WO2007038952A1

WO2007038952A1 - Method, device and system for retrieving and adapting database entries

Info

Publication number: WO2007038952A1
Application number: PCT/EP2005/010549
Authority: WO
Inventors: Denis Roblek; Matija Roblek; Andrej Brilly
Original assignee: Asolsme Ag
Priority date: 2005-09-29
Filing date: 2005-09-29
Publication date: 2007-04-12

Abstract

There is provided a method, device and system for retrieving and adapting database entries, each database entry including a plurality of settings, and matching a number of keywords, comprising: receiving a registration request from a user ; registering said user, and dispatching a registration confirmation; receiving a retrieval request from said user, said request containing a number of predetermined keywords; retrieving a database entry matching said received keywords; transmitting said database entry to said user; transmitting an adaptation template to said user, said adaptation template comprising a number of questions for each setting of the entry, wherein said questions require text input, picking an option from a list, checking a checkbox; receiving a completed template from said user; adapting the entry on the basis of the received template; transmitting the adapted entry to said user.

Description

Applicants Denis Roblek, Matija Roblek and Andrej Brilly

Our ref.: 80519 WO

METHOD, DEVICE AND SYSTEM FOR RETRIEVING AND ADAPTING DATABASE ENTRIES

Field of the invention

The present invention concerns a method, device, computer program product and system for retrieving and adapting database entries of a management information system, thereby supporting automation, optimization and management of business processes. The system has been designed for the use over electronic telecommunication nets, such as the Internet. It is based on predefined process templates for different entries and is based upon interaction with users.

Database entries are the core of business information system, for providing the management with up-to-date data about various subjects, and answers to business related questions by the help of the database. The gist of the system resides in thoroughly and carefully prepared entries along with and trained users, communicating with the system.

Background of the Invention

There are numerous systems and applications on the market, dedicated to similar problems of business process management and workflow optimization which can be broadly divided into two groups, i.e. commercial applications and systems, and open source applications and systems. Commercial systems may be purchased, and usually consist of an entire suite of applications supporting the following functions:

• server (back-office engine)

• designer (business process design)

• builder (programming of existing business process designs) • administrator (monitoring of process execution)

• client (distribution of tasks and processes to users) Some applications have more, and some fewer building blocks, but they mostly consist of the cited five components. Most systems include an interface for specifying the organizational structure of the company, and a report generator.

All these individual applications are bound together into a Business Process Management (BPM) System as known in the art. These systems usually offer a vast number of features, which can have a negative effect, since they are difficult to use and often confusing, distract the user and takes away his or her valuable time.

The cited systems are also very difficult to implement, and in most cases clients are not capable of performing the implementation themselves. Once the system is installed, users have to be trained to start working with the system. This is also a long and expensive process. On the other hand, clients can opt to outsource their business process development, which is even more expensive. And all the while, the system has to be supported and maintained, tying the client more and more to the application vendor.

In addition to all this, such systems involve numerous software and hardware requirements, wherein maintenance of software and hardware incurs considerable cost.

On the other hand, there are numerous open source projects dedicated to BPM. Most projects only comprise an engine, which means that all the functions or applications still have to be developed by the client.

Presently, such entries are not widely used in practice, existing cases are mostly experimental.

Existing systems are thus difficult to implement, use, maintain, and last but not least, represent a substantial investment.

They were also the focus of various efforts to develop a system, where users can save a lot of valuable time they would otherwise spend on painstaking development by simply using one of the supplied entries. Summary of the invention

It is an object of the present invention to provide a method, device, computer program product and system for retrieving and adapting database entries of a management information system, wherein said database provides for entries matching with a number of keywords of a client or user input.

It is a further object to provide a thoroughly tested and verified method which provides a considerable advantage for users in search of business tools.

It is a further object of the invention to provide a system in which clients can pick and configure/ adapt the most suitable solution for their needs from the database. Users can also remove entries from their company database, or add new entries.

The concept of the entire system shall provide an innovation in the field. There are numerous applications serving this same purpose on the market, but none of them shares the same concept. An example is the system described in US-P-6157934, named Ultimus, which is, however deficient in that one still has to program/adapt the entered data to provide template solutions.

