Abstract:
A system for operating a workflow and a method applied to the system are proposed, so as to conduct an electronic workflow for an enterprise based on a server/client architecture in a intranet or internet environment. A terminal device of the system allows a user at the terminal device to submit a request for inquiring, browsing, issuing or reading a document, which is transmitted a network server for initiating a service server, so as to process the request and transmit the processed result through the network server to the user. The foregoing system and method can substitute for a conventional system in manual processing and is a powerful tool to fulfill the objectives for an enterprise in promoting the working efficiency and reducing the management cost.

Description:
FIELD OF THE INVENTION 
   The present invention relates to systems and methods for operating workflows, and more particularly, to a system and a method for operating a workflow, which can be applied to an electronic workflow for an enterprise based on a server/client architecture over the intranet or internet. 
   BACKGROUND OF THE INVENTION 
   In a conventional workflow, an application form/document is submitted in a written form by an applicant, and needs to be manually processed for approval. However, in the manual process, it usually happens that the form/document is processed time-ineffectively due to working inefficiency of a person in charge of the form/document. Even worse, the form/document may be possibly lost in the manual process, and thus the applicant has to submit a new application form/document again. Therefore, the conventional workflow is disadvantageous in time-consuming, resource-wasting such as paper and increasing process complexity. 
   In an efficiency-oriented enterprise, it definitely requires a method for conveniently and efficiently processing a document, so as to allow employees and workgroups to rapidly access information and easily communicate and collaborate with each other, and also allow a workflow to be effectively simplified. In this case, the optimal method is to employ a groupware system and database for introducing an electronic workflow in application to the enterprise so as to allow the workflow to be improved. 
   Therefore, it is desired to develop a system and a method for operating a workflow, which can be applied to an electronic workflow for an enterprise based on a server/client architecture for digitizing information and automating the workflow, in an effort to improve the processing efficiency for a document and significantly reduce the overall cost for the enterprise. 
   SUMMARY OF THE INVENTION 
   A primary objective of the present invention is to provide a system and a method for operating a workflow, which can be applied to an electronic workflow for an enterprise based on a server/client architecture over the intranet or internet. 
   In accordance with the above and other objectives, a system for operating a workflow is proposed in the present invention, comprising a terminal device, a network server and at least one service server. The terminal device for allowing a user at the terminal device to submit a request for inquiring, browsing, issuing or reading a document in the use of a browser of the terminal device together with an element of component type provided by the network server, and for transmitting the inquiry, browsing or issuing request to the network server. The network server for transmitting the request to a document processing center thereof after receiving the request from the terminal device, wherein the document processing center generates a response corresponding in category to the request and then initiate an associated service server. The service server for processing the request in cooperation with a service database thereof so as to obtain a processed result of the request, which is transmitted through the network server to the user at the terminal device. 
   A method for operating a workflow applied to the system for operating a workflow is proposed in the invention, comprising the following steps.
