VIVE Sync from HTC VIVERSE is a VR collaboration platform built for immersive remote meetings and content sharing, users can upload files and present them in the virtual environment through the website. Since the file manager tool was developed before I joined, my role focused on solving the user problem and improving the experience to support content management and meeting preparation.
Company:
HTC VIVERSE
Role:
UX&UI Designer
Year:
2022
Our team
1
UX&UI Designer
4
Developers
8
Artists
1
Quality Control
The Problem
The VIVE Sync File Manager is a desktop tool limited to uploading and converting PowerPoint files for VR presentations. However, this creates several usability challenges for business users who rely on diverse content formats when preparing for meetings:
Limited file format support:
Users often need to present PDFs, images, and videos, but the File Manager only accepts PowerPoint (.pptx) files. This forces users to convert or redesign their materials, leading to extra effort, time loss, and potential formatting issues.
No file persistence:
Uploaded files are tied to a single meeting room and are deleted once the meeting ends. Users must re-upload the same files every time they start a new meeting, making content sharing inefficient and repetitive.
Lack of visible file format guidance:
The tool does not clearly indicate which file types are supported. This information is only available in the user guide, which is inconvenient and easy to miss.
These limitations reduce flexibility, interrupt user flow, and create barriers for efficient preparation and collaboration in the VIVE Sync VR environment.
The original file manager tool only allowed file uploads via Windows
Challenge
When I joined the team, the UI designer had just left, and there was no dedicated project manager. I took on both UX and UI responsibilities while also handling planning tasks.
How do I manage 3 roles altogether?
When my supervisor (design manager) assigns a task to me, I'll learning from her to understand the urgency and task scope, and the purpose or problem we aim to solve. These can help me come up with a raw solution to discuss with the development manager to know how much time we need. If it'll take too much time to develop and design, then either break down the process into phases or simplify it to launch in a short time.
Such as aligning timelines, phasing the work, and coordinating with developers. The only initial input was the launch date, so I had to quickly propose 2-3 solutions, gather feedback from the team director and development lead, and estimate timeframes—often with little clarity up front. Due to limited time and high-fidelity expectations, I streamlined the design process by skipping wireframes, integrating user flows and visual design directly into a single high-fidelity deliverable
I discussed with my manager the data structure visually and clearly listed the types of files that should be displayed and used on different platforms.
Solution
As remote collaboration becomes more common, the need for simple and flexible cloud-based file sharing is growing. To support this shift, we redesigned the VIVE Sync file experience with:
Account-based storage system: By shifting from meeting-specific uploads to an account-based model, users can upload their files once and access them across any VR meeting. This significantly reduces repetitive actions and supports better cross-session planning.
User storage plans: Introducing tiered storage options allows users or organizations to choose plans based on their needs. This supports scalability while encouraging long-term use and content management.
Web-based access: Moving the file upload interface to the web removes OS limitations and enables file management from any platform—Windows, macOS, tablets, or mobile devices—making it more inclusive and accessible.
Support for multiple file formats: By allowing users to upload PDFs, images, videos, and 3D files directly, the new system accommodates real-world presentation workflows, increasing efficiency and creative flexibility.
This redesigned experience reduces friction, supports diverse use cases, and better aligns with the expectations of enterprise users preparing for VR collaboration.
The file will be automatically classified after the user uploads it. There will be a soft reminder to let the user know where the file goes.
Edit file and exceeded storage cases
RWD for tablet
RWD for mobile
Key takeaways
This project offered a dual opportunity: to contribute to UX and strategic planning. Initially, with no clear product direction, I proactively collaborated with the development manager and team director to clarify technical constraints and business goals, thereby defining a realistic project scope and timeline. Concurrently, I produced detailed high-fidelity design documentation—encompassing problem statements, product logic, and user flows—to streamline developer communication. My ownership of both planning and design ensured the project remained on track and met team expectations, despite limited resources and tight timelines