undoc SaaS
unDoc is a unified SaaS that merges document management, HR workflows, automation, and task management into one seamless experience. It eliminates the chaos of multiple tools, giving businesses a single control center for documents, employee data, approvals, and compliance.
(Client)
assis business partners
(TIMELINE)
12 weeks
(SERVICES)
UX/UI Design
User Research
User Testing
✨ Overview
unDoc is a SaaS platform designed for document and team management. It centralizes invoices, contracts, and business files while also enabling HR workflows: time tracking, vacation and expense requests, onboarding, payslip access, training, and task management.
Originally, these capabilities were spread across three separate tools — unDoc, ruUman Portal, and ruAppy — each with overlapping features, outdated design, and fragmented user experience. My role was to unify them into one coherent platform with a consistent design system, clear information architecture, and modernized UX.
🎯 Problems to Solve
Fragmentation: three platforms operating independently, creating duplicated functions and inconsistent experiences.
Outdated design: legacy UI and UX patterns no longer matched user expectations.
Inefficient workflows: core tasks like document preview, HR approvals, and task management were slow and confusing.
Low adoption: users avoided underperforming features or relied on manual workarounds (emails, offline meetings).
New client needs: automation, better reporting, and streamlined compliance.
👥 Personas
Accountant — Struggled with limited functions in unDoc, constant switching between platforms, small previews, poor accessibility. Needed centralization and clarity.
HR Manager — Found ruUman Portal overly complex, missing key features (approvals, automation). Drowned in emails and manual reminders.
Client/Business Owner — Wanted one place to manage the company with simple design, guided onboarding, and full visibility into documents, HR, and finances.
🔍 unDoc (Documents)
Key UX Issues
Tiny previews required opening each file to identify it.
Overloaded UI with chaotic button placement.
Inconsistent or unclear document statuses.
Solution:
Responsive document container with side-by-side work area.
Two viewing modes: Cards (large preview) or Table (hover preview).
Clear graphical process for invoices: Split → Classification → QR-code → AI Processing.
Unified statuses: In progress, Human intervention, Completed, Failed, with contextual notes.
🔍 ruUman Portal (HR)
Key UX Issues
Switching between companies and employees was clumsy.
No approval workflows for hours, absences, vacations, expenses.
Scattered employee profile data.
Solution:
Structured profiles with all personal data in one place.
Manager view to oversee team and individuals.
Added approval flows for HR requests.
Extended features: onboarding, policy compliance, surveys, payslip validation.
🔍 ruAppy (Automation)
Key UX Issues
Outdated, repetitive UX with hidden functions.
Redundant tabs and non-used sections.
Solution:
Streamlined UX with visible key actions and quick shortcuts.
Unified UI consistent with the design system.
Simplified flows, improved navigation, task grouping by team and type.
📊 New Task Management
Needs:
Easy time registration and tracking.
Estimated vs actual time and budget reporting.
Simple switching between clients and tasks.
Start/stop timers, deadlines panel, recurring tasks.
Clear overview of completed and pending tasks per client.
HR and Finance separation.
Problems:
Seniors wasted time checking juniors’ work, errors persisted.
No documentation of time per client or performance metrics.
Weekly offline meetings for manual task distribution.
Uneven workload distribution across employees.
Solution:
Overview dashboard with personal and team spaces.
Grouping by client, project, tasks, and subtasks.
Team planner and project templates for recurring work.
Clear ownership and status visibility to prevent overload.
🚀 Results & Impact
Consolidated 3 platforms into 1, removing duplication and confusion.
Modernized the UI and unified the design system.
Reduced HR and accounting teams’ manual effort through automation and structured workflows.
Improved task visibility, cutting time spent in offline alignment meetings.
Delivered a more intuitive, accessible, and scalable platform for both internal staff and clients.
(result)
+20%
User task completion speed
75%
HR requests processed automatically
↓ by 50%
Onboarding time
