Automatic document exchange with document searching capability

• US 7,996,367 B2
• Filed: 01/17/2007
• Issued: 08/09/2011
• Est. Priority Date: 01/18/2006
• Status: Active Grant

• Current Assignee: Adobe Inc.
• Original Assignee: Echosign Incorporated (Adobe Inc.)
• Inventors: Foygel, Dan A., Zwelling, Jeffrey M., Lemkin, Jason M.
• Primary Examiner(s): LE, DEBBIE M
• Application Number:
  US11/654,390
• Publication Number:
  US 20070198533A1
• Time in Patent Office: 1,665 Days
• Field of Search: 707 1- 10, 707200-205, 713175-176, 715/741
• US Class Current: 707/668
• 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 using a document system comprising a computer with a processor for executing software instructions for document exchange directed to execution of a document by a plurality of parties, wherein the document is inputted with an input subsystem of the document system from an input source and stored for document exchange, the method comprising:

receiving routing information and identifying metadata through the input subsystem;

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

routing the document for execution to the plurality of parties based on the routing information;

archiving the executed document in a document archive after automatically verifying that it has been executed by the plurality of parties; and

providing search capability with respect to documents that are executed in the document archive and documents that are pending execution, for identifying data regarding the document and/or for text within the document, to the plurality of parties identified in the routing information.

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 comprises receiving the document via email.

6. The method of claim 1 wherein the document is stored in a database and is accessible to individuals in the routing information 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 interne.

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. The method of claim 1 further comprising automatically tracking execution by the one or more individuals and following up with any individual who has not completed execution.

13. The method of claim 1 further comprising providing the one or more individuals access to the document after the one or more individuals logs into the document system.

14. The method of claim 1 further comprising automatically sending to a party of the plurality of parties a reminder of a deadline to respond, wherein the timing of the reminder is based on the due date and the time since the document was routed to the individual.

15. A method using a document system comprising a computer with a processor for executing software instructions to perform the steps of document exchange directed to execution of a document, the method comprising comparing in an automated routine the image of a document returned by an individual on a routing list with a record of or an image of the document forwarded to the individual based on a request by an originator to confirm that the form of the returned document matches expected parameters corresponding to execution of the document, wherein the originator or the individual is notified if the form of the returned document does not match expected parameters.

16. The method of claim 15 wherein the document is returned by facsimile.

17. The method of claim 15 wherein the document is returned via email.

18. The method of claim 15 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.

19. The method of claim 18 wherein the remaining portions of the document is examined for changes in locations not identified as a signature block location.

20. The method of claim 18 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.

21. The method of claim 20 wherein the document is rerouted to previous signatories to confirm a modification made to the document.

22. The method of claim 15 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.

23. The method of claim 15 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.

24. The method of claim 15 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.

25. The method of claim 15 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.

26. The method of claim 15 wherein a party is notified when errors are detected in a returned document.