According to one aspect of the present invention there is provided a method for retrieving and adapting database entries, each database entry including a plurality of settings, and matching a number of keywords , comprising receiving a registration request from a user ; registering said user, and dispatching a registration confirmation; receiving a retrieval request from said user, said request containing a number of predetermined keywords; retrieving a database entry matching said received keywords; transmitting said database entry to said user; transmitting an adaptation template to said user, said adaptation template comprising a number of questions for each setting of the entry, wherein said questions require text input, picking an option from a list, checking a checkbox; receiving a completed template from said user; adapting the entry on the basis of the received template; transmitting the adapted entry to said user. In a preferred embodiment the entries are saved in the Publish mode, after they have been completely adapted. The Publish mode corresponds to a mode, wherein all users are now able to use the database entries and for instance the services and/or applications running on the main server system.

In a further preferred embodiment the entries are saved to the Test mode, when they have been adapted and are destined for user testing, in order to allow for testing the adapted entry before final use.

Further, there is preferred that the entries are saved to the Save Mode, said entries being only partially adapted or not adapted at all.

Further, according to another aspect of the invention a Computer program product is provided, containing machine readable software code, for carrying out the steps of anyone of the preceding claims, when run or executed on a computer, computing device, personal digital assistant.

Further, in another aspect of the invention there is provided a Computer program product, containing machine readable software code stored on a machine readable medium carrier, for carrying out the steps of anyone of the preceding claims, when run or executed on a computer, computing device, personal digital assistant.

In another aspect of the invention there is provided a device for retrieving and adapting database entries, connectable to a database including entries, each of which including a plurality of settings, said entries matching a number of keywords , comprising a receiving component for receipt of a registration request from a user ; a registering component for logging said user, and a confirmation component for dispatching a registration confirmation to said user; said receiving component being adapted for receiving a retrieval request from said user, said request containing a number of predetermined keywords; a retrieving component, connectable to said database, for retrieving a database entry matching said received keywords; a transmitting component for sending said retrieved database entry to said user; an adaptation component for transmitting an adaptation template to said user, said adaptation template comprising a number of questions for each setting of the entry, wherein said questions require text input, picking an option from a list, and checking a checkbox; said receiving component being for receiving a completed template from said user; said adaptation component being for adapting the retrieved entry on the basis of the received completed template, and transmitting the adapted entry to said user.

In a preferred embodiment of the device it comprises an adding component for storing an adapted entry to said database.

Finally, according to another aspect of the invention there is provided a system for retrieving and adapting database entries, said system comprising a device as cited above, and a user interface operable upon user input and connectable to said device for communication with it.

Users will be able to retrieve suitable entries and thereby automate any business process without first modeling, designing and programming the process. They will simply pick a solution entry from the solution database, and start using it.

The picked solution entry best contains the required keyword and provides the optimum solution under certain conditions, wherein user is put in a situation to use the solution entry that best fits the problem.

It is contemplated that user fill in a template for adapting the solution entry in the database which is organized in categories (such as settings) for guiding the user in picking the right solution. Alternatively, users will also be able to search among entries.

It is contemplated that two search methods are available. In keyword search, users can specify a search string, and the engine returns the results, which they can browse for the most suitable solution. This is a classic search. In advanced searches, users can also specify the branch and the category of entries they want to look for. The engine will return all the entries that suit the specified conditions. Hence, the present invention system can be described in terms of database, entries, users and connectivity.

Short description of Drawings

Fig. 1 shows a system comprising a plurality of n clients which may be connected with the main system server in accordance with the present invention,

Fig. 2 shows an example of a cost request template according to one embodiment of the present invention.

Fig. 3 illustrates a cost request procedure in accordance with the present invention.

Fig. 4 is a flow diagram representing the methodology of the present invention.

Fig. 5 shows a main server device according to an embodiment of the present invention.

