Designing with SaaS

Structuring chaos into workflows for busy teams.

Context

The EveryDoc Intelligent Document Processing App is a cloud platform Xerox developed to convert data from digital and physical documents into structured formats that can move into enterprise systems. It was created for organizations that process large volumes of documents like invoices, forms, and scanned files.

Problem

Current IDP applications were not sufficient for the growing needs of Xerox's customer base.

  • Marketing Team POC turned product

  • Targeted to Xerox Professional Services

  • Mixture of non-brand compliant visuals

  • Confusing wording

  • Confusing workflows

  • No focus on accessibility

This pushed the need for a more structured and usable way to handle documents.

Responsibilities

Working closely with the product, engineering, graphics, and marketing teams to align the experience, I led the design of the main web application, companion device touch app, marketing site, and the visual system connecting the ecosystem.

Insights

Early discovery and internal product discussions focused on how companies currently process documents and where things break down.

The new product would be based on launched and tested consumer-based products, already in the Xerox portfolio.

Strategy

The approach focused on structuring the product around how documents move through the system while keeping the experience easy to understand.

Constraints

The new solution will:

  • Allow flexible workflow setup

  • Give users visibility into status and progress

  • Structure the document journey into clear stages

  • Guide users through automation and manual review

With a tight timeline and product requirements that evolved during development, design decisions had to adapt to new capabilities and workflow changes.

With these directions in place, the next step was turning the approach into real features.

Highlight [A]

One feature of the application allows users to configure workflows that control how data moves through the system from extraction to release.

Configurability

Users define data flows by setting up custom rules in the workflow builder. They can customize the workflow by configuring input sources, extraction frequency, file formats, output destinations, and more.

Additionally, the platform adapts to different user needs, providing advanced AI-assisted data extraction options.

Highlight [B]

Another feature of the application allows users to monitor status as data moves through the system from extraction to review and release.

Visibility and Verification

The goal is for users to always know what’s going on in their IDP environment.

  1. What’s happening

  2. What needs attention

  3. What users can act on

Solution

What improved:

  • Intuitive optimization

  • Brand-compliant visuals

  • Appropriate and coherent terminology

  • User customizable workflows

  • Accessible visuals and site behaviors

With the final product release, I helped deliver a seamless experience across the web application, custom and mobile devices, and marketing materials as a unified system.

Outcome

With the introduction of EveryDoc, Xerox entered the intelligent document processing space with a SaaS platform designed to reduce manual document handling for enterprise customers. My work contributed to several new patents and helped shift the team toward a more agile way of working within a traditionally waterfall environment.