Patent Application
20080104501
This application relates to document generation and management and, more particularly, cross-tier intelligent document generation and management.
Documents generated within organizations, large and small, commonly involves a finite number of documents that are created many times. Some such documents include invoices, order and shipping related documents, service documents, and general correspondence. Such documents often include data stored by the organization, such as in a database.
Common mail-merge type applications allow for a single document definition to be used and populated with data multiple times based on data stored in a database in view of retrieval arguments associated with document definition fields. However, these documents must then be manually handled and manually dispatched. This involves considerable additional effort. Further, the efficiency benefits of using a mail-merge to complete a particular task are generally only realized when a large number of documents are created.
Generating a single document with data from an organizational data store in an efficient manner commonly involves great programming efforts. Each document to be created needs to be programmed as a report in an application and then printed or electronically dispatched. However, these report-type documents are generally inflexible and cannot be edited.
Additionally, correspondence management applications are commonly used to catalog and track documents generated and dispatched by an organization. These previous efforts do not integrate well with such correspondence management applications. Correspondence management application integration usually involves additional programming to integrate programmed document generation code and mail-merge applications.
The present subject matter provides several embodiments that provide systems, methods, and software that allow flexible document generation and editing in small and large quantities. Some such embodiments easily integrate with correspondence management systems, enterprise resource planning (ERP) applications, disparate data stores, and other system and application elements.
In some embodiments, document templates can be generated and stored for later use in document generation. Some embodiments provide a series of user interfaces that facilitate template generation by providing data field views from which data and text fields can be selected for inclusion in a document template. Selected data and text fields can be ordered in such user interfaces and the document template associated with one or more entities defined within an organization's entity data.
Further embodiments provide mechanisms from which to generate documents as a function of a document template, a selected entity, and retrieved data. Such documents can then be processed, either by a client or by an application platform, dispatched, and logged by a correspondence management system. These embodiments and others are described below.
In the following detailed description, reference is made to the accompanying drawings that form a part hereof, and in which is shown by way of illustration specific embodiments in which the inventive subject matter may be practiced. These embodiments are described in sufficient detail to enable those skilled in the art to practice them, and it is to be understood that other embodiments may be utilized and that structural, logical, and electrical changes may be made without departing from the scope of the inventive subject matter. Such embodiments of the inventive subject matter may be referred to, individually and/or collectively, herein by the term “invention” merely for convenience and without intending to voluntarily limit the scope of this application to any single invention or inventive concept if more than one is in fact disclosed.
The following description is, therefore, not to be taken in a limited sense, and the scope of the inventive subject matter is defined by the appended claims.
The functions or algorithms described herein are implemented in hardware, software, or a combination of software and hardware in one embodiment. The software comprises computer executable instructions stored on computer readable media such as memory or other type of storage devices. The term “computer readable media” is also used to represent carrier waves and electromagnetic signals on which the software is transmitted. Further, such functions correspond to modules, which are software, hardware, firmware, or any combination thereof. Multiple functions are performed in one or more modules as desired, and the embodiments described are merely examples. The software may be executed on one or more of a digital signal processor, application specific integrated circuit, microprocessor, or other type of processor operating on a system, such as a personal computer, server, a router, or other device capable of processing data including network interconnection devices.
Some embodiments implement the functions in two or more specific interconnected hardware modules or devices with related control and data signals communicated between and through the modules, or as portions of an application-specific integrated circuit. Thus, the exemplary process flow is applicable to software, firmware, and hardware implementations.
In some embodiments, the client 102 is a personal computer, such as a desktop computer, laptop computer, mobile computing device, or other physical or virtual or emulated computing device or client. The client 102 includes a document editing tool 104. The document editing tool 104, in some embodiments, is a word processing program such as Microsoft® Office Word. The document editing tool 104 may include a data access library 106, such as a Dynamic Link Library (“DLL”). This DLL, in some embodiments, provides data access services to documents and document templates to integrate data from a data source, such as a database, into such documents and document templates. The DLL, in some embodiments, is configurable. In some embodiments, the DLL is configurable through the document editing tool 104 or through client 102 settings associated with a document or document template open within the document editing tool 104.
The client 102, in some embodiments, further includes a platform data access library 108, such as a DLL. The platform data access library 108, in some embodiments, augments services available within the document editing tool 104 via the data access library 106. Some such services allow the document editing tool 104 to leverage services available from one or more other applications, such as a correspondence management application 118, a platform 110 application, or platform 110 services 112. In some such embodiments, the platform 110 services 112 include document template services 114 that provide searchable document templates from a template data store 114 to the document editing tool 104. Other platform 110 services 112 include data services that leverage data stored in a platform 110 data store 116.
