Document Approval Workflow Automation via Coded Image Encoding
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Solution Overview
Problem
Existing document approval management systems lack automation in the workflow process, relying on manual storage of operation requests, approvals, and execution results, which limits the ability to create and manage digital workflows efficiently.
Innovation Solution
A document approval management system that includes an image forming apparatus, a document management server, and a mail server connected via a network, utilizing an image acquisition device, character recognizer, coded image creator, and authenticator to automate the document approval process by encoding workflow information and transmitting it via email for approval, with options for manual and digital signatures.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Productivity
If manual storage of operation requests and approvals is used, then the system is simple to implement, but the productivity and automation level are low
Solution Approach 1:
The patent replaces manual mechanical operations (physical document handling, manual approval recording) with an automated information processing system that uses image reading devices, character recognition, and database storage to automatically capture and process approval information, thereby improving productivity while managing system complexity
Solution Approach 2:
The system enables self-service automation where the image reading device automatically captures documents, the character recognition system automatically extracts approval information, and the database automatically stores records without requiring manual intervention for each approval transaction, thus enhancing productivity
2Extent of automation
If automated workflow creation is implemented, then the extent of automation increases, but the device complexity increases
Solution Approach 1:
The patent segments the document approval system into distinct functional modules: image reading device for document capture, character recognition system for information extraction, workflow creation module for process automation, and database for storage. This segmentation enables automated workflow creation while managing complexity through modular design
Solution Approach 2:
The patent introduces a character recognition system as an intermediary between the image reading device and the workflow creation module, automatically converting captured document images into machine-readable text that can be processed by the workflow system, thereby increasing automation while using the intermediary to manage complexity
3Reliability
If digital signature functionality is added, then the reliability and security improve, but the device complexity increases
Solution Approach 1:
The patent merges the digital signature functionality with the existing character recognition and database storage components, integrating signature capture, validation, and storage into the unified workflow system rather than adding a completely separate subsystem, thereby improving reliability while minimizing the increase in device complexity
Data Source
AI summary
A document approval management system includes an image forming apparatus, a document management server, and a mail server, connected via a network. The image forming apparatus includes an image acquisition device, a character recognizer, a workflow information acquirer that acquires workflow information from character information recognized, a coded image creator that creates a coded image including the workflow information, a generator that generates an image with coded image, a workflow creator that creates a workflow of the image with coded image, an output device that outputs the image with coded image of the workflow to the document management server, an e-mail transmission device that transmits an e-mail accompanied with the coded image to an approver, an image forming device that forms the image with coded image on a recording sheet, and a signed image acquirer that acquires a signed image, when an approval receiver receives the approval.