Document workflows surge: How UX & innovation drove 10x growth
Document workflows surge: How UX & innovation drove 10x growth
Lead Designer
Lead Designer
Lead Designer
Divided in 4 projects
Divided in 4 projects
Divided in 4 projects
Enhancements every quarter
Enhancements every quarter
Enhancements every quarter
What are Document Workflows?
What are Document Workflows?
What are Document Workflows?
John is working on an important contract that is due soon.
John is working on an important contract that is due soon.
John is working on an important contract that is due soon.
He opens the document to revise a key section while his teammates edit other parts in real time.
He opens the document to revise a key section while his teammates edit other parts in real time.
He opens the document to revise a key section while his teammates edit other parts in real time.
Everyone sees each other’s updates instantly, eliminating version chaos.
His manager checks who is editing, ensuring full transparency and team alignment.
Everyone sees each other’s updates instantly, eliminating version chaos.
His manager checks who is editing, ensuring full transparency and team alignment.
John compares the current draft with an older version and restores a section with critical legal phrasing.
John compares the current draft with an older version and restores a section with critical legal phrasing.
He then sends the document for a digital signature to an external client, all within the platform.
He then sends the document for a digital signature to an external client, all within the platform.
He then sends the document for a digital signature to an external client, all within the platform.
The client signs it effortlessly, without downloads or printouts.
John downloads the signed PDF for record-keeping.
The client signs it effortlessly, without downloads or printouts.
John downloads the signed PDF for record-keeping.
He then converts it to .docx format to share with internal teams who prefer editable files.
He then converts it to .docx format to share with internal teams who prefer editable files.
John collaborates efficiently by comparing versions, securing a legally binding signature, and working across formats—all without switching tools or risking data loss.
John collaborates efficiently by comparing versions, securing a legally binding signature, and working across formats—all without switching tools or risking data loss.
John collaborates efficiently by comparing versions, securing a legally binding signature, and working across formats—all without switching tools or risking data loss.
What did I achieve?
What did I achieve?
What did I achieve?
PDF feature usage surged from 766 to 4,709 events after introducing capabilities like page manipulation and editing.
PDF feature usage surged from 766 to 4,709 events after introducing capabilities like page manipulation and editing.
Digital Signature usage grew from 151 to 2,454 events, driven by continuous updates aligned with industry needs.
Digital Signature usage grew from 151 to 2,454 events, driven by continuous updates aligned with industry needs.
These outcomes validate the impact of user-centered design and continuous refinement.
These outcomes validate the impact of user-centered design and continuous refinement.
These outcomes validate the impact of user-centered design and continuous refinement.
Our efforts are not only driving adoption but also laying a strong foundation for future enhancements.
Our efforts are not only driving adoption but also laying a strong foundation for future enhancements.
Our efforts are not only driving adoption but also laying a strong foundation for future enhancements.
Document Comparison usage grew from 136 to 416 events after a UX revamp, reflecting increased user value and adoption.
Document Comparison usage grew from 136 to 416 events after a UX revamp, reflecting increased user value and adoption.
Document Conversion events gradually increased from 239 at launch to 335, indicating steady user adoption over time.
Document Conversion events gradually increased from 239 at launch to 335, indicating steady user adoption over time.
How did I achieve this?
How did I achieve this?
How did I achieve this?
> Key design decisions taken in Egnyte Sign (Digital Signing Documents)
> Key design decisions taken in Egnyte Sign (Digital Signing Documents)
Role-based recipient list (Signer, CC) ensures accurate workflows, accountability, and security
Role-based recipient list (Signer, CC) ensures accurate workflows, accountability, and security
Explicit toggle for enabling sequential signing
Explicit toggle for enabling sequential signing
Customizable templates for frequently used documents
Customizable templates for frequently used documents
visual field mapping enhances usability and reduces setup time
visual field mapping enhances usability and reduces setup time
Native Ecosystem fit
Native Ecosystem fit
Designed to work within Egnyte’s environment
Designed to work within Egnyte’s environment
Direct Signature Initiation
Direct Signature Initiation
Users can start signature requests in one click
Users can start signature requests in one click
Unified workflow
Unified workflow
All workflow related requests are managed in one place
All workflow related requests are managed in one place
Reduced friction
Reduced friction
Eliminates the need to switch platforms
Eliminates the need to switch platforms
> Key design decisions taken in Document Comparison
> Key design decisions taken in Document Comparison
Side-by-side text comparison and visual overlay comparison for documents
Side-by-side text comparison and visual overlay comparison for documents
Intuitive file and version selection
Intuitive file and version selection
Supporting multiple file types which enhances versatility for users working with various document types
Supporting multiple file types which enhances versatility for users working with various document types
A summarized, clickable list of all detected changes is provided for quick navigation.