Detailed description of preferred embodiments

With reference to fig. 1 a system in accordance with the present invention is depicted. The system comprises a plurality of clients 1 to n which are enabled to connect to the main server unit (main system server). Each client corresponds to a customer station which is adapted to use applications running on the server. The main system server may include a database system for holding and storing data relating to clients and additionally administration data, for instance. All that one needs for usage is an internet browser.

First, each client has to be registered on the main system server, wherein said registration enables using of the applications and/or data located on said server. The registration of each client may be provided on the basis of a standard template where the client (customer) inserts some personal data and (desired services as well.

The main system server receives the filled template including customer related data and registers the client machine or computer, respectively. After successful registration the main system server may send a registration template to the client, comprising at least data which is to be used for administrating the client server connection and application. The user of the client machine 1, for instance, receives a registration template and he is now able to verify if the desired components are now configured and activated on the server. Additional data like passwords, certificates and other personal data may also be sent by the server.

It is conceivable that said connection between client 1 and main server is provided on a secure channel, using encrypting method based on certificates exchange or the like.

In the following a use case of the system in accordance with the present invention is depicted. For instance a company decides to start using the system in accordance with the invention. For instance the interested party or user, respectively visit a publicly accessible web site, where he gets all the information needed in order to register with the system and additionally reads about the conditions of usage of the system in accordance with the present invention.

The registration tab lists all the conditions that have to be accepted by a client (user) in order to use the system. When said interested party or user confirms that it (he/she) agrees with these conditions, the system displays a registration form for new companies. After the interested party enters all the required data and submits the form, the company is registered with the system. And the system is now ready for usage.

Newly registered companies or parties receive a contract, which they have to sign in order to start using all the functions of the system

After registering with the system and signing the contract, the user (company) can access all the functions of the system and is now able to perform fine tuning of the existing applications and/or services.

Only one (optionally two) system users are generated for newly registered companies. They are the manager and the administrator of the company system. These two initial users (or a single one) can then add additional system users. First there has to be a user then this user can register a company (and additional users).

The company i.e. its users can access the client system through a publicly accessible web page corresponding to the inventive system, under the ->Login tab. They enter their username (e-mail address) and 1) password and/or 2) valid digital certificate into the login form.

Each user of the system in accordance with the invention can have one of the following three roles:

• User

• Manager

• Administrator

Users in the manager or administrator role can create or invite new users, which is essential for proper functioning of the system.

After registering all the desired users, the customer or user needs to select the procedures or solutions, which will be implemented by these users. It decides, for example, to implement a procedure for approval of cost requests. Executed/used/configured for use.

The cost request procedure is described in the following with reference to fig. 2 showing a cost request template in accordance with an embodiment of the present invention.

In the following it is assumed that a client machine (computer) is connected with the main server and the user may use the solutions provided by the server machine.

A manager or administrator first finds a solution in the central database. This can be done by typing -> Cost request in the search box and selecting the most suitable solution from the displayed list of hits. This is only one of the possible ways of finding a solution. Clicking on a solution will display its diagram and a detailed description. With reference to fig. 3 an approval of a cost request procedure in accordance with one embodiment of the present invention is depicted.

An initiator enters the amount and purpose of the cost request. The request is then sent to the supervisor, who can approve or reject the request. The supervisor can approve the request only if the amount is not bigger than a predefined sum. If the specified amount is bigger than this sum, the request is sent to the manager, who can approve or reject any amount. In case the supervisor or manager gives their approval, a word document is generated with all the details of approval or rejection.

The document is signed with the digital signature of the user that approved or rejected the request, and can thus serve as an official document in case of approval. After generating the document, the system sends an e-mail message to the initiator with the word document attached.

Users can add and prepare a solution for use by configuring the solution. Configuration is performed in the form of a questionnaire or template, respectively, which can be found with reference to fig. 2. Said questionnaire comprises data filled by a requesting user which is to be used to approve or deny the cost request, for instance.

Fig. 4 is a flow diagram of the methodology in accordance with the present invention. For clarity issues the server side is represented on the right side of the illustration and the client side is on the left side.

