JP2008204178A - Workflow processing system and workflow processing method - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a workflow processing system and a workflow processing method for carrying out various applications or the like in a predetermined route, using a file generated by scanning. <P>SOLUTION: A compound machine 10 executes category selection processing, form selection processing, and form item input processing. The compound machine 10 generates an affixed file and an additional information file by scan processing to be transmitted to a workflow control server 20. The workflow control server 20 executes additional information file analytical processing and check processing for the attached file to generate an application document. The workflow control server 20 executes confirmation processing for a status, and executes application processing to an approver by a workflow, based on a flag corresponding to an application necessity XML tag in the additional information file. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

  The present invention relates to a workflow processing system and a workflow processing method for making various applications on a predetermined route.

  Today, digitization of various documents such as drawings and documents in offices is progressing. For example, a technique for managing digital image data acquired using a scanner device by a remote server connected on a network has been studied (for example, see Patent Document 1). In the technique described in this document, an electronic device such as a multifunction electronic device including a scanner function connected to a network or a single scanner device and a document are scanned and acquired by the electronic device, and transferred via the network. A remote server that stores and manages digital image data is used. The digital image data stored and managed in the remote server is distributed and provided to a personal computer connected to the network.

Also, business in the office is operated according to a standard format and rules. The flow of information related to work in this office is called “workflow”. In consideration of this workflow, a technique for improving the efficiency of document circulation work has also been studied (for example, see Patent Document 2). In the technique described in this document, processing history data is stored for each processing node for each item. Set multiple conditions for extracting process history data from multiple stored process history data, and apply the extraction conditions specified via the input device to multiple process history data to satisfy the conditions. Extract. By matching the case list with the extracted cases, a list of only matching cases is extracted, and the list of cases extracted as a result of matching is displayed on the display device.
Japanese Patent Laying-Open No. 2003-32425 (first page) Japanese Patent Laid-Open No. 11-858877 (first page)

  As described above, Patent Document 1 is configured to distribute digital image data to a personal computer connected to a network. However, the personal computer may not be used depending on the environment.

  On the other hand, the use of a computer terminal is a prerequisite for electronic workflow management. In this case, an application form is created using a computer terminal, and the scanned image data is attached. However, in this case, even when the application content is obvious from the image data, it is necessary to create an application form using a computer terminal, and the work is complicated.

  The present invention has been made to solve the above-described problems, and its purpose is to provide a workflow processing system and a workflow processing method for performing various applications and the like in a predetermined route using a file generated by scanning. It is to provide.

In order to solve the above-mentioned problems, the invention described in claim 1 relates an input means for accepting information relating to a setting item for an application type identifier and an applicant identifier, and an item name and an item tag corresponding to the setting item. A user terminal provided with a linked data storage means stored in memory and a scanner means for reading a document to generate scanned image data, and an application form including an item name and an item tag for each setting item for each application type identifier A workflow processing system configured to include a stored form storage means, and a management server including a workflow management means for determining an approver using an application type identifier and an applicant identifier and executing an application process. , The user terminal uses the cooperation data storage means, the application type identifier set in the input means, the applicant identifier And an additional information file in which information set corresponding to the item name displayed on the input means is recorded in association with each item tag, and the scanned image data and the additional information file generated by the scanner means are stored. Including the application request data including the application type identifier included in the additional information file in the form storage unit, and the management server identifying the application form using the application type identifier included in the additional information file. Using the item tag associated with the setting item, setting the application form recorded in the form storage unit and generating the application data, registering the attached file in the application data, in the workflow management unit, The approver is determined using the set application type identifier and the applicant identifier, And summarized in that to execute the application processing using the serial application data.

  According to a second aspect of the present invention, in the workflow processing system according to the first aspect, the user terminal gives a common identifier to the additional information file generated together with the scanned image data, and the management server The gist is to generate application data using scan image data and an additional information file to which a common identifier is assigned.

  According to a third aspect of the present invention, in the workflow processing system according to the first or second aspect, the user terminal acquires an application necessity instruction input by the applicant via the input means, and the application The summary includes changing the status of the application data in accordance with the application necessity instruction included in the application request, including information on the acquired application necessity instruction in the request.

  According to a fourth aspect of the present invention, in the workflow processing system according to any one of the first to third aspects, the management server compares the size of the acquired scanned image data with a reference value and exceeds the reference value. In this case, the gist is to stop the application process in the workflow management means and notify the contact information of the applicant.

  According to a fifth aspect of the present invention, in the workflow processing system according to any one of the first to fourth aspects, the management server is an application in which information relating to a setting item included in the additional information file is set in an application form If the data cannot be generated, the gist is to stop the application process in the workflow management means and notify the applicant's contact information.

  The invention according to claim 6 is the workflow processing system according to any one of claims 1 to 5, wherein the management server is assigned an application type identifier from a system administrator terminal, and is an item name for a setting item. When the application form including the item tag is newly acquired, the item name is displayed on the system administrator terminal, the item name to be set in the input unit of the user terminal is selected, and the selected item name is The gist is to transmit information related to the corresponding item tag and application type identifier to be stored in the cooperative data storage means of the user terminal.

The invention according to claim 7 is an input unit that receives information related to the setting item for the application type identifier and the applicant identifier, and a cooperative data storage unit that stores the item name and the item tag in association with the setting item, A user terminal including a scanner unit that reads a document and generates scan image data; a form storage unit that stores an application form including an item name and an item tag for each setting item; and an application type A processing method for managing a workflow using a workflow processing system configured to include a management server including a workflow management unit that determines an approver using an identifier and an applicant identifier and executes application processing The application type identification set in the input means by the user terminal using the cooperative data storage means Generating an additional information file in which information set in correspondence with each item tag is recorded in association with each item tag, the scanned image data generated by the scanner unit, Application request data including an additional information file is transmitted to the management server, and the management server specifies an application form using an application type identifier included in the additional information file in the form storage unit, and stores the application request data in the additional information file. Using the item tag associated with the setting item, the included information is set in the application form recorded in the form storage means to generate application data, and an attached file is registered in the application data, and the workflow In the management means, using the set application type identifier and applicant identifier Determine the 認者, and summarized in that to execute the application processing using the application data.

