Embedded Files
Designed a unified command center for enterprise worklist management—consolidating workflows across 100+ applications into a single, intelligent worklist that brings clarity and efficiency.
Users - Associates, Approvers, Reviewers were juggling multiple applications with its own worklists, notifications, and task management processes. Critical work was thus buried across disconnected systems. This fragmentation led to missed deadlines, duplicated effort, and cognitive overload and third party dependencies as users struggled to maintain a holistic view of their responsibilities.
WorkHub is a unified command center that addresses this fundamental inefficiency by creating a single point of truth where users can view, prioritize, and act on all pending work. This project required not just designing a new interface, but architecting a scalable system capable of progressively integrating the entire product suite while maintaining clarity and app-specific requirements in high-stakes enterprise workflows, as is part of a broader goal involving actionable mails and enterprise portal for a multi-experience.
🔒 This case study has been shared with due care taken to protect confidential information.
About the Project
⏱️ Duration
18+ months (Dec 2024 - Present)
🔍 Scope
End-to-end interaction design, MVP strategy, progressive onboarding framework, scalable system architecture, complex state management, accessibility compliance, quality assurance, and cross-functional collaboration.
🎯 Goals
Consolidate fragmented worklists from 6+ core applications into unified interface
Establish UX vision and scalable interaction patterns for progressive product integration
Enable efficient task discovery, prioritization, and completion across entire product suite
Design for complex enterprise workflows with multiple states, dependencies, and edge cases
Ensure trust, clarity, and recoverability in high-stakes decision-making contexts
Create MVP that delivers immediate value while supporting long-term scalability
Maintain WCAG accessibility compliance in design throughout implementation
My Role & Responsibilities
💼 Role
Lead UX Designer
✏️ Tools
Figma + Make, Claude Sonnet/Opus, Copilot, O365, Adobe Illustrator
📋 Responsibilities
Led end-to-end interaction design
Facilitated design workshops with stakeholders to align on product vision and requirements
Partnered with product managers, engineers, and business stakeholders to define product strategy
Designed scalable interaction patterns and guidelines for future product onboarding
Architected state-driven interactions (loading, error, success, empty states, system feedback) and delivered the designs
Conducted design, usability and accessibility audits
Tracked KPIs (NPS scores, user reviews, adoption rates, support tickets) to measure success, understand iteration priorities, and validate design decisions against business objectives
The Goal
Enterprise users were drowning in fragmented task management:
The Problem
Worklists across 100+ disconnected applications
No unified view of pending work
Constant context-switching
Missed deadlines, inability to prioritize effectively, duplicated effort and coordination overhead
Cognitive load
Dependency on 3rd party appls for tracking
The Complexity
Each application had different task types, workflows, and business rules
Tasks varied in urgency, complexity, and required actions
Users had different roles and permissions across applications
Dependencies between tasks spanning multiple systems
High-stakes enterprise workflows requiring trust and clarity
Need to ship MVP quickly while planning for long-term scalability
So, our goal was to...
Create a centralized worklist that brings order to chaos—giving users a single, intelligent interface to discover, prioritize, and complete work across the entire product suite, while establishing scalable patterns that support progressive integration of all applications.
The Solution
Here’s how we got there...
Unified Worklist Interface
Worklist Page - Filters Panel Closed
Single source of truth
Designed centralized dashboard consolidating tasks from 6 core applications (MVP scope), with architecture supporting progressive onboarding of entire product suite.
At-a-glance clarity
Created information hierarchy that surfaces:
Critical/urgent tasks requiring immediate attention
Task source application and type
Key metadata (assignee, due date, status, priority)
Available actions and next steps
Dependencies
Intelligent aggregation
Tasks from disparate systems presented in a cohesive interface, normalized while preserving application-specific context necessary for informed decision-making.
Contextual filtering and sorting
Enabled users to slice the worklist by:
Application source, task type and category
Priority and urgency levels
Assignment and ownership
Status and workflow stage
Custom user-defined views
Scalable System Architecture
Worklist Page - Filters Panel Open
MVP with vision
Designed for 6 core applications in initial release while establishing patterns that accommodate progressive integration of 20+ applications in product suite.
Extensible patterns
Created interaction patterns flexible enough to handle:
Diverse task types across applications
Varying workflow complexity
Different data structures and metadata
Application-specific actions and requirements
Customisable priority lists, multi-platform messaging
Progressive enhancement
Architected system allowing new applications to onboard incrementally without disrupting existing functionality or requiring redesign.
