as United States
`a2) Patent Application Publication co) Pub. No.: US 2003/0182323 A1
`(43) Pub. Date: Sep. 25, 2003
`
`Demskyetal.
`
`US 20030182323A1
`
`(54) METHOD AND SYSTEM FOR UPDATING
`ATTACHMENTFILES
`
`(22)
`
`Filed:
`
`Mar. 21, 2002
`
`Publication Classification
`
`(75)
`
`Inventors: Scott H. Demsky, Boca Raton, FL
`(US); William R. Ferguson, Boca
`Raton, FL (US); Robert M. Szabo,
`Boca Raton, FL (US)
`
`Correspondence Address:
`Gregory A. Nelson
`AkermanSenterfitt
`222 Lakeview Avenue, Fourth Floor
`P.O. Box 3188
`West Palm Beach, FL 33402-3188 (US)
`
`(73) Assignee:
`
`International Business Machines Cor-
`poration, Armonk, NY
`
`(21) Appl. No.:
`
`10/103,229
`
`Tint. C07 occeesseessneeeesesennsneeeccesneees G06F 17/30
`(SL)
`(52) US. C1. ie cece ces eesssessnesenecesessneesneennsess 707/203
`
`(57)
`
`ABSTRACT
`
`A method of updating a file attached to an electronic
`document can include attaching a file to an electronic
`document and storing a reference to the attached file. The
`reference can specify a location from whichthe attachedfile
`was obtained. Responsive to a user input, the attached file
`can be replaced with a file specified by the reference. The
`attached file also can be updated from newly specified
`locations.
`
`Receive update request
`
` 600
`
` 605
`
`Update from default
`location?
` 610
`
`Retrieve default location
` Query for newlocation
`
`615
`625
`
`
`
`
`Doesfile exist at default
`Receive newlocation and
`location?
`
`save as default location
`
`
` 620
`630
`
`
`
`
` 635
`
`
`Removeattached file
`
`Attachfile from default
`location
`
` 640
`
`GOOGLE 1008
`
`GOOGLE 1008
`
`1
`
`

`

`Patent Application Publication
`
`Sep. 25,2003 Sheet 1 of 6
`
`Replacement
`Processor
`130
`
` US 2003/0182323 A1
`
`Capture
`Processor
`125
`
`Optional
`Data
`135
`
`FIG. 1
`
`2
`
`

`

`Patent Application Publication
`
`Sep. 25,2003 Sheet 2 of 6
`
`US 2003/0182323 Al
`
`File Edit View
`
`
`
`
`
`Attachment Properties
`
`Cut
`Copy
`Paste
`Paste Special
`
`
`View
`Detach Attachment
`Launch Attachment
`Update Attachment
`from Default Location
`
`
`DetachAll ...
`
`FIG. 2
`
`220
`
`995
`
`3
`
`

`

`Patent Application Publication
`
`Sep. 25, 2003 Sheet 3 of 6
`
`US 2003/0182323 A1
`
`File Edit View
`
`215
`
`Attachment Properties
`
`Cut
`Copy
`Paste
`Paste Special
`
`
`
`
`
`
`
`
`View
`Detach Attachment
`Launch Attachment
`
`Update Attachment
`from Default Location
`Update Attachment
`from New Location
`
`Detach All...
`
`FIG. 3
`
`4
`
`

`

`Patent Application Publication
`
`Sep. 25,2003 Sheet 4 of 6
`
`US 2003/0182323 Al
`
`AttachmentProperties
`
`Cut
`Copy
`Paste
`Paste Special
`
`File Edit View
`
`
`
`
`
`235
`
`View
`Detach Attachment
`Launch Attachment
`
`Display Default Location
`
`Update Attachment
`from Default Location
`
`Update Attachment
`from New Location
`
`
`Detach All...
`
`FIG. 4
`
`5
`
`

`

`Patent Application Publication
`
`Sep. 25, 2003 Sheet 5 of 6
`
`US 2003/0182323 A1
`
`500
`Sa
`
`file
`
`
`
` Receive requestto attach
` 505 Present graphical user
` Receivefilename andfile
`
`
`interface
`
`
` 910
`
`Store filename andfile
`location
`
`
`
`520
`
`location
`
` 915
`
`
`
`
` Attachfile
`525
`
`FIG. 5
`
`6
`
`

