Vasion Sign

Context

Background. Vasion Automate helps organizations digitize and streamline their business processes. Several years ago, an internal e-signature tool was built but it was shelved. It existed as an isolated system that couldn't communicate with the broader platform. An engineer recently solved the integration problem, reopening the opportunity. But the tool was outdated, misaligned with the current design system, and had never been validated with real users. That's where I came in.

The Real Problem. The original tool answered "can we build e-signature functionality?" It never answered "will users actually want to use it?" Five discovery calls revealed a consistent theme: people who regularly send documents for signature were sick of overcomplicated tools. The real problem was that without a redesign, this tool would have been just another one of them. Simplicity had to be the foundation the redesign was built on.

Redesigned Vasion Sign interface — The redesigned interface alongside the original. Simplified, modernized, and aligned to the design system.

Original outdated signature tool design — The redesigned interface alongside the original. Simplified, modernized, and aligned to the design system.

Constraints

No Design Foundation. The UX was outdated, flows were confusing, and nothing aligned with Vasion's current design system. I referenced it to understand core functionality, then rethought the interface and interaction model from scratch.

Timeline Pressure. Vasion Sign was scoped to launch alongside the broader Automate platform in May 2026, creating a fixed deadline that required fast prioritization and decisive calls throughout.

Engineering Feasibility Guardrails. With an inherited codebase already in play, some design directions required early negotiation with engineering to find solutions that were both buildable on schedule and genuinely good for users.

Modal for managing document signers, with fields for name, email, and role. — A simple, familiar interface for adding signers and adjusting settings.

Key Decisions

Single-Page Setup vs. Stepped Wizard. Early exploration included a wizard-style flow for document configuration, a common pattern in setup-heavy tools. I ruled it out. A multi-step wizard would have added navigational overhead without adding clarity, which ran counter to what users told us they needed. A single-page layout kept configuration visible and in context, with the tradeoff of a denser initial view, preferable to hiding information behind steps.

The Template Flow Pivot. My initial design let users save a document as a template at the end of the setup flow. Engineering flagged that mid-flow template-saving would require complex state management that wasn't feasible within our timeline. Rather than cutting templates, I reframed the entry point. Users now choose upfront whether they're creating a one-time document or a reusable template. This eliminated the technical problem while improving the experience.

Vasion Sign document builder in its empty state, before any fields have been placed on the document. — A single-page layout keeps the full configuration visible and in context, reducing cognitive load and delivering the lightweight feel that users wanted.

Expected Outcomes

Vasion Sign launches in May 2026 alongside the Automate platform. The design is complete and currently in build. We're tracking toward two early success metrics: 500 documents sent within the first six months post-launch, and an average setup-to-send time of under two minutes. Both are set directly in response to what users told us mattered most.

Dragging and dropping fields onto a document in the Vasion Sign builder.

Reflection

This project reinforced the value of designing with the end-to-end experience in mind from day one. Thinking ahead to how each feature connected to the next let me catch downstream issues early, reducing the late-stage redesign that quietly kills timelines. The template pivot was also a good reminder that engineering constraints, when surfaced early, sometimes produce better design outcomes than the original direction would have.

Interface Highlights

Users have the option to type, upload, or draw their signature. — Users can easily type, upload, or draw their signature.

Users can easily add signers in bulk through a simple CSV upload experience.

Signers can be added in bulk through a simple, intuitive CSV upload.

Keeping track of a sent document is easy by checking its status.

Sent documents are easy to track with at-a-glance status updates.

AI automatically adds fields to a document, drastically reducing setup time.