ModernizationWorkflow UXGovernance
Modernizing a multi-step approvals workflow
Redesigned a high-stakes approval journey with clear states and decision points to reduce rework and delays.
Context
A complex internal product used by multiple roles to submit, review, approve, and audit requests. The workflow had grown over time with inconsistent patterns and unclear status.
Problem
- Status ambiguity created delays
- Users weren't sure what information was required at each step
- Inconsistent UI patterns increased onboarding time and errors
Approach
- Mapped roles, states, and transitions (state model)
- Identified decision moments and required data per state
- Designed a critical-path prototype with explicit status, history, and comments
- Defined UI patterns and acceptance criteria for engineering
Key Artifacts
State model (Pending → In review → Changes requested → Approved/Rejected)
Pattern library snippets (status chips, history timeline, required fields per step)
Decision log (trade-offs and why)
Deliverables
- State model + journey map
- Critical-path prototype
- UI patterns for status/history/comments
Outcomes
- Clear state model reduced ambiguity for requesters and approvers
- Fewer back-and-forth cycles by making required inputs explicit per step
- Faster cycle time for approvals
What I'd do next
Instrument the workflow, set baselines, and run quarterly design-debt audits.
Facing similar challenges?
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