JP2009064243A - Document management device, document management method, and document management program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management device, a document management method and a document management program for managing the edition history of a file to be shared by a plurality of users. <P>SOLUTION: A document management server 2 for managing a registration file 25 stored in a registration file storage part 16 acquires an update file by updating the registration file 25 and designation applied to the update file; determines whether or not the registration file 25 whose designation is the same as that of the update file is stored in the registration file storage part 16; stores the registration file 25 in an old edition file registration part 17 as an old edition file 26 when the registration file 25 whose designation is the same as that of the update file is stored; stores a form update date 27 including the creation date of the update file for every registration file 25; registers the update file as the latest edition registration file 25, and displays the update history of the registration file at the display of the client. <P>COPYRIGHT: (C)2009,JPO&INPIT

Description

  The present invention relates to a document management apparatus, a document management method, and a document management program.

2. Description of the Related Art Conventionally, an apparatus that supports creation of a web page (hereinafter referred to as a form) for inputting data or registering a file is known (see, for example, Patent Document 1). By using such an apparatus, the user can easily create a form by assembling form components such as a check box and a file attachment field, even if the user does not have specialized knowledge. In addition, it is possible to easily add and edit form components to an already created form.
JP 2004-178133 A

  However, when sharing a file among multiple users on a form created as described above, each user can edit, so it cannot be determined whether there is a change in the initial file. . In addition, since a shared file that has already been registered is overwritten by a new file due to editing work, even if it is desired to check the previous file, it cannot be confirmed.

  The present invention has been made in view of the above problems, and an object thereof is to provide a document management apparatus, a document management method, and a document management program capable of managing an editing history of a file shared by a plurality of users. There is.

  The present invention provides a document management apparatus for managing a registration file stored in a registration file storage unit, an update file acquisition unit that acquires an update file that updates the registration file, and a name assigned to the update file, A file search unit for determining whether or not the registration file having the same name as the update file is stored in the registration file storage unit; and the registration file having the same name as the update file is stored. An old version file registration means for storing the file as an old version file in the old version file storage means, history information including the creation date and time of the update file, history information registration means for storing for each registered file, and the update file of the latest version An update file registration means for registering as the registration file; And history display means for displaying on the display means, when entering a browse request of the old file, reads the 該旧 version file from the old file storage means, and a previous version file display means for displaying on the display means.

  According to this configuration, when a registration file having the same name as the update file exists, the already stored registration file is accumulated as an old version file. In addition, history information including the creation date and time of the update file can be accumulated and displayed on the display means. That is, since version management can be performed for each file, a history can be viewed when a file is shared among a plurality of users.

In this document management apparatus, for each group of the registered files displayed as a list, selection display means for displaying a screen for selecting whether or not version management is performed on the display means, and whether or not version management is performed for each group Management information storage means for storing management information indicating that, when it is determined to perform version management based on the management information, the old version file is accumulated and the history information is accumulated, and version management is not performed. When the determination is made, the update file is stored as a new registration file.

According to this configuration, since the user can select whether or not to perform version management, it is possible to suppress an increase in accumulated data without performing version management for a file that does not require version management.
In this document management apparatus, the history display means displays the update history for each registered file in the list of registered files.

According to this configuration, since an update history is displayed for each registered file, convenience when sharing the file is improved.
The present invention provides a document management method for managing a registration file using a registration file storage unit that stores a registration file and a control unit, wherein the control unit updates the registration file, and the update file Obtaining a name assigned to the file; determining whether the registration file having the same name as the update file is stored in the registration file storage; and the name having the same name as the update file. When a registration file is stored, the step of accumulating the registration file as an old version file, the step of accumulating history information including the creation date and time of the update file for each registration file, and the latest version of the update file Registering as the registered file and displaying the update history of the registered file on the display means. A step, when entering the browse request of the old file, and a step of reading the 該旧 version file from the old file storage means, and displays on the display means.

  According to this method, when a registration file having the same name as the update file exists, the already stored registration file is accumulated as an old version file. In addition, history information including the creation date and time of the update file can be accumulated and displayed on the display means. That is, since version management can be performed for each file, a history can be viewed when a file is shared among a plurality of users.

  The present invention provides a document management program for managing a registration file using a registration file storage unit that stores a registration file and a control unit, and the control unit includes: an update file that updates the registration file; An update file acquisition unit for acquiring a name assigned to the file, a file search unit for determining whether or not the registration file having the same name as the update file is stored in the registration file storage unit, and the update file A history file that stores, for each registration file, history information including the date and time of creation of the update file, and an old version file registration unit that stores the registration file as an old version file. An information registration means and an update file for registering the update file as the latest version of the registration file; When the registration means, the history display means for displaying the update history of the registered file on the display means, and the browsing request for the old version file are input, the old version file is read from the old version file storage means and displayed on the display means. It functions as an old file display means for displaying.

