Prowoks: A Document and Workflow Management Solution

Prowoks is an intelligent workflow and document-management platform designed to bring digital transformation to public-sector agencies and enterprises in Nigeria. Developed and launched in 2021, it enables organisations to manage approvals, archive documents, streamline workflows, reduce paper dependency and increase staff productivity. For example, state governments in Oyo State, Nigeria and Ekiti State, Nigeria, have deployed Prowoks to replace manual jam-filled paperwork with more efficient digital processes. My role as Lead Product Designer involved shaping the end-to-end experience — from user research to design system creation and hand-off — ensuring the platform delivered measurable productivity improvements and a user-centric interface.

Existing workflows in many organisations were paper-based, manual, and slow, with approvals bottlenecked by physical sign-offs and archiving.

Users ranged from low-digital-literacy staff in government agencies to management-level stakeholders needing visibility and control, making UX design complex.

Diverse user-roles (agents uploading documents, approvers, administrators) had to be accommodated in one coherent platform with minimal training required.

Integration with legacy systems, physical archives, and organisational hierarchies posed design and implementation constraints.

The need for a scalable design system to support new modules (document filing, signature management, archives) without breaking consistency.

Organisations reported a significant increase in staff productivity, with fewer delays in approvals and less time spent on document-routing and filing.

Prowoks achieved measurable cost savings by reducing reliance on physical filing infrastructure (cabinets, storage space, printing).

The design and deployment of a unified design system enabled faster rollout of new features and modules, reducing design-to-development iteration time and improving consistency across the platform.

Multiple government agencies (including Oyo and Ekiti States) deployed the solution, demonstrating real-world trust and adoption in a regulated public-sector environment.

Building for digital transformation means designing not just screens, but the underlying workflow logic, user roles, and organisational culture.

Simplifying complexity is essential: by focusing on intuitive interfaces for paper-used-to-digital users, adoption is markedly higher.

A robust design system is a force-multiplier — it ensures consistency, speeds development, and supports scaling beyond initial modules.

Mapping user roles early (uploaders, approvers, administrators) is critical for creating flows that serve all personas effectively in large-scale systems.

Tangible UX outcomes (productivity increase, cost savings, faster approvals) strengthen stakeholder buy-in, particularly in public-sector clients.