OXLO - Desking – F&I Document Management Feature

Project Summary

Scope:

UX Research, Wireframing, Prototyping
8 Weeks

Tools:

Adobe XD

Client Overview

OXLO is a platform for secure data integration and exchange within the automotive industry. In our project, we used it to transmit (or propose to transmit) encrypted financing documents between dealers, lenders, and manufacturers.

Desking, on the other hand, is a software solution that enables quote management and integration.

Goal

Our goal was to integrate a new feature within Desking that would allow Finance & Insurance (F&I) teams to better manage and review documents before sending them to the manufacturer for approval.

Role: UX Designer

My role was to lead the user interviews, user testings and create the wireframes and prototyping of this new Desking feature, working closely with the Product Owner.

Team

Carla Orellana: UX Designer
Pierre Martel: Product Owner

Problem

F&I managers face challenges managing and tracking financing documents before submission to manufacturers. The lack of visibility into document status and missing information causes delays and manual work. We needed to design a feature within Desking that simplifies document review and ensures error-free transmission via OXLO.

How might we…

Help F&I seamlessly manage and review financing application documents before transmitting them via OXLO to the manufacturer?

User Research

We started by analyzing the needs of our main users: F&I managers. Through interviews and dealership visits, we uncovered several key pain points.

Insights from User Interviews

Reviewing an entire pack of documents is time-consuming and error-prone.
Users struggle to find missing signatures or incomplete forms.
They want to see the application status after submission.
Automation and time efficiency are top priorities.

Competitive Analysis

We explored similar tools such as Deal Jacket and Activix, and visited an F&I department in Montreal to observe real workflows.

Understanding the F&I Flow

Ideation & Design

From our research, we determined that we needed two different displays:

VW-specific documents and Non-VW documents

VW Documents example, with batch actions.

Key Features (for both VW and Non-VW views)

Document Table displaying all required files for manufacturer transmission
Per-document actions: Review, Print
Batch actions: Print, Submit
Quick filters: Unsigned, Missing, Favourited, Unsubmitted
Search bar for document lookup
Editable document type via dropdown
Status tracking for each document

Live Non-VW Documents example.

User Feedback

During our first round of testing, users requested the ability to highlight or prioritize certain documents.
We introduced a “Priority” column allowing users to pin or favorite documents to keep them easily accessible.

In the second round, they ask for a possibility to add several documents at the time (batch action of upload).