`

`Patent Application Publication
`
`Sep. 25,2003 Sheet 6 of 6
`
`US 2003/0182323 Al
`
`COON
`
`
`Receive update request
`
`605
` Update from default
`location?
` 610
`
` Retrieve default location
`Query for new location
` 615
`625
`
`
`
`
`Doesfile exist at default
`Receive new location and
`location?
`
`save as default location
`
`
`
`620
`630
`
`
`Yes
`Removeattachedfile
`
` 635
`
` 640
`
`Attachfile from default
`location
`
`
`
`
`
`FIG. 6
`
`7
`
`

`

`US 2003/0182323 Al
`
`Sep. 25, 2003
`
`METHOD AND SYSTEM FOR UPDATING
`ATTACHMENTFILES
`
`the reference can be stored within the electronic document
`or can be stored within the attached file itself. The reference
`
`BACKGROUND OF THE INVENTION
`
`[0001]
`
`1. Technical Field
`
`[0002] This invention relates to the field of electronic
`document processing, and more particularly, to the manipu-
`lation of attachmentfiles.
`
`[0003]
`
`2. Description of the Related Art
`
`Presently, many software applications are capable
`[0004]
`of attaching copies of files to electronic documents. Com-
`mon examples of such software systems include, but are not
`limited to, electronic mail systems, database systems, as
`well as collaborative systems such as Lotus Notes (TM).
`Oncea file is attached to an electronic document, thefile as
`well as the document can be transmitted over a computer
`communications network to other computer systems. Alter-
`natively, multiple users can access the attached file using
`suitable collaborative software, typically over a computer
`communications network, as previously described.
`
`[0005] Conventional software systems can manipulate
`attached files in several ways. For example, the attachedfile
`can be viewed with a file viewer, launched or processed by
`another application, detached from the electronic document
`and storedas a localfile, or in the case of a program file, can
`be executed. Though a copyofa file can be attached to an
`electronic document, the original file may be updated from
`time to time. Presently,
`to allach an updated copy of an
`attachedfile to an electronic document, the original attached
`file first must be deleted or detached from the electronic
`
`document. Next, the user must select an attachment option
`to attach a copy of the updated version of the originally
`attached file. The user then can specify a file and the location
`of the file to be attached to the clectronic document. This
`
`tedious, multi-step process can involve approximately3 to 6
`steps using conventional software systems, especially if
`responses to confirmatory messages for deletions or other
`actions are included. The problem further is exacerbated in
`the case where multiple attached files must be updated.
`
`SUMMARYOF THE INVENTION
`
`can specify a location from whichthe file was obtained. The
`reference can specify a fully qualified location of the
`attached file as well as a filename. The location can be a
`
`local or remote location. For example, the location can be
`specified as a host and/or filename as well as a uniform
`resource locator (URL). In one embodiment, the location
`can be extracted from within the electronic document to
`
`which the file is attached. Responsive to a user input, the
`attached file can be replaced with a file specified by the
`reference, for example a different file or an updated version
`of the originally attached file. Notably, the replacing step can
`replace the attached file responsive to a single user com-
`mand.
`
`If the replacing step is unsuccessful, or if the user
`[0008]
`so chooses, a new location of the file to be used in the
