Regulab
Reducing cognitive load by consolidating 4 fragmented tools
into 1 intuitive regulatory system
Regulab
Reducing cognitive load by consolidating 4 fragmented tools into 1 intuitive regulatory system
Regulab
Reducing cognitive load by consolidating 4 fragmented tools into 1 intuitive regulatory system
TL;DR
The problem
Users previously relied on fragmented, outdated regulatory platforms and manual tools to manage complex regulatory workflows. This led to high operational friction, frequent errors, and data loss.
My role
I joined the team after the initial user research and first design phase. I led the product's design evolution, iterating on the original concept using insights from beta testing and emerging user needs.
The beta impact
The system is currently in beta testing before launch.
Early feedback shows strong alignment with user needs, laying the foundation for full-scale testing and iteration.
NDA Disclaimer
Due to a Non-Disclosure Agreement (NDA), sensitive details, specific domain terminology, and real client data have been anonymized or modified.
Creating a Single Source Of Truth for regulatory processes
ReguLab is a centralized regulatory platform, replacing outdated methods by creating a single source of truth. It functions as a workflow engine, managing the entire system authorization lifecycle - from data validation to final regulatory approval
My role
Lead product designer -
Led the evolution
of the platform
Status:
Beta Launch &
User Validation
Team:
2 product designers
3 product managers
8 developers
TL;DR
The problem
Users previously relied on fragmented, outdated regulatory platforms and manual tools to manage complex regulatory workflows. This led to high operational friction, frequent errors, and data loss.
My role
I joined the team after the initial user research and first design phase. I led the product's design evolution, iterating on the original concept using insights from beta testing and emerging user needs.
The beta impact
The system is currently in beta testing before launch.
Early feedback shows strong alignment with user needs, laying the foundation for full-scale testing and iteration.
NDA Disclaimer
Due to a Non-Disclosure Agreement (NDA), sensitive details, specific domain terminology, and real client data have been anonymized or modified.
Creating a Single Source Of Truth
for regulatory processes
ReguLab is a centralized regulatory platform, replacing outdated methods by creating a single source of truth. It functions as a workflow engine, managing the entire system authorization lifecycle - from data validation to final regulatory approval
My role
Lead product designer -
Led the evolution
of the platform
Status:
Beta Launch &
User Validation
Team:
2 product designers
3 product managers
8 developers
Tailored experiences for 4 core roles
Tailored experiences for 4 core roles
The system is a role-based design, tailored for 4 distinct user personas, each with different roles, permission and technical literacy levels.
The system is a role-based design, tailored for 4 distinct user personas, each with different roles, permission and technical literacy levels.
Most common and active user. Acts as the first-level approver for new systems. The direct point of contact for "applicants".
Most common and active user. Acts as the first-level approver for new systems. The direct point of contact for "applicants".
Key insights
Key insights
When I joined the team, the initial user research was already complete. Based on their findings, I synthesized 3 key insights that guided my design solutions:
When I joined the team, the initial user research was already complete. Based on their findings, I synthesized 3 key insights that guided my design solutions:
Minimize the learning curve
Minimize the learning curve
Creating an intuitive interface that requires no prior training, making complex tasks simple from day one.
Reduce cognitive load
Reduce cognitive load
Split long forms into a multi-step wizard, allowing users to edit, skip, and manage data without feeling overwhelmed.
Boosting user engagement
Boosting user engagement
Integrating motivational elements and positive feedbacks to encourage task completion and creating a more rewarding user journey.
The high level flow
The high level flow
We mapped the end to end lifecycle of system creation and approval across all personas. This flow serves as the backbone of the platform, ensuring seamless collaboration between submitters and approvers.
We mapped the end to end lifecycle of system creation and approval across all personas. This flow serves as the backbone of the platform, ensuring seamless collaboration between submitters and approvers.
Evolving the design: From beta to refined UI
Evolving the design: From beta to refined UI
*Some of the mockups are sanitized due to confidentiality limits.
*Some of the mockups are sanitized due to confidentiality limits.
"I need real-time visibility into every pending system submitted by applicants, all on a single screen."
"I need real-time visibility into every pending system submitted by applicants, all on a single screen."
Department regulator role / user research stage
Department regulator role / user research stage
*Sanitized mockup due to confidentiality limits.
*Sanitized mockup due to confidentiality limits.