         (1) submitting a request for inquiring, browsing, issuing or reading a document via a user at the terminal device in the use of a browser together with an element of component type provided by the network server, wherein if the inquiry request is conducted, then step (2) is followed; if the browsing request is performed, then step (8) is followed; if the reading request is employed, then step (14) is followed; and if the issuing request is proceeded, then step (16) is followed;   (2) inputting keywords to an inquiry form via the user at the terminal device in the use of the browser together with the element of component type provided by the network server so as to conduct the inquiry request;   (3) transmitting the inquiry request via the browser to the network server over the network;   (4) transmitting the inquiry request via the network server to a document processing center of the network server after receiving the inquiry request, and generating a response corresponding in category to the inquiry request and initiating an associated service server via the document processing center;   (5) searching in a service database of the service server for the document to be inquired via a document inquiring program of the document processing center, and transmitting a searched result of the inquired document to the document processing center;   (6) transmitting a form containing the searched result of the inquired document via the document processing center to the terminal device over the network;   (7) displaying a form containing the searched result of the inquired document via the browser of the terminal device;   (8) inputting keywords to a browsing form via the user at the terminal device in the use of the browser together with the element of component type provided by the network server so as to conduct the browsing request;   (9) transmitting the browsing request via the browser to the network server over the network;   (10) transmitting the browsing request via the network server to the document processing center of the network server after receiving the browsing request, and generating a response corresponding in category to the browsing request and initiating an associated service server via the document processing center;   (11) searching in a service database of the service server for the document to be browsed via a document browsing program of the document processing center, and transmitting a searched result of the browsed document to the document processing center;   (12) transmitting a form containing the searched result of the browsed document via the document processing center to the terminal device over the network;   (13) displaying a form containing the searched result of the browsed document via the browser of the terminal device;   (14) inputting keywords to a reading form via the user at the terminal device in the use of the browser together with the element of component type provided by the network server so as to conduct the reading request;   (15) searching in a document database of the terminal device for the document to be read in response to the input keywords, wherein if the read document is available from the document database, a form containing a searched result of the read document is displayed via the browser, or otherwise, step (8) is followed for document browsing;   (16) filling in an issuing form selected by the user at the terminal device with document data necessary for performing the issuing request in the use of the browser together with the element of component type provided by the network server;   (17) defining via the user a routing and a deadline at each checkpoint of the routing for examining the issuing form;   (18) providing an examiner/parallel examiner and an agent for the examiner in the routing for examining the issuing form;   (19) transmitting the issuing form of the browser to the network server over the network;   (20) processing the issuing form via the document processing center of the network server in cooperation with the service server corresponding to the routing and examiner/parallel examiner for examining the issuing form;   (21) transmitting a form containing an examined result of the issuing form via the document processing center of the network server to the terminal device over the network; and   (22) displaying a form containing the examined result of the issuing form via the browser of the terminal device, and storing the form containing the examined result of the issuing form in the browser of the terminal device if necessary.       

   
     BRIEF DESCRIPTION OF THE DRAWINGS 
     The invention can be more fully understood by reading the following detailed description of the preferred embodiments, with reference made to the accompanying drawings, wherein: 
       FIG. 1  is a block diagram showing a basic architecture of the system for operating a workflow of the invention; 
       FIG. 2  is a schematic diagram showing the steps involved in performing the method for operating a workflow in the use of the system for operating a workflow of the invention; 
       FIG. 3  is a schematic diagram showing the detail steps involved in inquiring a document in  FIG. 2 ; 
       FIG. 4  is a schematic diagram showing the detail steps involved in browsing a document in  FIG. 2 ; 
       FIG. 5  is a schematic diagram showing the detail steps involved in issuing a document in  FIG. 2 ; 
       FIG. 6  is a schematic diagram showing the detail steps involved in reading a document in  FIG. 2 ; and 
       FIG. 7  is a schematic diagram showing the detail steps involved in conducting an examination in FIG.  5 . 
   

   DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENT 
   Illustrated in  FIG. 1  is a basic architecture of the system for operating a workflow of the invention. As shown, the system for operating a workflow  1  includes a terminal device  2 , a network server  3  and at least one service server  4 . A user at the terminal device  2  uses a browser  21  in cooperation with an element of component type  22  provided by the network server  3 , for submitting a respective request for inquiring, browsing, issuing and reading a document. This can be implemented in a manner that keywords of the document are input respectively to an inquiry form  211 , a browsing form  213 , an issue form  215  and a reading form  217  of the browser  21 , so as to conduct the inquiry request, the browsing request, the issuing request and the reading request. Except the reading request, other three requests are then transmitted as the forms to the network server  3  through the intranet or internet. Upon receipt of the three requests, the network server  3  forwards them to a document processing center  31  thereof, which then generates a response corresponding in type to the respective request so as to initiate an associated service server  4 . The service server  4  in association with a service database  41  processes the respective request and generates a corresponding response, which is transmitted through the network server  3  to the user at the browser  21  of the terminal device  2 . 
