Patent Application
20210326522
The present disclosure generally relates to a document management system, and more specifically to sharing documents managed by the document management system during an online sharing session.
In collaborative environments where participants are located in different geographical locations, document sharing tools are used to share documents between the participants. However, conventional document sharing tools merely share an image of the display screen of one of the participants of the collaborative session. Furthermore, during the collaborative session, a participant may annotate the document being shared with other participants in the collaborative session. However, an annotation created by a first participant using a first type of device may appear different on a second type of device of a second participant since conventional document sharing tools are merely sharing an image of the display screen of one of the participants.
A document management system is configured to manage one or more documents that include content. A document stored in the document management system may be shared with multiple participants during an online sharing session. During the online sharing session, the document itself is shared with the participants of the online sharing session rather than merely an image of a display screen of one of the participants. The shared document may be the document in its entirety or may be a portion of the entire document.
In one embodiment, the document management system may receive an annotation to content included in the shared document. An appearance and location of the annotation added to the shared document during the online session is consistent across the devices of the participants even though different types of devices are used by the participants during the online session.
The Figures (FIGS.) and the following description describe certain embodiments by way of illustration only. One skilled in the art will readily recognize from the following description that alternative embodiments of the structures and methods illustrated herein may be employed without departing from the principles described herein. Reference will now be made in detail to several embodiments, examples of which are illustrated in the accompanying figures. It is noted that wherever practicable similar or like reference numbers may be used in the figures and may indicate similar or like functionality.
In one embodiment, the environment 100 includes the enterprise 101, a plurality of enterprise devices 107A to 107B, and a plurality of client devices 109A to 107B connected to each other via a network 105. As shown in
The network 105 provides a communication infrastructure between the entities included in environment 100. The network 105 is typically the Internet, but may be any network, including but not limited to a Local Area Network (LAN), a Metropolitan Area Network (MAN), a Wide Area Network (WAN), a mobile wired or wireless network, a private network, or a virtual private network.
Enterprise devices 107 and client devices 109 may include any type of device having an application that communicates with the document management system 103 of the enterprise 101. For example, an enterprise device 107 and/or a client device 109 may be a mobile device or personal computer or any other type of device.
Generally, enterprise devices 107 represent devices of the enterprise 101. Representatives of the enterprise 101 use enterprise devices 107 to access documents stored by the document management system 103. Accessing documents may include generating new documents and sharing the newly generated documents with other representatives of the enterprise 101 and/or with customers of the enterprise 101. Accessing documents may further include viewing existing entries in a document, adding new entries to the documents, modifying existing entries in the documents, and/or delete existing entries in the document.
In contrast, a client device 109 represents devices of non-representatives of the enterprise 101. An example of a non-representative of the enterprise 101 is a customer of the enterprise 101. Although the embodiments herein describe sharing of documents between representatives of the enterprise 101 and non-representatives of the enterprise 101, the embodiments may be applied to any types of entities that require document sharing between people.
In one embodiment, the enterprise device 107 and client device 109 may each include an application that allows interaction with the document management system 103 to share documents stored by the document management system 103. The application may be a dedicated application specifically designed by the organization associated with the document management system 103. The application allows for interaction with the document management system 103.
The document management system 103 is configured to manage one or more documents that store data of the enterprise 101. Enterprise representatives use enterprise devices 107 to generate documents using stored data and share the documents with client devices 109 of non-representatives during online sharing sessions created by the document management system 103. As will be further described below, shared documents may be annotated during online sharing sessions.
The document database 201 is configured to store one or more documents of the enterprise 101. The documents can be any type of document. For example, the document may be a summary sheet of an automotive deal with a customer of the enterprise 101. However, any type of documents may be stored in the document database 201 for sharing.
In one embodiment, a document includes content such as a plurality of fields and a corresponding value for each field that collectively form the document. The fields of data and their corresponding values may be arranged in a series of rows and columns. However, other organization formats can be used for documents.
The document database 201 may also store one or more document templates used to generate new documents. In one embodiment, each document template is associated with a particular type of document and includes required fields of data for the document template. The values for the fields of data included in each document template are blank.
Referring back to
In response to receiving the request, the reception module 205 retrieves a document template associated with the type of document specified in the request from the document database 201 and transmits the retrieved document template to the device of the user that transmitted the request. The reception module 205 determines values for the fields of data included in the document template. In one embodiment, the reception module 205 receives values for one or more fields of data of the document template from the device of the user that requested to generate the document and inserts the values into the document template.
