GB2458692A - A process for generating database-backed, web-based documents - Google Patents
A process for generating database-backed, web-based documents Download PDFInfo
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- GB2458692A GB2458692A GB0805643A GB0805643A GB2458692A GB 2458692 A GB2458692 A GB 2458692A GB 0805643 A GB0805643 A GB 0805643A GB 0805643 A GB0805643 A GB 0805643A GB 2458692 A GB2458692 A GB 2458692A
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- G—PHYSICS
- G06—COMPUTING; CALCULATING OR COUNTING
- G06F—ELECTRIC DIGITAL DATA PROCESSING
- G06F16/00—Information retrieval; Database structures therefor; File system structures therefor
- G06F16/90—Details of database functions independent of the retrieved data types
- G06F16/95—Retrieval from the web
- G06F16/958—Organisation or management of web site content, e.g. publishing, maintaining pages or automatic linking
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- G06F17/3089—
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- G—PHYSICS
- G06—COMPUTING; CALCULATING OR COUNTING
- G06F—ELECTRIC DIGITAL DATA PROCESSING
- G06F40/00—Handling natural language data
- G06F40/10—Text processing
- G06F40/166—Editing, e.g. inserting or deleting
- G06F40/186—Templates
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- G—PHYSICS
- G06—COMPUTING; CALCULATING OR COUNTING
- G06F—ELECTRIC DIGITAL DATA PROCESSING
- G06F40/00—Handling natural language data
- G06F40/20—Natural language analysis
- G06F40/258—Heading extraction; Automatic titling; Numbering
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- Databases & Information Systems (AREA)
- Data Mining & Analysis (AREA)
- Health & Medical Sciences (AREA)
- Artificial Intelligence (AREA)
- Audiology, Speech & Language Pathology (AREA)
- Computational Linguistics (AREA)
- General Health & Medical Sciences (AREA)
- Document Processing Apparatus (AREA)
- Information Retrieval, Db Structures And Fs Structures Therefor (AREA)
Abstract
A process for making database backed web accessible template documents, in which headings (from a source document) are placed in to a template table in a document to be boilerplate information, and placeholders are placed in other cells of the template table either linked to database information or with user defined settings. The template table document is then formatted (manually) and then processed (automatically) to extract a document definition file (a list of the placeholders) and converted to be a web accessible document, such as an HTML document, and the database backed web accessible template document is then published, i.e. uploaded to the Internet.
Description
"A process for generating database-backed, web-based documents"
Introduction
This invention relates to a process for generating accessible database-backed, web-based documents. More specifically, this invention relates to a process for generating database-backed web-based documents without requiring the intervention of a skilled computer programmer.
Database-backed web-based documents are commonly used by companies and government bodies in particular when dealing with their clients and customers. These companies and government bodies typically use the web-based documents to send standard correspondence to their clients and generate internal documents relating to those clients. These documents typically include letters and forms including questionnaires and assessments relating to the client. Generally speaking, the vast majority of the content of the correspondence and internal documents will not vary significantly from one client to the next and the database-backed, web-based documents allow information specific to a particular client already in the database of the company or government body to be automatically retrieved from the database and inserted into the relevant section of the document concerning that client. This saves a significant amount of time and effort on the part of the employees of the company or government body avoiding duplication of effort and further helps to obviate errors in transcription.
Furthermore, as the documents are web-based they are readily accessible to employees of the companies or government bodies and other permitted users.
One problem with these documents is that they are expensive to generate as an experienced, highly-skilled computer programmer must be employed to generate the web-based document that has the required links to the database containing the client information. This is particularly burdensome for companies and government bodies that have a large number of documents and documents that may undergo revision or replacement on a regular basis. Taking the specific example of a government body such as Social Services, legislative changes beyond their direct control may require significant changes to their documentation or introduction of new documentation. Implementation of these changes to the documentation and creation of new documentation heretofore required the assistance of a skilled computer programmer which was expensive.
Furthermore, this also delayed the introduction of the new or modified documentation.
One solution that has been proposed to partially overcome these problems is described in US Patent Application Publication Number US2005/0216830, in the name of Turner et al. This patent application describes a system and a process that allows individuals without extensive information technology expertise to create document templates in a word processor format. The document templates may be used to poll information from one or more company databases or populate data into the company databases. The document templates use variable tags with user friendly monikers instead of less intuitive database naming conventions so that individuals are able to create the document templates. Although this goes some way to reducing the cost and time taken to create such documents, there are however problems with the solution proposed.
