Workflow System Absence Notification to Prevent Document Stagnation

Solution Overview

Problem

Existing workflow systems fail to prevent stagnation in document circulation when the user capable of approval is limited or substitute authorization is not permitted, leading to stagnation even with existing technologies.

Innovation Solution

An information processing apparatus that acquires user schedules and notifies users with a high likelihood of making requests when a planned absence of an approver is detected, allowing for proactive request management to prevent stagnation.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Reliability

If a workflow system limits the user capable of approval to a specific individual or does not permit substitute authorization, then approval authority and control are maintained, but stagnation of document circulation occurs when the specific user is unavailable

Engineering Contradiction:

Improveapproval authority controlVSAvoiddocument circulation time

Core Design Contradiction:

ReliabilityVSLoss of time

Solution Approach 1:

The system performs preliminary detection of user absence by checking schedules before documents reach the approval stage. When absence is detected, the system proactively notifies potential requesters in advance, allowing them to prepare alternative arrangements or expedite submissions before the approver becomes unavailable, thereby preventing stagnation while maintaining controlled approval authority

Inventive Principle:

Principle #10Preliminary action

Solution Approach 2:

The system establishes a feedback loop by continuously monitoring user schedules and automatically notifying relevant parties when absence is detected. This real-time feedback mechanism enables dynamic adjustment of workflow timing and preparation, ensuring documents are submitted or routed appropriately before approval delays occur

Inventive Principle:

Principle #23Feedback

2Adaptability or versatility

If the system searches for a substitute user after stagnation is detected, then flexibility in handling absence is provided, but the stagnation problem is not effectively prevented as it occurs after the delay has already happened

Engineering Contradiction:

Improvesubstitute user flexibilityVSAvoidcirculation delay

Core Design Contradiction:

Adaptability or versatilityVSLoss of time

Solution Approach 1:

The system performs preliminary detection of user absence by checking schedules before documents reach the approval stage. When absence is detected, the system proactively notifies potential requesters in advance, allowing them to prepare alternative arrangements or expedite submissions before the approver becomes unavailable, thereby preventing stagnation while maintaining controlled approval authority

Inventive Principle:

Principle #10Preliminary action

Solution Approach 2:

The system takes preliminary anti-action by notifying users of potential stagnation conditions before they actually occur. By alerting requesters in advance of approver absence, the system enables them to take countermeasures such as submitting documents earlier or preparing alternative approval paths, thereby preventing the harmful effect of circulation delay before it manifests

Inventive Principle:

Principle #9Preliminary anti-action

Data Source

PatentUS11631053B2Information processing apparatus and non-transitory computer readable medium for preventing stagnation in workflow

Publication Date: 2023.04.18 FUJIFILM BUSINESS INNOVATION CORP

AI summary

An information processing apparatus includes a processor configured to acquire a schedule of one or more users registered in a workflow system and notify a user who has a possibility of making a request that a specific user who processes the request plans to be absent if a plan of absence of the specific user is detected.