NTFS Tagged Workflow Object Tracking System
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Solution Overview
Problem
Existing paperless workflow systems lack comprehensive tracking of document history, physical location, and logical position within the workflow process, limiting their ability to manage and access document data effectively.
Innovation Solution
A system that embeds extended NTFS tags in workflow objects to track their status, physical location, and logical location, using these tags to determine properties, methods, and events associated with the objects, allowing for the display of this information through a GUI and enabling users to monitor document progress and access.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Loss of substance
If paperless workflow systems are implemented to eliminate paper-based filing, then cost of file cabinets and office real estate is reduced, but comprehensive tracking of document history and location becomes difficult
Solution Approach 1:
The patent introduces an intermediary tracking system that mediates between the digital document storage system and the need for tracking information. This system uses unique identifiers and database records to bridge the gap between paperless storage and comprehensive tracking requirements, allowing document history and location to be captured without physical paper trails.
Solution Approach 2:
The patent replaces the mechanical/physical tracking system (paper-based filing and manual tracking) with an electronic information system. Digital documents are assigned unique identifiers and tracked through database records, replacing the need for physical file cabinets and manual tracking methods while maintaining comprehensive documentation of document history and location.
2Productivity
If document data volume increases in a paperless workflow system, then processing efficiency is improved, but the complexity of tracking and managing document data increases
Solution Approach 1:
The patent segments the tracking system into modular components: unique identifier assignment, database storage structures, tracking module functions, and retrieval mechanisms. This segmentation allows the system to handle increasing document volumes by adding capacity to individual components rather than redesigning the entire system, thereby managing complexity while maintaining productivity.
Solution Approach 2:
The patent creates a universal tracking framework that can handle multiple document types, storage locations, and workflow processes through a single integrated system. The database structure and tracking methods are designed to be adaptable to various document formats and workflow scenarios, reducing the need for separate tracking systems for different document categories.
3Loss of time
If immediate access to document status and location information is provided, then workflow management efficiency is improved, but system complexity increases
Solution Approach 1:
The patent implements preliminary action by pre-assigning unique identifiers to documents and pre-establishing database structures for tracking information. This preparation work is done in advance, allowing the system to immediately retrieve and display document status and location information without requiring complex real-time processing or system reconfiguration when access is requested.
Data Source
AI summary
An invention for tracking the status, physical location, and logical location of a workflow object as an object of a particular process is created and progresses logically through the phases of associated with the lifecycle. The workflow object remains, at all times, physically stored in an object repository. Each workflow object has at least one embedded new technology file system (NTFS) tag, wherein the NTFS tag is extended as the workflow object progresses through the phases of a workflow cycle. The embedded and extended NTFS tags define a state of the object progressing through said phases of said workflow cycle. Such embedded and extended NTFS tags can be extracted to obtain properties, methods, and events associated with a requested object, and a GUI displays the extracted information indicating status, physical location, and logical location of one or more workflow objects in a workflow cycle.