The methodology in accordance with the present invention may be started in an operative step S401 on the client side, said step corresponding to generating and sending a registration request by a user on the client side. That is, a user tries to register into the main server system for using the services and applications integrated on the server.

In a corresponding operative step on the server side said registration request is received on the server S410. Thereafter registration of said user is provided, according to the step 420. This means that the database on the server side is actualized by entering user related data or the like. It is conceivable that the server detects what kind of user is to be registered, thereby enabling the configuration of the application to be used. That is, the system may enable a test license or a vip-license (for preferred customers or users, respectively) or the like.

According to the data inserted by the user a solution retrieval request is received corresponding to step S430 and in a next step S440 a database entry relating the data within the retrieval request will be received.

The operative step S450 corresponds to transmitting of the identified database entry to said user. Accordingly, said user may receive the data in step S451.

Step S460 represents transmitting an adaptation template to said user, said adaptation template comprising a number of questions for each setting of the entry, wherein said questions require text input, picking an option from a list, checking a checkbox or the like. After that the user may receive said template according to step S461. According to step S471 the user filles said template and sends it back to the main server.

According to step S470 the server side receives the completed template and adapts the database entry which is associated with this certain user (company), S480.

After the database was successfully updated the adapted entry is made available.

If no other operations will be started the methodology in accordance with the present invention will come to an END and a next iteration may follow.

If more than one user will connect to the main server, the methodology may be run in a parallel manner so that the server side will manage more then one user at one time.

Fig. 5 illustrates a device and adapting database entries in accordance with an embodiment of the present invention. The device 501 is connectable to a database including entries, each of which including a plurality of settings, said entries matching a number of keywords. Accsessing. Said device comprises a CPU 500 which is adapted to control all components within said device. All components interconnect said CPU 500 but it is conceivable that they may be indirectly connected via a data bus or the like. Also network connections for interconnecting particular devices are conceivable.

The device 501 comprises following components: a receiving component 510 for receipt of a registration request from a user, a registering component 520 for logging said user, and a confirmation component 530 for dispatching a registration confirmation to said user. Further said device comprises: a retrieving component 540, connectable to said database, for retrieving a database entry matching said received keywords, a transmitting component 550 for sending said retrieved database entry to said user, an adaptation component 560 for transmitting an adaptation template to said user, and a component for transmitting 570 the adapted entry to said user.

Further said device 501 may be equipped with network communication means for wireless and wired communication activities.

According to another embodiment of the present invention the user or administrator of the registered client decides to use the solution provided by the system immediately. Thereby, the registration has to be saved in the "Publish mode" according to the present invention. Solution configuration

After this, the solution will immediately appear in the client screens of all the users that can initiate the process.

An employee at the company needs funds for a new computer. The employee may initiate the Cost request procedure on the client of the system, and the Request step appears in his or her Task list. Clicking on the task will display a Cost request form, where all the details of the request can be entered. After the employee submits the form, the request flows to the next step of the procedure, Check. According to the configuration of the solution, the Check step will appear in the client screen of the user that was assigned as the supervisor in the process configuration. After examination, the supervisor can approve or reject the request. In both cases a document is generated and sent via e-mail to the initiator. Pdf or a like

In case the amount specified by the request initiator is greater than the maximum amount that can be approved by the supervisor, the request is sent to the company manager who can have the last word.

The system in accordance with the present invention provides 24/7 hours/days system access to its clients. The system is dependable, secure, fast, simple and precisely because of all this, trustworthy.

The provider of the system (process center) does not sell an application, but a service provided by an application.

In order to operate, the legal person representing the service client and private persons representing service users have to be registered with the system.

Companies must register in order to use the system. This can be done by filling a web form and providing the required data on the company, including its name and address, registration and tax numbers, and further details.

The first part of the form can be filled in two ways: manually, or by entering the company ID (registration and tax numbers), so the system can retrieve the data from the national company register.

Registrants may also provide the name of the contact person or person that will have access to the administrative interface. Basic contact person data include the full name of the person, person's e-mail address.

