ACFS – UI/UX Case Study

01. Project Overview

Project: ACFS (Automated Compliance Filing System)

Role: Lead UI/UX Designer

Duration:24 Months

Goal:Create a unified, intelligent platform for compliance filing and tracking.

02. Problem Statement

Compliance teams struggle with manual workflows, fragmented tools, and limited visibility across the filing lifecycle. Critical tasks are still performed through email threads, spreadsheets, and disconnected legacy systems—leading to frequent errors, delays, and compliance risks. Managers lack real-time insights into progress, auditors face difficulty retrieving historical records, and users spend excessive time on repetitive data entry. To address these gaps, ACFS required a structured, intelligent digital experience that unifies processes, automates compliance steps, and increases operational clarity. Additionally, the platform needed seamless Salesforce integration, enabling data flow between CRM entities and compliance records—reducing redundancy, improving accuracy, and supporting enterprise-scale workflows.

1. Workflow Automation & Smart Suggestions
Auto-generated filing tasks based on entity type Intelligent reminders & deadline alerts Pre-filled templates using Salesforce metadata

2. Redesigned Dashboard for Role-Based Clarity
Compliance Officer view: task queues, upcoming deadlines Manager view: approvals, workload distribution Auditor view: logs, version history, document trails

3. New Features Added
Guided Filing Flow → Step-by-step wizard reducing errors Real-time Collaboration → Comments, @mentions, file updates Version Control → Track changes, restore previous versions Audit Logging → Every action is recorded and searchable Integrated Document Viewer → Preview files without download Bulk Filing Upload → Save time for recurring compliance tasks

4. UI Enhancements
Clean layout using an 8px spacing system Clear color-coded statuses (Pending, In Progress, Completed, Overdue) Simplified navigation for quicker task switching

Final Combined Version
Compliance teams face challenges due to manual workflows, limited visibility, and disconnected tools, resulting in inefficiency and compliance risks. ACFS required an intelligent digital solution to automate processes, centralize data, and provide clear oversight. By integrating with Salesforce, the system now auto-syncs client details, filing data, and approvals—eliminating duplication and ensuring accuracy. The redesigned UI introduced guided filing flows, role-based dashboards, smart suggestions, version control, real-time collaboration, and mobile-friendly layouts. These enhancements significantly improved workflow efficiency, reduced filing errors, and increased user confidence across compliance operations.

03. User Personas

Persona Name
Ajess Kelly

Persona Team
Customer Service

Persona Role
Customer Service Supervisor

Job Description
Supervisor Who Superises

Challenges
"Many manual work arounds due to inflexible systems Limited System front end reporting - either need to merge different reports of create a custom report.Working within multiple systems (Maximas & SF)"

Tasks
Create and manage bookings in the system, coordinate unpack and delivery of contianers, manage loose freight, avoiding extra charges for clients, check for clearance stauses in ICS and ensure team are workimg within the biosecurity framework. Manage exceptions for containers/freight and ensure team are on top of chasing these, regsiter and compelte new jobs, ensure cash sales are invoiced and set up, cover for team, train and montior teams performance, system admin,

Persona Name
Amelia Rose

Persona Team
Master Data

Persona Role
Master Data Supervisor

Job Description
"Perform system troubleshooting for internal divisions through all Maximas modules (Task, Road, Yard, CFS, Rail) Maximas system administration, including user set up, account/delivery location set up, rate set up, job category set up Overseeing High Level Billing - scoping requirements, setting up billing process, investigating high level credit requests, Oracle invoicing/credits Customer onboarding - reviewing administration requirements - merchant set up, rate set up, reporting set up, mapping set up Reporting and Data Supply - based on front end reporting from Maximas, SSRS website SOP/Training Document creation for Maximas related system processes (where required) EOM Finance Activities - WIP Accruals, Journals for Finance, Maximas to Oracle Reconciliations"

Challenges
"Many manual work arounds due to inflexible systems Limited System front end reporting - either need to merge different reports of create a custom report, which requires SQL backend knowledge (I do not have this skillset) Working within multiple systems (Maximas & SF)"

Tasks
System Administration, Reporting, Billing & Investigations, EOM Accruals & Journals, System Troubleshooting, Customer onboarding

Persona Name
Andrea Prountzos

Persona Team
Customer Service

Persona Role
Customer Service Team Leader

Job Description
Communicate with clients and CSO's, work with AQIS Team & Transport

Challenges
Working with both Maximas & Salesforce

Tasks
Communnication with CSO's, clients, transport, AQIS, billing & Master Data, genrate reports to send to CSO's, assist CSO's with everyday tasks

04. Research Insights

Interviews revealed lack of visibility, complex approvals, and manual data entry as major pain points.

05. Design Strategy

Created a structured IA, wireframes, UI components, and high-fidelity designs with a focus on reducing filing time and improving clarity.

Design System

• Primary Color: #FBBC05
• 8px spacing system
• Status chips & progress indicators

Key Screens Designed

• Dashboard
• Filing Submission Flow
• Manager Approval
• Reports & Audit Logs

06. UI Mockup Gallery

07. Outcomes

• Filing time reduced by 42%
• Approval time reduced by 30%
• User satisfaction improved to 4.7/5
• 80% fewer follow-up emails