A summarized, clickable list of all detected changes is provided for quick navigation.
Synchronized scrolling and zooming, ensuring that users can compare corresponding sections of both documents efficiently
Synchronized scrolling and zooming, ensuring that users can compare corresponding sections of both documents efficiently
> Key design decisions taken in Document Conversion
> Key design decisions taken in Document Conversion
Users can rename the output and choose a save location before conversion, helping prevent overwrites, reduce versioning errors, and support compliance needs.
Users can rename the output and choose a save location before conversion, helping prevent overwrites, reduce versioning errors, and support compliance needs.
Users can rename the output and choose a save location before conversion, helping prevent overwrites, reduce versioning errors, and support compliance needs.
Converting ‘Presentation.pdf’
Converting ‘Presentation.pdf’
Cancel
Cancel
Convert
Convert
Please confirm the new file name and cloud location to save after converting to MS Word (.docx).
Please confirm the new file name and cloud location to save after converting to MS Word (.docx).
File name
File name
Presentation
Presentation
.docx
.docx
Location
Location
All Employees
All Employees
/Shared/
/Shared/
Change
Change
All Employees
All Employees
/Shared/
/Shared/
Change
Change
Direct access to convert files into Microsoft Office formats within the platform streamlines business workflows, prevents failed conversions, and supports IT compliance.
Direct access to convert files into Microsoft Office formats within the platform streamlines business workflows, prevents failed conversions, and supports IT compliance.
> Key design decisions taken in Document Editing
> Key design decisions taken in Document Editing
Active collaborators detailed list provides instant visibility of who is working on the document, which is essential for teamwork, transparency, and accountability in enterprise settings.
Active collaborators detailed list provides instant visibility of who is working on the document, which is essential for teamwork, transparency, and accountability in enterprise settings.
Design Process
1) Industry & user research
Digital Signature
Document Comparison
Editing
Document Conversion
Workflows
Feature
Egnyte Sign: Legally binding eSignatures, with highly customizable workflows and advanced compliance options
Advanced file comparison tools: side-by-side diff, change highlights, and navigation for efficient review (unique to Egnyte)
Real-time editing and collaboration, with strong version control
Supports multiple file types and secure sharing
Highly customizable workflow management, audit trails, and granular permissions (more flexibility and control)
Dropbox Sign integrated for legally binding eSignatures
Relies on version history; not a core feature
Dropbox Paper enables real-time co-editing, rich media embedding, task assignment, checklists, and project organization
Supports various file types; conversion not a highlighted feature
Paper offers project organization with timelines, to-dos, tables, templates, and task management
Built-in with Box Sign for legally binding eSignatures
Relies on collaboration and version history
Real-time editing with Box Notes and integrations
Supports multiple file types; conversion not core feature
Advanced workflow automation and no-code builder
Marketing Analysis: Studied leading document management and legal tech platforms to benchmark features and identify innovation gaps.
Role
Goal/Needs
Key features used
Pain points
Name
Legal Counsel
Manages documents in assigned categories. Can assign training and create courses for their categories.
Send/receive for eSignature
Use document comparison to review changes
Edit and convert documents
Participate in workflows
Slow signature cycles
Missed document changes
Difficulty tracking progress
Chloe (Power User)
Quality Manager (External partner)
Can only view documents and complete training assignments in assigned categories.
View/edit documents (if permitted)
Submit document with signature
Participate in assigned workflows
Limited visibility
Waiting on approvals
Unclear process steps
Sam (Standard User)
IT Administrator
Has all administrative rights. Can configure system, manage users, categories, permissions, and settings.
