Document Collaboration System with Version Locking and Time Limits
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Solution Overview
Problem
Conventional document collaboration methods, such as Microsoft's online Office, face challenges in efficiently managing document sharing and collaboration among multiple users, particularly in balancing document processing functions with convenient and efficient collaboration, especially when users are offline.
Innovation Solution
A document collaboration method that involves creating message accounts for users to establish contacts or collaborative groups, allocating initial version numbers to documents, setting sharing permissions and time limits, and automatically sending notifications to ensure timely reminders, while locking edited content for protection and updating versions upon completion.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Adaptability or versatility
If conventional online Office tools are used for document collaboration, then document processing functions are available, but the collaboration function is simple and inconvenient for multiple offline and online users
Solution Approach 1:
The system integrates multiple communication functions (instant messaging, email, notifications) into a single document collaboration platform, allowing users to collaborate seamlessly whether online or offline. The message account system supports multiple types (instant messenger, email, SMS) to accommodate different user preferences and connectivity states, making the collaboration tool universally applicable across various scenarios.
2Ease of operation
If file sharing through traditional mail and instant messengers is used, then file sharing is simple, but document processing functions and efficient collaboration are lacking
Solution Approach 1:
The patent combines file sharing capabilities with comprehensive document processing functions in a unified system. Users can share documents through familiar messaging interfaces while simultaneously accessing full document editing, version control, and collaboration features, merging the simplicity of file sharing with the power of document processing.
3Ease of operation
If multiple users edit documents simultaneously without content locking, then collaboration is flexible, but content integrity and protection are compromised
Solution Approach 1:
The system implements dynamic content locking mechanisms that adapt to user actions. When a user edits content, that specific portion is automatically locked to prevent conflicts, while other portions remain editable by other users. The locking status changes dynamically based on editing activities, maintaining both content integrity and collaboration flexibility.
4Device complexity
If users manually manage document versions, then version control is simple, but collaboration efficiency is reduced due to lack of automatic updates and notifications
Solution Approach 1:
The system automatically performs version management tasks without requiring user intervention. When documents are updated, the system automatically creates new versions, timestamps them, and notifies relevant users through their message accounts. This self-service approach eliminates manual version tracking while maintaining clear version history and improving collaboration efficiency.
5Ease of operation
If sharing time limits are not enforced, then document sharing is convenient, but users may not be reminded to notice expiration and maintain document security
Solution Approach 1:
The system implements automated feedback mechanisms through message accounts that notify users when document sharing time limits are approaching or have expired. These notifications provide timely feedback to users, reminding them to review and extend sharing permissions if needed, thereby maintaining document security while preserving sharing convenience.
Data Source
AI summary
A document collaborating method among multiple users automatically notifies related users once a setting of sharing is finished and regularly reminds the related users according to a sharing time limit. In the document collaborating method, one or more types of message accounts correspondent to a username of each user is created; a document initial version number is allocated for one or more documents which the user shares with contacts of the user or a collaborative group of the user, and a correspondent sharing permission and a correspondent sharing time limit are set; thereafter, notification messages are sent to the contacts of the user or the collaborative group of the user by the message account, and the message accounts of all sharing users of the shared document regularly reminds the sharing users to notice the time limit according to the sharing time limit.