The platform 110, in some embodiments, is a platform application, such as a platform layer of an enterprise resource planning (“ERP”) application platform. The platform 110, in some embodiments, includes platform 110 services 112, a template data store 114, and one or more other data stores 116. The platform 110 services 112 provide functionality to processes that execute within the platform 110 and outside of the platform 110, such as to the platform data access library 108 and to the correspondence management application 118. In some embodiments, the architecture of the platform is a service-oriented architecture. The platform services 112 may be provided via one or more objects that access and process data when called. Some such platform services 112 receive input and provide output.
The template data store 114 is a storage location for document templates. The template data store 114, upon a request originating with the document editing tool 104 and received through the platform services 112, provides a document template to the document editing tool 104. In some embodiments, a document template request is received by one or more of the platform services 112 with an association to an entity represented in one or more of the other platform 110 data stores 116. In such an instance, the platform services 112 retrieve the requested document template from the document template data store 114 and retrieve data associated with the retrieved document template in view of the associated entity of the request. The retrieved data is then populated into the document template and the data populated document template is sent back to the document editing tool 104 which instantiates the document template as a document, which may then be edited. In some other embodiments, the document template and entity representation are received in separate requests from the document editing tool. In such embodiments, the document editing tool populates the data into the instantiated document template.
As mentioned above, the data access library 106 of the document editing tool 104 provides data access services. In some embodiments, the data access library 106 is a Microsoft® Word DLL providing Smart Document functionality to Microsoft® Word. Smart Documents is a technology available in some Microsoft® Office applications. Smart Documents technology allows a user to select document options programmed into a smart document. A smart document may also automatically retrieve data from a database to use in a document generated from a smart document template. However, smart document templates must be stored locally on the client to be instantiated. The platform data access library 108 provides an avenue to allow a user to select a document template stored on the platform 110 within the document template data store 114. This removes the need to store many document templates on the client 102 and simplifies document template updating. Further, configuring the client becomes much easier because the document editing tool 104 data access library 106 only needs to be configured to communicate with the platform data access library 108. The platform data access library 108 then communicates with the platform 110 services 112 to gain access to the wealth of services available on the platform 110.
The platform data access library 108 is located on the client 102. In other embodiments, the platform data access library 108 is located on the platform 110 or other location available to the client 102. In some embodiments, the platform data access library communicates with the platform services over a network. The network may include one or more of a local area network (“LAN”), a wide area network (“WAN”), a value added network (“VAN”), a global network, such as the Internet, or other network type depending on the particular embodiment. In some embodiments, the correspondence management application 118 is also coupled to the network.
Communication between the platform data access library 108, the platform services 112, and the correspondence management application 118 may be encoded in a markup-language, such as extensible Markup Language (“XML”). In other embodiments, the communication is encoded by the sender according to a standard that is understood by the recipient.
In some embodiments, as stated above, the platform 110 is at least a portion of an enterprise resource planning application, such as an ERP system available from SAP, AG of Waldorf, Germany. In some such embodiments, the correspondence management application 118 is an integrated portion of the ERP system. In other embodiments, the correspondence management application is an application commonly available from any of a number of developers in the correspondence management area of the software industry.
The client 202 includes a data searching tool 204, a document editing tool 206, a document template generation module 208, and an application-level data source interface library 210.
The application-level data source interface library 210 provides data access services to the document editing tool 206. The application-level data source interface library 210 generally is available from a developer of the document editing tool 206. The application-level data source interface library 210 evaluates a document template to identify data needed by the document template and causes the data to be retrieved directly from a location where the needed data is stored. In the system 200, the application-level data source interface library 210 is configured to direct all data access requests to a platform data source interface library 212.
The platform data source interface library 212, in some embodiments, is located on the client 202. However, the platform data source interface library 212 may be located elsewhere so long as the application-level data source interface library 210 may access it. In some embodiments, the platform data source interface library 212 is a DLL. In some embodiments, the platform data source interface library 212 receives data access requests from the application-level data source interface library, determines a proper platform service to call to service the data request, and makes the determined platform service call. Upon receipt of a return message from the called platform service, the received message is then appropriately processed by the platform data source interface library 212, and if needed, forwarded back to the application-level data source interface library 210 of the document editing tool 206.
The platform data source interface library 212, in some embodiments, is also utilized by the data searching tool 204. In some such embodiments, the data searching tool 204 provides one or more user interfaces that may be used to query data stored with the platform 214. In some such embodiments, one of the user interfaces allows searching for and selection of an entity, such as a customer, represented within a data store of the platform. The same, or another user interface, may also identify and allow selection of a document template associated with the entity. For example, a user may use a first user interface to identify a group of customers. The user then selects a customer and the same or another user interface displays a list of document templates associated with the selected customer. One or more of the listed document templates may then be selected for instantiation within the document editing tool 206. In some embodiments, upon selection of a document template, a document template request is sent to the application-level data source interface library 210 which then retrieves the selected document template and any data identified in the document template that is associated with the selected entity.