In one embodiment, the reception module 205 automatically inserts values into the document template. One or more fields of data may indicate a location in another document stored in the document management system from which to retrieve the values for the document template. The reception module 205 automatically retrieves the values from another document(s) as indicated in the one or more fields of the document template. The retrieved values are automatically added to the appropriate fields in the document template by the reception module 205.
Once the fields of data included in the document template are completed, the reception module 205 receives a request to store the document as a new document in the document database 201 from the device of the user. In one embodiment, the reception module 205 stores the document in the document database 201 using an editing format (e.g., a file format). In one embodiment, the editing format may not be conducive for sharing with others, but is beneficial for editing purposes. For example, the editing format may be a spreadsheet format for example.
In one embodiment, documents stored in the document database 201 may be shared between devices of multiple users in an online sharing session. By sharing the document during the online sharing session, the amount of time that the participants of the online sharing session need to physically interact in-person with each other is reduced, if not eliminated completely. In one embodiment, the reception module 205 may receive a request from a device of a user to share a document stored in the document database 201. The request may be received in response to a selection of a user interface element included in document for sharing the document. For example,
As mentioned above, the format of documents stored in the document database 201 is not ideal for sharing during an online sharing session. Responsive to the request to share a document, the conversion module 207 converts the document into a format for sharing during an online session. To perform the conversion, the conversion module 207 receives from the user that transmitted the request sharing criteria which is indicative of portions of the document to share during the online sharing session and portions of the document to exclude from sharing during the online sharing session. That is, the user may decide to share the document in its entirety or share a subset of the document during the online session. For example, the user may filter the fields of information of the document that are shown to another user during the online session, so that the other user is only provided with the most relevant information of the document during the online sharing session.
In one embodiment, the conversion module 207 transmits a filtering tool 400 to the device of the user that requested to share the document, as shown in
In one embodiment, the document may be filtered based on groups of fields of information or individual fields of information. Groups of fields of information include multiple fields of information in the document whereas an individual field of information includes only a single field of information in the document. One example of a group of fields of information is the “Required Data” group 405 and one example of an individual field of information is the “Supplemental Data Field 1” 407 as shown in the filter 401. Referring back to
Referring back to
In one embodiment, the conversion module 207 renders a preview 403 of the document for sharing during the online sharing session. The preview is transmitted to the device of the user and visually indicates the appearance and the content of the document that will be shared during the online sharing session. By providing the user with the preview, the user may decide to edit the fields of information that are included in the document during the online sharing session by enabling or displaying content to include in the shared document.
In one embodiment, the rendered preview includes the selected content of the document using the filtering tool 400 and allows the user to verify the content of the document to be shared during the online session. In one embodiment, the conversion module 207 generates the preview of the document in a preview format (e.g., file format) that is different from the editing format of the document. The preview format is a format that can be used to quickly render the document based on the selected filtering criteria. For example, the preview format may be a markup language format such as HTML. However, other preview formats may be used for generating the preview of the document.
In
The conversion module 207 may receive a request from the device of the user to share the document shown in the preview with another user during an online sharing session upon approval of the document. The request may be received from the conversion module 207 responsive to the user selecting the “share” user interface element 409 as shown in
In one embodiment, the request may include a plurality of request attributes. The request attributes include one or more identifiers of one or participants requested to participate in the online sharing session of the document. An identifier of a participant may include an email address of the participant, for example. The request attributes may also include a date and time for the online sharing session.
The conversion module 207 generates the document for sharing during the online sharing session based on the preview. The version of the document for sharing may be stored in the document database 201 for use during the online sharing session. In one embodiment, the conversion module 207 may generate the document for sharing responsive to the sharing request. Alternatively, the conversion module 207 may wait to generate the document for sharing until the date and time of the online sharing session.
To generate the document for sharing, the conversion module 207 may convert the preview of the document that is in the preview format (e.g., HTML) into a sharing format. In one embodiment, the sharing format is a file format that is used to display documents in electronic form independent of the software, hardware, or operating system that is used to display the document. For example, the conversion module 207 may convert the preview of the document into a portable document format (PDF). However, other sharing formats may be used.
