U.S. patent application number 11/532368 was filed with the patent office on 2007-01-11 for document management system for automating operations performed on documents in data storage areas.
Invention is credited to George Koppich, Louis Ormond, Harpreet Singh, Michael Yeung.
Application Number | 20070011212 11/532368 |
Document ID | / |
Family ID | 34703824 |
Filed Date | 2007-01-11 |
United States Patent
Application |
20070011212 |
Kind Code |
A1 |
Koppich; George ; et
al. |
January 11, 2007 |
DOCUMENT MANAGEMENT SYSTEM FOR AUTOMATING OPERATIONS PERFORMED ON
DOCUMENTS IN DATA STORAGE AREAS
Abstract
This invention is related to document management systems, and
more particularly, to a document management system for automating
selected operations to be performed on at least one document in a
data storage area. The invention is directed to a method and system
for automatically performing preselected operations on electronic
documents. The method and system comprising the steps of and means
adapted for receiving at least one electronic document into a data
storage area accessible by a plurality of users; associating at
least one preselected operation with the data storage area, such
that such preselected operation is performed automatically by any
document received into the data storage area; and performing the
preselected operation on each electronic document received into the
data storage area.
Inventors: |
Koppich; George; (Palos
Verdes Est., CA) ; Yeung; Michael; (Mission Viejo,
CA) ; Ormond; Louis; (Irvine, CA) ; Singh;
Harpreet; (Orange, CA) |
Correspondence
Address: |
TUCKER, ELLIS & WEST LLP
1150 HUNTINGTON BUILDING
925 EUCLID AVENUE
CLEVELAND
OH
44115-1414
US
|
Family ID: |
34703824 |
Appl. No.: |
11/532368 |
Filed: |
September 15, 2006 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
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10269648 |
Oct 10, 2002 |
7111024 |
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11532368 |
Sep 15, 2006 |
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10125856 |
Apr 19, 2002 |
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10269648 |
Oct 10, 2002 |
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Current U.S.
Class: |
1/1 ;
707/999.203; 707/E17.008 |
Current CPC
Class: |
Y10S 707/99954 20130101;
G06F 16/93 20190101; Y10S 707/99943 20130101 |
Class at
Publication: |
707/203 |
International
Class: |
G06F 17/30 20060101
G06F017/30 |
Claims
1. A computer-implemented method for automatically performing at
least one preselected operation on electronic documents comprising
the steps of: receiving, from an associated user, selection data
representative of at least one selected document processing
operation selected from a plurality thereof to be associated with a
selected electronic document folder; generating an icon on an
associated graphical user interface, which icon is representative
of the selected folder; associating the at least one selected
document processing operation with the folder such that such the at
least one selected document processing operation is performed
automatically on any document received into the folder; receiving
at least one electronic document into the folder by input from an
associated user wherein an indicia of the at least one electronic
document is associated with the icon via the associated graphical
user interface; and commencing the at least one preselected
operation on each electronic document received into the folder.
2. The computer-implemented method for automatically performing at
least one preselected operation on electronic documents of claim 1
further comprising the step of receiving from an associated user,
operation data representative of each preselected operation.
3. The computer-implemented method for automatically performing at
least one preselected operation on electronic documents of claim 1
further comprising the step of receiving, from an associated user,
an instruction for selectively enabling the at least one
preselected document processing operation.
4. The computer-implemented method for automatically performing at
least one preselected operation on electronic documents of claim 1
wherein: the at least one preselected operation includes a document
print operation; and operation data includes data representative of
a selected print output for the electronic document.
5. The computer-implemented method for automatically performing at
least one preselected operation on electronic documents of claim 4
further comprising the step of copying the electronic document to
at least a second folder.
6. A system for automatically performing at least one preselected
operation on electronic documents comprising: means adapted for
receiving, from an associated user, selection data representative
of at least one selected document processing operation selected
from a plurality thereof to be associated with a selected
electronic document folder; means adapted for generating an icon on
an associated graphical user interface, which icon is
representative of the selected folder; means adapted for
associating the at least one selected document processing operation
with the folder such that such the at least one selected document
processing operation is performed automatically on any document
received into the folder; means adapted for receiving at least one
electronic document into the folder by input from an associated
user wherein an indicia of the at least one electronic document is
associated with the icon via the associated graphical user
interface; and means adapted for commencing the at least one
selected operation on each electronic document received into the
folder.
