Oversight Automation
auto-generate onboarding tasks, from user-defined rules
Streamlines vendor onboarding by auto-generating oversight tasks from user-defined rules. Led the design of a flexible rule builder that reduced manual effort, eliminated repetitive work, and gave compliance teams confidence in consistent oversight.
Industries
SaaS, Fintech, Risk, Automation
Services
Product Design
Date
May 2023 - June 2024
Team
Product Manager, Engineers, Leadership
What are oversight tasks
Oversight tasks involve actions to review vendor, ensuring the vendors meet compliance, deliver expected outcomes and follow regulations.
Problem Statement
Vendor Managers manually create oversight tasks for each new vendor, slowing onboarding and introducing errors.
Existing user flow
Key User Persona
Vendor Manager
Performs oversight during onboarding
Manages vendor relationships and contracts
Identifies risks and enforces compliance
Design Process
Research
We interviewed 10 users including vendor onboarding managers and product owners. I also reviewed existing automation tools in competitor platforms to identify opportunities for improved flexibility and ease of use.
Insights
Proposed User Flow
User defines an oversight task (eg. financial review)
User sets automation rules based on criteria (eg. high-risk vendor → trigger financial review)
Tasks automatically appear in the new vendor's dashboard. (eg. financial review)
Design Iterations
Version 1
Task automation was tied to existing workflows, with limited criteria and scalability.
Step 1: Select one criteria under Pairing method (Risk, Category, NPI, Criticality)
Step 2: Add tasks for each type on the table.
Testing and Result
1. Not Scalable: The system could not support other criteria.
2. Singular rule only: Only one rule set could be active at a time.
3. Long dev time: Limitations with the existing workflows feature.
So we went back to the drawing boarding now considering a customizable automation rule builder that could be based on any form field in the onboarding form.
Version 2
I designed a standalone if–then rule builder to handle multiple criteria and provide greater flexibility. Delivered wireframes in one week, then refined visuals for clarity and usability.
Visual Explorations
Explored variations for rule readability
Dropdown Labels
Familiar but cluttered
Boxed Groups
Clear separation but low readability
Sentences
Highly readable, but repetitive “And” statements
Final Solution
The final design introduced a flexible automation builder within onboarding. Users can combine any form field (risk, product category, location etc.) with “if–then” rules to trigger oversight tasks. This design became the standard pattern for all automation across the platform.
Overview of automations
See all existing automations in one place; click + Create New Automation to add a rule.
Create a new automation
Name it and define the “If–Then” logic
Set criteria
Choose fields such as Risk or Product Category under the “If” conditions.
Add tasks
Use the Then section to assign oversight tasks to be triggered
Saved automation
The completed automation appears in the list with details accessible via dropdown.
Impact and Outcome
Increased efficiency: Cut manual oversight setup, saving time and reducing errors
Enhanced flexibility: Supported multiple criteria, adaptable to different client workflows
Intuitive design: Simplified, readable “if–then” builder adopted widely by users
Standardized solution: Set the rule-builder framework for future automations across the platform
Always open to projects and great design chats — let’s talk!