In one embodiment, the sharing module 209 shares a stored document that is in the sharing format with multiple participants during a scheduled online session. The sharing module 209 may transmit an invitation for the online sharing session to devices of the participants identified in the request attributes. Only participants who have the link will be authorized access to the online sharing session. The invitation may optionally include authentication information (e.g., a password) required to access the online sharing session. The participants of the online sharing session may include one or more representatives of the enterprise 101 and one or more non-representatives, for example. At the date and time of the online sharing session, the participants select the link using their devices which directs a web browser on the devices of the participants to the online sharing session.
During the online sharing session, the sharing module 209 shares the document stored in the sharing format. That is, the actual document is shared during the online session rather than merely an image of the content displayed on a display screen of one of the participant's device.
During the online sharing session, the participants may review the shared document in a collaborative environment. To aid in the explanation of the content of the document, the online sharing session includes a plurality of annotation tools. In one embodiment, the annotation tools may be used to supplement content (e.g., fields of information) in the shared document, but cannot be used to modify the existing content included in the document such as deleting or editing values or the information fields included in the document. In one embodiment, any of the participants of the online sharing session may use the annotation tools to annotate the shared document. In another embodiment, only participants granted permission to annotate the document during the online sharing session are allowed to annotate the document. For example, the participant that authored the document may be the only participant allowed to annotate the document.
In the example shown in
In one embodiment, a participant of the online sharing session may use the highlighting tool 507 to highlight content included in the shared document such as a particular field of information of interest. For example,
In one embodiment, an appearance and location of an annotation added to the shared document during the online sharing session is consistent across the devices of the participants regardless of the type of devices used by the participants during the online sharing session. For example, an annotation to the document that is displayed on a desktop computer of a first participant has the same appearance and location in the document displayed on a mobile phone of the second participant. This is due to the document itself being shared during the online sharing session rather than merely an image of the display screen of one of the participants.
In one embodiment, documents in the sharing format have a document grid that is invisible to the participants of the online sharing session. The document grid is a coordinate system that is used to identify the location of annotations added to the document during the online sharing session. In one embodiment, the coordinate system is a Cartesian coordinate system.
An annotation module 211 receives annotations added to the shared document during the online sharing session from devices of participants of the online sharing session. In one embodiment, the received annotation includes annotation attributes. In one embodiment, the annotation attributes include an identifier of the participant that created the annotation, the annotation type (e.g., highlight, arrow, etc.), and one or more coordinates in the document grid that define the location of the annotation in the document. In one embodiment, a new version of the shared document is saved in the document database 201 after each annotation is added to the document. By saving a new version for each added annotation, the document management system 103 is able to undo or redo annotations made to the document.
In one embodiment, the annotation module 211 receives the annotation attributes from the device of the participant that created the annotation and transmits the annotation attributes to devices of the other participants of the online sharing session. Each device renders the annotation on the document displayed on the device according to the annotation attributes. Since the annotation attributes describe the coordinates of the annotation with respect to the document grid of the document, the appearance and location of the annotation is consistent across the devices of the participants regardless of the type of device that is used to participate in the online sharing session.
As mentioned above, the annotation tools may be used to aid in the discussion of the document during the online sharing session. If one of the participants requests to view more information in the shared document as a result of the discussion, the conversion module 207 may receive edited filtering criteria from the device of a participant (e.g., a representative) to generate an edited version of the primary document that includes additional information, and share the edited primary document during the online sharing session. If the existing content (e.g., values of the fields of information) of the shared document requires editing (e.g., addition, deletion, or modification), the reception module 205 may receive edits to values of the document stored in the editing format from the device of the participant (e.g., a representative). The conversion module 207 converts the edited document into the sharing format and the sharing module 209 may re-share the edited primary document during the online sharing session according to the process previously described above.
In one embodiment, a document may require an electronic signature from one or more of the participants of the online sharing session. The electronic signature is a legal way to obtain consent or approval of the shared document from one or more participants of the online sharing session. The signature module 213 may receive a request from a device of a participant of the online sharing session to add an electronic signature to the document.
Responsive to the request to add the electronic signature to the document, the signature module 213 transmits an electronic signature tool to the device of the participant that submitted the request.
In one embodiment, the recommendation module 215 provides recommendations for a participant (e.g., the non-representative) during the online sharing session. In one embodiment, the document shared during an online sharing session is associated with an article (e.g., a vehicle). The recommendation provided during the online sharing session describes another article (e.g., another vehicle) of the enterprise 101, for example.
