WO1999042931A1

WO1999042931A1 - Document management system

Info

Publication number: WO1999042931A1
Application number: PCT/FR1999/000354
Authority: WO
Inventors: Léandre BEUCHER; Jean-Frédéric BRINON
Original assignee: Sbi
Priority date: 1998-02-17
Filing date: 1999-02-17
Publication date: 1999-08-26
Also published as: FR2775096A1; AU2430599A

Abstract

The invention concerns a document management system comprising a central processing unit, a memory and a display device, the memory containing a hierarchical organisation of directories, sub-directories and data files. The invention is characterised in that the system comprises: means for producing a plurality of document groups such as folders, each of said document groups being organised in a structure of directories; means for associating with each group a set of standard documents cleared to appear in the document group concerned; means for selectively inserting in an active document group a standard document pertaining to said set of cleared standard documents, and only such a standard document.

Description

DOCUMENT MANAGEMENT SYSTEM

The present invention relates generally to a computer-assisted document management system. Graphical document management systems have already been known for many years. These systems essentially consist in managing and selectively displaying a tree structure of directories (or folders) and sub-directories (or sub-folders), each directory being represented on the display device of a computer by a window, generally movable and of variable size, in which icons appear representing either other directories contained in the directory in question, or documents or "files".

The operating systems "Windows" (registered trademark of Microsoft Corp.) or "Finder" or "MacOs" (registered trademark of Apple Computer, Inc.) are representative examples of this kind of system. A problem with this kind of system is that, as soon as he has to manage a large number of documents, he demands from the user an extreme rigor to name and classify the different documents created in the different folders. So it is not uncommon to find on some machines tens of thousands of documents distributed in thousands of files.

Furthermore, this kind of known system does not generally prevent the user from making document classification errors, only the "search" function of these operating systems making it possible to find a lost document, on the additional condition that '' he received a name allowing him to be identified O 99/42931

ambiguous. This is naturally a source of wasted time for the user, who in addition cannot surely have a synthetic vision of all of the documents relating to the same subject.

The present invention aims to overcome these limitations of the prior art, and to provide a document management system in a computer equipped with a display device, which significantly improves access to the various documents, and which furthermore provides protection against errors in the classification of documents in the various directories.

Another, more specific object of the present invention is to provide a document management system which offers the user a representation quite close to that to which he may have been accustomed with management systems based on physical directories and binders and on physical documents. Thus, the present invention provides a document management system, comprising a central processing unit, a memory and a display device, the memory containing a hierarchical organization of directories, sub-directories and data files, characterized in that it includes: means for creating a plurality of groups of documents such as binders, each of these groups of documents being organized in a directory structure, means for associating with each group of documents a set of standard documents authorized to appear in the group of documents considered, O 99/42931

means for selectively inserting into a group of active documents a standard document belonging to said set of authorized standard documents, and only such a standard document. - The system further comprises means capable, during the insertion of a standard document in a given group of documents, to introduce into the document data relating to the identification of said given group.

- Each group of documents is organized in memory in a directory structure and on the display device in a display area bordered by a series of tabs, and each tab corresponds to a directory. the display area is essentially rectangular, being bordered on one side by said series of tabs and on the other side by a series of sub-tabs, with a plurality of different series of sub-tabs corresponding respectively to each tabs, and each sub-tab corresponds to a sub-directory of the directory associated with the tab on which the sub-tab depends.

each tab directory or sub-sub-directory contains at least one file containing a plurality of sheets belonging to the tab or to the associated sub-tab.

each tab directory or sub-tab sub-directory also contains a file constituting a graphic image of each sheet, and means are provided for selectively displaying each of these images in said display area.

the system further comprises means for launching a program making it possible to modify the content of a sheet, these means being sensitive to the action of a cursor input means on the image of the sheet displayed by the selective display means.

- Each tab directory or sub-sub-directory sub-directory also contains at least one file containing data representative of the organization of the sheets in the associated tab or sub-tab. said data representative of the organization of the sheets are displayed on a first sheet of the set of sheets considered, and the selective display means are sensitive to the action of a system cursor input means in a image of said first sheet displayed in said display area. - The system further comprises means for displaying in a determined area of the display device a set of names of standard documents authorized to be inserted into the active document group. each set of authorized standard documents consists of a single standard file comprising a plurality of sheets corresponding respectively to said standard documents.

- The system includes means for creating a group of documents from a set of said standard files.

the system comprises means for updating the organization of the sheets sensitive to the means of selective insertion. the updating means comprise means for detecting white sheets. Other aspects, objects and advantages of the present invention will appear better on reading the following detailed description of a preferred embodiment thereof, given by way of example and made with reference to the accompanying drawings, in which : Figure 1 is a schematic view of a first display screen illustrating a first phase of use of the system according to the invention, Figure 2 is a schematic view of a second display screen illustrating a second phase of use of the system according to the invention, FIGS. 3a to 3d are schematic views of different dialog zones capable of being displayed by the management system according to the invention, and FIGS. 4a to 4ac are logic diagrams illustrating the essential functions of the management system according to the invention, and FIG. 5 illustrates part of the organization of directories and files of a system according to the invention.

A general description will be given of the general organization of a preferred embodiment of a document management system according to the present invention.

For the purposes of the present description, a “document” is a page or sheet of standard format (for example A4) of a data file preferably created using commercial software, and in particular a “slide” a file created using “Powerpoint” software (registered trademark) marketed by ..Microsoft, Corp., this type of file is generally followed by a suffix of type “.PPT”. The The term "document" can also cover a file such as a "PowerPoint" or other file.

For the purposes of the present description, a “case” is a set of sheets relating to the same subject, these sheets having the vocation of remaining grouped together. In practice, a case can be a service or a set of related services carried out by a company for a client, such as a quote, an order, etc. A set of sheets specific to a "case" is organized into a "Workbook" whose content adopts a four-dimensional structure, as will now be described in more detail with reference to Figures 2 and 5 with reference to the traditional hierarchical structure of directories and files of an operating system microcomputer.

All the business files are grouped in a main directory named Sbi_afer containing all the cases of type "Order" and cases of type "Quote", as we will see in detail below.

Each filing cabinet corresponds to a RM master directory (see Figure 5), the name of which is for example directly constituted by the number of a case, preceded by a prefix identifying the type of case (D for quote, C for order) .

