Dynamic Document Policy Application via API Plug-ins
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Solution Overview
Problem
Conventional document management systems require manual and time-consuming processes for applying document policies, especially when handling multiple documents or integrating with third-party applications, which can lead to inefficiencies and increased costs.
Innovation Solution
The document management system dynamically identifies triggering properties within documents, tags them with API plug-ins, and activates these plug-ins when the document is transmitted, thereby automatically applying entity-specific policies and reducing manual intervention.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If manual processes are used to apply document policies, then users can control document settings, but the process becomes time and labor intensive
Solution Approach 1:
The system performs preliminary actions by automatically applying document policies and settings before documents are sent to recipients. Triggering properties embedded in documents activate API plug-ins that pre-configure authentication, security, and other policy requirements, eliminating the need for manual setup later in the workflow.
Solution Approach 2:
Documents become self-configuring by containing triggering properties that automatically activate appropriate policies and settings. The system serves itself by detecting these triggers and applying the correct document management rules without requiring user intervention, thereby maintaining control while improving efficiency.
2Ease of operation
If manual processes are used for document handling, then users can apply settings individually, but the process becomes time consuming especially when handling multiple documents
Solution Approach 1:
The system performs preliminary actions by automatically applying document policies and settings before documents are sent to recipients. Triggering properties embedded in documents activate API plug-ins that pre-configure authentication, security, and other policy requirements, eliminating the need for manual setup later in the workflow.
Solution Approach 2:
The system provides universal document policy application across multiple document types and third-party integrations. A single triggering property mechanism works across diverse document formats and integration scenarios, allowing the same automated approach to handle individual or bulk documents uniformly without requiring separate manual processes for each case.
3Adaptability or versatility
If conventional document management systems are used, then basic document handling is possible, but integration with third party applications becomes inefficient and costly
Solution Approach 1:
The system uses an intermediary mechanism - API plug-ins activated by triggering properties - to bridge document management functionality with third-party applications. This intermediary layer enables seamless integration with external systems like HR platforms and customer service tools, allowing automated policy application across different ecosystems without requiring complex custom integrations for each third-party system.
Data Source
AI summary
A document management system identifies policies specific to an entity's domain and applies relevant policies to documents managed by the entity. The document management system identifies a portion of the document with a triggering property associated with the entity's domain and tags that portion with an application programming interface (API) plug-in. After the document is transmitted to a recipient, the document management system activates the API plug-in. The API plug-in runs a function on the document, applying a subset of the entity's policies to the document.