ROLE
UX/UI Design
TIMELINE
6 Months (2023-2024)
Permissions
TOOLS
Figma, Dovetail
Context
Problem statement
BUsiness opportunity
Fiix Software is a cloud-based computerized maintenance management system (CMMS) that helps organizations manage assets, work orders, and maintenance operations efficiently.
A permissions feature is crucial for ensuring data security, maintaining operational efficiency, and compliance. By controlling access levels, organizations can protect sensitive information, streamline workflows by assigning appropriate roles, and enhance accountability through activity tracking.
This feature ensures that the right people have access to the right information, improving security and efficiency within maintenance teams.
The new version of Fiix’s Work Orders service launched without a permissions feature, leaving users to navigate back to the old platform to configure access controls. This created unnecessary complexity and frustration, as customers were vocal about how cumbersome and disruptive the process felt.
With the new platform, we had the opportunity to reimagine permissions, streamlining the experience and making it a seamless, stress-free part of our users workflow.
Integrating permissions into the new Fiix Work Orders platform would improve customer retention by eliminating the frustration of switching between versions, encouraging full adoption of the updated system. It also enhances security and compliance for regulated industries while laying the groundwork for scalable, future-proof features that drive long-term growth.
Old
new
Key Findings from research
Time Consuming
Some users complained that setting up permissions took too long. They avoided having to make changes.
Garnularity
A subset of users enjoyed the level of granularity V5 provides as the specificity to detail was a competitive advantage.
Organization
Suggestions that some permissions could be better grouped together. Making it easier to find specific permissions.
Lack of Clarity
Not being able to tell what certain permissions did before they were enabled.
MAIN PERSONAS
ADMINISTRATORS
They have access to the permissions settings and are the only ones who can grant permissions.
TECHNICIANS
They need access to certain permissions to get their work done and get access from the administrators.
USABILITY TESTING
During the user testing session, I validated several concerns:
Users were comfortable with the white space on the right side of the screen, which prevented the overload of seeing all configurations at once.
Users comprehended the meaning of icons beside the titles and found them helpful as a quick visual reference for scanning the page.
Users who prioritized numerical information appreciated that we included a feature to display the number of selected permissions in each group, eliminating the need for manual counting.
Addressing Concerns
Due to a feature allowing dependent permissions to be automatically toggled when a specific permission is selected, some users overlooked the toast message explaining this action and the yellow highlight indicating the affected additional permission.
In response to user feedback, I decided to change the color of the toast message from green to purple. The green color was causing confusion, as users assumed it indicated successful configuration of the permission. By changing it to purple, users were prompted to pay closer attention to the toast message as essential additional information.
As for the toast message disappearing too quickly, I increased the number of seconds and communicated this to the engineering team.
ORGANIZATIONAL IMPACT
Clearer vision for Permissions
Due to the research done to take on the first phase of permissions, there is now a clearer goal for permissions for other services within the Fiix web app to introduce it and do the same.
Design Template
The design template provides other designers an easy way to customize permissions for their own services while staying consistent.
User Satisfaction
Users have already begun to express how much easier this version of permissions is to use compared to the older version. expressing the difference was almost night and day. This was important feedback as this was an important feature to ensure user retention.