First of all, it is very difficult to present information in a number of documents in a uniform manner which is highly undesirable, It is conceivable that two documents created using the same template but with different information inserted therein will have common types of information, for example, a client name, contained in different parts of the document due to the lack of structure of the document. This makes the subsequently published documents less intelligible and more time consuming to analyse. Secondly, the documents created using the system are quite limited in that the data inserted into the documents must conform rigidly with the structure of the databases as all information is either taken from or written to a database. Therefore, this limits the functionality and application of the documents.
it is an object therefore of the present invention to provide a process for generating an accessible database-backed, web-based document that allows creation and updating of the documents in a simple and efficient manner and that does not require the use and associated expense of a skilled computer programmer. It is a further object of the present invention to provide a process that will result in database-backed, web-based documents being generated in a relatively standardised output format that will simplify the review of documents created thereby. It is a further still object of the present invention to provide a process that will provide database-backed, web-based documents having a degree of flexibility to the content that may be inserted therein and that are not entirely constrained by the limitations of a database.
Statements of Invention
According to the invention there is provided a process for generating an accessible database-bacJj web-based document on a user computing device, the user computing device having access to a web server and the web server having access to a database, the user computing device having a document generator application and a word processing application thereon, the document generator application having a document creator module, a document definition module, a document conversion module and a document publication module, the word processing application having access to a document generator template induding at least one document generator template table, the table comprising a plurality of cells arranged in a plurality of rows and a plurality of columns, the process comprising the steps of: providing a source document in one of a hard copy and an electronically readable format for generation of an equivalent database-backed, web-based document, the source document having a plurality of headings and information sections associated with the headings therein; using the document creator module: accessing the document generator template through the word processing application; transferring each of the headings from the source document into the document generator template table, each heading being inserted into a separate cell in the document generator template table; transferring the information sections from the source document into the document generator template table by inserting a bookmark for each information section in a cell adjacent to a cell having a heading therein, each of the bookmarks being indicative of one of a database defined field and a user defined field, saving the document generator template as a base document in word processing format and thereafter importing the base document populated with the headings and the bookmarks into the document definition module; using the document definition module: creating a document definition file for the base document and a web usable format file for the base document; l0 defining the base document by specifying the format of any user defined fields in the document including specifying the type of content that each user defined field
will hold and the size of the user defined field;
appending the base document to the document definition file; and thereafter importing the defined base document into the document conversion module; using the document conversion module: selecting the document definition file, the base document and a general document definitions file; converting the base document into a web-usable format document by passing the base document in word processing format along with it's associated document definition file and the general document definitions file through a translator, the translator translating the document generator template table in the base document from word processing format into a web usable format; and importing the web usable format document into the document publication module; using the document publication module: publishing the document in web usable format thereby creating a database-backed, web-based document by establishing a link from the user computing device to the web server and the database, and thereafter choosing a location for the web usable format document in a web documents folder, providing a path to the web documents folder containing the general document definitions file and naming the web usable format document for access by web users.
By having such a process, it is possible for individuals to create database-backed, web-based documents in a relatively straightforward manner without the need for intervention by a skilled IT professional. Furthermore, the documents created by the process when published will have a highly defined, uniform appearance due to the use of the document generator template table comprising a plurality of cells arranged in a plurality of rows and a plurality of columns. Finally, the documents created using the process will at the same time be relatively flexible in that the individual creating the document will be able to specify the type of content that each user defined field will hold and the size of the user defined field. This provides a very flexible, powerful process for individuals to create database-backed, web-based documents.
In one embodiment of the invention there is provided a process in which the process further comprises the step of modifying a database-backj, web-based document, the step of modifying the document comprising: using the document creator module, updating the base document corresponding to the database backed, web-based document; using the document definition module, defining any new user defined fields and updating the document definition file; and using the document conversion module; converting the defined, updated base document into a web usable format.
In another embodiment of the invention there is provided a process in which the step of specifying the type of content that each user defined field will hold further comprises specifying whether the field is one of a single line field, a multi line field, a date field, and a number field and in which the step of specifying the size of the user defined fields includes specifying one or more of field width characters, field height lines and maximum number of characters.
