Streamlining supply chains through smart document exchange
Vchasno.EDI is a document exchange platform, developed specifically for suppliers and chain of markets in Ukraine. My tasks were diagnosing problems and shaping strategic hypotheses.
- Role
Product Designer & Advisor
- Work
Identifying issues and proposing product hypotheses
- Platform
Web
- Country
Ukraine
- Year
2023
PROBLEM 1
Suppliers working with orders are presented with a table containing multiple documents and partial information. However, the available actions for each document in the supply chain are either unclear or not surfaced at the right moment. Users struggle to understand which document they are currently processing, what comes next in the chain, and how the entire flow connects. This lack of clarity also extends to onboarding: new suppliers are unsure of their first steps, including profile setup and balance management. Additionally, important data in the side navigation is visually indistinguishable from filters, making it hard to quickly find or interpret key information.
HYPOTHESES 1
If we rearrange the columns in the order table based on user-defined importance and remove duplicated data, then suppliers will more quickly understand the context of each document and reduce time spent scanning the table.
If we introduce specific statuses for each document in the chain (supported by color coding), then users will clearly understand which document is being processed, what comes next, and where they are in the supply chain.
If we establish a clear hierarchy within the document chain and keep users anchored to the most recent document, then they will navigate the chain more confidently and avoid confusion around next steps.
If we enhance the side menu with icons and clearer visual grouping, then users will more easily distinguish navigation items from filters and quickly locate key information.
MAIN CHALLENGE
The main challenge was bringing clarity and structure to a workflow that felt fragmented and unintuitive for suppliers. Users struggled to understand how to work with the order table, which document they were processing, what came next in the chain, and which actions were available at each step.
New suppliers also lacked guidance during onboarding — from setting up their profile to understanding how the system fits into their daily operations.
Additionally, balance replenishment was often delayed because users couldn’t easily find or interpret their document balance inside the profile. Together, these gaps created friction, uncertainty, and slow adoption.
APPROACH
In order to handle such a complex product and its IA, I implemented an Object-Oriented User Experience (OOUX) and BPMN (Business Process Model and Notation) approach.
I have analyzed all the available information, breaking it down into Objects and their Properties, while also identifying relevant roles. This methodology clarifies the specific information that each role should access during their work.
Upon comparing it to the existing structure, I identified that the table contains excessive data and it is challenging to read and appears nearly identical, resulting in unclear statuses and document stages. As a result, the table lacks informative value for the user and lacks a coherent structure and logic.
PROBLEM 1
Suppliers working with orders are presented with a table containing multiple documents and partial information. However, the available actions for each document in the supply chain are either unclear or not surfaced at the right moment. Users struggle to understand which document they are currently processing, what comes next in the chain, and how the entire flow connects. This lack of clarity also extends to onboarding: new suppliers are unsure of their first steps, including profile setup and balance management. Additionally, important data in the side navigation is visually indistinguishable from filters, making it hard to quickly find or interpret key information.
HYPOTHESES 1
If we rearrange the columns in the order table based on user-defined importance and remove duplicated data, then suppliers will more quickly understand the context of each document and reduce time spent scanning the table.
If we introduce specific statuses for each document in the chain (supported by color coding), then users will clearly understand which document is being processed, what comes next, and where they are in the supply chain.
If we establish a clear hierarchy within the document chain and keep users anchored to the most recent document, then they will navigate the chain more confidently and avoid confusion around next steps.
If we enhance the side menu with icons and clearer visual grouping, then users will more easily distinguish navigation items from filters and quickly locate key information.
BEFORE
Non-obvious statuses. To access the latest document, one needs to expand a dropdown each time. There is a lot of data, and it's difficult to comprehend because all the rows look almost identical.
AFTER
Documents in the chain are now sorted with the most recent item at the top, allowing users to instantly understand what they’re currently working on and access it in one click. Each document now has its own status instead of inheriting one from the entire chain, giving a much clearer view of progress. A new progress indicator, supported by color and iconography, highlights whether the order needs user action, is awaiting processing, or has been completed or rejected.
PROBLEM 2
New suppliers struggle to understand how to get their first order. The existing instructions sit at the very bottom of the page, forcing users to scroll to find them. Even when found, the guidance is incomplete, leaving users uncertain about the required steps. As a result, many suppliers are unable to progress independently and repeatedly reach out to Customer Support via calls and emails.
HYPOTHESIS 2
If we provide a clear, accessible, and guided onboarding flow, then new suppliers will be able to complete their first steps without external help.
SUCCESS METRIC
Reduce the number of support requests related to initial onboarding and first-order setup.
BEFORE
The absence of an onboarding process for new suppliers has caused confusion among users and placed a heavy burden on Customer Support. The instructions provided to initiate platform usage are vague and unclear.
AFTER
To assist first-time suppliers, we have developed a user-friendly onboarding process that simplifies document collection and initiation. By condensing the Help information, we have identified four main steps. Each step includes pop-ups to easily gather and submit required documents for verification. Additionally, instructional videos have been incorporated.
We have made the instructions readily accessible without extra clicks, and completed tasks are crossed off as a checklist. To engage users, we have introduced gamification elements, allowing them to guide a dinosaur mascot through its initial platform journey, mirroring that of a supplier.
PROBLEM 3
Timely balance replenishment is a recurring challenge for both new and experienced suppliers. The current balance indicator is buried inside the Profile section — an area users rarely visit — making it difficult to track how many documents remain. As a result, suppliers often notice the issue only when the balance is nearly (or fully) depleted.
HYPOTHESES 3
If we display the balance on the main page, then users will be able to monitor it continuously and replenish it before running out.
SUCCESS METRIC
A decrease in last-minute balance replenishment events and fewer cases where users reach a zero balance before taking action.
BEFORE
Due to the presence of a concealed balance button and a challenging replenishment process, users tend to overlook the need to purchase additional documents for their use.
AFTER
By placing the balance prominently on the main page, users can conveniently keep a constant eye on it without any hassle or inconvenience. This strategic placement ensures that users have easy access to their balance information, allowing them to stay informed about their available resources without navigating through multiple pages or menus.
As a result, users can conveniently monitor their balance in real-time, facilitating timely decision-making and reducing the chances of running out of resources unexpectedly.
ADDITIONAL TWEAK
Users often struggle to understand what actions they can take at each step of the document chain. The current flow doesn’t clearly communicate document-specific statuses or required next steps, which leads to unnecessary navigation between documents and slows down the overall process.
ADDITIONAL HYPOTHESIS
If we introduce clear, document-level statuses and redesign icons and color-coding within the breadcrumbs, then users will more easily understand what’s happening at each step and what to do next.
SUCCESS METRIC
Reduce the number of clicks needed to move between documents in the chain.
BEFORE
The tabbed statuses don't resemble parts of the process, but rather individual elements. The house icon confuses the user. There is no clear sequence of processes, making it difficult to navigate.
AFTER
Clear sequence of steps and documents. The status reflects the document's state and the action required for that document. The arrow icon makes it obvious to go back to the previous page.