VALANI

A Smarter Way to Manage Retail Consignments

5 min read

System Design

Data-heavy Workflow

B2B Wholesales

VALANI

A Smarter Way to Manage Retail Consignments

System Design

5 min read

Data-heavy Workflow

B2B Wholesales

Overview

Overview

VALANI is a jewelry wholesaler working with 100+ retail partners.

This project explores the redesign of their inventory tracking system.

VALANI is a jewelry wholesaler working with 100+ retail partners.

This project explores the redesign of their inventory tracking system.

1

Timeline

Jan, 2025 - Sep, 2025

2

The Team

1 UX Designer (me), collaborating with Sales and Marketing stakeholders

3

Role

I analyzed and restructured the existed workflow to design a consignment system for scalable data management

Problem

Problem

In the past few years, VALANI’s sales operations relied heavily on spreadsheets and fragmented workflows.

As the dataset grows, tracking orders became increasingly difficult.

In the past few years, VALANI’s sales operations relied heavily on spreadsheets and fragmented workflows.

As the dataset grows, tracking orders became increasingly difficult.

01

Time-Consuming Paperwork

Creating and updating orders required navigating multiple spreadsheets and manual steps.

02

Poor Tracking & Visibility

Finding specific orders was difficult due to limited structure and filtering capabilities.

03

Repetitive Data Entry

Repeated data entry and disconnected processes increased time and operational effort.

How might we digitize VANALI’s consignment workflow to streamline order creation,
maintain comprehensive records, and reduce repetitive manual work?

How might we digitize VANALI’s consignment workflow to streamline order creation,
maintain comprehensive records, and reduce repetitive manual work?

INTRODUCING

VALANI CONSIGNMENT SYSTEM

VALANI CONSIGNMENT SYSTEM

Impact

100%

100% opt-in rate from sales reps during the trial phase

30 min

All trainees completed first draft order in 30 minutes

40%

Reduced new order creation time by approximately 40%

Process

Process

The system evolved through iterative design cycles focused on improving how users retrieve and edit consignment orders.

Each iteration addressed specific workflow challenges discovered during testing and stakeholder feedback.

The system evolved through iterative design cycles focused on improving how users retrieve and edit consignment orders.

Each iteration addressed specific workflow challenges discovered during testing and stakeholder feedback.

1

Understand Workflow

Understand Workflow

Analyzed existing spreadsheet and defined design objectives

Analyzed existing spreadsheet and defined design objectives

2

Structure System

Structure System

Translated fragmented workflows into structured interface.

Translated fragmented workflows into structured interface.

3

Iterations

Iterations

Refined interaction patterns to improve usability.

Refined interaction patterns to improve usability.

Challenges

Challenges

Sales reps frequently create new consignment orders and return later to update small details.

As order volume grows, both creating and updating orders become time-consuming.

Sales reps frequently create new consignment orders and return later to update small details. As order volume grows, both creating and updating orders become time-consuming.

Sales reps frequently create new consignment orders and return later to update small details. As order volume grows, both creating and updating orders become time-consuming.

01

Order Creation

How can users create orders faster without repetitive data entry?

01

Order Creation

How can users create orders faster without repetitive data entry?

Verion 1: Replicate original worksheet

user revealed that there are too much information required upfront, leading to frequent pauses & backtracking.

user revealed that there are too much information required upfront, leading to frequent pauses & backtracking.

Follow the original pattern to create a scrollable "create new" page.

Version 2: Enable progressive data entry

Allow user to create order first, update data later.

Cons
1. Unclear input flow: users filled forms inconsistently (row-by-row vs. column-first)
2. Field overflow issues: input limits were too restrictive for real client data

The final design supports multi-session workflows through progressive data entry. Fields are arranged one per row for better readability.

Usability Testing

  1. 100% of users preferred the pop-up flow over the long scroll form

  2. Users reported less pressure and smoother task flow during multi-session order creation

  3. Order creation time reduced by ~55% compared to Version 1

02

Order Editing

How can users quickly edit existing orders?

Option 1: Section Edit

User can edit section-by-section by scrolling the page.

Cons

  1. Overwhelming page scroll

  2. Hard to locate the specific field

  3. Feeling unsafe ("I need to put everything in the edit mode to do a small change.")

Option 2: Section-based Tabs

Use tab to categorize sections for clear, faster navigation.

Cons

  1. Frequent context-switching: required constant tab switching for cross-reference

  2. Visual clarity & hierarchy still lacking

The final design uses a side drawer for editing individual sections, while keeping key order info always visible on top. This reduces context switching and improves scanability with clearer visual hierarchy.

Usability Testing

  1. Task completion time reduced by 30% compared to Version 1

  2. All sales reps preferred the drawer editing interaction for daily updates; reported improvements in speed, clarity, and reduced frustration

Takeaways

Takeaways

Workflow design requires systems thinking.

Workflow design requires systems thinking.

Features like progressive entry, search filtering, and data reuse should align with user intent, backend logic, and future scalability

Features like progressive entry, search filtering, and data reuse should align with user intent, backend logic, and future scalability

Interaction design must serve operational clarity.

Interaction design must serve operational clarity.

The most effective solutions supported team workflows, reduced ambiguity, and fit into daily routines without disrupting major tasks.

The most effective solutions supported team workflows, reduced ambiguity, and fit into daily routines without disrupting major tasks.

Strategic UX requires aligning design with business priorities.

Strategic UX requires aligning design with business priorities.

Balancing stakeholder needs and user behavior meant advocating for solutions that supported long-term efficiency and adoption.

Balancing stakeholder needs and user behavior meant advocating for solutions that supported long-term efficiency and adoption.

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Crafted with love and passion by Cici Dong © 2026

Thanks for stopping by!
Like my work and want to chat? Let’s connect ↓

Email

|

LinkedIn

Crafted with love and passion by Cici Dong © 2026