`updating step can be
`requested. Accordingly, another
`embodiment of the present invention can include, prior to
`the step of replacing the attachedfile, replacing the reference
`with a second user specified reference. The second reference
`can specify a different location of a file to be used in the
`replacing step. In any case, the method further can include
`displaying the location of the attachedfile.
`
`[0009] Another aspect of the present invention can include
`a system for updating a file attached to an electronic docu-
`ment. The system can include a capture processor configured
`to capture and store the location of an attached file, a
`graphical user interface configured to display at least one
`option for updating the attached file from a particular
`location; and a replacement processor configured to replace
`the attached file with a file specified by a stored reference.
`The capture processor further can be configured to display
`the location of the attached file. Also,
`the options for
`updating the attached file can include updating the attached
`file from a default location and updating the attached file
`from a new location.
`
`[0010] Another aspect of the present invention can include
`a graphical user interface configured to updatea file attached
`to an electronic document. The graphical user interface can
`include at least one option for updating the attachedfile from
`a particular location. The options for updating the attached
`file can include updating the attached file from a default
`location and updating the attached file from a new location.
`BRIEF DESCRIPTION OF THE DRAWINGS
`
`{0011] There are shown in the drawings, embodiments
`whichare presently preferred, it being understood, however,
`that the invention is not limited to the precise arrangements
`and instrumentalities shown.
`
`[0006] The invention provides a method and system for
`updating files attached to electronic documents. The present
`invention enables a user to update an attached file to a more
`recent version of the file without having to manually delete
`or remove the attached file from the electronic document,
`and then re-attach a copy of a more recent version of the
`originally attached file. The invention further can be used to
`replace an existing attachment with a different file. As such,
`[0012] FIG.1is a schematic diagram illustrating a system
`the present
`invention can be used in conjunction with
`electronic mail systems, database systems, collaborative
`for updating files attached to electronic documents.
`systems, or any other system in whichfiles can be attached
`to electronic documents.
`
`[0007] One aspect of the present invention can include a
`method of updating a file attached to an electronic docu-
`ment. The method can include attaching a file to an elec-
`tronic document. For example, the attaching step can include
`making a copy ofthe file to be attached and including the
`copy ofthe file with the electronic document. Alternatively,
`the actual file can be included with the electronic document.
`Ateference to the attached file can be stored. For example,
`
`[0013] FIG. 2 depicts an exemplary GUI for updating an
`attachment in accordance with the inventive arrangements
`disclosed herein.
`
`[0014] FIG. 3 depicts another exemplary GUI for updat-
`ing an attachment in accordance with the inventive arrange-
`ments disclosed herein.
`
`[0015] FIG. 4 depicts an exemplary GUIfor displaying a
`default location in accordance with the inventive arrange-
`ments disclosed herein.
`
`8
`
`

