Electronic document approval system

• US 5,315,504 A
• Filed: 03/14/1990
• Issued: 05/24/1994
• Est. Priority Date: 03/14/1989
• Status: Expired due to Term

• Current Assignee: International Business Machines Corporation
• Original Assignee: International Business Machines Corporation
• Inventors: Lemble, Philippe
• Primary Examiner(s): Shaw, Gareth D.
• Assistant Examiner(s): Butler, Dennis M.
• Application Number:
  US07/494,261
• Time in Patent Office: 1,532 Days
• Field of Search: 395/600, 395/700, 395/725, 395/650, 395/200, 364/400, 364/514, 364/284.3, 364/284.4, 364/918.7, 364/940.71, 364/947.5, 364/949.91
• US Class Current: 700/90
• CPC Class Codes: G06F 21/33 using certificates
• CPC Class Codes: G06Q 10/10 Office automation; Time management

Abstract

In a system including electronic mail facilities made available to attached users, means are provided to enable user using any terminal connected to the system network to select a form among prestored document forms, fill said form in and then have said form mailed for approval by system users selected based on predefined and stored rules. The approval path is being permanently updated by the system. The system is made to filter access to the filled-in forms using prestored tables, and monitor the mailing and processing said filled-in forms for approval.

Claims

1. An approval system for controlling the processing of a user originated document requiring signature by electronic approval by system selected users, in an electronic mailing system including terminals attached to a digital network, virtual machines (VM) including computer means, memory and software facilities assigned to individual users, each user being assigned at least one job or function within the population of system attached users, and means for generating processing and monitoring electronic documents to be mailed from any terminal to any user, said approval system comprising:

means for storing and updating function tables wherein each system user'"'"'s function and address are identified;

means for storing document forms;

means for storing predefined approval rules, said predefined approval rules being based upon user function and the meaning of fields within said document forms;

terminal controllable means for selecting, accessing and filling-in a selected document form, thereby creating a filled-in form, said filled-in form requiring approval;

means for mailing and processing said filled-in form;

means sensitive to said mailing for accessing said function tables and said predefined approval rules and thereby generating an approval table

means for determining an approval path based upon said approval table; and

means sensitive to said approval path determination for monitoring the mailing and processing of said filled-in form.

2. A system according to claim 1 wherein said means for storing document forms comprises SQL data base tables and means for linking said tables together in a tree shaped arrangement.

3. A system according to claim 2 wherein said means for determining the approval path comprises:

means sensitive to said approval rules for reading document data by addressing specific SQL data tables;

means sensitive to said document data to address said function tables and fetch approvers references therefrom;

means sensitive to said stored approval rules for listing said approvers references in a predefined sequential order into an approval list; and

,

means for storing said approval list into a FUTU table.

4. A system according to claim 3 further comprising:

means sensitive to said document data for generating an additional list of users assigned access to corresponding document data on a read-only basis; and

, p1 means for storing said additional list into a DONE table.

5. A system according to claim 3 further comprising:

means for displaying said FUTU table to the user requiring approval of said filled-in form;

means sensitive to said stored rules for enabling said originating user to check and amend said FUTU table; and

,

means for initiating approval of said filled-in form upon completion of said checking.

6. A system according to claim 4 further comprising:

means for displaying said FUTU table to the user requiring approval;

means sensitive to said stored rules for enabling said originating user to check and amend said FUTU table; and

,

means for initiating approval of said filled-in form upon completion of said checking.

7. A system according to claim 6 wherein said means for initiating approval comprises:

means for loading first approver in FUTU table into a NEXTWAIT table and loading remaining FUTU table contents into a NEXTFUTU table; and

,

means sensitive to NEXTWAIT contents for mailing a predefined message to a VM machine associated with an approver, said predefined message indicating that approval is required for said filled-in form.

8. A system according to claim 7 including:

means for unloading said DONE table into a NEXTDONE table within said VM machine; and

means for unloading NEXTFUTU, NEXTWAIT and NEXTDONE user'"'"'s tables into SQL tables APPFUTU, APPWAIT and APPDONE respectively.

9. A system according to claim 8 wherein said means for managing appropriate approvals comprises:

terminal controllable means for requesting access to system SQL tables, said terminal controllable means being controlled by a user;

system controllable means for accessing stored function tables, comparing identification of said user to approver'"'"'s identification as stored into said function tables and upon positive check, unloading contents of predefined fields of APPFUTU, APPWAIT and APPDONE SQL tables into machine tables FUTU, WAIT and DONE, said machine tables being associated with said VM machine;

system controllable means sensitive to said machine tables contents for displaying preselected data from filled-in forms waiting for said user'"'"'s approval;

user'"'"'s terminal controllable means for selecting one of said filled-in forms whereby said selected filled-in form is being displayed to said user; and

,

terminal controllable means for said user inserting approval or disapproval decision into a predefined field in said selected filled-in form.

10. A system according to claim 9 wherein said terminal controllable means for said user inserting approval or disapproval decision comprises system controlled signature validation means and, upon correlative positive validity check, means sensitive to said validation means for writing user'"'"'s decision into SQL table APPDONE, said APPDONE table being otherwise accessible only on a read-only basis.

11. A system according to claim 10 wherein said system controlled signature validation means include means for fetching a system prestored SQL command and means sensitive to said command for triggering said signature validity check.

12. A system according to claim 11 wherein said system controlled signature validation means comprises:

means for addressing APPWAIT system table and checking presence of said filled-in form therein; and

,

means for addressing APPWAITing document data and function table to check concurrence with operating user'"'"'s identification.