Modernizing enterprise document management system (EDMS) for a major transit authority

Overview

We transformed a major transit authority's enterprise document management platform into a modern, scalable experience that simplified complex workflows, improved usability, and established a foundation for long-term product growth.

Business impact

A comprehensive modernization replaced fragmented workflows with a cohesive, role-based experience, enabling the platform to scale from a limited pilot to organization-wide adoption while improving efficiency across everyday document management. Today, over 700 transit authority employee users rely on this EDMS to manage documentation for mission-critical workflows.

• 700+ active users onboarded
• Unified enterprise design system
• Scalable foundation for future product growth

Problem

The legacy document management platform supported critical operational processes but was originally designed around technical implementation and the needs of an early user base. As the platform expanded, users needed clearer navigation, more guided administrative workflows, and a more consistent experience across the application. Supporting a broader range of users required an interface that could better accommodate both technical administrators and everyday staff without significant backend changes.

Solution

We led a complete modernization of the platform, establishing its first unified design system while redesigning core document management, administrative, and approval workflows.

The refresh introduced guided multi-step configuration experiences, a reorganized document information architecture, role-based navigation that surfaced only relevant functionality, and streamlined task management for review and approval processes. Throughout the project, the design evolved alongside backend refactors and new feature development, ensuring every solution remained technically feasible while creating a scalable foundation for future growth.

Result

The redesigned platform significantly improved usability while preparing the system for enterprise-scale adoption.

Following the refresh, the platform expanded from 6 pilot users to more than 700 active users, providing the first opportunity to validate the redesigned experience at scale. Simplified workflows, improved information architecture, and guided task flows made everyday document management more intuitive for both administrators and end users while supporting continued growth across departments.

The new design system also enables future features to be developed more efficiently while maintaining a cohesive user experience across the platform.