   Upon receiving the inquiry request, the document processing center  31  processes and presents the inquired document in a form  312 , which is transmitted to the terminal device  2  via the intranet or internet, and then displayed as a form  212  in the browser  21  of the terminal device  2 . Similarly, if the document processing center  31  receives the browsing request, the browsed document presented in a form  314  is transmitted to the terminal device  2  via the intranet or internet, and displayed as a form  214  in the browser  21  of the terminal device  2 . Moreover, in the case of the issuing request being received by the document processing center  31 , the request is processed for presenting and transmitting the issued document as a form  315  to the terminal device  2  via the intranet or internet, while the issued document is then displayed as a form  216  and stored in the browser  21  of the terminal device  2 . In addition, for conducting the reading request, the browser  21  searches a database  219  for the read document and present the read document in a form  218  for display. 
   The service server  4  can be an exchange server, a SMTP server, or a database server such as MS SQL server or ORACLE server. 
   In an electronic workflow process, the system for operating a workflow  1  including the terminal device  2 , the network server  3  and the service server  4  provides the following functions:
         1. serial routing;   2. parallel routing;   3. conditional routing;   4. any combination of the serial, parallel and conditional routings;   5. controlling and supporting an electronic routing having unlimited checkpoints;   6. supporting an examination routing of a predefined routing at a server for a virtual group with a flexible structure, i.e. the system automatically identifying an applicant&#39;s identity for activating the routing, so that the applicant needs not to remember the routing and efficiency in time can be significantly improved;   7. supporting an agent function for time-effectively processing a document in case of unavailability for a person in charge of the document so as to eliminate delay in the document processing, wherein the delay problem can be solved as follows:
           a. bypassing the document to another person;   b. bypassing the document to an agent;   c. constructing forcedly a routing for processing the document if necessary in response to practical requirements; and   d. allowing a system administrator to manually modify the routing for processing the document if necessary;   
           8. setting an examination deadline at each checkpoint in an examination routing for the document so as to improve the overall traveling efficiency for the document and allow the applicant to access the status of the document in real time, as well as enable the system administrator to control all conditions in the routing for the document via a system monitoring program;   9. enabling every checkpoint of a routing to determine whether a c.c. function (i.e. provision of carbon copies) is activated so as to prevent important documents from leaking out;   10. employing an open architecture in the use of an e-form flow template of a browser together with the exchange server or MS SQL server so as to integrate the overall information for access and to provide optimal solutions; and   11. enabling the system to self-expand programs so as to integrate a workflow with other information systems.       

   The above functions of the system for operating a workflow  1  in the electronic workflow process will be fully described with reference to the following drawings. 
     FIG. 2  illustrates the steps involved in performing the method for operating a workflow in the use of the system for operating a workflow of the invention. In the use of a browser  21  together with an element of component type  22  provided by a network server  3 , a user at a terminal device  2  can submit a respective request for inquiring, browsing, issuing and reading a document. For conducting the inquiry request, the request is transmitted via the intranet or internet to the network server  3 , and step  51  for inquiring a document is followed. Similarly, the browsing request is conducted as to be transmitted to the network server  3  with step  52  for browsing a document subsequently accompanied. In the case of the issuing request to be conducted, transmission of the request to the network server  3  is performed and followed by step  53  for issuing a document. As for conducting the reading request, step  54  for reading a document is proceeded. 
     FIG. 3  illustrates the detail steps involved in inquiring a document in FIG.  2 . As shown in the drawing, first in step  511 , the user at the terminal device  2  uses the browser  21  together with the element of component type  22  provided by network server  3  for inputting keywords to an inquiry form  211  of the browser  21  so as to conduct a request for inquiring a document relating to the keywords. Thereafter, step  512  is followed. 
   In step  512 , the browser  21  transmits the inquiry request to the network server  3  via the intranet or internet. Thereafter, step  513  is followed. 
   In step  513 , the network server  3  transmits the inquiry request to a document processing center  31  thereof, which then generates a response corresponding in type to the inquiry request and initiates an associated service server  4 . Thereafter, step  514  is followed. 
   In step  514 , after the associated service server  4  is initiated, a document inquiring program  311  of the document processing center  31  is employed for searching in a service database  41  of the service server  4  and transmits the searched result of the inquired document to the document processing center  31 . Thereafter, step  515  is followed. 
