WORKFLOw BUILDEr · WEB
Empowering teams to define SaaS renewal approval flows
Productiv, a SaaS management platform, was well-received for its license optimization capabilities, but this core offering was often seen as a one-time activity, limiting long-term ROI. To address this, the App Procurement Hub (APH) was introduced to streamline recurring app renewals, automate workflows, and integrate contract data, driving sustained engagement and value.
From ideation to release it took us 6 months, including a beta release. APH was launched in Dec 2022, was a very well received by our customers. The success of APH resulted in creating a new product offering Enterprise Suite which included all of Productiv core offering plus APH.
ABOUT PRODUCTIV
Productiv is a SaaS management platform that helps organizations optimize software investments by providing insights into usage, automating workflows, and enabling data-driven decisions.
Challenge
Design a workflow builder for Procurement managers to build custom SaaS renewal approval & review process, to ensure timely renewal & get more time for vendor negotiations.
My ROLe
I was responsible for the gathering requirements, conducting user research, design iterations, user testing, design handoff and QA. For this project i collaborated with CPO and Eng lead during ideation phase and later on with development team
PROBLEM STATEMENT
Inefficient renewal process, driving up costs
Procurement managers struggle with managing app renewals due to delayed approvals, reliance on manual processes, and challenges coordinating stakeholders across IT, Finance, and department heads. These inefficiencies lead to missed deadlines, auto-renewals, limited negotiation power, and unclear accountability, resulting in increased costs and reduced flexibility.
User RESEARCH & INSIGHTS
Understanding software procurement & related challenges
Our research aimed to understand the primary challenges faced during app procurement and renewals. The focus was on identifying key pain points, required attributes for renewals, stakeholder involvement, and existing inefficiencies in the process.
PERSONA
“I wish i have more time to be on top of my renewals”
IDEATION
Researching ideal interaction model for workflow builder
BETA release
Renewal workflow
As part of the MVP beta release we launched workflow builder to aid users model their renewal workflow process into the product via the builder
ITERATION
Addressing user feedback
Post releasing the MVP we spoke to users to identify potential gaps and areas of improvement, we spoke to Procurement and IT users across 5 companies who started using our MVP. Although most of the them agreed the solution did address their pain point of automating renewals. They did share feedback around the limitations of feature
Interaction didn’t work well for building complex workflows
Need ability trigger steps in parallel
Users complained that
navigating a complex
workflow was difficult
Based on the feedback received i iterated on the designs and delivered the final mocks to the development team along with the design documentation
FINAL DESIGNS
We launched the workflow builder product in Dec 2022
The feature was well received by our customers and it helped Productiv to venture into a new domain of procurement
Impact
Enhancing user engagement and driving ROI growth
Workflow builder successfully validated the hypothesis that addressing app renewals as a recurring pain point would enhance user engagement and generate revenue. By automating and streamlining renewal processes, it positioned Productiv as a critical tool for managing SaaS lifecycles, creating value for customers and strengthening Productiv's market position.
25%
Increased Engagement
during the MVP
phase.
40%
Time Savings: as reported by
Procurement teams
15%
Revenue Growth