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Document Archive Services

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Overview

Introduction

Our goal is to empower users to tailor their document types according to their unique needs. With enhancing this feature, the user can effortlessly set up document types, incorporating one or multiple custom fields (parameters from our extensive list of product database fields.) This flexibility enables the users to refine their searches within the archive system, allowing for more comprehensive criteria without the involvement of helpdesk.

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Team - UX Designer, Business Analyst, Engineer

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My Role & Responsibilities

Senior UX Designer

Discovery, User Journey, implementing stakeholder feedback, holding brainstorming sessions to understand the requirements, Wireframing, Low- Fi/High- Fi prototypes.

Color Palette

Color Palette

Tools

Tools

Product Insight

Understanding the problem

The challenge

Imagine the user is trying to find a specific document in a huge archive. There is currently no way for them to add all the parameters they need to document types and therefore do not have any way to expand on the data points they can use to search for their documents from archive system. Currently they have to request IT to help to add the parameters they need for the document types.

The Process

Discovery

The Product Vision/Goal

  1. Create a new document type configuration admin screen that incorporates a workflow based on the platform document manager tool, which contains four separate screens, that fully supports the creation and maintenance of document type definitions.

  2. Display a list of previously defined document types and add option to define a new doc.type

  3. Ability to query archive service for doc types and keywords ( Use existing functionality and move from current card.)

  4. Add the ability to define the parameters required to archive the document

  5. Add the ability to link data requests results to archive services defined keywords for the doc type.

  6. The ability to save document type definition with all the settings and mappings created.

  7. The document type should then display in the defined doc. type list/main or default start page.

  8. The ability to return to previous screen or advance to next screen and be able to cancel out of workflow. If needed, raise warning that all the work they have completed will not be saved.

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User Persona (s)

Emily Dawson, Document Administrator

User Persona : Emily

The User Journey

After brainstorming sessions with the business analyst and developer, crafted a roadmap tailored to the users needs. It's designed to capture every detail and requirement, ensuring that the solution delivered is seamlessly integrated into the users processes.

User Journey

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Tools

The Solution

Wireframing & building the solution (Low/High Fidelity)

The solution was designed to the document administration needs, after several brainstorming sessions with the team and refined iterations. The final design featured an intuitive interface that simplified the configuration of document types and parameters, reducing the reliance on technical expertise. This solution also offers flexible customization options, empowering Emily to tailor the system to her organization's unique requirements without extensive IT assistance. 

Wireframing : Document Archive
Tools

The Outcome

Results & Takeaways

After the development phase, the team plans to engage in UX research to validate the effectiveness of our solution with end-users. Through user testing sessions and feedback surveys, we'll assess whether the system meets their needs and expectations, ensuring that we've truly created an intuitive and user-friendly experience. This iterative approach allows us to continuously refine and improve the solution based on real user insights, ultimately delivering a product that empowers users like Emily to excel in their document management tasks.

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