Managing a workflow using an instant messaging system to gather task status information

• US 8,880,615 B2
• Filed: 12/15/2006
• Issued: 11/04/2014
• Est. Priority Date: 12/15/2006
• Status: Expired due to Fees

• Current Assignee: Snap, Inc.
• Original Assignee: International Business Machines Corporation
• Inventors: Tummalapenta, Srinivas Babu, Watkins, Marcus Ian
• Primary Examiner(s): Murray, Daniel C
• Application Number:
  US11/611,450
• Publication Number:
  US 20080147774A1
• Time in Patent Office: 2,881 Days
• Field of Search: 709/206, 709/201, 709/207, 705/301
• US Class Current: 709/206
• CPC Class Codes: G06Q 10/06 Resources, workflows, human or project management; Enterprise or organisation planning; Enterprise or organisation modelling
• CPC Class Codes: G06Q 10/107 Computer-aided management of electronic mailing [e-mailing]
• CPC Class Codes: H04L 51/04 Real-time or near real-time messaging, e.g. instant messaging [IM]
• CPC Class Codes: H04L 51/046 Interoperability with other network applications or services
• CPC Class Codes: H04L 51/18 Commands or executable codes
• CPC Class Codes: H04L 51/234 for tracking messages

Abstract

A method and system for managing a workflow using instant messages to determine the statuses of interdependent tasks. First and second tasks of the workflow are determined to be interdependent, whereby the first task is required to be completed before the second task is started. After receiving a first instant message (IM) that responds to an IM-based first query requesting a status of the first task, the first IM is determined to include key word(s) indicating that the first task is completed. An IM-based second query requesting a status of the second task is sent. After receiving a second IM that responds to the second query, the second IM is determined to include the key word(s) indicating that the second task is completed.

Claims

1. A method of managing a workflow using an instant messaging system to gather information about statuses of tasks included in the workflow, the method comprising:

a server computer generating a first query that requests from a user a first status of a first task of the workflow;

the server computer sending a first instant message that includes the first query to a first client computer via an instant message server that provides an instant messaging service to the first client computer;

in real-time and via the instant message server, the server computer receiving from the first client computer a second instant message that includes one or more key words entered into the second instant message by the user, the one or more key words indicating the first status in response to the first query;

the server computer determining that the first task is complete based on the one or more key words included in the second instant message and that the first task is required to be complete before a second task of the workflow is started;

based in part on the one or more key words being included in the second instant message, the server computer automatically generating a second query that requests a second status of the second task of the workflow;

the server computer sending a third instant message that includes the second query to a second client computer via an instant message server that provides an instant messaging service to the second client computer;

the server computer receiving from the second client computer a fourth instant message that includes a second response to the second query; and

the server computer determining that the second task is complete based on the one or more key words included in the second response.

2. The method of claim 1, further comprising:

prior to the step of receiving the second instant message, the server computer receiving from the first client computer an initial instant message that includes an initial response to the first query;

the server computer determining that the first task is not complete based on the initial response not including the one or more key words;

the server computer determining that the initial response includes an indication of a time period to wait before sending a subsequent instant message to the first client computer that includes the first query; and

the server computer determining the time period has elapsed and in response, the server computer sending to the first client computer the subsequent instant message that includes the first query.

3. The method of claim 1, further comprising:

prior to the step of receiving the second instant message, the server computer receiving from the first client computer an initial instant message that includes an initial response to the first query;

the server computer determining that the initial response indicates an end user who is assigned to complete the first task has not completed the first task within a predetermined time period for completing the first task; and

the server computer sending an escalation instant message via an instant message server notifying an escalation person associated with the end user about the first task not being completed by the end user within the predetermined time period.

4. The method of claim 1, further comprising:

prior to the step of receiving the second instant message, the server computer receiving from the first client computer an initial instant message that includes a notification that an end user who is assigned to complete the first task is not available to provide the first status;

the server computer determining that the end user is unavailable to provide the first status to the server computer based on the notification included in the initial instant message; and

in response to the step of determining that the end user is unavailable, the server computer sending an escalation instant message via an instant message server notifying an escalation person associated with the end user about the end user being unavailable to provide the first status.

5. The method of claim 1, further comprising:

subsequent to the step of determining that the second task is complete based on the one or more key words included in the second response, the server computer recording that the second task is complete;

the server computer determining the workflow includes a third task whose start is required to be subsequent to a completion of the second task;

the server computer determining a user who is assigned to complete the third task; and

subsequent to the step of determining that the second task is complete based on the one or more key words included in the second response, the server computer sending an instant message asking the user who is assigned to complete the third task whether the third task is completed.

6. A computer system for managing a workflow using an instant messaging system to gather information about statuses of tasks included in the workflow, the computer system comprising:

a CPU;

a computer-readable memory;

a computer-readable storage device;

first program instructions to automatically generate a first query that requests from a user a first status of a first task of the workflow;

second program instructions to send a first instant message that includes the first query to a first client computer via an instant message server that provides an instant messaging service to the first client computer;

third program instructions to receive, in real-time and from the first client computer via the instant message server, a second instant message that includes one or more key words entered into the second instant message by the user, the one or more key words indicating the first status in response to the first query;

fourth program instructions to determine that the first task is complete based on the one or more key words included in the second instant message and that the first task is required to be complete before a second task of the workflow is started, and based in part on the one or more key words being included in the second instant message, to automatically generate a second query that requests a second status of the second task of the workflow;

fifth program instructions to send a third instant message that includes the second query to a second client computer via an instant message server that provides an instant messaging service to the second client computer;

sixth program instructions to receive from the second client computer a fourth instant message that includes a second response to the second query; and

seventh program instructions to determine that the second task is complete based on the one or more key words included in the second response,

wherein the first through seventh program instructions are stored on the computer-readable storage device for execution by the CPU via the computer-readable memory.