`

`US 2003/0182323 Al
`
`Sep. 25, 2003
`
`[0016] FIG. 5 is a flow chart illustrating a method of
`[0022] Although system 100 is depicted as a standalone
`
`attachingafile to an electronic documentin accordance with application program, those skilled in the art will recognize
`the inventive arrangements disclosed herein.
`that system 100 can be included as a componentofa larger
`system. For example, the system 100 can be included within
`a electronic mail program or system, a database program or
`system, a collaboration program or system,orthe like.
`
`[0017] FIG. 6 is a flow chart illustrating a method of
`updating a file in an electronic documentin accordance with
`the inventive arrangements disclosed herein.
`[0023] FIG.2depicts one embodimentof the GUI 215 for
`DETAILED DESCRIPTION OF THE
`updating an attachment in accordance with the inventive
`INVENTION
`arrangements disclosed herein. Referring to FIG. 2, GUI
`215 can include one or more menu options for manipulating
`attachments to an electronic document. The GUI 215 can
`include conventional attachment menu items 220 which
`include viewing an attachment, detaching the attachment, as
`well as launching the attachmentin a designated application.
`The GUI 215 further can include a menu item 225 for
`
`updating an attachment from the default location. Accord-
`ingly, upon selection of menu option 225, an updated
`version of the attached file can be obtained from the default
`
`[0018] The invention provides a method and system for
`updating files attached to electronic documents. In particu-
`lar, the present invention enables a user to update an attached
`file to a more recent version of the file without having to
`manually delete or remove the attached file from the elec-
`tronic documentand then re-attach a more recent copyof the
`originally attached file. Accordingly, the present invention
`provides an efficient method and system for updating files
`allached to electronic documents.
`
`[0024] FIG.3 depicts another embodimentof the GUI 215
`in accordance with the inventive arrangements disclosed
`herein. As shown in FIG.3, a menu item 230 for updating
`an attached file from a location other than the default
`
`location is provided. For example, upon selection of menu
`item 230, a file menu dialog can be presented wherein the
`user can specify the new location of the updated version of
`the attached file. Once specified, the new location can be
`stored as the default location of the attachedfile.
`
`location, in this case the location of the originally attached
`file. The attached file then can be replaced with the updated
`[0019] FIG.1is aschematic diagramillustrating a system
`version of the attachedfile.
`100 for updating files attached to electronic documents. As
`shown in FIG.1, an electronic document 105 havinga file
`110 attached thereto, can be processed by the system 100.
`Specifically, file 110 can be removed and an updated copy of
`file 110, in this casefile 115, can be attachedto the electronic
`document 105 in place of file 110. The file 115 can be
`obtained from any of a variety of data stores communica-
`tively linked to system 100 such as data stores 120. Notably,
`the specific location of file 115 can be stored within the
`electronic document 105, the system 100, or alternatively
`can be newly specified bya user.
`
`[0025] FIG. 4 depicts another embodimentof the GUI 215
`[0020] The system 100 can include a capture processor
`for updating an attachment in 5 accordance with the inven-
`125, a replacement processor 130, a graphical user interface
`tive arrangements disclosed herein. The GUI 215 includes
`(GUI) 215, as well as optional data 135. As specified by the
`manyof the same menuitems as previously discussed. An
`user whenafile is attached to the electronic document 105,
`additional menu item 235 has been included in the GUI 215
`the capture processor 125 can identify and store the location
`and the filename of the file attachment 110 collectively as a
`default location. The default location can include the fully
`qualified location and can be a local or remote location. For
`example,
`the location can be specified as a host and/or
`filename as well as a uniform resource locator (URL). The
`default location can be stored in the optional data 135, can
`be included within the electronic document 105 to which the
`file 110 is attached, or can be stored within the attachedfile
`110 itself. For example, the default location can be stored
`within an email, a markup language document, or other
`electronic document having an attachment. The capture
`processor 125 further can be configured to display the fully
`qualified location or any portion thereof within a GUI,
`within the electronic document 105, or within a viewer used
`to display the electronic document 105.
`
`for displaying the current default location of the attached
`file. This feature can be particularly useful when distinguish-
`ing among several versions of an attached file which may
`exist
`throughout a network or
`larger computer system.
`Accordingly, upon selecting menu item 235,
`the default
`location of a selected attached file can be displayed. Alter-
`natively,
`the default location of the attached file can be
`passively displayed under an icon representing the attached
`file.
`
`the
`If more than one attached file is selected,
`[0026]
`location of each selected file can be displayed. In one
`embodiment of the present invention, the locations can be
`listed one beneath the other, such that the ordering coincides
`in some manner with the ordering of the attached selected
`files. For example,left to right ordering of attachedfile icons
`can be translated to a top to bottom ordering of the file
`locations. Alternatively,
`the default
`location can be dis-
`played automatically whenevera pointer passes over an icon
`representing the attached file. In any case, the invention is
`not so limited to the particular manner in whichfile locations
`are to be displayed.
`
`{0021] The replacement processor 130 can be configured
`to present one or more GUIs, for example GUI 215, which
`can provide options such as updating one or more attached
`files 110 from a default location and/or updating one or more
`attached files from new locations. The replacement proces-
`sor 130, responsive to a user request to update an attached
`file, can removefile 110 from the electronic document 105,
`[0027] FIG. 5 is a flow chart illustrating a method 500 of
`attaching a file to an electronic document in accordance with
`and attach an updated version 115 of the attached file to the
`the inventive arrangements disclosed herein. The method
`electronic document 105 from the default location. Notably,
`
`the default location can be altered by the user such that the 500 can begin in step 505 where a requestto attachafile to
`updated file 115 can be obtained from a different location
`an electronic documentcan be received. In step 510, a GUI
`than the originally attached file 110.
`can be presented which enablesa userto identify a particular
`
`9
`
`