  The invention according to claim 8 is the workflow processing method according to claim 7, wherein the management server is provided with an application type identifier from a system administrator terminal and includes an item name and an item tag for a setting item Is newly acquired, the item name is displayed on the system administrator terminal, the item name to be set in the input means of the user terminal is selected, the item tag corresponding to the selected item name, and the application type The gist is to transmit the information related to the identifier so as to be stored in the cooperative data storage means of the user terminal.

(Function)
According to the present invention, the user terminal uses the linkage data storage means to obtain the application type identifier set in the input means, the applicant identifier, and the information set corresponding to the item name displayed in the input means. An additional information file recorded in association with each item tag is generated. Then, the application request data including the scan image data generated by the scanner unit and the additional information file is transmitted to the management server. In this case, the management server specifies the application form using the application type identifier included in the additional information file in the form storage unit. Next, the information included in the additional information file is set in the application form recorded in the form storage means using the item tag associated with the setting item, and application data is generated, and an attachment file is attached to the application data. Register. In the workflow management means, the approver is determined using the set application type identifier and the applicant identifier, and the application process is executed using the application data. Thereby, it is possible to efficiently apply in the workflow using the scanned image data.

  According to the present invention, a common identifier is assigned to the additional information file generated together with the scanned image data. Then, the management server generates application data using the scanned image data and the additional information file to which the common identifier is assigned. Thereby, even when a plurality of applications are made at the same time, application data can be generated using appropriate scan image data and additional information files.

  According to the present invention, the user terminal acquires an application necessity instruction input by the applicant via the input unit, and includes information on the acquired application necessity instruction in the application request. Then, the management server changes the status of the application data in accordance with the application necessity instruction included in the application request. Thereby, the applicant can apply directly according to the contents, or can hold the application.

According to the present invention, the size of the acquired scan image data is compared with a reference value, and if the reference value is exceeded, the application process in the workflow management unit is stopped and the contact information of the applicant is notified. . Thereby, registration of a heavy scan image file can be suppressed.

  According to the present invention, the management server cancels the application process in the workflow management means when the application data in which the information related to the setting items included in the additional information file cannot be generated in the application form, Notification to the contact person. Thereby, an incomplete application can be prevented in the item content.

  According to the present invention, when the management server is newly provided with an application type identifier from the system administrator terminal and newly acquires an application form including an item name and item tag for the setting item, this item name is assigned to the system administrator terminal. And the item name to be set by the input means of the user terminal is selected. Then, the item tag corresponding to the selected item name and the information related to the application type identifier are transmitted to be stored in the cooperation data storage unit of the user terminal. Thereby, it is possible to efficiently generate data for linking the user terminal and the workflow management means.

  According to the present invention, there are provided a workflow processing system and a workflow processing method for making various applications and the like in a predetermined route using a file generated by scanning.

  Hereinafter, an embodiment embodying the present invention will be described with reference to FIGS. This embodiment will be described as a workflow processing system and a workflow processing method used when an employee makes various applications in a company. In this workflow, first, the applicant makes various applications. Then, the approver confirms the content of the application, and performs an approval process if it is appropriate. For example, in the application for business trip expenses, the applicant creates an application form describing the business trip contents, expenses, and the like. Then, the approver confirms this application form. If this application is approved, a travel expense is paid to the applicant.

  In order to realize such a workflow, in this embodiment, as shown in FIG. 1, a workflow management server 20, a client terminal (system administrator terminal 30, an applicant terminal 35, an approver) connected via a network. Terminal 40) is used. In the present embodiment, a multifunction machine 10 as a user terminal is further connected to the network. The system manager terminal 30 is a computer terminal used by a person in charge (system manager) who manages the workflow management server 20. The applicant terminal 35 and the approver terminal 40 are computer terminals used by a person who makes various applications (applicant) and a person who approves various applications (approver), respectively. Then, cooperation (scanning cooperation) between the scanning process and the workflow management process is realized. Each client terminal includes a control unit (CPU, RAM, ROM, hard disk storage device, etc.), a display unit including a display, and an operation unit including a keyboard and a pointing device.

  On the other hand, the workflow management server 20 functions as a management server including a workflow management unit that determines an approver using an application type identifier and an applicant identifier and executes application processing. Specifically, various applications applied by the applicant are received from the applicant terminal 35 and transferred to the approver terminal 40 according to the workflow. In the present embodiment, the workflow management server 20 further executes a scan cooperation process described later.

As shown in FIG. 3, the workflow management server 20 includes a control unit 21, a workflow master data storage unit 22, an application data storage unit 23, a scan cooperation master data storage unit 24, and a temporarily stored data storage unit 25. The control unit 21 includes control means (CPU) and storage means (R
AM, ROM, etc.) and perform the processing described later (including application form identification stage, application data generation stage, attachment file registration stage, application processing stage, item name selection stage, linkage data transmission stage, etc.) . By executing the workflow processing program for this purpose, the control unit 21 serves as an application form identification unit, an application data generation unit, an attachment file registration unit, an application processing unit, an item name selection unit, a cooperative data transmission unit, and the like. Function.

  The workflow master data storage unit 22 records master data for realizing the workflow. This workflow master data is recorded when a workflow is determined. In the workflow master data storage unit 22, an organization table, an application type table, and an approver table are recorded.

  In the organization table, data related to the organization system diagram of the department to which the applicant or approver belongs is recorded. By using this organization table, the relationship between each department and the users (applicants and approvers) belonging to each department can be specified. Specifically, department codes for identifying each department are associated with each other, and the hierarchy of each organization can be identified.

  Further, in the organization table, data related to the employee code and employee category code of the employees belonging to this department are recorded in association with the department code. The affiliation code is an identifier for identifying the department to which each employee belongs, and the employee code is an identifier for identifying each applicant or approver. By using this employee code, the e-mail address (contact information of the applicant) associated with each employee code can be acquired in the e-mail address table. The employee category code is an identifier for specifying the attribute of each employee (for example, officer, manager, general employee, etc.).

