JP2003316628A - Document management system, method and program and storage medium - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To solve such a problem that a system is hard to use, taking time for retrieval and reference, etc., when many hierarchical folders are prepared and documents are stored by many users in a document management system. <P>SOLUTION: This document management system preserves the documents together with sub folders inside the hierarchical folders and manages them. Whether or not to display the sub folder inside the folder selected by the user is set. In the case that the system is not set to display the sub folder, control is performed to display only document information without displaying the sub folder at the time of listing and displaying information inside the folder. On the other hand, in the case that the system is set to display the sub folder, the control is performed to display the sub folder and the document information at the time of displaying the information inside the folder. <P>COPYRIGHT: (C)2004,JPO

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document management system for registering and managing documents.

[0002]

2. Description of the Related Art Conventionally, document management information such as keywords is added to image data of a document created by reading data of printed characters, figures, images, etc. with a scanner device, etc., or document data created by a word processor, etc. A document management system has been proposed in which documents are stored in association with each other, and retrieval, display, printing, and the like are performed on these pieces of information.

In such a document management system, a document is stored and managed in a server and many users refer to it by using a client terminal.

[0004]

However, in the above document management system of the prior art, many users
When many hierarchical folders are created and documents are accumulated, there is a problem that the system becomes difficult to use because it takes time to search and browse. In addition, different objects such as a folder and a document are displayed as a list, and it is difficult to select only a folder or a document from the list. Such a problem is particularly noticeable in the document management system using the Web server.

The present invention has been made in view of the above problems, and a document management system capable of shortening the time for displaying a list of folders and documents and easily referring to and selecting the folders and documents, It is intended to provide a method, a program and a storage medium.

[0006]

In order to solve the above-mentioned problems, a document management system of the present invention is a document management system for storing and managing documents together with subfolders in a hierarchical folder, which is selected by a user. Setting means for setting whether to display subfolders in the created folder,
When the setting means is set not to display the subfolder, when displaying the information in the folder as a list, the subfolder is not displayed and only the document information is displayed, and the setting means displays the subfolder. Then, when set, the display control means controls the sub-folder and the document information to be displayed when the information in the folder is displayed.

In order to solve the above-mentioned problems, the document management method of the present invention is a document management method for storing and managing documents together with subfolders in a hierarchical folder, which is a subfolder within a folder selected by a user. If a subfolder is set to not be displayed in the setting step of setting whether to display or not, and when the information in the folder is displayed in a list, the subfolder is not displayed and only the document information is displayed. When the subfolder is set to be displayed in the setting step, the subfolder and the document information are controlled to be displayed when the information in the folder is displayed.

[0008]

1 is a system configuration diagram in this embodiment. 101 is a CPU. This CPU
Controls various components connected via the bus 110 in order to create and change folders and register / change / reference documents by executing programs stored in the memory. Using this bus 110, address signals, control signals, and various data are transferred between the devices connected to the bus 110.

Reference numeral 102 is a keyboard, and 103 is a mouse. The user uses a keyboard and a mouse to instruct operations related to work such as creation and modification of folders and subfolders, document registration and modification, and reference.

A display device 104, such as a CRT, displays display data.

Reference numeral 105 denotes a storage device for reading a removable medium, which is a CD-ROM in this embodiment.
It is a reading device. The device may be replaced with another device for reading removable media.

Reference numeral 106 denotes a scanner for optically reading a paper document, and the read image document can be registered in this system.

Reference numeral 107 is a ROM (read-only memory). A control program for realizing the present embodiment to be described later is stored in advance in the ROM 107, and the CPU 101 executes the control program to create or change a folder, register or change a document, refer to a document. It is possible to perform processing related to the present embodiment such as displaying a list.

The RAM 108 is used as a work memory and a temporary storage for controlling various components.

Reference numeral 109 denotes a storage device whose stored contents are not erased even when the power is turned off, for example, a storage device such as a hard disk storage device. The storage device 109 is used as a storage unit for documents, document information, folders, subfolder information, and user information.

