Branding Science Saves £20K Annually Migrating Box to SharePoint

Branding Science Group is a global consultancy that partners with pharmaceutical and biotech clients to deliver successful product launches and brand strategies. Their work is grounded in behavioural, marketing, and data sciences, providing commercially meaningful insights that help clients maximise the impact of their molecules.

Despite having Microsoft 365, Branding Science was using Box as an external file sharing platform for collaboration with clients. This resulted in significant annual licensing costs, around £20,000, and created a fragmented environment.

The platform was mainly used for external collaboration, and only a small fraction of its features were being utilised. The business needed a way to match Box’s functionality and security within their existing Microsoft 365 environment.

They were also concerned about data security, accidental exposure, and whether SharePoint could support their exacting requirements for external collaboration.

Valto replaced the third-party file sharing platform with a bespoke SharePoint-based solution that leveraged the existing Microsoft 365 infrastructure.

We developed a provisioning process using SharePoint lists and Power Automate that allowed Branding Science to automatically generate secure, external-facing SharePoint sites for each project.

These sites were pre-configured with the correct folder structures, access rights, and branding, while advanced automation handled approval workflows and domain-restricted access.

We used SharePoint’s API to apply custom permissions, ensuring guest users could only access specific content and were restricted from downloading or editing files.

The solution not only met the client’s collaboration requirements, but significantly improved governance, visibility, and control over file sharing processes.

The project resulted in immediate annual savings of approximately £20,000 by eliminating Box licensing costs. Branding Science now operates a centralised and secure collaboration environment fully integrated with Microsoft 365.

The new process is scalable, easy to use, and allows teams to rapidly provision new project sites while maintaining full control over access and permissions.

The client has expressed satisfaction with the new setup and is continuing to use it across their global operations.