Designing the 'Share Links' feature for the Terraso app.
UX Designer | Internship
Problem
Users prefer to use their own file-sharing system (e.g., SharePoint/Teams, OneDrive, DropBox, Google Drive, Box) to share files with their teams or groups. They need to ensure that other members of their organization can access the files and that the information remains up-to-date as a living dataset.
Outcome
As the lead UX designer, I designed a sharing feature that allows users to share links to dynamic files at both the landscape and group levels, while retaining access through their preferred cloud-hosting service. Originally intended for sharing living files, the feature was later expanded to include any type of link.
OVERVIEW
About Terraso:
Building a Sustainable Future
Terraso, developed by Tech Matters, is a platform that offers software services and applications to agricultural communities for planning and financing sustainable economies.
Tech Matters is the technology partner in an ambitious global collaboration called 1000 Landscapes for 1 Billion People and provides users with the necessary data and software tools to plan, finance, and track their progress.
Core Partners
Terraso User Mental Map
INFO
Team
Hana Lee, Jose Buitron, Derek Caelin, Myself
My Role
UX Design Intern,
Lead Designer (For this project)
Timeline
3 weeks
RESEARCH
Understanding the problem space
Users often want to share files with their teams or groups, but already use their own file-sharing system (eg, SharePoint/Teams, OneDrive, DropBox, Google Drive, Box) and are reluctant or unable to host files outside this system because they want other members of their organization to retain access, and they want to be able to update their information as a living (as opposed to static) dataset.
For example, they may be maintaining their monitoring and evaluation work in an Excel file based on SharePoint and must keep the primary version of this document on their own system.
OPPORTUNITY
How might Terraso users share data files that already exist and are maintained on other online services, particularly SharePoint and Google Drive?
PERSONA
Understanding our Users
Our personas Pia and Luis helped us to ensure that our team remained focused on creating user-centered products. By sharing these personas with the team, we were able to keep the user at the forefront of our decision-making process.
Pia is a nonprofit organization product manager and maintains a landscape on Terraso.
USER STORIES
Explaining our user's perspective
Based on the user stories below, we identified the solution to provide users with the ability to easily share any kind of resource, whether it be a link to a website, a Google Doc, a YouTube video, etc. with landscape or group members.
We also enabled users to share multiple resources, including file uploads and links, in one go, saving time and reducing the need to share each resource separately. This solution was based on user stories that emphasized the importance of maintaining updated information and simplifying the sharing process.
As Pia, I want to maintain a dataset about landscape-level activities within my organization's Microsoft SharePoint system. However, I also want to provide access to this dataset for members of my group on Terraso, without having to move the file from my SharePoint service.
As Pia, I want to share my Excel sheet with my landscape members as a living dataset so that they can view the updated info and I maintain write access to my document in my drive.
As Pia, I want to have the flexibility to share any kind of resource with my team or group members. Whether it's a website link, a YouTube video, or a living dataset like a Google Doc, I can upload files or share links to ensure they have access to the information they need.
As Pia, I want the ability to upload multiple resources, including files and links to websites or Google Docs, in one action to save time and avoid the need to share each resource separately.
IDEATION
Building out the Experience
I utilized the user stories to gain a deeper comprehension of Pia's needs and motivations. By listing out the assumptions, potential triggers, and other requirements, I created a workflow diagram that aided in the sketching and iteration of the design.
Assumptions
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Pia has the ability to manage access permissions for her files on her own cloud service.
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The file to be shared can be accessed by URL.
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Landscape leaders already adopted tools to share & collaborate within their organizations and/or beyond. Therefore, Terraso will allow expanding the current file sharing practice to Terraso to reach a larger audience when applicable.
Requirements
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Pia, Luis are members of Landscape Sierra in Terraso.
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Pia is aware of Terraso's file library function.
Potential Triggers
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Luis told Pia to share charts from a recent survey project with members of landscape.
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Pia decided to collaborate with another PM in the landscape for aggregating data to the landscape level.
Workflow: Share an XLS file
DESIGN
Building out the Experience
I used the user stories as a basis for creating both low-fidelity and high-fidelity wireframes. Throughout the design process, I conducted frequent testing sessions with all stakeholders. The objective was to find the optimal balance between user needs and project constraints in order to achieve the best possible product outcomes.
I recognized the existing "share files" feature and decided to leverage its infrastructure and module for the new feature.
This informed my initial sketches and design iterations to ensure coherence and consistency in the user experience.
Design Iteration 1
How do you submit a link? How do you undo typing or pasting a link?
The presence of a drop zone symbol indicates a design flaw that needs to be addressed. Additionally, the cluttered appearance of the design does not meet the standards of a clean and organized user interface.
Link preview option not available for MVP.
The purpose of the 4 grid design is unclear and may cause confusion
Design Iteration 2
Model form
Use current infrastructure for easy implementation and consistency.
Final Design Solution
Share Links feature
You now have the ability to easily upload files or share links with members of your landscape or group.
RETROSPECTIVE
Final thoughts & Takeaways
01
During the retrospective, we reflected on our small yet talented and enthusiastic team. As a first-time project lead, I realized the importance of effective communication among team members. It was also clear that when facing challenges, it was beneficial to seek assistance from other team members to collaborate on solutions.
Usability Testing
ts
Our users were thrilled to learn about the new "share links" feature. The feature was scheduled to be tested for the next quarter as per the product roadmap.
It's crucial to thoroughly analyze and break down the problem before moving onto ideation. Contextual understanding is also critical as a design solution that is effective for one platform may not be suitable for another.