The document management system of this embodiment is
Although it is assumed to be realized by a program operating on a computer, this computer may be configured by one device or may be configured by a plurality of devices. Although the document management control program used in this embodiment is stored in the ROM, it may be stored in a storage medium such as a hard disk,
It may be stored in a removable storage medium such as a floppy (R) disk or a CD-ROM, and read and executed as necessary, or received by an external device via a network and executed. May be

FIG. 2 is a block diagram showing the arrangement of the document management system according to this embodiment. This document management apparatus includes a folder / subfolder creation unit 201, a folder / folder
A subfolder information storage unit 202, a document registration unit 203,
Document and document information storage unit 204, information display folder selection unit 205, subfolder display / non-display instruction setting unit 2
06, a character list display / thumbnail list display instruction setting unit 207, a user display setting information storage unit 208, and a subfolder / document list display unit 209.

The folder / subfolder creation unit 201
A folder or subfolder is newly created, and the information of the created folder or subfolder is stored in the folder / subfolder information storage unit 202. The document registration unit 203 is 2
A document is newly registered in the folder created in 01, the registered document content is stored in the document and document information storage unit 204, and further stored together with the document information such as the document registration date and update date.

The information display folder selection unit 205 selects a subfolder or a folder for displaying a document list, and the subfolder display / non-display instruction setting unit 206 displays a list of subfolders created in the selected folder together with the document. Instruct whether to do. A character list display / thumbnail display instruction setting unit 207 instructs whether the subfolders created in the selected folder or the registered documents are displayed in a character list or in a thumbnail (reduced image) list display. . The user display setting information storage unit 208 stores each instruction set in 206 and 207 for each user.

In the subfolder document list display unit 209, based on each instruction stored in 208, a process of displaying a list of subfolders by characters, a process of displaying a list of subfolders by thumbnails, and a list of documents by characters. A process of displaying and a process of displaying a list of documents by thumbnails are executed.

Next, the document management process in the system configured as described above will be described with reference to the flowcharts of FIGS. 3 and 4.

First, referring to FIG. 3, a process flow of creating a folder or subfolder and registering a document will be described.

In FIG. 3, in step 301, when the control of the program is instructed, the keyboard 102, mouse 103, scanner 106, storage device 109, display device 104, RAM 108, etc. are initialized, and then folders and subfolders are created. Also, documents can be registered.

Next, in step 302, it is detected by the user via the keyboard 102 or the mouse 103 that the folder to be operated is selected on the display screen of the display device 104. The left part of the panel in FIG. 5 is a display example for selecting a folder.

Next, in step 303, various instruction buttons for selecting the work are displayed on the display screen of the display device 104, and the folder selected in step S302 by the user via the keyboard 102 and the mouse 103. It is judged whether the work of creating a subfolder or registering the document has been selected.

When it is judged in the above-mentioned instruction step 303 that "create subfolder" is selected, step 31
Move to 0 and let the user enter the name of the subfolder to create. Next, in step 311, a subfolder with the name input in step 310 is created, and in step 312
Then, the information of the subfolder created in the storage device 109 is saved.

If it is determined in the above-mentioned instruction step 303 that "register document" is selected, the process proceeds to step 320, and the user is made to specify a document to be newly registered. Next, the process proceeds to step 321, and the designated document is registered under the folder selected in step 302.
Next, in step 322, a thumbnail of the registered document is created, and then in step 323, the storage device 1
Document information and thumbnails are stored in 09.

Next, the process proceeds to step 330 and it is determined whether or not the process is to be ended.

Next, referring to FIG. 4, a flow for displaying a list of subfolders and documents and setting display instructions will be described.

In FIG. 4, in step 401, when the control of the program is instructed, the keyboard 102, mouse 103, scanner 106, storage device 109, display device 104, RAM 108 and the like are initialized, and thereafter, a list of subfolders and documents. It is possible to set the display and the display instruction.

Next, in step 402, the user operates the display device 10 via the keyboard 102 and the mouse 103.
A folder for displaying document information is selected on the display screen of 4.

In step 403, the document information to be displayed is read from the storage device 109, and in step 404, the display setting information of the user is read from the storage device 109.