The regulator review / Creating the "Approval center"
The regulator review / Creating the "Approval center"
The Approval Center was created to help regulators review all pending applicant submissions in one place.
It enables seamless back-and-forth communication when a stage is rejected and requires updates.
The Approval Center was created to help regulators review all pending applicant submissions in one place.
It enables seamless back-and-forth communication when a stage is rejected and requires updates.
The goal
The goal
Create a clean view for reviewing forms and managing revisions.
Create a clean view for reviewing forms and managing revisions.
The approach
The approach
Breaking the review process into clear, sequential stages. This reduces cognitive load and makes tasks easier to complete.
Breaking the review process into clear, sequential stages. This reduces cognitive load and makes tasks easier to complete.
BEFORE + AFTER
BEFORE + AFTER
Resolving action ownership: Who holds the ball?
Before
High level status
High level status
The initial design of the stage status showed only the high-level status (completed, in review, rejected or locked.
The initial design of the stage status showed only the high-level status (completed, in review, rejected or locked.
The problem?
The problem?
In the beta validation, users couldn't tell who held the next action and what happens after approving or rejecting a stage.
In the beta validation, users couldn't tell who held the next action and what happens after approving or rejecting a stage.
After
Adding a micro-stepper
Adding a micro-stepper
I created a Micro-stepper to showcase the exact current owner and the next steps.
I created a Micro-stepper to showcase the exact current owner and the next steps.
The outcome
The outcome
Beta users reported that the new stage status display is is clearer, more transparent and easy to follow.
Beta users reported that the new stage status display is is clearer, more transparent and easy to follow.
"I need real-time visibility into every pending system submitted by applicants, all on a single screen."
Applicant role / Beta testing feedback
"I need real-time visibility into every pending system submitted by applicants, all on a single screen."
Applicant role / Beta testing feedback
*Dynamic feedback loop in action (Sanitized mockups).
*Dynamic feedback loop in action (Sanitized mockups).
The Applicant iteration & feedback flow
The Applicant iteration & feedback flow
The challenge
The challenge
When department regulators edit form fields, applicants need full visibility. Beta feedback showed applicants required a clear review step for these changes before final sign-off
When department regulators edit form fields, applicants need full visibility. Beta feedback showed applicants required a clear review step for these changes before final sign-off
The solution
The solution
I created a dynamic feedback loop that provides full transparency, allowing applicants to review, approve, or reject specific regulator edits before the final sign-off.
I created a dynamic feedback loop that provides full transparency, allowing applicants to review, approve, or reject specific regulator edits before the final sign-off.
VERSIONS + FINAL DESIGN
VERSIONS + FINAL DESIGN
Design explorations & Alignment with product
When designing the feedback loop, I explored two main concepts with the product team to find the best balance between speed and usability:
When designing the feedback loop, I explored two main concepts with the product team to find the best balance between speed and usability:
V.1
V.1
In-line pop ups
In-line pop ups
Focused on field-by-field review using contextual pop-ups to show the original vs. new values with quick approve/reject buttons.
Focused on field-by-field review using contextual pop-ups to show the original vs. new values with quick approve/reject buttons.
V.2
V.2
The Side Panel
The Side Panel
Inspired by collaborative tools like Google Docs, this iteration consolidates all edits into a dedicated side panel and unified activity log.
Inspired by collaborative tools like Google Docs, this iteration consolidates all edits into a dedicated side panel and unified activity log.
To decide which approach to pursue, we mapped the pros and cons of each concept:
To decide which approach to pursue, we mapped the pros and cons of each concept:
Pros:
Version 1 : In-line pop ups
Cons:
Pros:
Version 1 : In-line pop ups
Cons:
Pros:
Cons:
Version 2: The side panel
Pros:
Cons:
Version 2: The side panel
Pros:
Version 1 : In-line pop ups
Cons:
Pros:
Version 2: The side panel
Cons:
Version 2 is the winner!
Version 2 is the winner!
After introducing the concepts to few of the beta users for user testing, we decided to pursue with version 2.
But… why?
After introducing the concepts to few of the beta users for user testing, we decided to pursue with version 2. But… why?
Single source of truth
Single source of truth
Beta testing confirmed that users prefer having one central place for all pending changes and comments.
Beta testing confirmed that users prefer having one central place for all pending changes and comments.
