Document Distribution System for Mixed-Mode Enterprise Repositories
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Solution Overview
Problem
Current electronic document distribution technologies often fail to seamlessly integrate with enterprise document repositories, lack flexibility, and do not efficiently support both occasional and heavy use within enterprises, particularly when handling mixed-mode distributions of pre-existing and newly created documents.
Innovation Solution
The system enables automatic transmission of a set of documents, including pre-existing and newly created ones, to a predefined list of recipients via various formats and destinations, using a graphical user interface integrated with enterprise email applications, allowing for dynamic recipient lists and format conversions, and triggering distribution based on the creation of specific documents.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If multifunction devices with embedded scanning are used to scan documents to email addresses or file servers, then document distribution to single recipient is achieved, but integration with enterprise document repositories and support for multiple formats is limited
Solution Approach 1:
The system enables a single scanning action to perform multiple distribution functions simultaneously - scanning a document and automatically distributing it to multiple recipients via different channels (email, fax, repository upload) in different formats (PDF, TIFF, OCR-text) without requiring separate operations for each function
Solution Approach 2:
The invention introduces an intermediary distribution system that acts as a mediator between the scanning device and various enterprise repositories or communication channels, handling the complexity of format conversion and routing automatically so that users simply specify destination addresses rather than configuring each integration detail
2Ease of operation
If e-mail protocol is used for document distribution, then easy dissemination between creator and recipient is achieved, but distribution to multiple subsequent recipients inside and outside enterprise is limited
Solution Approach 1:
The system merges multiple distribution functions (email, fax, repository upload) into a single unified distribution operation that can simultaneously reach multiple recipients both inside and outside the enterprise, combining the simplicity of email with the versatility of multi-channel distribution
3Productivity
If add-on or third-party solutions are used to enhance multifunction devices, then document distribution functionality is improved, but integration with enterprise document repositories and scalability are insufficient
Solution Approach 1:
The distribution functionality is segmented into independent modular components that can be selectively activated - users can choose to distribute to email recipients, fax numbers, or repository locations based on their specific needs, with each component operating independently but coordinating through a unified distribution manager
Solution Approach 2:
The system provides dynamic configuration capabilities where distribution parameters (recipients, formats, channels) can be modified in real-time based on document type, recipient preferences, or enterprise policies, allowing the same scanning operation to adapt to different distribution scenarios without requiring separate predefined configurations
4Extent of automation
If scanning is enhanced with distribution capabilities, then automatic distribution is achieved, but support for mixed-mode distributions of pre-existing and newly scanned documents is insufficient
Solution Approach 1:
Users can pre-configure distribution templates that specify which pre-existing documents should be included in a distribution, and these templates can be automatically executed when new documents are scanned, combining automated scanning with automated distribution of both new and pre-existing documents in a single operation
Data Source
AI summary
The invention provides, in some aspects, methods for electronic document distribution that permit automatic transmittal of a set of documents to one or more recipients. The set includes documents pre-existing at the time the distribution is specified, as well as at least one that is subsequently created. Such “mixed-mode” distribution can be used, for example, to effect automatic distribution of pre-existing word processing documents (or spreadsheets, etc.), along with a newly scanned document, e.g., a hand-written note. Distribution of the documents is triggered by creation of the latter document—in this example, the scanned hand-written note.