More efficient document management at the European Parliament


Within the European Parliament, there was an urgent need to replace the outdated document management system with a modern solution with the aims of:

  • Facilitating collaboration on documents
  • Streamlining document workflows
  • Complying with legal standards for document storage and management

An initial attempt to modernise the old system ended in failure, mainly due to an unfriendly interface that met with the veto of some of the key user groups.

Solution & ROI

Together with the European Parliament we initiated a user-centered design process. Early user testing is already confirming significant ROI:

  1. More efficient internal communication and workflows
  2. Increased document and metadata quality
  3. Reduced need for training
  4. Higher overall user satisfaction

What we did

Information architecture

Structuring content and use flows

UX design

Wireframes and clickable prototype

User validation

Usability testing

UI design

Pixel perfect graphical design

Approach & methodology

The European Parliament had already done extensive analyses of key user groups and workflows. We used these analyses as a basis to move from concepts to detailed wireframes in several iterations.

Wireframe of the EP Document Management System
Mockup of the EP Document Management System

Challenges and traps

During the process, we ran into some challenges, including:

  • Unclear processes within different departments
  • The constant demand to display more and more information on one screen
  • Resistance to change among users of the ‘old’ system

Despite these challenges, thanks to thorough analysis and communication, we have found a balance that supports users’ daily tasks.

User tests

We conducted two major rounds of user testing, with realistic scenarios in a clickable Figma prototype. Feedback was overwhelmingly positive, especially from a generally critical audience.

Inbox on the EP Document Management System

Development support

The application is currently being fully developed by the European Parliament’s development team. In this process, Humix is making a valuable contribution by working out the screens in detail and offering them as ready-made components in Figma.

The results

More efficient internal communications and workflows

Increased document and metadata quality

Reduced need for training

Higher overall user satisfaction

Header photo by Guillaume Périgois on Unsplash

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