7. The system for automatically performing at least one preselected
operation on electronic documents of claim 6 further comprising
means adapted for receiving from an associated user, operation data
representative of each preselected operation.
8. The system for automatically performing at least one preselected
operation on electronic documents of claim 6 further comprising
means adapted for receiving, from an associated user, an
instruction for selectively enabling the at least one preselected
document processing operation.
9. The system for automatically performing at least one preselected
operation on electronic documents of claim 6 wherein: the at least
one preselected operation includes a document print operation; and
operation data includes data representative of a selected print
output for the electronic document.
10. The system for automatically performing at least one
preselected operation on electronic documents of claim 9 further
comprising means adapted for copying the electronic document to at
least a second folder.
11. A computer-implemented method for automatically performing at
least one preselected operation on electronic documents comprising
the steps of: receiving, from an associated user, selection data
representative of at least one selected document processing
operation selected from a plurality thereof to be associated with a
selected electronic document folder; generating an icon on an
associated graphical user interface, which icon is representative
of the selected folder; associating the at least one selected
document processing operation with the folder such that such the at
least one selected document processing operation is performed
automatically on any document received into the folder; receiving
at least one electronic document into the folder by input from an
associated user wherein an indicia of the at least one electronic
document is associated with the icon via the associated graphical
user interface; and performing the at least one selected operation
on each electronic document received into the folder.
12. The computer-implemented method for automatically performing at
least one preselected operation on electronic documents of claim 11
further comprising the step of receiving from an associated user,
operation data representative of each preselected operation.
13. The computer-implemented method for automatically performing at
least one preselected operation on electronic documents of claim 11
wherein: the at least one preselected operation includes a document
print operation; and operation data includes data representative of
a selected print output for the electronic document.
14. The computer-implemented method for automatically performing at
least one preselected operation on electronic documents of claim 13
further comprising the step of copying the electronic document to
at least a second folder.
15. A system for automatically performing at least one preselected
operation on electronic documents comprising: means adapted for
receiving, from an associated user, selection data representative
of at least one selected document processing operation selected
from a plurality thereof to be associated with a selected
electronic document folder; means adapted for generating an icon on
an associated graphical user interface, which icon is
representative of the selected folder; means adapted for
associating the at least one selected document processing operation
with the folder such that such the at least one selected document
processing operation is performed automatically on any document
received into the folder; means adapted for receiving at least one
electronic document into the folder by input from an associated
user wherein an indicia of the at least one electronic document is
associated with the icon via the associated graphical user
interface; and means adapted for performing the at least one
selected operation on each electronic document received into the
folder.
16. The system for automatically performing at least one
preselected operation on electronic documents of claim 15 further
comprising means adapted for receiving from an associated user,
operation data representative of each preselected operation.
17. The system for automatically performing at least one
preselected operation on electronic documents of claim 15 wherein:
the at least one preselected operation includes a document print
operation; and operation data includes data representative of a
selected print output for the electronic document.
18. The system for automatically performing at least one
preselected operation on electronic documents of claim 17 further
comprising means adapted for copying the electronic document to at
least a second folder.
19. A method for automatically performing at least one preselected
operation on electronic documents comprising the steps of:
receiving at least one electronic document into a folder accessible
by at least one user, which folder is associated with at least one
preselected document processing operation, such that such the at
least one preselected document processing operation is performed
automatically on any document received into the folder; and
commencing the preselected operation on each electronic document
received into the folder.
20. The method for automatically performing a preselected operation
on electronic documents of claim 19 further comprising the step of
receiving from an associated user, operation data representative of
each preselected operation.
21. The method for automatically performing preselected operations
on electronic documents of claim 19 further comprising the step of
receiving, from an associated user, an instruction for selectively
enabling the at least one preselected document processing
operation.