  According to this program, when a registration file having the same name as the update file exists, the already stored registration file is accumulated as an old version file. In addition, history information including the creation date and time of the update file can be accumulated and displayed on the display means. That is, since version management can be performed for each file, a history can be viewed when a file is shared among a plurality of users.

Hereinafter, an embodiment embodying the present invention will be described with reference to FIGS. FIG. 1 is a schematic diagram of a document management system 1. The document management system 1 has a document management server 2 as a document management apparatus and a plurality of clients 5. The document management server 2 and the client 5 are connected via a network N such as a LAN (Local Area Network), and the client 5 uploads various files to the document management server 2.

  The client 5 is a terminal used by a user who uses the document management system 1, and stores data registered in the document management server 2 in a group such as each office or each department, or a group to which the same authority is given. Can be shared. The client 5 includes a computer (not shown) having a CPU, RAM, and ROM, and includes an input device I such as a display D, a mouse, and a keyboard as display means. The computer stores software capable of creating documents such as web browser software and spreadsheet software.

  As shown in FIG. 2, the document management server 2 includes a CPU 10, a RAM 11, a ROM 12, a communication interface (I / F) 13, a history information registration unit, a registration cabinet storage unit 15 as a management information storage unit, and a web data storage unit 14. have. In addition, a registration file storage unit 16 as a registration file storage unit, an old version file storage unit 17 as an old version file storage unit, an input data storage unit 18, and a part data storage unit 19 are provided.

  The CPU 10 performs various controls based on a document management program stored in the RAM 11 (or ROM 12). Further, the CPU 10 transmits and receives various data to and from the client 5 via the communication interface 13. The CPU 10 corresponds to update file acquisition means, file search means, old version file registration means, history information registration means, update file registration means, history display means, old version file display means, selection display means, and control means.

  The registered cabinet storage unit 15 is an area provided in an external storage medium such as a hard disk, and is provided for each cabinet for managing documents. The cabinet is a database created by the user in the document management server 2 in accordance with the application and user, and one or a plurality of forms F are registered in the cabinet. The form F is a screen on which the user inputs data to be registered in the cabinet, or a screen that displays information registered by the user (see FIG. 10). The user can set the layout, description items, and the like of the form F. When a plurality of cabinets are registered by the user, the same number of registered cabinet storage units 15 as the number of registered cabinets are generated.

  The form code 15F registered in the registered cabinet storage unit 15 is a data group for displaying the form F registered in the cabinet, and is described in XML (Extensible Markup Language) or the like. The form code 15F includes a plurality of files for causing the form F to function as a display screen and an input screen, such as a program for registering data input to the form F, in addition to data for displaying the form F itself. Refers to the data group. In this embodiment, XML is used, but another language such as HTML may be used.

  Each form code 15F is configured by incorporating each part P selected by the user into a predetermined area. For this reason, the parts P included in each form code 15F are different from each other. In the present embodiment, “parts” are subdivided programs for displaying titles displayed on the form F, radio buttons, pull-down menus, file attachment fields, and the like. For example, a code for displaying a radio button is associated with the part of “radio button”, and a code for displaying a pull-down menu is associated with “pull-down menu”.

Further, when the file attachment part PF for displaying the file attachment field is included in the form code 15F, as shown in FIG. 2, thumbnail setting data 20, version management setting data 21 as management information, history Update history data 22 as information is stored in the registered cabinet storage unit 15.

  The thumbnail setting data 20 and the version management setting data 21 indicate the setting items for the registered file 25 registered by the user in the file attachment field FA (see FIG. 6) as a file list. The update history data 22 indicates the update history for the form code 15F and all files related to the form code 15F.

  The form code 15F includes an edit time limit 24. The editing time limit 24 indicates a time during which one user can edit one form F. Within this time limit, an exclusive restriction that prohibits editing by other users is performed while the user is editing, but when the time limit is exceeded, the restriction is canceled and editing is possible for other users. To. This editing time limit 24 stores the time selected by the user for the form among “unlimited” or “15 minutes”, “30 minutes” or the like indicating that no limit is set. Yes.

  The registered file storage unit 16 stores a registered file 25 uploaded in the file attachment field FA in the form F. The document management server 2 associates the file attachment part PF of the form code 15F with the registration file 25, and can determine to which area the registration file 25 corresponds and the corresponding form code 15F. Store like so.

