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Dozuki • 2024 • 12 weeks
Enterprise Access Management
Boosting Worker Efficiency by 8x and Increasing Revenue Expansion
Problems
Problem
Problems & Why
Current model of access to content is not scalable with our current and new customers. They face audit challenges have led to customer frustration and lack of trust in Dozuki. They think folders and access to documents is either all or nothing, meaning everyone in the company access or no-one has access.
1. Data Security & Confidentiality Risks - Manufacturing companies often work with proprietary content. Without private folders, sensitive data could be exposed.
2. Time consuming manual control of access to content - For each piece of content, administrators must go to add access to N number of users access to that content. Imagine doing this 100 times and every time a new employee starts
3. Audit Challenges - General difficulty tracking who has access who which pieces of content within a manufacturing facility.
4. Unnecessary Clutter - Access to all folders and all content overwhelms our users with irrelevant information. Users don't need or care about every piece of content.
Current Access Model
Imagine you have to create 50 new teams, and 200 new employees start.. Either you have to give them access to everything or go to each individual document and add access. 1000s of clicks, and days wasted.
Customer Quote
"Many departments are interested in using Dozuki, but we were always hesitant to add them to the site because we couldn't guarantee that their content couldn't be accessed by other departments."
Reqmt & HMW
Requirements & HMW
Requirements
The request from Product and Engineering was to develop an efficient enterprise document access solution tailored for EXISTING and NEW customers.
1. CANNOT break existing setup for existing customers - Customers have already set up access control at the document level. It cannot break their existing document access.
2. Easy for new customers to set up - New customers can come and easily understand how this new access control works.
HMW
How might we design an efficient and user-friendly document access control platform that seamlessly integrates for new customers while ensuring no disruption for existing customers?
Existing Experience
Folder (Category) View
Document View
Document Edit & Set Access
Home / Root
Existing Experience
Ideation
Ideation
Ideas to work through with Product, Engineering, and Customers
1. Access at the folder (category) level - User access will inherit from their parent.
2. Concept called "Workspaces" - This will encompass additional layer of organization that have folders inside "Workspaces".
3. Giving access to teams on document level - This project can not break the existing file structure of current customers..
New Access Model
Set teams & individuals at the workspace level and all those people will automatically have to every document and folder in that category.
Success Metrics
I collaborated with engineering and product to set success metrics keep our team accountable.
Quant Metrics
1. Reduce the time it takes for admins to give access to average # of documents ~5min.
2. Reduce the time it takes for worker to find the content that they read the most ~2min.
3. Customers create at least 1 workspace.
Qual Metrics
1. Ask customers if this concept drastically takes less time for their employees to find the right content.
2. Customers feel like it takes less time giving access to documents.
3. Customers understand how workspaces works.
Bonus
1. Navigating between workspaces is easy.
Edge Cases, scenarios, and other questions
1. Can you convert an existing folder (category) into a "Workspace"?
2. What happens to existing teams and users that have access to documents if you convert a folder into a "Workspace?
3. How do you create a workspace?
4. Can workspaces live anywhere in the folder structure? Does it only live at the root? Or can it live inside another folder?
5. Moving content from a folder (category) into another workspace. How will this work?
Customer Feedback
Customer Feedback
Scenario Testing
After several iterations, I developed a prototype featuring various scenarios to address disagreements and uncertainties. I then tested these screens with our existing customers.
Feedback Highlights
1. If a everyone has access to a Workspace, then everyone has access to all the child category and content within it.
2. If a folder (category) is converted into a Workspace, then all the child content follows the Workspace Access List. Any existing teams & members are removed if they don't have access to the Workspace. Customers also want to see who USED TO have access so they can quickly add those teams & users.
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3. If an employee don't have access to a Workspace, then that Workspace is hidden from that employee.
4. Customers want to be able to quickly see who has access to a workspace without going into edit mode.
5. Approximately 30% of customers want the ability to grant occasional access to a document, even for users who don't have access to a Workspace. The other 70% said that they don't want to grant occasional access for IT auditing purposes.
6. All customers expressed that admins should have access to every workspace, regardless of their individual workspace access.
V1 Designs
Designs
V1 Designs
Viewing an empty root (New Customers)
Viewing an empty root (Existing Customers)
Create a New Workspace Center
Workspace Created - Workers only see workspaces that they access to
Limiting Access to N teams and N individuals - Remove System "Everyone"
Add Teams and Users to Workspace
Selected Teams and Users
Access Limited to 2 Teams & 1 User
Viewing Inside a Workspace
Converting an existing folder (category) into a Workspace
Converting an existing folder (category) into a Workspace
Results & Learnings
Beta Release Results
The beta release is being used by a select group of our customers, and the team continues to gather early feedback. Here’s what we’ve heard from customers so far.
Results:
1. Reduced amount of time for workers from ~2 minutes to ~15 seconds. Primarily driven by reduction of content for workers.
2. Reduced the amount of time for admins to give access to content from ~5 minutes to instantaneous.
3. Average # of workspaces created = ~4.3 / beta customer.
Learned about additional wants & needs:
1. Give access to one-off documents to people who don't have access to the workspace.
2. Being able to move content around within the workspace.
3. Being able to duplicate content within the workspace.
Results & Learnings
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