Enhancing report management across the business ecosystem

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Given the identified ecosystem of actors, we acknowledged the need for a significant time investment in defining the interactions between the system entities: files and folders.

The following actions were identified for these entities:

During the creation of the wireframes, we were able to better visualize the complexity involved in some of the actions performed by users when managing their files. This process allowed us to map the interaction flows and identify critical usability points, highlighting areas that required adjustments to make the user experience more seamless and intuitive.

Additionally, wireframing helped us visualize the information hierarchy and the layout of interface elements, enabling us to anticipate potential challenges related to navigation and organization—fundamental aspects for ensuring a more efficient and enjoyable user experience.

During the development of the flows and to better understand user interactions, we decided to conduct a benchmarking analysis of other market-leading tools, such as Microsoft 365 and Google Drive. 

The goal was to identify best practices, opportunities for improvement, and innovative solutions that could be applied to our own project.

The high-fidelity screens were carefully designed based on the user flows for key actions: creating a new folder, renaming an existing file, uploading files to the platform, accessing sharing options, deleting items, and copying the link for sharing.

Each of these flows was thoughtfully considered to ensure an intuitive, efficient, and consistent user experience that aligns with the needs and expectations of the target audience.

Usability tests were conducted to evaluate the effectiveness and intuitiveness of the interface, focusing on five key tasks that represent typical user interactions with the system:

• Task 1: Conceptual perception of the homepage
   
• Task 2: Move reports
   
• Task 3: Give access to a specific user
   
• Task 4: Send reports to other folders
   
• Task 5: Other concept option for sending reports
   

These tests provided valuable insights into users’ mental models, pain points, and preferences, contributing to the refinement of the interface and ensuring a seamless user experience.

The main changes identified during the tests were related to how users perceived and interpreted the naming conventions of the actions available in the interface. It was found that some of the terminology initially used was unclear or caused confusion, which directly impacted the efficiency of navigation and task completion.

Here we present three prototyped flows representing the most complex actions users need to perform within the system:

• Changing folder permissions
   
• Moving files to folders the user has access to
   
• Sending copies of files to folders the user has access to
   

All three flows were carefully designed to provide a smooth and intuitive experience, closely aligned with user needs and mindful of the complexity and significance of these actions within the overall application context.