22. The method for automatically performing preselected operations
on electronic documents of claim 19 wherein: the least one
preselected operation includes a document print operation; and
operation data includes data representative of a selected print
output for the electronic document.
23. The method for automatically performing preselected operations
on electronic documents of claim 19 further comprising the steps
of: generating an icon on an associated graphical user interface,
which icon is representative of folder; and receiving the at least
one electronic document by input from an associated user wherein an
indicia of the electronic document is associated with the icon via
the associated graphical user interface.
24. The method for automatically performing preselected operations
on electronic documents of claim 22 further comprising the step of
copying the electronic document to at least a second folder.
25. A system for automatically performing at least one preselected
operation on electronic documents comprising: means adapted for
receiving at least one electronic document into a folder accessible
by at least one user, which folder is associated with at least one
preselected document processing operation, such that such the at
least one preselected document processing operation is performed
automatically on any document received into the folder; and means
adapted for commencing the preselected operation on each electronic
document received into the folder.
26. The system for automatically performing a preselected operation
on electronic documents of claim 25 further comprising means
adapted for receiving from an associated user, operation data
representative of each preselected operation.
27. The system for automatically performing preselected operations
on electronic documents of claim 25 further comprising means
adapted for receiving, from an associated user, an instruction for
selectively enabling the at least one preselected document
processing operation.
28. The system for automatically performing preselected operations
on electronic documents of claim 25 wherein: the least one
preselected operation includes a document print operation; and
operation data includes data representative of a selected print
output for the electronic document.
29. The system for automatically performing preselected operations
on electronic documents of claim 25 further comprising: means
adapted for generating an icon on an associated graphical user
interface, which icon is representative of folder; and means
adapted for receiving the at least one electronic document by input
from an associated user wherein an indicia of the electronic
document is associated with the icon via the associated graphical
user interface.
30. The system for automatically performing preselected operations
on electronic documents of claim 28 further comprising means
adapted for copying the electronic document to at least a second
folder.
31. A method for automatically performing at least one preselected
operation on electronic documents comprising the steps of:
receiving at least one electronic document into a folder accessible
by at least one user, which folder is associated with at least one
preselected document processing operation, such that such the at
least one preselected document processing operation is performed
automatically on any document received into the folder; and
performing the preselected operation on each electronic document
received into the folder.
32. The method for automatically performing a preselected operation
on electronic documents of claim 31 further comprising the step of
receiving from an associated user, operation data representative of
each preselected operation.
33. The method for automatically performing preselected operations
on electronic documents of claim 31 wherein: the least one
preselected operation includes a document print operation; and
operation data includes data representative of a selected print
output for the electronic document.
34. The method for automatically performing preselected operations
on electronic documents of claim 31 further comprising the steps
of: generating an icon on an associated graphical user interface,
which icon is representative of folder; and receiving the at least
one electronic document by input from an associated user wherein an
indicia of the electronic document is associated with the icon via
the associated graphical user interface.
35. The method for automatically performing preselected operations
on electronic documents of claim 33 further comprising the step of
copying the electronic document to at least a second folder.
36. A system for automatically performing at least one preselected
operation on electronic documents comprising: means adapted for
receiving at least one electronic document into a folder accessible
by at least one user, which folder is associated with at least one
preselected document processing operation, such that such the at
least one preselected document processing operation is performed
automatically on any document received into the folder; and means
adapted for performing the preselected operation on each electronic
document received into the folder.
37. The system for automatically performing a preselected operation
on electronic documents of claim 36 further comprising means
adapted for receiving from an associated user, operation data
representative of each preselected operation.
38. The system for automatically performing preselected operations
on electronic documents of claim 36 wherein: the least one
preselected operation includes a document print operation; and
operation data includes data representative of a selected print
output for the electronic document.
39. The system for automatically performing preselected operations
on electronic documents of claim 36 further comprising: means
adapted for generating an icon on an associated graphical user
interface, which icon is representative of folder; and means
adapted for receiving the at least one electronic document by input
from an associated user wherein an indicia of the electronic
document is associated with the icon via the associated graphical
user interface.