Configure Egnyte Sign policies
Set up workflows
Enable/monitor document comparison & editing
Manage document conversion settings
Manual compliance tracking
Inconsistent processes
Risk of unauthorized access
Alex (Admin)
User persona development: Interviewed legal professionals, operations staff, and business users to map goals, pain points, and document workflows.
Workflow mapping: Shadowed users and mapped the end-to-end journey for contract creation, review, approval, and signature, identifying friction points and inefficiencies.
2) Problem framing & opportunity sizing
Email Threads
Version Confusion
Delays
Feedback Collection
Word
Document Creation
Document
Review
Process
Document Sharing
Shared Drives
Physical Storage
Manual Storage
Version Tracking
Document Identification
Naming Inconsistencies
Manual
Document
Management
System Failures
Human Error
Data Loss Risk
Error-Prone
Manual Tracking
Tracking Status
External
Document
Signature
Process
Email Attachments
Third-Party Tools
Document Sending
Printing
Scanning
eSignature Tools
Signature Methods
Integrity Concerns
Verification Challenges
Audit Complications
Legal Issues
Regulatory Issues
Compliance Risks
Document
Audit Trail
Research insights: Synthesized research into actionable problem statements (e.g., “Manual document comparison slows down deal cycles”).
Defining success metrics: Prioritized problems by business impact and frequency, aligning with growth targets (e.g., 10x increase in document throughout).
3) Rapid Prototyping with Vercel AI software
Low-fidelity clickable prototypes: Leveraged Vercel AI to quickly generate and iterate wireframes for core flows (document editing, comparison, e-signature).
AI-driven suggestions: Used AI to surface best-practice patterns and optimize for usability and speed.
Scenario-based flows: Created prototypes tailored to key personas and real business scenarios.
Testing Session 3: Useberry App Results
Users were given a clickable prototype with instructions
Task 2: Send for signature using Egnyte Sign
The data below shows the time and clicks users took to select ‘Send for signature’ from the context menu.
Users’ first click
They looked under 'Share' since that's its current placement
Users
Nadar Samadi
Richa Khalap
Sayali Godbole
Jenny Ou
No. of clicks
4 clicks
4
7
4
5
Total time taken
10.5 sec
1 min 14.1 sec
6.4 sec
15.9 sec
4) Early user feedback & iteration
Clickable testing: Shared prototypes with target users for hands-on feedback within days.
Feedback loops: Gathered qualitative insights on usability, clarity, and workflow fit.
Iterative refinement: Rapidly updated prototypes to address feedback, focusing on reducing steps and cognitive load.
5) Growth-focused design decisions
Onboarding & adoption: Designed contextual onboarding and tooltips to drive feature discovery and reduce time-to-value.
Workflow automation: Automated repetitive tasks (e.g., document conversion, version tracking) to boost efficiency.
Collaborative hooks: Built sharing, commenting, and audit trails to encourage team adoption and viral growth.
6) Validation & business alignment
Beta Release: Rolled out features to a select group of power users and legal teams for real-world validation.
Metrics Tracking: Instrumented prototypes to measure engagement, completion rates, and drop-offs.
Stakeholders Reviews: Regularly demoed progress to business and legal stakeholders, ensuring alignment with growth goals
7) Launch & continuous optimization
Phased rollout: Gradually expanded access based on feedback and readiness.
A/B testing: Experimented with UI variants to optimize for engagement and retention.
Ongoing feedback: Established channels for continuous user input, driving ongoing improvements.
Design Process
1) Industry & user research
Marketing Analysis: Studied leading document management and legal tech platforms to benchmark features and identify innovation gaps.
Digital Signature
Document Comparison
Editing
Document Conversion
Workflows
Feature
Egnyte Sign: Legally binding eSignatures, with highly customizable workflows and advanced compliance options
Advanced file comparison tools: side-by-side diff, change highlights, and navigation for efficient review (unique to Egnyte)
Real-time editing and collaboration, with strong version control
Supports multiple file types and secure sharing
Highly customizable workflow management, audit trails, and granular permissions (more flexibility and control)
Dropbox Sign integrated for legally binding eSignatures
Relies on version history; not a core feature
Dropbox Paper enables real-time co-editing, rich media embedding, task assignment, checklists, and project organization
Supports various file types; conversion not a highlighted feature
Paper offers project organization with timelines, to-dos, tables, templates, and task management
Built-in with Box Sign for legally binding eSignatures
Relies on collaboration and version history
Real-time editing with Box Notes and integrations
Supports multiple file types; conversion not core feature
Advanced workflow automation and no-code builder
User persona development: Interviewed legal professionals, operations staff, and business users to map goals, pain points, and document workflows.