  In addition, in the application type table, data on application type codes that can be applied is recorded for each employee category code. The employee category code is an identifier for specifying the attribute of each employee. The application type code functions as an application type identifier, and is an identifier for specifying each application content (work report, transportation expense application, business trip expense application, vacation application, etc.).

In the approver table, data related to the employee category code of the approver who confirms and approves the application is recorded for each route code.
Furthermore, the workflow master data storage unit 22 functions as a form storage unit, and an application form is recorded for each application type code. This application form is recorded when registered by the system administrator. This application form is provided with each input field to be set by the applicant, and an XML tag for specifying data to be stored for each input field is recorded in association with each other.

  Application data is recorded in the application data storage unit 23 regarding the application contents from each applicant. This application data is recorded when there is an application from each applicant. This application data includes a data area regarding an application code, an applicant code, an approver code, an application type code, application contents, an attached file, and a status code.

In the application code data area, data relating to an identifier for individually identifying each application is recorded.
In the applicant code data area, data relating to an employee code (applicant identifier) for identifying an applicant for this application is recorded.

In the approver code data area, data related to the employee code for identifying the approver of this application is recorded. The approver identifies the approver category from the approver table based on the route (approval route) set by the applicant, and performs a specific approver (performs approval from the organization table corresponding to this approver category. Employee).

In the application type code and application content data area, an identifier for specifying the application type of the application and data related to the application content are recorded.
An attached file for this application is recorded in the attached file data area. As the attached file, a scanned image file or a document file created by a computer terminal or the like can be used.

  In the status code data area, data relating to an identifier for specifying the status of the application is recorded. This status includes “under preparation of application” indicating the status before application, “waiting for approval” indicating the status of approval waiting after application, “approved” indicating the status of approval completion, and the like. When the status of “Creating Application” is recorded, the applicant can add and modify the application content in the workflow management server 20 and update it. When the status of “waiting for approval” is recorded, the approver can browse the workflow management server 20 and perform the approval process.

  The scan cooperation master data storage unit 24 stores data (scan cooperation master data) provided to the multifunction machine 10 used for scan cooperation. The workflow master data is recorded when a workflow using the multifunction machine 10 is determined. As shown in FIG. 4, server address data, a category table, and a form table are recorded in the scan cooperation master data storage unit 24.

  As the server address, data related to the address of the workflow management server 20 is recorded. By using this address data, it is possible to specify the storage folder of the scan file.

The category table stores an application type code associated with an employee category code for specifying an employee category of an applicant who uses a workflow.
In the application type code data area, data relating to an identifier for specifying an application type that can be applied using the multifunction peripheral is recorded.

In the form table, for each application type that can be applied using the multi-function peripheral, it is composed of data related to an application type code, an input item, a route, and an application availability flag.
In the application type code data area, data relating to an identifier for specifying an application type that can be applied using the multifunction peripheral is recorded.

  In the input item data area, data relating to the names of items to be input in this application type (item names such as user names and application contents) are recorded. Each item name is assigned an item tag (XML tag) for identifying each item. When the setting (input or selection) is performed for each item in the multifunction device 10, the XML tag is assigned to the set information.

  For each input item, an input format for inputting (format such as numeric input, pull-down menu selection, text input, etc.) is associated and stored. Corresponding to this input format, an input device (numeric keypad, pull-down menu display including options, soft keyboard, etc.) is activated. Further, when a default value is set for each input item, this default value is stored in association with each other. When a plurality of input items are set, data relating to the item name, input format, and default value is recorded for each item.

  In the route data area, data related to an approval route (route) to be set at the time of application is recorded. Specifically, candidate data for specifying a route that can be used at the time of application is recorded. When a plurality of candidates can be selected, data for identifying each route candidate is recorded.

  In the application propriety flag data area, data relating to a flag for identifying the propriety of the workflow application using the multifunction device 10 is recorded. When a direct workflow application is permitted from the MFP 10, an “application possible” flag is recorded. On the other hand, if a direct workflow application is not permitted from the multifunction peripheral, an “application impossible” flag is recorded. In this case, in the application data storage unit 23 of the workflow management server 20, a status “currently creating application” is recorded in the application data.

The temporary storage data storage unit 25 stores an attached file and an additional information file received from the multifunction machine 10.
The multifunction machine 10 has a printing function and a copying function. Further, in the present embodiment, the multifunction machine 10 functions as a scanner unit, generates a scan image file using this function, and executes a transfer process of the scan image file. Therefore, as shown in FIG. 2, the multifunction machine 10 includes a control unit 101, a user IF unit 102, a scanner unit 103, a print processing unit 104, a memory 105, and a server information storage unit 106.

  The control unit 101 executes a scan image file generation process and a scan image file transfer process. Specifically, processing including an additional information file generation stage, an application request data transmission stage, and the like is performed. By executing the scan cooperation processing program for this purpose, the control unit 101 functions as an additional information file generation unit, an application request data transmission unit, and the like.

  The user IF unit 102 functions as an input unit that accepts information related to the setting items for the application type identifier and the applicant identifier according to the scan cooperation master data stored in the server information storage unit 106. Specifically, a display function and an operation function are realized, and in this embodiment, the display function and the operation function are configured by a touch panel, a numeric keypad, a start button, and the like. The scanner unit 103 optically reads a document when using a copy function or a scanner function. In this embodiment, it functions as a scanner unit that reads a document and generates scan image data. The print processing unit 104 is used for a print function and a copy function.

The memory 105 temporarily stores scanned image data (attached file) and additional information files set via the user IF unit 102.
The server information storage unit 106 functions as a cooperation data storage unit, and records the same data as the data (server address data, category table, form table) stored in the scan cooperation master data storage unit 24 of the workflow management server 20. In the present embodiment, in response to an instruction from the user, the control unit 101 acquires data stored in the scan cooperation master data storage unit 24 and records it in the server information storage unit 106.

  Description will be made in accordance with a form creation stage, workflow application stage (FIGS. 5 and 6), and application approval stage for executing a scan cooperation process for applying a workflow using the MFP 10 using the system as described above.

(Form creation stage)
First, processing in the form creation stage will be described. Here, the workflow management server 20 is used to create a form for making a workflow application using the multifunction machine 10.

