Streamlining centralized workflows and platform adoption for enhanced control and efficiency
Client Overview
The client is a globally recognized leader in the development and production of flavors, fragrances, and aroma chemicals, with a legacy of innovation and engineering excellence. With product output exceeding USD 111 million, the company operates advanced industrial facilities requiring strict coordination across engineering, operations, and compliance teams. To support its expansion and digitization goals, the client sought to implement a centralized system for managing drawing reviews and approvals across facilities.
Problem Statement
With teams spread across departments and geographies, the client lacked a centralized mechanism for managing technical drawings and design approvals. Their existing systems were fragmented and inconsistent, leading to versioning conflicts, missed reviews, and limited transparency in audit trails. As operational complexity grew, so did the need for a centralized, secure, and scalable digital review environment.
Key Challenges
- No structured or traceable system for drawings review and approval
- Manual workflows causing versioning errors and review delays
- Lack of clarity on user roles, responsibilities, and data permissions
- Inconsistent folder structures and document organization across projects
- Teams not familiar with cloud-based review environments
- Limited support available post-implementation from previous technology vendors
DGTRA’s Approach & Solutions
DGTRA worked alongside the client’s engineering and facilities teams to plan and execute a full-scale implementation of a centralized document review ecosystem, customized to fit their internal processes.
Key solutions included:
- Workflow Implementation: Designed and deployed a centralized, drawings-based digital review and approval workflow
- Role Configuration: Set up secure user access levels, ensuring appropriate permissions by role and department
- Folder Structuring: Established a clear, scalable hierarchy for project folders to align with project phases and disciplines
- Team Training: Conducted hands-on sessions to onboard engineering, operations, and support teams to the new environment
- Platform Support: Provided post-implementation handholding, process reinforcement, and responsive troubleshooting
Solution Ecosystem
DGTRA enabled the project using a vendor-neutral combination of:
- Cloud-based collaboration tools to enable centralized access to project data and drawings
- Custom-configured workflows for drawing reviews, comments, and approvals
- Permission frameworks based on organizational hierarchies and security needs
- Support infrastructure to facilitate ongoing usage, adoption, and system maturity
All components were selected and implemented with scalability, usability, and data integrity in mind.
Conclusion
By deploying a structured and accessible review and approval ecosystem, DGTRA helped the client transition from fragmented processes to a digitally streamlined, audit-ready environment. The system enabled better coordination across engineering and facility teams, minimized delays in document reviews, and improved control over drawing lifecycle management.
What began as a technical implementation evolved into a broader process improvement initiative, empowering the client to operate with more transparency, efficiency, and governance—without assuming engineering risk.
