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Adaptation Workflows

The Adaptation Workflow is one of several key processes supporting the creation and delivery of assets into the Digital Asset Management (DAM) system.

It consists of several critical stages: 1. Project & Brief Creation – Project Managers initiate the workflow by submitting a detailed brief. 2. Brief Review – The internal Marketing Team assesses the brief and either approves or requests changes. 3. Cost Approval – A cost estimate is submitted and reviewed internally. 4. Production & Approval – Once approved, production begins. Assets go through a two-tier approval process: first by the design lead or project manager, then through quality assurance. Once all is approved, final assets are published to the DAM for global access.

Throughout the project, I collaborated closely with stakeholders, end-users, and Sitecore developers to design a seamless, user-friendly experience. Using strategic design thinking, user testing, and continuous feedback loops, we identified key pain points and transformed a complex, multi-layered workflow into an intuitive process. The result was a scalable solution that met both business and user needs while improving clarity, efficiency, and adoption across global teams.

Role: UI/UX Designer & BA Role

Platform: Sitecore-based Internal DAM System

Brief

The Adaptation Workflow is a core process designed to support the creation and delivery of marketing assets into the company’s Digital Asset Management (DAM) system. It involves several key stages—from project initiation and internal reviews to production, multi-step approvals, and final asset delivery.

However, the current workflow presented significant usability challenges, including unclear steps, poor collaboration tools, and a confusing information architecture. The goal of the project was to redesign the Adaptation Workflow to improve usability, streamline collaboration, and ensure assets are efficiently and accurately delivered into the DAM.

 

Challenges Identified

  • The existing workflow was difficult to navigate and visually outdated.

  • Steps in the workflow were not clearly defined or easy to follow.

  • Unclear and fragmented workflow steps

  • Ineffective collaboration between teams

  • Poor information architecture, making document uploads difficult

  • Lack of transparency in the asset review and approval process

Approach

  • Conducted stakeholder workshops to gather business requirements.

  • Worked closely with developers to ensure technical feasibility.

  • Applied user-centric design principles to redesign the end-to-end experience.

  • Created iterative prototypes and conducted testing throughout.

  • Improve clarity and usability

  • Enhance cross-team collaboration

 

NEW ONE REQUIRED

 

Outcomes

  • Improve the overall usability and clarity of the Adaptation Workflow.

  • Define and structure each step in a way that’s intuitive and easy to follow.

  • Support better collaboration between teams and approval processes.

  • Clarify the process of uploading documents and assets.

  • Streamline the approval and asset delivery stages.

  • Improve the uploading process.