Building a document
upload flow around
an AI model
I assisted Zenjob users upload their documents and automate the related processes using an AI model.
How does the business work?
The problem
Zenjob app users need to upload documents to do a certain types of jobs. Currently these documents are verified manually by a team of internal employees leading to long wait times.
The longer the user waits, the further away they are from their desired jobs. Leading to lower engagement with high revenue jobs & frustrations..
“I prefer gastronomy jobs due to my schedule but the Health certificate process takes weeks to get approved.” - Student, TU Berlin
“Every time I see a job on the app, it shows I need to wait a few weeks to be eligible for it”
- Au pair, Munich
“I am a Chef in training, so I want to do Food related jobs for experience but the bureacracy takes two weeks” - Sidejobber, Magdeburg
“Waitress jobs pay well but by the time I get my document approved all nice jobs are booked” - Student, Humbolt University
Solution in short
Use AI to replace the manual work of verification done by an internal employee while making the upload flow as easy as possible for the user increasing engagement in high revenue job postings.
Impact
60% faster
Documents automatically uploaded to user profiles with no manual checks.
3000+
Documents automatically uploaded to user profiles.
2500+
Applicants can do favorite jobs that require documents, seamlessly with no wait times.
<2 min
Average time taken for a document to be updated to the backend profile of the applicant
Discovery & research
Conduct interviews with applicants to identify frustrations due to job delays.
Review data for necessary documents in the past 90 days.
Interview internal staff to uncover manual processes that annoy applicants.
Perform desk research on document bureaucracy to outline the process steps.
Create a system map to identify gaps and opportunities.
Investigating the unknonws
Health certificate upload & verification is a major bottleneck for employees and applicants, taking up to 2 weeks for individual checks.
Internal employees get bulk health certificate verification requests.
The process involves mandatory document upload, quiz, and due diligence video.
Certificates older than 90 days need an additional document, increasing communication with applicants.
Most in demand jobs are gastronomy jobs that require a health certificate mandated by the government.
Insights
The system map to upload health certificates:
The overall process looked like this:
Discovery outcome
I needed to make it easier for users to upload documents to the AI, so applicants could access their preferred gastronomy jobs.
A seamless user experience would help the AI quickly verify the correct document, allowing users to complete their tasks faster.
Intuitive
upload steps
+
AI
verifies
=
Talent gets to desired job
Execution & Delivery
A strategy problem
No product manager to help with the problem
The process required third-party tools due to Government regulations, creating challenges in Product, UX, and development regarding quality and delivery time.
I conducted an alignment workshop in the absence of a Product Manager, mapping approaches that reduced decision time for implementing upload steps.
Alignment workshop on Miro with Engineering manager, Lead developer and rest of the development team
Wireframing based on existing UI patterns
A company wide strategy was adapted at the time of this initiative where the delivery time was cut short to 2 weeks.
I decided to recycle the UI components used in other upload flows.
This helped the team to move fast on the implementation.
Mapping the wireframes to existing
upload features cut short alignment with devs
resulting in faster delivery & lower Front end cost.
Visual design with design system updates
The user clicks on health certificate upload from the upload function on the app
Step 1
The user is asked to add the issue date so applicants can input dates themselves, as creating a 90-day calculation in the system was costly.
The alert informs the user that they need an extra document because the issue date is more than 90 days old.
Step 1.1
A "learn more" option helps the user understand what document they need for this scenario.
Step 2
Based on the choice in the previous step,
a sample image is shown to guide the applicant.
View for a double document
(more than 90 days old)
View for a single document
(less than 90 days old)
Guiding the applicant to check the data on the document and general protocol to click an image.
Step 3
Confirmation before upload
Success!
The AI checks the document in under a minute to notify the applicant.
The applicant can now start their favorite food jobs in minutes instead of weeks.
Bonus: Components for Design system
The project improved the mobile user interface, leading to a redesign of the design system, especially buttons and card elements.
What would I have done differently?
I would make the solution more scalable for minimal manual document upload processing.
I would also conduct A/B tests to see if uploads could occur before bureaucratic checks.
If given another chance, I would enhance user testing to resolve usability issues.
Key learnings
First exposure to building a UX flow around an AI technology.
Leading the discovery for the team to shape the solution.
Using workshops & proactiveness to drive the initiative thereby cutting down feature delivery time drastically.
Taking ownership of an initiative & working closely with engineering to shape the solution.
Team setup
Product designer
Product manager
3 x Mobile devs
Copywriter
Process
The solution was built based on existing patterns of the app. Validations were done based on existing behavioural data of the users.
The designs were built in multiple milestones to have a cleaner release.
Metrics
Percentage Reduction in documents verified manually.
Lead time reduction in users uploading a document and being eligible to a job.
OKR: Decrease ops cost as % of total revenue from x% to y% year on year.
