Grouping documents in Factorcloud
Timeline
2 weeks
FactorCloud is a specialized cloud-based software platform designed specifically for invoice factoring companies to manage their operations more efficiently. It helps factoring businesses automate invoice processing, client management, and schedule creation through advanced OCR technology and a user-friendly portal system
I led end-to-end design of the document grouping system, ensuring decisions stayed grounded in user needs while balancing technical constraints.
Defined the problem space with PM and Engineering
Planned and conducted user interviews
Synthesized insights into actionable UX principles
Led ideation, wireframing, and interaction design
Partnered with engineers through implementation
Measured post-launch impact and iterated
FactorCloud users process funding schedules by organising invoices, purchase orders, rate confirmations, and bills of lading.
All documents were shown in a flat list without grouping or structure.
Users had to manually identify document types and manage relationships between documents.
No type classification or grouping system existed.
This increased processing time, cognitive load, and grouping errors.
The system did not scale efficiently for large document volumes,this slowed funding workflows and increased operational risk
↳ Before
We conducted interviews with operations managers and compliance reviewers to understand their document processing challenges.
↳ These patterns consistently emerged across interviews, highlighting structural workflow limitations rather than isolated usability issues.
The existing workflow required extensive manual intervention and created significant inefficiencies.
The existing workflow required extensive manual intervention and created significant inefficiencies.
↳ Limited visibility into document types and contents within each group.
↳ Isolated groups into separate views, making cross-group analysis and organisation difficult.
↳ Suffered from the same visibility limitations as the tab-based layout.
↳ Increased navigation friction by requiring users to switch between groups.
↳ Provided visibility of both grouped and ungrouped documents simultaneously, but resulted in a cluttered layout and unclear information hierarchy.
We identify the problem successfully and noted the pain point with quick prototypes by show to the users, now we are at the stage of building a functional screen rectyfing all those problems
Defining Design Principles
Before jumping into design, I created some key guiding UX principles to keep the team focused on the right priorities. It also helped us improve the decision process of the team, reduced arguments and brought clarity on what matters.
Final Solution - Document View
↳ The accordion-based grouping structure allows users to view and manage multiple document groups within a single workspace. This improves visibility, reduces navigation friction, and scales efficiently for large document volumes.
We added a filter functionality that allows users to easily select their preferred document types and quickly create groups. For example, if a user wants to group only the invoices type from the ungrouped documents, they can simply filter by "invoice" and select the parent checkbox to quickly choose the relevant documents.
When selecting documents, it should be visibly clear which documents and document types are chosen. Once users select the documents, the "Create Group" action will be activated, allowing them to create a new group with all the selected pages.
Our primary feedback and challenge is how to display a large number of documents and groups in a single layout. To address this, we introduced an accordion feature that allows users to expand or collapse views based on their preferences. Users can expand each group to facilitate the grouping process while scrolling, or they can collapse any unwanted groups.
↳ This feature allows users to move multiple documents across groups. We leveraged the selection functionality used for creating groups, which also works for moving documents.
↳ Some users prefer drag-and-drop functionality, as it provides a more visually satisfying and useful way to quickly organise and move documents.
When users hover over a document, a checkbox appears to allow them to select the page. Clicking on the document opens a quick preview in a blade or drawer.
Once all the documents are grouped, users can see a neat and organized grouping interface that provides better visual clarity regarding which documents are in each group and how many groups there are. They can then switch to the review tab to submit the documents.
Document management interface for FactorCloud significantly enhances user experience by providing intuitive features like grouping, filtering, and drag-and-drop functionality.
These improvements facilitate efficient organization and easy navigation through large volumes of documents. By incorporating user feedback throughout the design process, we have created a solution that not only meets user needs but also supports productivity and clarity in document handling
Karthik
Senior Product Designer
5+
Years experience
20K+
Users impacted
8+
Products shipped
Juan
Verified since April 2019
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