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Specification Workflows

Designing a flexible specification workflow for managing products, materials, finishes, and furnishings across complex projects.

My role: Sole designer on this large specification module, with no PM. I owned it end to end, from research and feature discovery to UX and UI, working directly with the head of product.
Key decision: Broke one huge table into workflow steps, each showing only its own data and actions, as a ready-made setup teams can easily customise.
Result: Shipped in phases. New customers now start from a ready-made workflow instead of a blank table, which made onboarding easier.

Problem

Everything lived in one huge table. Information was scattered, formats were inconsistent, and changes and approvals were slow for designers, procurement, suppliers and construction teams.

User goal

As a designer, I want to specify an item for an order quickly, with every detail I need in one place.

Design process

Scene 01
User Journey: Happy Path
This user journey illustrates the ideal flow for a designer specifying items in a project with minimal errors or delays. The "happy path" focuses on the most efficient process from start to finish, ensuring all tasks are completed seamlessly.

Scene 02
Current Item Specification Data Flow Diagram
The diagram provides a clear overview of how item specification data moves through the system, identifying areas for potential improvements or automation.

Scene 03
User Pain Points with Existing Solution
Designers often struggle to find the right items for projects due to poor or limited search functionality, making it time-consuming to sift through large databases or past projects.

Scene 04
How the System Can Improve to Leverage the User’s
Database Across Projects?
To enhance the system's ability to utilize the user’s database across multiple projects, several key improvements can be made. These changes would increase efficiency, reduce redundancy, and ensure better consistency in item specifications.

Scene 05
New Item Specification Workflow
The New Item Specification Workflow provides a streamlined process for designers to specify, approve, and order items for their projects. This workflow ensures efficiency, consistency, and collaboration among all stakeholders, reducing errors and delays.

Scene 06
Low-fi, Mid-fi Wireframes
Here are wireframes for a New Item View based on user research, emphasizing clarity, usability, and efficiency.

Confidentiality Note
This case study does not include all product screens or implementation details due to confidentiality.
It focuses on the design process, key workflows, and decision-making.

Kind words

“I had the pleasure of working with Mariam at Fohlio, where she consistently demonstrated strong UX and product design capabilities...”

Lachlan White Former Head of Product, Fohlio

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