At this stage, the system administrator uses the system administrator terminal 30 to access the workflow management server 20 and calls a form creation screen for making a workflow application. In this case, the form creation screen 400 shown in FIG. 7 is output on the display of the system administrator terminal 30.

  The form creation screen 400 has a function for constructing a graphical user interface (GUI) used when a workflow application is made. The form creation screen 400 includes a tool box 401, a property area setting area 402, and a layout arrangement field 403.

  The tool box 401 includes buttons for selecting functions of the “edit” category, the “display” category, the “tool” category, and the “DB cooperation” category. In the “edit” category, a GUI component (control) composed of source code having a specific function is provided. In the “edit” category, a component for displaying a number or date numbered by a designated method is provided. In the “DB linkage” category, a component for linking with a database is provided. In the “tool” category, a calculation control for performing a predetermined calculation on a set value and a range check component for determining whether the set value is included in the predetermined range are provided.

  When creating a GUI to be used when applying for a workflow, a GUI component in the “edit” category can be set in the layout arrangement field 403 to easily design and construct the GUI. This GUI component includes various controls such as a label, text box, text area, drop-down, list box, radio button list, numeric text, amount, calendar text, time, file attachment, and the like. Specifically, a desired GUI component can be arranged by dragging and dropping it on the layout arrangement field 403.

  The property area setting area 402 is used to determine the attribute of the GUI component selected on the layout arrangement field 403. In the property area setting area 402, the name, color scheme, size, and the like of the selected GUI component can be set.

  Furthermore, default values can be set for GUI components that can be input and selected by the user. When the applicant does not perform input or selection at the time of workflow application, this default value is used in each application.

For such a GUI component, data indicating that it is “essential” (“essential flag”) can be set when input or selection is essential.
In the form creation screen 400 shown in FIG. 7, a GUI component in which names (item names) “affiliation”, “name”, “report date”, “work classification”, “work report”, and “comment” are set. 404 is arranged in the layout arrangement field 403.

  In this way, the form creation is completed by arranging the GUI component 404 having various controls and the name set in the layout arrangement field 403.

  Then, by clicking the “Save” button on the form creation screen 400, the created form is provisionally registered in the workflow master data storage unit 22 as an application form. Furthermore, a name of the form and a category in which the form is used are set for the application form. This form is used not only in the case of scan cooperation but also in a normal workflow application using only the applicant terminal 35.

  Next, the operation setting of this form is performed. In this operation setting, various settings relating to scan cooperation are performed. When performing operation setting, the system administrator uses the system administrator terminal 30 to call an operation setting screen for determining workflow operation from the workflow management server 20. Here, when the workflow is set using the multifunction machine 10, the operation setting screen 410 shown in FIG. 8 is output on the display of the system administrator terminal 30. The operation setting screen 410 includes a route setting field 410a, a designer setting field 410b, a reply form setting field 410c, a scan cooperation setting box 410d, and an operation panel setting button 410e.

  Here, the route setting field 410a is a setting field for setting a workflow (approver setting or approval return route) that can be selected in this form. In the present embodiment, a plurality of routes can be set so that a plurality of candidates can be selected as necessary.

The designer setting field 410b is a setting field for registering the designer of this form. When a form administrator creates a new form, it is registered as a default.
The reply form setting field 410c is a setting field for setting a form for various notifications to the user.

  The scan cooperation setting box 410d is a setting field for setting whether to apply a workflow application (scan cooperation) using the multifunction machine 10. In the present embodiment, any of “not use”, “permit creation”, and “permit application or posting” can be selected from the pull-down menu.

If workflow application using the multifunction device 10 is not permitted, “not use” is selected.
When the application form creation using the multifunction device 10 is permitted, but the application as it is is not permitted, “Allow creation” is selected. Thereby, for example, when the applicant wants to enter an additional comment in addition to the scanned document, the document in the middle of creation can be temporarily saved in the workflow management server 20 and the additional comment can be input from the applicant terminal 35. . Therefore, convenience can be improved when input is difficult on a relatively small operation panel such as the multifunction machine 10.

When an application form is created using the multifunction device 10 and workflow application is permitted as it is, “Allow application or posting” is selected.
The operation panel setting button 410e is a button for setting items to be displayed on the operation panel of the multifunction machine 10 for items included in the form. When the operation panel setting button 410e is selected, the operation panel editor 415 is activated. The operation panel editor 415 includes a form item selection field 416 and an operation panel item display field 417.

  The workflow management server 20 causes the form item selection field 416 to display items that can be set for the form on the operation panel of the multifunction machine 10. Specifically, the workflow management server 20 acquires and displays the name of the GUI component for selection or input in the property of the GUI component arranged in the layout arrangement field 403 of the form creation screen 400.

When an item to be displayed on the operation panel is selected and the “Add” button is clicked, this item is added to the operation panel item display field 417. Note that for the item displayed in the operation panel item display field 417, the “delete” button is clicked to stop obtaining information from the operation panel. When the setting of items to be displayed on the operation panel is completed in this way, the “Close” button is clicked.

  When the “save” button on the operation setting screen 410 is clicked, the workflow management server 20 executes processing for confirming whether or not the operation panel item is set in the operation panel editor 415. Specifically, when the scan cooperation is set to “permit application or posting”, the following processing is executed.

  If an item that is an essential item and for which a default value is not set is not set as an operation panel item, the workflow management server 20 outputs an alarm. Specifically, it is displayed that “required items for which default values are not set are set as operation panel items”.

  In addition, when the number of items that are indispensable items and for which no default value is set is larger than a specified number (for example, four) that can be displayed on the operation panel, the workflow management server 20 outputs an alarm. Specifically, “not a form that can be applied or submitted by scanning cooperation” and “required items for which no default value is set exceeds the specified value” are displayed.

  If a range check control or calculation control is included in the form, the workflow management server 20 outputs an alarm. Specifically, “Not a form that can be applied or submitted by scanning cooperation” or “A range check control or calculation control exists in the form” is displayed.

  If there is no problem, the workflow management server 20 performs main registration of the form in the workflow master data storage unit 22. As a result, as shown in FIG. 9, the data input on the operation panel of the multifunction machine 10 is imported into the application form 450 recorded in the workflow master data storage unit 22, and the applicant's application form is completed. .