`

`US 2003/0182323 Al
`
`Sep. 25, 2003
`
`file to be attached to the electronic document and the
`location of the file. In step 515, the filename andthe location
`of the file can be received from the user. In step 520, the
`filename and the location of the file, collectively the default
`location, can be stored for later use. As mentioned,
`the
`default location can be stored within the electronic docu-
`mentitself, within the attached file, within a data set of an
`application program, or the attachment updating system. In
`step 525, the specified file can be attached to the electronic
`document. For example, a copy of the file to be attached can
`be made and then included with or attachedto the electronic
`document. Alternatively, the originally identified file to be
`attached can be included with the electronic document.
`
`FIG.6 is a flow chart illustrating a method 600 of
`[0028]
`updating a file in an electronic documentin accordance with
`the inventive arrangements disclosed herein. The method
`600 can begin in a state wherein a file has already been
`attached to an electronic document, for example as described
`in the method of FIG. 5. Accordingly, the method 600 can
`begin in step 605 where a request to update one or more
`attachments has been receivedafter an attached file has been
`selected.
`
`[0029] Proceeding to step 610, a determination can be
`made as to whether the request was to update from the
`default location. If so, the method can continue to step 615.
`If not, the method can continue to step 625. In step 615, the
`default location can be retrieved. For example, depending
`upon the implementation,
`the default
`location can be
`retrieved from the electronic documentor from a data store
`operatively connected to a computer communications net-
`work. After retrieving the default location, the method can
`continue to step 620, where a determination can be made as
`to whether an updated version of the attached file exists at
`the default location. If not, for example if the file has been
`movedor deleted, the method can continueto step 625. If so,
`however, the method can continue to step 635.
`
`In step 625, where the user requested the attached
`[0030]
`file be updated from a newly specified location, or where the
`attached file was not found at the default location, the user
`can be queried for a new location. In step 630, the newly
`specified location,
`the location designating the updated
`version, or a new file to replace the originally attachedfile,
`can be received. The new location then can be saved as the
`default location thereby replacing the previously specified
`default location. After completion of step 630, the method
`can continue to step 635.
`
`the originally attached file can be
`In step 635,
`[0031]
`removedor detached from the electronic document. Thus, in
`step 640, the updated version of the originally attachedfile,
`which can include a new file replacing the previously
`attached file and having a same nameasthe originalfile, can
`be attached to the electronic document as specified by the
`default location.
`
`It should be appreciated by those skilled in the art,
`[0032]
`that in the case where multiple files have been attached to an
`electronic document, the user can select one or more of the
`attached files. Accordingly,
`the user then can select
`the
`“update from default location” ta update each ofthe attached
`files in a single step rather than individually selecting the
`“update from default location” for each attached file indi-
`vidually. Notably, depending upon the location ofthe origi-
`nally attachedfiles, each of the attachedfiles can be updated
`
`from a single location or each file can be updated from its
`ownrespective location. Additionally, multiple attached files
`can be updated from a newlocation if the location is the
`same for each of the files being updated. In any case, it
`should be appreciated that the GUIs disclosed herein can be
`embodied in other forms. For example, individual single
`action activatable icons can be provided for each of the
`attachment updating functions disclosed herein. Thus, a user
`can update one or moreattachedfiles from a default location
`with a single action.
`
`[0033] The present invention can be realized in hardware,
`software, or a combination of hardware and software. The
`present invention can be realized in a centralized fashion in
`one computer system, or in a distributed fashion where
`ditferent elements are spread across several interconnected
`computer systems. Any kind of computer system or other
`apparatus adapted for carrying out the methods described
`herein is suited. A typical combination of hardware and
`software can be a general purpose computer system with a
`computer program that, when being loaded and exccuted,
`controls the computer system such that it carries out the
`methods described herein.
`
`[0034] The present invention also can be embedded in a
`computer program product, which comprisesall the features
`enabling the implementation of the methods described
`herein, and which when loaded in a computer system is able
`to carry out these methods. Computer program in the present
`context means any expression,
`in any language, code or
`notation, of a set of instructions intended to cause a system
`having an information processing capability to perform a
`particular function either directly or after either or both of
`the following: a) conversion to another language, code or
`notation; b) reproduction in a different material form.
`
`[0035] This invention can be embodied in other forms
`without departing from the spirit or cssential attributcs
`thereof. Accordingly, reference should be made to the fol-
`lowing claims, rather than to the foregoing specification, as
`indicating the scope of the invention.
`
`Whatis claimedis:
`
`1. A method of updating a file attached to an electronic
`document comprising:
`
`attaching a file to an electronic document;
`
`storing a reference to the attached file, said reference
`specifying a location from which the attached file was
`obtained; and
`
`responsive to a user input, replacing the attached file with
`a file specified by said reference.
`2. The method of claim 1, said attaching step comprising:
`
`making a copy ofsaid file; and
`
`including said copy of said file with said electronic
`document.
`
`3. The method of claim 1, said attaching step comprising:
`
`including said file with said electronic document.
`4. The method of claim 1, said storing step comprising:
`
`storing said reference within said electronic document.
`5. The method of claim 1, said storing step comprising:
`
`storing said reference within said attached file.
`
`10
`
`10
`
`