In each master directory, there is a set of M main directories RP each containing N sub-directories SR contained in the respective main directories, and in each sub-directory, a set of files comprising: - a file (here Definition. PPT) created using the “Powerpoint” (registered trademark) software package, containing a certain number of sheets or “slides”;

- a P_NEW database file; - from zero to N files (FILES1), (FILES2), ... of databases; a set of files (foliol) .WMF, (folio2) .WMF, etc. as shown in Figure 2, which shows the image in .WMF format of the first sheet of the Definition file. PPT, this first sheet constitutes a pagination sheet illustrating the structure of sheets of the document. Among the slides in a file, there are a plurality of so-called "folios" slides, numbered continuously in Arabic numerals, each folio being able to be followed if necessary by one or more other sheets (hereinafter collectively called "file d 'index') identified by 'indexes' consisting of uppercase alphabetical letters, combined with corresponding folios numbers. Referring now to FIG. 6, which illustrates the file structure of the database associated with the management system according to the invention.

The P_NEW (FI) file is a standard file created in this case using Hyperfile software (registered trademark), and contains a set of records from a relational database management system, these records consisting of different name and structure information relating to the sheet structure, as it appears in the corresponding .PPT file. The files (FILES1), (FILES2) ... (file (FILES) in Figure 6, designated by F2) relate to the name and structure of index files possibly associated with the folios structure defined by a P_NEW file.

The files F3, F4 and F5 are various data files whose records are created when a business is created.

The BASED file (F6) is a model file for creating the P_NEW files when creating a new business.

The file P_BIB (F7) is associated with the library structure, by establishing in a fixed manner data of name and structure associated with this one. The file ON3_ORIQ (F8) is a file constituting a table fixing the structure of tabs and sub-tabs of a case (one for quotes, one for orders).

Finally the file G_D_C (F9) is a table which allows, during the transfer of a file case to order, to limit the documents to be scanned to modify them only to those which are active, that is to say in which the user intervened at least once. The other files do not intervene directly for the understanding of the system of the invention.

Note, however, in the files F10 to F12 customizable tabs.

Back to the folder structure in Figure 5, the .WMF files (folioN) respectively constitute the images, in standard .WMF format, of the sheets contained in the .PPT file, for display a business display area as will be described later.

It will be noted here that the management of the images of the sheets of the .PPT file in the form of individual files makes it possible to simplify the procedure which makes it possible to display the image of a given sheet on the screen when this sheet has been selected (as in will describe it in detail later). It also allows, in the event that the .PPT file should be damaged or accidentally deleted, to reconstruct this file from the content of all the .WMF images concerned.

FIG. 1 illustrates the home screen of the system according to the invention, generally designated by the reference 10, which has a display area 20 in which there is a set of icons 21 each representing a workbook of a first type (in this case "estimate" binders), each of these binders having a display area 22 for the case number.

One of these files, furthest to the left, is a list file which can be opened in a second display zone 23 of the scrolling list type, containing the numbers 24 of all the cases of this first type which are " in progress ”or active (ie not archived). Similarly, there is a third display area

30 containing a set of binders 31 of a second type

(in this case "orders") having their respective display areas 32 for the numbers of these orders. Here again, one of these workbooks (rightmost) is a list workbook which can be opened in a fourth display area 33 of the list type. 11

the actual binder appears in an area 52 of the screen, and comprises a set of tabs 53 aligned vertically along the right edge of the binder, which correspond respectively to the main directories RP of the binder.

There is also a set of sub-tabs 54 aligned horizontally along the upper edge of the filing cabinet.

When one of the tabs 53 is selected, the sub-tabs identifying the sub-directories RP of the corresponding main directory are displayed in the area 54.

When one of these sub-tabs 54 is selected, then the structure of the corresponding .PPT file is displayed in the display area 52 of the workbook, in the form of the .WMF image of a particular slide (preferably the first), named “pagination”, of said .PPT file.

Advantageously, the information which appears in the different tabs 53 and sub-tab areas 54 are the names of the respective RP and SP directories, as illustrated in FIG. 5.

It will be noted here that the sub-tabs corresponding to a given tab are specific, as regards their names and their number, to the tab in question, any other tab having other sub-tabs adapted to the general objective of the 'tab in question.

It will also be noted that access to the content of a given sub-tab of a given tab is carried out by clicking-., Simply using the mouse on the given tab and then on the given sub-tab. 12

The content of the "pagination" folio identifies a set of folios (here from 1 to 8, including in No. 1 the "pagination" folio itself) and, for folios that include indexes, the corresponding index identifiers ( here indexes A to C for folio 4 and indexes A to G for folio 6).

Each folio is also identified by its name, namely a variable called NOM_PAGE contained in the corresponding P_NEW file and extracted from it. Note here that each Powerpoint slide is designed to include in a header area 52a the type and number of the case (here D9703251, "D" for quotation), which are extracted from a database of 'business, the name of the page displayed (here PAGINATION), the folio number (here FI, "F" for FOLIO), and where appropriate the corresponding index letter (absent here, but may exist in the example particularly in the case of folios 4 and 6). This information is extracted from the various files in the “Hyperfile” database which manages the system.

The left part of the screen has different elements allowing you to modify the sheet structure of a currently open workbook.

Thus there is a display area or list window 51, called “library”, which contains a plurality of elements 51a which each identify a standard slide which can be inserted into the workbook. Preferably, these different standard slides are created by combining a standard file in .PPT format and-, a standard file p_bib from the relational database, having essentially the same structure as the P NEW file, these files being contained in 13

subdirectories of a master library directory generally having the same tree structure as a master business directory.

According to a particularly advantageous characteristic of the present invention, the library files are designed such that only those elements which are liable, in a given case, to appear in the active sub-tab appear in this list, ie - say in the active .PPT file - whose structure appears in the "pagination" sheet - contained in the SR sub-directory corresponding to this sub-tab.

The way in which this characteristic is implemented in practice will be described later. The working screen of FIG. 2 has different elements, and in particular two elements associated with the list window 51, namely a "+1" button 60 allowing an object to be added to the workbook, in the last position, and a button 61 for inserting a sheet into the structure of the workbook at a determined location, as will be seen in detail below.

