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FileInvite had an established product serving Australia and New Zealand. Expanding into a new US customer segment required a portal designed around more complex document requests across people and entities.
Following a restructure, the team also needed senior design capability. I provided fractional UX leadership alongside hands-on exploration, journey design and responsive UI.
The request view distinguishes Approved, Submitted and Revise states. An Outstanding filter narrows the work, while expanding a document request reveals its instructions and Upload action.
Requests stay grouped by entity, preserving context as clients move from overall progress into individual tasks.
The existing FileInvite portal on the left was the starting point for the engagement. My Miro audit identified a long introduction before the task, ambiguous upload controls, competing actions and weak progress feedback.
The UserXD redesign on the right brings requests and progress into a clearer structure. The priorities were to make outstanding work easy to identify, distinguish submission and review states, and keep help close to the task.
I used agentic workflows to generate and compare low-fidelity wireframe variants quickly. These early explorations helped the team discuss the portal structure before investing in detailed UI.
I then developed and refined the complex journeys, interaction details and task states in Figma, connecting upload, review and recovery states so the team could assess what happened between screens.
The audit showed that clients lacked a clear sense of progress. I brought request context and completion into the overview, before clients opened individual tasks.
Grouping by entity retained the domain detail. Messages and support stayed alongside the work so clients could ask for help without losing their place.
The overview on the left leads into document-level actions, shown in the expanded request on the right. Progress and the next step stay together. Distinct task states separate outstanding work, submitted documents and review.
In approximately three months, the engagement established a portal design direction, desktop and mobile journeys, and reusable UI patterns for the permanent team to continue. FileInvite subsequently hired more full-time designers to take the work forward.
We’ve worked on plenty of other projects. Check out what we’ve made here.
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