Helping teams eliminate chaos, improve access control, and bring structure to a growing ecosystem of internal and external documentation. We partnered with Tesco’s supply chain division to replace an overloaded Google Drive setup with a robust, role-based document management system tailored for scale, security, and compliance.
Task
Design a centralized system that supports document lifecycle management, with features like automated naming, version control, and permission-based access for internal teams and external partners.
Tesco’s supply chain and internal departments handled thousands of documents spanning HR policies, supplier files, audits, and compliance materials. Google Drive couldn’t keep up.
There was no version control, no naming consistency, and no way to manage permissions efficiently across teams and external partners.
Key Issues:
Poor user role and permission management
Inefficient document versioning and naming conventions
No structured workflows for approval, requests, or updates
Limited filtering and categorization options
We identified three core user groups and designed unique experiences for each:
Admins: Full access to create, edit, archive, and assign documents across teams.
Internal Staff & Suppliers: Access to specific documents by department or role.
External Partners: Restricted to public, non-sensitive documents only.
Bringing structure to chaos, one filename at a time
One of the biggest pain points for Tesco’s document team was inconsistent naming. With thousands of documents shared across departments and regions, manual naming resulted in duplicates, misfiled content, and poor discoverability.
The Objective
To introduce a system-generated naming structure based on Tesco’s internal taxonomy—ensuring every document is instantly recognizable, searchable, and compliant with organizational standards.
How It Works
Documents are automatically named based on 3–5 customizable attributes, selected during the creation phase. These include:
At the heart of the ATS is the Candidate Pipeline — a kanban-style interface where recruiters can move applicants through various stages like Applied, Interviewed, Shortlisted, and Hired.
We ensured:
Drag-and-drop interactions to move candidates intuitively
Status indicators and tags for visibility
Bulk actions for recruiter efficiency
The result was a layout that felt familiar yet robust, designed for scale and clarity.
Candidate Pipeline Empty
Candidate Pipeline
clients
Jobs
Dashboard
Company Detail
The redesigned ATS didn’t just streamline hiring workflows—it became a foundation for freeC’s HR tech ecosystem. By bridging gaps between teams, automating repetitive tasks, and simplifying complex journeys, we helped recruiters focus on what really matters: finding the right talent.