AU2012101777A4 - Icase applications - Google Patents

Abstract

Disclosed is an electronic document management system and method. The method includes placing a document availability request by a recipient using a mobile device, receiving, the document availability request by a document originator, creating an electronic document upon receiving the document availability request from the recipient by the document originator, storing, the electronic document in a server by the document originator, distributing, the electronic document to the recipient by the server when the recipient is in Wi-Fi or hotspot region, and executing the electronic document by the recipient on accessing the electronic document, where the execution of the electronic document further includes editing, a part or complete data fields of the electronic document, signing, the electronic document using touch screen capability of the mobile device, and transmitting, the signed electronic document to an intended recipient. 31> Placing a document availability request Receiving the document availability request 33 \ Creating the electronic document Storing the electronic document -N Distributing the electronic document 36> Executing the electronic document

Description

Editorial Note 2012101777 There are 6 pages of Description BRIEF DESCRIPTION OF DRAWINGS [0009] A full understanding of the invention can be gained from the following description of the preferred embodiments when read in conjunction with the accompanying drawings in which: [0010] FIG. 1 illustrates an embodiment of a present document management system, according to an exemplary embodiment; [0011] FIG. 2a-2d illustrates exemplary screen shots of GUIs presented on a recipient's mobile device on execution of a mobile application installed on the mobile device; [0012] FIG. 3 illustrates an exemplary flow diagram of how the document management system of FIG. 1 creates and delivers a document; [0013] FIG. 4 illustrates an exemplary flow diagram of sub-steps involved in execution of an electronic document; [0014] FIG. 5 illustrates another exemplary flow diagram of how the document management system of FIG. 1 creates and delivers a document; DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS [0015] Before explaining at least one embodiment of the invention in detail, it is to be understood that the phraseology and terminology used herein is for the purpose of description and should not be regarded as limiting. The use of terms "including", "comprising" or "having" and variations thereof herein is meant to encompass the items listed thereafter and equivalents thereof as well as additional items. The terms "a" and "an" herein do not denote a limitation of quantity, but rather denote the presence of at least one of the referenced item. [0016] Described herein are exemplary system and methods for electronic document management. Different methods described herein are embodied as logic instructions on a device-readable storage medium (memory of mobile device). When executed by a processor embodied in the mobile device, the logic instructions cause the mobile device to be programmed as a special-purpose device which would then implement the described and claimed method and system. [0017] FIG.1 is a diagram illustrating an embodiment of a present document management system, according to an exemplary embodiment. The system shows intercommunication between a recipient 11, a document originator 13, and a host server 15 over a suitable communication network generally triggered by a mobile application (not shown) installed on, or executed by one ore more mobile device 12a, 12b (for example, iPhone, iPad) belonging to the recipient 11. A database 16 is shown linked to the server 15 to store one or more electronic documents. [0018] FIG. 2a- FIG.2d shows exemplary screen shots of GUIs presented on a recipient's mobile device on execution of a mobile application installed on the mobile device. As shown, FIG. 2a depicts a screen shot of GUI presented on the recipients mobile device 12a, 12b. The GUI in general allows the recipient 11 to place a document availability request using his/her mobile device 12a, 12b to a document originator 13. The recipient selects a pre stored project or creates a new project 21, selects a predefined document type 22 including various legal documents assignments, contracts, agreements (presenter agreement, expert onscreen participant, actor agreement etc), and optionally a predefined format and the like under the project 21. The GUI further allows the recipient to add any additional note 23 related to the selected document and submit the request using save control touch function 24. [0019] Coming to FIG. 2b, is an exemplary screen shot which presents a GUI which in general allows the document originator 13 to create the requested document upon receiving the document availability request from the recipient 11 over a communication network or data transmission path. The requested document 25 preferably includes basic daily crew agreement, license to use personal material, and the like. The GUI further allows the document originator 13 to upload 27 and store the document on a server 15 over the communication network. The communication network could be a wired or wireless connection, preferably including Wi-Fi or internet, the communication network can also include a different type of network e.g., any type of fixed network a mobile network such as PLMN, satellite etc, as would be appreciated by those skilled in the art, though a wireless connection (using radio waves) is considered for implementation of the exemplary embodiments. The GUI also allows the document originator 13 to add 26 the created document into a specific project 21 specified in the request made by the recipient 11. [0020] FIG. 2c is an exemplary screen shot presenting a GUI which in general allows the recipient 11 to select a specific project 21 and the document there under pushed by the server 15 onto the mobile device 12a, 12b for edition of a part, or complete data fields 28 contained in the document. The different data fields 28 for example may include picture, start date, end date, and the like. The recipient 11 can if he desires so delete any of the fields 28 using a delete control function 29, and can then choose to select and send 31 the document to any other intended user. On choosing the send control function 31, the recipient 11 would be prompted to enter an authenticated signature 32 (FIG. 2d). The recipient generally signs 32 the document once he finishes up edition of document fields 28 and is generally implemented using touch screen capability of the mobile device 12a, 12b carried by the recipient 11. For example, the recipient 11 can sign using his finger tip instead of using conventional method of signing like scanned image of signature or electronic signature text. [0021] FIG. 3 illustrates an exemplary flow diagram of how the document management system of FIG. 1 creates and delivers a document. The flow starts with placement of a document availability request (step 31) by a recipient 11 with a mobile device 12a, 12b. The example mobile device12a, 12b that can be used to implement described invention including, but not limited to iPhone, Ipad, other smart phones, and the like. The document availability request is for an electronic document of a predefined type, and/or a predefined format. Flow then proceeds to step 32. [0022] The step 32 describes about reception of the document availability request by a document originator 13. The document originator 13 identifies the nature of the required document and creates (step 33) and populates the document accordingly with appropriate fields. According to an embodiment, the document originator 13 is also capable of creating multiple documents simultaneously. Flow then proceeds to step 34.

