Contract Submission Flows

Introduction:

As the platform scaled to support enterprise and strategic partners, internal admins needed a faster and more flexible way to submit contracts for multiple producers across different carriers. Existing workflows were rigid, sequential, and often blocked progress when some contracts required producer or agency review while others did not.

I was tasked with designing a contract submission experience that could support bulk operations, mixed submission requirements, and future workflow expansion, without slowing down users or creating unnecessary dependencies.

Problems:

• Admins needed to submit multiple contracts at once, often for:

  • A single producer

  • Multiple producers

• Contracts had different submission requirements, including:

  • Admin-only submission

  • Producer review

  • Producer signature

  • Agency review

• Existing flows forced contracts into rigid bundles, causing delays:

  • Contracts that didn’t require review were blocked by those that did

• Enterprise admins required speed and scale, but also clarity and control

• The system needed to be future-proof, supporting new submission methods without redesigning the flow

My role:

• Designed the end-to-end contract submission workflow

• Defined UX patterns for:

  • Bulk actions

  • Mixed submission requirements

  • Independent contract progression

• Collaborated closely with product and engineering to align UX intent with system constraints

• Focused on reducing bottlenecks while maintaining compliance and transparency

Design Goals

• Allow admins to assign and submit multiple contracts in bulk

• Support different submission methods within a single workflow

• Prevent contracts from blocking each other unnecessarily

• Provide clear ownership and next steps for each contract

• Ensure the system could scale to future submission and approval models

Key Design Considerations

Bulk by Default

Enterprise admins manage high volumes of contracts. The workflow prioritizes bulk selection and batch actions while preserving clarity at the individual contract level.

Flexibility Over Rigid Bundling

Contracts progress based on their own requirements, not the slowest dependency in a group.

Unblocked Work

Admin-only contracts should move forward immediately, even when other contracts require producer or agency input.

Clarity of State

At every step, the system communicates:

• Who needs to act

• What is blocking progress

• Which contracts are ready to submit

Future-Proofing

The workflow supports additional submission methods (portal, email, PDF, etc.) without requiring structural changes.

Mid-fi mockup

Outcomes / Success stats:

I designed a multi-step contract submission flow that balances scale with control:

• A bulk entry point allows admins to select multiple producers and assign contracts in one action

• Contracts are configured individually, even when added in bulk

• Submission states are clearly grouped:

  • Requires additional steps (producer or agency action)

  • Ready for submission

  • Submitted

• Admins can:

  • Send contracts to producers individually or in bulk

  • Edit or revise contracts without restarting the flow

  • Submit contracts independently by carrier

This approach ensures work continues wherever possible, instead of forcing users to wait on unrelated dependencies.

Contract Builder. Producer Assignment. 

Product Assignment

Contracts are assigned

Contract Builder

Learnings:

• Bulk workflows still require precision and transparency

• Blocking behaviors increase risk and frustration at enterprise scale

• Clear contract ownership (“who acts next”) significantly reduces confusion

• Designing for flexibility early avoids brittle workflows later