40. The system for automatically performing preselected operations
on electronic documents of claim 38 further comprising means
adapted for copying the electronic document to at least a second
folder.
Description
CROSS-REFERENCE TO RELATED APPLICATIONS
[0001] This application is a Continuation of U.S. patent
application Ser. No. 10/269,648, filed Oct. 10, 2002, which has now
been assigned U.S. Pat. No. 7,111,024, and issues on Sep. 19, 2006;
which is a continuation-in-part of pending U.S. patent application
Ser. No. 10/125,856 entitled "Document Management System Rule-Based
Automation" filed Apr. 19, 2002, both of which are hereby
incorporated by reference.
BACKGROUND OF THE INVENTION
[0002] This invention is related to document management systems,
and more particularly, to a document management system for
automating selected operations to be performed on at least one
document in a data storage area.
[0003] Enterprises around the world are recognizing that
information is the currency of their business. As such, there is
tremendous value in ensuring that all corporate information,
whether in structured or unstructured formats is captured, managed,
and put to work in a meaningful and efficient way. Document
management and content management solutions help organizations
maximize the use of their unstructured data, which in turn helps
maximize the use of their corporate knowledge. Unstructured data is
information stored in text files, emails, documents, multimedia,
etc.
[0004] Document management systems provide organizations with an
ability to create centralized repositories, or libraries,
containing all of the unstructured data they generate. Powerful
search and retrieval tools make this information easily available
for use and collaboration across the entire enterprise. These tools
often provide security and version control capabilities. However,
storing and retrieving large numbers of paper documents has, in the
past, been an onerous task. Present document management systems
solve some of the problems faced by organizations that use a manual
document filing system alongside an electronic document system.
These systems provide a method for combining both
computer-generated image documents and paper documents in a secure
document storage and retrieval system.
[0005] Document management systems provide a means for freeing up
storage space and reducing the costs of paper document copying and
distribution. They often provide multiple methods of adding
documents and indexing information to the document management
system while facilitating easy revisions, creation of new versions,
annotation, and document sharing. One of the most important aspects
of document management systems is their ability to eliminate
time-consuming physical searches for misfiled or lost documents.
Some document management systems allow users to save various types
of documents in a single location (i.e. related client emails and
Word documents in the same folder). Furthermore, they provide
companies with an ability to back up all essential business
documents, both scanned and computer-generated, and may integrate
optical character recognition ("OCR") technology so that full text
searches may be performed on scanned documents.
[0006] In popular operating system ("OS") platforms (e.g.,
Microsoft Windows family), a user navigates the local file system
using the integrated OS file management system (e.g., Windows
Explorer). Through the use of this tool, documents can be
manipulated in a variety of ways, e.g., moved, copied, and deleted.
Many computer users have grown accustomed to using integrated file
management systems, and are thus reluctant to switch to another
file management tool to perform these operations. Document
management systems from third-party vendors generally provide
enhanced file management systems.
[0007] In addition, a benefit of document management systems is
that they facilitate collaboration. One such method is providing
document distribution functionality so that one user can easily
share documents with or send documents to other users, devices or
systems. Unfortunately, the document distribution functionality of
document management systems generally calls for a user to manually
select an appropriate distribution function for each document in
the document management system. It would be preferable, however, if
document distribution functionality provided users with the ability
for automating selected operations to be performed on a plurality
of documents in a data storage area.
SUMMARY OF THE INVENTION
[0008] In accordance with the present invention, there is provided
a document management system with an improved document distribution
functionality.
[0009] Further, in accordance with the present invention, there is
provided a document management system which provides users with the
ability for automating selected operations to be performed on at
least one document in a data storage area.
[0010] Still further, in accordance with the present invention,
there is provided a method for automatically performing preselected
operations on electronic documents comprising the steps of:
receiving at least one electronic document into a data storage area
accessible by a plurality of users; associating at least one
preselected operation with the data storage area, such that such
preselected operation is performed automatically by any document
received into the data storage area; and performing the preselected
operation on each electronic document received into the data
storage area.
