Patent Application
20060161590
The present invention relates to computer software and, more particularly, to electronic document management systems.
Content or document management systems organize information in a systematic way so information can be stored, accessed, and distributed effectively. An effective document management system helps an organization to efficiently process, duplicate, distribute, and store documents. Traditionally, organizations have relied on paper or microfiche filing systems for storage and retrieval. Nowadays, more and more organizations are relying on paper-less filing systems, i.e., digital or electronic document management systems (hereinafter “electronic DMS”), to manage documents.
Compared to a paper or microfiche filing system, an electronic DMS reduces the cost in processing, duplicating, distributing, and storing documents; an electronic DMS also enables faster access to and retrieval of documents. In addition, an electronic DMS is capable of managing documents with various formats. A document in an electronic DMS can be any digitized content, such as a word processing file, an audio file, a video file, a spreadsheet, a fax, a database file, an e-mail, a scanned image, or an Internet/intranet HTML document.
Though an electronic DMS offers various economical and operational advantages over a paper or microfiche filing system, a conventional electronic DMS lacks certain desirable document management features. For example, a digital document usually is associated with a set of properties, such as file name, file size, or author of the document. Generally, the software creating a document predefines the properties associated with the document. This pre-setting of properties of an individual document does not allow a user to set properties for a group of documents sharing a common characteristic, for example, the same content type. A content type describes what a document is about. For instance, the content type of this document is patent application. Other examples of content types include project plan, personnel file, etc. A user such as the system administrator of an electronic DMS may wish to define properties and rules to manage documents sharing a common characteristic. For example, a system administrator may want to specify who can access personnel files in an organization. A conventional electronic DMS does not provide such a feature.
In addition, documents in an electronic DMS are generally stored in a document server. Conventionally, once a document is downloaded from the document server, the electronic DMS no longer has control over the behaviors of the document. For example, if a personnel file is downloaded from a document server, the electronic DMS no longer can enforce any access rule on the document.
Furthermore, a conventional electronic DMS allows all property information associated with a downloaded document to be modified and communicated back to a document server. However, in order to exert centralized management of documents sharing a common characteristic, a system administrator of an electronic DMS may prefer rules shared by the documents to remain constant. Hence, it is desirable that rules shared by a group of documents should remain intact in the document server without regard as to how the rules may have been changed in a downloaded document.
Therefore, there exists a need to centrally define properties and rules concerning documents sharing a common characteristic, such as the same content type. There also exists a need to automatically associate such properties and rules with such a document. There further exists a need to ensure that rules governing all documents sharing a common characteristic remain constant, not modifiable by specific settings on an individual document.
The invention addresses the above-identified needs by providing a computer-implemented method and a computing system that automatically associate properties and rules with documents sharing a common characteristic. Such a common characteristic can be the same content type, the same file extension, the same creator, etc. A common characteristic is also called a prescribed type.
One aspect of the invention defines a type template for each prescribed type. The type template includes generic type information that is automatically applied to all documents of the prescribed type. The type template may further include instance-specific type information that is instantiated for each document of the prescribed type. The type information included in a type template is associated with each document of the prescribed type.
Another aspect of the invention identifies the prescribed type associated with a document. The corresponding type information is then retrieved, for example, from a central document server. The retrieved type information is associated with the document, which may be opened by a client application that enforces rules contained in the type information. The type information may specify document management information such as workflow, access right, and business process.
In accordance with yet another aspect of the invention, associating type information with a document further includes creating a dependency between a document and its corresponding type template. A document is marked as dirty if its type template is updated. The type information is associated with the document only when the document is downloaded from the document server or requested by a client application.
In accordance with a further aspect of the invention, type information associated with a document may be retrieved from the document and sent back to the document server. Such type information includes the instance-specific type information, but not the generic type information that defines the behavior of all documents of the prescribed type.
In summary, the invention provides a computing system and a computer-implemented method that automatically associate type-specific information with a document of a prescribed type. The invention thus enables automatic management of the behaviors of documents sharing a common characteristic.
The foregoing aspects and many of the attendant advantages of this invention will become more readily appreciated as the same become better understood by reference to the following detailed description, when taken in conjunction with the accompanying drawings, wherein:
Embodiments of the invention define properties and rules for documents sharing at least one common characteristic, i.e., a prescribed type. One aspect of the invention provides a type template specifying type information that can be associated with each document of a prescribed type. Such a type template includes instance-specific type information, which is instantiated for each document of the prescribed type. For example, the instantiated instance-specific type information can identify the name and/or the size of a document. Upon the creation of a document of a prescribed type, instance-specific type information in the corresponding type template is instantiated for the document, and, preferably, stored in the directory on the document server where the document resides. The type template also includes generic type information that is automatically applied to all documents of the type. For example, the generic type information can dictate that only staff in the human resource department of an organization can access all documents of the content type “personnel data.”
Once the document is requested by a client application and/or downloaded from the document server, the instantiated instance-specific type information in the directory and the generic type information in the type template are combined and associated with the document. The combined type information governs how the document behaves. The instantiated instance-specific type information in the document may be modified and sent back to the directory in the document server, while the generic type information in the document cannot be modified or updated on the document server.
