Intelligent document management in computing systems

Patent metadata

Field	Value
Publication number	US-11263588-B2
Application number	US-201816228553-A
Country	US
Kind code	B2
Filing date	Dec 20, 2018
Priority date	Dec 20, 2018
Publication date	Mar 1, 2022
Grant date	Mar 1, 2022

Abstract

Computer systems, devices, and associated methods of intelligent content management are disclosed herein. In one embodiment, a method includes scanning a document to determine whether one or more words in the document represent a resource in the file management system, the resource being a name of a person or a linked document in the file management system. In response to determining that one or more words in the document represents a resource, the method includes retrieving a resource record corresponding to the resource from a database in the computing system, the resource record having a data field containing data representing a current status of the resource and surfacing, in the document, the retrieved data of the current status of the resource to the user.

First claim

We claim:

1. A method for content management in a file management system containing multiple documents, the method comprising:
scanning a document to determine whether one or more words in the document represent a resource in the file management system based on a machine learning model or one or more user configured rules, the resource having linked data of additional information in the file management system;
in response to determining that one or more words in the document represents a resource, creating and storing a resource record corresponding to the resource in a database of the file management system, the resource record having a data field containing data representing a current validity status of the linked data of additional information of the resource; and
upon detecting viewing of the document by a reader,
retrieving the data in the data fields of the resource record from the database of the file management system corresponding to the resource; and
surfacing, in the viewed document, the retrieved data of the current validity status of the resource along with the one or more words to provide to the user, the current validity status of the linked data of additional information of the resource represented by the one or more words.

2. The method of claim 1 wherein creating the resource record includes:
outputting an option to create the resource record; and
in response to receiving a user input to the option instructing to create the resource record, creating the resource record in the file management system.

3. The method of claim 1 wherein creating the resource record includes:
outputting an option to create the resource record; and
in response to receiving a user input to the option instructing to create the resource record,
prompting a user for a current validity status of the detected resource; and
creating the resource record in the file management system, the resource record having the data field containing data representing the current validity status received from the user.

4. The method of claim 1 wherein:
the one or more words in the document represents a name of a person;
the linked data of additional information includes data representing one or more of a position, location, or title of the person in an organization; and
creating the resource record includes creating the resource record having the data field containing data representing a current employment status of the person in the organization.

5. The method of claim 1 wherein:
the one or more words in the document represents a name of a person;
the linked data of additional information includes data representing one or more of a position, location, or title of the person in an organization;
creating the resource record includes creating the resource record having the data field containing data representing a current employment status of the person in the organization; and
the method further includes:
receiving data from a directory service, the received data indicating an employment status change of the person in the organization; and
in response to receiving the data from the directory service, updating the data in the data field of the resource record to reflect the employment status change of the person.

6. The method of claim 1 wherein:
the one or more words in the document represents a name of a linked document in the file management system; and
creating the resource record includes creating the resource record having a first data field containing data representing a location in the file management system and a second data field containing data representing a current availability status of the linked document at the location in the file management system.

7. The method of claim 1 wherein:
the one or more words in the document represents a name of a linked document;
creating the resource record includes creating the resource record having a first data field containing data representing a location in the file management system and a second data field containing data representing a current availability status of the linked document at the location in the file management system; and
the method further includes:
determining whether the linked document is still valid at the location in the file management system; and
in response to determining that the linked document is not valid at the location in the file management system, updating the data in the second data filed to indicate that the current availability status of the linked document is invalid.

8. The method of claim 1 wherein:
the one or more words in the document represents a name of a linked document;
creating the resource record includes creating the resource record having a first data field containing data representing a location in the file management system and a second data field containing data representing a current availability status of the linked document at the location in the file management system; and
the method further includes:
determining whether the linked document is still valid at the location in the file management system; and
in response to determining that the linked document is not valid at the location in the file management system,
updating the data in the second data filed to indicate that the current availability status of the linked document is invalid;
wherein surfacing the retrieved data includes surfacing the data indicating that the linked document is invalid at the location.

9. The method of claim 1 wherein:
the one or more words in the document represents a name of a linked document;
creating the resource record includes creating the resource record having a first data field containing data representing a location in the file management system and a second data field containing data representing a current availability status of the linked document at the location in the file management system;
surfacing the retrieved data includes surfacing the data indicating that the linked document is invalid at the location; and
the method further includes:
providing, to the user, one or more suggested documents having content similar to the linked document; and
upon receiving a user input selecting one of the suggested documents, updating the first data field in the resource record to contain data representing a location of the selected suggested document.

10. A computing device in a file management system containing multiple documents, the computing device comprising:
a processor; and
a memory containing instructions executable by the processor to cause the computing device to:
scan a document viewed by a user to determine whether one or more words in the document represent a resource in the file management system based on a machine learning model or one or more user configured rules, the resource being a name of a person or a linked document in the file management system; and
in response to determining that one or more words in the document represents a resource,
retrieve a resource record corresponding to the resource from a database in the computing system, the resource record having a data field containing data representing a current validity status of the resource;
determine whether the current validity status of the resource in the retrieved resource record indicates that the resource is valid; and
in response to determine that the data representing the current validity status of the resource indicates that the resource is invalid,
surface a graphical interface element in the document to the user, the graphical interface element containing an input field for inputting an updated validity status of the resource; and
upon receiving an input to the input field, update the d

Assignees

• Microsoft Technology Licensing Llc

Inventors

• Agarwal Divya
• Chen Gang
• Arjunan Kumar Rathnam

Classifications

• G06F16/94 Primary

  Hypermedia (Hyperlinking G06F40/134) · CPC title

• G06F16/176

  Support for shared access to files; File sharing support · CPC title

• G06Q10/105 Primary

  Human resources · CPC title

• G06F16/908

  using metadata automatically derived from the content · CPC title

• G06F16/93

  Document management systems · CPC title