  Furthermore, the workflow management server 20 creates a form table including input items (operation panel items), input format, default value, and application availability flag set in the operation settings for the category code and application type code of this form. Register in the scan cooperation master data storage unit 24.

(Workflow application stage)
Next, processing in the workflow application stage will be described. Here, as shown in FIG. 5, the multi-function device 10 executes an operation panel screen display process (step S1-1). Specifically, the control unit 101 of the multifunction device 10 displays a service menu that can be used in the multifunction device 10 on the touch panel of the user IF unit 102. The service menu includes an icon for selecting “scan cooperation application” in addition to icons for selecting “copy”, “facsimile”, and “scanner”.

Next, the multifunction machine 10 executes a category selection process (step S1-2). Specifically, when selection of the “scan cooperation application” icon is detected on the touch panel of the user IF unit 102, the control unit 101 of the multifunction peripheral 10 acquires a category table from the server information storage unit 106. Then, the control unit 101 causes the category selection menu 500 shown in FIG. 10 to be displayed on the touch panel of the user IF unit 102. This category selection menu 500 displays an icon for selecting the employee category of the applicant. When any employee category icon is selected, the control unit 101 generates an additional information file by adding an XML tag indicating the applicant category code to the selected employee category code. Then, the control unit 101 stores the generated additional information file in the memory 105.

  Next, the multifunction machine 10 executes a form selection process (step S1-3). Specifically, the control unit 101 of the multifunction machine 10 acquires the application type code from the form table recorded in the server information storage unit 106. Then, the control unit 101 displays a form selection menu 510 illustrated in FIG. 11 on the touch panel of the user IF unit 102. In the form selection menu, an icon for selecting an application form for specifying application contents is displayed. Data related to the application type code is associated with this icon. When one of the application form icons is selected, the control unit 101 adds an XML tag indicating the application type code to the application type code of the application form and adds it to the additional information file in the memory 105. Record.

  Next, the multifunction machine 10 executes a form item input process (step S1-4). Specifically, the control unit 101 of the multifunction machine 10 acquires input items from a form table recorded in the server information storage unit 106. Then, the control unit 101 displays the input item menu 520 shown in FIG. 12 on the touch panel of the user IF unit 102. In this input item menu 520, an input item setting column for specifying the application content is displayed. This input item setting field includes input fields for “user name”, “route”, and “application necessity”. Further, it is possible to select and input various setting items corresponding to GUI components of “drop down list”, “numerical value”, “calendar”, and “time” according to the application type.

  Here, when the “user name” input field is selected, the control unit 101 outputs the soft keyboard 530 illustrated in FIG. 13 to the touch panel of the user IF unit 102 to input the employee code. The input employee code is additionally recorded in the additional information file with an XML tag indicating the applicant code.

  When the “Route” input field is selected, the control unit 101 outputs a route selection screen 540 shown in FIG. 14 to the touch panel of the user IF unit 102. On this route selection screen 540, selection icons for candidate approval routes recorded in the form table are displayed. Then, an XML tag is added to the selected route and additionally recorded in the additional information file.

  When the “application” input field is selected, the control unit 101 confirms the application propriety flag recorded in the form table. When the “application impossible” flag is recorded as the application availability flag, the control unit 101 causes the touch panel of the user IF unit 102 to output the screen 550 shown in FIG. On the other hand, when the “applicable” flag is recorded as the application permission flag, the control unit 101 causes the touch panel of the user IF unit 102 to output a screen 560 shown in FIG. If “not apply” is selected here, the control unit 101 assigns an “in preparation” flag to the application necessity XML tag and additionally records it in the additional information file. On the other hand, when “apply” is selected, the control unit 101 assigns an “application” flag to the application necessity XML tag and additionally records it in the additional information file. In the present embodiment, the information added to the application necessity XML tag functions as an application necessity instruction.

  When the “report date” input field is selected, the control unit 101 outputs the date screen 570 shown in FIG. 17 on the touch panel of the user IF unit 102. When the date set using the numeric keypad of the user IF unit 102 is input to the date screen 570 and the “OK” button is clicked, an XML tag is added and additionally recorded in the additional information file.

When the “work category” input field is selected, the control unit 101 outputs a work category setting screen 580 shown in FIG. 18 on the touch panel of the user IF unit 102. On this work category setting screen 580, a candidate selection icon for a work category recorded in the form table is displayed. Then, an XML tag is assigned to the selected work category and additionally recorded in the additional information file.

As described above, when necessary items are input in all the input item setting fields, a screen 590 set by the user is output as shown in FIG.
Next, the multifunction machine 10 performs a scan process (step S1-5). Here, the applicant places a document (reporter, voucher, etc.) attached to the application form on the reading surface of the scanner unit 103. Then, a start button of the user IF unit 102 of the multifunction machine 10 is pressed. When the start button is pressed, the control unit 101 causes the scanner unit 103 to execute scan processing.

  Next, the multifunction machine 10 executes a scan result generation process (step S1-6). Specifically, the control unit 101 of the multifunction machine 10 acquires scanned image data from the scanner unit 103 and records it in the memory 105. Then, the control unit 101 assigns an image identification code (common identifier) to the scanned image data and also assigns the same image identification code to the additional information file. Then, the control unit 101 transmits application request data including an attached file and an additional information file stored in the memory 105 to the server address recorded in the server information storage unit 106.

  The received attached file and additional information file are recorded in the temporary storage data storage unit 25 of the workflow management server 20. Then, the control unit 21 of the workflow management server 20 periodically checks the temporary storage data storage unit 25.

  If data is recorded in the temporary storage data storage unit 25, the workflow management server 20 executes an additional information file analysis process (step S1-7). Specifically, the XML tag of the additional information file is analyzed, and if an image identification code is assigned to the additional information file, the presence or absence of a corresponding attached file is confirmed. When there is an attached file corresponding to the image identification code, the control unit 21 of the workflow management server 20 transmits a reception completion notification to the multifunction machine 10. Further, even when an image identification code is not assigned to the additional information file, a reception completion notification is transmitted to the multifunction machine 10. In this case, the multifunction machine 10 deletes the attached file and the additional information file stored in the memory 105.