There is also a button 62 associated with the workbook 52 and making it possible to delete an object from the workbook, a button 63 making it possible to rename the objects, a button 64 making it possible to print the active page (folio or index page) of the workbook, a button 65 for archiving, a button 66 for closing the workbook and a button 67 for returning to the home screen of FIG. 1. All of the elements described above with reference to FIGS. 1 and 2 and which allow to act on the progress of the system of the present invention are 14

activatable, in a conventional manner per se, by an input device of the mouse or similar type.

We will now describe the operation of the object management system according to the present invention. It is important to note here that a case is created by duplicating a “Model” folder structure found in the system's mass memory, and by renaming the master directory of this case with the case number. It is ensured that each case created will have a "minimal" structure of blank sheets in which the user will be able to work. It will be observed here that this model structure is generally not the library structure associated with business. It will also be observed that, to work concretely in a given sheet, using a word processing software, spreadsheet, vector drawing, etc., just click with the mouse on the sheet pagination (systematically displayed first) to designate the folio in which one wishes to work. This causes the .WMF image of the folio in question to be displayed in place of the pagination sheet in the same display area, and the user then clicks on this image to open the .PPT file on the slide in question.

Figure 4a illustrates the general flowchart of the system, which begins at step 100 and continues with the opening of the welcome window as described with reference to Figure 1 (step 110, described in detail below) .

Step 115 directs the program according to the actions of the user, and more precisely: 15

- if one of the buttons 40 to 47 is clicked (that is to say actuated by mouse), the program goes to a step 170 of identification of the icon in question, followed by a test 180 which determines if it is the “Exit” icon 42; if so, the program ends in box 190; if not, the processing corresponding to the icon which has been clicked is carried out in step 185, at the end of which the program returns to the home window; - if one of the case files 21 or 31 (excluding the associated list files) is clicked, or if a case number appearing in one of the lists 23 and 33 is clicked, the file is identified (box 120) then opened (box 130), thus ending up on a work screen of the type illustrated in FIG. 2; the user can then close the workbook by clicking on the button 66 (step 150), and return to the home window;

- finally, if the "new" button is clicked, a "new business" sub-program is launched (step

160).

This subroutine 160 does the following:

* successive openings of two input windows (see Figures 3a and 3b) asking the user to enter the case data as shown in these figures using the keyboard;

* creation of a basic structure of the case, namely directories and blank files of the case, by duplicating a standard structure of directories and files contained in the master library directory described above, and setting 1

relation of the case number with this structure of directories and files by naming the master directory of the case with the number of the case;

^To finally create a listing of ffaire, penny the database management system rel t onal above, in order to link the issue of dealing with various information such as the name and address of the customer , etc. which were previously entered in the illustrated entry screens in Figures 3a and 3b.

FIG. 4b illustrates in detail the substeps of the reception step 110, with a start step 111, a step 112 of launching the software packages necessary for the operation of the system, as described above, a step 113 of proper display of the home screen of FIG. 1, a step 114 of initialization of the display areas 210, 310 of the graphic filing objects 21 and 31 from the information in the database, a step 115 initialization of complete lists of binders in drop-down form, and an end step 116.

FIG. 4c illustrates in detail the different operations performed by the workbook selection sub-program 120, with a start step 121, a step 122 for detecting the presence of the mouse cursor on one of the display areas of binders 22 or 32, a step 123 which makes it possible to identify the display area selected by a click of the mouse, after which:

* if a display area containing a case number has been selected, this case is selected and the program goes to step 129 at the end of this sub-program; relation of the case number with this structure of directories and files, naming the master directory of the case with the number of the case;

* finally creation of a business file, under the aforementioned relational database management system, in order to relate the business number to different information such as the name and address of the client, etc. . which have been previously entered in the entry screens illustrated in FIGS. 3a and 3b.

FIG. 4b illustrates in detail the substeps of the reception step 110, with a start step 111, a step 112 of launching the software packages necessary for the operation of the system, as described above, a step 113 of actual display of the home screen of FIG. 1, a step 114 of initialization of the display areas 210, 310 of the graphic objects classifiers 21 and 31 from the information in the database, a step 115 for initializing complete lists of binders in drop-down form, and an end step 116.

* if a display area containing a case number has been selected, this case is selected and the program goes to step 129 at the end of this sub-program; if the "list" display area adjacent to the quote binders or order binders is selected, then the complete list of cases from the relevant category is displayed in the list window

5 23 or 33, depending on the case (step 124); the system then detects a mouse click on one of the elements of this list (step 125), then closes the list window (step 126); then, the case numbers appearing in the display areas of the

K) filing cabinets of the category concerned, to free one of these display areas (step 127), and load there the case number which has just been selected (step 128), after which the program goes to step 129 of end of selection.

15 It will be noted here that the steps 127 and 128 are intended to ensure that a case which has been selected, according to the above procedure, with a view to working in it, will appear during the subsequent display of the welcome window of figure 1 in a

20 filing cabinet display area, to make access faster.

FIG. 4d illustrates in detail the subroutine 130 for opening a workbook, with a start step 131, a step 132 for displaying the “daughter” window of

25 binder of FIG. 2 followed by the steps for displaying the content of this window, namely a step 133 for displaying the binder proper 52, a step 134 for displaying the tabs 53 and the sub-tabs 54 associated with this type of workbook, and their labels, a

30 step 135 of displaying the .WMF image of the first sheet of the workbook (“quote summary” in the case of a quote workbook; “definition” in the case of an order workbook) - this sheet being made up of 18

the first slide of the .PPT file contained in the first sub-directory of the first main directory of the master directory specific to the case -, a step 136 for displaying the buttons of the icons and the library window 51 and an end step 137 .

We will now describe in detail the operations that can be performed from the “workbook” window in FIG. 2.

These operations are mainly operations of inserting new blank sheets into the workbook, and deleting sheets. Moreover, it is from the window "workbook" in Figure 2 that the user will be able to select a sheet and start the application program corresponding to work in the reporting sheet, as indicated above ^{^.}

We will first describe below the different operations performed by the system when the insertion mode is chosen. This mode is chosen by first selecting in the library window 51 of the screen in FIG. 2, using the mouse, the type of blank sheet that one wishes to insert, then by clicking on it. using the mouse on the button 61.

