Primary User Tasks

Corresponding Primary System Tasks

Results

Secondary User Tasks

Corresponding Secondary System Tasks

Task 1 : Upload

Rule 1 : Duplication Check

If Duplication check is passed , continue to Next Check

Share/Download

Provide Link to access and download files

If Duplication check has issues , show user the duplication comparison and allow user to :
- Keep existing file , discard new file
- Replace existing file with new file (existing file gets archived)
- Keep both files
Continue to next check

Archive
Allows users to mark a file(s) as archived which denotes the file(s) is not actively used for a project and is saved for reference.

System restricts sharing and syncing with 3rd party tools

Rule 2 : Version Check

If Version Check is Passed
Continue to Next Check

Compress
Allows user to package many files into one for developer handover or sharing to client.

System allows user to choose the compression presets depending on what level of compression user needs.

If Version check has issues , recommend user to increment version (example : existing file has v2 , recommend user to save new file as v3)
Continue to Next Check

Lock
Allows user to lock the file(s) in order to indicate the file(s) is currently being worked upon , in order to maintain the workflow order and prevent more than one user to work on the same file.

System allows user to lock the file and make it unavailable to sync , share , archive or delete until the user chooses to unlock it

Rule 3 : Naming Convention Check

If Naming Convention check is passed
Show upload status as Uploaded successfully

Delete
Allows user to delete the files
and store the files in Bin for limited amount of time
or delete permanently

System should allow user to delete files (except locked and archived files)
Any file deleted will be initially kept in Bin folder for limited amount of time (set by admin) unless user chooses permanently delete it.

If Naming convention check has issues
recommend user to save the file as per the naming convention rules set in settings

In any of the above case , upload should not be failed , even with duplication or version or naming convention issues. File status in such cases should be ‘Uploaded with Issues’.

Add tags

Auto Tags (Added by system based on file name , type , metadata )
Custom Tags (Added by user based)
Filters (Act as Tags used by system internally to find files efficiently - not visible to user)

Auto Tags should be added by system based on file name , the more details the file name includes , the better system behaves when adding Auto Tags.

For example :
a.fig will only allow system to add 2 auto tags
1) The project name for which the file is being uploaded
2) The file type
so the auto tags in this case will be
(Project Name) , (Figma)

whereas

ProjectName_ClientName_ECommerce_iOS_v3.fig
will allow system to add following tags :
(Project Name)
(Client Name)
(E Commerce)
(iOS)
(Figma)

Better naming conventions allow the system to add more auto tags, making file search easier. Users don't need to remember the full file name—they can simply search using part of it.

The tags are added by breaking down the name of the file and metadata of the file into keywords. This can be obtained by use of regular expressions.

Task 2 : Search

Process Search Query
with or without search filters

Search query to be broken down into meaningful keywords and matched with tags assigned to a file. The best match should appear at the top of the search results.

Search Filters : Search filters act as a compass for user to remind that files can be filtered through pre-built and/or custom filters (tags)
Each filter also acts as a tag but except the Custom and Auto Tags , the filters are applied by system internally and not directly visible to user. This helps keep the tag section clean and purposeful and at the same time allows system to find files efficiently.