Project Overview
Role
User Research
UI/UX Design
Motion Graphics Designer
Tools
Figma
Adobe Photoshop
Adobe After Effects
About the project
Vision for enhancement
The Smart Mail organiser (SMO) securely files critical emails and future incoming emails from the same thread into a Knowledge Repository Information System (KRIS) with a single click within Microsoft Outlook. Gain instant insights on the email content which can be derived from the Knowledge Community within KRIS.
This project wasn't one big change, but several smaller improvements to the Smart Mail Organizer (SMO). We broke down the problems and fixed them step-by-step. Each small project focused on making one part of the SMO better, like making it easier to use or adding new search tools. By doing many small fixes, we made the whole system much better for users.
SMO Loading Animation
Revamp of SMO's Start-up Loading Animation
When launching KRIS's Smart Mail Organiser (SMO) on Outlook, it currently takes about 20-30 seconds to load. While currently it is unable to reduce the loading time, there is a need to improve the current loading animation, which can drastically improve the experience for users while waiting for the SMO to load.
There were some issues and concerns highlighted regarding the current Smart Mail organiser's (SMO) start-up loading animation:
- There was no loading icon/loading loop
- There was no loading icon/loading loop
- Loading animation is too plain
- No essence of SMO
Based on past discussions with my product manager and understanding the brand identity of KRIS'S SMO, I eventually narrowed down to 3 keywords: Professional, Intelligent & Modern. My goal was to create a loading animation that tells a story, but at the same time retaining the elements that would relate to the SMO.
SMO Start-up Loading Animation (Final look)
SMO Onboarding Flow
KRIS Search tab & KRIS File Plan
With the launch of new features within the SMO, such as the advanced search and easier filing with the tree view, there was feedback that the updates were unclear. I was tasked with creating an onboarding flow within Outlook to inform users of the new updates.
Document Annotation in
E-submission
Revamp of Document Annotation in E-submission for KRIS
The document annotation in KRIS's E-submission is lacking various tools that have been brought up by many users. Some of the concerns include:
- Commenting is static
- Commenting is static
- Unable to highlight certain points or part of the document
- Unable to box up the area (marquee tool)
- Unable to draw freehand (pencil tool)
- Has no comment icon indicator
Competitor Analysis
I delved further to understand what other platforms offer in document annotation.
Creating a competitor analysis gave me a clear idea of what tools KRIS currently lacks.
Google slides
Google docs
Box
Figma
Notion
Apryse
KRIS
Toolbar display placement analysis
Comment indication
Design Elements
Through the in-depth research of document annotations, we eventually brought our solutions to life from the ideas that we generated. From sketches to mid-fidelity to high-fidelity prototype.
Clickable Prototype
Conclusion
Optimizing workplace tools for maximum impact
In conclusion, the strategic redesign of the SMO (Smart Mail Organiser) and KRIS, through a series of focused improvements, successfully addressed critical user pain points and significantly enhanced the system's efficiency and security. By prioritizing user feedback and adopting an iterative approach, we delivered a more intuitive and robust tool that streamlines email archiving and strengthens data management within the KRIS system. The positive impact, evidenced by increased user adoption and reduced support inquiries, underscores the value of user-centered design in optimizing essential workplace tools