Document Management Tool

— Project scope

Redesign

Overhaul

— Role

Research

Wireframes

Prototypes

UI/UX

— Duration

3 months contract

The Challenge
• The workflow wizard is not user friendly & requires heavy training.
• UI is complicated & results in human errors that requires customer support.
• It is not designed to scale and adding the features users were requesting would add complexity.

Key Goals:

• Improve usability by introducing a user friendly solution
• Reduce human error
• Design for scale

The approach

Summary:

The opportunity to re-imagine the feature lend for a design overhaul. Since a system like this is difficult to compare to our competitors I approached it by thinking outside the box and looking and other management tools, such as box, dropbox. The end design concept that was shared with users was a combination of a Box/Drop Box concept and shopping cart.

Research:

• Internal research and audit and interviews
• Competitive research and industry best practice
• Wireframes and prototyping
• User validation sessions 6 with with 25-30 users

Design:

The first concepts were shared as wireframes. We wanted the feedback sessions to focus on the interaction and not the design.The last few feedback sessions were clickable prototypes that resembled an e-commerce shopping experience

Start workflow options

Step 1: Add protocol version

Step 2: Track activities for Investigator or country

Step 2: Select Investigators

Step 3: Select Investigator documents to track

Step 3: Select Country documents to track

Step 4: Confirm Selections

01 /

Set up process

Collections for Country vs PI/Sites have a different set up process that should be separated

02 /

Human error

Users often create duplicate workflows because it is hard to keep track of documents added

03 /

UX

The step by step flow could be improved

04 /

UI enhancements

Improving visual hierarchy/style & components can help organize the content & data

Problem

The steps it takes to complete a workflow are visible, which is helpful for users.
It is unclear what level the user is creating a workflow for since the Study or Country are not visible in the UI.
Protocol versions are not a required step and the UI doesn't communicate well. The
Interaction for finding protocol versions that exists or adding new ones was confusing to users.

The protocol version are displayed to show older versions as well as most recently used versions. There is the option to add a new version

The country level displays only country level documents as well as a concept of grouping documents that are configured. Allowing users to select a single document/submission from a collection or both. The cart concept also helps the user keep track of documents and actions are prominently placed

The confirmation step allows the user one last chance to make changes before running the workflow

Introduce an intuitive solution

Introduced a flow with clearer steps

Validated the language with users

Enhanced the styling and components

Reducing human error..

Separation of documents based on country & site levels

Added panel “shopping cart” that displays what documents have been added

Introduced a confirmation step with the opportunity to edit

Final Thoughts

• Taking the time to use my internal resources guided me to find a solution
• Understanding users needs was important and validated the final design
• Our data shows that the number of mistakes and tickets associated with human error have reduced since the new design has been implemented
• The new component has been re-used for other areas in the product that handle documents
• The biggest challenge was lack of knowledge in the Life Science space and it was difficult to do competitor research for this feature

Activate Workflow Wizard

Activate project management application is a global solution created to accelerate site activation. The activate document management tool creates preconfigured workflows allowing pharmaceutical companies and CRO’s to track the progress of a study across multiple countries.