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Signatures manager and Inbox

Product design, UI, UX, UXR
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In September of 2022, I received a crucial request from our PM to enhance the way we handle outgoing signature requests and introduce an inbox for incoming requests in our app. At that time, our app had several limitations. It automatically created folders for sent signature requests, giving users no control and no clear view of the status of the requests. Users could only add new requests to existing folders but not create new ones or move documents between folders. Additionally, incoming signature requests were only accessible via email, with no way to manage them in the app. The problems were evident: our product was inefficient at managing signing requests and lacked clear status tracking, which negatively impacted our users' productivity. Our enterprise customers desired features found in our competitors, and our sales team was urging us to enhance signature management to attract new clients.

My role

As the only designer on this project, I embraced the challenge with a human-centered approach, responsible for the end-to-end design process. This involved everything from initial research and ideation to designing UI components and planning launch announcements. My approach was critical in guiding the extensive redesign of the start page of our app and the addition of new features. I aimed to enhance their productivity and experience with our product, overseeing every aspect of the design journey to achieve this.



Research & problem validation

After receiving the initial request, I kicked off the project by taking a few key steps:


  • Created an architecture map to visualize our app's current structure.

  • Analyzed existing interfaces to identify potential UX issues.

  • Reviewed qualitative data from past user testing sessions to gain insights, as new user interviews were not possible due to constraints.

  • Explored other apps for inspiration on organizing and managing files and folders.

Architecture map
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Analysis of the existing interfaces
Start page
  • The “Certify” and “Sign” CTAs have the same visual hierarchy, making it hard to decide what to do first.

  • The descriptions of Sing and Certify are very shallow.

  • Signed and certified documents are on the same list.

  • Status is shown per folder not per signature request.

  • No information about how many documents a folder contains.

  • No information about how many signers a folder contains.

  • The main actions and information regarding the signatures are hidden in an accordion.

  • The CTAs are not intuitive at first sight.

  • The hierarchy of the information is confusing.

  • Diverse UI inconsistencies. 

Empty state

Filled state

Initial state

Uncollapsed state

User testing insights

When tasked with evaluating the product as if they were considering it for their companies, users' initial responses consistently revolved around the certification feature, with most of their answers focusing on certification rather than e-signing.

During user testing, it was evident that users dedicated significant time and attention to the "Certify" CTA, often expressing confusion towards it. 

Users initial reactions about Certifaction

"Uh, everything was clear except, certify a document, uh, and how can I certify this on behalf of your organization? It wasn't very clear for me. The information was not enough informative, uh, but in general everything was clear and I could find everything that I need. "


While analyzing some of our competitors and other file management tools, I observed a prevalent use of lateral menus for organizing actions and folders in various products. These menus provided a clean layout and user-friendly navigation. I also noticed consistent patterns in list visualization, enhancing usability and overall user experience.


During multiple ideation sessions, our product team examined research data alongside the current screens and app architecture. We collaborated to create a wireframe and a new architecture map using FigJam. Based on the research we decided to separate sign and certification to eliminate any confusion regarding the product's core features and value proposition.

Architecture map

When drafting the wireframe we decided to incorporate a lateral menu on the start page. This approach allowed us to dedicate the initial page to the primary website action, initiating a signature. This decision acknowledged that not all users require extensive signature management, with some simply needing a platform for single signatures.

MVP definition and Strategic Action Plan
  • Separation of Certification and Signing: Segregate certification from signing functionalities.

  • Creation of Signing Management and New Labels Concept: Develop a signing management system. Introduce a new concept for organizing content, moving away from conventional folders.

  • Integration of an Inbox for Incoming Requests: Implement an inbox to streamline incoming requests.

  • Update the app's architecture and user interface, emphasizing its transformation from a certification-focused product to a signing-centric platform.

  • Enhance user visualization and management of signing processes and requests.

  • Optimize and redesign our folder system for improved user experience.

UI Design

The goal was to present essential information to users at a glance without overwhelming them with a cluttered UI. To achieve this balance, we utilized tooltips. A significant challenge we faced was maintaining consistency with the existing UI style integrated into the app.


The Sign feature serves as the primary gateway for all users to initiate signatures, prioritizing ease of use. It also incorporates our core value of privacy. While we have future plans to expand this page with more actions and information, our initial focus is on analyzing users' behavior after this first redesign before deciding on future improvements.


The Inbox is designed to provide users with a clear and intuitive way to visualize incoming signature requests. It displays essential information, such as the sender's identity, date, and status, clarifying if all other signers have also signed. This ensures users have a comprehensive view of their received signature requests.