Adaptive document management system using a physical representation of a document

• US 8,229,905 B2
• Filed: 06/22/2005
• Issued: 07/24/2012
• Est. Priority Date: 01/14/2005
• Status: Active Grant

• Current Assignee: Ricoh Company Limited
• Original Assignee: Ricoh Company Limited
• Inventors: McFarland, Max E., Alexander, Robert, Griffin, Michael G. E., Hull, Jonathan J.
• Primary Examiner(s): Saeed, Usmaan
• Assistant Examiner(s): Ahluwalia, Navneet K
• Application Number:
  US11/159,559
• Publication Number:
  US 20060161562A1
• Time in Patent Office: 2,589 Days
• Field of Search: 707 1- 10, 707/695, 707/711, 705/3, 705/51
• US Class Current: 707/695
• CPC Class Codes: G06F 16/93 Document management systems

Abstract

Systems and methods for creating a Token and using it to operate and modify a case file in a document management system are described. An exemplary embodiment of a Token includes a representation of a case file. A Token may include a representation of a document associated with the case file, where the representation may include a brief description or visual summary of the document with an associated link to an electronic version of the document. In another exemplary embodiment, the Token may be used to facilitate retrieval and viewing of an electronic version of a document using its associated link. In another exemplary embodiment, the Token may be used to update the case file based on user input on the Token.

Claims

1. A computer-implemented method for use with a document management system, the computer-implemented method comprising:

using a computer system to perform the steps of;

retrieving data for a case file from the document management system;

creating a visual representation for the case file, the visual representation comprising;

a case identifier of the case file;

an action field including a data entry field for receiving markings from a user for updating a record in the document management system corresponding to the case file, the markings including a plurality of boxes indicating predetermined actions, user notes to correct the record or prognoses;

an index comprising a listing of a first plurality of documents associated with the case file, a first plurality of links to electronic versions of the first plurality of documents in the listing, and a plurality of textual summaries corresponding to the first plurality of documents in the listing, the index divided into a plurality of categories, each category containing a subset of documents in the listing;

a plurality of thumbnail images of one or more of the first plurality of documents associated with the case file;

a summary of a portion of the first plurality of documents associated with the case file and information specified by the user; and

a plurality of related tokens for a plurality of related cases indicating a status of the plurality of related cases and a second plurality of links to electronic versions of a second plurality of documents corresponding to the plurality of related cases; and

printing, on a printed medium, a first token that is a physical representation of the retrieved data, the first token comprising the visual representation of the case file.

2. The method of claim 1 further comprising formatting the data and the index to create the visual representation of the case file to fit in a predetermined area of the physical representation.

3. The method of claim 1 wherein the step of retrieving includes receiving base information relevant to the case file.

4. The method of claim 3 wherein the base information includes minimal information needed to identify the case file.

5. The method of claim 1 further comprising

creating the action field to facilitate user modification of the case file.

6. The method of claim 1 further comprising:

determining a subset of electronic files associated with the case file;

creating a physical representation of at least one electronic file of the subset; and

associating the physical representation of the at least one electronic file with the first token.

7. The method of claim 6 further comprising:

creating a user profile identifying one or more preferred documents; and

accessing the profile to determine the subset.

8. The method of claim 6 further comprising:

inspecting a current electronic file to identify key text;

determining an intended user; and

accessing a database to determine the subset based on the key text and the intended user.

9. The method of claim 1 wherein retrieving data and creating the visual representation further comprises:

identifying the case identifier;

identifying a subset of electronic files relevant to the case file based on the case identifier;

creating a representation for each electronic file; and

assembling the case identifier and compressed representations to fit in a predetermined area.

10. The method of claim 9 wherein retrieving data and creating the visual representation, further comprises:

identifying a case title;

identifying client information;

creating a textual summary for each electronic file;

associating a link with each electronic file; and

assembling the case title, case identifier, client information, textual summaries, and links to fit in a predetermined area of the token.

11. A computer-implemented method of operating a document management system using a first token as a physical representation of a case file on a printed medium, the computer-implemented method comprising:

using a computer system to perform the steps of;

printing, on the printed medium, the first token that is the physical representation of the case file, the first token comprising a visual representation of the case file, the visual representation comprising;

a case identifier of the case file;

an action field including a data entry field for receiving markings from a user for updating a record in the document management system corresponding to the case file, the markings including a plurality of boxes indicating predetermined actions, user notes to correct the record or prognoses;

an index comprising a listing of a first plurality of documents associated with the case file, a first plurality of links to electronic versions of the first plurality of documents in the listing, and a plurality of textual summaries corresponding to the first plurality of documents in the listing, the index divided into a plurality of categories, each category containing a subset of documents in the listing;

a plurality of thumbnail images of one or more of the first plurality of documents associated with the case file;

a summary of a portion of the first plurality of documents associated with the case file and information specified by the user; and

a plurality of related tokens for a plurality of related cases indicating a status of the plurality of related cases and a second plurality of links to electronic versions of a second plurality of documents corresponding to the plurality of related cases;

receiving a selection of one of the first plurality of links included in the printed token;

retrieving an electronic version of the one of the first plurality of documents associated with the selected link; and

providing the electronic version of the one of the first plurality of documents.

