Product Overview
Litera Secured Shared is a secure platform for email exchange and cloud storage, primarily targeting law firms to support confidential data exchange and storage for lawyers. It provides features like secure, encrypted email, audit logs, metadata cleaning, and comprehensive file management in the cloud.
Responsibility
Create design guideline
Design sprint
Persona define
UX validation
Create design system
User research
Cross Team Collaboration
Handover to dev
Requirement gathering
Competitive analysis
Design high fidelity mockup
Tools
Balsamiq
Figma
Problem Statement
Law firms require a secure, streamlined method to share sensitive data and documents without compromising confidentiality.
Traditional email services lack detailed audit trails, metadata control, and file access revocation—key for legal compliance.
Existing cloud services don’t cater specifically to the needs of law firms regarding file comparison, version control, and access permissions.
Goals
Primary Goals:
To provide a secure communication and storage solution tailored to legal professionals.
To facilitate compliance with legal industry data privacy standards.
To increase productivity and ease of access for legal teams by providing secure, easily navigable, and organised data storage.
Secondary Goals:
To enhance collaboration within law firms through secure sharing and tagging.
To build trust by implementing user-driven transparency features (audit logs, version history).
Design Process
Understand
User Research
Competitve Analysis
Define
User Personas
User Journey
Ideate
User Flow
Information Architecture
Design
Wireframe
Hi-Fi Designs
Prototype
Test
UX Validation
Future Concept
User Research
Methodologies:
Interviews: Conduct interviews with lawyers, paralegals, and legal administrators to understand their workflows, pain points, and priorities.
Surveys: Distribute surveys to potential users, focusing on current data storage and communication methods, security needs, and any issues they encounter.
Contextual Inquiry: Observe daily practices of lawyers in document sharing, editing, and managing client communications to uncover latent needs.
Key Findings:
Security Priority: Legal professionals prioritise secure, encrypted communication channels.
Traceability: Audit logs and the ability to track user actions on documents and emails are critical.
Usability Concerns: Lawyers are not always tech-savvy, so an intuitive, user-friendly interface is essential.
Metadata Concerns: Lawyers often need to remove metadata from files for confidentiality.
Competitive Analysis
Key Competitors
Microsoft 365: Offers secure communication and cloud storage but lacks law-specific features like file comparison and metadata cleaning tailored to legal needs.
Dropbox for Business: Provides secure file storage with sharing options but does not include specialized email features or audit logs.
Zix Corporation: Known for encrypted email solutions but lacks comprehensive cloud storage features and customisation for the legal field.
Gap Analysis
Unique Selling Points: Litera Secured Shared stands out with its audit trails, tagging, metadata cleaning, file comparison, and tailored access control options—features not fully addressed by mainstream solutions.
User Persona (Persona 1)
NAME:
Alex Morgan
AGE:
45
EDUCATION:
Juris Doctorate
JOB:
Senior Lawyer
LOCATION
New York, NY
Bio
Alex is a well-established corporate lawyer with a reputation for handling high-stakes cases. Known for attention to detail and confidentiality, Alex often manages complex cases requiring meticulous documentation and secure client communication. The role demands constant interaction with other partners, clients, and external consultants, often dealing with highly sensitive legal documents.
Pain points
Confidentiality Concerns: Alex is constantly concerned about potential data leaks or unauthorized access to sensitive documents, especially during client communications and document sharing with external parties.
Auditability and Compliance: Needs to maintain a clear audit trail for all actions on shared documents to comply with legal standards and demonstrate due diligence.
Document Management: Managing different versions and ensuring only the latest, “clean” versions are accessible can be challenging, especially when collaborating with multiple partners.
Complexity in Metadata: Often receives files with embedded metadata that could reveal confidential information if shared without cleaning.
Goals
Maintain Client Trust: Wants to ensure all communications and file exchanges are secure and confidential, building trust with high-profile clients.
Efficient Collaboration: Aims for seamless collaboration with other legal partners, with features like tagging and file comparison to improve productivity.
Ensure Compliance: Needs to comply with strict legal documentation and privacy standards, including detailed logs and metadata cleaning, to avoid liability issues.
Quick Access to Information: Wants to be able to search and filter past emails and files easily, helping to find essential information swiftly for case preparation.
User Persona (Persona 2)
NAME:
Emily Chen
AGE:
32
EDUCATION:
Bachelor’s degree in Legal Studies
JOB:
Legal Assistant
LOCATION
Dublin, IR
Bio
Emily is a seasoned paralegal, primarily responsible for supporting lawyers by managing case documentation, preparing files, and coordinating communication with clients and partners. Known for being detail-oriented and organized, Emily’s role requires extensive file management, documentation, and frequent back-and-forth communications with clients and other legal professionals.
Pain points
Overwhelmed by Documentation: Frequently works with a high volume of documents and struggles to keep them organized, often needing to track various versions and changes.
Need for Easy Collaboration: Often needs to send documents to multiple recipients and keep track of who has access, sometimes needing to revoke access based on case updates.
Manual Metadata Cleaning: Manually cleaning files of metadata is time-consuming, and accidental slips can lead to unintentional disclosure of sensitive information.
Time Management: Searching for documents, managing email exchanges, and keeping track of file histories can be time-consuming, especially under tight deadlines.
Goals
Efficient Document Management: Seeks an intuitive storage solution that makes it easy to compare, update, and retrieve document versions quickly.
Streamlined Communication: Wants a system that simplifies secure email exchanges, allowing for quick tagging and filtering of emails by case or priority.
Minimize Risk of Error: Aims to reduce the risk of unintentional metadata exposure or incorrect file versions, safeguarding client confidentiality and firm reputation.
Improve Task Efficiency: Wants tools that minimize repetitive tasks (e.g., cleaning files, auditing access logs) so she can focus on higher-priority support tasks.
User Journey Map
Goal: Securely share a sensitive document with a partner for review, ensuring confidentiality and compliance.
Actions
Preparing the Document for Sharing
Selecting Email Options and Adding Recipients
Task List
Open the document and review its contents for sensitive information.
Check for any embedded metadata that could reveal confidential information.
Use the metadata cleaning tool to remove all unnecessary metadata from the document.
Tag the document with relevant case identifiers for easy future reference.
Open the email composer within Litera Secured Shared.
Select the encryption option to ensure secure delivery.
Add the partner as a recipient and set the access permissions (view-only or editable).
Attach the cleaned document and write a brief message explaining the purpose.
Feeling
Thoughts
“I need to ensure all sensitive details are concealed. Removing metadata is crucial before sharing.”
“Tagging will make it easier to find later, but I hope it’s quick to set up.”
“Encryption is non-negotiable here; I need to protect this information at all costs.”
“It’s reassuring that I can control whether my partner can edit or just view the document.”
Improvement
Opportunities
Automated Metadata Scanning: Implement a prompt that automatically scans and flags metadata upon file upload, reducing manual effort.
Suggested Tags: Provide tag suggestions based on recent cases or commonly used terms to speed up the tagging process.
Preset Permissions: Offer preset access levels based on common use cases (e.g., “Partner Review” with view-only permissions) for faster selection.
Recipient Auto-suggestions: Suggest recent collaborators when adding recipients, saving time on manual entry.
High Fidelity Screen
litera.com/scs
litera.com/scs
litera.com/scs
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