In one embodiment, the recommendation module 215 is a machine-learned neural network model. Any machine learning algorithm may be used by the machine-learned neural network models such as linear regression, logistic regression, SVM, etc. The recommendation module 215 is trained to automatically generate recommendations for an online sharing session based on attributes of the online sharing session. The attributes may be participant attributes of a participant of the online sharing session (e.g., the non-representative) as well as document attributes. The document attributes include the values of the fields of information included in the document.
In one embodiment, the tracking module 217 tracks a status associated with the article described in the document. The status may be a location status, for example. The tracking module 217 may transmit notifications to the device of the participant (e.g., the non-representative) that describe the location status of the article. In one embodiment, a tracking device is positioned on a delivery mechanism of the article that periodically transmits geographical location information to the tracking module 217. The tracking module 217 generates the notifications based on the received geographical position information. The notifications may be transmitted to the device of participant automatically or upon request from the device of the participant.
The enterprise device 107 transmits 801 a request to generate a document. The request may include a requested document type for generation. The document management system 103 generates 803 the document based on the request. The document management system 103 may generate the document by retrieving a document template. Values for fields of information in the document template may be received from the enterprise device 107 or automatically populated by the document management system 103.
The document management system 103 transmits 805 the document to the enterprise device 107. The enterprise device 107 transmits 807 a document sharing request to the document management system 103. The document sharing request may indicate whether the entire document is shared or portions of the document are shared. The document sharing request may also indicate participants invited to view the shared document during an online sharing session.
The document management system 103 creates 809 an online sharing session that includes the document. During the online sharing session, the enterprise device 107 displays 815 the shared document and the client device 109 also displays 817 the shared document. During the online sharing session, the user of the enterprise device 107 annotates 819 the shared document. The enterprise device 107 transmits 821 the annotation attributes to the document management system 103. The document management system 103 identifies 823 the location of the annotation from the request. In one embodiment, the annotation includes annotation attributes that comprise coordinates of the annotation.
The document management system 103 transmits 825 the annotation attributes to the enterprise device 107 and transmits 827 the annotation attributes to the client device 109. The enterprise device 107 displays 829 the annotated document and the client device 109 displays 831 the annotated document. Since the annotation attributes includes coordinates of the annotation, the enterprise device 107 and the client device 109 are able to render the annotation such that the appearance and position of the annotation in the shared document is consistent across the enterprise device 107 and the client device 109 regardless if the devices are of different device types.
However, in environment 900 the document management system 903 is separated from enterprise 901. In the example of
In one implementation, the document management system 103/903, enterprise devices 107, and client devices 109 each include processing resources 1001, main memory 1003, read only memory (ROM) 1005, storage device 1007, and a communication interface 1009. The document management system 103/903, enterprise devices 107, and client devices 109 each include at least one processor 1001 for processing information and a main memory 1003, such as a random access memory (RAM) or other dynamic storage device, for storing information and instructions to be executed by the processor 1001. In one embodiment, multiple processors are employed by the document management system 103/903 to perform the techniques described above in order to improve efficiency of the document management system 103/903 and reduce computation time when sharing documents. Main memory 1003 also may be used for storing temporary variables or other intermediate information during execution of instructions to be executed by processor 1001. The document management system 103/903, enterprise devices 107, and client devices 109 may each also include ROM 1005 or other static storage device for storing static information and instructions for processor 1001. The storage device 1007, such as a magnetic disk or optical disk or solid state memory device, is provided for storing information and instructions.
The communication interface 1009 can enable each of document management system 103/903, enterprise devices 107, and client devices 109 to communicate with each other through use of a communication link (wireless or wireline). Each of document management system 103/903, enterprise devices 107, and client devices 109 can optionally include a display device 1011, such as a cathode ray tube (CRT), an LCD monitor, an LED monitor, OLED monitor, a TFT display or a television set, for example, for displaying graphics and information to a user. An input mechanism 1013, such as a keyboard that includes alphanumeric keys and other keys, can optionally be coupled to the computer system 1000 for communicating information and command selections to processor 1001. Other non-limiting, illustrative examples of input mechanisms 1013 include a mouse, a trackball, touch-sensitive screen, or cursor direction keys for communicating direction information and command selections to processor 1001 and for controlling cursor movement on display device 1011.
