File Sharing Application for Secure Electronic Meeting Document Access

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Solution Overview

Problem

Current electronic meeting tools require participants to manually request and share electronic documents, often without security restrictions, leading to unauthorized access.

Innovation Solution

A file sharing application integrated with collaboration clients that allows on-demand sharing of electronic documents during meetings, with user-friendly graphical interface objects for requesting and managing access, and optional security restrictions.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Ease of operation

If manual document sharing is used without security restrictions, then ease of operation is improved, but security and reliability deteriorate

Engineering Contradiction:

Improveease of document sharingVSAvoidsecurity of electronic documents

Core Design Contradiction:

Ease of operationVSReliability

Solution Approach 1:

The patent introduces a file sharing application as an intermediary between the collaboration client and document storage. This intermediary automatically manages document requests, generates secure access links, and enforces security policies without requiring manual intervention from users, thus maintaining ease of operation while improving security reliability

Inventive Principle:

Principle #24Intermediary (Mediator)

Solution Approach 2:

The system implements self-service by automatically processing document sharing requests without manual security configuration. The file sharing application autonomously generates secure access links, manages permissions, and handles document distribution, eliminating the need for users to manually configure security settings while ensuring consistent security enforcement

Inventive Principle:

Principle #25Self-service

2Reliability

If automated file sharing with security restrictions is implemented, then reliability is improved, but device complexity increases

Engineering Contradiction:

Improvesecurity of electronic documentsVSAvoidcomplexity of file sharing system

Core Design Contradiction:

ReliabilityVSDevice complexity

Solution Approach 1:

The file sharing application is designed as a universal multi-functional system that handles document requests, generates secure links, manages permissions, and distributes files through a single integrated interface. This consolidates multiple security functions into one system, improving reliability while managing complexity through functional integration rather than proliferation of separate components

Inventive Principle:

Principle #6Universality (Multi-functionality)

Solution Approach 2:

By positioning the file sharing application as an intermediary layer between the collaboration client and document storage infrastructure, the system abstracts complex security management from end users. The intermediary handles all security-related operations automatically, presenting a simple interface to users while managing complexity internally through standardized security protocols

Inventive Principle:

Principle #24Intermediary (Mediator)

3Productivity

If separate manual document distribution is used, then device complexity is reduced, but productivity deteriorates

Engineering Contradiction:

Improveefficiency of document distributionVSAvoidcomplexity of sharing system

Core Design Contradiction:

ProductivityVSDevice complexity

Solution Approach 1:

The file sharing application enables continuous automated document distribution throughout the electronic meeting process. As documents are shared during meetings, the system continuously monitors requests and automatically distributes files in real-time, eliminating interruptions and manual distribution steps, thus improving productivity while the automated nature manages complexity

Inventive Principle:

Principle #20Continuity of useful action

4Ease of operation

If on-demand document sharing is implemented, then ease of operation is improved, but loss of time in manual processes increases

Engineering Contradiction:

Improveconvenience of document requestVSAvoidtime for document distribution

Core Design Contradiction:

Ease of operationVSLoss of time

Solution Approach 1:

The system performs preliminary actions by pre-generating secure access links and preparing document distribution mechanisms before requests are made. When a user requests a document during a meeting, the file sharing application has already established the security infrastructure and can immediately distribute the file, improving ease of operation while minimizing time loss through advance preparation

Inventive Principle:

Principle #10Preliminary action

Data Source

PatentUS10374991B2Approach for sharing electronic documents during electronic meetings

Publication Date: 2019.08.06 RICOH CO LTD

AI summary

An approach is provided for sharing electronic documents during electronic meetings. Client devices of meeting participants are configured with a file sharing application that allows participants of an electronic meeting to request and receive, during the electronic meeting, electronic documents that are displayed during the electronic meeting. The file sharing application allows presenters to review and approve or deny requests for electronic documents, and to apply security restrictions to electronic documents on a participant-by-participant basis. Security restrictions may also be specific to particular electronic meetings and access to electronic documents shared during electronic meetings may be restricted to users who were participants of the electronic meetings. The approach is not limited to files per se and is applicable to sharing any type of data in any format or structure.