   In step  515 , upon receiving the searched result of the inquired document, the document processing center  31  transmits the inquired document contained in a form  312  to the terminal device  2  via the intranet or internet. Thereafter, step  516  is followed. 
   In step  516 , the browser  21  of the terminal device  2  displays a form  212  containing the inquired document in response to the request of the user. 
   In the above process for document inquiry, an open architecture is employed for allowing the e-form flow template of the browser  21  together with the service server  4 , such as the exchange server or MS SQL server, to integrate the overall information for inquiry. 
     FIG. 4  illustrates the detail steps involved in browsing a document in FIG.  2 . As shown, first in step  521 , the user at the terminal device  2  use the browser  21 , such as MS Outlook software, in cooperation with the element of component type  22  provided by the network server  3 , to input keywords to a browsing form  213 , so as to conduct a request for browsing a document relating to the keywords. Thereafter, step  522  is followed. 
   In step  522 , the browser  21  transmits the browsing request to the network server  3  via the intranet or internet. Thereafter, step  523  is followed. 
   In step  523 , the network server  3  transmits the browsing request to a document processing center  31  thereof, which then generates a response corresponding in type to the browsing request and initiates an associated service server  4 . Thereafter, step  524  is followed. 
   In step  524 , after the associated service server  4  is initiated, a document browsing program  311  of the document processing center  31  is employed for searching in a service database  41  of the service server  4  and transmits the searched result of the browsed document to the document processing center  31 . Thereafter, step  525  is followed. 
   In step  525 , upon receiving the searched result of the browsed document, the document processing center  31  transmits the browsed document contained in a form  314  to the terminal device  2  via the intranet or internet. Thereafter, step  526  is followed. 
   In step  526 , the browser  21  of the terminal device  2  displays a form  214  containing the browsed document in response to the request of the user. 
   In the above process for document browsing, an open architecture is employed for allowing the e-form flow template of the browser  21  together with the service server  4 , such as the exchange server or MS SQL server, to integrate the overall information of completed documents for browsing. 
     FIG. 5  illustrates the detail steps involved in issuing a document in FIG.  21 . As shown, first in step  531 , the user of the terminal device  2  uses the browser  21  together with the element of component type  22  provided by the network server  3  to perform a request for issuing a document through an issuing form  215 . The issuing form  215  can be an ISO document inspection form, a job application sheet, an interior training application form, an exterior training application form, an employee attendance form and the like; while a suitable issuing form  215  is selected by the user to be filled in with document data necessary for conducting the issuing request. Thereafter, step  532  is followed. 
   In step  532 , the user defines a routing and a deadline at each checkpoint of the routing for examining the issuing form  215 . If necessary, the routing of the issuing form  215  can be constructed to provide functions of serial routing; parallel routing; conditional routing; any combination of the serial, parallel and conditional routings; controlling and supporting an electronic routing having unlimited checkpoints; supporting an examination routing of a predefined routing at a server for a virtual group with a flexible structure, i.e. the system automatically identifying the user&#39;s identity for activating the routing, so that the user needs not to remember the routing and efficiency in time can be significantly improved; setting an examination deadline at each checkpoint in an examination routing for a document so as to improve the overall traveling efficiency for the document and allow the user to access the status of the document in real time, as well as enable a system administrator to control all conditions in the routing for the document via a system monitoring program, in an effort to make the routing and deadline for examining the document more flexible and functional; and enabling every checkpoint of a routing to determine whether a c.c. function is activated so as to prevent important documents from leaking out. Thereafter, step  533  is followed. 
   In step  533 , in the routing for examining the issuing form  215 , an examiner/parallel examiner and an agent for the examiner is provided, for allowing an agent function to be supported for time-effectively processing the issuing form  215  in case of unavailability for a person in charge of the form processing, so as to eliminate delay in the routing. Moreover, a routing can be forcedly constructed for processing the form  215  if necessary in response to practical requirements, while the system administrator is allowed to manually modify the routing for processing the form  215  if necessary. Thereafter, step  534  is followed. 
   In step  534 , the browser  21  transmits the issuing form  215  to the network server  3  via the intranet or internet. Thereafter, step  535  is followed. 
