Search Folder Conversion for Document Hierarchy Management
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Solution Overview
Problem
Transitioning documents managed using a normal folder tree to a management environment with search folders is challenging, as it is difficult to define search conditions and utilize hierarchical information effectively.
Innovation Solution
A document management apparatus and method that converts normal folder tree management to search folder management by defining document attributes, assigning folder names as attribute values, and converting folders into search folders using these attributes as search conditions.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Adaptability or versatility
If documents are managed using a normal folder tree with a single classification system, then the folder structure is simple and easy to understand, but it is difficult to classify documents according to multiple classification intentions
Solution Approach 1:
The patent segments the single classification system into multiple independent classification systems by introducing virtual folders. Each virtual folder represents a different classification intention (e.g., department-based, project-based, chronological), allowing documents to be organized according to multiple criteria simultaneously without creating a complex hierarchical structure.
Solution Approach 2:
The patent introduces virtual folders as intermediary elements between the physical folder storage and the user's classification needs. These virtual folders act as mediators that map documents to multiple classification systems without requiring physical reorganization, enabling flexible multi-dimensional classification while maintaining simple physical storage structure.
2Adaptability or versatility
If virtual folders with search conditions are introduced to enable multiple classification systems, then documents can be classified according to multiple intentions, but it becomes difficult to define search conditions and assign attribute information without user load
Solution Approach 1:
The patent implements automatic attribute assignment where the system automatically extracts and assigns attribute information from existing folder structures and document metadata. The conversion unit automatically defines search conditions based on the original folder hierarchy, eliminating the need for users to manually assign attributes and making the system self-configuring.
Solution Approach 2:
The patent performs preliminary analysis of the existing folder structure to pre-define appropriate search conditions and attributes before user interaction. The conversion unit automatically identifies relevant classification criteria from the folder hierarchy and pre-configures the virtual folders with appropriate search conditions, reducing user workload.
3Reliability
If transitioning from normal folder tree to search folder management is performed manually, then search conditions can be precisely defined, but the transition process is complex and time-consuming
Solution Approach 1:
The patent performs preliminary automatic analysis of the existing folder structure to pre-define search conditions and attributes before user interaction. The conversion unit automatically identifies relevant classification criteria from the folder hierarchy and pre-configures the virtual folders with appropriate search conditions, reducing user workload.
Solution Approach 2:
The patent implements a feedback mechanism where the conversion unit automatically generates conversion results and presents them to users for confirmation. Users can review the automatically defined search conditions and attributes, provide feedback for corrections, and the system adjusts accordingly, ensuring both accuracy and efficiency in the transition process.
Data Source
AI summary
A document management apparatus, which converts management of documents managed using a folder tree to management using search folders, newly defines attributes of documents included in respective hierarchies of the folder tree as a conversion source. To each document which belongs to the folder tree, a name of a folder in an upper hierarchy, which stores that document, is assigned as an attribute value of the defined attribute. Each folder which configures the folder tree is converted into a search folder which can search for documents assigned with the attribute values using the name of that folder as a search condition.