In step 405, it is determined whether to display the sub-folder based on the display setting information of the user read in step 404. If the display setting information is “display subfolder”, the process proceeds to step 406, and the subfolder information to be displayed is read from the storage device 109.
Next, the process proceeds to step 407, and it is determined whether the display format of the set subfolder is “character list” or “thumbnail list” based on the user display setting information read from step 404. In the case of “character list”, the process proceeds to step 408, and the subfolder information read from the storage device 109 in step 406 is displayed as a character list. If the determination made in step 407 is “thumbnail list”, the process proceeds to step 409 and step 406.
The sub-folder information read from the storage device 109 is displayed as a thumbnail list.

If it is determined in step 405 that "not display subfolders" is set, the process proceeds from step 406 to step 409 without executing the above steps.

In step 410, it is determined whether the display format of the document information is "character list" or "thumbnail list" based on the user display setting information read in step 404. In the case of "character list", the process proceeds to step 411, and the document information read in step 403 is displayed as a character list. If it is determined in step 410 that the “thumbnail list” is set, the process proceeds to step 412, and the document information read from the storage device 109 in step 403 is displayed as a thumbnail list.

Next, the process proceeds to step 413, and it is determined whether or not the display setting change is instructed. When the change of the display setting is instructed, the process proceeds to step 414, and the display setting such as "whether to display subfolder" or "display character list or thumbnail list" is changed.
The changed display settings are stored in the storage device 109 in step 415.
Stored in the memory, the process returns to step 404, and steps 405 to 412 are executed under the changed display setting conditions.

If it is determined in step 413 that the display setting change is not instructed, the process proceeds to step 416, and it is determined whether or not another folder information display is instructed. When displaying other folder information, the process returns to step 402 and steps 403 to 412 are repeated.

If it is determined in step 416 that no other folder information display instruction has been issued, the process ends.

Next, display examples of the document management system realized by the above flow chart will be described with reference to FIGS. 5, 6, 7, and 8. A hierarchical folder structure is displayed on the left side of the display screens of FIGS. 5 to 8, and information in the selected folder is displayed as a list on the right side.

FIG. 5 is a display example in which a subfolder and a document are displayed in a character list on the same screen. The folder structure of this document management system is displayed on the left side, and the "operation check" folder is selected by the user in S302. So
Subfolders and documents included in the folder are displayed on the right side. In the state of FIG. 5, while confirming the information in text, each function (open,
Each subfolder or each document can be selected as a target for executing (printing, deleting, etc.).

FIG. 6 shows a display example in which only the document is displayed in the character list. In this state, the display speed is increased, and while confirming the information in text, the "Select All" button in the upper right
Then, all the displayed documents can be selected at once, or each document can be selected as a target for executing each function set in the toolbar on the upper side.

FIG. 7 shows a display example in which a subfolder and a document are displayed as a thumbnail list on the same screen. In this state, each subfolder or each document can be selected as a target for executing each function set in the toolbar on the upper side while confirming the information by the thumbnail.

FIG. 8 shows a display example in which only the documents are displayed in the thumbnail list. In this state, the display speed is higher than that in the case of FIG. 7, and each document can be confirmed by the thumbnail. You can also select all the documents displayed with the "Select All" button at the top right,
Each document can be selected as a target for executing each function set in the upper toolbar.

In FIG. 5, when the "hide folder" button at the upper right of the list is pressed, the screen transitions to the screen shown in FIG.
In FIG. 5, when the “thumbnail” button on the upper right of the list is pressed, the screen changes to the screen of FIG. 7.

In FIG. 6, when the "display folder" button at the upper right of the list is pressed, the screen transitions to the screen shown in FIG. In FIG. 6, when the "thumbnail" button at the upper right of the list is pressed, the screen changes to the screen shown in FIG.

In FIG. 7, when the "hide folder" button at the upper right of the list is pressed, the screen changes to the screen shown in FIG.
In FIG. 7, when the “list” button on the upper right of the list is pressed, the screen changes to the screen of FIG.

In FIG. 8, when the "display folder" button at the upper right of the list is pressed, the screen transitions to the screen shown in FIG. In Figure 8, if you press the "List" button at the top right of the list,
The screen changes to the screen of FIG.

