Document management systems and methods

• US 9,552,369 B2
• Filed: 11/18/2014
• Issued: 01/24/2017
• Est. Priority Date: 10/05/2012
• Status: Active Grant

• Current Assignee: Gary Robin Maze
• Original Assignee: Gary Robin Maze
• Inventors: Maze, Gary Robin
• Primary Examiner(s): Cao, Phuong Thao
• Application Number:
  US14/547,001
• Publication Number:
  US 20150081635A1
• Time in Patent Office: 798 Days
• Field of Search: 707/827
• US Class Current: 1/1
• CPC Class Codes: G06F 16/182 Distributed file systems
• CPC Class Codes: G06F 16/183 Provision of network file services by network file servers, e.g. by using NFS, CIFS network file access protocols H04L67/1097
• CPC Class Codes: G06F 16/1873 Versioning file systems, temporal file systems, e.g. file system supporting different historic versions of files
• CPC Class Codes: G06F 16/23 Updating
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 21/6218 to a system of files or objects, e.g. local or distributed file system or database
• CPC Class Codes: H04L 63/10 for controlling access to devices or network resources

Abstract

A system for managing files over a network comprises a first computer hosting managed folders and files and one or more second computers. The first computer comprises database management software, server software such as server pipe software, and a first unique token. The second computer comprises a software module adapted and configured to be integrated into application software, client software such as client pipe software, and a second unique token. The computers communicate in part using the server and client software to establish a secure session for file access and transfer between the first and second computers.

Claims

1. A method of managing files on a document management file server, comprising:

a. initiating database manager software at a first computer operatively in communication with a data network, the first computer comprising a set of managed folders and managed folder items associated with the set of managed folders, the managed folder items comprising a set of managed files andor other managed folders, the managed folders and their associated managed folder items resident in a first computer datastore, the managed folders and their associated managed folder items having limited accessibility from a second computer via the data network, the database manager software having access to a database comprising data regarding each managed folder and each managed folder item;

b. querying the database manager software from the second computer operatively in communication with the data network to determine if the second computer has adequate permission to perform a predetermined file operation with respect to a file that is a member of the set of managed files having limited accessibility; and

c. if the second computer has adequate permission;

i. initiating a temporary link between the second computer and the first computer with respect to the set of managed files having limited accessibility when the predetermined file operation is requested by the second computer, the temporary link allowing direct access by the second computer only to that set of managed files having limited accessibility;

ii. performing the predetermined file operation;

iii. updating a table managed by the database manager software with an indication of a completed status of the predetermined file operation; and

iv. terminating the temporary link upon the completion of the predetermined file operation.

2. The method of managing files on a document management file server of claim 1, wherein the temporary link is created as a logical mapping of a drive designator at the second computer to a predetermined portion of a data store where the set of managed files is located.

3. The method of managing files on a document management file server of claim 1, wherein termination of the temporary link occurs whether or not the completion of the requested predetermined file operation was successful.

4. The method of managing files on a document management file server of claim 1, wherein initiating a temporary link further comprises:

a. initiating a server pipe service at the first computer, the server pipe service accessible over a predetermined server named pipe;

b. initiating a client pipe service at the second computer;

c. requesting a server pipe connection to the first computer by the second computer by using the client pipe service to establish a connection to the first computer server pipe service using the server named pipe, the establishing comprising sending the server pipe service a client pipe service token specific to the second computer;

d. receiving the client pipe service token by the server pipe service;

e. validating the received client pipe service token at the first computer against a predetermined set of valid client pipe service tokens; and

f. initiating the temporary link only if the received client pipe service token is validated.

5. The method of managing files on a document management file server of claim 4, further comprising encrypting the data transferred.

6. The method of managing files on a document management file server of claim 5, wherein the encryption uses at least one of a server pipe service token generated by the first computer or the client pipe service token.

7. The method of managing files on a document management file server of claim 1, further comprising trapping the predetermined file operation in a computer program operatively resident in the second computer when the computer program requests the predetermined file operation.

8. The method of managing files on a document management file server of claim 7, wherein the trapping is accomplished by a software module integrated into at least one of a computer operating system or the computer program.