[0011] Still further in accordance with the present invention,
there is provided a system or automatically performing preselected
operations on electronic documents comprising: a memory adapted for
defining therein a plurality of data storage areas, each of the
data storage areas being adapted for storage of electronic
documents; means adapted for receiving at least one electronic
document into a data storage area accessible by a plurality of
users; means adapted for associating at least one preselected
operation with the data storage area, such that such preselected
operation is performed automatically by any document received into
the data storage area; and means adapted for performing the
preselected operation on each electronic document received into the
data storage area.
[0012] Advantages of the document management system of the present
invention, include, but are not limited to, an improved document
distribution functionality and the ability to automate performing
selected operations on at least one document in a data storage
area. These and other advantages, aspects, and features will be
understood by one of ordinary skill in the art upon reading and
understanding the specification.
BRIEF DESCRIPTION OF THE DRAWINGS
[0013] FIG. 1 illustrates an example of a network system for
implementing the present invention.
[0014] FIG. 2 illustrates a hierarchical tree structure of a
repository in a document management system.
[0015] FIG. 3 illustrates an overall block diagram of the subject
invention for automating transferring a plurality of documents to
at least one data storage area.
DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENT
[0016] The document management system preferably provides access to
a document management repository via a folder incorporated into the
existing OS file structure. Although the present invention is
described as enabling users to access document management
functionality from a Microsoft Windows OS, it will be appreciated
to those skilled in the art that the present invention is also
suitably designed to interact with any OS, such as Unix, Linux,
Macintosh or other OS. In one embodiment, the document management
platform ("DMP") provides access to network-based documents via a
browser, such as Internet Explorer or Netscape. In the presently
preferred embodiment, a document repository managed by the DMP is
represented as a folder or data storage area within an Internet
Explorer window. The DMP permits a user to perform operations on
the repository folder or data storage area, preferably insofar as
the user has the appropriate access rights, as will be appreciated
by those skilled in the art.
[0017] Referring now to FIG. 1, an illustration of a network
environment for practicing the present invention is provided. The
system comprises a data transport network 100 illustrative of a LAN
or WAN environment in which a preferred embodiment is provided,
such as a packet-switched TCP/IP-based global communication
network. The network 100 is suitably any network and is preferably
comprised of physical layers and transport layers, as illustrated
by a myriad of conventional data transport mechanisms like
Ethernet, Token-Ring.TM., 802.11(b), or other wire-based or
wireless data communication mechanisms as will be apparent to one
of ordinary skill in the art.
[0018] Connected to a data transport network 100 is a document
management platform ("DMP") 102. In the presently preferred
embodiment, the DMP preferably is a plug-n-play device having a
hardware component consisting of a closed-box server that is easy
to install, configure and support, and software components, both of
which will be described in greater detail hereinbelow. The DMP is
suitably operable to provide services to at least one computer 104,
at least one image generating device 108, and/or at least one
server 106 connected to network 100. It is suitably a document
distribution solution with document management capabilities.
[0019] The DMP 102 suitably replaces or supplements existing
facsimile, print and electronic mail servers, and preferably offers
a more efficient method of transmitting, tracking and storing
business-to-business documents. The DMP 102 is preferably a
client/server system, which is suitably implemented in both single
and collaborative corporate workgroups (although not limited to
such environments) and designed to increase productivity and reduce
costs by making document communications more simple and reliable.
The DMP 102 suitably provides functionality enabling users to share
documents and conduct collaborative work between various
workgroups. Also connected to data transport network 100 is
computer 104. The computer 104 is suitably either a server or
client running on any OS, such as Windows NT, Windows 2000, Windows
XP, Unix, Linux, Macintosh or other operating system. In addition,
the computer 104 is suitably a thick client or thin client, as will
be appreciated by those skilled in the art. For example, LAN
environment, the DMP 102 provides services from a "thin"
browser-based client. The disclosed DMP architecture is suitably
accommodating for a "thick client" driver-based computer 104 and
for a "thin client" browser-based computer 104.