   In step  535 , in an examination process, upon receiving the issuing form  215 , a document processing center  31  of the network server  3  together with the service server  4  process the issuing form  215  corresponding to the routing and examiner/parallel examiner for examining the issuing form  215 . Thereafter, step  536  is followed. 
   In step  536 , the document processing center  31  of the network server  3  transmits the processed result of the issuing form  215  contained in a form  315  to the terminal device  2  via the intranet or internet. Thereafter, step  537  is followed. 
   In step  537 , after the terminal device  2  receives the form  315 , the browser  21  displays a form  216  containing the processed result of the issuing form, which can be stored in the browser  21  of the terminal device  2 . 
   In the above process for document issuing, an open architecture is employed for allowing the e-form flow template of the browser  21  together with the service server  4 , such as the exchange server or MS SQL server, to integrate the overall information for examination. 
   In the examination process, upon receiving the issuing form  215 , the document processing center  31  of the network server  3  together with the service server  4  process the issuing form  215  corresponding to the routing and examiner/parallel examiner for examining the issuing form  215 . The document processing center  31  provides functions of serial routing, parallel routing, conditional routing, and any combination of the serial, parallel and conditional routings. Further, the document processing center  31  controls and supports an electronic routing having unlimited checkpoints, and supports an examination routing of a predefined routing at a server for a virtual group with a flexible structure, i.e. the system automatically identifying the user&#39;s identity for activating the routing, so that the user needs not to remember the routing and efficiency in time can be significantly improved. Moreover, the document processing center  31  supports an agent function for time-effectively processing a document in case of unavailability for a person in charge of the document so as to eliminate delay in the document processing; a routing can be forcedly constructed for processing the document if necessary in response to practical requirements, while the system administrator is allowed to manually modify the routing for processing the document if necessary. Furthermore, the document processing center  31  allows an examination deadline to be set at each checkpoint in an examination routing for the document so as to improve the overall traveling efficiency for the document and allow the user to access the status of the document in real time, as well as enable a system administrator to control all conditions in the routing for the document via a system monitoring program, in an effort to make the routing and deadline for examining the document more flexible and functional; while every checkpoint of a routing is allowed to determine whether a c.c. function is activated so as to prevent important documents from leaking out. In addition, the document processing center  31  allows the system to self-expand programs so as to integrate a workflow with other information systems. The examination process will be described in more detail with reference to FIG.  7 . 
     FIG. 6  illustrates the detail steps involved in reading a document in FIG.  2 . First in step  541 , the user of the terminal device  2  uses the browser  21  such as MS Outlook software, to input keywords to a reading form  217  for performing a request for reading a document, in cooperation with the element of component type  22  provided by the network server  3 . Thereafter, step  542  is followed. 
   In step  542 , the browser  21  of the terminal device  2  searches in a document database  219  for the document to be read according to the input keywords. If the read document is obtained, step  543  is followed, or else step  521  is followed so as to conduct a process for browsing a document. 
   In step  543 , the browser  21  displays a form  218  containing the read document. 
   In the above process for document reading, the browser  21  with the e-form flow template is employed to help obtain the read document. 
     FIG. 7  illustrates the detail steps involved in conducting an examination in FIG.  5 . After receiving the issuing form  215 , the document processing center  31  of the network server  3  processes the issuing form  215  in cooperation with the service server  4  according to the routing and the examiner/parallel examiner for examining the issuing form  215 . As shown in the drawing, first in step  61 , upon receiving the issuing form  215 , the document processing center  31  conducts a procedure of assignment, a direct reply, direct deletion or reassignment for the issuing form  215  according to the content and category of the issuing form  215 . If the assignment procedure is performed, then step  621  is followed. If the direct-reply procedure is conducted, then step  641  is followed. If the direct-deletion procedure is employed, then step  661  is followed. If the re-assignment procedure is proceeded, then step  681  is followed 
   In step  621 , the document processing center  31  transmits the issuing form  215  to a first level unit of an enterprise. Thereafter, step  622  is followed. 
   In step  622 , after receiving the issuing form  215 , the first level unit decides if another first level unit is required to conduct parallel examination for the issuing form  215 . If the parallel examination is necessary, then step  623  is followed, or else step  624  is followed. 
