Digi Review

To provide insight into how I solve problems and approach design as a discipline, I have documented the design process of Digi Review 2.0. This application is used for document administration in all Telkom Indonesia projects, including documents such as Delivery Receipts (BAST), Ocean Bill of Lading (OBL), Field Inspection Reports (BAPL), and others.

In short; We spoke with our customers and identified unmet needs related to creative workflow. We then worked iteratively to meet these needs in the document bureaucracy workflow

About Digi Review

Digi Review was founded to address the complexity and lengthy bureaucratic processes while maintaining transparency. A conventional project proposal could stay on a desk for 5 to 15 days before being signed by the authorized official.


Naturally, the longer the approval takes, the longer the project execution will be. With Digi Review, all documents can be easily tracked. Document queues only take about 15 minutes, thus avoiding document pile-ups

Discovering the need

Originally designed as a document management solution, Digi Review gained attention by shifting its focus to facilitate collaboration among stakeholders, operational needs, implementation documentation, and reporting.



As a result, this shift meant placing more emphasis on workflows, where teams used Digi Review to track documents and facilitate feedback rounds. The application's workflows have several roles such as Admin who can organize documents, Segment Role creating and describing projects, Drafter Role filling in documents, Reviewer as a reviewer, and Approver as the party authorized to approve. In practice, one account can perform two or more existing roles, depending on its authority.



Although our team had already developed Telegram notification automation and integrated file sending to address unmet needs, we began receiving an increasing number of requests for more specific features in the workflow. It became clear that we needed a better solution to enhance the user experience with a paperless approach and prevent cluttering of the user interface.

About Digi Review

Digi Review was founded to address the complexity and lengthy bureaucratic processes while maintaining transparency. A conventional project proposal could stay on a desk for 5 to 15 days before being signed by the authorized official.


Naturally, the longer the approval takes, the longer the project execution will be. With Digi Review, all documents can be easily tracked. Document queues only take about 15 minutes, thus avoiding document pile-ups

Discovering the need

Originally designed as a document management solution, Digi Review gained attention by shifting its focus to facilitate collaboration among stakeholders, operational needs, implementation documentation, and reporting.



As a result, this shift meant placing more emphasis on workflows, where teams used Digi Review to track documents and facilitate feedback rounds. The application's workflows have several roles such as Admin who can organize documents, Segment Role creating and describing projects, Drafter Role filling in documents, Reviewer as a reviewer, and Approver as the party authorized to approve. In practice, one account can perform two or more existing roles, depending on its authority.



Although our team had already developed Telegram notification automation and integrated file sending to address unmet needs, we began receiving an increasing number of requests for more specific features in the workflow. It became clear that we needed a better solution to enhance the user experience with a paperless approach and prevent cluttering of the user interface.

Framing Challenge

Research and benchmarking software revealed to considerings automations. Design a document management system that integrates administrative processes more efficiently, utilizing automation technology and inter-department collaboration to reduce approval times and avoid document backlogs.



Develop advanced security features in the document management application, including secure electronic signatures and assured data archiving. Also, consider strategies to expand positive environmental impact by reducing paper usage and creating a more effective cost-saving operational system.



After critique of existing solutions, we enhance application interoperability with other solutions used by the company to streamline project management processes. Consider how IMP Studio can expand its network of collaboration with other partners to create a more comprehensive and responsive solution to evolving market needs.

Prototyping Solution

After consulting with the engineers, I created this prototype to validate the solution and facilitate discussions about the feature during the scheduled user interviews. Additionally, it will help us prioritize the needs that will be the focus in this design.

Second Iteration

After Conducting a series of user interview, i should consider introducing more adaptive contract automation tools and expanding real-time collaboration features for contract revisions.

Insight from these interview led us to Integrating with trusted electronic signature providers and developing robust encryption protocols will be strategic steps to boost user confidence in the application's security.

Outcome

The implementation of Telkom Digireview has resulted in several positive outcomes, including improved administrative efficiency with significantly reduced document approval times, increased transparency with well-documented processes, reduced paper usage and lower operational costs, data security maintained in the cloud, enhanced collaboration among teams, and overall company performance improvement through operational efficiency.