Capturing the result of an approval process/workflow and declaring it a record

• US 10,402,756 B2
• Filed: 10/19/2005
• Issued: 09/03/2019
• Est. Priority Date: 10/19/2005
• Status: Active Grant

• Current Assignee: International Business Machines Corporation
• Original Assignee: International Business Machines Corporation
• Inventors: Maguire, Colin
• Primary Examiner(s): Boyce, Andre D
• Application Number:
  US11/254,604
• Publication Number:
  US 20070088585A1
• Time in Patent Office: 5,067 Days
• Field of Search: 705 7, 705 727
• CPC Class Codes: G06Q 10/06 Resources, workflows, human or project management; Enterprise or organisation planning; Enterprise or organisation modelling
• CPC Class Codes: G06Q 10/103 Workflow collaboration or project management

Abstract

Electronically capturing the result of an approval process/workflow for a record, and declaring the result as a record with a relationship to the approved record. The result of the approval process/workflow includes at least one workflow log or map. The workflow log may include the identities of those who took action during the approval process. The workflow log may also include comments of participants in the approval process and historical data about an execution instance of a workflow. The workflow map is essentially a flowchart defining the steps of the approval process and the transitions between process steps. The workflow map may specify each step, including who will process the work for the step, and the application and/or data necessary for the step. The result of the approval process/workflow for a record, including the workflow log and map, is declared as a related record along with the approved record.

Claims

1. A computer-implemented method comprising:

providing, with a computer processing system having a memory system, a records management system having a file plan, wherein the file plan has multiple categories in a hierarchy and is stored in an object store of a plurality of object stores, wherein a category inherits an associated disposition schedule from a higher level category, wherein the category includes one or more record folders, wherein each of the one or more record folders includes one or more records that each point to a document in another one of the plurality of object stores, and wherein the associated disposition schedule is selected from any one of review, export, and destroy; and

integrating an approval process with the records management system by;

determining that a first record for a primary document that is subject to the approval process is to be stored based on contextual information collected by the approval process;

storing the first record for the primary document in a record folder of the category, wherein the category is selected based on the contextual information collected by the approval process;

storing a second record for a result of the approval process in the record folder of the category;

storing a third record for historical information related to the approval process in the record folder of the category; and

in response to determining that a disposition of the first record is to destroy, removing the first record, the second record, and the third record from the record folder of the category.

2. The computer-implemented method of claim 1, wherein a workflow log of the result includes an identity of each participant in the approval process.

3. The computer-implemented method of claim 1, wherein a workflow log of the result includes comments from each participant in the approval process.

4. The computer-implemented method of claim 1, wherein a workflow log of the result includes information regarding execution of a step in the approval process.

5. The computer-implemented method of claim 4, wherein the information regarding execution of the step in the approval process includes at least one of a date and a time of completion of the execution of the step in the approval process.

6. The computer-implemented method of claim 1, further comprising:

linking the second record for the result of the approval process with the first record for the primary document.

7. The computer-implemented method of claim 1, wherein a map of the result includes steps and a history for each of the steps, and wherein a workflow log of the result identifies at least one of the steps in the map and provides additional information for the identified at least one of the steps.

8. Computer-readable media containing a computer program, wherein the computer-readable media is not a signal, and wherein the computer program, when executed on a computer, causes a processor to perform:

providing a records management system having a file plan, wherein the file plan has multiple categories in a hierarchy and is stored in an object store of a plurality of object stores, wherein a category inherits an associated disposition schedule from a higher level category, wherein the category includes one or more record folders, wherein each of the one or more record folders includes one or more records that each point to a document in another one of the plurality of object stores, and wherein the associated disposition schedule is selected from any one of review, export, and destroy; and

integrating an approval process with the records management system by;

determining that a first record for a primary document that is subject to the approval process is to be stored based on contextual information collected by the approval process;

storing the first record for the primary document in a record folder of the category, wherein the category is selected based on the contextual information collected by the approval process;

storing a second record for a result of the approval process in the record folder of the category

storing a third record for historical information related to the approval process in the record folder of the category; and

in response to determining that a disposition of the first record is to destroy, removing the first record, the second record, and the third record from the record folder of the category.

9. The computer-readable media of claim 8, wherein a workflow log of the result includes an identity of each participant in the approval process.

10. The computer-readable media of claim 8, wherein a workflow log of the result includes comments from each participant in the approval process.

11. The computer-readable media of claim 8, wherein a workflow log of the result includes information regarding execution of a step in the approval process.

12. The computer-readable media of claim 11, wherein the information regarding execution of the step in the approval process includes at least one of a date and a time of completion of the execution of the step in the approval process.

13. The computer-readable media of claim 8, wherein the computer program, when executed on the computer, causes the processor to perform:

linking the second record for the result of the approval process with the first record for the primary document.

14. The computer-readable media of claim 8, wherein a map of the result includes steps and a history for each of the steps, and wherein a workflow log of the result identifies at least one of the steps in the map and provides additional information for the identified at least one of the steps.

15. A system the system comprising:

a processor; and

a computer readable media storing a computer program, wherein the processor executes the computer program to perform;

providing a records management system having a file plan, wherein the file plan has multiple categories in a hierarchy and is stored in an object store of a plurality of object stores, wherein a category inherits an associated disposition schedule from a higher level category, wherein the category includes one or more record folders, wherein each of the one or more record folders includes one or more records that each point to a document in another one of the plurality of object stores, and wherein the associated disposition schedule is selected from any one of review, export, and destroy; and

integrating an approval process with the records management system by;

determining that a first record for a primary document that is subject to the approval process is to be stored based on contextual information collected by the approval process;

storing the first record for the primary document in a record folder of the category, wherein the category is selected based on the contextual information collected by the approval process;

storing a second record for a result of the approval process in the record folder of the category;

storing a third record for historical information related to the approval process in the record folder of the category; and

in response to determining that a disposition is to destroy, removing the first record, the second record, and the third record from the record folder of the category.

16. The system of claim 15, wherein a workflow log of the result includes an identity of each participant in the approval process.

17. The system of claim 16, wherein a workflow log of the result includes comments from each participant in the approval process.

18. The system of claim 15, wherein a workflow log of the result includes information regarding execution of a step in the approval process.

19. The system of claim 18, wherein the information regarding execution of the step in the approval process includes at least one of a date and a time of completion of the execution of the step in the approval process.

20. The system of claim 19, further comprising:

a link subsystem configured to link the second record for the result of the approval process with the first record for the primary document.

21. The system of claim 15, wherein a content engine and a process engine are controlled by a single server.

22. The system of claim 15, wherein a map of the result includes steps and a history for each of the steps, and wherein a workflow log of the result identifies at least one of the steps in the map and provides additional information for the identified at least one of the steps.