Data processing: database and file management or data structures – Database design – Data structure types
Reexamination Certificate
1999-07-13
2004-03-02
Metjahic, Safet (Department: 2171)
Data processing: database and file management or data structures
Database design
Data structure types
C707S793000, C707S793000, C715S252000
Reexamination Certificate
active
06701308
ABSTRACT:
BACKGROUND OF THE INVENTION
1. Field of the Invention
The invention relates to a method and an apparatus for word processing and, more particularly, to a method and an apparatus for fixed format word processing in which the concept of database management is employed in the field of word processing, and which can provide the user with a managing tool with which documents of the same type can be stored together to facilitate searching and managing while obviating the need to redesign documents having the same format.
2. Description of the Prior Art
The concept of using file folders to manage documents of the same type has been around even before the advent of the computer age. When it is desired to fill up a document having a specified format, one goes to a file cabinet to retrieve the required blank form. After filling up the same, the document is placed in a file folder which contains documents of the same type. The currently available word processing apparatus such as, for example, the WORD (Reg. Trademark owned by Microsoft Corp., hereinafter the same) computer program released by MICROSOFT is more or less inclined to unrestrained editing of a single document, and lack reuse and managing functions for documents of the same type. However, work involving fixed format documents, such as facsimile transmissions, minutes of meetings, decisions, letters, reports, memorandums, etc., are in frequent use in our daily lives. The “template” function of “WORD Ver. 7.0” provides the user with a number of basic formats of documents that are frequently encountered. A template generally comprises a pre-defined fixed document format. For example, when creating an official document, the form, borders and headings thereof are needed in each official document. Only the contents of the official document have to be inputted each time an official document is created. Thus, by using the template function of “WORD ver. 7.0” to create a new document, the time for creating the document format can be saved, thereby aiding the user in creating the document quickly. Although the “WORD” already provides the “template” function to help the user create documents of the same type, which fully comply with the page specifications, there is no managing function which enables the user to store documents of the same format together in order to facilitate searching and management. In addition, it is inconvenient for the user to create his or her own template.
FIG. 8
is a system block diagram of a word processing apparatus formed from a computer that is loaded with “WORD Ver. 7.0”. When the user edits a document via “WORD Ver. 7.0”, information received externally by the input portion
81
is provided to the document and template editing means
83
, which determines if the processing method requires document editing or template editing. However, since the operating domain of the two are entirely the same, the document and template editing means
83
will provide word processing, graphics tools, changes in parameter settings, etc., to the user for creating documents or templates. Documents
88
are stored via the document access means
85
. On the other hand, templates
89
are stored via the template classification managing means
86
, which classifies templates according to their nature, and the template access means
87
. By means of the input portion
81
, the full text indexing means
84
goes through the document access means
85
or the template access means
87
to provide the user with document or template indexing functions.
FIG. 9
is a flowchart which illustrates the operation performed by the user when the WORD-based word processing apparatus is used to edit a document. As shown, the user is given two options when it is desired to edit a document via “WORD Ver. 7.0”. When it is desired to modify an existing file, the “open file” option is selected in step S
917
, and in step S
918
it is specified whether the file to be opened is a document or template. Editing or modifying is executed in step S
919
. When it is desired to create a new file, the “create new file” option is selected in step S
910
, and in step S
911
it is specified whether the file to be created is a document or template. In step S
912
, there is a further option of selecting a template or using a blank form. Editing of the document or template is executed in step S
913
. After steps S
919
or S
913
, storing in a single document or single template form is executed in step S
914
, and in step S
915
the user is given the option of selecting and specifying a piece of paper for printing before the operation is terminated in step S
916
.
From the system block diagram and the operation flowchart, it can be understood that processing of documents or templates do not occur in separate routines in the prior art. In addition, there is no managing means for managing documents created from the same template. As such, it would be impossible to search for the data of all related documents.
The drawbacks associated with the use of “WORD Ver. 7.0” in processing and storing data are as follows:
1. Creation of templates and editing of documents cannot be easily grasped by the user as they do not occur in separate routines. First, one must be able to distinguish clearly the differences between templates and documents. If a facsimile format was retrieved from the file cabinet, this facsimile format is a template. The contents of the documents are the data inputted to fill up the blanks of each facsimile format. When “WORD Ver. 7.0” is used to perform data processing, the input of document contents and the creation of formats are mixed up and are not done in separate routines.
2. Unrestrained editing of a single document is stressed. Documents having the same format are independent files and thus, have no bridging relationship. Management is not easy since documents which are created using the same template are stored separately.
3. As pointed out in item 2, there is no collective managing of documents, thereby resulting in inconvenience when searching. For example, when it is desired to search for all facsimiles sent to the “Patent Office” from among all facsimile transmissions, one has to look at each facsimile file during the search. This is both laborious and time consuming.
4. The contents of the documents are not classified into different categories. Searching relies on full text indexing, which is not only time consuming and inaccurate but also makes it impossible to search by process conditions. For example, if it is desired to find a facsimile dated January 25, “WORD” will search all of the contents of the different facsimiles to find information relevant to January 25. However, this does not necessarily mean that the facsimile that was found actually has a date of January 25. In addition, it is not possible to perform a search for all facsimiles dated before January 25.
5. Since data is stored in text format, it is not possible to distinguish the same data written in different formats. For example, Jan. 25, 1997, 86th year of the Republic of China 1st Month 25th Day, and Jan. 25, 1997 all refer to the same date. However, “WORD” is unable to recognize the same when it is used to process data (such as when conducting a search).
6. Data already inputted cannot be reused. For example, it is not uncommon for one to send facsimiles to a particular company or business establishment. In this regard, the recipient, address, telephone and facsimile numbers are all related to the name of the company. In “WORD”, even though a facsimile has been previously sent, the above information has to be inputted again if another facsimile is to be sent.
SUMMARY OF THE INVENTION
Therefore, the object of the present invention is to provide a method and an apparatus for fixed format word processing which provide the user with a managing tool that is capable of storing documents of the same type together to facilitate searching and managing and that obviates the need to redesign documents having the same format.
According to one aspect of the present invention, a fixed
Chen Hui Yeen
Wu Ling Hua
Greenblum & Bernstein P.L.C.
Matsushita Electric - Industrial Co., Ltd.
Metjahic Safet
Nguyen Cam Linh T
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