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Tracing Process and Mechanism for the Review Cycle of Electronic Folders

IP.com Disclosure Number: IPCOM000111666D
Original Publication Date: 1994-Mar-01
Included in the Prior Art Database: 2005-Mar-26
Document File: 6 page(s) / 125K

Publishing Venue

IBM

Related People

Moore, EH: AUTHOR [+4]

Abstract

Disclosed is a method that provides an automatic device that tracks operations on a folder over the life of the folder and records them inside the folder. This gives a complete and detailed tracing of all review cycles, transfers, delegations, etc., over the life of the folder.

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Tracing Process and Mechanism for the Review Cycle of Electronic
Folders

      Disclosed is a method that provides an automatic device that
tracks operations on a folder over the life of the folder and records
them inside the folder.  This gives a complete and detailed tracing
of all review cycles, transfers, delegations, etc., over the life of
the folder.

      Currently, a folder may go through many review cycles.  It
could be recalled and sent out again.  It could be disapproved and
sent out again.  Also, the pattern of delegating and transferring
could get confusing.

      Information about to whom the folder is distributed and
delegated is stored in the distribution list of the folder.  This
information is stored for the current review cycle only.  The typical
process for an electronic folder distribution is shown in Fig. 1.

      With each new distribution of the same folder, the old
distribution list is deleted and a new one created.   Therefore, the
current folder only tracks the most recent review cycle.  This is not
a complete "distribution history".

When a recipient transfers a folder to another recipient, the new
recipient replaces the original recipient in the distribution list,
thereby severing the link between the original recipient and the
folder.

      The delegation process dictates that the alternate recipient is
responsible for another's work in his absence.  When the original
recipient returns   to work, the alternate transfers all unfinished
work back to the original recipient.  This complicated pattern is not
reflected entirely in the distribution list.

The following is a list of operations traced by the disclosed
mechanism:

    -   Folder created

    -   Folder distributed

    -   Folder delegated

    -   Response received

    -   Folder transferred

    -   Folder recalled

An updated folder process flow is shown in Fig. 2.

The following activities relating to the folder are recorded in a
viewable history:

Creation

Distribution

Recall

Responses

Delegations

Transfers

A folder history will also be provided to track actions occurring to
the folder.

The folder tracing object is invoked whenever a pertinent operation
occurs.  For example:

Folder created, by whom, date, time.  (1a)  (1b)

Folder distributed, by whom, date, time.  (2a) (2b)

Folder recalled, by whom, date, time.  (3a) (3b)

Folder delegated, by whom,...