Role
Goal/Needs
Key features used
Pain points
Name
Legal Counsel
Manages documents in assigned categories. Can assign training and create courses for their categories.
Send/receive for eSignature
Use document comparison to review changes
Edit and convert documents
Participate in workflows
Slow signature cycles
Missed document changes
Difficulty tracking progress
Chloe
(Power User)
Quality Manager (External partner)
Can only view documents and complete training assignments in assigned categories.
View/edit documents (if permitted)
Submit document with signature
Participate in assigned workflows
Limited visibility
Waiting on approvals
Unclear process steps
Sam
(Standard User)
IT Administrator
Has all administrative rights. Can configure system, manage users, categories, permissions, and settings.
Configure Egnyte Sign policies
Set up workflows
Enable/monitor document comparison & editing
Manage document conversion settings
Manual compliance tracking
Inconsistent processes
Risk of unauthorized access
Alex
(Admin)
Workflow mapping: Shadowed users and mapped the end-to-end journey for contract creation, review, approval, and signature, identifying friction points and inefficiencies.
2) Problem framing & opportunity sizing
Email Threads
Version Confusion
Delays
Feedback Collection
Word
Document Creation
Document
Review
Process
Document Sharing
Shared Drives
Physical Storage
Manual Storage
Version Tracking
Document Identification
Naming Inconsistencies
Manual
Document
Management
System Failures
Human Error
Data Loss Risk
Error-Prone
Manual Tracking
Tracking Status
External
Document
Signature
Process
Email Attachments
Third-Party Tools
Document Sending
Printing
Scanning
eSignature Tools
Signature Methods
Integrity Concerns
Verification Challenges
Audit Complications
Legal Issues
Regulatory Issues
Compliance Risks
Document
Audit Trail
Research insights: Synthesized research into actionable problem statements (e.g., “Manual document comparison slows down deal cycles”).
Defining success metrics: Prioritized problems by business impact and frequency, aligning with growth targets (e.g., 10x increase in document throughout).
3) Rapid Prototyping with Vercel AI software
Low-fidelity clickable prototypes: Leveraged Vercel AI to quickly generate and iterate wireframes for core flows (document editing, comparison, e-signature).
AI-driven suggestions: Used AI to surface best-practice patterns and optimize for usability and speed.
Scenario-based flows: Created prototypes tailored to key personas and real business scenarios.
Testing Session 3: Useberry App Results
Users were given a clickable prototype with instructions
Task 2: Send for signature using Egnyte Sign
The data below shows the time and clicks users took to select ‘Send for signature’ from the context menu.
Users’ first click
They looked under 'Share' since that's its current placement
Users
Nadar Samadi
Richa Khalap
Sayali Godbole
Jenny Ou
No. of clicks
4 clicks
4
7
4
5
Total time taken
10.5 sec
1 min 14.1 sec
6.4 sec
15.9 sec
4) Early user feedback & iteration
Clickable testing: Shared prototypes with target users for hands-on feedback within days.
Feedback loops: Gathered qualitative insights on usability, clarity, and workflow fit.
Iterative refinement: Rapidly updated prototypes to address feedback, focusing on reducing steps and cognitive load.
5) Growth-focused design decisions
Onboarding & adoption: Designed contextual onboarding and tooltips to drive feature discovery and reduce time-to-value.
Workflow automation: Automated repetitive tasks (e.g., document conversion, version tracking) to boost efficiency.
Collaborative hooks: Built sharing, commenting, and audit trails to encourage team adoption and viral growth.
6) Validation & business alignment
Beta Release: Rolled out features to a select group of power users and legal teams for real-world validation.
Metrics Tracking: Instrumented prototypes to measure engagement, completion rates, and drop-offs.
