2025

Workflow Platform

Simplifying complex document workflows through clearer information architecture and role definitions.

Role: UX/UI Designer Type: B2B SaaS Scope: IA Redesign, UX Flows, Role System Duration: 2 months
Xertify dashboard on MacBook Pro

01 - PROBLEM

The Problem

  • Users struggled to understand how workflows were created
  • Roles and responsibilities were unclear
  • Naming across the system caused confusion
  • Workflow configuration was fragmented
  • The system was difficult to scale to new industries

02 - CONTEXT

Understanding the Product

Xertify is a B2B workflow platform that helps organizations manage document-based processes involving multiple participants and approvals.

The platform is structured around two key processes: workflow creation and workflow sending.

Workflow Creation

Admin Create New Workflow Add Blocks Configure Block Content Set Workflow Notifications Create

Workflow Sending

Admin Select Existing Workflow Define Participants Assign Real People Define Flow Order Send

03 - DISCOVERY

Discovery & Research

KEY INSIGHT

The core issue wasn't just UI complexity—it was fundamentally about unclear role definitions and confusing system terminology that didn't align with how organizations think about processes.

04 — Strategy

UX Strategy

Instead of focusing only on visual improvements, the goal was to simplify the structure of the system.

To ensure consistency and accelerate development, the interface was built using a component-based approach supported by a UI library such as shadcn/ui.

This allowed the product to maintain a consistent visual system while enabling faster iteration and scalability as the workflow platform evolved.

05 — Information Architecture

Information Architecture Redesign

We shifted the information architecture from a system-based structure to a task-based structure, organizing the product around the key actions users needed to perform.

Information architecture comparison: before and after redesign

06 — Role System

Role System Redesign

The previous system grouped all participants under one category. The redesign introduced clear participant types and Roles, improving responsibility clarity and workflow traceability.

Role system hierarchy: Participants → External Recipients, Internal Recipients, Reviewer → Roles → People
Role hierarchy: Participants containing Recipients and Reviewers, containing Roles, containing People

07 — UX Flows

Simplified User Flows

We redesigned the workflow model to support complex processes while keeping the interaction simple and scalable.

Workflow Creation

Create New Workflow
Add Blocks

Document, Form, File Attachment, HTML, Static Content

Configure Participants

External/Internal Recipients, Reviewers

Configure Roles for each Participant
Assign Roles to each Block
Define Flow Order between Roles
Configurate block content
Set notifications

Send Workflow

Select workflow already created
Define people for each role
Confirm

08 — Final Design

Final Interface Design

Process Builder interface Step Configuration interface
Role Assignment interface

09 — Outcome

Outcome & Impact

The redesign introduced a clearer and more scalable workflow structure, improving how administrators create and manage processes.

Clearer participant structure with defined roles and responsibilities
Simplified workflow creation despite supporting complex processes
Improved scalability for workflows involving multiple participants
Better traceability and visibility across workflow steps

10 — Conclusion

Conclusion

Being part of this project was both challenging and incredibly rewarding. Watching the designs evolve into something that creates real impact was the most fulfilling part of the process.

:)