Solution: Intelligent process automation
Technology: Microsoft
Almirall
Publications Committee approval workflow
Almirall offers medicines and medical devices in Europe, USA. USA and other countries thanks to an extensive research and development program. It is a leading company in medical dermatology and committed to Corporate Social Responsibility, taking care of the environmental and social impact.
Their need
The Publications Committee is in charge of deciding which documents containing information subject to Almirall’s intellectual property can be made public at conferences, the media, publications, etc.
Thus, a workflow was required to generate requests and obtain approvals from the groups involved depending on the activity or project.
The initial requirements that were defined were
- Existence of a final approver who could know the contributions of the approvers and give the final approval / denial.
- Possibility of automatic delegation if there is no response within the specified period.
- Setting the number of days after which, if an approver did not respond to a request, they would receive an email reminder.
- Allow to establish exceptions to a fact that initially required the approval of all the approvers involved.
- Solution compatible with both SharePoint online and SharePoint on-premises.
Solution
Using custom-built SharePoint native forms and workflows, you can generate requests, generate tasks, send notifications, and make delegations.
With the addition of SharePoint lists, a workflow administrator can configure the different elements that define the scope, such as projects, days for the automatic sending of notifications, delegates or approvers by projects, that is, a series of metadata is assigned to each request that will allow locating, prioritizing and viewing its status.
Each member of the Publications Committee will receive notifications and may consider the publication valid or reject it by attaching their comments so that the author can proceed to review the contents. Once all the members of the Publications Committee have given their consent to the publication, the person in charge of the committee will have the final decision in this regard.
Result
An efficient system is available that significantly improves response time to requests for the publication of information subject to intellectual property. There is a dashboard that summarizes all the requests that are in progress, where they are in the workflow, and who depends on the advance of the request.