File Management System
File Management System
Project Overview
Project Overview
The project began as a simple UI updаte: modernize the interface of an existing file management system by refining layouts, updating the color scheme, and improving visual polish.
But after reviewing the product in use and speaking with the client, it became clear the issues weren’t just visual. The system had grown unevenly, with patchwork logic, recurring pain points, and inconsistent interfaces that made even basic tasks feel clunky.
I proposed expanding the scope to include a full UX redesign - focusing on clarity, structure, and usability across the entire platform.
The project began as a simple UI updаte: modernize the interface of an existing file management system by refining layouts, updating the color scheme, and improving visual polish.
But after reviewing the product in use and speaking with the client, it became clear the issues weren’t just visual. The system had grown unevenly, with patchwork logic, recurring pain points, and inconsistent interfaces that made even basic tasks feel clunky.
I proposed expanding the scope to include a full UX redesign - focusing on clarity, structure, and usability across the entire platform.
My Role
My Role
Interviewed users and team leads to understand pain points
Reworked flows and screens to make everything feel simpler and clearer
Reworked flows and screens for simplicity and clarity
Reworked flows and screens for simplicity and clarity
Collaborated closely with developers and cross-functional stakeholders
Collaborated side by side with developers and stakeholders
Collaborated side by side with developers and stakeholders
Built a flexible UI system in Figma that could grow with the product
Built a flexible UI system that could grow with the product
The Challenge
The Challenge
The original system had evolved naturally over tіme, gaining features without a guiding design system.
Users had adapted to the clunky workflows, but the friction was clear
The original system had evolved naturally over tіme, gaining features without a guiding design system.
Users had adapted to the clunky workflows, but the friction was clear
It wasn't broken,
It wasn't broken,
but it wasn't working either.
but it wasn't working either.
Learning from Real Use
Learning from Real Use
Since the product was already in daily use, I started by watching how people actually used it. I scheduled interviews, sat in on working sessions, and gathered support feedback. My focus: where users hesitated, repeated steps, or skipped tasks entirely.
Since the product was already in daily use, I started by watching how people actually used it. I scheduled interviews, sat in on working sessions, and gathered support feedback. My focus: where users hesitated, repeated steps, or skipped tasks entirely.
I’ve been using this for a year and still get lost in the folder structure. It feels like it changes depending on where I enter from
I’ve been using this for a year and still get lost in the folder structure. It feels like it changes depending on where I enter from.
Dana Levi
Operations Manager
"
I avoid adding tags unless necessary. I’m not sure which ones are correct and I’ve seen them spelled differently
I avoid tags unless necessary. I’m not sure which ones are correct, I’ve seen them spelled differently.
I’ve been using this for a year and still get lost in the folder structure. It feels like it changes depending on where I enter from
Tal Mizrahi
Dana Levi
Data Administrator
Operations Manager
"
I avoid adding tags unless necessary. I’m not sure which ones are correct and I’ve seen them spelled differently
Tal Mizrahi
Data Administrator
"
I never know if my file actually uploaded. Sometimes I repeat it twice just to be sure.
Eyal Shachar
Office Administrator
"
I never know if my file actually uploaded. Sometimes I repeat it twice just to be sure.
Eyal Shachar
Office Administrator
"
Redesign in Action
Redesign in Action
I redesigned the core screens that users relied on every day. Navigation was restructured to feel more intuitive. File preview and quick actions were cleaned up for clarity, and search was rebuilt to be faster and more predictable.
I redesigned the core screens that users relied on every day. Navigation was restructured to feel more intuitive. File preview and quick actions were cleaned up for clarity, and search was rebuilt to be faster and more predictable.
Tagging and metadata editing now live in one streamlined panel. Sharing is simpler, with clearer permissions. And uploading now feels fast and straightforward.
Tagging and metadata editing now live in one streamlined panel. Sharing is simpler, with clearer permissions. And uploading now feels fast and straightforward.
Design System
Design System
The design system combined deep blues and soft whites to create clear contrast, while orange accents drew attention to key actions. Open Sans Hebrew was chosen for its legibility and balanced tone, working well across both dense interfaces and spacious layouts.
The design system combined deep blues and soft whites to create clear contrast, while orange accents drew attention to key actions. Open Sans Hebrew was chosen for its legibility and balanced tone, working well across both dense interfaces and spacious layouts.
Material Icons provided a scalable, unified visual language, and subtle motion in the main category icons added just enough energy to guide focus without distracting from the task.
Material Icons provided a scalable, unified visual language, and subtle motion in the main category icons added just enough energy to guide focus without distracting from the task.
Redesign Highlight
Redesign Highlight
The Upload Process
The Upload Process
The upload flow initially followed a single screen form approach, grouping all actions into one compact interface.
The upload flow initially followed a single screen form approach, grouping all actions into one compact interface.
While it appeared efficient on paper, usability testing revealed it felt confusing and overwhelming. Users weren’t sure where to begin, which fields were required, or why certain inputs appeared before any file was selected.
In response, I paused to re-evaluate the experience. I conducted additional research, mapped user expectations, and ultimately moved away from the form based model.
While it appeared efficient on paper, usability testing revealed it felt confusing and overwhelming. Users weren’t sure where to begin, which fields were required, or why certain inputs appeared before any file was selected.
In response, I paused to re-evaluate the experience. I conducted additional research, mapped user expectations, and ultimately moved away from the form based model.
My Solution
My Solution
A Multi-Step Guided Flow
A Multi-Step Guided Flow
To reduce cognitive load and improve accuracy, I broke the upload process into three clear steps:
To reduce cognitive load and improve accuracy, I broke the upload process into three clear steps:
Reflection
Reflection
This project was a good reminder that design problems often go deeper than they look. What started as a UI refresh quickly turned into a chance to improve how people actually work day to day - making things clearer, quicker, and easier to use.
The upload flow especially captured what the whole redesign was about: not just improving how the system looked, but how it felt to use.
Get in touch
Get in touch
I’m always open to hearing about new roles, creative teams, or design challenges. If you're hiring or think I might be a good fit for your team, feel free to get in touch, I’d love to connect!
I’m always open to hearing about new roles, creative teams, or design challenges. If you're hiring or think I might be a good fit for your team, feel free to get in touch, I’d love to connect!