Filez
Simplifying document tracking.
My Role
UI/UX & Product Designer — SaaS, Interface, Design System, Prototyping
Team
1 Creative Lead
1 Backend Developer
1 Frontend Developer
1 QA Specialist
1 Marketing Manager
1 Product Designer (Me)
Overview
Filez is a user-centric SaaS platform designed to simplify document tracking for busy professionals. With an intuitive interface, it enables managers to monitor the progress of contracts, NDAs, and other crucial documents in real time, ensuring nothing slips through the cracks.
Built for efficiency, Filez automates reminders and updates, allowing businesses to stay on top of document workflows without the usual manual follow-ups.
SAAS CONCEPT
Document Management Through Thoughtful Design
Easier Workflow, Smart UX 📄
Problem Statement
Managing document workflows can be overwhelming for managers who need to keep track of multiple documents, follow-ups, and legal requirements.
The existing manual processes were inefficient and prone to human error, making it difficult for businesses to maintain compliance and optimize productivity.
Create an intuitive platform for non-technical users.
Automate follow-ups without overwhelming recipients.
Initial Dashboard Issues
The initial version of Filez had several usability challenges that made document management cumbersome for users. The dashboard was cluttered, with essential features like document tracking, reminders, and compliance tools buried within complex, non-intuitive menus.
The absence of a clear navigation structure made it difficult for users to access core functions, leading to inefficiencies and increased frustration. Additionally, the visual design lacked a coherent identity, making the platform feel generic and not fully aligned with the professional tone that users in business and management sectors expect.
User Insights & Research
I began by conducting a detailed UX audit to understand the main pain points within the user journey. One of the primary issues was the complexity involved in locating key features like document tracking and follow-ups. My objective was to streamline these processes, ensuring that users could quickly access the most important functions, such as tracking the status of documents or sending reminders.
I designed a more intuitive dashboard layout, focusing on clear, concise navigation. Core features were reorganized and surfaced, with easy-to-understand labels and icons that allowed users to track document progress with minimal effort.
Enhancing Usability
To improve usability, I introduced a modular design approach. This allowed users to personalize their dashboard according to their workflow priorities. Whether users were focused on tracking pending signatures, sending automated follow-ups, or reviewing compliance documentation, they could now adjust the dashboard to highlight the features most relevant to them.
The result was a more organized, user-friendly interface that significantly reduced the time needed to perform key tasks, helping managers and business owners stay on top of document workflows with ease.
FILEZ DESIGN SYSTEM
Building a Scalable and Cohesive Design System
Unifying Visuals
Overview
Establishing a robust design system was critical to the success of Filez, setting it apart from other document management platforms. The design system was crafted to ensure that every feature whether document tracking, automated reminders, or compliance checks was visually consistent and easy to use. However, designing a flexible and intuitive system for diverse business needs presented several challenges.
The design system was built with simplicity at its core, ensuring that even non-technical users could easily navigate the platform.
The Filez design system emphasized accessibility and simplicity.
Mobile UX for Filez
Designing a mobile experience for Filez focused on keeping document management seamless and efficient for users on the go. The challenge was to simplify key tasks like tracking signatures, sending reminders, and accessing compliance tools, while ensuring the interface remained intuitive on smaller screens.
We prioritized core actions by creating a clean, responsive layout with larger touch targets and streamlined navigation. Essential features were easily accessible within a few taps, and real-time updates like notifications for signed documents were integrated to keep users informed.
Tackling Key Usability Challenges in Filez
The biggest challenge in designing Filez was simplifying the process of tracking document signatures for users unfamiliar with digital tools. Early prototypes revealed that users struggled with navigating multiple menus to find key features like document statuses and follow-ups. Additionally, the initial layout was cluttered, which made it difficult to quickly identify pending tasks.
Another issue was balancing the automation of reminders without making the process feel intrusive or overwhelming. Ensuring the platform met compliance and security standards while maintaining an intuitive user experience also posed a significant hurdle during development. Each of these challenges required focused solutions to streamline workflows without sacrificing functionality.
Result
The implementation of a streamlined design system and optimized user experience for Filez significantly improved overall efficiency and user satisfaction. Early adopters reported a 60% reduction in time spent managing document workflows, thanks to the simplified interface and automated reminders.
The clear navigation and real-time feedback helped users stay on top of tasks without confusion, leading to increased productivity and fewer missed follow-ups. Additionally, Filez met all necessary compliance requirements, providing users with the confidence to manage sensitive documents securely. Overall, the design choices elevated both usability and functionality, making Filez a reliable tool for business owners and managers alike.