[0023] The step 34 describes about storage or uploading of the created electronic document into a server 15 by the document originator 13. The document originator 13 creates the requested document using his mobile device preferably a computer system 14, or any other touch enabled mobile devices 12a, 12b discussed above, and pushes the created document into the server 15 for storage. The documents are pushed into the server 15 by the document originator 13 over wired or wireless communication network. As discussed above in conjunction to FIG. 2b, the preferred mode of communication is wireless (using RF e.g. Wi-Fi). Flow then proceeds towards a step 35. [0024] The step 35 describes about distribution of the stored electronic document in the server 15 to the requesting recipient 11. The distribution of the electronic document from the server 15 to the recipient 11 is over wired or wireless communication, preferably a wireless communication using Wi-Fi. When the recipient 11 with his mobile device 12a, 12b comes within the hotspot region or Wi-Fi region the server 15 automatically pushes the stored document into the mobile device 12a, 12b of the recipient 11. The electronic document is distributed or transmitted to the recipient 11 through, preferably but not by the way of any limitation a link transmitted to the recipient 11, a facsimile transmitted to the recipient over a phone line, or internet. Flow then proceeds to step 36. [0025] The step 36 describes about execution of the electronic document by the recipient 11 on accessing the electronic document from the server 15. The execution of the document includes edition of a part, or complete data fields of the electronic document (step 36a as shown in FIG.4), signing of the electronic document using touch screen capability of the mobile device 12a, 12b (step 36b of FIG.4), preferably implemented by means of finger tip of the recipient, and transmission of the signed electronic document to an intended recipient by the recipient (step 36c of FIG.4). [0026] FIG. 5 illustrates another exemplary flow diagram of how the document management system of FIG.1 creates and delivers a document. The steps through step 37- step 42 describes about placement of a document availability request, reception of the document availability request, creation of the electronic document, storage of the created electronic document on the server 15, distribution of the electronic document to the recipient 11 by the server 15, execution of the received electronic document by the recipient 11 using over his mobile device 12a, 12b respectively similar to the steps 31-36 described with reference to FIG.3-FIG. 4. Further, as shown in step 43, a step of archiving the executed electronic document into the server 15, or the mobile device 12a, 12b is also depicted for efficient document storage and access when required. [0027] The above description of the invention is for the purpose of explanation, examples and specific details are set forth in order to provide a thorough understanding of different aspects of the present invention. It will be evident, however, to one skilled in the art that the present invention as defined by the claims may include some or all of the features or embodiments in these examples alone or in combination with other features or embodiments, and may further include obvious modifications and equivalents of the features and concepts described above.

Claims (5)

1. A method for managing an electronic document, the method comprising the steps of: placing, a document availability request, by a recipient with a mobile device, wherein said document availability request is for at least a predefined document type; and a predefined document format. receiving, said document availability request, by a document originator; creating an electronic document upon receiving said document availability request from said recipient, by said document originator; storing, said electronic document, in a server by said document originator; distributing, said electronic document to said recipient, by said server, when said recipient is in at least one Wi-Fi region; or a hotspot region; and executing, said electronic document, by said recipient on accessing said electronic document.

2. The method of claim 1, wherein said step of execution further comprising at least one sub steps of: editing, at least one a part; or complete data fields of said electronic document; signing, said electronic document using touch screen capability of said mobile device, wherein said signing is implemented by means of finger tip of said recipient; and transmitting, said signed electronic document to an intended recipient.

3. The method of claim 1, wherein said distribution of said electronic document to said recipient is through at least one a link transmitted to said recipient, a facsimile transmitted to said recipient over at least one phone line, and internet.

4. A method for managing an electronic document, the method comprising the steps of: placing, a document availability request, by a recipient with a mobile device; receiving, said document availability request, by a document originator; creating an electronic document upon receiving said document availability request from said recipient, by said document originator; storing, said electronic document, in a server by said document originator; distributing, said electronic document to said recipient, by said server, when said recipient is in at least one Wi-Fi region; or a hotspot region; executing, said electronic document, by said recipient on accessing said electronic document; and archiving, said executed electronic document on at least one said server, and said mobile device for efficient document storage and access. Wherein said step of execution further comprising at least one sub-steps of: editing, at least one a part; or complete data fields of said electronic document; signing, said electronic document using touch screen capability of said mobile device, wherein said signing is implemented by means of finger tip of said recipient; and transmitting, said signed electronic document to an intended recipient.

5. An electronic document management system, said system comprising: a mobile device having installed a mobile application in a memory embedded thereon, said application on execution by said mobile device enabling a recipient with said mobile device to place, a document availability request to a document originator, said document originator on reception of said document availability request performing at least one of: creation of an electronic document; and storing said electronic document in a server characterized in distributing said stored electronic document to said recipient when said recipient is in at least one Wi-Fi region; or a hotspot region; execute, said electronic document on access, wherein said step of execution further comprising at least one sub-steps of: editing, at least one a part; or complete data fields of said electronic document; signing, said electronic document using touch screen capability of said mobile device, wherein said signing is implemented by means of finger tip of said recipient; and transmitting, said signed electronic document to an intended recipient; and archive, said executed electronic document on at least one said server, and said mobile device for efficient document storage and access.