9. The method of managing files on a document management file server of claim 1, further comprising:

a. creating a set of related tables in the database, the set of related tables comprising data regarding each managed folder and each associated managed folder item;

b. adding a predetermined set of records to the set of related tables, the predetermined set of records comprising data sufficient to identify the managed folders and their associated managed folder items;

c. isolating a set of the managed folders from direct access by a user of an operating system operative in the second computer;

d. assigning a set of item attributes from a set of global item attributes to each managed folder;

e. associating each managed folder item associated with the managed folder with a subset of the set of item attributes and with a set of managed folders;

f. associating a set of searchable attributes with each managed folder item;

g. creating a set of users who will have access to managed folders and the managed folder items associated with each such managed folder;

h. assigning a set of permissions to each user in the set of users, the permissions comprising a read permission, a write permission, a delete permission, and a view permission;

i. performing a desired file operation against the managed folder item associated with the managed folder irrespective of the set of permissions associated with the managed folder; and

j. allowing deletion of the managed folder item only if it is associated with a single managed folder.

10. The method of managing files on a document management file server of claim 9, further comprising:

a. providing a shared file item attribute as part of the set of item attributes;

b. allowing a user with appropriate permissions to mark a managed folder item as a shared file item, the shared file item comprising a link associating a first managed folder item with a second managed folder item where the first managed folder item is a physical managed folder item and the second managed folder item is a virtual managed folder item;

c. allowing a user with appropriate permissions to associate the shared file item with a set of managed folders; and

d. displaying the shared file item as a member of each associated member of the set of managed folders.

11. The method of managing files on a document management file server of claim 1, further comprising:

a. allowing a user to freeze a version of a managed folder item;

b. creating a new copy of the frozen managed folder item with a new version identified for the managed folder item; and

c. associating the new copy of the frozen managed folder item with a selected managed folder.

12. The method of managing files on a document management file server of claim 1, further comprising:

a. allowing a user with appropriate permissions to specify a set of managed folders or files for backup;

b. allowing the user with appropriate permissions to specify a location for storing backed up folders and files; and

c. performing the backup at the first computer according to a schedule of file item backups.

13. The method of managing files on a document management file server of claim 12, wherein the location comprises at least one of a local data store, a local area network data store, and a wide area network data store.

14. The method of managing files on a document management file server of claim 1, further comprising:

a. allowing a user to specify file versioning, for managed folder items comprising a managed folder file item, each version of a managed folder file item comprising a separate instance of the versioned managed folder file item; and

b. allowing a user to specify where a versioned managed folder file item is to be stored in a data store, the data store comprising at least one of a local data store, a local area network data store, and a wide area network data store.

15. The method of managing files on a document management file server of claim 1, further comprising:

a. presenting a user with a set of filtering criteria in a displayed file panel;

b. allowing the user to select a subset of the set of filtering criteria; and

c. limiting the managed folder items displayed in the displayed file panel to those which meet the selected subset of filtering criteria.

16. The method of managing files on a document management file server of claim 1, further comprising allowing a user to locate a managed folder by presenting the user with a folder searching form, allowing the user to enter search criteria via the folder searching form, and using the entered search criteria from the folder searching form to locate managed folders meeting the search criteria.

17. The method of managing files on a document management file server of claim 1, further comprising:

a. allowing a user to locate a managed file in a managed folder by presenting the user with a file item searching form;

b. allowing the user to enter search criteria via the file item searching form; and

c. using the entered search criteria from the file item searching form to locate managed files meeting the search criteria.

18. The method of managing files on a document management file server of claim 1, where the predetermined file operation comprises a request to store a file at the first computer, further comprising:

a. obtaining data related to the file to be stored at the first computer prior to transferring the file to the first computer;

b. associating the obtained data with the file to be stored at the first computer; and

c. storing the associated obtained data in a searchable record associated with the file to be stored at the first computer in a table managed by the database manager software.

19. The method of managing files on a document management file server of claim 18, further comprising:

a. extracting text content from the file to be stored at the first computer; and

b. storing the extracted text content in a text searchable record associated with the file to be stored at the first computer in a table managed by the database manager software.