Workflow Forms Enable Secure External Collaboration Without File Copying
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Solution Overview
Problem
Existing enterprise information management systems face challenges in securely sharing and collaborating on managed objects with external users without compromising security, as current methods require copying files externally, leading to loss of control and potential security risks, and involve administrative burdens for access management.
Innovation Solution
A cloud-based file sharing system enables workflows instantiated from templates, allowing authorized users to associate tasks and users with managed objects, providing ad hoc authorization for external users to perform specific tasks while maintaining security and control over access.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Adaptability or versatility
If external users are given direct access to the enterprise content server, then collaboration capability is improved, but security control deteriorates
Solution Approach 1:
The patent introduces a cloud-based file sharing system as an intermediary between the enterprise content server and external users. This mediator enables collaboration by allowing external users to access and share files without directly connecting to the enterprise content server, thus maintaining security control while improving collaboration capability
Solution Approach 2:
The system segments the access architecture by separating the enterprise content server (remaining behind the firewall) from the cloud-based file sharing system (accessible externally). This segmentation allows collaboration functions to be exposed externally while the core enterprise system remains protected, resolving the contradiction between accessibility and security
2Ease of operation
If file copying is used for external sharing, then access control is simplified, but security risk increases
Solution Approach 1:
The cloud-based file sharing system acts as a mediator that handles file sharing operations without requiring direct copying to external locations. The system provides controlled access mechanisms that eliminate the need for manual file copying while maintaining security, thus improving ease of operation without increasing security risk
Solution Approach 2:
The system implements tracking and notification mechanisms that provide feedback on file access and sharing activities. This allows the enterprise to monitor and control file sharing operations in real-time, maintaining security while simplifying access control compared to manual copying methods
3Reliability
If traditional access management is used for external users, then security is maintained, but administrative burden increases
Solution Approach 1:
The cloud-based file sharing system enables self-service capabilities for external user access management. Authorized users can independently share files and manage external user access without requiring administrative intervention, thus maintaining security through automated controls while significantly reducing administrative burden
Solution Approach 2:
The system performs preliminary authorization setup where authorized users are pre-configured with sharing capabilities. When sharing is needed, the system automatically handles the authorization process based on pre-established rules, eliminating the need for real-time administrative configuration while maintaining security standards
Data Source
AI summary
Systems and methods for cloud-based file sharing, where templates are provided for creating workflow instances which enable the sharing of managed objects. Reusable workflow templates are stored in the repository of a cloud-based file sharing system as objects that define components of the workflow, or placeholders for these components. A user instantiates a workflow instance from one of the templates and configures the workflow instance to identify content objects or forms, tasks related to the content objects, and users assigned to perform the tasks. The workflow instance is stored as an object in the repository. Users assigned to tasks are authorized through the workflow instance to access the content objects or forms to perform the tasks.