Aprimo: Medical Legal Regulatory end-to-end Content Management Worfklow Experience Design
Aprimo is a Digital Asset Management System helping small to large companies store and govern their marketing and product assets, and has its own workflow within the platform. It now positions itself as Agentic Digital Asset Management and Content Operations. I contributed conceptual UX explorations across multiple product areas, including dashboards, pre-flight checking, workspace structures, version comparison, claims and reference management, and country-specific workflows.
Role: Lead Designer
Team: 4
Duration: 8 months (won a year of extended contract with them)
Year: 2024
CORE ISSUE
Manual Compliance Checks Creating Delays in Pharmaceutical Content Reviews
Pharmaceutical companies like Novartis and Johnson & Johnson create tons of marketing materials and packaging for medicines. Every piece must be checked (by law) for medical, legal, and regulatory (MLR) compliance before it can go public.
The team responsible for content management tends to go back and forth to check things thoroughly, and cases are reported through manual checks, uncovering some missing claims, unlinked references, and structural issues before formal review, resulting in time-consuming reviews of incomplete and noncompliant submissions.
To address these operational bottlenecks, the experience was approached through four key focus areas: improving the dashboard for operational visibility, designing concepts for pre-flight checks, enhancing workspace collaboration, and enabling version comparison.
Dashboard for Operational Visibility
Explored dashboard concepts and recommended primary concept to help users quickly understand workflow status, blockers, and priority items.
Approach:
Task-First Layout: Urgent actions and ownership details are always at the top.
Guided Workflows: Step-by-step panels help you create, upload, link, assign, and review without missing a beat.
Real-Time Status Tracking: Monitor the lifecycle of every submission—know instantly what’s pending, under review, or approved.
Action Shortcuts: One-click controls for your most common tasks—link references, send for pre-review, or push updates live.
Dashboard for Operational Visibility
Explored dashboard concepts and recommended primary concept to help users quickly understand workflow status, blockers, and priority items.
Approach:
Task-First Layout: Urgent actions and ownership details are always at the top.
Guided Workflows: Step-by-step panels help you create, upload, link, assign, and review without missing a beat.
Real-Time Status Tracking: Monitor the lifecycle of every submission—know instantly what’s pending, under review, or approved.
Action Shortcuts: One-click controls for your most common tasks—link references, send for pre-review, or push updates live.
Workspace & Collaboration
Explored workspace structures for organizing related assets, tasks, comments, and review activity in one place.
Approach:
Unified editing, reviewing, discussions, and AI checks into one workspace.
Introduced preflight checks so users can catch compliance issues before final review.
Used real-time presence and mode indicators to keep collaborators aligned.
Anchored issues, comments, and suggested fixes directly to the relevant content.
Added Compass as an AI support layer for guidance, revisions, and next actions.
Streamlined resolution through inline fixes, task creation, and connected discussions.
Improved traceability through version awareness, references, and review history.
Comparison Version
Designed concepts to help users compare content versions, identify changes, and make review decisions with clearer context.
Approach:
Task-First Layout: Urgent actions and ownership details are always at the top.
Guided Workflows: Step-by-step panels help you create, upload, link, assign, and review without missing a beat.
Real-Time Status Tracking: Monitor the lifecycle of every submission—know instantly what’s pending, under review, or approved.
Action Shortcuts: One-click controls for your most common tasks—link references, send for pre-review, or push updates live.
Key Takeaways
This project was a lot to unpack because the workflows were complex and there were many moving parts. I worked on different concepts across dashboards, pre-flight checks, workspaces, version comparison, claims and references, and country-specific workflows.
Even though these were separate explorations, they all pointed to the same problem: users needed a clearer way to understand what’s happening, what needs review, what changed, and what still needs to be fixed before moving content forward.
My focus was really on organizing the complexity and turning it into experiences that felt easier to follow, especially for teams working with regulated content where small mistakes can create bigger issues later on.