In a further embodiment of the invention there is provided a process in which the step of specifying the type of content that each user defined field will hold further comprises specifying that the field is a choice field and thereafter defining the choices available to the user and specifying whether the choice field is one of a drop down Fist field and a
check box field.
In one embodiment of the invention there is provided a process in which the step of creating a document definition file for the base document and a web usable format file for the base document in the document definition module further comprises creating a printer friendly format file for the base document.
In another embodiment of the invention there is provided a process in which the process further comprises the step of inserting page breaks into the base document.
In a further embodiment of the invention there is provided a process in which the process further comprises the initial step of revealing bookmarks in word processing application documents on the user computing device.
Detailed Description of the Invention
The invention will now be more clearly understood from the following description of some embodiments thereof, given by way of example only with reference to the accompanying drawings, in which:-Figure 1 is a diagrammatic representation of a computer network in which the process according to the present invention may be performed; and Figure 2 is a flow diagram of the process according to the present invention.
Referring to Figure 1, there is shown a computer network, indicated generally by the reference number I comprising a user computing device 3, a web server 5, a database 7, a plurality of employee computing devices 9 and a communication network, in this case the Worid Wide Web 11, connecting the user computing device 3, the web server 5 7..
and the employee computing devices 9. A communication link 13 is provided between the web server 5 and the database 7.
The user computing device 3 has a document generator application 15 and a word processing application 17 thereon. The document generator application 15 further comprises a document creator module, a document definition module, a document conversion module and a document publication module (not shown). The word processing application 17 has access to a document generator template which includes a document generator template table comprising a plurality of cells arranged in a plurality of rows and a plurality of columns (not shown).
In use, employees access database-backed web-based documents provided by the web server 5 using their respective employee computing device 9 through the World Wide Web 11. The documents may be standard letters, forms, questionnaires or assessments and one or more fields in the documents are populated using information stored in the database 7. Other fields in the documents may be filled manually by the employee before finalising the document and sending it to the client or other interested party or storing the document, If a new document must be made available to the employees through the web server 5 or it is necessary to modify an existing document, an individual using the user computing device 3 may access the web server 5 and the database 7 and using the document generator application 15 and the word processing application i, create a new or modified document for the employees to access through the web server 5.
It will be understood that various modifications to the system described above could be made without departing from the spirit of the invention. For example, the user computing device may also be an employee computing device and may also be used to access documents in the manner described above for the other employee computing devices.
Indeed each of the employee computing devices may be provided with the word processing application i and the document generator application 15. Furthermore, instead of accessing the web server 5 through the World Wide Web 11, it is envisaged that the user computing device 3 could be provided with a dedicated link to the web server 5 and similarly instead of providing a dedicated link between the web server 5 and the database 7, a link could be established through the World Wide Web if desired.
Referring to Figure 2 of the drawings, there is shown a flow diagram of the process for generating an accessible database-backed, web-based document according to the present invention, indicated generally by the reference numeral 21. In step 23, an individual charged with the task of generating the accessible database-backed, web based document obtains a source document containing a plurality of headings and information sections associated with the headings therein, in one of hard copy or electronically readable format. In step 25, the individual accesses the document generator template.
In step 27, the individual prepares a base document using the document creator module of the document generator application 15. The step 27 of preparing the base document further comprises the steps of transferring each of the headings from the source document into the document generator template table, each heading being inserted into a separate cell in the document generator template table, If the source document is in an electronically readable format, the headings may be transferred using a cut and paste" operation as is commonly known in the art. If the source document is in hard copy, the headings must be inserted manually by the user by typing the headings into the template table. Once the headings have been transferred into the template table, the user transfers the information sections from the source document into the document generator template table by inserting a bookmark for each information section in a cell adjacent to a cell having a heading therein. Each of the bookmarks is indicative of one of a database defined field and a user defined field. The document generator template is then saved as a base document in word processing format and thereafter the base document populated with the headings and the bookmarks is imported into the document definition module of the document generator application 15.
