Document Version Management in Message Exchange Services
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Solution Overview
Problem
In message exchange services, it is difficult for users to determine whether a document is a revised version or unrelated to the original document, and to specify which documents or messages are relevant for version management, especially when multiple revised versions exist.
Innovation Solution
An information processing apparatus that allows users to designate a range of target messages, extracts and presents related documents, and performs version management by receiving user input to identify and manage both the original and related documents within the service.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Adaptability or versatility
If multiple revised version documents are created in a message exchange service, then the document revision capability is improved, but it becomes difficult to determine which document is a revised version and which is unrelated
Solution Approach 1:
The patent segments the document management function by separating the version management interface from the general message exchange interface. When a user designates a target message, the system extracts and presents only the relevant documents in a dedicated version management screen, segmenting the complex information into manageable portions that clearly show document relationships.
Solution Approach 2:
The patent introduces an intermediary version management screen that acts as a mediator between the message exchange service and the documents. This intermediary interface receives the target message designation, extracts related documents, and presents them in a structured format that reveals document relationships, thereby solving the identification difficulty.
2Measurement precision
If a user manually specifies documents and messages for version management, then the precision of document selection is improved, but the time and effort required increases
Solution Approach 1:
The patent applies preliminary action by automatically extracting and presenting candidate documents before the user makes a selection. The system pre-processes the target message to identify and display related documents in the version management screen, so users don't need to manually search for relevant documents, thus maintaining precision while reducing time investment.
Solution Approach 2:
The system provides feedback by displaying extracted documents and their relationships in the version management screen based on the user's target message designation. This feedback mechanism allows users to verify the extracted documents and make informed selections, ensuring precision while minimizing the time required through automated document identification.
3Loss of information
If all extracted documents are presented to the user, then the completeness of information is improved, but the complexity of the interface increases
Solution Approach 1:
The patent applies local quality by tailoring the information presentation to the specific context of version management. The version management screen displays only the documents and messages relevant to the designated target message, with localized information such as extraction results and relationship indicators, rather than presenting all system information uniformly.
Solution Approach 2:
The patent adds a new dimension to information presentation by introducing a hierarchical structure in the version management screen. Documents are organized with their relationships to the target message clearly displayed, adding a relational dimension that helps users understand document connections without increasing overall interface complexity.
Data Source
AI summary
An information processing apparatus includes: a processor configured to: receive, in a message exchange service for exchanging a message and a document attached to the message, designation of a range of target messages from a user; extract documents included in the range, and receive a first document designated by the user from among the extracted documents; present, to the user, second documents that are documents related to the first document from among the extracted documents; and receive a document designated by the user from among the second documents, and perform version management of the designated document together with the first document.