[0020] At least one image generating device 108 is connected to
data transport network 100. The image generating device is suitably
a device such as a printer, facsimile machine, scanning device,
copier, multi-function peripheral ("MFPs"), or other like
peripheral devices. The image generating device 108 is suitably any
networked image generating device as will be appreciated to one of
ordinary skill in the art. The image generating device 108
preferably has an internal device controller suitably acting as a
fully functional server with the necessary hardware and software
that ensure proper operation of the image generating device as will
be appreciated by those skilled in the art. In addition, the image
generating device 108 preferably comprises internal storage, which
is suitably a hard disk and random access memory ("RAM") as will be
appreciated by those skilled in the art.
[0021] Optionally, a server 106 is also connected to data transport
network. Because both the image generating device and the DMP
suitably have server functionality, an additional server is not
necessary to practice the present invention. However, corporate
networks rarely have only one server, and often have more than two
servers, wherein the servers may be configured to perform different
tasks. The server 106 is suitably any fully functional server with
the necessary hardware and software to ensure proper operation. The
server 106 is suitably a database server configured for selective
query support, selective data access, data archiving, and the like,
an electronic mail server, an application server, or any server
configured for performing a function across a network.
[0022] The DMP 102 preferably comprises a Document Distribution
Module ("DDM") 112 and a Document Management Module ("DMM") 114. It
should be noted that the DMP 102 is not limited to these particular
modules, and suitably comprises additional modules for device
management. The main function of the DMM 114 is to store documents
in a central document repository and to facilitate user capability
to modify documents, collaborate during document editing, and
search and locate stored documents. The main function of the DDM
112 is to route jobs to their destinations such as image generating
devices, servers, computers, a document repository, etc.
[0023] The DMP 102 also suitably comprises internal storage, in
which at least one document repository or data storage area is
suitably maintained. The DMP 102 preferably interfaces with data
transport network 100 via network interface 116. Thus, the DMP 102,
server 106, computer 104 and at least one image generating device
108 are in shared communication.
[0024] The computer 104 suitably represents either a thick client
or and a thin client with general interfaces to the DMP 102. The
computer 104 interfaces with the DDM 112 for document distribution
to selected devices. The DDM 112 suitably reports back to the
computer 104 the status of the documents forwarded to the DDM 112
for distribution.
[0025] The DMM 114 works with the DDM 112 and its components to
enable users to quickly store and retrieve documents from a central
repository, which is preferably stored in storage 110 on the DMP
102, but is also suitably stored on any storage device in
communication with data transport network 100. The repository
allows a user to share documents and conduct collaborative work
between various workgroups. Users of the DMP 102 preferably utilize
a browser-based Graphical User Interface (GUI) from a computer 104
to access documents stored in a repository. The DMP 102 preferably
offers support for conventional browsers, e.g., Microsoft Internet
Explorer and Netscape Navigator, through an internal web server
which is accessible from a thin client via a browser using the HTTP
protocol. A WebDAV (Web Distributed Authoring and Versioning)
client suitably communicates with the web server utilizing HTTP and
WebDAV protocols. WebDAV is a two-way protocol designed to support
editing of Web sites and handling of meta data.
[0026] When the DMM 114 receives a document in image form, such as
it would from a facsimile or scanning device, it suitably routes
the image to the repository for storage. The image can also be
forwarded to the DDM 112 for further routing to an output device,
e.g., a printer. In addition, the image file is also suitably
routed to other document management systems ("ODMP") of a remote
appliance over the network, and preferably ODMA compliant. A
document received via email device is suitably processed as text or
an attachment to a message and forwarded to the DMM 114. Both an
image and a processed email document can be routed to the printer,
repository, and ODMP, and/or other output devices via the DDM
112.
[0027] Referring now to FIG. 2, there is illustrated a hierarchical
folder tree structure of a repository according to the present
invention. The repository 200 is suitably comprised of a plurality
of file folders or data storage areas. Users can browse through the
repository 200 to access file folders and documents through a
suitable user interface, preferably a graphical user interface
("GUI") as will be appreciated by one of ordinary skill in the art.