In step 29, using the document definition module, the user creates a document definition file for the base document and a web usable format file for the base document, defines the base document by specifying the format of any user defined fields in the base document including specifying the type of content that each user defined field will hold and the size of the user defined field and appends the base document to the document definition file. In step 31, the defined base document is imported into the document conversion module of the document generator application.
In step 33, the individual uses the document conversion module of the document generator application 15 to select the document definition file, the base document and a general document definitions file. In step 35, the base document is converted into a web-usable format document by passing the base document in word processing format along with its associated document definition file and the general document definitions file through a translator, the translator translating the document generator template table in the base document from word processing format into a web usable format. At the same time, a printer friendly format tile for the base file is created. It is envisaged that preferably the web-usable format file is a HyperText Markup Language (HTML) file and the printer format file is a Rich Text Format (RTF) file. However, it is further envisaged that other web-usable format files and other printer format files could be used.
Once created, the web usable format document is imported into the document publication module in step 37. In the document publication module, the document is made available to the employees in step 39 by publishing the document in web usable format thereby creating a database-backed, web-based document. This further comprises the steps of establishing a link from the user computing device 3 to the web server 5 and the database 7, and thereafter choosing a location for the web usable format document in a web documents folder, providing a path to the web documents folder containing the general document definitions file and naming the web usable format document for access by web users.
If desired, access permissions may be placed on the document to allow only certain authorised users access the document. Furthermore, one or more user computing devices may be provided and it is envisaged that many if not all of the employee computing devices may be provided with a document generator application and a word Processing application. It is envisaged that the process further comprises the steps necessary to modify an existing databasebacked web-based document. In this instance, the document is modified in the following way. Using the document creator module, the base document corresponding to the database backed, web-based document is updated. Once the base document is modified, any new user defined fields are defined and the document definition file is updated using the document definition module. Finally, the defined, updated base document is converted into a web usable format using the document conversion module. It is not necessary to publish a document a second time when it is only being modified. By having such a process, database-backed, web-based documents may be created or modified in a straightforward manner without the need to employ a skilled programmer. This is highly advantageous as the documents may be created or modified much quicker and at a fraction of the cost than was heretofore the case.
Some of the more important aspects and individual steps will now be described in more detail. The process according to the invention preferably uses Microsoft (Registered Trade Mark (RTM)) Word (RTM) as the word processor application. Microsoft (RIM) Word (RIM) 2003 is deemed adequate. it is envisaged that the document template will contain a number of Word (RIM) Macros and accordingly the security setting of the user computing device used to create or modify a database-backed, web-based document must be set to low in order to allow the macros to be enabled. Furthermore, it may be necessary to change the default settings of the word processing applications so that bookmarks are visible in the document generator template. Finally, it may be necessary to switch off the "embed smart tags" option and the "save smart tags as XML properties in web pages" option in the word processing application.
The documents are created using one or more template tables. As spaces and tabs are not retained when the defined base document is converted into HTML format, the template tables allow the layout of the document to be controlled when it is converted into HTML format. If a number of fields are to be placed in a single line, each field is placed in a separate cell of that table, If the final document is not to have any lines of the tables visible, the lines may be obscured in the normal manner using the "borders and shading" option from the format menu in Word (RIM) or equivalent option. Fields from the database are inserted using bookmarks with names corresponding to the fields in the database.
When defining a base document, it is also possible to provide a category in which the document will be provided. For example, for a document used by Social Services, the document may be assigned the category Adult Welfare Services if it is an assessment document for Social Welfare payments or it may be provided with a category Child Care if it relates to child protection services, The document will be saved in due course under the appropnate category. Preferably, the web usable file, the document definition file and the printer friendly file will all be given the same name. When publishing the document, the document is essentially added to a drop down list or equivalent in a database. The database will be accessible through the web server, preferably a Structured Query Language (SQL) server, The category in which the document is to be provided in the SQL server is once again chosen so that the location of the published document available to users of the documents will be determined. Further subdivision of the category is preferable, for example, Social Services may have sub-categories Adult Welfare Services and Child Welfare Services, Adult Welfare Services may in turn have a sub-sub-category social service payments which in turn could contain sub-sub-sub-categories assessments and training. The relevant position of the document may be chosen appropriately and it may be provided in one or more categories, sub-categories, sub-sub-categories and sub-sub-subcategones Once the location of the document has been determined, a local path to a web documents folder containing the general document definitions file is provided and a name for the document visible to employees is provided.
