Core Problem

After conducting stakeholder workshops and user research with document controllers, QA teams, and compliance officers, several critical pain points emerged:

• Fragmented workflows across document requests, edits, and approvals

• No visibility into document version history or ownership

• Manual CAPA tracking leading to delays and missed deadlines

• Complex navigation resulting in low user adoption

• Lack of analytics to monitor document health and performanceProject Process

UX Goals

• Build a scalable design system ensuring visual and functional consistency

• Simplify document lifecycle tracking from creation to closure

• Integrate CAPA and edit request workflows into one unified dashboard

• Enable quick access to metrics like document count, roles, and request status

• Ensure a clean, modern, and responsive UI for all user roles (Admin, Reviewer, Creator)

My Design Process

1. Discovery & Research

• Conducted contextual inquiries with QA and compliance teams

• Mapped the complete document lifecycle — creation → review → approval → CAPA → archive

• Compared competitor DMS tools (Zoho WorkDrive, M-Files, DocuWare) to identify UX gaps

2. Information Architecture

• Defined key modules: Dashboard, Documents, Edit Requests, Roles, CAPA, Reports

• Created user flow diagrams for each role (Admin, Reviewer, Creator)

• Designed navigation hierarchy for fast, role-based task access

3. Wireframes & Prototyping

• Created low to high-fidelity wireframes in Figma

• Designed interactive prototypes to test workflows

• Validated usability through internal testing and feedback sessions

4. Key UX Features Designed

• Dynamic Dashboard: Displays total documents, pending edits, CAPA alerts, and role summaries

• Smart Document Cards: Quick access to version, owner, and last update

• Edit Request Flow: Streamlined multi-level approval with status tracking

• CAPA Tracker: Real-time corrective action insights with color-coded priority indicators

• Role Management Panel: Easy role assignment and permission mapping

• Search & Filters: AI-based document search with advanced filters (owner, date, category)

  
  

Results & Impact

• 40% reduction in document retrieval time post-launch

• Improved accountability with clear ownership and CAPA traceability

• Higher user adoption due to simplified navigation and clean visual hierarchy

• Faster review cycles through automated edit request notifications

• Error rates dropped by 25% in document version handling

What I Learned

• Designing for enterprise-scale systems requires balancing complex logic with visual simplicity

• Users prefer clarity over decoration — transparency in workflows builds trust

• Integrating small features like CAPA color coding and quick action cards drastically improves usability

  
  

  
  

Project Takeaways

This project strengthened my skills in designing data-dense admin dashboards, managing role-based UX flows, and creating systematic design systems for scalable enterprise products.
I also gained deeper insights into how documentation compliance and CAPA processes can be humanized through thoughtful UX.