After registration, the system allocates server space for the client, stores client data, it generates and prints a contract, which is mailed to the client company address. Clients can start using the system immediately after registration, however, only certain features will be available until they sign and return the contract. After signing and returning the contract, clients can start using all the features of the system.

Before clients can start using the system, they must define their users, the main component of the system. Users are defined by the client's administrator using the administrative interface.

Administration is performed through a web form, where the administrator can provide the requested data on the user, including user's full name, e-mail address, password etc.. Administrator can change/adapt the organization structure of the company.

After successful registration, the user will be sent an e-mail message, containing all the necessary starting information.

Users can log into the system after registration through a publicly accessible web page using their username and password.

The system also supports the use of digital certificates and passwords for the maximum level of security.

After successful login, users enter the present invention's client interface for task distribution and triggering of individual entries.

The Client of the present invention is a web interface for distribution of task assignments to users and execution of individual tasks. In addition to servicing their assignments, the users can also trigger individual entries.

The client also allows the users to change their personal preferences, for example the password.

Users can access their task assignments through a table with all the necessary data on individual assignments, including the link to the actual task. This table includes also all the unfinished tasks. User can see/access only his/her process. Only the supervisor can see/access other users processes. Processes may last for several days, weeks...

Users authorized to trigger individual entries can also see the table of available entries with all the necessary data, including the link which starts the solution.

Users with administrative rights can also see a link to the administrative interface.

Administrator is a web interface for administration of client systems. Main features of the interface:

• A) Administration of entries o Searching for entries o Adding of entries to the company database o Removing of entries from the company database o Configuration of entries

B) Administration of organisation structure

• 1. Administration of users o Adding of users o Removing of users o Invitation of users to register with the system

• 2.Administration of groups o Adding of groups o Removing of groups o Arranging users in groups

Under B) first and second steps are done at the same time. A) Administration of entries

a) Definition of the Retrieval process

A set of structured or partially structured work assignments, executed sequentially (as a series) or in parallel by two or more users in order to achieve a common goal. b) Definition of the solution entry

A solution entry in the present invention's system is defined as an automated, optimized and tested business process definition in the form of a template. Users have no need to analyze, plan, model, develop and test all business processes, because all of this has already been done during the preparation of the present invention entries.

Configuration of processes is simple and takes little time compared to other systems.

In order to use a solution, the users must first find the solution and configure it to suit their needs.

The present invention entries represent an innovation in the field, which in addition to the advantages mentioned above ensure quality and efficiency, thus drastically reducing the risks, since all the entries were tested and verified in practice.

One of the main building components of the system is certainly the solution entries database, which contain definitions of entries available to all the clients of the system. All entries, ever developed, will be stored in the central solution database, accessible to all the clients of the system. With time and the increasing number of users the solution database will expand enormously thus covering the ever greater percent of client needs. On the average, clients will find a suitable solution entry for their particular problem in 80% of all cases, and 100% is extremely hard to achieve, first because certain processes still cannot be automated, and second because one can never satisfy all the client requests, which we are well aware of. Entries can be divided into two groups of template entries and client entries.

Template entries are stored in the central database and accessible to all the users of the system. They are available in the form of a template, which is the same for all the clients. Template entries represent 90% of the final solution, which is true for all the clients, while the final 10% of the solution vary from client to client and must to be individually configured.

Clients never transfer actual entries but their answers which can be processed further. Client entries are only available after a solution from the central repository, and the solution is only available to the client that the solution. Client entries are stored in one of the three modes: publish, save or test mode. These solution modes are explained hereinafter in more detail. Adopting/selecting/configuring.

Clients may request to exclude certain entries, developed exclusively for them, from the central repository, when such entries are crucial for their business. Custom entries, which the clients do not request to keep private, are published in the central repository. .

Searching for entries is encompassed and in order to use a solution entry, one must first find the solution entry first. Two types of search are available: keyword and wizard search.

In Keyword search there is used a classic search engine, by returning a list of hits after receiving a search string.

As in most searchers, the results are displayed with their name and a link to the solution entry, together with a brief description. A click on the link will display a more detailed description of the solution, including its model. Beside this description there is also the "Configure" link, which enables the users to start configuring the selected solution at once.