Throughout the specification, the terms user defined fields and database defined fields have been used. It will be understood that database defined fields are those fields where the size and content of the field is predetermined by the information from the database.
For example, the surname field may be defined in the database as containing alphabetical characters only up to 20 characters in length. Similarly, the date of birth field may be a database defined field that contains numerical and alphabetical characters up to 15 characters in length or simply numerical characters up to 8 characters in length, whatever has been determined by the field in the database. The database defined fields are used to populate information from the database. Therefore, it is not necessary to define the characteristics of database defined fields as the format is derived from the definition of the field in the database. On the other hand, user defined fields are usually fields in which information such as a comment or assessment may be inserted by the employee when completing the form. These user defined fields may also include a wide variety of information types and sizes but these must be determined by the user when defining the field. For example, the user may determine that an initial family situation assessment field may allow for up to 1000 characters that are alphanumeric. The user -12 -defined fields may be used to store certain information in the document as opposed to saving that information in the database.
In order to provide a multi page document, the document is created with a number of page breaks in the document template. If it is desired to have one or more pages of the document in landscape view, this may be achieved using a page setup option to specify the orientation and a section break is used to mix portrait and landscape views if necessary. Fields may be deleted, moved and copied with little difficulty. Finally, it is possible to insert list fields from database defined fields in the document and special fields from which information may be taken from the document and imported into the database. The special fields are a particular case of predefined fields. -13-
Claims (8)
- claims 1) A process for generating an accessible database-backed, web-based document on a user computing device, the user computing device having access to a web server and the web server having access to a database, the user computing device having a document generator application and a word processing application thereon, the document generator application having a document creator module, a document definition module, a document conversion module and a document publication module, the word processing application having access to a document generator template including at least one document generator template table, the table comprising a plurality of cells arranged in a plurality of rows and a plurality of columns, the process comprising the steps of: providing a source document in one of a hard copy and an electronically readable format for generation of an equivalent database-backed, web-based document, the source document having a plurality of headings and information sections associated with the headings therein; using the document creator module: accessing the document generator template through the word processing application; transferring each of the headings from the source document into the document generator template table, each heading being inserted into a separate cell in the document generator template table; transferring the information sections from the source document into the document generator template table by inserting a bookma,jc for each information section in a cell adjacent to a cell having a heading therein, each of the bookmarhs being indicative of one of a database defined fieldand a user defined field,saving the document generator template as a base document in word processing format and thereafter importing the base document populated with the headings and the bookmarks into the document definition module; using the document definition module: creating a document definition file for the base document and a web usable format file for the base document; defining the base document by specifying the format of any user defined fields in the document including specifying the type of content that each user defined field will hold and the size of the user defined field; appending the base document to the document definition file; and thereafter importing the defined base document into the document conversion module; using the document conversion module: selecting the document definition file, the base document and a general document definitions file; converting the base document into a web-usable format document by passing the base document in word processing format along with it's associated document definition file and the general document definitions file through a translator, the translator translating the document generator template table in the base document from word processing format into a web usable format; and importing the web usable format document into the document publication module; using the document publication module: publishing the document in web usable format thereby creating a database-backed web-based document by establishing a link from the user computing device to the web server and the database, and thereafter choosing a location for the web usable format document in a web documents folder, providing a path to the web documents folder containing the general document definitions file and naming the web usable format document for access by web users.
- 2) A process as claimed in claim 1 in which the process further comprises the step of modifying a database-backj web-based document, the step of modifying the document comprising: using the document creator module, updating the base document corresponding to the database backed, web-based document; using the document definition module, defining any new user defined fields and updating the document definition file; and using the document conversion module; converting the defined, updated base document into a web usable format.
- 3) A process as claimed in claim 1 or 2 in which the step of specifying the type of content that each user defined field will hold further comprises specifying whether the field is one of a single line field, a multi line field, a date field, and a number field and in which the step of specifying the size of the user defined fields includes specifying one or more of field width characters, field height lines and maximum number of characters.
- 4) A process as claimed in claim 1 or 2 in which the step of specifying the type of content that each user defined field will hold further comprises specifying that the field is a choice field and thereafter defining the choices available to the user and specifying whether the choice field is one of a drop down list field and a checkbox field.