After a document template is instantiated within the document editing tool 206, a user may then modify the instantiated document. This may include selecting from two or more optional text snippets as included with the document template. For example, a document template may provide for selection of one of two text snippets. The first snippet may provide language such as, “Thank you for your quotation request. This quotation is good for thirty-days.” The second text snippet may provide language such as, “Thank you for your quotation request. This quotation is good for fifteen days.” Modification of the instantiated document may also include adding custom, or document specific text, modification of data populated into the template, entering a quantity of items ordered on an invoice document, or other text or data modifications.
The document editing tool 206 may also allow insertion of text additional text snippets that were not part of the original document template from which a document was instantiated. Some such text snippets may include data field mappings that cause data to be populated into a text snippet. Also, the document editing tool may allow insertion of data fields. In some such embodiments including one or more of insertable data fields and text snippets including data fields, the data to be inserted must be already available within the instantiated template. In other embodiments, the data may be retrieved when the data is inserted.
After the instantiated document is completed, at least two actions may be taken. One action is that the instantiated document template, if modified with additional text or inserted data fields or text snippets, may be saved as an extended document template. The second action is that the document may be submitted for processing. The processing, in some embodiments, is performed on the client 202. In other embodiments, the document is submitted to the platform 214 via the platform data source interface library 212 for processing. In other embodiments, the document is submitted to the correspondence management system 230 for processing.
The processing of the document on the client 202 may include printing the document for dispatch, attaching the document to an email for dispatch, putting the text of the document into the text of an email or Simple Messaging Service (“SMS”) message, or placing the document into another form for dispatch. In some embodiments, attaching the document to an email for dispatch includes attaching the document as a PDF file, a word processing file, a TIFF image, or other suitable file type depending on the embodiment. When the document is successfully processed, a message is generated on the client 202 and sent to the correspondence management application 230. The message sent to the correspondence management application 230, in some embodiments, include one or more of identifying the action taken, a copy of the document, the data and text of the document in a text form, and the date and time the document was processed and/or dispatched. The correspondence management application 230 may then log the correspondence processed and/or dispatched.
The processing of the document on the platform 214 may include transmitting a copy of the document to the platform 214 for processing. In other embodiments, the document editing tool may only transmit a template identifier and the text and data of the document to be processed. A document processing object 222 may then processes the document by retrieving the identified document template, if necessary, and populating the template with the received data and text. In either case, the document is then rendered. After rendering, the document processing object 222 may then do one or more of attaching the rendered document to a batch print job for processing by a bulk printing and mailing system, fax the document, print the document for mailing, attach the document to an email, email the content of the rendered document, place the text of the document in an SMS message, or otherwise dispatch the document as necessary. The document processing object 222 then sends a message to the correspondence management system, similarly to the client document processing, to cause the document to be logged.
The processing of the document by the correspondence management system 230 may include submitting the document template, data, and text to the correspondence management system 230, which then renders and transmits the document. The processing by the correspondence management system 230 may also include submitting an image of the document, or a word processing document, to the correspondence management system 230, which then renders and transmits the document. In both instances, the correspondence management system 230 logs the correspondence according to the rules, processes, and procedures defined within the system.
Some embodiments of the system 200 also include a document template generation module 208 within the client 202. The document template generation module 208 provides a set of tools that can be used to generate a document template and store the document template in the platform 214. The document template generation module 208 interacts with the platform 214 via the platform data source interface library 212.
In some embodiments, the document template generation module 208, when used to generate a document template, allows a user to select a document template type from document template types that already exist in the platform 214. A new document template type may also be defined. A document template type, in some embodiments, causes one or more document portions to be included. For example, if a selected document template type is “invoice,” certain document portions will be included. These document portions may include customer address fields and an item description/quantity/price/total table. Thus, selection of a document template type makes certain fields available in the document template.
A selection of data sources and fields is also available for selection via the document template generation module 208. This allows selection of data sources and items and association of the selected sources with document template fields, such as address fields with portions of customer address fields added to an invoice document template type. Some embodiments also allow selection of standard text fields, optional text fields, and addition of custom text fields to a document template. Further, the document template generation module 208 allows organizing of the selected data source fields and added text within the document template, such as specification of an order of which the selected document template portions will be rendered. The document template generation module 208 may then be utilized to store the document template in a document template data store 224 of the platform 214 via the platform services 216.
The platform 214 of the system 200 includes the platform services 216, objects 218, a document template data store 224, an entity data store 226, and one or more other data stores 228. The platform services 216 make services of the objects 218 available to the platform data source interface library 212. The objects 218 include one or more text objects 220 that provide text functionality to document templates stored in the document template data store 224 and may be instantiated in the document editing tool 206 and the document template generation module 208. Some such text objects provide selectable text snippets, standard document text, text tables, and other text structures that may be linked to data fields in one or more data sources.
