In the world of law, finance, and accounting, managing lengthy, repetitive tasks within workflows spanning from 2 weeks to 6 months presented an intricate challenge. It was this very challenge that inspired pur clients to found Retasks — a B2B solution with a powerful set of features for setting up, doing, and monitoring repetitive tasks.
When the clients set out to modernize the workflow management practices, they found themselves in possession of design drafts that lacked a thoughtful user experience. This is precisely when they turned to Lazarev., seeking expertise to redefine the user journey and build a scalable digital product.
Considering the high competition in the market, we approached the project with a singular focus on leveraging its UX as a key competitive advantage. Our vision was to create an environment where users could unwind, resonating with the notion that automation would liberate them from countless hours of painstaking effort
The primary challenge of the project was organizing the intricate functionality in a manner that ensures a user-friendly experience and crafting a smoothly-received onboarding process.
The user experience is centered around the core functionality of creating recurring workflows. Whether it's the routine task of submitting a quarterly financial report, which typically spans a week, or a more extensive, long-term workflow that extends over 3 to 6 months, our objective was to accommodate these common occurrences into a fluid, automated flow.
Introducing recurrent workflows
The Workflow module showcases all workflows categorized by statuses, spanning from "Now Started" to "Completed."These statuses undergo automatic updates; when a task's start date commences, it transitions to "In Progress," and upon the completion of all tasks, it shifts to "Completed."
These mechanics are designed to streamline user experience.
Enhancing UX with advanced filtering
Within the vast workflow landscape of big firms, accommodating potentially up to a hundred diverse workflows catering to different clients and services, it becomes paramount for employees to find the flow catered towards one exact client or service and process it.
To optimize this experience, we introduced a header equipped with advanced filters. It empowers employees and managers alike to stay aligned with the workflows that align with their specific interests and responsibilities.
Using templates for automation
Considering the repetitive nature of workflows, The Start Date and End Date filters hold significant importance. For instance, when an individual is tasked with a recurring workflow, such as "submit last year's accounting report," they must efficiently locate the specific workflow from the multitude of options, one that corresponds to the previous year and contains the relevant report.
Facilitating two-side cooperation
Retasks also accommodates the firm's clients who may need access to task deliverables within the workflow.
We designed a functionality that empowers employees to effortlessly share a workflow with their clients, creating a secure, password-protected URL for access. Once the password is entered, clients are directed to their specific business-related workflow, where they can view only the tasks they are authorized to access.
Within the platform, clients can receive their deliverables and mark tasks as "Completed." Their confirmation is an essential requirement and tasks’ status update never occurs automatically.
Ensuring smooth client management
In the quest for efficient client management, we designed a specialized module. This module serves as a repository for client records, encompassing project budgets, service history, completed workflows, timelines, and engagement activity.
Notably, it offers the flexibility to categorize clients as individuals or legal entities. Moreover, within a legal entity, employees can create multiple contacts for more comprehensive client oversight.
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