Excel-to-SaaS conversion is not a file upload exercise. Clinical trial spreadsheets encode years of operational logic — conditional formatting for enrollment caps, hidden tabs for site payments, macros that flag monitoring overdue visits. A successful migration preserves that intent inside a governed, auditable platform.
Phase 1: Discovery and mapping
Trialetics begins by inventorying every workbook in use: who owns it, how often it updates, which studies it touches, and what decisions depend on it. We map columns and formulas to CTMS entities — studies, sites, subjects, visits, tasks, and payments — and identify gaps where spreadsheets improvised around missing software.
Phase 2: Data cleansing and validation
Historical rows are normalized before import. Site numbers, protocol IDs, and subject identifiers are validated against your master lists. Duplicate tabs and deprecated versions are retired so the SaaS environment starts with a single source of truth.
Phase 3: Workflow replication
Spreadsheet logic becomes configured workflows: enrollment milestones trigger site notifications; monitoring visit windows generate CRA tasks; payment milestones require documented approvals. Teams keep familiar field names where possible to reduce training friction.
Phase 4: Pilot and cutover
A pilot study or functional area validates the new system against parallel spreadsheet runs. Once metrics align, cutover happens with role-based training and read-only archive of legacy files for audit reference.
What you gain
- Security: role-based access replaces shared drive links.
- Auditability: every change is timestamped with user attribution.
- Collaboration: sponsors, CROs, and sites work from one live dataset.
- Speed: updates propagate instantly instead of waiting for the next email round.
Trialetics delivers Excel-to-SaaS conversion as a core service — alongside ready-to-deploy App Store modules for teams that need value in days. Connect with us to scope your migration.
