Project Overview
The Request to Hire (RTH) application is an internal platform I designed to streamline the end-to-end hiring request process at Evoke. Built using OutSystems, it replaces fragmented spreadsheets, emails, and manual approvals with a centralized, automated, and role-based system involving HR, Finance, PMO, Rewards, and the Talent Committee.
The system enables:
- Hiring managers to initiate new or replacement hiring requests
- Automatic routing through all internal approval levels
- Status tracking and action history for every stakeholder
My role: Lead UX/UI Designer
Tools: Figma, OutSystems, Miro
Duration: ~5 months (Discovery to Deployment)
Objectives
- Digitize and standardize the hiring request workflow
- Reduce bottlenecks across departments
- Ensure traceability and policy compliance
- Build a modular system usable across different hiring types (Permanent, Consultant, Project roles, etc.)
Discovery & Research
I conducted:
- Workshops with HR, PMO, Finance, and Hiring Managers to map approval flows
- Shadowing and journey mapping to uncover pain points in the prior Excel/email-based method
- Audits on existing SSO tools, Active Directory integrations, and policy constraints
Pain Points Identified:
- No visibility on request status
- Frequent misrouting or missing information
- Manual rework due to inconsistent formats
- High dependency on HR to chase approvals
UX Strategy
I designed a role-based workflow engine, in which each actor (e.g., Line Manager, Business Leader, PD, Finance) only sees what they need to act on.
Key UX Features:
- Smart Forms with conditional sections based on request type
- Sequential approval chain logic with visual status tracking
- Auto-assignment of approvers based on Active Directory hierarchy
- Role-specific dashboards for:
- Requests pending my action
- Requests submitted by me
- Completed / rejected with feedback
UI Design
- Designed 11+ screens including dashboards, multi-step forms, modals, decision trees
- Created a design system in Figma: cards, tags, color tokens, form fields, validation feedback, notification system
- Ensured high contrast, legibility, keyboard navigability (aligned to WCAG standards)
Sample screens:
- Create Request (multi-part form for Permanent, Fixed Term, Consultant)
- Approval View (Read-only view with comment + action)
- Final Resolution Panel for TalCo decisions
- Master Tracker with exportable Excel reports
Usability Testing
- Conducted 8 user tests with participants from HR, Finance, and PMO
- Validated:
- Clarity of request creation
- Ease of use of dropdown logic and multi-step flow
- Transparency of approvals in dashboard
Iterated interface based on test results:
- Simplified approval routing steps
- Added progress indicators and request history logs
- Reduced cognitive load by hiding irrelevant fields per user role
Implementation & Handoff
- Provided annotated Figma files for OutSystems developers
- Worked with engineering to refine form validation logic and SSO integration
- Collaborated on QA rounds for testing business rule accuracy (e.g., fallback approvers, rejection loops)
Outcomes
- 60% reduction in total approval time
- 100% request traceability across departments
- Near-zero support tickets post-launch
- HR team reusing the RTH framework to build forms for promotions and transfers
- Full SSO + AD integration allowed seamless user identity handling and flow routing