Team
1 Product Manager
2 Engineers
Role - Lead Designer
Research, Product Design, Testing, Prototyping
Approval workflow centralizes all update requests into a unified platform, enabling Teamshares Board members, Customer team, and Committee team to review, track, and approve changes in real time. The solution simplified complex decision-making processes while maintaining compliance requirements across stakeholder groups.
I was the lead designer and collaborated with 1 PM, 3 engineers, and legal, finance, and accounting teams, as the project involved many compliance considerations.
Impact within 30 days of launch
Teamshares struggled to scale their approval process due to reliance on manual tracking and email chains for requests from small businesses and internal teams.
Challenge 1
Lost requests and delayed responses
Scattered across emails, Slack, and meetings, leading to missed approvals and delays.
Challenge 2
Unclear approval status and ownership
Multiple stakeholders were contacted, creating confusion about who should be approving.
Challenge 3
No standardized way to track approvals
Teams relied on fragmented tools like spreadsheets and email folders.
Our solution & goals
The goal was to develop a scalable approval platform that standardizes request handling and enables stakeholders to submit, track, and approve requests.
Business goals
To ensure our workflow is fully regulatory and legally compliant.
Eliminate lost requests by centralizing all approvals in one system.
I mapped how Teamshares internal teams (L1), initial approvers (L2), and final approvers (L3) interact based on their responsibilities and authority levels.
I used a top-down design strategy, starting with L3, as they have the highest permission level and can perform all tasks. This approach allowed us to simplify the design progressively by hiding or removing features for L2 and even more for L1, ensuring each role only sees what is relevant to them.
Stakeholder map (L1, L2, L3)
With an understanding of the users, I created an user flow to help users seamlessly navigate and approve pending requests.
User flow: global View (all companies) and the specific company view
I researched and analyzed how other enterprise softwares handle approval workflows to identify opportunities for improvement in our use cases in the competitive market.
Analyzing approval flow interfaces to identify best practices
Since this was the first approval workflow system at Teamshares, we focused on building core functionalities first. Together with the PM and engineers, we focused on prioritized 3 key interfaces:
Review interface
History tracking
Notification system
MVP feature identification
After finalizing the MVPs, I met with the legal team to identify user-facing fields that ensured regulatory compliance for our product.
Regulatory compliance table
