Automatic Conference File Association via Calendar Analysis
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Solution Overview
Problem
Web conferences often start late due to participants' difficulties in locating and sharing relevant files, leading to delays as they navigate through unfamiliar videoconferencing software and shared spaces.
Innovation Solution
The system automatically associates and shares conference materials by analyzing calendar invitations and shared spaces, allowing files to be displayed and selected directly from the conference interface at initiation, eliminating the need for participants to manually find and share them.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If participants manually locate and share files during web conferences, then file sharing functionality is achieved, but conference start time is delayed
Solution Approach 1:
The system performs preliminary actions by automatically associating files with the conference before the conference starts. Files are pre-loaded and associated with the conference identifier, so when the conference begins, files are already ready for immediate sharing without requiring participants to manually locate and share them in advance.
Solution Approach 2:
The system provides self-service functionality where the conference system automatically handles file association and presentation without requiring manual intervention from participants. The system autonomously retrieves files based on conference identifiers and presents them automatically, eliminating the need for participants to manually navigate and share files.
2Adaptability or versatility
If participants manually navigate to find files, then file location flexibility is achieved, but time consumption increases
Solution Approach 1:
The system introduces an intermediary mechanism where the conference system acts as a mediator between participants and files. Instead of participants directly navigating through file systems, the conference system retrieves and presents relevant files as an intermediary service, significantly reducing the time and effort required to locate and access files during the conference.
3Speed
If the system automatically associates files with conferences, then conference start speed is improved, but system complexity increases
Solution Approach 1:
The system achieves universality by using a general file association mechanism that can handle multiple file types and sources through a unified approach. The same core functionality of associating files with conference identifiers can be applied across different file storage locations and types, reducing the need for complex specialized systems for each file source while maintaining fast operation.
Data Source
AI summary
The present technology automatically shares materials at the start of a videoconference without requiring a participant to find the materials or instruct the videoconferencing application to share the materials. The conference materials can be automatically shared without any conference participant involvement. The present technology automatically associates materials included in a calendar invitation to the conference or in a shared space referenced in the calendar invitation. These materials can be automatically shared when the conference launches.