Product Designer Guide

How Product Designers can use Freshbase to document user flows and collaborate on experience specifications.

This guide shows how Product Designers can use Freshbase to document user flows, maintain terminology consistency, and collaborate on experience specifications.

Your workflow in Freshbase

As a Designer, your typical workflow combines documentation and collaboration:

Idea or requirement arrives
    ↓
You document the user flow
    ↓
Use Canvas to refine with AI assistance
    ↓
Keep the Glossary with consistent terms
    ↓
Collaborate with PO and devs on documents
    ↓
UX specification ready for implementation

1. Document user flows

Freshbase is ideal for documenting flows before creating visual prototypes. Use Chat to structure them:

Creating flows from scratch

“Help me document the user registration flow. The user can sign up with email or Google.”

Detailing scenarios

“Create the usage scenarios for the checkout flow, including error cases”

Mapping states

“What are all the possible states of an order in the system?”

The assistant creates structured documents that serve as UX specifications — useful for aligning with developers before investing time in high-fidelity prototypes.

2. Use Canvas to refine

Canvas (in Knowledge > Canvas) is the ideal visual editor for design work:

1. Open an existing document or create a new one
2. Ask the assistant to edit specific parts:

   “Rewrite the alternative flow section with more detail about error handling”

3. Approve or adjust the suggestions
4. Keep iterating until the document is complete

When to use Canvas vs. Chat:

• Canvas — when you want to edit a specific document with precision
• Chat — when you want to explore ideas, brainstorm, or create from scratch

3. Keep the Glossary consistent

The Glossary ensures that everyone (including the AI) uses the same terms:

Why does this matter for design?

• Prevents the same concept from having different names in documents and the UI
• Improves communication with developers
• Ensures meeting transcriptions use correct terms

How to maintain it

1. Identify key product terms (e.g., “cart”, “bag”, “basket” — which is the official term?)
2. Register them in the Base’s Settings, Glossary section
3. Include synonyms and clear definitions
4. When new terms appear in meetings, the AI suggests adding them to the Glossary (via Inbox)

Treat the Glossary like a language “design token” — just as you standardize colors and typography, standardize terminology.

4. Collaborate with PO and developers

Freshbase facilitates collaboration on documents:

Working with the PO

• The PO breaks down requirements in Chat — you complement with UX flows
• Decisions that affect UX appear in the Inbox — review and add a design perspective
• Use shared documents to align product vision and experience

Working with developers

• Document expected behaviors in clear language
• Use usage scenarios in “Given/When/Then” format to eliminate ambiguity
• Ask the assistant to generate acceptance criteria that devs can implement directly

Usage scenario example

Ask the assistant:

“Create BDD scenarios for the password recovery flow”

Result:

Scenario: User requests password recovery
  Given the user is on the login screen
  When they click "Forgot my password"
  And enter their registered email
  Then a recovery email is sent
  And a confirmation message is displayed

5. Extract insights from meetings

Discovery meetings and user research sessions generate a lot of material. Freshbase helps:

1. Import transcriptions from research meetings
2. Review the extractions in the Inbox — identify user pain points, suggestions, and patterns
3. Approve the relevant insights to the Base
4. Use Chat to synthesize:

   “What were the main pain points mentioned by users in the last 3 research meetings?”

Suggested routine

When	What to do
When receiving a requirement	Document the user flow in Canvas
After discovery meetings	Review Inbox for research insights
Weekly	Review and update Glossary
At the start of each feature	Create usage scenarios with Chat
Before prototyping	Validate UX specification with PO (via shared documents)

Tips for Designers

• Text before pixels. Using Freshbase to document flows in text forces clarity of thought before investing in visual prototypes.
• Glossary is design. Terminology consistency is part of the user experience.
• Canvas for precision. Use Canvas when you need to edit specific parts of a document without redoing everything.
• BDD scenarios bridge design and dev. Writing expected behaviors eliminates ambiguity.