- 5) A process as claimed in any preceding claim in which the step of creating a document definition file for the base document and a web usable format file for the base document in the document definition module further comprises creating a printer friendly format file for the base document.
- 6) A process as claimed in any preceding claim in which the process further comprises the initial step of revealing bookmarks in word processing application documents on the user computing device.
- 7) A process as claimed in any preceding claim in which the process further comprises the step of inserting page breaks into the base document.
- 8) A process substantially as hereinbefore described with reference to and as illustrated by the accompanying drawings.
Priority Applications (1)
| Application Number | Priority Date | Filing Date | Title |
|---|---|---|---|
| GB0805643A GB2458692A (en) | 2008-03-28 | 2008-03-28 | A process for generating database-backed, web-based documents |
Applications Claiming Priority (1)
| Application Number | Priority Date | Filing Date | Title |
|---|---|---|---|
| GB0805643A GB2458692A (en) | 2008-03-28 | 2008-03-28 | A process for generating database-backed, web-based documents |
Publications (2)
| Publication Number | Publication Date |
|---|---|
| GB0805643D0 GB0805643D0 (en) | 2008-04-30 |
| GB2458692A true GB2458692A (en) | 2009-09-30 |
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ID=39386907
Family Applications (1)
| Application Number | Title | Priority Date | Filing Date |
|---|---|---|---|
| GB0805643A Withdrawn GB2458692A (en) | 2008-03-28 | 2008-03-28 | A process for generating database-backed, web-based documents |
Country Status (1)
| Country | Link |
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| GB (1) | GB2458692A (en) |
Cited By (2)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| WO2012069490A1 (en) * | 2010-11-23 | 2012-05-31 | International Business Machines Corporation | Template-based content creation |
| US8972848B2 (en) | 2010-11-23 | 2015-03-03 | International Business Machines Corporation | Document renewal and translation |
Families Citing this family (2)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| CN112380829B (en) * | 2020-11-12 | 2024-05-17 | 北京神州数码云科信息技术有限公司 | Document generation method and device |
| CN113822037B (en) * | 2021-11-23 | 2022-04-26 | 深圳逻辑汇科技有限公司 | Method, device, equipment and medium for inserting placeholder and generating data mapping table |
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| US20050216830A1 (en) * | 2004-03-29 | 2005-09-29 | Turner Jeffrey S | Access tool to facilitate exchange of data to and from an end-user application software package |
| EP1635254A1 (en) * | 2004-09-09 | 2006-03-15 | Ensequence, Inc. | Configurable interface for template completion |
| EP1657674A1 (en) * | 2004-11-10 | 2006-05-17 | Microsoft Corporation | Using a word processor with accounting data |
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| US5267155A (en) * | 1989-10-16 | 1993-11-30 | Medical Documenting Systems, Inc. | Apparatus and method for computer-assisted document generation |
| US20030109936A1 (en) * | 1995-04-27 | 2003-06-12 | Umen Michael J. | Drug document production system |
| US20020099742A1 (en) * | 2001-01-19 | 2002-07-25 | General Electric Company | System and method for document preparation |
| GB2383662A (en) * | 2001-11-26 | 2003-07-02 | Evolution Consulting Group Plc | Creating XML documents using a word processing application |
| US20050216830A1 (en) * | 2004-03-29 | 2005-09-29 | Turner Jeffrey S | Access tool to facilitate exchange of data to and from an end-user application software package |
| EP1635254A1 (en) * | 2004-09-09 | 2006-03-15 | Ensequence, Inc. | Configurable interface for template completion |
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Cited By (4)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| WO2012069490A1 (en) * | 2010-11-23 | 2012-05-31 | International Business Machines Corporation | Template-based content creation |
| US8972848B2 (en) | 2010-11-23 | 2015-03-03 | International Business Machines Corporation | Document renewal and translation |
| US9760552B2 (en) | 2010-11-23 | 2017-09-12 | International Business Machines Corporation | Document renewal and translation |
| US9953007B2 (en) | 2010-11-23 | 2018-04-24 | International Business Machines Corporation | Template-based content creation |
Also Published As
| Publication number | Publication date |
|---|---|
| GB0805643D0 (en) | 2008-04-30 |
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