Co-authoring Folder for Simultaneous Document Editing
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Solution Overview
Problem
Current document management systems do not allow for co-authoring between users, especially when some users are internal to an on-premise system and others are external, limiting simultaneous editing and real-time collaboration.
Innovation Solution
Implementing a 'remote check-out' mode that allows documents to be accessed and modified by multiple users through a co-authoring folder, which can be located on-premise or in a cloud service, enabling simultaneous editing and collaboration between users within and outside the organization's firewall.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Productivity
If a document is checked out by one user in a traditional document management system, then the user can edit the document exclusively, but other users cannot access or co-edit the document simultaneously
Solution Approach 1:
The patent segments the document access model by introducing a co-authoring folder that separates the original document location from the working copy location. Multiple users can simultaneously access and edit documents in the co-authoring folder while the original document remains protected in the document management system.
Solution Approach 2:
The co-authoring folder acts as an intermediary between the document management system and multiple users. It provides a shared workspace where users can collaborate on documents without directly accessing the central document repository, enabling simultaneous editing while maintaining system integrity.
2Adaptability or versatility
If external users are allowed to access the on-premise document management system, then collaboration between internal and external users is enabled, but security risks and system complexity increase
Solution Approach 1:
The co-authoring folder serves as an intermediary layer that allows external users to access and collaborate on documents without needing direct access to the on-premise document management system. This mediator approach enables broad collaboration while maintaining security boundaries.
Solution Approach 2:
Instead of allowing external users to access the original documents in the on-premise system, the patent creates working copies in the co-authoring folder. These copies can be accessed by both internal and external users, while the original documents remain protected in the secure on-premise environment.
3Adaptability or versatility
If multiple users access documents through a shared location, then simultaneous co-authoring is enabled, but version control and document security become more difficult to manage
Solution Approach 1:
The patent segments document management into two distinct locations: the original document location in the document management system and the co-authoring folder for working copies. This segmentation allows simultaneous access and editing in the co-authoring folder while the document management system maintains version control and security for the original documents.
Solution Approach 2:
The system provides feedback mechanisms to track document access and modifications in the co-authoring folder. Users can see who is currently working on documents and what changes have been made, enabling coordinated collaboration while maintaining awareness of document state and version history.
Data Source
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AI summary
The invention relates to a document management system and a method therein. In order to perform co-authoring of an electronic object between at least two devices, the method comprises performing a reservation of an electronic object from a server for co-authoring from a first client device, writing the electronic object in modifiable form to a co-authoring folder in a common location accessible by the first client device and at least one other device; providing an access to at least one other device to the co-authoring folder; and when co-authoring of the electronic object is finished, reading the electronic object from the co-authoring folder and writing the electronic object to the server.