Workflows
Creating a complex new feature in an easy to use way
What is it?
Workflows allow users to set up automated processes with multiple steps and conditions. I need A to do B every time C happens. These are essential to reduce redundant tasks in day-to-day work.
What's the problem?
The new IT asset management product needs the addition of workflows in order to properly serve our users. Complex granular setup in combination with simple setup to server all user types, current and future.
How do we get there?
Create a clear experience for our users to manage their automation process that can grow without interruption as the product expands. Framework that allows advance customization while protecting the user from making mistakes.
AI summary of user insights
Users value workflows for automating tasks like routing and ticketing. They request the ability to have advanced logic for triggers, the ability to set up complex actions, and clear organization to manage large-scale deployment efficiently.
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Research and Planning
Where I started
Before researching and planning, I needed to fully understand the problem statement, end goal, and any requirement or restrictions for implementation. This gave me the opportunity to review customer insights and meet with the project manager to raise questions and give input on the best solution.
One user insight that was critically missed in the initial specs was the desire for complex conditioning. Users wanted to not only have the "and" logic in setting up conditions, but also "or" logic. This small addition would not only deliver on our users' input, but allow workflows to function across multiple areas based on selections like location in a single setting.
Research begins
After understanding the requirements and our users' insights, my next step was to begin researching how other successful products structure their workflows. I believe honest reviews from real users are one of the best resources. I find these by going to open forums where everyday people discuss the good and warn against the bad. This helped guide me in my user flow approach.
One thing I quickly learned about workflows is they aren't the easiest to research. Oftentimes my searches would come back with flow charts and flow builders instead of the needed workflow setup. With help from AI, I managed to find some established products with recorded webinars explaining the in-depth setup on how their workflows function. Seeing the details of how these products worked really helped me understand the complexity and confusion many users are faced with.
Planning my approach
The final step was bringing everything I had researched together. A collection of screenshots, links, and quotes in one area allowed me to holistically view and understand what I had found so far. This set me up for not only keeping my design in check to hit all spec information, but to easily share the reasoning and thoughts behind my decisions when I present my designs.
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Design Process
How I start my design
My research told me that workflows come in all shapes and sizes. Would users prefer the drag and drop builder method with node connections or more a straight forward form fill style? How difficult would it be for development to implement and have it working as intended? Are there other areas of the product to reference for consistency? How can I use clear wording and visuals to guide users through complexity?
These were all questions I asked myself when starting my draft work. The goal of my drafts focused on broad strokes and core functionality rather than fine details. Once I had the blueprint down, bringing the pieces together would be much easier.
Drafting with change in mind
One key weakness I believe anyone can fall into is the idea that there is only one way to do something. Keeping myself open to ideas, I started my draft in a form style. I chose this direction because it aligned better with other areas of our product and would be easier to develop. I grouped areas clearly between workflow information, trigger, conditions, and actions while accounting for the known and unknown future enhancements.
Sometimes I have too many ideas for how I can solve a problem. Critical self-review and AI assistance helped me focus on 3 main concepts to initially present and get feedback on.
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Revisions
Collaboration, elaboration, incorporation
My first step for feedback was connecting with my design manager to decide which concept I had created was the best approach. Working side-by-side, I showed her the reasoning behind my choices and encouraged her to share any thoughts she had. After some changes and idea sharing, we both agreed on one approach that we believed to be the best solution.
Solid framework in place, my next step was to gather feedback from the rest of the team. Getting the design files more polished to present, I needed to make sure I communicated clearly especially those without a design background. To show, not tell. I broke it down into three areas:
my design concept and the research behind the "why" of my decisions
walkthrough from different user perspectives and how they would realistically interact with workflows
future possibilities of workflows and how it can continue to expand as our product grows
With everyone in agreement on direction, my final step was to take the feedback and create a polished design.
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Final Approval
Approval and hand off
Having taken the time to really analyze and understand workflows holistically, I was able to achieve final approval quickly. It is common for large, complex features to take longer and end with different functionality from the initial idea to final files. I consider workflows to be a very successful project with minimal changes once the design process started.
I kept my files organized from initial conception to final design, allowing me to have minimal clean up time before the official hand off. I included notes highlighting microanimations and design elements that have subtle interactions. With experience in basic coding language, I always try to analyze my designs from their perspective and make sure communication is clear.
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Impact and Reflection
How did it go?
Workflows was successfully developed and released to our users. All microanimations were added, functionality matched design, and since the release there have been 3 enhancements added to workflows without issue. With the solid foundation created, workflows has become a key feature for our users.
Would I change anything?
Overall, I felt that workflows had a smooth design to implementation lifecycle. The core "how does this work" was easily understood and feedback was directed towards minor changes. I was able to identify key problems and adjust for them in the planning phase. Next time, I will utilize AI tools to help better explain gaps in spec work.
My dream changes
Create workflows in a vibe coding setting allowing for quicker design iteration and a better show vs tell. Real user testing to ensure we are delivering the best solution.