7. The computer system of claim 6, further comprising:

eighth program instructions to receive from the first client computer an initial instant message that includes an initial response to the first query prior to receiving the second instant message by the third program instructions;

ninth program instructions to determine that the first task is not complete based on the initial response not including the one or more key words;

tenth program instructions to determine that the initial response includes an indication of a time period to wait before sending a subsequent instant message to the first client computer that includes the first query; and

eleventh program instructions to determine the time period has elapsed and in response, to send to the first client computer the subsequent instant message that includes the first query,

wherein the eighth, ninth, tenth and eleventh program instructions are stored on the computer-readable storage device for execution by the CPU via the computer-readable memory.

8. The system of claim 6, further comprising:

eighth program instructions to receive from the first client computer an initial instant message that includes an initial response to the first query prior to receiving the second instant message by the third program instructions;

ninth program instructions to determine that the initial response indicates an end user who is assigned to complete the first task has not completed the first task within a predetermined time period for completing the first task; and

tenth program instructions to send an escalation instant message via an instant message server notifying an escalation person associated with the end user about the first task not being completed by the end user within the predetermined time period,

wherein the eighth, ninth and tenth program instructions are stored on the computer-readable storage device for execution by the CPU via the computer-readable memory.

9. The system of claim 6, further comprising:

eighth program instructions to receive, prior to receiving the second instant message by the third program instructions, an initial instant message from the first client computer, the initial instant message including a notification that an end user who is assigned to complete the first task is not available to provide the first status;

ninth program instructions to determine that the end user is unavailable to provide the first status based on the notification included in the initial instant message; and

tenth program instructions to send, in response to determining that the end user is unavailable by the ninth program instructions, an escalation instant message via an instant message server notifying an escalation person associated with the end user about the end user being unavailable to provide the first status,

wherein the eighth, ninth and tenth program instructions are stored on the computer-readable storage device for execution by the CPU via the computer-readable memory.

10. The system of claim 6, further comprising:

eighth program instructions to record, subsequent to determining that the second task is complete based on the one or more key words included in the second response by an execution of the seventh program instructions, that the second task is complete;

ninth program instructions to determine the workflow includes a third task whose start is required to be subsequent to a completion of the second task;

tenth program instructions to determine a user who is assigned to complete the third task; and

eleventh program instructions to send, subsequent to determining that the second task is complete based on the one or more key words included in the second response by an execution of the seventh program instructions, an instant message asking the user who is assigned to complete the third task whether the third task is completed,

wherein the eighth, ninth, tenth and eleventh program instructions are stored on the computer-readable storage device for execution by the CPU via the computer-readable memory.

11. A computer program product comprising computer-readable storage device(s) and computer-readable program instructions stored on the computer-readable storage device(s) to manage a workflow using an instant messaging system to gather information about statuses of tasks included in the workflow, the computer-readable program instructions, when executed by a CPU:

automatically generate a first query that requests from a user a first status of a first task of the workflow;

send a first instant message that includes the first query to a first client computer via an instant message server that provides an instant messaging service to the first client computer;

receive in real-time and from the first client computer via the instant message server, a second instant message that includes one or more key words entered into the second instant message by the user, the one or more key words indicating the first status in response to the first query;

determine that the first task is complete based on the one or more key words included in the second instant message and that the first task is required to be complete before a second task of the workflow is started;

based in part on the one or more key words being included in the second instant message, automatically generate a second query that requests a second status of the second task of the workflow;

send a third instant message that includes the second query to a second client computer via an instant message server that provides an instant messaging service to the second client computer;

receive from the second client computer a fourth instant message that includes a second response to the second query; and

determine that the second task is complete based on the one or more key words included in the second response.

12. The program product of claim 11, wherein the computer-readable program instructions, when executed by the CPU:

receive from the first client computer an initial instant message that includes an initial response to the first query prior to the computer-readable program instructions executed to receive the second instant message;

determine that the first task is not complete based on the initial response not including the one or more key words;

determine that the initial response includes an indication of a time period to wait before sending a subsequent instant message to the first client computer that includes the first query;

determine the time period has elapsed and in response, send to the first client computer the subsequent instant message that includes the first query.

13. The program product of claim 11, wherein the computer-readable program instructions, when executed by the CPU:

subsequent to a determination by an execution of the program instructions that the second task is complete based on the one or more key words included in the second response, record that the second task is complete;

determine the workflow includes a third task whose start is required to be subsequent to a completion of the second task;

determine a user who is assigned to complete the third task; and

subsequent to the determination by the execution of the program instructions that the second task is complete based on the one or more key words included in the second response, send an instant message asking the user who is assigned to complete the third task whether the third task is completed.