This operation displays the “insertion” window as shown in FIG. 3c.

This window mainly includes:

- a "New line" check box;

- an "After line no" input field;

- a pair of “After” and “Instead” buttons, selectable one or the other;

- a checkbox "With renumbering";

- an input field "Folio N ° + Index" 19

- a list box.

The general insertion subroutine is illustrated in FIG. 4e, with a start step 200, a step 210 for displaying the window illustrated in FIG. 3c, for entering in this window and for validating the choices made at using the "OK" button, a step 220 which reacts to the state of the "New line" check box as follows: if this box is checked ("yes" response), the program goes to a step "selection = white?" ”(Step 270) intended to determine whether, in the“ pagination ”sheet appearing on the first page of the workbook, the line which is located after the line number indicated in the“ After line No. ”input field is a corresponding line or no to a blank sheet, that is to say empty.

If so, the program is moving to a sub-program 300 "Insert in blank". If not, the program goes to a subroutine 310 "Insert in folio". These two subroutines will be described in detail later.

If the answer to the test in step 220 is “no” (“New line” box not checked), then the program goes to a “Index? (Step 230) intended to determine whether or not indexes are associated with the line number which immediately follows that indicated in the "After line no." Input field.

If not, the program tests in step 260 the state of the "After" and "Instead" buttons as determined by the user by action in the insertion window of FIG. 3c. If the button

"After" is active, then the program goes to the 20

under program 320 "Insert in new file". If, on the contrary, the “In place” button is active, then the sub-program 330 “Insert in place of folio” is launched. These two subroutines will be described in detail later.

If the test step 230 has determined the presence of an index, then the program goes to a step 240 "Selection≈white? Which determines whether the selected line corresponds to a blank sheet or not. If so, the program goes to a subroutine 340 "Insert in blank of the queue" which will be detailed later, and if not, it goes to a test step 250 intended to determine whether the box to check "With renumbering" in Figure 3c has been checked or not. If yes, the program goes to a 350 "Insert into queue" subroutine and if not, it goes to an "Add to end of subroutine" subroutine, these two subroutines being described in detail further. It will be noted here that the “Add at the end of the queue” subroutine is directly executed when the key 60 of the screen of FIG. 2 is clicked using the mouse.

The subroutine 300 “Insert in white” is now described with reference to FIG. 4f. It begins with a start step 301 followed by steps 302 to 304 for modifying the variables NOM_NEW, NOM_PAGE and REP_IMG in the associated P_NEW file.

These three variables are determined according to the type of sheet preselected in the library window 51 before launching the insertion operation, and denote respectively:

- an invisible indicator of the type of sheet; , _. „„ „PCT / FR99 / 00354 O 99/42931

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- the name of the page as it should appear on the "PAGINATION" sheet; and

- a path to the .WMF image of the sheet. The following step 305 consists, by an automated copy / paste operation, of inserting the blank sheet or slide created in the active .PPT file, at the location which is determined according to the content of the input field "After line n ° ”from the screen in Figure 3c. Then, step 306 creates and saves this slide as an image

(folioN) .WMF in the current sub-directory, to be able to display this image in the workbook of figure 2 when the corresponding sheet has been selected in the "pagination" sheet.

An automatic backup of the .PPT file is then performed (step 307) and finally a step 308 performs a backup of the updated P_NEW file.

FIG. 4g illustrates the subroutine 310 “Insert in folio” which begins with a start step 311 and with a step 312 which is a subroutine for searching for a blank page (that is to say of a blank sheet) which is detailed in Figure 4h to which we will now refer. The start step 3121 is followed by a reading of the record corresponding to the line following the selected line. In the case where the sheet of this line is a sheet still blank ("blank page"), which is tested in step 3123, then the subroutine goes directly to step 3127 for reading the previous record in the file P_NEW, which is followed by an end step 3128. In the case where the test of 22

step 3123 establishes that the sheet of the aforementioned line is not a blank sheet, then the program goes to step 3124 which tests whether or not the record which has been tested in step 3123 is the last , that is, corresponds to the last folio in the file.

If so, the program goes to the end step 3128. If not, the program reads the next record (that is to say corresponding to the next folio), then performs the test again in 3126 of the blank page. If so, the program goes to step 3127. If not, the program loops back to test step 3124.

Thus the “blank page search” subroutine outputs the recording which corresponds to the line immediately preceding the first line which will correspond to a blank page when exploring the lines following the location, indicated in the insertion window of FIG. 3c, from which the user wishes to insert a sheet. Returning to FIG. 4g, it can be seen that the subroutine 312 described above is followed by a subroutine 313 called leaf shifting, which is now described in detail with reference to FIG. 4i. This subroutine consists in shifting by one line, one after the other and starting with the folio corresponding to the recording provided by step 312, the folios which are located between the desired insertion point and the blank page as it was detected in the subroutine 312. This subroutine 313 includes a start step 3131, a step 3132 which will delete the .WMF image from the folio, two modification steps 3133a and 3133b variables NAME NEW and REP IMG of the record 23

associated with the P_NEW file to assign them to the upper folio number of a unit (NUM_FOL = NUM_FOL +1), a step 3134 for saving the P_NEW file thus modified, a step 3135 for modifying the folio number in the associated slide of the .PPT file, and a step 3136 of creating the .WMF image of the slide thus modified.

A test step 3137 then determines whether indexes are associated with the folio in question. If not, the program proceeds to step 3138 of reading the previous recording, in order to shift the preceding folio in its turn. If so, the program goes to a subroutine 700, which will be described later, the object of which is to similarly shift the indexes associated with the folio being processed, and in a secondary manner to perform a "cleaning" of these indexes. After that, the program proceeds to the above step 3138.

Returning to FIG. 4g, the execution of step 313 is followed by a test in step 314 to determine whether the folio number corresponding to the record read in step 3138 is less than the line at which you want to insert. A negative response means that at least one folio remains to be shifted, which is done by a new execution of the program 313, and this until the last folio to be shifted has actually been shifted.

When this is the case (“yes” answer from test 314), the program goes to the insertion sub-program 315 proper of the new folio, which will now be described with reference to FIG. 4j. 24

In this figure, at a start step 3151 follow four steps 3152a to 3152d of preparation of the variables NOM_NEW, NOM_PAGE, REP_IMG and NUM_FOL which have been described above, and which must be entered in the file concerned of the file P_NEW.