Consistent experience
Established design principles ensuring coherence:
Standardized task card anatomy
Consistent action patterns
Unified filtering and sorting logic
Predictable navigation and information architecture
Shared visual language and interaction patterns
Complex State Management
State-driven design
Architected comprehensive system handling full spectrum of interaction states critical for enterprise trust and clarity:
Empty states
No tasks (positive empty state - all caught up)
Filtered view with no results
Application not yet onboarded
Permission-based task visibility
Success states
Task completion confirmations
Bulk action results
Data refresh notifications
Cross-application updates
System feedback
Real-time status updates
Action acknowledgment
Progress indicators for long operations
Validation messages
Conflict resolution guidance
Error states
No results found
Application-specific failures (single app down)
Permission and authorization errors
Data synchronization failures and graceful degradation
Loading states
Page loading with shimmer state
Incremental task loading as applications respond
Background refresh without disrupting user focus
Progressive data fetching for large datasets
Smart Prioritization
Intelligent sorting
Deadline proximity and criticality
User prioritised applications and requests via settings
Workload management
Pending tasks across applications
Distribution by application and type
Visual prioritization cues
Color coding for urgency levels
Progressive disclosure for secondary information
Contextual notifications
"2 requests expiring today"
"New request from Finance app"
Efficient Action & Navigation
Direct action
Quick action (approve/reject/app-specific)
Status updates and reassignments
Bulk operations on multiple tasks
Comment and communication
Deep linking
One-click navigation to source application
Preserved context and state
Return path back to worklist
Progress tracking across applications
Bulk operations
Multi-select tasks with intelligent grouping
Batch approvals for similar items
Mass reassignment and delegation
Bulk status updates
Design Workshops & Stakeholder Alignment
Facilitated collaboration
Led workshops bringing together stakeholders to:
Define product vision and strategic goals
Prioritize features for MVP vs. future phases
Align on success metrics and KPIs
Identify technical constraints and opportunities
Surface edge cases and requirements conflicts
Requirements clarification
Translated stakeholder needs into structured workflows:
Probing questions to uncover hidden requirements
Validated assumptions with stakeholders
Created storyboards illustrating user scenarios
Prototyped concepts for concrete feedback
Cross-functional alignment
Produced clear design rationale that:
Connected design decisions to business objectives
Explained tradeoffs and alternatives considered
Provided technical feasibility context
Addressed stakeholder concerns proactively
Created shared understanding across teams
♿ Accessibility & Usability
WCAG compliance
Proper color contrast ratios
Keyboard navigability and focus management
Scalable zoom and text resizing
Usability testing
Moderated sessions with representative users
Task-based scenarios evaluating core workflows
A/B testing for key interaction patterns
Validated design decisions with real usage data
Identified friction points for refinement
Inclusive design
Visual hierarchy for scanning efficiency
Clear, concise language avoiding jargon
Redundant coding (color + shape + text)
Support for assistive technologies
Continuous improvement
Prioritized issues by severity and impact
Iterated designs based on testing insights, ticket data
Documented patterns for future consistency
Built feedback loops for post-launch optimization
Agile & Iterative Delivery
Sprint collaboration
Participated in sprint planning and refinement
Produced designs ahead of development sprints
Reviewed work-in-progress with developers
Sprint retrospectives
Adapted priorities based on learnings
Design system integration
Used established component library
Created custom patterns
Documented additions for reuse
Maintained consistency with broader product suite
Key Features
Unified Interface
Consolidated view across 6+ applications
Intelligent task aggregation
Contextual filtering and sorting
Custom user-defined views
Efficient Action
Direct in-worklist actions
Deep linking to source apps
Bulk operations support
Comprehensive keyboard shortcuts
Enterprise-Grade Reliability
Complex state management
Graceful error handling
Real-time updates
High-stakes workflow support
Smart Prioritization
Multi-factor intelligent sorting
Visual urgency indicators
Dependency awareness
Workload insights
Scalable Architecture
Progressive product integration
Extensible interaction patterns
Consistent cross-app experience
Future-proof design system
Accessibility
WCAG compliance
Keyboard navigation
Screen reader support
Inclusive design principles
Design Process Highlights
From Ambiguity to Clarity
The Challenge
Initial stakeholder requirements were fragmented and sometimes conflicting—each product team had different priorities and assumptions about how centralized worklist should work.
The Approach
Facilitated workshops to surface hidden assumptions and align on vision
Created storyboards illustrating end-to-end user scenarios
Built low-fidelity prototypes enabling stakeholders to react to concrete concepts
Asked clarifying questions: "What happens when...?" "How should users...?" "What if...?"
Documented decisions and rationale to prevent backtracking
The Result
Transformed ambiguous requirements into clear, structured workflows with shared understanding across product, engineering, and design teams.
2. Designing for the Unknown
Progressive Integration Challenge
MVP includes 6 applications, but system must eventually accommodate 100+ applications with unknown task types, workflows, and requirements.