The invention will primarily be described in the context of defining and using type information for documents of the same content type. However, those skilled in the relevant art and others will appreciate that the invention is also applicable to documents or information items of other prescribed types, such as the same file extension, the same creator, or the same creation date.
The following description first provides an overview of a computing system in which the invention may be implemented. Then a computer-implemented method is described. The computer-implemented method associates type information with a document when it is downloaded from a document server, and/or retrieves instantiated instance-specific type information from the document and stores the retrieved information on the document server. The illustrative examples provided herein are not intended to be exhaustive or to limit the invention to the precise forms disclosed. Similarly, any steps described herein may be interchangeable with other steps, or combinations of steps, in order to achieve the same result.
The document server 102 associates a definition for a content type with any document of the content type. For example, as illustrated in
In embodiments of the invention, a content type template 202 is provided to define type-specific information for documents of a content type. The content type template 202 includes instance-specific type information 204 and generic type information 206. The instance-specific type information 204 includes properties of a document of the content type. For example, the instance-specific type information 204 may include properties identifying the name of a document, the file format of a document, the size of a document, etc. For a music document, the instance-specific type information 204 may also include properties such as sampling rate, length, etc. For a document containing URL bookmarks, the instance-specific type information 204 can further include properties such as last visit, Web site name, cookie information, etc. When a document 208 of the content type is created, the instance-specific type information 204 is instantiated with data specific to the document. The instantiated instance-specific type information 204 is then associated with the document, for example, by being stored in the same directory the document is stored in on the document server 102. An exemplary implementation of storing instance-specific type information of a document of a content type within the directory that stores the document is described in detail in a related U.S. patent application No. ______ titled “Dynamically Configurable Lists for Encoding Multiple Content Types,” filed on Jan. 7, 2005 (Attorney Docket No. MSFT-1-23612), which is incorporated herein by reference.
In exemplary embodiments of the invention, the content type template 202 further includes generic type information 206, which specifies type information that is automatically applied to all documents of the content type. The generic type information 206 may include policies regulating the behaviors of documents of the content type. For example, a writer may create a policy specifying that all documents containing a specific subject matter cannot be printed. A system administrator may define a retention policy specifying that documents of a specific content type will automatically be deleted after a certain time period. The generic type information 206 is defined on the document server 102.
In embodiments of the invention, the generic type information 206 is automatically applied to the documents of the content type by a client application that runs a document 208 of the content type. For example, a client application may automatically enforce any access restriction on personnel documents. The generic type information 206 can also be automatically applied to the documents of the content type by a server application, which may be on the document server 102. For example, if the generic type information 206 includes an expiration policy that specifies all documents of the content type will expire within ten years of creation, a process on the document server 102 may periodically scan all documents of the content type to enforce the expiration policy.
When a document 208 of the content type is requested by a client application or downloaded from the document server 102, content type information 212—the instantiated instance-specific type information 204 and the generic type information 206—is associated with the document 208. The content type template 202 thus enables all documents of the content type to share the same generic type information 206 and inherent same instance-specific type information 204.
In an exemplary embodiment of the invention, a parser 210 is used to associate content type information 212 with a document 208. The parser 210 can be used for any content type. In addition, the parser 210 is capable of recognizing the specific file format of a document 208 and associating content type information 212 with the document 208 according to the file format of the document 208. For example, the parser 210 may associate content type information 212 with a document 208 by inserting the information into a location in the document 208. This location may be different depending on the file format of the document. For instance, a word processing file would have a different insertion location than an image file.
Specifically, when a document 208 is requested by a client application or is downloaded from the document server 102, the parser 210 retrieves the corresponding content type information 212. The parser 210 then demotes the content type information 212 into the document 208. The resulting document 208 thus contains content type information 212 that includes both the instantiated instance-specific type information 204 and the generic type information 206.
For a large DMS, the document server 102 may contain hundreds or thousands of documents of each content type. Updating information in a content type template 202, for example, adding a new property or a new policy, means that all documents of the content type must be updated. If thousands of documents of the content type exist, updating the documents consumes extensive computing resources. Embodiments of the invention employ a lazy update mechanism to reduce the consumption of computing resources in the event documents need to be updated with changes in their corresponding content type template 202.
When a document 208 is determined to be of a content type, it is identified in a dependency list associated with the corresponding content type template 202. Any time the content type template 202 is updated, all documents of the content type can be determined from the dependency list. Any document that is dependent on the content type template 202 is then marked as dirty. The process of demoting the updated content type information 212 is delayed until the first time a document 208 is downloaded or requested by a client application. The lazy update mechanism thus prevents unnecessary rewriting of a document with updated content type information.
Specifically, the process 300 retrieves instantiated instance-specific type information from a directory on the document server. See block 306. The process 300 retrieves generic type information from the corresponding content type template on the document server. See block 310. The process 300 then demotes all the retrieved content type information to the document. See block 312. The process 300 then terminates.
Referring back to
While the preferred embodiment of the invention has been illustrated and described, it will be appreciated that various changes can be made therein without departing from the spirit and scope of the invention.