The record containing these variables is then inserted into the database card (step 3153), after which a blank slide is inserted in the corresponding location of the .PPT file (step 3154). The desired library element, previously selected from the list 51 of the screen in FIG. 2 (see above), is then introduced into this blank slide by an automatic “copy / paste” operation (step 3155), then the case and folio numbers are updated on this slide.

We then carry out, and save, the .WMF image corresponding to this slide in step 3157, then we save the .PPT file in step 3158. The subroutine 700 described above, from blank processing is then executed, then the subroutine ends with steps 3159 then 316 (FIG. 4g).

We will now describe in detail the subroutine 320 "Insert in new queue" shown in FIG. 4e, this description being made with reference to FIG. 4k.

It will be recalled here that the term “file” denotes a succession of index pages from the same folio.

The subroutine 320 includes a start step 321, steps 322a to 322c of preparation of the respective variables NOM_PAGE, REP_IMG and NUM_IND (the latter representing the number of indexes), a step 323 of 25

creation and addition in the P_NEW file of the recording defined by these variables, a step 324 of inserting a blank slide in the .PPT file, a step 325 of automatic copy / paste of the library sheet previously selected in this blank slide, a step 326 of updating in this slide the case number, the folio number and the index number, a step 327 for creating and saving the corresponding .WMF image, a step 328 for saving the .PPT file, a step 329 for updating the index range of the folio in the pagination slide for the .PPT file, and an end step 3210.

We will now describe with reference to FIG. 41 the subroutine 330 “Inserting in place of the folio”. It includes a start step 331, a step 332 in which the .WMF image of the folio to be deleted is deleted, a step 333 of creation of the corresponding record in the file P_NEW by using the variable nom_bib of the file p_bib which corresponds to the object selected in the library list 51, four steps 334a to 334d of preparation of the variables NUM_IND, REP_IMG, N0M_NEW and NOM_PAGE, a step 335 of adding the recording thus prepared in the file P_NEW, a step 336 of setting update of the associated folio and index number in the slide of the .PPT file of the concerned folio, a step 337 of creation and saving of the .WMF image of the sheet, a step 338 of modification of the P_NEW file from of the type of the standard sheet of the library, a step 339 of inserting a blank slide in the .PPT file at the location of the folio, a step 3310 of automatic copying / pasting of the selected library sheet in this blank slide, a step _. , _, _., PCT / FR99 / 00354 99/42931

26

3311 updating, in this slide, the business number, the folio number and the index, one step

3312 for creating and saving the .WMF image of the slide, a step 3313 for saving the P_NEW file and an end step 3314.

The subroutine 340 “Insert into file blank” is illustrated in detail in FIG. 4m. It includes a start step 341, steps 342 to 344 of modifying the variables NOM_NEW, NOM_PAGE and REP_IMG in the corresponding record of the file P_NEW, a step 345 of inserting the standard sheet, preselected in the library, in the .PPT file, a step 346 for creating and saving the .WMF image of this sheet, a step 347 for saving the .PPT file, a step 348 for updating and saving the P__NEW file, and a step for late 349.

The subroutine 350 “Insert in line” is illustrated in detail in FIGS. 4n, 4o, 4p and 4q.

It includes a start step 351 followed by a blank page search subroutine 352 which will not be described in detail since it is analogous to subroutine 312 illustrated in detail in FIG. 4h.

The program continues with a queue shift subroutine 353 similar to the sheet shift subroutine 313 described with reference to FIG. 4i, and which will now be described with reference to FIG. 4o. This subroutine comprises a start step 3531, a step 3532 for deleting .WMF image from the folio, a step 3533 for incrementing the index of the index page to be shifted, steps 3534a and 3534b for modifying the REP_IMG and NOM_NEW variables concerned, a step 3535a for updating the record concerned in the 27

P_NEW file, a step 3535b for updating the index number in the slide of the .PPT file, a step 3536 for creating and saving a .WMF image of the slide thus modified, a test step 3537 which determines if other index pages are to be shifted, in which case the previous record is read in step 3538 and steps 3532 and following are repeated. Otherwise, the subroutine ends at step 3539. It will be noted here that the essential difference between the subroutines 312 and 313 on the one hand, and the subroutines 352, 353 on the other hand, resides in that, in the first case, the folios are scanned according to the desired insertion point to detect the presence of a blank page and perform a downward shift of the folios which precede it to fill this blank page and release the insertion point, and that, in the second case, these operations are carried out on the indexes of the same folio.

The subroutine 353 of FIG. 4n is followed by the subroutine 700 for processing the blanks as will be described below, then by a test step 354 whose switching depends on the state of the buttons "After "And" In place "of the window of figure 3c. In the case where the “Instead” button is active, the program goes to a subroutine 355 called “insertion instead of the folio” which will now be described with reference to FIG. 4p.

It includes a start step 3551, a step 3552 for deleting the .WMF image from the folio to be replaced, four steps 3553a to 3553d for preparing the four variables concerned, namely NUM_IND, REP_IMG, NOM_NEW and NOM PAGE, these data being provided by 28

the recording of the P_NEW file which corresponds to the concerned folio, a step 3554 of adding a new recording in the P_NEW file, a step 3555 of updating the folio number and the index in the concerned slide of the file .PPT, a step 3556 for creating and saving the corresponding .WMF image, a step 3557 for modifying the recording of the folio in the P_NEW file with the elements taken from the library, a step 3558 for inserting a blank slide at the location of the folio in the .PPT file, a step 3559 of automatic copy / pasting of the library sheet selected in this blank slide, a step 35510 of updating, in this slide, the number of case, the folio number and the index, a step 35511 for creating and saving the .WMF image of this slide, a step 35512 for saving the .PPT file and an end step 35513.

Returning to FIG. 4n, in the case where the “After” button in FIG. 3c is active, the test step 354 is followed by the execution of the subroutine 356 known as “insertion into the queue ”, which will now be described with reference to FIG. 4q.

