Problem
PowerDMS serves organizations of varying sizes that require user and organizational hierarchy management. For larger customers, manually managing user data across systems is time-consuming and error-prone. This often leads to data inconsistencies. PowerDMS needed a seamless, automated solution to sync user and organization data from external systems to improve efficiency and reduce manual efforts.
Role: Product Designer
Duration: Q1-Q2
Scope: New in-app experience
Platform: Web app
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Goal
Design an in-app user sync experience that:
+Enables admins and IT staff to sync users efficiently using multiple methods (e.g., CSV, Azure AD, Okta, LDAP).
+Offers scheduling options for recurring syncs.
+Provides visibility through logs and progress tracking.
+Reduces dependency on customer support during the sync process.
Research & Insights
Stakeholders: Product Management, Engineering, Customer Support.
Sources: Direct customer feedback curated by the Product Team.
Sources: Direct customer feedback curated by the Product Team.
Methods: Surveys and User Interviews
Key Findings from Research:
+ Admins value speed and clarity during setup and execution.
+ Users expect access to templates, help documentation, and error indicators.
+ Larger organizations prioritize control over ongoing syncs, including pausing or canceling.
Solutions Overview
Features Designed:
+ File Sync: Upload CSVs, map fields, and validate files before syncing.
+ Cloud Sync: Integration with Azure AD, Okta, and other directory services.
+ Scheduling & Logs: Schedule recurring syncs and view detailed logs for error tracking.
+ In-Progress Controls: Pause or cancel syncs with clear feedback on progress.
User Flow Highlights:
File Sync: Upload → Field Mapping → Validation → Confirmation → Run Sync.
Cloud Sync: Generate Token → Link Directory → Confirm & Sync.
Logs: Track errors, sync progress, and historical data for accountability.
Sync History & Progress
Allows users to manage in-progress and completed syncs, view and correct errors in logs and see files imported with the sync tool.
User Sync Logs
Logs displayed of current and completed syncs, providing admin users with context on user data imported into PowerDMS. Active file syncs can be cancelled from this view if errors arise.
Illustrating new empty states and aligning to existing design patterns to be used in the Sync History table:
Interactive prototyping and design done in Axure and Sketch
Tabs and segmented control for organization and task efficiency
Testing & Validation
Method:
Usability Testing with Admins and IT Staff.
Key Test Insights:
Positive: Admins found the new interface faster and easier to use.
Pain Points Identified: Need for clearer instructions in field mapping and additional feedback when syncs stalled.
UX Writing for Clear Communication: Crafted concise, clear messaging in modals and tooltips to guide users through complex steps, such as field mapping, sync confirmation, and error resolution.
Measures of Success
+ Increased adoption of the new sync experience compared to the previous tool.
+ Reduced time required for admins to complete syncs.
+ Enhanced customer satisfaction through fewer support requests related to syncing.
Results
The redesigned User Sync tool streamlined the syncing process for administrators and IT staff, resulting in significant efficiency gains. Feedback from user testing highlighted improved usability and clarity, especially with the introduction of clear and actionable messaging within the tool.