Case Study
Streamlining Secure Document Access in Agile PLM for a MedTech Manufacturer
Solution
PLM | Automation | Custom Development
Industry
Manufacturing | MedTech | Healthcare
Core Technology
Oracale Agile PLM
Overview
A leading medical aesthetics device manufacturer faced a critical operational bottleneck: their sales and manufacturing teams needed frequent access to PLM documents, but security policies and prohibitive licensing costs prevented widespread user access. Xavor implemented a PLM Document Portal: a secure, readonly gateway that empowered teams without compromising security or requiring expensive individual licenses.
Business Challenge
The client faced a critical business dilemma: balancing operational efficiency with security and cost control.
Sales and manufacturing teams needed daily access to PLM documents for production, compliance, and customer support. Existing security protocols restricted access, forcing staff to rely on slow, manual print‑out requests from PLM managers.
This process stripped teams of autonomy, created delays, and reduced productivity across core business functions.
The company had two untenable options:
- 1. Extend individual PLM licenses to all staff, a prohibitively expensive solution with high recurring costs for a large workforce.
- 2. Share documents freely, which would expose sensitive IP and compliance‑controlled data, risking security breaches, regulatory violations, and loss of competitive advantage.
This was having a direct business impact due to:
- Lost productivity: Manual document‑ request processes slowed down production planning, sales cycles, and training.
- Increased operational risk: Reliance on printed or outdated documents raised the likelihood of errors, rework, and non‑ compliance.
- High cost burden: Purchasing full user licenses for non‑ editorial staff represented a significant, ongoing financial overhead.
- Reduced agility: Inability to quickly access up‑to‑date information hindered responsiveness to market & customer needs.
The client needed a secure, cost‑effective, and scalable solution that would empower their teams without compromising data integrity or breaking the budget.
the solution
Xavor delivered its proprietary custom-built PLM Document Portal, a secure readonly interface that can integrate directly into the client’s Agile PLM system:
License free read-only access:
Provided controlled document viewing without requiring additional Agile user licenses.
Centralized & searchable repository:
Allowed teams to pull work instructions, training materials, and compliance documents on-demand.
Version aware display:
Ensured users only saw the latest approved revisions, eliminating errors from outdated documents.
Secure authentication:
Integrated with existing user roles to enforce access policies without compromising security.
Automatic updates:
Documents were synchronized in real time, ensuring all users accessed the current revision post audit.
“Xavor’s PLM Document Portal offered a central repository for training documents for our surgeons and physicians. With a rich UI, the portal freed us of reliance on Agile licenses and interface.”
— Document Control Manager
outcomes & benefits
With Assist+ installed, the client achieved measurable improvements in usability, accuracy, and productivity:
Eliminated license costs:
Removed the need for expensive individual PLM licenses for sales and manufacturing staff.
Enhanced data integrity:
Readonly access prevented accidental edits and ensured only current revisions were visible.
Strengthened security:
Maintained strict access controls without impeding operational workflow.
Increased productivity:
Teams accessed documents instantly without managerial delays or printout requests.
Boosted team autonomy:
Staff gained selfservice access to critical documents, accelerating daily operations.
Improved compliance & audit readiness:
Automatic version updates reduced reliance on outdated documents.
Tools & tech stack
conclusion
By implementing Xavor’s PLM Document Portal, the MedTech manufacturer transformed a costly, restrictive documentaccess process into a secure, scalable, and costefficient workflow. The solution not only solved immediate licensing and security challenges but also increased operational agility, reduced errors, and empowered teams—showcasing how tailored PLM extensions can drive both compliance and productivity in regulated industries.
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