This subroutine includes a start step 3561, four steps 3562a to 3562d of preparation of the variables concerned NUM_IND, REP_IMG, NOM_NEW and NOM_PAGE, a step 3563 of adding the record to the existing records of the file P_NEW, a step 3564 of insertion of a blank slide in the appropriate location of the .PPT file, a step 3565 of automatic copy / paste of the library sheet preselected in the list 51, a step 3566 of putting 29

update in this slide the case number, the folio number and the index, a step 3567 of creation and saving of a .WMF image of the slide, a step 3568 of saving of the .PPT file and a end stage 3569.

Finally, to finish with the different insertion modes, we will now describe with reference to FIG. 4r the subroutine 360 "Add at the end of the queue" illustrated in FIG. 4e. This subroutine 360 includes a start step 361, a step 362 of reading from the database of the last index of the folio concerned, a step 363 of incrementing a unit of this index value, four steps 364a to 364d of preparation of the variables concerned, namely NUM_IND, REP_IMG, NOM_NEW and NOM_PAGE, a step 365 of adding a record to the records of the queue concerned, a step 366 of adding a blank slide to the appropriate location of the .PPT file, a step 367 of automatic copy / paste of the content of the preselected library sheet, a step 368 of updating, in this slide, the case number, the folio number and the index, a step 369 for creating and saving the .WMF image of the slide, and a step 3610 for saving the .PPT file and an end step 3611.

We have therefore described above different methods of inserting a new sheet, or more generally of a new set of sheets forming a coherent whole, in a preexisting sheet structure, on the one hand ensuring that the or the inserted sheets, the type of which can only be chosen in the associated library, are authorized to be present in the 30

structure of sheets, and on the other hand by having a large number of possibilities of insertion which, in all the cases, respect the general organization of the structure of sheets in a file .PPT and the files of structure and d 'associated images.

There is also an optimization of the filling of the sheet structure, by taking advantage of the presence of “blank pages”, which are useless and can be deleted on this occasion, to make room for the sheet to be inserted.

We will now describe the operation of the document management system according to the present invention when it is desired to delete a sheet from the sheet structure. This deletion is controlled by the user using the button 62 on the screen of FIG. 2, the activation of which using the mouse causes the display of the deletion window as it is represented. in Figure 4d. This window has a first group of three buttons whose labels are respectively "Whole line", "1 A4 sheet" and "Indexes ...", of which one and only one is active at the same time, and a second group of two buttons whose labels are respectively "With renumbering" and "Without renumbering", of which also one and only one is active at a time.

In this window there is also an "Folio N ° + Index" input field.

The general suppression program is illustrated in FIG. 4s, with first of all a start step 400, a step 410 for displaying and processing the aforementioned window, a step 420 for searching for 31

last folios and index of the sheet structure, and a step 430 of access to the recording of the file P_NEW which corresponds to the folio which has been selected in the workbook with a view to its deletion. there is then a test step 440 which determines whether the folio indicated in the "Folio + Index No." input field of the screen of FIG. 3d is supplemented by an index letter. If so, the program goes to the deletion subroutine 500 in a queue which will now be described with reference to FIG. 4t. It comprises a start step 501, a step 502 for deleting the recording corresponding to the index considered, a step 503 for deleting the image .WMF from the sheet of this index, then a test 504 which determines, at from the content of the relevant folio record in the P_NEW file, if the index considered is the only one in the file.

If so, the folio record is updated to indicate that it no longer has an index (step 505), then step 506 removes the slide of the index in question from the .PPT file, and finally step 507 deletes the elements of the file (FILES) which correspond to this index.

If the response to the test in step 504 is negative, then the program goes to test 508 which determines whether the button "With renumbering" on the screen of FIG. 3d is active or not. If so, the slide of the .PPT file which corresponds to the index is removed from this file (step 509), after which the program proceeds to the blank processing routine 700 which will be described later. 32

If the response of test 508 is positive, then the program goes to subroutine 600 "Put a blank page", which will now be described with reference to FIG. 4u. This subroutine comprises a start step 601 followed by a step 602 of erasing all the objects on the slide concerned which are of rank greater than five.

It will be specified here that the objects of any .PPT slide in the document management system described here consist of a series of ordered objects, of which the first five are in this case:

- the name of the .PPT file, identical or similar to the name of the corresponding sub-tab of the workbook (namely "DEFINITION" in the illustration of figure 2), - the term "F" for folio,

- the title of the sheet (namely "PAGINATION" in the illustration of FIG. 2),

- the folio number, adjacent to the object "F" (namely "1" in the illustration in Figure 2), - the case number (namely "D9703251" in the illustration in the figure 2).

This therefore amounts to leaving the header of the sheet intact, but to ridding it of all its elements (typically text objects, drawings, spreadsheets, etc.) located under this header.

Then step 603 writes “WHITE PAGE” in the third object (title of the sheet).

Step 604 then erases the content of the variable NOM_PAGE, then step 605 modifies the variable REP_IMG and step 606 modifies the record relating to the folio in question in the file P_NEW, which is followed by a step end 607. 33

Returning to FIG. 4t, if the test 508 gives a positive response, then step 509 removes the slide from the .PPT file, then we pass to the blank processing routine as will be described later. If now the test of step 504 has brought a positive response, then step 505 updates the data of the recording of the folio, then step 506 removes from the .PPT file the slide concerned and finally the file P_NEW is modified accordingly in step 507.

Returning to FIG. 4s, in the case where the test in step 440 gives a negative response, then the program determines in step 450 if the "All the line" button in FIG. 3d is active, which amounts to to target the deletion of the folio and the associated queue. If so, the program proceeds to subroutine 510 "Deletion of the queue" which will now be described with reference to FIG. 4v.

This subroutine comprises a start step 51, a step 512 of reading the recording of the first index of the queue, a step 513 of deleting the .WMF image of the slide concerned, a step 514 of deleting the slide itself in the .PPT file, then a 515 test which determines, from the (FILES) file, whether or not the index which has just been processed is followed by others. If not (which corresponds to the answer "yes" of the test "Is it the only one?"), The program goes directly to step 5110 of deleting the records associated with the index queue considered in the file ( FILES).

If other indexes exist, then we go from step 515 to step 516 which reads 34

the record corresponding to the following index, then to step 517 which deletes its .WMF image, then to step 518 of deletion of the slide concerned in the .PPT file. Step 519 then determines from the content of the file record (FILES) whether the index sheet which has just been processed is the last or not. If so, the program proceeds to the aforementioned deletion step 5110. If not, the program returns to step 516 and those that follow it.

