Electronic Whiteboard Automatic File Naming via Meeting Data
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Solution Overview
Problem
Conventional electronic whiteboards require users to manually set file names for shared files, which is time-consuming and inefficient, especially when using external services like storage and email during meetings.
Innovation Solution
An information processing apparatus that identifies users, acquires information from external services, generates options for file identification, and controls the display to allow users to select and automatically set file names for easy identification and transmission.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Loss of information
If users manually set file names for shared files, then users can easily identify at which meeting the file is used, but it takes time and effort for such setting
Solution Approach 1:
The system automatically generates file names using meeting information (title, date, participants) without requiring manual user input. The electronic whiteboard performs self-service by acquiring meeting data from the external service and creating identification information automatically, thereby resolving the contradiction between maintaining file identification quality and reducing time/effort investment
Solution Approach 2:
The system performs preliminary actions by pre-acquiring meeting information from external services before file sharing occurs. By having meeting titles, dates, and participant information ready in advance, the system can automatically generate appropriate file names without requiring users to manually create them during the file sharing process
2Productivity
If the electronic whiteboard automatically generates file names using meeting information, then the time and effort for setting file names is reduced, but the system complexity increases
Solution Approach 1:
The electronic whiteboard integrates multiple functions: it acts as both a meeting platform and a file sharing system with automatic naming capabilities. By incorporating an acquisition unit that interfaces with external services and a generation unit that creates file names, the system achieves multi-functionality, allowing it to handle both meeting management and automated file identification without requiring separate systems
Solution Approach 2:
The system introduces an intermediary acquisition unit that serves as a bridge between external services (providing meeting information) and the file sharing function (requiring identification information). This intermediary component simplifies the overall architecture by centralizing the data acquisition and processing logic, making the system more manageable despite increased functionality
Data Source
AI summary
An information processing apparatus includes circuitry that: identifies one or more users; acquires information related to one or more external services provided by one or more external service group systems, based on the one or more users identified; generates, based on the information acquired from the external services, a plurality of options in generating identification information on an electronic file, the electronic file being generated by the information processing apparatus and to be transmitted to a transmission destination of each of the one or more identified users; displays the options in generating the identification information on the electronic file for selection; and transmits the electronic file to the transmission destination of each of the one or more identified users, using the identification information on the electronic file that is generated using the selected option.