   In step  623 , the parallel examination is performed for the issuing form  215 . After completion of the parallel examination, step  624  is followed. 
   In step  624 , the first level unit examines the issuing form  215 . Thereafter, step  625  is followed. 
   In step  625 , if the examination for the issuing form  215  is completed, then step  626  is followed for storing the examined result of the issuing form  215  or conducting a direct reply, or else step  629  is followed. 
   In step  626 , if it is to store the examined result of the issuing form  215 , then step  627  is followed, or else step  628  is followed so as to conduct the direct reply 
   In step  627 , the document processing center  31  transmits the examined result of the issuing form  215  to the network server  4 , which then stores the examined form  215  in the service database  41 . Thereafter, step  699  is followed. 
   In step  628 , the document processing center  31  conducts the direct reply according to the examined result of the issuing form  215 . Thereafter, step  699  is followed. 
   In step  629 , the examined form  215  is determined if it expires the examination deadline; if the examined form  215  is not overdue, then step  630  is followed, or else step  681  is followed. 
   In step  630 , it is to determine if a second level unit of the enterprise is required to conduct the examination in serial with the first level unit for the issuing form  215 . If the second level unit is necessary, then step  631  is followed, or else step  625  is followed. 
   In step  631 , the second level unit conducts the examination in serial with the first level for the issuing form  215  and then transmits the examined result to the first level unit. Thereafter, step  625  is followed. 
   In step  641 , the direct-reply procedure is performed in a manner that the document processing center  31  conducts the direct reply according to the issuing form  215 . Thereafter, step  699  is followed. 
   In step  661 , the direct-deletion procedure is performed in a manner that the document processing center  31  directly deletes the issuing form  215 . Thereafter, step  699  is followed. 
   In step  681 , the reassignment procedure is performed in a manner that the document processing center  31  re-assigns the issuing form  215 , which expires the examination deadline and is not completely examined. Thereafter, step  621  is followed. 
   In the step  699  for completing the examination, after receiving the examined result of the issuing form  215 , the document processing center  31  of the network server  3  together with the service server  4  terminate the examination according to the routing and examiner/parallel examiner for examining the issuing form  215 . Thereafter, step  536  is followed. 
   In conclusion, the system and method for operating a workflow of the invention have the following advantages. First, the system and method for operating a workflow can be applied to an electronic workflow for an enterprise based on a server/client architecture over the intranet or internet. Furthermore, the present system and method provide the functions of serial routing, parallel routing, conditional routing, any combination of the serial, parallel and conditional routings, controlling and supporting an electronic routing having unlimited checkpoints, and supporting an examination routing of a predefined routing at a server for a virtual group with a flexible structure, i.e. the system automatically identifying an applicant&#39;s identity for activating the routing, so that the applicant needs not to remember the routing and efficiency in time can be significantly improved. 
   Moreover, the system and method for operating a workflow of the invention further support an agent function for time-effectively processing a document in case of unavailability for a person in charge of the document so as to eliminate delay in the document processing, wherein the delay problem can be solved by, for example, bypassing the document to another person, bypassing the document to an agent, constructing forcedly a routing for processing the document if necessary in response to practical requirements, and allowing a system administrator to manually modify the routing for processing the document if necessary. Further, in the system and method of the invention, an examination deadline is allowed to be set at each checkpoint in an examination routing for the document so as to improve the overall traveling efficiency for the document and allow the applicant to access the status of the document in real time, as well as enable the system administrator to control all conditions in the routing for the document via a system monitoring program. In addition, every checkpoint of a routing is allowed to determine whether a c.c. function (i.e. provision of carbon copies) is activated so as to prevent important documents from leaking out; enabling the system to self-expand programs so as to integrate a workflow with other information systems. 
   The invention has been described using exemplary preferred embodiments. However, it is to be understood that the scope of the invention is not limited to the disclosed embodiments. On the contrary, it is intended to cover various modifications and similar arrangements. The scope of the claims, therefore, should be accorded the broadest interpretation so as to encompass all such modifications and similar arrangements.