The objects may also include a document processing object 222. The document processing object 222 may alternatively be located on the client 202. In either circumstance, the document processing object 222 processes a document to prepare the document for dispatch, routes the document for dispatch via one or more of a conventional or electronic mode, and sends a message to the correspondence management application 230 to cause the document to be logged.
The document template data store 224 holds document templates from which documents may be instantiated in the document editing tool 206 and rendered from by the document processing object 222. The entity data store 226 includes data defining entities within the system 200. An entity is generally a person or organization, such as a customer, supplier, business partner, or other entity. In some embodiments, one or more document templates may be associated with one or more entities. Thus, when a user goes about instantiating a document from a document template, the user may search by entity to identify a proper document template from which to instantiate the document.
In some embodiments, the integration services 302, as well as some or all of the other services described herein, may be services available within an object. Such objects may allow access to their services in whole or in part to other objects within the platform 214. In some embodiments, access to some services of the platform 214 are restricted from access from outside of the platform 214. Thus, in such embodiments, access to such services restricted from outside access may still be made, but such access is made indirectly through the platform services 216 or through the integration services 302.
In some embodiments, the other applications 304 may include virtually any application type. Some example other applications 304 include data base applications, enterprise resource planning (“ERP”) applications, proprietary applications, customer relationship management (“CRM”) applications, and others.
The integration services 302 allow the other applications 304 to operate in a synergistic manner with one or more applications of the platform 214. The synergistic operation of such applications may allow movement of data back and forth between the platform 214 and the other applications 304 for various purposes, such as data synchronization.
The architecture of the system 300 provides further benefits. For example, document templates stored within the template data store 224 may include references to data within one or more of the other applications, Thus, when such a document template is instantiated within the document editing tool 206, referenced data from the one or more other applications is retrieved and available within the instantiated document. Further, document templates may be generated using the document template generation module 208 that include references to data of the one or more other applications.
In the system 300 embodiment, and others, the platform data source interface library 212 leverages the integration services 302 of the platform 214 to integrate the platform and other applications 304 with the common interface of the document editing tool 206 users are familiar with. This simplifies document generation for users and speeds the process of document generation when the documents need data from the platform 214 or the other applications 304.
To search for the data, text is entered into the text box 404 and the search button 406 is selected. In some embodiments, a user may enter any text to search upon and a search engine will process the search request to identify any potentially relevant data. Alternatively, a user could enter a structured query. The data searched for is the data the instantiated template needs. Thus, in some embodiments, when a template is instantiated in the template instantiation portion 410, the user interface 400 evaluates the template definition to identify the needed data. The fields of needed data are then displayed in a area 407 of the data search portion 402.
After a search is performed, the search results are displayed in the area 407. The user may then select one of the search results. When a search result is selected, the data is populated into the instantiated document template. The instantiated document may then be manipulated to conform the instantiated document to the needs of the user. In some embodiments, the instantiated document template may include optional text snippets for one or more portions of the instantiated document. An example is provided in
After an instantiated document has been edited, the document may be submitted for processing. As described above, this processing may occur on either the client or on the platform.
The user interface of
After the document template properties have been defined, such as through the use of the user interfaces of
In some embodiments, submitting the data-populated template 702 includes transmitting a template identifier and transmitting the data of the data-populated template. In such embodiments, each data item is associated with a template field within which each data item is populated to. Further, dispatching the rendered document commonly includes generating an email message and populating an email address field of the email message with an email address included in the data to be processed. The rendered document may then be attached to the generated email message and the email may be sent. In some embodiments, the data populated template may be submitted to the correspondence management system and the correspondence management system will render and dispatch the rendered document.
It is emphasized that the Abstract is provided to comply with 37 C.F.R. §1.72(b) requiring an Abstract that will allow the reader to quickly ascertain the nature and gist of the technical disclosure. It is submitted with the understanding that it will not be used to interpret or limit the scope or meaning of the claims.
In the foregoing Detailed Description, various features are grouped together in a single embodiment to streamline the disclosure. This method of disclosure is not to be interpreted as reflecting an intention that the claimed embodiments of the invention require more features than are expressly recited in each claim. Rather, as the following claims reflect, inventive subject matter lies in less than all features of a single disclosed embodiment. Thus, the following claims are hereby incorporated into the Detailed Description, with each claim standing on its own as a separate embodiment.
It will be readily understood to those skilled in the art that various other changes in the details, material, and arrangements of the parts and method stages which have been described and illustrated in order to explain the nature of this invention may be made without departing from the principles and scope of the invention as expressed in the subjoined claims.
