Designing a comprehensive contract management system to centralize contract storage, automate manual processes, and introduce AI-powered tools for improved efficiency, transparency, and risk management.
Klient:
Medius
Moja Rola:
Product Designer
Rok:
2025
Świadczona usługa:
Discovery and research, UX/UI Design, prototyping
Usługi
Z entuzjazmem rozwijam swoją wiedzę i doświadczenie w mojej dziedzinie. W trakcie kariery zdobyłem różnorodne umiejętności, które nadal doskonalę.
The users faced significant challenges in managing its growing repository of contracts: No centralized repository for contracts, leading to fragmented information and lack of control. Manual entry of new contracts, which was time-consuming. No dashboards or monitoring tools to track contract spend in relation to invoices registered in the invoicing system. No automation or intelligent support tools, resulting in heavy manual workload. Lack of AI functionalities to simplify legal language, translate contracts into different languages, or analyze risk and detect potential contract issues.
Goals
Create a single source of truth for all contract-related data. Automate key processes such as contract creation, updates, and monitoring. Develop intelligent tools to assist users in simplifying, translating, and analyzing contracts. Provide clear, actionable insights through modern, intuitive dashboards. Minimize human errors and enhance risk management through AI-driven validation and alerts.
Design process
Discovery
Facilitated brainstorming sessions to generate ideas for automation and AI support.
Sketched initial concepts for dashboard layouts and AI assistant tools.
Mapped the entire contract lifecycle to ensure the system supported every key stage.
Smart contract intake forms with automatic field suggestions.
AI-powered tools (Legal Language Simplifier, Contract Translator, Risk & Error Analyzer)
Dynamic dashboards displaying (Spend tracking, Upcoming deadlines, Risk flags)
As part of the discovery phase, we ran workshops with stakeholders. These sessions helped us uncover key pain points in contract management, understand the company’s strategic goals, and gather early insights about user workflows and expectations.
Persona for contract management
Define and Ideate
From our research, we identified the need for quick access to essential contract information — like key terms, values, and risks — without having to open full documents. Users needed smarter tools to flag unusual clauses, search across large volumes of contracts, and stay on top of renewals.
We focused on designing simple, AI-supported features that improve clarity and control. We mapped out persona's typical workflows and created low-fidelity wireframes to explore ideas and validate them early through user feedback.
Testing and prototyping
We tested interactive prototypes with users from finance, procurement, and legal departments.
Users and tools
We tested interactive prototypes with users from finance, procurement, and legal departments using UserTesting.
Layout improvement
We improved layout based on feedback - simpler menus, better wording, and more visible filters.
Simpler analysis of attachments
Users had trouble analysing contract attachments. We improved this by redesigning the “Analysis” tab to clearly show that attachments are included and can be reviewed with AI.
Final solution
Centralized Contract Repository
Easy-to-navigate, secure storage with powerful search and filter functionalities.
Automated Workflows
Smart forms and system notifications reduced manual input and minimized human errors.
AI Support Tools
Language Simplifier: Helped translate complex legal terms into plain language.
Contract Translator: Enabled quick translation of contracts into multiple languages.
Risk Analyzer: Detected inconsistencies, flagged risky clauses, and highlighted missing critical elements.
Insightful Dashboards
Clear visualizations of budget utilization, invoice links, contract statuses, and risk levels
Outcome
Important deadlines and risky clauses were no longer missed
System automatically highlighted them and sent alerts. This reduced the chance of accidental renewals, compliance issues, or financial penalties.
Manual work was significantly reduced.
AI-powered data extraction saved hours of repetitive work and increased overall efficiency.
Users were able to find contract data faster
Thanks to centralized access, smart filters, and full-text search. Instead of digging through folders or emailing colleagues, they could locate key contract terms within seconds.
What I learned
This project showed me how important it is to keep things simple and clear when working with complex data like contracts. Users need to access key information quickly, without digging through documents. I also learned that AI features must be transparent. Users want to understand how insights are generated, especially when they impact legal or financial decisions. Involving legal and finance experts early helped us design features that solved real problems — their input was essential. Finally, I saw how much value lies in structure and consistency. Clear layouts, smart alerts, and reliable search tools made a big difference in users’ daily work.