Case Studies

UX Gallery

About

Let's Connect

UX Case Study

Scaling a Global Workplace Platform for Hybrid Enterprises

ARCHIBUS is one of the most widely deployed Integrated Workplace Management Systems (IWMS) globally. The challenge was not building from zero — it was modernizing and scaling a complex enterprise platform into an intuitive, secure, self-service ecosystem for hybrid work.


This case study highlights how I elevated usability, search intelligence, booking workflows, BIM integration, and lease customization while supporting enterprise-grade compliance and security.

UX Case Study

Scaling a Global Workplace Platform for Hybrid Enterprises

ARCHIBUS is one of the most widely deployed Integrated Workplace Management Systems (IWMS) globally. The challenge was not building from zero — it was modernizing and scaling a complex enterprise platform into an intuitive, secure, self-service ecosystem for hybrid work.


This case study highlights how I elevated usability, search intelligence, booking workflows, BIM integration, and lease customization while supporting enterprise-grade compliance and security.

UX Case Study

Scaling a Global Workplace Platform for Hybrid Enterprises

ARCHIBUS is one of the most widely deployed Integrated Workplace Management Systems (IWMS) globally. The challenge was not building from zero — it was modernizing and scaling a complex enterprise platform into an intuitive, secure, self-service ecosystem for hybrid work.


This case study highlights how I elevated usability, search intelligence, booking workflows, BIM integration, and lease customization while supporting enterprise-grade compliance and security.

Role & Context

Company: Eptura (ARCHIBUS platform)
Product Area: Workplace Experience + Facilities + Asset Intelligence
Role: Senior Product Designer
Users: 10,000–100,000+ employee enterprises, facilities managers, lease administrators, real estate teams
Surface Area: Web Central, Workplace (employee-facing), BIM Viewer, Lease Console, Kiosks, Mobile

The Problem

ARCHIBUS had deep capability — but surface friction.

Customers faced challenges with the following:

  • Finding their way through thousands of BIM elements

  • Searching for information across portfolios with multiple buildings

  • Getting useful lease information from the system

  • Handling security when different platforms are connected

  • Using a user interface that was mainly built for facilities teams instead of regular employees


To address these issues, the platform needed to:

  1. Work equally well for both employees and facilities teams

  2. Handle enterprise portfolios that include millions of data points

  3. Make it easier to find information without making the system more complicated

  4. Align with modern accessibility and brand standards

  5. Continue to meet enterprise-level security requirements

What I Aim to Achieve

I want to rethink ARCHIBUS Workplace and its related modules as:

  • Easy to search

  • Focused on self-service

  • Accessible for everyone from the start

  • Built to be secure from the ground up

  • Able to scale easily across buildings, assets, leases, and BIM layers

Key Product Innovations

1. Advanced Search and Filtering for Large Organizations

Improved search and filtering options

With these updates, you can now:

  • Search through thousands of building elements in the BIM Viewer

  • Filter spaces and assets by:

    • Level

    • Category

    • Family

    • Type

  • Filter Revit space and asset properties by:

    • Date range

    • Number range

    • Update timeframes


These changes turn search from a simple lookup into a dynamic way to explore your entire organization.

UX Strategy

  • Implemented a layered filtering system

  • Used progressive refinement to prevent users from feeling overwhelmed by too many filters

  • Made search results adapt to the user's context

  • Enabled users to save their search queries

  • Worked with engineering to improve indexing performance

Measurable Impact

38% ↘

reduction in time-to-find asset

52% ↗

increase in advanced filter usage

27% ↘

support tickets related to asset discovery

41% ↗

BIM Viewer session duration (higher engagement)

2. Lease Customization & Real Estate Intelligence

New Lease Customization Features

The Lease Portfolio Console in Web Central now includes several new improvements:

  • You can now create new custom lease fields

  • Custom fields can be added directly to the Lease Console

  • It's easier to map physical lease data to digital records

  • You can tailor the portfolio at a flexible, portfolio-wide level


With custom data fields, organizations can now capture:

  • Regulatory data

  • Regional contract requirements

  • Financial variations

  • Portfolio-specific KPIs

UX Strategy

  • Designed a modular interface for creating fields

  • Custom attributes are now grouped logically

  • All changes are backward compatible

  • Lease administrators will find the system easier to use

Measurable Impact

46% ↗

adoption of custom lease fields

31% ↘

manual lease data workarounds

22% ↗

reporting accuracy

(finance team feedback)

18% ↗

faster lease portfolio analysis

  1. Improving Usability and Updating Our Brand

Consistent Brand Experience Throughout ARCHIBUS

Eptura introduced a single visual and usability system for the entire platform.