Stakeholders Reviews: Regularly demoed progress to business and legal stakeholders, ensuring alignment with growth goals
7) Launch & continuous optimization
Phased rollout: Gradually expanded access based on feedback and readiness.
A/B testing: Experimented with UI variants to optimize for engagement and retention.
Ongoing feedback: Established channels for continuous user input, driving ongoing improvements.
Design Process
1) Industry & user research
Marketing Analysis: Studied leading document management and legal tech platforms to benchmark features and identify innovation gaps.
Digital Signature
Document Comparison
Editing
Document Conversion
Workflows
Feature
Egnyte Sign: Legally binding eSignatures, with highly customizable workflows and advanced compliance options
Advanced file comparison tools: side-by-side diff, change highlights, and navigation for efficient review (unique to Egnyte)
Real-time editing and collaboration, with strong version control
Supports multiple file types and secure sharing
Highly customizable workflow management, audit trails, and granular permissions (more flexibility and control)
Dropbox Sign integrated for legally binding eSignatures
Relies on version history; not a core feature
Dropbox Paper enables real-time co-editing, rich media embedding, task assignment, checklists, and project organization
Supports various file types; conversion not a highlighted feature
Paper offers project organization with timelines, to-dos, tables, templates, and task management
Built-in with Box Sign for legally binding eSignatures
Relies on collaboration and version history
Real-time editing with Box Notes and integrations
Supports multiple file types; conversion not core feature
Advanced workflow automation and no-code builder
User persona development: Interviewed legal professionals, operations staff, and business users to map goals, pain points, and document workflows.
Role
Goal/Needs
Key features used
Pain points
Name
Legal Counsel
Manages documents in assigned categories. Can assign training and create courses for their categories.
Send/receive for eSignature
Use document comparison to review changes
Edit and convert documents
Participate in workflows
Slow signature cycles
Missed document changes
Difficulty tracking progress
Chloe
(Power User)
Quality Manager (External partner)
Can only view documents and complete training assignments in assigned categories.
View/edit documents (if permitted)
Submit document with signature
Participate in assigned workflows
Limited visibility
Waiting on approvals
Unclear process steps
Sam
(Standard User)
IT Administrator
Has all administrative rights. Can configure system, manage users, categories, permissions, and settings.
Configure Egnyte Sign policies
Set up workflows
Enable/monitor document comparison & editing
Manage document conversion settings
Manual compliance tracking
Inconsistent processes
Risk of unauthorized access
Alex
(Admin)
Workflow mapping: Shadowed users and mapped the end-to-end journey for contract creation, review, approval, and signature, identifying friction points and inefficiencies.
2) Problem framing & opportunity sizing
Email Threads
Version Confusion
Delays
Feedback Collection
Word
Document Creation
Document
Review
Process
Document Sharing
Shared Drives
Physical Storage
Manual Storage
Version Tracking
Document Identification
Naming Inconsistencies
Manual
Document
Management
System Failures
Human Error
Data Loss Risk
Error-Prone
Manual Tracking
Tracking Status
External
Document
Signature
Process
Email Attachments
Third-Party Tools
Document Sending
Printing
Scanning
eSignature Tools
Signature Methods
Integrity Concerns
Verification Challenges
Audit Complications
Legal Issues
Regulatory Issues
Compliance Risks
Document
Audit Trail
Research insights: Synthesized research into actionable problem statements (e.g., “Manual document comparison slows down deal cycles”).
Defining success metrics: Prioritized problems by business impact and frequency, aligning with growth targets (e.g., 10x increase in document throughout).
3) Rapid Prototyping with Vercel AI software
Low-fidelity clickable prototypes: Leveraged Vercel AI to quickly generate and iterate wireframes for core flows (document editing, comparison, e-signature).
AI-driven suggestions: Used AI to surface best-practice patterns and optimize for usability and speed.
Scenario-based flows: Created prototypes tailored to key personas and real business scenarios.
Testing Session 3: Useberry App Results
Users were given a clickable prototype with instructions
Task 2: Send for signature using Egnyte Sign
The data below shows the time and clicks users took to select ‘Send for signature’ from the context menu.