12. The method of claim 11 wherein the step of receiving the selection of the one of the first plurality of links comprises receiving data from a bar code scanner.

13. The method of claim 11 wherein receiving the selection of the one of the first plurality of links comprises receiving a reference code from a keypad.

14. The method of claim 11 wherein providing the electronic version of the one of the first plurality of documents comprises transmitting the electronic version of the one of the first plurality of documents for display on a computer display.

15. The method of claim 11 further comprising browsing a set of electronic files associated with the case file, the set including the one of the first plurality of documents.

16. A computer-implemented method of using a first token as a physical representation of a case file on a printed medium to modify the case file in a document management system, the computer-implemented method comprising:

using a computer system to perform the steps of;

receiving an image of a first token that is the physical representation of the case file, the first token comprising a visual representation of the case file, the visual representation comprising;

a case identifier of the case file;

an action field including a data entry field for receiving markings from a user for updating a record in the document management system corresponding to the case file, the markings including a plurality of boxes indicating predetermined actions, user notes to correct the record or prognoses;

an index that comprises a listing of a first plurality of documents associated with the case file, a first plurality of links to electronic versions of the first plurality of documents in the listing, and a plurality of textual summaries corresponding to the first plurality of documents in the listing, the index divided into a plurality of categories, each category containing a subset of documents in the listing;

a plurality of thumbnail images of one or more of the first plurality of documents associated with the case file;

a summary of a portion of the first plurality of documents associated with the case file and information specified by the user; and

a plurality of related tokens for a plurality of related cases indicating a status of the plurality of related cases and a second plurality of links to electronic versions of a second plurality of documents corresponding to the plurality of related cases;

retrieving an electronic version of the first token;

comparing the first token to the electronic version of the token to determine differences between the first token and the electronic version of the first token; and

updating the case file based on a result of the comparison.

17. The method of claim 16 further comprising retrieving and displaying a viewable representation of the first token.

18. The method of claim 16 wherein updating the case file comprises:

receiving an electronic file;

storing the electronic file in a database; and

associating the electronic file with the case file.

19. The method of claim 16 wherein updating the case file comprises annotating an electronic file with information pertaining to the case file.

20. The method of claim 16 wherein updating the case file comprises annotating an electronic file with information pertaining to the electronic file itself.

21. A non-transitory computer-readable storage medium for generating a first token as a physical representation of a case file on a printed medium for a document management system, the non-transitory computer-readable storage medium storing computer program modules configured to execute on a computer processor, the computer program modules comprising:

an identification module for retrieving information regarding a case file; and

a generation module for creating the first token as the physical representation of the case file and for printing the first token on the printed medium, the first token comprising a visual representation of the case file, the visual representation comprising;

a case identifier of the case file;

an action field including a data entry field for receiving markings from a user for updating a record in the document management system corresponding to the case file, the markings including a plurality of boxes indicating predetermined actions, user notes to correct the record or prognoses;

an index comprising a listing of a first plurality of documents associated with the case file, a first plurality of links to electronic versions of the first plurality of documents in the listing, and a plurality of textual summaries corresponding to the first plurality of documents in the listing, the index divided into a plurality of categories, each category containing a subset of documents in the listing;

a plurality of thumbnail images of one or more of the first plurality of documents associated with the case file;

a summary of a portion of the first plurality of documents associated with the case file and information specified by the user; and

a plurality of related tokens for a plurality of related cases indicating a status of the plurality of related cases and a second plurality of links to electronic versions of a second plurality of documents corresponding to the plurality of related cases.

22. The non-transitory computer-readable storage medium of claim 21 further comprising a formatting module for formatting the visual representation of the case file for inclusion in the physical representation, the formatting module coupled to the generation module.

23. The non-transitory computer-readable storage medium of claim 21 further comprising an identification and capture module for identifying a document to be included as part of the physical representation and retrieving the document from the document management system, the identification and capture module coupled to the generation module and the document management system.

24. The non-transitory computer-readable storage medium of claim 21 further comprising a trigger module to initiate generation of the physical representation, the trigger module coupled to the generation module.

25. The non-transitory computer-readable storage medium of claim 23 wherein the identification and capture module further determines at least one user profile identifying a preferred document and the non-transitory computer-readable storage medium further comprising:

an accessing module coupled to the profile and the document management system to access the user profile to determine one or more electronic files to add to the physical representation.