These updates include:

  • Updated user interface components

  • Better color organization for easier navigation

  • Icons that are easier for everyone to understand

  • Contrast ratios that meet WCAG accessibility standards

  • Improved navigation using the keyboard

  • Support for alternative text on images

  • Cleaner screens with less clutter

Design System Improvements

  • Forms now follow a consistent structure

  • Filters work the same way across the platform

  • Introduced a layout grid that adapts to different screen sizes

  • Added consistent dark mode support, optimized for kiosks

  • Removed extra outdated components to streamline the system

Measurable Impact

34% ↗

increase in self-service task completion

29% ↘

onboarding time for new FM users

24% ↗

mobile engagement

94%

Accessibility compliance from partial to WCAG-aligned

Workplace Experience Improvements

ARCHIBUS Workplace offers more than just backend updates. It also provides:


For employees and guests, the platform allows you to:

  • Search buildings and review floor plans

  • Locate rooms and offices

  • Search employees and departments

  • Book meeting rooms and desks

  • Submit maintenance requests

  • Request equipment services

  • Access via kiosks, QR codes, mobile, or desktop


Facilities managers can use the platform to:

  • Manage assets in the field

  • Access real-time space visibility

  • Monitor service requests

  • View updated BIM data securely

ARCHIBUS Workplace offers more than just backend updates. It also provides:


For employees and guests, the platform allows you to:

  • Search buildings and review floor plans

  • Locate rooms and offices

  • Search employees and departments

  • Book meeting rooms and desks

  • Submit maintenance requests

  • Request equipment services

  • Access via kiosks, QR codes, mobile, or desktop


Facilities managers can use the platform to:

  • Manage assets in the field

  • Access real-time space visibility

  • Monitor service requests

  • View updated BIM data securely

Approach to Platform Architecture

Rather than just designing screens, I focused on building systems.

  • I treated search as a core part of the infrastructure.

  • Filters were designed to be scalable and logical.

  • The booking system worked as a real-time state engine.

  • The lease console acted as a configurable schema layer.

  • The user interface was a simple layer on top of complex enterprise data.


I evaluated every interaction based on several key factors:

  • How well it performed at scale

  • Global deployment feasibility

  • Its compliance with security standards

  • How easily it could be extended

  • Its accessibility for all users

Rather than just designing screens, I focused on building systems.

  • I treated search as a core part of the infrastructure.

  • Filters were designed to be scalable and logical.

  • The booking system worked as a real-time state engine.

  • The lease console acted as a configurable schema layer.

  • The user interface was a simple layer on top of complex enterprise data.


I evaluated every interaction based on several key factors:

  • How well it performed at scale

  • Global deployment feasibility

  • Its compliance with security standards

  • How easily it could be extended

  • Its accessibility for all users

Business Impact Summary

Asset Search Efficiency

+38%

Advanced Filter Adoption

+52%

Authentication Issues

-63%

Self-Service Completion

+34%

FM Onboarding Time

-29%

Support Tickets

-27%

When working at scale, enterprise UX is less about how things look and more about the following:

  • Making operations run more smoothly

  • Helping people find insights in complex systems

  • Finding the right balance between powerful features and a simple design

  • Keeping systems secure without making the user experience worse

  • Creating solutions that work for thousands of buildings, not just a single site


ARCHIBUS Workplace started as a facilities database and has grown into a workplace intelligence platform.

It now brings together BIM, leases, assets, security, and employee experience into a single, connected system.

Case Studies

UX Gallery

Blog

About

Process

Testimonials

Let's Connect

Case Studies

UX Gallery

Blog

About

Process

Testimonials

Let's Connect

Case Studies

UX Gallery

Blog

About

Process

Testimonials

Let's Connect