Authorized users may suitably create a hierarchical tree by
creating new file folders and documents. Each file folder suitably
contains both file subfolders and documents. A user is presented
with file folders of two types: a private folder 202 and a group
folder 204. The private folder 202 allows only the folder owner
access this type of file folder. The folder owner has all rights on
the objects contained in it. The private folder 202 is suitably
created when an Administrator creates the user account. The group
folder 204 is visible to users belonging to the group(s) assigned
to this file folder. The operations that a user can perform on
objects contained in the group folder 204 are limited to the access
rights inherited from the respective group.
[0028] In one embodiment, the document management system of the
present invention also includes a inbox repository or storage area
to post incoming scanned image data, facsimiles, printed data, and
the like. Such storages areas are suitably personal storage areas
for each user or group or shared storage areas. The scanned images,
facsimiles, printed data, and the like are posted to such storage
areas based on the parameters provided by the user.
[0029] The document management system of the present invention
allows a user to automate selected operations to be performed on at
least one document in a data storage area. In order to perform such
operations, the user selects which operations are to be performed.
The user is provided the capability to select or define one or more
operations to be performed. The user is then provided the
opportunity to save the selected operations in a file or script.
The script is an ordered sequence of selected operations. The user
then associates the script with a selected data storage area. The
user identifies the appropriate data storage area by providing
selected information about the data storage area in any suitable
manner known in the art. Such information includes, but is not
limited to, data storage area location, data storage area name,
access permission, user name associated with the data storage area,
and user name password. The user is suitably either a system user
or a guest account. The information provided by the user is then
verified, and if so, the user is allowed to then perform the
selected operations on the documents within the data storage area.
Once the data storage area is selected, documents contained in the
data storage area will be automatically processed according to the
operations specified in the associated script. Preferably, only one
script is associated with a data storage area may be selected for
each user. Preferably, more than one data storage area is
associated with one script. Preferably, the operations are
performed in sequential order corresponding to the order in which
the operations were associated with the data storage area.
Preferably, scripts may be edited, renamed, deleted, and shared
between users in any suitable manner known in the art.
[0030] Preferably, the data storage area is selected from a private
folder, a group folder, and an electronic inbox.
[0031] The selected operations which may be performed on documents
in the storage area include, but are not limited to, copying any
documents in the data storage area to a selected destination (Copy
To), transferring any documents in the data storage area to a
selected destination (Move To), converting any documents in the
data storage area from a first selected file format to a selected
second selected file format (Convert To), performing optical
character recognition on any image format documents in the data
storage area to convert image format documents to text format
(OCR), assigning selected values to metadata fields any documents
in the data storage area (Set Metadata), and identifying criteria
which must be associated any documents in the data storage area in
order for selected operations to be performed on documents (Filter
By).
[0032] The Copy To operation copies the documents received in the
selected data storage area to a specified destination identified by
the user. To identify the destination, the user provides selected
information about the specified destination in any suitable manner
known in the art. Suitable destinations, include, but are not
limited to, image generating devices, electronic mail servers,
Internet servers, and document management repository. The selected
information about the destination is stored in a routing profile
record in the document management system.
[0033] The Move To operation is similar to the Copy To operation,
except that the documents received in the selected data storage
area are moved or transferred to a specified destination. To
identify the destination, the user provides selected information
about the specified destination in any suitable manner known in the
art. Suitable destinations, include, but are not limited to, image
generating devices, electronic mail servers, Internet servers, and
document management repository. The selected information about the
destination is stored in a routing profile record in the document
management system.
[0034] In the Convert To operation, the documents received into the
selected data storage area are converted from a first selected file
format to a second selected file format. To select the appropriate
formats, the user provides information about the formats in any
suitable manner known in the art. Preferably, the documents are
able to be converted from PS to PDF, from PDF to PS, from PS to
txt, from PDF to txt, from PS to TIFF, from PS to JPG, and from PS
to BMP. Other types of document conversion, including any digital
graphical storage format, are suitably utilized as will be
appreciated by one of ordinary skill in the art.