Examples described herein are related to the use of the document management system 103/903, enterprise devices 107, and client devices 109 for implementing the techniques described herein. According to one embodiment, those techniques are performed by each of the document management system 103/903, enterprise devices 107, and client devices 109 in response to processor 1001 executing one or more sequences of one or more instructions contained in main memory 1003. Such instructions may be read into main memory 1003 from another machine-readable medium, such as storage device 1007. Execution of the sequences of instructions contained in main memory 1003 causes processor 1001 to perform the process steps described herein. In alternative implementations, hard-wired circuitry may be used in place of or in combination with software instructions to implement examples described herein. Thus, the examples described are not limited to any specific combination of hardware circuitry and software. Furthermore, it has also proven convenient at times, to refer to arrangements of operations as modules, without loss of generality. The described operations and their associated modules may be embodied in software, firmware, hardware, or any combinations thereof.
Reference in the specification to “one embodiment” or to “an embodiment” means that a particular feature, structure, or characteristic is included in at least one embodiment of the disclosure. The appearances of the phrase “in one embodiment” or “a preferred embodiment” in various places in the specification are not necessarily referring to the same embodiment.
Some portions of the above are presented in terms of methods and symbolic representations of operations on data bits within a computer memory. These descriptions and representations are the means used by those skilled in the art to most effectively convey the substance of their work to others skilled in the art. A method is here, and generally, conceived to be a self-consistent sequence of steps (instructions) leading to a desired result. The steps are those requiring physical manipulations of physical quantities. Usually, though not necessarily, these quantities take the form of electrical, magnetic or optical signals capable of being stored, transferred, combined, compared and otherwise manipulated. It is convenient at times, principally for reasons of common usage, to refer to these signals as bits, values, elements, symbols, characters, terms, numbers, or the like. Furthermore, it is also convenient at times, to refer to certain arrangements of steps requiring physical manipulations of physical quantities as modules or code devices, without loss of generality.
It should be borne in mind, however, that all of these and similar terms are to be associated with the appropriate physical quantities and are merely convenient labels applied to these quantities. Unless specifically stated otherwise as apparent from the following discussion, it is appreciated that throughout the description, discussions utilizing terms such as “processing” or “computing” or “calculating” or “displaying” or “determining” or the like, refer to the action and processes of a computer system, or similar electronic computing device, that manipulates and transforms data represented as physical (electronic) quantities within the computer system memories or registers or other such information storage, transmission or display devices.
Certain aspects disclosed herein include process steps and instructions described herein in the form of a method. It should be noted that the process steps and instructions described herein can be embodied in software, firmware or hardware, and when embodied in software, can be downloaded to reside on and be operated from different platforms used by a variety of operating systems.
The embodiments discussed above also relates to an apparatus for performing the operations herein. This apparatus may be specially constructed for the required purposes, or it may comprise a general-purpose computer selectively activated or reconfigured by a computer program stored in the computer. Such a computer program may be stored in a non-transitory computer readable storage medium, such as, but is not limited to, any type of disk including floppy disks, optical disks, CD-ROMs, magnetic-optical disks, read-only memories (ROMs), random access memories (RAMs), EPROMs, EEPROMs, magnetic or optical cards, application specific integrated circuits (ASICs), or any type of media suitable for storing electronic instructions, and each coupled to a computer system bus. Furthermore, the computers referred to in the specification may include a single processor or may be architectures employing multiple processor designs for increased computing capability.
The methods and displays presented herein are not inherently related to any particular computer or other apparatus. Various general-purpose systems may also be used with programs in accordance with the teachings herein, or it may prove convenient to construct more specialized apparatus to perform the required method steps. The required structure for a variety of these systems will appear from the description below. In addition, the embodiments are not described with reference to any particular programming language. It will be appreciated that a variety of programming languages may be used to implement the teachings described herein, and any references below to specific languages are provided for disclosure of enablement and best mode.
While the disclosure has been particularly shown and described with reference to a preferred embodiment and several alternate embodiments, it will be understood by persons skilled in the relevant art that various changes in form and details can be made therein without departing from the spirit and scope of the invention.
This application is a continuation of U.S. patent application Ser. No. 17/231,370 filed on Apr. 15, 2021 which claims priority to U.S. Provisional Application No. 63/010,657 filed on Apr. 15, 2020, each of which is incorporated by reference in its entirety.
| Number | Date | Country | |
|---|---|---|---|
| 63010657 | Apr 2020 | US |
| Number | Date | Country | |
|---|---|---|---|
| Parent | 17231370 | Apr 2021 | US |
| Child | 17233037 | US |