It is understood that this loop associated with the test of step 519 makes it possible to delete one after the other all the indexes of the row being deleted and therefore to complete the deletion of the row. ^~~

Returning to FIG. 4s, a negative response provided by the test step 450 leads to a test step 460 which determines whether, in the window of FIG. 3d, the button "The indexes ..." is active or not . If so, the program again goes to subroutine 510, which in this case too will sequentially delete all of the indexes.

Step 470 then performs the same test as in step 450, and a negative response means that only the indexes were to be deleted, so that the program proceeds to step 480 of updating the record of the folio. in the P_NEW file, then in step 490 of updating the display.

When, on the other hand, the response of the test in step 470 is negative, that is to say that the folio itself must be deleted, this is done by the subroutine 520 35

of "Deletion of a folio" which will be described later.

It will also be observed that when the test of step 460 gives a negative response, this means that it is the button "1 A4 sheet" of the screen of FIG. 3d which is active, and there again the program goes to the sub - program 520.

This subroutine, now described with reference to FIG. 4w, comprises a start step 521, a step 522 for deleting the .WMF image from the folio, then a test step 523 which determines which of the two buttons "With renumbering "And" Without renumbering "of the screen of figure 3d is active.

If “Without renumbering” is active, the program goes directly to the “Put a blank page” subroutine which was described above with reference to FIG. 4u.

Otherwise, the program proceeds to step 524 of deleting the associated slide in the .PPT file. This step is followed by a test 525 in which it is determined whether the folio has an associated index file. If so, the first index of the file becomes the folio itself, which is done in subroutine 526 which will now be described with reference to Figure 4x.

It includes a start step 5261, a step 5262 for deleting the blank sheet of the Powerpoint file corresponding to the folio previously erased in step 524, a step 5263 for reading the recording of the first index of the queue, a step 5264 in which one extracts from variable REP_IMG the variable NOM_NEW, four stages 5265a to 5265d of 36

preparation of the variables NOM_NEW, NUM_FOL, REP_IMG and NOM_PAGE, a step 5266a of modification of the record of the index sheet to designate it as record of folio, a step 5266b of modification of the slide of the file .PPT from the data of the recording, a step 5267 of creation and saving of the .WMF image of the slide, a step 5268 where the value of the variable “Index counter” is fixed at 1, to indicate that the index has become a folio, a step 5269 where we rename the variable concerned NOM_PAGE in the P_NEW file according to the changes made above, and an end step 52610.

Returning to FIG. 4w, the subroutine 526 is followed by steps 527 and 528 where the variable NOM_PAGE is renamed in the file P_NEW, then by a subroutine 610 "Processing of blanks in file" which will be described later.

Back to test 525 of this same figure, if the latter determines that there is no index file associated with the folio, then the program goes to step 529 which determines whether the line selected for the operation deletion is located before the last folio, or if on the contrary it is the last folio. In the first case, the program switches to a subroutine 620 of "Processing of blanks in folio", which will be described later. Otherwise, the program proceeds directly to step 5210 at the end of the “Deletion of a folio” subroutine. We will now describe, with reference to FIG. 4y, the blank processing subprogram 700 mentioned several times in the foregoing. 42931

37

This subroutine comprises a start step 705 followed by a step 710 which determines whether the processing to be carried out should be applied to a succession of folios or to a queue, that is to say a succession of indexes, of a given folio.

In the first case, the program goes to the “Processing file” subroutine 720. In the second case, the program goes to the “Folio processing” subroutine 730. These subroutines will be described in detail below.

The subroutine 720 is followed by a test 740 intended to determine whether the blank processing which has been started by one of the subroutines is carried out as part of an insertion or deletion operation in mode "Folio", that is to say in which one adds or deletes a folio, or on the contrary within the framework of an operation of insertion or deletion in "file" mode, that is to say in which you insert or delete an index sheet. In the first case, the execution of the subroutine 720 is followed by the execution of the subroutine 730. Otherwise, the subroutine for inserting blanks ends directly.

We will now describe with reference to FIG. 4z the “Processing file” subroutine 720, which comprises a start step 721, a step 722 of searching for the record, in the file P_NEW, corresponding to the sheet currently selected, a step 723 of reading the recording which immediately follows it, then a test step 724 which determines whether the corresponding sheet is white or not. 38

It will be recalled here that a “white sheet” or “blank page” is a sheet which belongs to the structure of sheets, and with which are therefore associated the objects described above with reference to FIG. 4u, but in which the user has not entered any data.

In the event that the test 724 gives an affirmative answer, the program proceeds to step 725 of incrementing an index value which will be representative of the number of blank sheets which are found in succession after the sheet considered. It is therefore understood that these operations make it possible to provide an “index” variable giving the aforementioned number of blank sheets. Once the last white sheet has passed, step 724 leads to a test step 726 which determines whether the variable “index counter”, representative of the number of index sheets associated with a folio, is zero or not. If not (presence of index), the program goes to a subroutine 727 of "Processing of blanks in line" which will now be described with reference to FIG. 4aa.

It includes a start step 7271, a step 7272 of erasing the .WMF image of the sheet whose recording has been read in step 723, a step 7273 of extracting the name obtained from the variable

REP_IMG, a step 7274 of modifying the recording of the variable NOM_PAGE in the file

(FILES), with the name extracted and the indication of the new position of the sheet using the values "index" (see step 725) and "index counter", a test 7275 which determines whether the index must be changed, 39

that is to say if the call to subroutine 700 was accompanied by a variable indicating that the indexes had to be modified (see in particular FIG. 4i, where the variable "Counter = 1" means that the modification of index must be made).

If so, the program goes to step 7276 which modifies the variable NUM_IND with the current value of the index counter and then to step 7277. If not, the program goes directly from test 7275 to this step 7277. This step 7277 consists of modifying the variable REP_IMG with the new name, then step 7278 saves the file (FILES) with the modified record, step 7279 modifies the associated slide of the

- .PPT file, and finally step 72710 creates and saves the .WMF image of this slide.