[0035] The OCR operation extracts text from image format documents
received into the selected data storage area, performs optical
character recognition on such documents, and converts them to a
text. Suitable image formats include, but are not limited to, PNG,
JPG, BMP, and TIFF.
[0036] In the Set Metadata operation, selected values are assigned
to metadata fields within documents in the data storage area. To
select the values for the metadata fields, the user provides
selected information in any suitable manner known in the art. The
metadata information is stored in a file located in the document
management repository.
[0037] In the Filter By operation, certain criteria is identified
and documents in the data storage area must meet such criteria in
order for operations to be performed on the documents. For example,
the user can specify that only electronic mail documents will have
selected operations performed on the documents. The user provides
the selected criteria by any suitable manner known in the art.
[0038] In one embodiment, the document management system also
includes means adapted for deselecting the designated data storage
area so that the selected operations are no longer performed on
documents in the data storage area. Until the user deselects the
designated document area, all selected operations are performed on
documents received into the designated document storage area. At
this point, the user may stop the process or select another data
storage area for which selected operations are to be performed.
[0039] In another embodiment, the document management system
includes means adapted for determining whether the selected
operations or script can be executed. If the determination is
positive, the selected operations are stored in any suitable memory
device . If the determination is negative, the user is prompted to
edit or revise the script. The revised script is then reviewed to
determine if the selected operations can be executed.
[0040] In another embodiment, the document management system
provides a plurality of data storage areas. In this embodiment, at
least one document is received into each data storage area. At
least one operation is associated with each data storage area and
the at least one operation associated with each data storage area
is performed on each document received into the associated data
storage area.
[0041] Referring now to FIG. 3, there is illustrated a flow chart
of the process for performing at least one selected operation on
documents received in a selected data storage area according to the
present invention. Flow commences at process block 302 where the
user selects at least one operation to be performed on documents in
a data storage area.
[0042] Flow then continues to decision block 304 wherein a
determination is made as whether the selected operations can be
performed. If the determination is negative, the user is prompted
to modify the script as shown at process block 306. The revised
script is also analyzed to determine if the selected operations can
be performed. If the determination is positive that the original
script or the revised script is valid, flow continues to process
block 308 wherein the user saves the selected operations in a
script.
[0043] Flow then proceeds to process block 310 wherein the user
selects a data storage area for which the script is to be
associated. If the user is not currently authorized to access the
data storage area, the DMP 102 prompts a user to provide a username
and password to gain access. User rights to the folder are suitably
assigned by an Administrator in accordance with the level of access
provided to that particular user.
[0044] Flow then continues to decision block 312 wherein a
determination is made whether user wishes to perform the selected
operations on documents in the data storage area. A negative
determination causes progression to flow back to process block 310
wherein the user maintains access to the repository.
[0045] A positive determination at decision block 312 means that
the user is attempting to perform the selected operations on
documents in the data storage area. At this point, progression
flows to process block 314 wherein the selected operations are
performed on documents in the data storage area.
[0046] Flow then commences to decision block 316 wherein a
determination is made as whether the operations were successfully
performed. If the determination is negative, the user is notified
as shown in process block 318. At this point, the user may elect
several options (not shown), such as modifying the script or
stopping the process. If the determination is positive, flow then
continues to process block 320 wherein the user deselects the
selected data storage container so that the selected operations are
no longer performed on documents in the document storage area. The
user may deselect the data storage area at any time. At this point,
the user may select another data storage area to receive documents
or stop the process as shown at 322.
[0047] Although system as described runs on a network appliance, it
is appreciated that it can also run on other operating systems, for
example, Linux (and other Unix operating systems), and OS by Apple
Computers. Although the preferred embodiment has been described in
detail, it should be understood that various changes,
substitutions, and alterations can be made therein without
departing from the spirit and scope of the invention as defined by
the appended claims. It will be appreciated that various changes in
the details, materials and arrangements of parts, which have been
herein described and illustrated in order to explain the nature of
the invention, may be made by those skilled in the area within the
principle and scope of the invention as will be expressed in the
appended claims.
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