Automating investment-maturity notices for an ops team
A deposit operations team was manually tracking GIC maturity dates and sending notices by hand. I designed the 0→1 system that automated bilingual email delivery, surfaced failures for resolution, and gave managers visibility into every stage of the workflow.
- Role
- Lead Product Designer
- Team
- 1 Designer · 1 PM · 3 Devs
- Timeline
- 4–5 months
- Platform
- Web · Internal Tool
- Outcome
- Manual notice process replaced by automated daily queue
Daily Queue
The primary workspace for the ops team. Each morning the queue populates with accounts whose GIC matures within the notice window. Operators review drafts, confirm recipient details, and send, all from a single view with inline status across every notice.
Daily Import
The system ingests a daily Excel extract from the core banking platform. Column mapping is auto-detected on upload. The import validates every row, flagging missing emails, unrecognised product codes, and duplicate records, before writing to the queue.
Bilingual Templates
All notices are sent in the account holder's preferred language: English or French. The template library holds eight variants covering both product types (PTC and PBOC) and both notice windows (21-day and 5-day). Admins can create, edit, and deactivate templates without a deployment.
Workflow Dashboard
When a notice fails to deliver, the system creates a workflow item and surfaces it here. Managers can see at a glance how many items are new, in progress, or resolved, and who owns each. The status funnel and analyst workload table made capacity visible for the first time.
Operations Worklog
The Worklog is where Admins and Analysts resolve failed delivery items collaboratively. Each item shows the account, failure reason, escalation level, and current owner. Analysts can self-assign, update status, and track resolution, with a per-item activity timeline for audit purposes.