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Document OCR doesn’t have to be boring.

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Challenge
Pagily is a French company specializing in simplifying document management for enterprises. They focus on automating documentation processes such as scanning, archiving, sharing, and printing documents. Following a comprehensive rebranding, the company approached us to help design an OCR (Optical Character Recognition) tool, which was intended to be an advanced yet simple and intuitive mobile application.
What did we do?
We initiated the project with a series of workshops with the client to gain an in-depth understanding of Pagily's product and its key features. These workshops not only helped define the scope of work but also allowed us to better comprehend the expectations and needs of end-users. Through this process, we efficiently developed UX solutions that were tested during the design phase, significantly accelerating subsequent stages of the project.
We successfully designed UI solutions consistent with the new branding. We introduced views that made browsing documents simple and accessible through swipe gestures. Users gained the ability to easily sort, filter, search, and manage files via workbooks assigned at the document scanning stage. Additionally, we created new sets of custom icons used in workbooks and menus, as well as animated illustrations in the main menu, enabling users to quickly perform the most important actions within the application.

Pagily – an application for OCR document processing

DIGITAL | Pagily | Project Range

Digital | pagily | Mockup video vimeo

We began the project with a series of workshops with the client, which allowed us to efficiently develop UX solutions and quickly move on to the interface design phase. Simultaneously, we created visual elements to support the project, such as custom icons and animated illustrations.

Na podstawie przeprowadzonych badań oraz w oparciu o przygotowane wcześniej scenariusze użytkowe tworzymy architekturę informacji całej aplikacji. Projektując kolejne funkcjonalności testujemy je z potencjalnymi użytkownikami oraz z naszym klientem. Projekt ma formę interaktywnej makiety dostępnej online.

Planning and Workshops

Information Architecture (UX)

User Interface Design (UI)

DIGITAL | Pagily | Zakres projektu

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Our work on Pagily focused on creating a well-organized UI Kit, drawing inspiration from the project's existing branding. We used geometric shapes as the foundation of the design, with the brand's unique element&mdash;a green dot with a smiley face&mdash;becoming the central focus of our efforts. The UI Kit includes standard interface components such as buttons, checkboxes, and dropdown menus.
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Digital | Pagily | style guide1

We added custom illustrations and icons that give the application character and enhance navigation. To create a smoother and more interactive user experience, we also implemented a series of micro-animations. Though subtle, they contribute to the perception of the app as modern and user-friendly, which is crucial for success in the world of document digitization.

Digital | Pagily | style guide 2

The simplest tool for document OCR.

Digital | Pagily | fota

The onboarding process in mobile applications is always designed individually to suit the specific nature of each app. In the case of Pagily, the specifics of our solution required explaining a few unique points. The most important one was the need to create an account in the web application before logging into the mobile app. We explained this step-by-step to the user during the onboarding process.

Digital | Pagily | fota onboarding

In Pagily, the onboarding process is tailored to the user's role. Each of the two roles&mdash;administrator and standard user&mdash;has its own dedicated introduction to the application.

Another important element of the authorization process is the CODE that appears during the first login to the mobile app. The process of generating and using this code is clearly explained during onboarding. Pagily also assists the user in detecting printers in their surroundings during the onboarding process, a crucial step for the app's full functionality.
Each stage of onboarding is illustrated, providing the user with simple, easy-to-understand visuals at every step. This helps ensure that the process is easy to follow, enabling users to effectively navigate and use the app.

Digital | Pagily | fota2

One of the key processes in Pagily is the detection and addition of printers. After connecting to a Wi-Fi network, the app scans for available printers and allows users to link them to their account. This enables users to print documents directly from the mobile app. The added printers are also visible in the web application, where users can centrally manage scanned or printed documents.

Digital | Pagily | fota3

In the Pagily app, the process of managing documents and printers is intuitively linked to the bottom navigation menu. A centrally located quick action button allows users to perform key tasks instantly, such as taking a photo, scanning a document, or searching for files. The menu opens with an animation above the navigation bar, featuring custom illustrations for each action.
The bottom menu also provides quick access to all documents added by the user, organized into workbooks assigned during the document upload process. Additionally, users can view a list of available printers, manage them, send print jobs, and adjust both app and user settings.

Digital | Pagily | menu showcase video

After selecting the scanning option from the bottom menu, the user utilizes their phone&rsquo;s camera to capture the document. Once scanned, the app immediately displays a preview of the file, allowing the user to ensure the document looks correct before proceeding with further processing.
Before the document is uploaded to the cloud for OCR processing, the user must assign it to the appropriate workbook. Pagily offers various workbook categories to streamline document organization, such as expenses, invoices, contracts, personal documents, and orders. This ensures that each scanned document is instantly categorized, significantly speeding up future file management and retrieval.

Digital | Pagily | skanowanie i dodawanie

Digital | Pagily | skanowanie i dodawanie (duplicate)

Scanned documents are uploaded to the cloud, where they go through the OCR process in the web application. Once this process is completed, the documents are returned to the mobile app as editable text files. These files can then be searched, copied, and processed further, making it much easier to manage large volumes of documents. The documents appear in the list already indexed, allowing the user to check the accuracy of the OCR. If necessary, users can edit the documents in the assigned text fields to correct any recognition errors. After this step, the documents are saved and placed into the workbooks they were previously assigned to, enabling users to easily filter and search for them, which improves overall document management within the app.

Digital | Pagily | ui kit dokumenty

The key advantage of the Pagily app over other solutions lies in its ability to automatically connect with all printers available on the network, giving users exceptional flexibility in handling documents. During the onboarding process, the app detects all network printers and allows users to quickly add them to their account. This means that any document, regardless of format, can be printed instantly from the mobile app to one of the previously detected printers. This greatly speeds up and simplifies document management, eliminating the need for complicated device-to-printer connections.