UX/UI Design
Web App
Confidential Document Portal
Accessing confidential technical documents and reducing unauthorized sharing
UX/UI Design
Web App
Confidential Document Portal
Accessing confidential technical documents and reducing unauthorized sharing
UX/UI Design
Web App
Confidential Document Portal
Accessing confidential technical documents and reducing unauthorized sharing
This project was completed under a non-disclosure agreement (NDA). To protect confidential information, I’ve omitted sensitive details, replaced proprietary elements with placeholders (e.g., Lorem ipsum), and generalized metrics. The focus here is on my process, problem-solving approach, and impact.
Project Summary
Secure document sharing for engineers in this automotive company was prone to accidental leaks. I led the UX/UI design of the Confidential Document Portal, turning it into a secure, seamless web app that engineers trust for controlled, efficient distribution of sensitive files. Aligning security requirements with intuitive workflows, I reduced unauthorized access and simplified the user journey—boosting user confidence and preserving confidentiality.
Impacts
A secure platform to share confidential documents of the company.
90% reduction of confidential document download.
Role
UX Designer and Business Analyst
Team
1x Product Owner
6x Developers
Timeline
10 months
Problem
Engineers from a global automotive manufacturer were using unsecured methods (email, chat) to share confidential document files. This exposed the company to risks and lacked control over who accessed these documents. My mission was building a portal they could actually trust.
Problem
Engineers from a global automotive manufacturer were using unsecured methods (email, chat) to share confidential document files. This exposed the company to risks and lacked control over who accessed these documents.
Problem
Engineers from a global automotive manufacturer were using unsecured methods (email, chat) to share confidential document files. This exposed the company to risks and lacked control over who accessed these documents. My mission was building a portal they could actually trust.
Responsibilities
I took on the role of UX Designer & Business Analyst in a cross-functional team (Dev + Security + IT):
Led end-to-end design of the secure web portal.
Helped the Product Owner define and prioritize features based on user and business needs.
Gathered and translated requirements into user flows.
I took on the role of UX Designer & Business Analyst in a cross-functional team (Dev + Security + IT):
Led end-to-end design of the secure web portal.
Helped the Product Owner define and prioritize features based on user and business needs.
Gathered and translated requirements into user flows.
I took on the role of UX Designer & Business Analyst in a cross-functional team (Dev + Security + IT):
Led end-to-end design of the secure web portal.
Helped the Product Owner define and prioritize features based on user and business needs.
Gathered and translated requirements into user flows.
Design Process
To address the platform’s global scale and complexity, I led a multi-phase research initiative:
In-Depth Interviews
Conducted 30+ interviews with engineers across 5 distinct functional groups in Sweden, the U.S., France and Brazil. In these interviews, I:
Uncovered critical regional and role-based differences in documentation needs.
Observed how they use their work tools related to documentation.
Observed how they share or access documentation.
User Tasks and User Flows
Created 6 different user profiles and their user flows to accommodate:
Tools/softwares.
Documents they access to.
Workflows and pain points,
Tasks and responsibilities.
How they share and get access to the documents.
Needs and whishes.
Tool and Document Taxonomy
Developed a centralized knowledge board on FigJam to map and organize:
Software/tools used by each group and what is their function in this context.
The different types of documents, who produces them, who needs to consult them, and for what purpose.
Design Process
To address the platform’s global scale and complexity, I led a multi-phase research initiative:
In-Depth Interviews
Conducted 30+ interviews with engineers across 5 distinct functional groups in Sweden, the U.S., France and Brazil. In these interviews, I:
Uncovered critical regional and role-based differences in documentation needs.
Observed how they use their work tools related to documentation.
Observed how they share or access documentation.
User Tasks and User Flows
Created 6 different user profiles and their user flows to accommodate:
Tools/softwares.
Documents they access to.
Workflows and pain points,
Tasks and responsibilities.
How they share and get access to the documents.
Needs and whishes.
Tool and Document Taxonomy
Developed a centralized knowledge board on FigJam to map and organize:
Software/tools used by each group and what is their function in this context.
The different types of documents, who produces them, who needs to consult them, and for what purpose.
Design Process
To address the platform’s global scale and complexity, I led a multi-phase research initiative:
In-Depth Interviews
Conducted 30+ interviews with engineers across 5 distinct functional groups in Sweden, the U.S., France and Brazil. In these interviews, I:
Uncovered critical regional and role-based differences in documentation needs.
Observed how each group of engineers uses their work tools related to documentation.
Observed how they share or access documentation.
User Tasks and User Flows
Created 6 different user profiles and their user flows to accommodate:
The tools/softwares they use.
The different documents they need to have access to.
Their workflows for frequent actions based on their role-specific tasks.
Their tasks and responsibilities related to the creation/reading of the documents.
How they share and get access to the documents.
Their pain points in the actual workflow.
Their needs and whishes to make their workflow faster, easier and more efficient.
Tool and Document Taxonomy
Developed a centralized knowledge board on FigJam to map and organize the amount of data collected:
Software/tools used by each group and what is their function in this context.
The different types of documents, who produces them, who needs to consult them, and for what purpose.