Users’ first click
They looked under 'Share' since that's its current placement
Users
Nadar Samadi
Richa Khalap
Sayali Godbole
Jenny Ou
No. of clicks
4 clicks
4
7
4
5
Total time taken
10.5 sec
1 min 14.1 sec
6.4 sec
15.9 sec
4) Early user feedback & iteration
Clickable testing: Shared prototypes with target users for hands-on feedback within days.
Feedback loops: Gathered qualitative insights on usability, clarity, and workflow fit.
Iterative refinement: Rapidly updated prototypes to address feedback, focusing on reducing steps and cognitive load.
5) Growth-focused design decisions
Onboarding & adoption: Designed contextual onboarding and tooltips to drive feature discovery and reduce time-to-value.
Workflow automation: Automated repetitive tasks (e.g., document conversion, version tracking) to boost efficiency.
Collaborative hooks: Built sharing, commenting, and audit trails to encourage team adoption and viral growth.
6) Validation & business alignment
Beta Release: Rolled out features to a select group of power users and legal teams for real-world validation.
Metrics Tracking: Instrumented prototypes to measure engagement, completion rates, and drop-offs.
Stakeholders Reviews: Regularly demoed progress to business and legal stakeholders, ensuring alignment with growth goals
7) Launch & continuous optimization
Phased rollout: Gradually expanded access based on feedback and readiness.
A/B testing: Experimented with UI variants to optimize for engagement and retention.
Ongoing feedback: Established channels for continuous user input, driving ongoing improvements.
Design Process
1) Industry & user research
Marketing Analysis: Studied leading document management and legal tech platforms to benchmark features and identify innovation gaps.
Digital Signature
Document Comparison
Editing
Document Conversion
Workflows
Feature
Egnyte Sign: Legally binding eSignatures, with highly customizable workflows and advanced compliance options
Advanced file comparison tools: side-by-side diff, change highlights, and navigation for efficient review (unique to Egnyte)
Real-time editing and collaboration, with strong version control
Supports multiple file types and secure sharing
Highly customizable workflow management, audit trails, and granular permissions (more flexibility and control)
Dropbox Sign integrated for legally binding eSignatures
Relies on version history; not a core feature
Dropbox Paper enables real-time co-editing, rich media embedding, task assignment, checklists, and project organization
Supports various file types; conversion not a highlighted feature
Paper offers project organization with timelines, to-dos, tables, templates, and task management
Built-in with Box Sign for legally binding eSignatures
Relies on collaboration and version history
Real-time editing with Box Notes and integrations
Supports multiple file types; conversion not core feature
Advanced workflow automation and no-code builder
User persona development: Interviewed legal professionals, operations staff, and business users to map goals, pain points, and document workflows.
Role
Goal/Needs
Key features used
Pain points
Name
Legal Counsel
Manages documents in assigned categories. Can assign training and create courses for their categories.
Send/receive for eSignature
Use document comparison to review changes
Edit and convert documents
Participate in workflows
Slow signature cycles
Missed document changes
Difficulty tracking progress
Chloe
(Power User)
Quality Manager (External partner)
Can only view documents and complete training assignments in assigned categories.
View/edit documents (if permitted)
Submit document with signature
Participate in assigned workflows
Limited visibility
Waiting on approvals
Unclear process steps
Sam
(Standard User)
IT Administrator
Has all administrative rights. Can configure system, manage users, categories, permissions, and settings.
Configure Egnyte Sign policies
Set up workflows
Enable/monitor document comparison & editing
Manage document conversion settings
Manual compliance tracking
Inconsistent processes
Risk of unauthorized access
Alex
(Admin)
Workflow mapping: Shadowed users and mapped the end-to-end journey for contract creation, review, approval, and signature, identifying friction points and inefficiencies.
2) Problem framing & opportunity sizing
Email Threads
Version Confusion
Delays
Feedback Collection
Word
Document Creation
Document
Review
Process
Document Sharing
Shared Drives
Physical Storage
Manual Storage
Version Tracking
Document Identification
Naming Inconsistencies
Manual
Document
Management
System Failures
Human Error
Data Loss Risk
Error-Prone
Manual Tracking
Tracking Status
External
Document
Signature
Process
Email Attachments
Third-Party Tools
Document Sending
Printing
Scanning
eSignature Tools
Signature Methods
Integrity Concerns
Verification Challenges
Audit Complications
Legal Issues
Regulatory Issues
Compliance Risks
Document
Audit Trail
Research insights: Synthesized research into actionable problem statements (e.g., “Manual document comparison slows down deal cycles”).