  Next, the workflow management server 20 executes an attached file size check process (step S1-8). Specifically, the control unit 21 of the workflow management server 20 compares the size of the attached file with a reference value held by the control unit 21.

  Next, when the size of the attached file exceeds the reference value (in the case of “YES” in step S2-1), the workflow management server 20 executes an error mail transmission process (step S2-2). Specifically, the control unit 21 of the workflow management server 20 acquires the applicant code recorded in the additional information file, and uses the organization table recorded in the workflow master data storage unit 22 to apply for the applicant code (employee Code) associated with the email address. Then, the control unit 21 transmits an e-mail notifying the specified size violation to the e-mail address.

Next, the workflow management server 20 executes application document generation processing (step S2-3). Specifically, the control unit 21 of the workflow management server 20 acquires the application form from the workflow master data storage unit 22 using the application type code recorded in the additional information file. And the control part 21 inserts each setting data with which each XML tag was provided in the additional information file into each input column of this application form, and produces | generates application data. Further, the control unit 21 registers the attached file in the application data.

  Here, when the application document cannot be created due to a leak of setting data in each XML tag corresponding to the item in the application form (in the case of “NO” in step S2-4), the workflow management server 20 Then, an error mail transmission process is executed (step S2-2). Also in this case, the control unit 21 of the workflow management server 20 acquires an e-mail address corresponding to the applicant code from the organization table recorded in the workflow master data storage unit 22, and could not create an application document. Send an email to notify you.

  On the other hand, if the application data has been successfully generated (“YES” in step S2-4), the workflow management server 20 executes a temporary storage process for the application document in the application data storage unit 23 (step S2-4). S2-5). In this case, a flag of “being created” is assigned as the status of the application data, and an attempt is made to save it in the application data storage unit 23.

  If temporary storage could not be performed (“NO” in step S2-6), the workflow management server 20 executes error mail transmission processing (step S2-2). Also in this case, the control unit 21 of the workflow management server 20 obtains an e-mail address corresponding to the applicant code from the organization table recorded in the workflow master data storage unit 22, and confirms that the primary storage could not be performed. Send an email to notify.

  On the other hand, if the temporary storage is successful (“YES” in step S2-6), the workflow management server 20 executes a status confirmation process (step S2-7). Specifically, the control unit 21 of the workflow management server 20 confirms a flag (an “in preparation” flag or an “application” flag) to which an application necessity XML tag is added in the additional information file.

  When the “application” flag is recorded in the additional information file (in the case of “application” in step S2-7), the workflow management server 20 executes application processing (step S2-8). Specifically, the control unit 21 of the workflow management server 20 uses the approver table recorded in the workflow master data storage unit 22 and uses the approver's employee category code corresponding to the route code set in the additional information file. Is identified. Then, the control unit 21 specifies an approver corresponding to the applicant code and the employee category code of the approver using the organization table, and includes it in the application data. Then, the control unit 21 changes the status of the application data to “waiting for approval”. Further, the control unit 21 specifies an e-mail address based on the employee code of the applicant, and transmits an e-mail notifying that the application has been made.

  On the other hand, when the “creation” flag is recorded in the additional information file (in the case of “creation” in step S2-7), the control unit 21 of the workflow management server 20 performs the application process (step S2-8). To skip.

  Then, the workflow management server 20 executes file deletion processing (step S2-9). Specifically, the control unit 21 of the workflow management server 20 deletes the attached file and the additional information file recorded in the temporarily saved data storage unit 25. This deletion process is also performed when the error mail transmission process (step S2-2) is executed. Thus, the scan cooperation process is completed.

(Approval stage of application)
Next, processing in the application approval stage will be described. Here, when the application process is performed, the workflow management server 20 specifies the approver using the route set in the application data recorded in the application data storage unit 23. Then, an approval request notification is transmitted to the approver terminal 40 of this approver.

  The approver that has received the approval request notification accesses the workflow management server 20 using the approver terminal 40. In this case, the workflow management server 20 performs user authentication by a known method. Then, the workflow management server 20 specifies an application to be approved by the user in the application data storage unit 23 and outputs it to the approver terminal 40.

  In this case, an approval screen 600 shown in FIG. 20 is output on the display of the approver terminal 40. Further, in the “work report” display area, data for specifying the attached file recorded in the application data storage unit 23 is recorded. When the “display” button in this area is clicked, the workflow management server 20 acquires the attached file associated with this application, and causes the display of the approver terminal 40 to output the attached file display screen 610. The approver confirms the display content of the approval screen 600 and the display content of the attached file display screen 610, and performs an application approval process.

As described above, according to the present embodiment, the following effects can be obtained.
In the above embodiment, the system administrator accesses the workflow management server 20 using the system administrator terminal 30 and calls a form creation screen for applying for a workflow. On the form creation screen 400, a GUI component used when applying for a workflow is arranged by dragging and dropping it on the layout arrangement field 403. Furthermore, a name is set as an attribute of this GUI component. Further, the operation panel editor 415 is activated in the operation setting of this form. In this case, the workflow management server 20 causes the form item selection field 416 to display items that can be set on the operation panel of the multifunction machine 10 for this form. As a result, the user can efficiently create scan cooperation master data for setting items to be acquired from the operation panel of the multifunction machine 10.

  In the above-described embodiment, the workflow management server 20 outputs an alarm when an item that is an essential item and is not set as a default value is not set as an operation panel item in a state where scan cooperation is possible. Even when interactive input with the workflow management server 20 cannot be performed on the operation panel of the multifunction machine 10, the workflow application can be reliably performed.

  In the above embodiment, the workflow management server 20 outputs an alarm when the number of items that are indispensable items and for which no default value is set is larger than a specified number (for example, four) that can be displayed on the operation panel. Accordingly, it is possible to suppress the scan cooperation that is difficult to input on the operation panel of the multifunction machine 10 and to apply the workflow reliably.