Further, the display setting conditions are stored in the external storage device 109.
Since it is saved in, the setting conditions set last time are valid even when the processing is performed next time.

Further, in the above embodiment, an example in which the display condition is set / saved for each user has been described, but this information can be set / saved for each folder.

According to the present invention, by setting "display / non-display of folders" at the time of list display by the above steps, the speed of list display can be improved, and different objects can be organized and displayed, and the operation target can be selected. It is intended to provide a document management method that can facilitate the above.

In the document management system of this embodiment, the display device for displaying the instruction given by the user and the display screens of FIGS. 5 to 8 is a client terminal connected to the document management server via the network. It may be given. In this case, since data is exchanged especially via the network, the effect of speeding up the list display becomes remarkable by making it possible to set display / non-display of folders.

[0052]

As described above, by setting "show / hide folder" at the time of list display,
The speed of list display can be improved. In addition, different objects can be organized and displayed, and the selection of the operation target can be facilitated. In particular, when a folder or document stored in this document management system is displayed on the display device of the client via the network using the Web server, the speed of the list display is significantly improved.

[Brief description of drawings]

[Figure 1] Document management system diagram

FIG. 2 is a configuration block diagram.

[Fig. 3] Folder creation and document registration processing flowchart

FIG. 4 is a flowchart of display setting processing of folders and documents.

[Figure 5] Screen example in which subfolders and documents are displayed in a character list

[Fig. 6] Screen example in which documents are displayed in a character list

[Fig. 7] Example of screen in which subfolders and documents are displayed in a thumbnail list

[FIG. 8] Screen example in which documents are displayed in a thumbnail list

Claims (10)

[Claims] 1. A document management system for storing and managing documents together with subfolders in a hierarchical folder, comprising setting means for setting whether or not to display subfolders in a folder selected by a user, and the setting. When it is set not to display the subfolder by the means, when displaying the information in the folder as a list, the subfolder is not displayed and only the document information is displayed, and the setting means displays the subfolder. If the information is stored in the folder, the document management system further comprises display control means for controlling the sub-folder and the document information to be displayed when the information in the folder is displayed. 2. The document management system according to claim 1, wherein the setting unit can be set for each user. 3. The document management system according to claim 1, wherein the setting unit can set each folder. 4. The document management system according to claim 1, wherein the display control unit controls to display in a character list or a thumbnail list according to an instruction from a user. 5. A document management method for storing and managing documents together with subfolders in a hierarchical folder, the setting step of setting whether to display subfolders in a folder selected by a user, and the setting. If it is set not to display the subfolder in the step, when the information in the folder is displayed in a list, the subfolder is not displayed and only the document information is displayed, and the subfolder is displayed in the setting step. When the information in the folder is displayed, the document management method further comprises a display control step of controlling the sub-folder and the document information to be displayed. 6. The document management method according to claim 5, wherein the setting step can be set for each user. 7. The document management method according to claim 5, wherein the setting step can be set for each folder. 8. The document management method according to claim 5, wherein the display control step controls to display in a character list or a thumbnail list according to an instruction from a user. 9. A document management program for controlling a document management system that stores and manages documents together with subfolders in a hierarchical folder, and whether or not to display the subfolders in the folder selected by the user. The code for executing the setting step to be set, and when the subfolder is set not to be displayed in the setting step, when the information in the folder is displayed in a list, the subfolder is not displayed and only the document information is displayed. Code for executing the display control step of controlling the subfolder and the document information to be displayed when displaying the information in the folder when the subfolder is set to be displayed in the setting step. A computer-executable document management program comprising: 10. A computer-readable storage medium storing a document management program for controlling a document management system for storing and managing documents together with subfolders in a hierarchical folder, the document management program comprising: Code for executing a setting step to set whether to display subfolders in the folder selected by the user, and when the setting step is set not to display subfolders, list information in the folder is displayed When displaying the information in the folder, the sub-folder is controlled so that only the document information is displayed without displaying the sub-folder, and the sub-folder and the document information are displayed when the information in the folder is displayed. Code to execute the display control step that controls to display That.