Defining success metrics: Prioritized problems by business impact and frequency, aligning with growth targets (e.g., 10x increase in document throughout).
3) Rapid Prototyping with Vercel AI software
Low-fidelity clickable prototypes: Leveraged Vercel AI to quickly generate and iterate wireframes for core flows (document editing, comparison, e-signature).
AI-driven suggestions: Used AI to surface best-practice patterns and optimize for usability and speed.
Scenario-based flows: Created prototypes tailored to key personas and real business scenarios.
Testing Session 3: Useberry App Results
Users were given a clickable prototype with instructions
Task 2: Send for signature using Egnyte Sign
The data below shows the time and clicks users took to select ‘Send for signature’ from the context menu.
Users’ first click
They looked under 'Share' since that's its current placement
Users
Nadar Samadi
Richa Khalap
Sayali Godbole
Jenny Ou
No. of clicks
4 clicks
4
7
4
5
Total time taken
10.5 sec
1 min 14.1 sec
6.4 sec
15.9 sec
4) Early user feedback & iteration
Clickable testing: Shared prototypes with target users for hands-on feedback within days.
Feedback loops: Gathered qualitative insights on usability, clarity, and workflow fit.
Iterative refinement: Rapidly updated prototypes to address feedback, focusing on reducing steps and cognitive load.
5) Growth-focused design decisions
Onboarding & adoption: Designed contextual onboarding and tooltips to drive feature discovery and reduce time-to-value.
Workflow automation: Automated repetitive tasks (e.g., document conversion, version tracking) to boost efficiency.
Collaborative hooks: Built sharing, commenting, and audit trails to encourage team adoption and viral growth.
6) Validation & business alignment
Beta Release: Rolled out features to a select group of power users and legal teams for real-world validation.
Metrics Tracking: Instrumented prototypes to measure engagement, completion rates, and drop-offs.
Stakeholders Reviews: Regularly demoed progress to business and legal stakeholders, ensuring alignment with growth goals
7) Launch & continuous optimization
Phased rollout: Gradually expanded access based on feedback and readiness.
A/B testing: Experimented with UI variants to optimize for engagement and retention.
Ongoing feedback: Established channels for continuous user input, driving ongoing improvements.
Design Process
1) Industry & user research
Marketing Analysis: Studied leading document management and legal tech platforms to benchmark features and identify innovation gaps.
Digital Signature
Document Comparison
Editing
Document Conversion
Workflows
Feature
Egnyte Sign: Legally binding eSignatures, with highly customizable workflows and advanced compliance options
Advanced file comparison tools: side-by-side diff, change highlights, and navigation for efficient review (unique to Egnyte)
Real-time editing and collaboration, with strong version control
Supports multiple file types and secure sharing
Highly customizable workflow management, audit trails, and granular permissions (more flexibility and control)
Dropbox Sign integrated for legally binding eSignatures
Relies on version history; not a core feature
Dropbox Paper enables real-time co-editing, rich media embedding, task assignment, checklists, and project organization
Supports various file types; conversion not a highlighted feature
Paper offers project organization with timelines, to-dos, tables, templates, and task management
Built-in with Box Sign for legally binding eSignatures
Relies on collaboration and version history
Real-time editing with Box Notes and integrations
Supports multiple file types; conversion not core feature
Advanced workflow automation and no-code builder
User persona development: Interviewed legal professionals, operations staff, and business users to map goals, pain points, and document workflows.
Role
Goal/Needs
Key features used
Pain points
Name
Legal Counsel
Manages documents in assigned categories. Can assign training and create courses for their categories.
Send/receive for eSignature
Use document comparison to review changes
Edit and convert documents
Participate in workflows
Slow signature cycles
Missed document changes
Difficulty tracking progress
Chloe
(Power User)
Quality Manager (External partner)
Can only view documents and complete training assignments in assigned categories.
