Methods and system for managing actions within an electronic data file
An electronic file management system includes a cloud information manager that enables one or more operators to insert fields into electronic files, such as a document, that requires action on behalf of a user of the management system. A time limit is set to complete the action. A timer is set by the cloud information manager to complete the action. The cloud information manager also sends notifications to the users that they must take action with regards to the electronic file. When the time limit is reached, the cloud information manager determines whether the action is complete with regard to the applicable electronic file.
1. A method of managing data files within a system, the method comprising:
opening an electronic data file at a client device, wherein the electronic data file is accessible using a cloud information manager at a document server;
inserting a first field and a second field into the electronic data file, wherein the first field and the second field are embedded within the electronic data file;
creating a first action to be taken within the first field by a first user of the system and a second action to be taken within the second field by a second user of the system using the cloud information manager;
setting a first time limit within the first field to complete the first action;
setting a second time limit within the second field to complete the second action, wherein the first time limit is different from the second time limit;
notifying the cloud information manager that the first field and the second field are inserted into the document;
sending the electronic data file with the embedded first field and second field to the first user and the second user by the cloud information manager;
enabling a first timer, by the cloud information manager, from which at least one notification is generated for the first action;
enabling a second timer, by the cloud information manager, from which at least one notification is generated for the second action;
tracking, by the cloud information manager, whether the first action and the second action have been executed;
sending the at least one notification within the system according to the first timer and the second timer independently, by the cloud information manager, wherein the at least one notification corresponds to the first action and the second action to be taken;
stopping the timer when the time limit is reached; and
determining whether the first action and the second action are taken according to the electronic data file within the first and the second time limits.
2. The method of claim 1 , wherein the electronic data file includes a document.
3. The method of claim 1 , wherein the electronic data file includes an email.
4. The method of claim 1 , further comprising assigning the first and second users to the first and second actions according to a parameter.
5. The method of claim 1 , further comprising detecting when the first and second actions are taken.
6. The method of claim 5 , further comprising notifying the cloud information manager that the first action or the second action has been taken.
7. The method of claim 1 , wherein the first and the second actions to be taken includes modifying the electronic data file.
8. The method of claim 1 , wherein the electronic data file includes an electronic message.
9. The method of claim 8 , wherein the first and the second actions to be taken includes responding to the electronic message.