Implementing Rapid Recovery Solution

Keepit

COMPANY

Keepit

ROLE

UX Designer

Industry

SaaS, Data Protection

YEAR

2024

Project Description

I led the design and implementation of Microsoft 365 backup integration into Keepit's existing backup solution. The goal was to build a secure, scalable, and user-friendly experience that enables enterprise users to back up and restore Microsoft 365 workloads including OneDrive, SharePoint, Teams, and Exchange through our backup platform.

This involved rethinking the onboarding flow, aligning with Microsoft’s APIs, and enhancing the efficiency of data restore processes. By simplifying complex workflows and addressing pain points in both functionality and usability.

Problem

The challenge was to integrate a Microsoft Backup Solution into the Keepit platform to significantly reduce backup and restore times while ensuring enterprise-level security and ease of use.

Objectives

  • Integrate Microsoft 365 in a way that fits existing user flows

  • Improve backup/restore performance and usability

Role

I led UX from strategy to delivery, identifying gaps, designing end-to-end flows, validating designs through testing, and aligning closely with engineering and PMs.

Timeline

5 months

Team

PM, Frontend/Backend Engineers, QA, Solution Architect

Design Process

The design process followed four distinct phases: Discovery, Define, Design, and Delivery. Throughout each phase, I collaborated closely with product managers, QA specialists, and engineers to ensure solutions remained technically feasible while maintaining a clear vision across the organization.



Discovery

  • Conducted stakeholder interviews to uncover technical roadblocks

  • Reviewed Microsoft Graph APIs and data limitations

  • Facilitated workshops to align on updated scope and value


Tools and Methodology

  • Tools: Figma, Supernova, Zoom, Slack

  • Activities: Journey mapping, design reviews, usability testing, edge case documentation

  • Methodology: Agile sprints, weekly syncs, async design handoff

Define

Problem Statement Definition

How can we create a solution that delivers rapid, secure backup and restoration of Microsoft 365 workloads for enterprise users, while ensuring both intuitive usability and enterprise-grade technical reliability?

Scope

To seamlessly integrate Microsoft 365 workloads (OneDrive, SharePoint, Teams, and Exchange) into Keepit's backup platform by redesigning user flows, enhancing backup and restore speed, and aligning UX with technical requirements and Microsoft APIs delivering a secure, scalable, and user-friendly enterprise solution.

Solution

To effectively design the Microsoft 365 integration, i broke down the product lifecycle into four key phases:

  • Onboarding.

  • Data Management.

  • Data Restore.

  • Integration Deletion.

This structured approach allowed us to visualize and streamline the entire user journey from initial setup through managing backups, restoring data, and securely removing the integration.

Design

Next was the creation of a user journey map and which led to ideation phase, where we brainstormed and drafted our initial ideas for the user flow. After that, we held an alignment meeting with project managers, frontend and backend developers to make sure everyone was aligned.

Low Fidelity

We moved into low-fidelity design, where we conducted our first round of testing. We used the feedback received to refine our designs and then progressed to creating a high-fidelity prototype. It was a collaborative and iterative process between FE dev’s, PM and design team. This really helped us refine our ideas to ensure we met the users' needs.

High Fidelity

After completing the high-fidelity design, we conducted the second usability test. This was a key moment for us, as it allowed us to validate our design decisions and ensure that everything was user-friendly. It was really rewarding to see how our design performed in real-world scenarios and to gather valuable feedback that would help us make it even better.

During the design of the hi-fi prototype there were some missing key elements, one of which was the notification component, i designed and documented this on supernova (design document database).


Test

We used some key metrics to gauge how well our design was performing, our key focus being; 

  • Error rate 

  • Completion rate 

  • Learnability rate

  • Satisfaction

These helped us gather insight of the user experience. By focusing on these areas, we were able to pinpoint where our design was succeeding and where it needed a bit more fine-tuning. It was really helpful to make sure our design was not only working well but also providing a great experience for our users.

Results and Impact

  • Backup and restore speeds improved by 73% on 7TB test data

  • Reduced backup and recovery of enterprise data to mins.

  • Enabled enterprise users to comply with data recovery and backup regulations, ensuring adherence to data compliance standards.



Other Project Contributions

I played an integral role as a team member in the following projects, where collaborating and contributing to the final design was an invaluable experience:

  • Anomaly Detection

  • Dashboard 2.0 Redesign

  • Public Link Protection

  • Policy Creation and Management