Automatic document exchange with document searching capability

• US 20070198533A1
• Filed: 01/17/2007
• Published: 08/23/2007
• Est. Priority Date: 01/18/2006
• Status: Active Grant

• Current Assignee: Adobe Inc.
• Original Assignee: Adobe Systems Incorporated (Adobe Inc.)
• Inventors: Lemkin, Jason, Zwelling, Jeffrey, Foygel, Dan
• Granted Patent: US 7,996,367 B2
• Time in Patent Office: Days
• US Class Current: 1/1
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: G06Q 50/18 Legal services

Abstract

The exchange of documents for execution can be performed efficiently using an automated system that routes and stores documents based on routing information. Routing may be accomplished with reminders for individuals of deadline for responding. After execution is confirmed, an executed copy may be forwarded to all parties and desired non-parties. If execution or approval is desired from a plurality of individuals, documents received from each of the plurality of individuals can be merged into a single, fully executed document if the approval/signatures are obtained simultaneously. Search capability for identifying data regarding the document, text within the document, or both may also be provided.

Claims

1. A method for document exchange directed to execution of a document, the method comprising:

receiving routing information and identifying metadata;

automatically storing a document from an input source specified in the routing information, along with data automatically generated and structured based on the routing information and metadata;

providing search capability for identifying data regarding the document, and/or text within the document, to one or more individuals identified on the routing list; and

routing the document after providing the search capability to signatories for execution.

2. The method of claim 1 wherein the document image is converted to a pdf file format and wherein the searching is performed against either the text within the pdf file or the original text prior to conversion to pdf.

3. The method of claim 1 wherein the text searching is performed with a word processing version of a document that corresponds with a digital image of the document.

4. The method of claim 1 wherein the inputting of the document image comprises receiving a fax transmission.

5. The method of claim 1 wherein the inputting of the document image comprises receiving the document via email (including without limitation an attachment thereto).

6. The method of claim 1 wherein the document is stored on a database and is accessible to individuals on the routing list through a web site or web service to provide the searching capability.

7. The method of claim 1 wherein the routing information is associated with the document as metadata.

8. The method of claim 1 wherein the routing information is input through a web site or web-service connected with the internet.

9. The method of claim 1 wherein the document is locked to generally prevent modifications to the document by an individual performing text searching.

10. The method of claim 1 wherein access to the document is password protected.

11. The method of claim 1 wherein search capability is provided without providing editing capability.

12. A method for document exchange directed to execution of the document, the method comprising comparing in an automated routine the image of a document returned by an individual on the routing list with a record of or an image of the document forwarded to the individual to confirm that the form of the returned document matches expected parameters corresponding to execution of the document.

13. The method of claim 12 wherein the document is returned by facsimile.

14. The method of claim 12 wherein the document is returned via email.

15. The method of claim 12 wherein the comparing of the image comprises identifying one or more signature block locations prior to distributing the document for execution and evaluating the presence of a signature based on image changes at the signature block.

16. The method of claim 15 wherein the remaining portions of the document is examined for changes in locations not identified as a signature block location.

17. The method of claim 15 wherein the individual that returned the document is sent an automatic message to ask if a modification was made to the document as an automatic process if a change is identified in the document away from a signature block that is consistent with added text and/or pages to the original document.

18. The method of claim 17 wherein the document is rerouted to previous signatories to confirm a modification made to the document.

19. The method of claim 12 wherein an electronic message is sent automatically to the individual to ask the individual about the signature if the expected parameters to indicate the presence of a physical signature are not detected.

20. The method of claim 12 wherein if the examination of the document indicates the presence of a signature, the routing information is examined to determine if execution of the document is complete or if the routing instruction indicate that the document is to be routed to additional individuals.

21. The method of claim 12 wherein the parties to the document are notified once the comparing of the document image indicates that all of the expected signatures have been obtained.

22. The method of claim 12 wherein the comparing of the document image is used to determine potential errors such as if any pages are missing from the returned document, if unexpected and/or additional pages have been included with the returned document, if significant copying errors have damaged the image of the original document, if the document needs inverting due to faxing in the document upside down, if the document needs resending due to a malfunctioning fax transmission or if the wrong document was returned.

23. The method of claim 12 wherein a party is notified when errors are detected in a returned document.

24. A method for document exchange directed to execution of a document, the method comprising generating reminders of due dates through automatically inputting or scanning a document uploaded into a document handling system for dates, and automatically routing the document for signature according to routing information with reminders for the individual of a deadline for responding.

25. The method of claim 24 further comprising sending a reminder to a signatory to return an executed document wherein the timing of the reminder is based on the due date and the time since the document was routed to the individual.

26. A method for document exchange directed to execution of a document, the method comprising receiving routing information from an individual initiating the document execution process and automatically generating one or more new system accounts based on email addresses for individuals connected with the routing information if accounts do not already exist for these individuals.

27. The method of claim 26 wherein an initial password is forwarded to the email address for each new automatically created account.

28. A method for document exchange directed to execution of a document, the method comprising automatically routing a document for signature based on routing information input at the initiation of the document exchange process, receiving the document following execution by individuals on the routing list to complete execution of the document and automatically forwarding an executed copy of the document to a non-party based on the routing instructions.

29. The method of claim 28 further comprising receiving a document with an electronic signature and placing a visual image indicating the integrity of the electronic signature on the document image to represent the electronic signature.

30. A method for document exchange directed to execution of a document, the method comprising:

automatically routing a document for signature to a plurality of signatories using a single action, based on information received at the initiation of the document exchange process;

receiving the executed document from the plurality of signatories; and

automatically merging the executed segments of the document into a single fully executed document.

31. The method of claim 30 wherein the automatically routing of the document comprises forwarding the document for signature to five or more signatories using a single action.

32. The methods of claim 30 wherein the plurality of signatories are at a single company and/or its affiliates, thereby enabling automation of internal document execution by multiple employees and/or contractors with a single steps.

33. A method for document exchange directed to execution of a document, the method comprising automatically routing a document for signature to five or more signatories, wherein the service automatically tracks which have signed and which have not, and manually or automatically follows up with those who have not yet signed.

34. The method of claim 33 wherein the follow up is performed automatically.