The “Folio Processing” subroutine will now be described with reference to FIG. 4ab. It comprises a start step 731, a step 732 of searching for the record selected in the file P_NEW, a step 733 of reading the record of the next folio, then a step 734 if this next folio is a blank sheet. If so, the program proceeds to a 735 test which determines whether indexes are associated with the folio. If this is the case, we move on to a “Premier de file monte en folio” 526 subroutine as described with reference to FIG. 4x, so that the position of the white folio is now occupied by the first sheet of the queue which follows it. This subroutine 526 is followed by a test step 7312 which determines whether the selected folio is the last in the .PPT file of the sub-tab. 40

If so, the sub-program ends in

7313. If no, the program returns to step

733 for reading the recording corresponding to the following sheet, to repeat the operations up to the last folio.

Back to step 735, if the test of this step determines that there is no index file associated with the selected folio, then the program proceeds to a step 737 of incrementing a number counter of successive white folios, then returns to step 733 to repeat the operations for the N white folios which are located in succession in the leaf structure.

Returning to step 734, if the latter gives a negative response, then the program proceeds to a test step 738 which determines whether the variable “Counter” mentioned above is at zero. If so, that is to say if the processing is carried out in the context of the insertion of a new folio (see FIG. 4j), then the program proceeds directly to step 7312 described above. If not, the program proceeds to a “Modification Folio” sub-program 739 which will now be described with reference to FIG. 4ac.

This subroutine includes a start step 7391, a step 7392 of erasing the .WMF image from the folio, three steps 7393a to 7393c of modifying the variables NOM_NEW, NUM_FOL and REP_IMG in the concerned record of the file P_NEW, a step 7393d of modifying the slide of the .PPT file with these modified variables, a step 7394 of creation and saving of the corresponding .WMF image, then a step 7395 which determines whether or not an index queue is associated with the folio . If so, the program 41

renames in step 7396 the file (FILES) to reassociate these indexes to the folio as it has been modified, and the subroutine ends. If not, step 7395 ends directly with the end of the subroutine. Returning to FIG. 4ab, the subroutine 739 as just described continues with a test 7310 which determines whether an index queue is present or not. If not, the program proceeds directly to step 7312 of testing the last folio. If so, the program goes to the “Processing file” subroutine as it has been described in detail with reference to FIGS. 4z and 4aa, so as to perform the processing on all the index queues associated with folios. It is therefore understood that the operations of “blank processing” as they have been described in detail above make it possible, at different stages of operation of the system, to put order in the different sheets of a sub-tab. , whether folios or their indexes, to remove the different white leaves that may exist without calling into question the general structure of the leaves.

Of course, such a blank treatment is optional, or alternatively can be executed on demand by the user.

Thus, a document management system has been described which allows, without modifying the general organization of the sheets of a workbook, and in particular of a given sub-tab, to deal with different insertion scenarios. new sheets, and deleting existing sheets. / 42931 "'"

42

Of course, the present invention is in no way limited to the embodiment described above and shown in the drawings, but a person skilled in the art will know how to make any variant or modification in accordance with his spirit.

In particular, although the present description mentions the application to business comprising “quotes” and “orders”, it is understood that it applies to the management of all types of computer objects, in particular texts, images, spreadsheets, sounds, to be listed with an organization in accordance with the teachings of the foregoing description.

In addition, the shape of the various display screens can be widely modified according to the desired ergonomics.

Finally, although the sheets of the same sub-tab of a workbook are, in the description above, organized in successive slides of the same file such as a PowerPoint file, it is understood that these sheets can be organized in the form of a different file, or a succession of individual files.

Claims

43 CLAIMS

1. Document management system, comprising a central processing unit, a memory and a display device, the memory containing a hierarchical organization of directories, sub-directories and data files, characterized in that it comprises: means for creating a plurality of groups of documents such as binders, each of these groups of documents being organized in a directory structure, means for associating with each group of documents a set of standard documents authorized to appear in the group of considered documents, means for selectively inserting into a group of active documents a standard document belonging to said set of authorized standard documents, and only such a standard document.

2. Document management system according to claim 1, characterized in that it further comprises means capable, when inserting a standard document in a given group of documents, of entering data into the document. relating to the identification of said given group.

3. Document management system according to one of claims 1 and 2, characterized in that each group of documents is organized in the memory in a directory structure and on the display device / 42931

44

in a display area bordered by a series of tabs, and in that each tab corresponds to a directory.

4. System according to claim 3, characterized in that the display area is essentially rectangular, being bordered on one side by said series of tabs and on the other side by a series of sub-tabs, with a plurality of different series of sub-tabs corresponding respectively to each of the tabs, and in that to each sub-tab corresponds a sub-directory of the directory associated with the tab on which the sub-tab depends.

5. System according to one of claims 3 and 4, characterized in that each tab directory or sub-sub-directory contains at least one file containing a plurality of sheets belonging to the tab or to the sub-tab associated.

6. System according to claim 5, characterized in that each tab directory or sub-tab sub-directory further contains a file constituting a graphic image of each sheet, and in that means are provided for selectively display each of these images in said display area.

7. System according to claim 6, characterized in that it further comprises means for launching a program making it possible to modify the content of a sheet, these means being sensitive to the action of a cursor input means. on the image of the sheet displayed by the selective display means. O 99/42931 5

8. System according to one of claims 5 to 7, characterized in that each tab directory or sub-sub-directory subdirectory further contains at least one

5 database file containing data representative of the organization of the sheets in the associated tab or sub-tab.

9. System according to one of claims 6 and 7 K) taken in combination with claim 8, characterized in that said data representing the organization of the sheets are displayed on a first sheet of the set of sheets considered, and in that the selective display means are sensitive to the action of a system cursor input means in an image of said first sheet displayed in said display area.

10. System according to one of claims 1 to 9, 0 characterized in that it further comprises means for displaying in a determined area of the display device a set of names of standard documents authorized to be inserted in the group of active documents. 25

11. System according to claims 5 and 10 taken in combination, characterized in that each set of authorized standard documents consists of a single standard file comprising a plurality of

30 sheets corresponding respectively to said standard documents. 46

12. System according to claim 11, characterized in that it comprises means for creating a group of documents from a set of said standard files.

13. System according to one of claims 8 and 9, characterized in that it comprises means for updating the organization of the sheets sensitive to the selective insertion means.

14. System according to claim 13, characterized in that the updating means comprise means for detecting white sheets.