File Manager App Redesign

Project Overview:

The file manager app is a crucial tool for users who need to store, access, and organize their files efficiently. While the app had an established design, user testing and feedback revealed usability issues that impacted productivity and overall experience.

Tools:

Figma

Challenge:

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Identified Pain Points:

• Difficult navigation – Users struggled to locate and access files quickly.
• Limited filtering options – The app only allowed filtering by file type, making searches inefficient.
• Outdated UI – The design looked outdated, affecting user engagement.
• Inefficient use of space – Excessive negative space made the interface feel empty while not contributing to usability.
• Poor upload button placement – The upload button was positioned at the top right, making it hard to reach, especially on mobile.
• Lack of mobile-friendly design – The existing tablet-focused layout did not translate well to smaller screens.

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Project Goals:

• Improve navigation with a more intuitive file structure and better visual hierarchy.
• Add filtering options.
• Modernize the UI with better.
• Improve upload button placement for easier accessibility.
• Design mobile and versions for seamless cross-platform usability.

My Design Process:

Identifying & Defining the Problem

To better grasp what needs to be improved with the old design I conducted a usability test for the old design to gather insights directly from the user.

User Testing Results (Before Redesign)

After conducting usability tests from different user groups (doctors, development team, and stakeholders), we gathered the following insights:

Pain Points Identified

• 67% of users found navigation confusing and wanted better categorization.
• 80% of users found the search functionality lacking due to limited filtering options.
• 100% of users disliked the amount of unused negative space, stating it made the app feel incomplete.
• 67% of mobile users struggled with reaching the upload button, requesting a more accessible placement.
• 85% of users preferred a modern, visually appealing interface for better engagement.

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Empathy Map

User Personas

User Stories

Dr. Samuel Reyes

As a busy cardiologist managing multiple patients,
I need a fast and accurate way to search for patient records,
So that I can retrieve critical information quickly and make informed decisions during consultations.

As a doctor under time pressure,
I need a file preview feature,
So that I can verify the correct document without opening multiple files.

As a healthcare professional working across devices,
I need a responsive interface that works seamlessly on both tablets and desktops,
So that I can access files without delays, regardless of the device I’m using.

Nurse Andrea Tan

As a senior nurse,
‍I want to quickly find and retrieve patient records using filters and search,
So that I can provide immediate care without delays.

‍As a senior nurse,
‍I want to easily upload and organize patient reports with automatic categorization,
‍So that files are properly stored and easy to retrieve later.

As a senior nurse,
‍I want to access and manage files on my mobile device easily,
‍So that I can retrieve patient data even when away from my desk.

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User Journeys

Scenario: Dr. Reyes needs to retrieve a patient's test results before a consultation.

Scenario: Andrea needs to check a patient’s past medication records before administering new treatment.

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Problem Statement

The hospital’s digital file management system is inefficient and outdated, causing delays and frustration for medical staff. Doctors struggle with slow and irrelevant search results, impacting their ability to retrieve critical patient records quickly. Nurses face challenges in organizing and locating files due to the lack of a structured tagging and filtering system.

To improve workflow and patient care, the system needs a faster, more intuitive, and structured file management solution that enables quick search, seamless navigation, and better organization.

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Redesign Process

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Ideation & Brainstorming

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HMW's or How Might We's

1. How might we simplify the user interface to ensure seamless navigation for medical staff under time pressure?
2. How might we provide quick access to frequently used files without unnecessary clicks?
3. How might we reduce the time spent searching for files to enhance workflow and patient care?
4. How might we introduce file preview capabilities to eliminate the need to open multiple documents?

By using insights gain from the user's feedback and research, I began brainstorming different ways to answer my HMW's and improve the system altoghether. Some of the key ideas included:

• Visually organized layout, making use of the space properly.
• A more appealing design that will keep the users engaged.
• Sidebar for the main filtering of files by file type, with the addition of more filtering options.
• Use of thumbnail for previewing files.

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Wireframes

After creating wireframes, I developed low-fidelity prototypes to visualize the user flow and interactions more clearly. I then conducted initial usability testing with key stakeholders, including doctors and nurses, to gather valuable feedback on the system’s navigation, organization, and overall usability. This early testing phase helped identify areas for improvement, ensuring the design aligned with user needs. After receiving positive and constructive feedback, I refined the design and proceeded with high-fidelity prototypes, incorporating visual elements, branding, and interactive components to create a more polished and realistic representation of the final product.

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High Fidelity Prototype

After completing the high-fidelity prototype, I presented it for an in-depth review and usability testing with users. They were able to interact with the refined design, exploring the improved navigation, enhanced search functionality, and structured file organization. The feedback was overwhelmingly positive, confirming that the redesign successfully addressed previous pain points.

Key Insights from User Testing:

• The improved search functionality made file retrieval significantly faster and more relevant.
• The structured filtering options allowed for more precise file discovery.
• The redesigned layout improved readability and ease of use, especially in high-pressure situations.
• The new grid size adjustment feature was well-received, as it allowed users to customize their view based on preference and screen size.
• The cleaner UI and optimized use of space made navigation more intuitive and less cluttered.

With this validation, the prototype was officially endorsed and handed over to the development team for implementation.

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Final Design

Mobile Version

Conclusion

The redesign of the hospital’s file management system successfully addressed critical usability challenges, improving search efficiency, navigation, and overall workflow for its users. By leveraging user feedback, iterative prototyping, and usability testing, the final design created a more intuitive and structured system that enhances daily operations. The overwhelmingly positive response from users validated the improvements, and the design was officially endorsed for development.