveJune 2026

The business challenge

A pharmaceutical services organisation needed secure collaboration between internal teams and external customers, with different customer/site and customer/protocol models, clinical blinding, versioning and auditability.

My contribution

  • Analysed Biologics and Clinical Supply Services requirements.
  • Defined customer, site, protocol and user-access relationships.
  • Specified upload, download, preview, rename, move, delete, version history and audit behaviours.
  • Clarified blinding restrictions, protocol activation, archive rules and fixed folder structures.
  • Supported global-search requirements and integration performance discussions.
  • Coordinated UAT, issue resolution, release readiness and hypercare.

The stakeholder perspectives

The problem

Hover or tap a group to see what it needed.

  • Internal teams: Collaborate with external customers on shared documents.
  • External customers: Access limited to their own customer or protocol.
  • Sites: A customer and site view in the Biologics operating model.
  • Integration (SharePoint / Graph): Salesforce for business context and access, SharePoint for storage, linked through Microsoft Graph.
  • QA: Version history and audit behaviour to test against.
  • Release management: Scope, integration dependencies and a plan for UAT, go-live and hypercare.
Decisions

Decisions & trade-offs

  1. Decision

    Separate system responsibilities

    Trade-off

    Salesforce provided business context and portal experience; SharePoint held documents.

  2. Decision

    Protect sensitive visibility

    Trade-off

    Restricted rows and filenames were to be hidden from unauthorised users, including in search.

  3. Decision

    Preserve folder governance

    Trade-off

    Standard structures were protected while controlled additions remained possible.

  4. Decision

    Assess broader search as a material change

    Trade-off

    Cross-protocol search was reviewed for scope and schedule impact.

The solution workflow

Blinded document access

Illustrative access model, not a production screenshot or security test. Toggle between Unblinded and Blinded to explore the requirement to suppress restricted file names. Folder names and counts are fictional.

A Salesforce portal and SharePoint are linked through Microsoft Graph. Salesforce holds business context and access. SharePoint stores documents. A document list for one protocol can be viewed Unblinded or Blinded. In Blinded view, restricted files show only as Restricted document and the search result count drops.

Capabilities specified

  • Upload
  • Preview
  • Rename
  • Move
  • Delete
  • Download
  • Version history
  • Audit
  • Recycle bin

Two operating models

  • BiologicsCustomer and site.
  • CSSCustomer and protocol. Fixed folder structures, protocol activation, archive and unarchive, controlled user-created folders.

Solution approach

The portal combined Salesforce Experience Cloud with SharePoint document storage, integrating user assignment, controlled document operations, versioning and contextual search.

  1. Define
    • Connect customer, site, protocol and user-access relationships.
  2. Integrate
    • Salesforce Experience Cloud, SharePoint and Microsoft Graph.
  3. Validate
    • UAT occurred 17–19 June 2026.
  4. Release
    • Production go-live was 23 June 2026.
  5. Support
    • Hypercare ran 23–26 June 2026.

Business value & evidence

The platform established a structured environment for secure document collaboration. My role connected sensitive business requirements, integration constraints and delivery decisions through release.

Historical narrative reconstructed from supplied portfolio material. Role boundaries, disclosure permission and source records require confirmation before publication. No independently audited results are implied.

Reported in source material

  • UAT: 17–19 June 2026.
  • Production go-live: 23 June 2026.
  • Hypercare: 23–26 June 2026.

Pending

No invented metrics
  • Individual contribution and sensitive functional detail remain subject to publication review.
  • No additional percentages, ROI, adoption or deployment metrics are claimed.

AI reimagined

Future-State Concept

Permission-Aware Document Assistant

Inputs

User & protocolSharePoint permissionsDocument metadata

Assistant

Answers with citations

Outputs

Cited searchSummariesVersion compare

Controls

Blinding · least privilege · logged actions

  • A permission-aware assistant could retrieve authorised documents, compare versions and create cited summaries.
  • It must enforce Salesforce assignments, SharePoint permissions and blinding restrictions without exposing restricted filenames or content.

Conceptual enhancement only. Not a claim of AI functionality deployed in the original engagement.

Context, contribution & lessons

The operating constraints behind the decisions, and what I would carry into the next engagement.

Context

The portal combined Salesforce Experience Cloud with SharePoint document storage, integrating user assignment, controlled document operations, versioning and contextual search.

Challenge & constraints

A pharmaceutical services organisation needed secure collaboration between internal teams and external customers, with different customer/site and customer/protocol models, clinical blinding, versioning and auditability.

  • Salesforce provided business context and portal experience; SharePoint held documents.
  • Restricted rows and filenames were to be hidden from unauthorised users, including in search.
  • Standard structures were protected while controlled additions remained possible.
  • Cross-protocol search was reviewed for scope and schedule impact.
What I did
  • Analysed Biologics and Clinical Supply Services requirements.
  • Defined customer, site, protocol and user-access relationships.
  • Specified upload, download, preview, rename, move, delete, version history and audit behaviours.
  • Clarified blinding restrictions, protocol activation, archive rules and fixed folder structures.
  • Supported global-search requirements and integration performance discussions.
  • Coordinated UAT, issue resolution, release readiness and hypercare.
Lessons
  • Separate system responsibilities.
  • Protect sensitive visibility.
  • Preserve folder governance.
  • Assess broader search as a material change.

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