A Wizard or advanced search can be used when more information is available on needed entries. It allows the user to select operational parameters in order to narrow the search. Basic parameters include the branch and category of entries.

Adding of entries to the client database is envisaged after a solution is configured and saved in the selected mode. The solution entry is simply added to the client database.

Removing of entries from the client database is encompassed, wherein administrators can always remove any solution entry from the client database. Listings of entries contain also the delete link, which will remove the selected solution from the client database. Adaptation of entries is provided, wherein a procedure for adapting a solution to client's needs is provided, and also preparing the adapted solution for use by transferring it to the client database is provided.

Configurative adaptation is performed by answering a series of questions for each configurable setting. Some questions require text answers; others require picking an option from a list, yet others checking a checkbox, etc... Basic settings include the selection of users for individual tasks assignments, selection of e-mail addresses for notifications, etc.

Task assignments are provided, wherein one of the most important settings for a solution is selection of the recipients of task assignments for all steps of the solution. Recipients can be internal (within the client system) and/or external system users (within the entire system; everybody that is within the company structure).

Saving of entries is encompassed by saving at the end of each configuration or question series the adapted configured solution in one of the three modes: Publish mode, Test mode, and Save mode

In the Publish mode entries are saved that have been correctly and completely configured, and are prepared for use. The first task is ready to be assigned, and waits for its recipient in the client interface.

In Test mode entries have been correctly and completely configured, except for the recipient of all e-mail messages, which is set to the administrator's address in order for him or her to test the solution before publishing. One that tests a process receives all data (e-mail, tasks,...) and all time settings are reduced to minimum, so he/she can test the process from the beginning till the end.

In the Save mode particular entries relating to save mode, stored in the client database, can be only partially configured, completely configured or not configured at all. For example, some user may start to configure a solution and stop at a question for which he doesn't know the answer. The solution is simply saved in the save mode and completed at another occasion.

All entries, regardless of their mode, are stored in the client database.

In administration of users adding of users is provided by using the same procedure as used for user registration.

Searching for users is possible. Before deleting or editing a user, the user must first be selected. There are two ways of finding a user, similar to the solution search.

A keyword search is encompassed. After receiving the search string (first name, last name) the search engine returns a list of hits.

In advanced search mode, one can select the group where he wants to look for the user before specifying the search string.

Invitation of users to register with the system is a function of the system. One of the foremost innovations in respect to similar systems is the option to automatically invite users to join the system, by adding them to the organisation structure of a company. In case a client wants to collaborate with a user, not yet registered with the present invention system, the client can quickly and simply invite the user to join the system.

If users just enter their e-mail address the system will take care of everything else. The user will be sent an e-mail message, containing all the necessary starting information. This e-mail will contain a link for easy registration of the invited user. The user can simply click on the link and fill a form with personal information. In case the user accepts the invitation and registers with the system, the person that invited the user may be notified.

Administration of groups is provided, wherein groups represent multiple users under a single name. Users do not have to be members of a group at all, or can be members of multiple groups. Groups can be used for organizational units of a company. Each group can represent one organizational unit.

Adding of groups is provided, wherein to add a group the administrator can simply fill the web form, providing all the required data on the group (group name) and specifying its members.

Removing of groups is provided, wherein to remove a group the user simply selects the group and clicks the delete button beside its name.

Changing of group settings is provided, wherein the system also supports changing of group settings. Select a group and modify its data, for example group's name, or add or remove its members.

The entire concept of the present invention system, its structure and mode of operation, represent an innovative invention. The system is built of individual building blocks, which in themselves are not innovations (with the exception of certain features), but the combination of these building blocks within the present invention represents an innovative concept.

Further aspects of preferred embodiments of the system include:

• Connectivity (The present invention network)

• Use of predefined entries • Quick registration

• Invitation of users to register with the system

• Marketing of the system

• Storage of data in the system

• Integration with other information systems The system is designed for connecting businesses, state administration, citizens, within the following relationships:

Business - Client (B2C) Business - Business (B2B) Business - State (B2G) State - Citizen (G2C) Etc...