View/edit documents (if permitted)
Submit document with signature
Participate in assigned workflows
Limited visibility
Waiting on approvals
Unclear process steps
Sam
(Standard User)
IT Administrator
Has all administrative rights. Can configure system, manage users, categories, permissions, and settings.
Configure Egnyte Sign policies
Set up workflows
Enable/monitor document comparison & editing
Manage document conversion settings
Manual compliance tracking
Inconsistent processes
Risk of unauthorized access
Alex
(Admin)
Workflow mapping: Shadowed users and mapped the end-to-end journey for contract creation, review, approval, and signature, identifying friction points and inefficiencies.
2) Problem framing & opportunity sizing
Email Threads
Version Confusion
Delays
Feedback Collection
Word
Document Creation
Document
Review
Process
Document Sharing
Shared Drives
Physical Storage
Manual Storage
Version Tracking
Document Identification
Naming Inconsistencies
Manual
Document
Management
System Failures
Human Error
Data Loss Risk
Error-Prone
Manual Tracking
Tracking Status
External
Document
Signature
Process
Email Attachments
Third-Party Tools
Document Sending
Printing
Scanning
eSignature Tools
Signature Methods
Integrity Concerns
Verification Challenges
Audit Complications
Legal Issues
Regulatory Issues
Compliance Risks
Document
Audit Trail
Research insights: Synthesized research into actionable problem statements (e.g., “Manual document comparison slows down deal cycles”).
Defining success metrics: Prioritized problems by business impact and frequency, aligning with growth targets (e.g., 10x increase in document throughout).
3) Rapid Prototyping with Vercel AI software
Low-fidelity clickable prototypes: Leveraged Vercel AI to quickly generate and iterate wireframes for core flows (document editing, comparison, e-signature).
AI-driven suggestions: Used AI to surface best-practice patterns and optimize for usability and speed.
Scenario-based flows: Created prototypes tailored to key personas and real business scenarios.
Testing Session 3: Useberry App Results
Users were given a clickable prototype with instructions
Task 2: Send for signature using Egnyte Sign
The data below shows the time and clicks users took to select ‘Send for signature’ from the context menu.
Users’ first click
They looked under 'Share' since that's its current placement
Users
Nadar Samadi
Richa Khalap
Sayali Godbole
Jenny Ou
No. of clicks
4 clicks
4
7
4
5
Total time taken
10.5 sec
1 min 14.1 sec
6.4 sec
15.9 sec
4) Early user feedback & iteration
Clickable testing: Shared prototypes with target users for hands-on feedback within days.
Feedback loops: Gathered qualitative insights on usability, clarity, and workflow fit.
Iterative refinement: Rapidly updated prototypes to address feedback, focusing on reducing steps and cognitive load.
5) Growth-focused design decisions
Onboarding & adoption: Designed contextual onboarding and tooltips to drive feature discovery and reduce time-to-value.
Workflow automation: Automated repetitive tasks (e.g., document conversion, version tracking) to boost efficiency.
Collaborative hooks: Built sharing, commenting, and audit trails to encourage team adoption and viral growth.
6) Validation & business alignment
Beta Release: Rolled out features to a select group of power users and legal teams for real-world validation.
Metrics Tracking: Instrumented prototypes to measure engagement, completion rates, and drop-offs.
Stakeholders Reviews: Regularly demoed progress to business and legal stakeholders, ensuring alignment with growth goals
7) Launch & continuous optimization
Phased rollout: Gradually expanded access based on feedback and readiness.
A/B testing: Experimented with UI variants to optimize for engagement and retention.
Ongoing feedback: Established channels for continuous user input, driving ongoing improvements.
Designs
Designs
Designs
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Creating signature request and sending it for signature.
Creating signature template and using the template to create a signature request
Completing signature request by signing the document.
Creating signature request and sending it for signature.
Creating signature template and using the template to create a signature request
Completing signature request by signing the document.
Creating signature request and sending it for signature.
Creating signature template and using the template to create a signature request
Completing signature request by signing the document.
If you would like to explore the released product, please try Egnyte application Start free trial
If you would like to explore the released product, please try Egnyte application Start free trial
If you would like to explore the released product, please try Egnyte application Start free trial
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