Redesigning a DMS by integrating AI

Context

Plugandwork is a document management tool designed for businesses, particularly real estate agents.

The user journey was quite complex, and the interfaces were not very intuitive.

They wanted to redesign their tool while integrating an AI component. That’s where I came in.

The AI was intended to streamline and simplify the management of real estate agents’ files.

This was my very first project involving AI, and it was truly exciting!

Objectives

Optimize the user journey

Integrate AI into the product

Key project points

DMS

AI

Visual Identity

User journey – Task Flow

After defining the use cases, I proposed a workshop to identify the user journeys for each use case.

It was straightforward: a computer, a FigJam board, and two hours of focused work!

This workshop allowed me to:

Identify design patterns for creating wireframes
Address the questions that arose
Align on the various actions within a user journey
Leverage my client’s strengths (their industry knowledge) and my expertise to propose the best solution for their clients

Excerpt from the « task flow » workshop results conducted with FigJam.

Interface Design

Once we identified all the steps for each use case, I was able to design the different interfaces.
Given the number of use cases, we prioritized the features and divided my work into three main phases.

My client was my sole point of contact, which helped avoid inconsistent feedback and saved time. As soon as I presented my work, he would discuss it with his team and provide feedback. We would iterate until the version was validated.

Thus, as soon as one phase was validated, the development team would take over.

This method optimizes the team’s working time and allows development to begin before the design phase is fully completed.

Implementing a UI kit also helps save time. Once a component is designed and coded, it can be easily reused, so everyone saves time. This is a long-term strategy. It’s implemented as soon as the wireframes are designed. Once the visual identity is chosen, I’ll “just” need to apply color to the components, and the development team will “just” need to adjust the colors (it’s a bit more complex in real life, haha), but you get the idea.

Role of AI in the Tool

The integration of AI in this document management tool provides real added value for users and serves as a key differentiator for the company.

Thanks to AI, users save time managing and tracking their property rental and sales files. They can:

Search for a document within the tool using a chat feature
Request additional information from the web or local sources
Ask AI to draft a response to an email

Designing the Visual Identity

I enjoy both UI and UX design equally. I love playing with colors, typography, and shapes!

For this SaaS product, I opted for a clean and minimalist approach. I wanted to avoid making it look like a Christmas tree or overwhelming the user with unnecessary embellishments.

The client’s brand identity color is blue.

Initially, I proposed two graphic design directions:

A very classic style with a monochromatic blue palette.
A more vibrant and daring option with bolder choices.

Once the universe was chosen, I applied it to the wireframes.

The client loved option 2, which allows for strong positioning, but their teams are not ready for it.
That’s why they chose option 1 while keeping the title typography from option 2. I also added graphic elements to dress up the background and make it less plain.