Scalable Pattern Approach
Analyzed existing applications to identify common patterns and outliers
Designed flexible component anatomy that adapts to varying content
Created extensibility points for application-specific needs
Established design principles guiding future integrations
Built pattern library with variants for anticipated variations
Validation Strategy
Tested patterns against hypothetical future use cases
Involved architects from product teams in review
Documented limitations and extension points - eg. additional info when users filter an application
Planned for pattern evolution based on real integration learnings
3. State-Driven Design Philosophy
Enterprise Context
In high-stakes enterprise workflows, users need confidence that system is working correctly, clarity on what's happening, and guidance when things go wrong.
Comprehensive State Design
Mapped all possible states for each interaction
Created visual and content guidelines for each state
Ensured states provide actionable guidance and redirection, not just error messages
Tested edge cases and error scenarios specifically
Designed for graceful degradation maintaining partial functionality
Trust Building
Transparent communication about system status
Clear explanation of what happened and why
Actionable next steps for resolution
Consistent patterns creating predictability
Appropriate urgency signaling without alarm
Takeaways
Business Impact
Consolidated fragmented task management across 6+ core applications
Established foundation for progressive integration of entire product suite (100+ apps)
Reduced context-switching and cognitive load for enterprise users
Created scalable architecture supporting long-term product strategy
Delivered MVP within aggressive timeline while maintaining quality
Design Learning
Systems Thinking Over Feature Thinking
The biggest shift was thinking beyond "designing a worklist" to "architecting a system that scales." Every design decision required considering: How will this work when we have 20 applications? How extensible is this pattern? What constraints enable consistency without rigidity?
Ambiguity Is The Job
Stakeholders don't always have clear requirements—often because the complexity reveals itself through design process. Embracing ambiguity and using design artifacts (storyboards, prototypes, flows) to surface and resolve unknowns became a critical skill. The designer's role is translating fuzzy problems into structured solutions.
Workshop Facilitation as Design Tool
Leading workshops wasn't about gathering requirements—it was about creating shared understanding and alignment. The best workshops surfaced hidden assumptions, resolved conflicts early, and created stakeholder ownership of design direction.
States Are Not Secondary
In enterprise contexts, comprehensive state design isn't polish—it's core functionality. Users need to trust the system, understand what's happening, and know what to do when things go wrong. Treating loading, error, success, and empty states as primary design concerns rather than afterthoughts fundamentally improved the experience.
MVP Without Compromise
Defining MVP as "6 applications" rather than "scaled-down version of everything" allowed us to ship complete, valuable functionality quickly while maintaining architectural integrity for future growth. Phased approach let us learn from real usage before expanding scope.
Accessibility as Quality Bar
Conducting accessibility audits throughout sprints rather than at the end prevented costly rework and fundamentally improved design quality. Accessibility constraints often pushed us toward clearer, simpler solutions benefiting all users.
Technical Insights
Real-Time Synchronization Complexity
Keeping centralized worklist synchronized with source applications required sophisticated technical architecture. Early collaboration with engineering prevented designs that looked great but were technically infeasible.
Progressive Data Loading
With 6+ applications contributing tasks, page load performance required incremental loading strategy. Designed skeleton screens and progressive enhancement patterns that maintained perceived performance even with slow-responding services.
Cross-Application Navigation
Deep linking from worklist to source applications while preserving context and state was more complex than anticipated. Required close partnership with application teams to ensure seamless transitions and provided intermediate sceens until the functionality was fully implemented.
Ongoing Impact
The Centralized Worklist Management System - WorkHub is transforming how enterprise users understand and complete their work—moving from fragmented, reactive task management to unified, proactive workflow orchestration. By establishing scalable patterns and progressive integration framework, we've created a foundation that will grow with the organization's needs.
The MVP delivers immediate productivity gains by consolidating 6 core applications, while the architectural decisions enable confident expansion to the full product suite. Early user feedback validates that bringing clarity to complexity isn't just a convenience—it's a fundamental shift in how users experience the enterprise platform.
This project demonstrates that designing for scalability isn't about predicting every future requirement—it's about creating flexible systems with clear principles that guide evolution. By combining strategic systems thinking with tactical MVP execution, we've built both immediate value and long-term capability.
Current Status
As of September 2026, ~100 applications have been successfully onboarded.
Integrated directly into the employee portal from being a standalone application, with minor modification to the layouts and the Information Architecture.
Active UI level redesign based on the new gen employee portal, updating to the latest design trends such as glassmorphism.
Functionality brought into the employee portal homepage, under a 'My Focus' section, showcasing the active requests and quick action CTAs upfront.
Other Projects
Google Sites
Report abuse