26. The non-transitory computer-readable storage medium of claim 22 wherein the formatting module further comprises a summarizing module to create a representation for each document identified.

27. A non-transitory computer-readable storage medium for using a first token to operate a document management system, the non-transitory computer-readable storage medium storing computer program modules configured to execute on a computer processor, the computer program modules comprising:

a generation module to print the first token as a physical representation of a case file on a printed medium, the first token including a visual representation of the case file, the visual representation comprising;

a case identifier of the case file;

an action field including a data entry field for receiving markings from a user for updating a record in the document management system corresponding to the case file, the markings including a plurality of boxes indicating predetermined actions, user notes to correct the record or prognoses;

an index comprising a listing of a first plurality of documents associated with the case file, a first plurality of links to electronic versions of the first plurality of documents in the listing, and a plurality of textual summaries corresponding to the first plurality of documents in the listing, the index divided into a plurality of groups corresponding to a plurality of categories of the plurality of documents in the listing;

a plurality of thumbnail images of one or more of the first plurality of documents associated with the case file;

a summary of a portion of the first plurality of documents associated with the case file and information specified by the user; and

a plurality of related tokens for a plurality of related cases indicating a status of the plurality of related cases and a second plurality of links to electronic versions of a second plurality of documents corresponding to the plurality of related cases;

an identification module to receive a selection of one of the first plurality of links included in token; and

a retrieval module coupled to the identification module to retrieve an electronic version of the one of the first plurality of documents associated with the selected link.

28. The non-transitory computer-readable storage medium of claim 27 further comprising an annotation module coupled to the identification module to attach data to the one of the first plurality of documents pertaining to the case.

29. The non-transitory computer-readable storage medium of claim 27 further comprising an annotation module coupled to the identification module to attach data to the one of the first plurality of documents pertaining to the document itself.

30. The non-transitory computer-readable storage medium of claim 27 further comprising a browsing module coupled to the retrieval module to list a third plurality of documents associated with the case, the browsing module also coupled to provide information to a display device.

31. The non-transitory computer-readable storage medium of claim 27 wherein the document management system includes a database having the electronic version of the one of the first plurality of documents, and the system further comprises:

an input device coupled to the database to receive a reference code associated with the electronic version of the one of the first plurality of documents and present the reference code on the first token; and

a display device coupled to the database upon which to present the electronic version of the one of the first plurality of documents.

32. The non-transitory computer-readable storage medium of claim 31 wherein the input device is a bar code scanner.

33. The non-transitory computer-readable storage medium of claim 31 wherein the input device is a keypad.

34. A non-transitory computer-readable storage medium for using a first token to modify a record corresponding to a case file in a document management system, the non-transitory computer-readable storage medium storing computer program modules configured to execute on a computer processor, the computer program modules comprising:

a retrieval module for receiving an image of a first token that is a physical representation of a case file on a printed medium and for retrieving an electronic version of the first token, the retrieval module coupled to the document management system, wherein the first token comprises a visual representation of the case file, the visual representation comprising;

a case identifier of the case file;

an action field including a data entry field for receiving markings from a user for updating the record corresponding to the case file, the markings including a plurality of boxes indicating predetermined actions, user notes to correct the record or prognoses;

an index comprising a listing of a first plurality of documents associated with the case file, a first plurality of links to electronic versions of the plurality of first documents in the listing, and a plurality of textual summaries corresponding to the first plurality of documents in the listing, the index divided into a plurality of categories, each category containing a subset of documents in the listing;

a plurality of thumbnail images of one or more of the first plurality of documents associated with the case file;

a summary of a portion of the first plurality of documents associated with the case file and information specified by the user; and

a plurality of related tokens for a plurality of related cases indicating a status of the plurality of related cases and a second plurality of links to electronic versions of a second plurality of documents corresponding to the plurality of related cases;

a comparison module for comparing the first token to the electronic version of the first token to determine differences between the first token and the electronic version of the first token, the comparison module coupled to the retrieval module; and

an updating module coupled to the comparison module and to the document management system for modifying the record corresponding to the case file in the document management system using output from the comparison module.

35. The non-transitory computer-readable storage medium of claim 34 further comprising a generation module to generate the first token representing the case file, the index included in the first token further comprising at least one action field for receiving markings from the user, the generation module coupled to the document management system.

36. The non-transitory computer-readable storage medium of claim 34 wherein the updating module comprises an annotation module to annotate an electronic file with information pertaining to the case file, the annotation module coupled to receive input from the user and coupled to the updating module for modifying the record in the document management system.

37. The non-transitory computer-readable storage medium of claim 34 wherein the updating module comprises an annotation module to annotate the electronic file with information pertaining to the electronic file itself, the annotation module coupled to receive input from the user and coupled to the updating module for modifying the record in the document management system.