  In the above embodiment, the workflow management server 20 outputs an alarm when the form includes a range check control or a calculation control. In the interactive operation at the applicant terminal 35, control for performing calculation and range check can be realized. However, since the multifunction device 10 is not interactive, control at the time of input is not possible. Therefore, by preventing the application including such a control from being performed, it is possible to suppress the input of an illegal value.

In the above embodiment, the multifunction machine 10 executes the form item input process (step S1-4) and the scan process (step S1-5), and executes the scan result generation process (step S1-6). Thereby, an additional information file and an attached file for workflow application are generated. Then, the multifunction machine 10 transmits the attached file and the additional information file to the workflow management server 20. The control unit 21 of the workflow management server 20 executes application document generation processing using the received attached file and additional information file (step S2-3). Accordingly, an electronic workflow application can be made using a report such as a handwritten letter. Therefore, since the applicant can apply with a simple procedure, the convenience for the user can be improved. In addition, the approver can easily grasp the application content using the attached file.

  In the above embodiment, the workflow management server 20 executes the attached file size check process (step S1-8). Thereby, it is possible to prevent registration of a heavy attached file exceeding the reference value in the workflow. In this case, since the workflow management server 20 executes the error mail transmission process (step S2-2), the applicant can redo the application.

  In the above embodiment, the workflow management server 20 executes application document generation processing (step S2-3). If the application document cannot be created (“NO” in step S2-4), the workflow management server 20 executes an error mail transmission process (step S2-2). Thereby, there is a leakage of setting data in each XML tag corresponding to the item in the application form, and when the application is incomplete, the applicant can redo the application.

  In the above embodiment, the workflow management server 20 executes a temporary storage process for the application document with respect to the application data storage unit 23 (step S2-5). If temporary storage could not be performed (“NO” in step S2-6), the workflow management server 20 executes error mail transmission processing (step S2-2). As a result, if the application cannot be put on the workflow for some reason, the applicant can redo the application.

  In the above embodiment, the workflow management server 20 executes status confirmation processing (step S2-7). When the “application” flag is recorded in the additional information file, the workflow management server 20 changes the status of the application data to “waiting for approval”. Thereby, when the direct application from the multifunction device 10 is permitted, the application can be performed as it is.

  On the other hand, when the “creation” flag is recorded in the additional information file, the control unit 21 of the workflow management server 20 skips this status change process (step S2-8). As a result, the status of the application data is maintained as “Creating”. Therefore, the application can be postponed in applications that require input from the applicant terminal 35.

In addition, you may change the said embodiment into the following aspects.
In the above embodiment, in response to an instruction from the user, the control unit 101 of the multifunction machine 10 acquires the data stored in the scan cooperation master data storage unit 24 and records it in the server information storage unit 106. The acquisition timing of the data stored in the scan cooperation master data storage unit 24 is not limited to this. For example, the control unit 101 of the multifunction machine 10 acquires the data stored in the scan cooperation master data storage unit 24 and records it in the server information storage unit 106 at a predetermined timing such as at regular timing or at startup. It is also possible to configure. Thereby, it is possible to prevent the user from forgetting to update.

In addition, when the data stored in the scan cooperation master data storage unit 24 is updated, an update notification is transmitted from the workflow management server 20 to the multifunction device 10, and the multifunction device 10 responds to the scan cooperation master data storage unit 24. It is also possible to obtain the stored data and record it in the server information storage unit 106. As a result, the latest scan cooperation master data can be provided to the multifunction peripheral 10 while reducing communication traffic.

  In the above embodiment, the multifunction machine 10 executes the form item input process (step S1-4). In this case, an XML tag is assigned to the selected route and additionally recorded in the additional information file. Then, the control unit 21 of the workflow management server 20 uses the approver table recorded in the workflow master data storage unit 22 to identify the employee category code of the approver corresponding to the route code set in the additional information file. . Alternatively, the control unit 21 of the workflow management server 20 can determine the approver based on the applicant code and the application type code. In this case, in the approver table, data related to the employee category code of the approver who approves the application is recorded for each employee category code and application type code as the applicant. Then, the control unit 21 specifies the affiliation code and the employee category code from the applicant's employee code. Next, using the employee category code and application type code, the employee category code of the approver is specified from the approver table. Then, the approver is specified using the applicant's affiliation code and the approver's employee category code. Thereby, the applicant can set an appropriate approver without setting an approval route.

  In the above embodiment, in response to an instruction from the user, the control unit 101 of the multifunction machine 10 acquires the data stored in the scan cooperation master data storage unit 24 and records it in the server information storage unit 106. The timing of recording in the server information storage unit 106 is not limited to this. For example, when the “scan cooperation application” icon is selected in the service menu, the multifunction machine 10 can acquire data stored in the scan cooperation master data storage unit 24 of the workflow management server 20. Moreover, it is also possible to acquire the data stored in the scan cooperation master data storage unit 24 periodically.

  In the above embodiment, the control unit 101 of the multifunction machine 10 transmits the attached file and the additional information file stored in the memory 105 to the server address recorded in the server information storage unit 106. The transmission timing of the attached file and the additional information file does not have to be the same, and may be different. In this case, in the additional information file analysis process, the workflow management server 20 waits for a predetermined time when there is no attached file of the image identification code recorded in the additional information file. Then, when the additional information file and the attached file are prepared, subsequent processing is executed. Thereby, even when the reception timing is shifted depending on the communication status or the like, the application data can be accurately created.

  In the above embodiment, the control unit 101 of the multifunction machine 10 transmits the attached file and the additional information file stored in the memory 105 to the server address recorded in the server information storage unit 106. The received attached file and additional information file are recorded in the temporary storage data storage unit 25 of the workflow management server 20. The file transfer method is not limited to such a push type, and polling from the workflow management server 20 may be performed, and an attached file and additional information file may be acquired by a pull type.

  In the above embodiment, the multifunction machine 10 is used as the scanner unit. However, the present invention is not limited to this, and an apparatus (for example, a scanner apparatus or a facsimile apparatus) capable of executing the scanner process can be used. Further, the number of scanner units of the multifunction machine 10 or the like is not limited to one, and it is possible to configure the scanner unit to perform scan cooperation with a plurality of scanner units.