The system enables the connecting of all business, public and private persons, not only the ones listed above, and not only in B2B or B2C modes - all combinations are possible.

The extraordinary connectivity of the system justifies calling it an inventive network. Clients of the present invention system will never need another application to connect with their business partners.

One of the facts of today's business is the globalization, which is also one of the goals of the present invention network functionality. It doesn't solve the problems only internally, at the level of the company, but globally by providing entries for all business processes of a company.

The present invention system supports simple and secure transfer of data between business partners.

Use of predefined entries is provided, wherein one of the aspects also is the use of predefined or template entries. The system was developed for immediate use without first requiring the implementation and user training, business process analysis and modeling, and the development and testing of entries. This classic procedure of business process automation is quite demanding and expensive. This was the reason for basing our system on predefined entries.

Entries in the present invention system are automated, optimized, and tested business process definitions, verified in the real life, thus securing efficiency and risk reduction. Quick registration is envisaged, and given the fact that users are given access to the system, which they do not have to install, there are no specific software and hardware requirements. The system enables very quick registration and use. Registration is performed by filling a form on a publicly accessible web page and confirming the registration, after which all registered users can immediately start using the system with limited functionality until they return the signed contract. Registration procedure is explained in detail in the beginning of this document.

Invitation of users to register with the system is provided, wherein clients that have a solution in which they need to collaborate with a user, not yet registered with the system, can simply enter the e-mail address of this user, and the system will take care of everything else.

This functionality stimulates the expansion of the present invention's network, while putting no restraints on the use of the system.

The marketing of the system also represents an innovative aspect. This is because there is an offer of service, and charge a fixed monthly fee, for each registered user, or a sum agreed in the client contract.

The state of the art in the field does not offer services, but entire systems or applications, in which the clients have to integrate with their existing information infrastructure.

The present system provides for low cost (less time) of adaptation.

Storage of data in the present invention system is provided, wherein in addition to its connectivity and data transfer capabilities, the present invention system also supports the storage and processing of data. Clients are relieved of this load, since the present invention provides secure, dependable and flexible data storage.

Every client is given a certain amount of disk space, where they can store their entries, users and all the required data for normal system operation, as well as data not directly related to the system. Subject to agreed additional payment, this amount can be accordingly increased as the need arises. Documents/data

In addition to the infrastructure, security, dependability, and accessibility of data stored in the present invention system, users are also provided with tools to manage this data. Most important features include the import and export of data, deleting of data, reports, analyses, etc. The system supports access of other information systems to this data, which are not exclusively tied to the present invention system.

Integration with other information systems is provided, wherein in developing the system, one is guided by the fact that IT is essential for any company, and that the infrastructure is quite different from company to company. Thus, the present invention cooperates or communicates with all other company systems, supporting easy integration in both directions, which many clients find essential. The power of the present invention offers a possibility for further additionally developed integration with other information systems.

In general, the present system supports working with documents, i.e. any type of file that a customer wishes to store, interchange or use within a solution.

Documents enter the system by being submitted by a user, by being generated, or by being delivered or retrieved through an integration mechanism. Documents are submitted through forms that allow or require the user to submit one or more documents, either as part of a process or as part of the configuration of a solution. Each solution may comprise one or more forms that allow or require the user to submit a document. Documents are generated by document generator device, from data collected through a process or otherwise, based on a document template. Document templates can be provided as part of a solution and can also be customized or newly created by a user, either as part of a process or as part of the configuration of a solution, using an integrated or external text editor. Once prepared, the same template can be used to generate several different types of document files, for example PDF, HTML, DOC, RTF and the like. Most commonly used document types are supported. Documents can also be acquired through an integration mechanism. The integration system provides two methods of document acquisition: the pull method and the push method. The pull method allows the system to retrieve a document from a specified location, for example an internet URL, while the push method enables the customers to provide documents to the system through their own delivery mechanism, which may be automated.

