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Institutional Protocol Workflow and Publication Platform

A live institutional workflow platform that manages protocol preparation, multi-party records, role-based approvals, legal review, executive authorisation and automatic public publication.

Start: 2025-09-01

My role

Software Architect & Senior Software Engineer

Key technologies

C#ASP.NET Core MVCEntity Framework CoreMicrosoft SQL ServerRole-Based Access ControlMulti-Stage Workflow ManagementWorkflow State TransitionsDocument Upload and ManagementAudit and Process LoggingAutomated Web PublishingServer-Side ValidationSearchable and Sortable Data Tables

Overview

The Protocol Management and Tracking System is a web-based institutional platform developed to digitalise the complete lifecycle of university protocols, from initial preparation and multi-party registration to legal review, executive approval and public publication. The system allows university personnel to initiate new protocol processes and monitor the requests they have created. Users with editor privileges can additionally access and manage all protocol requests created within their organisational unit. During protocol creation, users can enter the main protocol information and add an unlimited number of participating parties. The form dynamically adapts to the selected party type and requires tax identification information for private organisations and individuals where applicable. A common listing and detail interface is used across the platform. The information and actions displayed to each user are determined by their assigned role and current workflow responsibility. Tables can be searched across all displayed values and sorted by their columns, allowing authorised users to locate and review protocol records efficiently. The approval workflow follows a structured institutional sequence: Protocol Owner or Editor → Unit Manager → Legal Affairs Unit → General Secretariat → Rectorate At each stage, authorised users can review the protocol details and perform the operations permitted by their role. Depending on the workflow stage, a protocol can be approved, returned to the previous step, rejected and permanently closed, or sent back to draft status. Return, rejection and return-to-draft operations require the responsible user to enter a reason. These explanations are recorded with the process and provide the protocol owner with clear information about the corrections or actions required. The General Secretariat can upload the final approved protocol document through the management interface. Following approval by the Rectorate, the workflow is completed and the protocol is automatically published both on the relevant organisational unit’s protocol page and on the university-wide protocol listing page. My work covered the analysis and digital modelling of the institutional process, role-based workflow design, protocol and party-management interfaces, approval transitions, reason-based return mechanisms, final-document management and automatic publication integration. The resulting platform replaces fragmented manual follow-up with a centralised, traceable and role-aware workflow that improves process visibility, institutional accountability and public access to approved protocols.

Institutional Protocol Workflow and Publication Platform

My role

Key technologies

Overview

Research problem

Method