Insights
The main document can have over 4,000 pages because it contains layers upon layers of embedded system models, which must be added as images to the PDF.
Some engineers do not have access to the software that generates the embedded system models and rely on the PDF to view them.
There is no consistent process for document sharing. Some teams use a shared folder, while others send documents via email.
Some engineers still need offline access to the documents due to the lack of internet connectivity in remote locations where vehicle testing is conducted.
Some engineers would like to be able to compare two versions of the document.
Many users only need to consult a specific part of the document.
Insights
The main document can have over 4,000 pages because it contains layers upon layers of embedded system models, which must be added as images to the PDF.
Some engineers do not have access to the software that generates the embedded system models and rely on the PDF to view them.
There is no consistent process for document sharing. Some teams use a shared folder, while others send documents via email.
Some engineers still need offline access to the documents due to the lack of internet connectivity in remote locations where vehicle testing is conducted.
Some engineers would like to be able to compare two versions of the document.
Many users only need to consult a specific part of the document.
Value vs. Effort Matrix
To help define and prioritize other MVP features, our team used the Value vs. Effort Matrix. I advocated for the features I believed would deliver the most value to users based on insights from the interviews. Meanwhile, the development team identified which features required the least effort to build. As a result, the features positioned in the "High Value, Low Effort" quadrant were selected for MVP development.
Solution
Access and Security
Only pre-approved employees (vetted by their managers) will have access to the platform.
Controlled downloads
Only manager-approved users may download the full PDF.
MVP Scope
Due to technical and development constraints, only the primary document type will be available in the initial release.
PDF Format
The PDF format will be retained to leverage users’ existing familiarity with PDF readers and index navigation (Jakob’s Law). This ensures minimal training needs and immediate usability.
Interactive Embedded System Models
Users can drill down into embedded system levels, reducing effective page count and improving information access.
Component Data
Clicking any component displays a pop-up with the same data as the native engineering software—enabling access for engineers without direct software licenses.
Version Comparison
Engineers can compare two document versions to track edits.
Bookmarking
Users can favorite chapters/items for quick retrieval.
Solution
Access and Security
Only pre-approved employees (vetted by their managers) will have access to the platform.
Controlled downloads
Only manager-approved users may download the full PDF.
MVP Scope
Due to technical and development constraints, only the primary document type will be available in the initial release.
PDF Format
The PDF format will be retained to leverage users’ existing familiarity with PDF readers and index navigation (Jakob’s Law). This ensures minimal training needs and immediate usability.
Interactive Embedded System Models
Users can drill down into embedded system levels, reducing effective page count and improving information access.
Component Data
Clicking any component displays a pop-up with the same data as the native engineering software—enabling access for engineers without direct software licenses.
Version Comparison
Engineers can compare two document versions to track edits.
Bookmarking
Users can favorite chapters/items for quick retrieval.
Solution
Access and Security
Only pre-approved employees (vetted by their managers) will have access to the platform.
Controlled downloads
Only manager-approved users may download the full PDF.
MVP Scope
Due to technical and development constraints, only the primary document type will be available in the initial release.
PDF Format
The PDF format will be retained to leverage users’ existing familiarity with PDF readers and index navigation (Jakob’s Law). This ensures minimal training needs and immediate usability.
Interactive Embedded System Models
Users can drill down into embedded system levels, reducing effective page count and improving information access.
Component Data
Clicking any component displays a pop-up with the same data as the native engineering software—enabling access for engineers without direct software licenses.
Version Comparison
Engineers can compare two document versions to track edits.
Bookmarking
Users can favorite chapters/items for quick retrieval.
Lessons Learned
One of the biggest challenges was navigating technical limitations. Many of the features users requested were difficult or impossible to implement due to time constraints or technical complexity.
I learned how to bridge user needs and development constraints by prioritizing features that added the most value with the least implementation risk.
Great UX isn’t just about ideal solutions—it’s about finding the best possible path within real-world constraints.
Lessons Learned
One of the biggest challenges was navigating technical limitations. Many of the features users requested were difficult or impossible to implement due to time constraints or technical complexity.
I learned how to bridge user needs and development constraints by prioritizing features that added the most value with the least implementation risk.
Great UX isn’t just about ideal solutions—it’s about finding the best possible path within real-world constraints.
Results
In May 2024, the MVP was launched. This first version is basic and only includes a simple search system.
Most engineers (around 90%) now use our web application instead of downloading and sharing PDF files, drastically reducing file downloads.
Currently, the developers are working on developing the advanced search.
The next features to be developed will be the interactive models and the version comparison tool.
Results
In May 2024, the MVP was launched. This first version is basic and only includes a simple search system.
Most engineers (around 90%) now use our web application instead of downloading and sharing PDF files, drastically reducing file downloads.
Currently, the developers are working on developing the advanced search.
The next features to be developed will be the interactive models and the version comparison tool.
Results
In May 2024, the MVP was launched. This first version is basic and only includes a simple search system.
Most engineers (around 90%) now use our web application instead of downloading and sharing PDF files, drastically reducing file downloads.
Currently, the developers are working on developing the advanced search.
The next features to be developed will be the interactive models and the version comparison tool.
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