Every document that enters the system, using either one of the described ways, is stored together with its content in the appropriate storage area, and its metadata is stored within the database, the metadata comprising at least the name of the file, the date and time of acquisition, the version of the document, the author (where appropriate), access permissions (granted to users and/or groups) and one or more document signatures allowing later verification of its integrity. The document can also be indexed (where possible and required) to provide efficient searching through its content, and it may be assigned an expiration date, after which it may be deleted.

According to a customer's request, their documents can be stored in their own location.

After a document and its metadata have been stored, the document can be viewed, searched through or retrieved by users with appropriate permissions, either on request or as part of a process. As part of a process, it can also be sent to one or more recipients, by email or other means.

Document versioning is achieved through placeholders, which are used by solutions to differentiate documents. If the same placeholder is used subsequently within the same solution, the entering document is considered a new version of an existing document. Previous versions are retained to be available on request, unless otherwise specified.

Claims

1. Method for retrieving and adapting database entries, each database entry including a plurality of settings, and matching a number of keywords, comprising : - receiving a registration request (S410) from a user; registering said user (S420), and dispatching a registration confirmation; receiving a retrieval request from said user (S430), said request containing a number of predetermined keywords; - retrieving a database entry (S440) matching said received keywords; transmitting said database entry (S450) to said user; transmitting an adaptation template (S460) to said user, said adaptation template comprising a number of questions for each setting of the entry, wherein said questions require text input, picking an option from a list, checking a checkbox; - receiving a completed template (S470) from said user; adapting the entry (S480) on the basis of the received template; transmitting the adapted entry (S490) to said user.

2. Method according to claim 1, wherein entries are saved in the Publish mode, after they have been completely adapted.

3. Method according to one of claims 1 and 2, wherein entries are saved to the Test mode, when they have been adapted and are destined for user testing, in order to allow for testing the adapted entry before final use.

4. Method according to anyone of claims 1 to 3, wherein entries are saved to the Save Mode, said entries being only partially adapted or not adapted at all.

5. Method according to anyone of the preceding claims, wherein a certificate for encrypted communication is generated or the user uses present certificates or does not use a certificate.

6. Method according to anyone of the preceding claims, wherein a key pair for encrypted communication is generated.

7. Method according to anyone of the preceding claims, wherein signatures of exchanged documents is generated for checking identity of the communication parties and optionally also the document integrity, preferably using HASH code for the identification of documents.

8. Computer program product, containing machine readable software code, for carrying out the steps of anyone of the preceding claims, when run or executed on a computer, computing device, personal digital assistant.

9. Computer program product, containing machine readable software code stored on a machine readable medium carrier, for carrying out the steps of anyone of the preceding claims, when run or executed on a computer, computing device, personal digital assistant.

10. Device (501) for retrieving and adapting database entries, connectable to a database including entries, each of which including a plurality of settings, said entries matching a number of keywords, comprising : - a receiving component (510) for receipt of a registration request from a user ; a registering component (520) for logging said user, and a confirmation component (530) for dispatching a registration confirmation to said user; said receiving component being adapted for receiving a retrieval request from said user, said request containing a number of predetermined keywords; a retrieving component (540), connectable to said database, for retrieving a database entry matching said received keywords; a transmitting component (550) for sending said retrieved database entry to said user; - an adaptation component (560) for transmitting an adaptation template to said user, said adaptation template comprising a number of questions for each setting of the entry, wherein said questions require text input, picking an option from a list, and checking a checkbox; said receiving component being for receiving a completed template from said user; said adaptation component being for adapting the retrieved entry on the basis of the received completed template; and - a component for transmitting (570) the adapted entry to said user.

11. Device according to claim 10, comprising an adding component for storing an adapted entry to said database.

12. Device according to claim 10, further comprising a component for generating a certificate for encrypted communication.

13. Device according to claim 10, further comprising a component for generating a key pair for encrypted communication.

14. Device according to claim 10, further comprising a component for generating signatures of exchanged data for checking identity of the communication parties.

15. System for retrieving and adapting database entries, said system comprising a device according to claim 10, and a user interface operable upon user input and connectable to said device for communication with it.