Protek — Supplier portal
2021 – 2023
A B2B product connecting pharmaceutical suppliers with Protek’s regional managers. Suppliers submit items, documentation, and marketing materials through the portal, while managers review, validate, and approve submissions before items go live across offline and online pharmacies.
The platform operates in a highly regulated domain where each item requires detailed categorisation and documentation — accuracy directly impacts what reaches pharmacy shelves.
B2B
Pharma
Catalog systems
Complex forms
Business analysis
Client communication
UI Design
Agency outsource
Problem
Core workflows — adding items, uploading documentation, creating promotional materials — were built as single, uninterruptible forms. Each item requires dozens of fields across multiple categories, and these forms became overwhelming. Suppliers abandoned them mid-way, and Protek's managers ended up completing submissions on their behalf.
When a manager found an error in a completed form, there was no way to fix it selectively — everything had to be redone from scratch. The system punished mistakes instead of preventing them.
Approach
The goal wasn't to simplify the underlying complexity — pharmaceutical data is detailed for real reasons. The goal was to make that complexity manageable. Close collaboration with client-side managers was essential: they knew where the real friction was, which fields could be pre-filled from directories, and where validation was catching the most errors.
Break complexity into steps — long forms split into logical stages with the ability to stop and return later.
Automate what the system already knows — use internal directories and category dependencies to pre-fill fields and catch errors before submission
Key work
Item submission flow
Replaced a single continuous form with a structured, interruptible step-by-step flow. Supported three input methods — manual entry, bulk upload, and reuse of existing platform items — all built on a strict category and directory system. Dependent fields pre-fill based on item type, reducing manual input and the chance of mismatched data.
Reporting & analytics
Designed reporting tools with flexible, layered filters to support the detailed analysis required in pharmaceutical distribution. Suppliers and managers can slice data across multiple dimensions without exporting to external tools.
Key UX decisions
Single uninterruptible form — any error meant starting the entire submission over
Step-by-step flow with save state — suppliers can pause and return, managers can correct specific fields
Reduced abandonment; shifted input responsibility back to suppliers
All fields filled manually with no connection between related data points
Dependent pre-fills and built-in validation based on item category and internal directories
Fewer errors reaching managers; less manual correction work downstream
One input method for all items regardless of volume or type
Three input paths — manual entry, bulk upload, reuse from existing catalog — matched to different supplier needs
Made the system usable for both single-item additions and large catalog updates
Trade-offs
Working as an outsourced designer from an agency on an hourly basis meant time was the main constraint. The focus stayed on core workflows and data structure rather than a full system redesign. Navigation issues were partially addressed but not fully resolved within the project scope.
Outcomes
Managers' workload reduced — suppliers began completing submissions independently instead of delegating to the Protek team.
Fewer errors in documentation and item data due to structured input and validation dependencies.
Complex workflows made interruptible — no more losing progress mid-submission.
Specific usage metrics were not available due to my outsource role on the project.