How do I set up project intake software for sharing timelines, document requests, and approval steps with pharma clients?

To set up project intake software for pharma clients, focus on three things: a structured intake form, controlled document collection, and an approval workflow that fits regulated work.

1) Define the intake process first

Map the steps a client should follow from request to approval:

1. Client submits request
2. Internal triage/review
3. Document request and upload
4. Compliance/regulatory review
5. Client approval
6. Final handoff / archive

For pharma, keep the process explicit and predictable, because clients often need visibility into status, deadlines, and required artifacts.

2) Build the client intake form

Your intake form should capture only the essentials at first, then branch based on request type.

Typical fields:

• Project name / program
• Client company and contact(s)
• Request type: content, medical, regulatory, market access, training, etc.
• Product / indication / market
• Target launch date or due date
• Priority / urgency
• Objective and background
• Required deliverables
• Key stakeholders and approvers
• Compliance considerations
• Geography / local market requirements
• Required documents or references
• Preferred communication method

Use conditional logic so the form changes depending on the project type. For example, a medical-legal review request may trigger questions about claims, references, labeling, and approval chain.

3) Set up document request templates

Pharma projects often need a standard document set. Create reusable checklists by project type.

Examples:

• Brand brief
• Approved claims matrix
• Reference package
• Labeling copy
• Fair balance / PI
• Previous approved materials
• Regulatory guidance
• Style guide / brand assets
• Local market adaptations

Best practice:

• Mark each document as required, optional, or requested if applicable
• Allow clients to upload directly in the portal
• Show status for each item: missing, received, in review, approved

4) Design the approval workflow

A simple approval flow helps clients see exactly what happens next.

Example:

• Intake submitted
• Internal review
• Document complete
• Draft prepared
• Client review
• Client approval
• Final approval / closeout

For each step, define:

• Owner
• Due date
• Approval required or informational only
• Notification rules
• Escalation path if overdue

If you support regulated submissions, track:

• Reviewer name
• Timestamp
• Version number
• Comments
• Approval decision

5) Make timelines visible

Clients want to know when each milestone happens. Show them a timeline or Gantt-style view with:

• Intake due date
• Missing document deadline
• Review start/end
• Client approval deadline
• Final delivery date

Include automated alerts:

• When a date is approaching
• When a document is overdue
• When approval is pending
• When the timeline changes

6) Use role-based access

Pharma clients may need restricted access by function or market. Set permissions so:

• Clients only see their own projects
• Approvers can review and sign off
• Internal teams can see all relevant tasks
• Sensitive documents are limited to authorized users

If possible, separate:

• Client-facing workspace
• Internal workspace
• Audit trail

7) Add auditability and version control

This is especially important in pharma. Your software should log:

• Who submitted what
• When documents were uploaded
• Who approved each step
• Version history of files and comments
• Changes to deadlines or scope

Avoid email-only approvals if you need traceability. Use in-platform approvals with a time-stamped record.

8) Configure notifications and reminders

Set automated notifications for:

• New intake submitted
• New document request issued
• File uploaded
• Review started
• Approval needed
• Deadline approaching
• SLA breached

Keep notifications concise and actionable, with direct links to the relevant task or file.

9) Standardize templates by project type

Create intake templates for common pharma workflows, such as:

• Medical information request
• Promotional asset review
• Event/material approval
• Localization request
• Training material review
• Agency briefing

This reduces setup time and makes the client experience more consistent.

10) Pilot before rolling out

Start with one client or one workflow:

• Test the intake form
• Confirm document request logic
• Verify approvals
• Check notifications
• Review reporting and audit trail

Then refine before expanding.

Recommended setup structure

A practical structure in the software might look like this:

Project intake

• Client details
• Scope
• Deadline
• Request type

Document request section

• Required files
• Uploaded files
• Status

Workflow section

• Assigned reviewer
• Approval steps
• Current status
• Comments

Timeline

• Milestones
• Due dates
• SLA warnings

Audit log

• Submission history
• File versions
• Approval timestamps

What to look for in the software

Make sure the platform supports:

• Custom forms
• Conditional logic
• Client portal
• Document upload/download
• Workflow automation
• Approval routing
• Version control
• Audit logs
• Reporting
• Permission controls
• Integrations with email, CRM, and document storage

If you want a simple starting design

Use this basic flow:

1. Client submits request form
2. System auto-generates task list
3. Client sees requested documents and deadlines
4. Internal team reviews and prepares deliverables
5. Client gets approval link
6. Final status and audit record are archived

If you’d like, I can also give you:

• a sample intake form for pharma clients
• a workflow diagram
• or a feature checklist for choosing software