`

`US 2003/0182323 Al
`
`Sep. 25, 2003
`
`6. ‘The method of claim 1, wherein said replacing step attachingafile to an electronic document;
`
`replaces the attached file responsive to a single user com-
`mand.
`
`storing a reference to the attached file, said reference
`specifying a location from which the attached file was
`obtained; and
`
`7. The method of claim 1, said replacing step comprising:
`
`replacing said attached file with a file selected from the
`group consisting of an updated version of the attached
`file and a differentfile.
`
`8. The method of claim 7, further comprising:
`
`prior to said step of replacing the attachedfile, replacing
`said reference with a second user specified reference,
`said second reference specifying a different location of
`a file to be used in said replacing step.
`9. The method of claim 1, further comprising:
`
`if said replacing step is unsuccessful, requesting a new
`including said file with said electronic document.
`location of the file to be used in the updating step.
`19. The machine-readable storage of claim 16, said stor-
`10. The method of claim 1, wherein said storing step
`ing step comprising:
`comprisesstoring a fully qualified location andafilename of
`the attached file.
`storing said reference within said electronic document.
`20. The machine-readable storage of claim 16, said stor-
`ing step comprising:
`storing said reference within said attachedfile.
`21. The machine-readable storage of claim 16, wherein
`said replacing step replaces the attached file responsive to a
`single user command.
`22. The machine-readable storage of claim 16, said
`replacing step comprising:
`
`responsive to a user input, replacing the attached file with
`a file specified by said reference.
`17. The machine-readable storage of claim 16, said
`attaching step comprising:
`
`making a copy ofsaid file; and
`
`including said copy of said file with said electronic
`document.
`
`18. The machine-readable storage of claim 16, said
`attaching step comprising:
`
`replacing said attached file with a file selected from the
`group consisting of an updated version of the attached
`file and a differentfile.
`23. The machine-readable storage of claim 22, further
`comprising:
`
`prior to said step of replacing the attached file, replacing
`said reference with a second user specified reference,
`said second reference specifying a different location of
`a file to be used in said replacing step.
`24. The machine-readable storage of claim 16, further
`comprising:
`
`if said replacing step is unsuccessful, requesting a new
`location of the file to be used in the updating step.
`25. The machine-readable storage of claim 16, wherein
`said storing step comprises storing a fully qualified location
`and a filename of the attachedfile.
`26. The machine-readable storage of claim 16, further
`comprising:
`
`displaying said location of the attachedfile.
`
`11. The method of claim 1, further comprising:
`
`displaying said location of the attached file.
`12. Asystem for updating a file attached to an electronic
`document comprising:
`
`a capture processor configured to capture and store the
`location of an attachedfile;
`
`a graphical user interface configured to display at least
`one option for updating the attached file from a par-
`ticular location; and
`
`a
`
`replacement processor configured to replace the
`attached file with a file specified by a stored reference.
`13. The system of claim 12, wherein said capture proces-
`sor is further configured to display the location of the
`attached file.
`
`14. The system of claim 12, whercin said at Icast onc
`option of updating the attached file is selected from the
`group consisting of updating the attachedfile from a default
`location and updating the attachedfile from a new location.
`15. A graphical user interface configured to updatea file
`attached to an electronic document, said graphical user
`interface including at
`least one option for updating the
`attached file from a particular location wherein said at least
`one option of updating the attachedfile is selected from the
`group consisting of updating the attachedfile from a default
`location and updating the atlached file from a new location.
`16. A machine-readable storage, having stored thereon a
`computer program having a plurality of code sections
`executable by a machine for causing the machine to perform
`the steps of:
`
`11
`
`11
`
`