  In the above embodiment, the approver uses the approver terminal 40 to execute the approval process. Alternatively, the approval process can be executed using the operation panel of the multifunction machine 10.

  In the above embodiment, when the “user name” input field is selected, the control unit 101 outputs a soft keyboard to the touch panel of the user IF unit 102 to input an employee code. Alternatively, the multifunction device 10 may be provided with a card reader, and using this card reader, data recorded on the employee card (for example, an employee code) may be read and registered as the user name of the applicant. Is possible. Thereby, it is possible to prevent an employee code of another person from being input without permission.

  In the present embodiment, the employee category is used as the upper hierarchy of the application form, but the category is not limited to this. It is also possible to select an application form directly without providing a category.

1 is a schematic diagram of a system according to an embodiment of the present invention. Explanatory drawing of the functional block of the multifunction machine. Explanatory drawing of a workflow management server. Explanatory drawing of the data recorded on the scan cooperation data storage part. Explanatory drawing of the process sequence of one Embodiment of this invention. Explanatory drawing of the process sequence of one Embodiment of this invention. Explanatory drawing of the screen displayed on the display of a system administrator terminal. Explanatory drawing of the screen displayed on the display of a system administrator terminal. FIG. 3 is an explanatory diagram of input and setting in a form in a multifunction machine. Explanatory drawing of the screen displayed on the touch panel of a multifunction device. Explanatory drawing of the screen displayed on the touch panel of a multifunction device. Explanatory drawing of the screen displayed on the touch panel of a multifunction device. Explanatory drawing of the screen displayed on the touch panel of a multifunction device. Explanatory drawing of the screen displayed on the touch panel of a multifunction device. Explanatory drawing of the screen displayed on the touch panel of a multifunction device. Explanatory drawing of the screen displayed on the touch panel of a multifunction device. Explanatory drawing of the screen displayed on the touch panel of a multifunction device. Explanatory drawing of the screen displayed on the touch panel of a multifunction device. Explanatory drawing of the screen displayed on the touch panel of a multifunction device. Explanatory drawing of the screen displayed on the display of an approver terminal.

Explanation of symbols

  DESCRIPTION OF SYMBOLS 10 ... MFP, 20 ... Workflow management server, 21 ... Control part, 22 ... Workflow master data storage part, 23 ... Application data storage part, 24 ... Scan cooperation master data storage part, 25 ... Temporary storage data storage part, 30 ... System administrator terminal.

Claims (8)

An input unit that accepts information on setting items for the application type identifier and the applicant identifier, a linkage data storage unit that stores the item name and item tag in association with the setting item, and generates scan image data by reading the document A user terminal equipped with scanner means for
Workflow management that determines the approver using the form storage means that stores the application form including the item name and item tag for each setting item for each application type identifier, and the application type identifier and applicant identifier, and executes the application process A workflow processing system configured to include a management server including means,
The user terminal is
Using the linkage data storage means, the application type identifier set in the input means, the applicant identifier, and the information set corresponding to the item name displayed in the input means are recorded in association with each item tag Generate additional information file,
Send application request data including the scanned image data generated by the scanner means and the additional information file to the management server,
The management server is
In the form storage means, an application form is identified using an application type identifier included in the additional information file,
Using the item tag associated with the setting item, the information included in the additional information file is set in the application form recorded in the form storage means to generate application data, and an attachment file is added to the application data. Register,
In the workflow management means, an approver is determined using the set application type identifier and the applicant identifier, and an application process is executed using the application data. The user terminal gives a common identifier to the additional information file generated together with the scanned image data,
The workflow processing system according to claim 1, wherein the management server generates application data using scan image data and an additional information file to which a common identifier is assigned. The user terminal obtains an application necessity instruction input by the applicant through the input means,
In the application request, including information about the acquired application necessity instruction,
The workflow processing system according to claim 1, wherein the management server changes a status of application data in accordance with an application necessity instruction included in the application request.   The management server compares the size of the acquired scanned image data with a reference value, and if it exceeds the reference value, cancels the application process in the workflow management means and notifies the contact information of the applicant The workflow processing system according to any one of claims 1 to 3.   The management server cancels the application process in the workflow management means when the application data in which the information related to the setting items included in the additional information file cannot be generated in the application form, and contacts the applicant. The workflow processing system according to any one of claims 1 to 4, wherein a notification is made to a destination. When the management server receives an application type identifier from a system administrator terminal and newly acquires an application form including an item name and an item tag for a setting item, the item name is displayed on the system administrator terminal. , Select the item name to be set in the input means of the user terminal,
The information related to the item tag corresponding to the selected item name and the application type identifier is transmitted so as to be stored in the cooperative data storage unit of the user terminal. The described workflow processing system. An input unit that accepts information on setting items for the application type identifier and the applicant identifier, a linkage data storage unit that stores the item name and item tag in association with the setting item, and generates scan image data by reading the document A user terminal equipped with scanner means for
Workflow management that determines the approver using the form storage means that stores the application form including the item name and item tag for each setting item for each application type identifier, and the application type identifier and applicant identifier, and executes the application process A processing method for managing a workflow using a workflow processing system configured to include a management server including means,
The user terminal is
Using the linkage data storage means, the application type identifier set in the input means, the applicant identifier, and the information set corresponding to the item name displayed in the input means are recorded in association with each item tag Generate additional information file,
Send application request data including the scanned image data generated by the scanner means and the additional information file to the management server,
The management server is
In the form storage means, an application form is identified using an application type identifier included in the additional information file,
Using the item tag associated with the setting item, the information included in the additional information file is set in the application form recorded in the form storage means to generate application data, and an attachment file is added to the application data. Register,
A workflow processing method characterized in that, in the workflow management means, an approver is determined using the set application type identifier and applicant identifier, and application processing is executed using the application data. When the management server receives an application type identifier from a system administrator terminal and newly acquires an application form including an item name and an item tag for a setting item, the item name is displayed on the system administrator terminal. , Select the item name to be set in the input means of the user terminal,
8. The workflow processing method according to claim 7, wherein information relating to the item tag corresponding to the selected item name and the application type identifier is transmitted so as to be stored in the cooperation data storage unit of the user terminal.

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