Clear documentation
Clear documentation
Users valued the side panel as a reliable activity log to easily track, search, and reference historical edits whenever needed.
Users valued the side panel as a reliable activity log to easily track, search, and reference historical edits whenever needed.
"For users to fully transition from the legacy tools to Regulab, the platform can't just be intuitive - it needs to feel rewarding and something people actually want to use."
General regulator role / User research stage
"For users to fully transition from the legacy tools to Regulab, the platform can't just be intuitive - it needs to feel rewarding and something people actually want to use."
General regulator role / User research stage
Implementing user engagement
Implementing user engagement
During initial research, users shared that legacy systems weren't just complex - they felt outdated and unmotivating. To fix this, I partnered with Product to add subtle micro-feedback for key actions, guided by two core principles
During initial research, users shared that legacy systems weren't just complex - they felt outdated and unmotivating. To fix this, I partnered with Product to add subtle micro-feedback for key actions, guided by two core principles
Respecting a technical audience
Respecting a technical audience
Prioritizing efficiency over visual noise, keeping the experience professional and gimmick-free
Prioritizing efficiency over visual noise, keeping the experience professional and gimmick-free
Balancing utility & motivation
Balancing utility & motivation
Delivering a subtle boost of satisfaction upon task completion without breaking focus
Delivering a subtle boost of satisfaction upon task completion without breaking focus
The micro - interaction
The micro - interaction
Final catalog approvals take months of work. A subtle confetti animation and confirmation toast celebrate submission before removing the item from the approval center.
Final catalog approvals take months of work. A subtle confetti animation and confirmation toast celebrate submission before removing the item from the approval center.
The impact
Delivers a rewarding sense of closure for a long-term technical task without cluttering daily, routine interactions.
Delivers a rewarding sense of closure for a long-term technical task without cluttering daily, routine interactions.
Early beta impact & validation
High Transition Readiness
High Transition Readiness
Users are eager to fully transition from legacy tools to Regulab.
Users are eager to fully transition from legacy tools to Regulab.
Unified workspace
Unified workspace
Early testers highlighted that centralizing data eliminats context-switching across outdated systems.
Early testers highlighted that centralizing data eliminats context-switching across outdated systems.
Structured & Intuitive
Structured & Intuitive
Complex forms are now clear, predictable, and easy to navigate.
Complex forms are now clear, predictable, and easy to navigate.
Ongoing Iteration
Ongoing Iteration
Actively refining system stability based on early user testing ahead of full release.
Actively refining system stability based on early user testing ahead of full release.
REFLECTION
REFLECTION
What worked well and what I'd do diffrently
What worked well and what I'd do diffrently
WHAT WORKED WELL
Continuous dev collaboration
Continuous dev collaboration
Partnering with engineers throughout the design process ensured technical feasibility and prevented design to development gaps.
Partnering with engineers throughout the design process ensured technical feasibility and prevented design to development gaps.
Using AI to streamline workflows
Using AI to streamline workflows
Used AI (ChatGPT + Claude) to quickly synthesize user testing and spot research patterns, accelerating delivery without replacing human-centered design.
Used AI (ChatGPT + Claude) to quickly synthesize user testing and spot research patterns, accelerating delivery without replacing human-centered design.
KEY INSIGHTS & WHAT I'D DO DIFFRENTLY
Continuous design QA & edge cases
Continuous design QA & edge cases
I would conduct regular design QA and mapping edge cases early to prevent unexpected visual gaps and development bottlenecks.
I would conduct regular design QA and mapping edge cases early to prevent unexpected visual gaps and development bottlenecks.
Earlier cross-department validation
Earlier cross-department validation
I would test flows with all specific department upfront to avoid post-beta adjustments caused by different regulatory workflows.
I would test flows with all specific department upfront to avoid post-beta adjustments caused by different regulatory workflows.
NEXT PROJECT:
Atlas
ENTERPRICE B2B
Centralizing 6 different excel files into one employee management workspace for 70+ employees.
AeventLi
BETA TESTED
REDESIGN
Redesigning an event-logging system to reduce friction and improve core data clarity.
NEXT PROJECT:
Atlas
ENTERPRICE B2B
Centralizing 6 different excel files into one employee management workspace for 70+ employees.
VIEW CASE STUDY
estherbilyar@gmail.com
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