2023-2024
Overview
I designed and developed a client and document management system called Entity. The project focused on simplifying workflows for financial institutions, making it easy to invite users, send automated notifications, and securely share loan applications across trusted loan companies.
Results
The pilot, although not fully feature-complete, has already achieved a 4x increase in efficiency for gathering and monitoring leads. It has also attracted interest from companies beyond the financial sector, as we are currently developing a multi-tenancy feature to support a wider range of industries.
Automation and streamlined workflows result in significant cost savings by reducing manual effort, minimizing errors, and cutting down administrative overhead.
Research and Key Findings
Based on research, the system focuses on addressing common challenges in client and document management for financial institutions.
Manual Process Slowdown Workflows:
Employees had to spend a significant amount of time manually gathering, processing, and monitoring documents.
Traditional communication and document sharing rely heavily on manual steps, leading to delays and errors.
Lack of automation results in inefficiencies in client onboarding and document handling.
Inadequate Integration Across Loan Companies:
Existing systems struggle to securely share loan applications and documents between multiple loan companies.
This leads to compliance issues and poor coordination across different providers.
Communication Bottlenecks:
SMS and email notifications are often sent manually, causing communication delays.
Financial institutions need quick, reliable communication tools to keep clients and partners updated.
Solutions Implemented
Effortless Client Management: Simplified client onboarding and tracking make it faster to manage client information and reduce operational work.
Quick Communication: Automated SMS and email notifications ensure real-time updates, improving response time and communication flow.
Secure Cross-Company Sharing: Loan applications and documents can be securely exchanged across multiple trusted loan companies, maintaining compliance and transparency.
Efficient Document Handling: An organized, accessible system allows financial institutions to handle, share, and store documents effortlessly.
Effortless Client and Document Management
Making client and document management simple and easy. Managing documents should be quick and straightforward, with tools that help users organize, access, and share files without any hassle. The goal is to save time and reduce effort, so users can focus on their work more efficiently.
Admins can invite multiple users at once and send SMS and email notifications, ensuring they receive loan applications. These applications can be shared across various trusted loan companies, allowing legitimate loan companies to exchange documents and update the status of users efficiently.
The review page allows you to edit SMS, email content, contact details, and requests for information and documents.
Here, you can view a client's information, with all key details consolidated for quick and easy access.
User Side
After an admin sends an invite, the user will receive an SMS or email. The user can access the provided link from either message, which can be reused. To maintain privacy, users are prompted to set a password during their first access, allowing them to return to the link anytime using the password they created.
There is also a messaging feature that allows the admin to directly communicate with users. This enables the admin to address issues such as incorrect or missing documents, or ask questions about the applicant's document submission.
Key Learnings
Entity provides better communication by allowing admins to directly message users to resolve issues like incorrect or missing documents and ask questions about document submissions. It ensures easy access for users through SMS, email, and reusable links. Privacy is strengthened by prompting users to create a password on their first access, allowing them to return to the link anytime securely.
The platform also simplifies document management by consolidating client information in one view, saving time and effort.
Overall, it combines multiple communication channels to create a seamless and efficient workflow.