HR AGENT
Monitor and act quickly.
Identify missing or invalid mandatory documents, find an employee and review their document information without losing context.
03 — USERS
NEOCASE · PRODUCT DESIGNER
EDM
Integrating a new HR document management module to identify missing or invalid documents at scale.
ROLEProduct Designer
USERSHR Agent · Administrator
MY SCOPEUser Flows · Wireframes · UX/UI · Bulk Validation · Design System
01 — PROBLEM
Identifying missing or invalid documents at scale.
The challenge was to add a new HR document management module to an already highly complex ticketing and BPM system. It had to integrate into the existing back office and follow its visual identity.
For organisations with thousands or even hundreds of thousands of employees, HR teams needed to check that mandatory documents were present and valid, anticipate expiry dates and identify employee files requiring action.
Documents were scattered across multiple tools — HRIS, payroll and talent management. Centralising them would simplify tracking and storage, with strong requirements for security, confidentiality and data lifecycle management.
02 — FRAMING
HR CHALLENGE
Reduce the risk of non-compliance.
PRODUCT CHALLENGE
Integrate a new module into the existing back office.
Design principles
Make missing, expired or invalid mandatory documents visible.
Support the review of large document volumes, including when OCR makes mistakes.
Follow the back office visual identity and maintain consistency with the ticketing and BPM system.
ADMINISTRATOR
Structure the system.
Organise document types, manage visibility permissions and configure the rules that structure the tool, within the security and confidentiality requirements of HR data.
04 — OCR & VALIDATION
Prefilling information while keeping users in control.
We used OCR to recognise documents and prefill their metadata based on the defined document type. This assistance could produce errors, so users needed to be able to review and correct information before validation.
01
Recognise and Prefill
Define the document type and use OCR to prefill metadata.
02
Review and Correct
Let HR teams check information and correct recognition errors.
03
Validate in Bulk
Design a journey for validating multiple documents to handle large processing volumes.
05 — USER JOURNEY
Breaking complex tasks into understandable steps.
Before the final UI, we mapped the journeys in wireframes. Adding a document moves from upload to identification, association and then metadata. I also designed a bulk validation journey to make reviewing multiple documents easier.
06 — INTERFACE
Surfacing useful information at the right time.
The dashboard gives an immediate view of document validity. The list prioritises scanning and filtering. The editing screen places the document alongside its metadata to make review easier.
01
Dashboard
Check document validity and identify missing, expired or soon-to-expire documents.
02
Document List
Filter and search across all HR documents.
03
Document Editing
Change the document type, employee or metadata.
07 — DESIGN SYSTEM
A strict visual hierarchy to reduce noise.
The new module had to fit the existing back office visual identity. Status colours, typography, icons and components followed this framework to maintain the same logic across screens.
We needed accessible visual cues so every user could benefit from the product. Each status therefore has an icon alongside its colour: information remains understandable without relying solely on colour perception, particularly for users with colour vision deficiencies.
Primary Colour
For all interactive elements.
Accent Colour
For primary actions.
Dark Grey and Grey
Menu and header backgrounds, body text and background colours.
Typography
Montserrat and Open Sans.
08 — TAKEAWAYS
Making compliance easier to manage.
In a business tool of this scale, clarity helps HR teams identify files requiring action and review information. OCR makes data entry easier, but its errors make human review essential. The design work focused on these review journeys, bulk processing and integration into the existing back office.