  In addition, the old version file storage unit 17 stores the registration file 25 before the file update as an old version file 26. Each old version file 26 is stored in association with the file attachment part PF of the form code 15F. For example, when the registration file 25 is updated twice, two old version files 26 are stored in association with one file attachment part PF.

  The web data storage unit 14 stores web data 30 and icon data 31. The web data 30 is data for displaying a registered cabinet, form, screen for designing a form, or the like by a browser stored in the client 5, and is described in a language such as XML or HTML.

The icon data 31 is image data in a bitmap format or the like for displaying an icon image of a file on the document management screen.
In the input data storage unit 18, data input by the user on the form F is stored as input data 27 in association with the form F.

  Parts data 35 is stored in the parts data storage unit 19. The part data 35 stores a code corresponding to each part P (see FIG. 8) that can be selected by the user. The part P indicates data for displaying elements for forming the form F, such as radio buttons and pull-down menus, or data for functioning as an input unit for inputting data. For example, the code for displaying the title name on the form F is stored in the part data 35 of “title”, and the text that allows the user to input only one line of data in the part data 35 of “single line text input”. A code for displaying the input unit on the form F and storing the input data in association with the form F in the input data storage unit 18 is stored.

As shown in FIG. 3, the part data 35 includes a part name 35a and a code description part 35b. The part name 35a indicates “title”, “single line text input”, “list selection”, “file attachment field”, and the like, and corresponds to each part P. The part description unit 35b stores a code corresponding to the part P. For example, when the user selects “title”, the part data 35 whose part name 35a is “title” is read by the CPU 10, and the code description part 35b is read into a predetermined area of the form under design.

  When the form F is created in this way, the user stores the form code 15 </ b> F of the form F in the registered cabinet storage unit 15 using the client 5. When a user views the form F stored in the registered cabinet storage unit 15, a user belonging to a group that can view the form F uses the client 5 to view the registered information. Call form F. The document management server 2 reads out the form code 15 </ b> F and the corresponding input data 27 and transmits it to the client 5. The computer of the client 5 analyzes the code transmitted using the browser, and displays the form F based on the form code 15F on the display D.

Next, a document management procedure viewed from the user side will be described using a screen displayed on the display D of the client 5.
First, the user logs in to the document management server 2 according to a login screen (not shown) using the input device I of the client 5. Note that there are a management user who performs various settings and a general user who does not have the setting authority, and the management user is given a higher authority than the general user when logging in. When explaining without distinguishing each user, it demonstrates only as a user.

FIG. 4 is a screen diagram of the cabinet list screen 50 displayed on the display D of the client 5.
On the cabinet list screen 50, a cabinet list 50a is displayed. The cabinet list 50a displays cabinet names set by the user for each theme. When the user selects one of the cabinets using the input device I of the client 5, the client 5 makes a data request in the selected cabinet to the document management server 2. Upon receiving this request, the document management server 2 generates a list in which the names of all the forms F in the cabinet are arranged based on the form code 15F in the cabinet and transmits the list to the client 5. The client 5 displays a data list screen 51 shown in FIG. 5 on the display D of the client 5 based on the received list.

  On the data list screen 51, a form list 51a indicating the form F stored in the cabinet is displayed based on the list transmitted from the document management server 2. When the browsing operation unit 51b corresponding to each form F is operated, a corresponding form code 15F or the like is transmitted from the document management server 2. Then, the client 5 transitions to the form confirmation screen 52 shown in FIG. 6 based on the received form code 15F.

  Form F is displayed on the form confirmation screen 52. The layout and description items of this form F differ depending on each form F. The form F shown in FIG. 6 displays fields F1 to F4 indicating attributes such as a category and date, a file attachment field FA indicating the registration file 25 registered in the document management server 2 with an icon image 40, and the like. Yes. Also, a creation button F6 for creating a new form F, an edit button F7 for editing the registered form F, and a delete button F8 for deleting the form F are displayed. By operating the creation button F6, a new form F is created, and the form F can be registered by saving the form F in the document management server 2.

Next, a case where the user creates a new form F will be described. FIG. 7 is a screen diagram of the design screen 53 in the initial state. For example, when the user operates the input device I of the client 5 and selects the creation button F6 on the form confirmation screen 52, the screen transitions to the design screen 53.

  On the design screen 53, an add button 53a, a preview button 53b, a style setting button 53c, a public button 53d, and a save button 53e are displayed. The add button 53a is a button for adding parts. When the add button 53a is selected, a parts selection screen 54 shown in FIG. 8 is displayed.

  The parts selection screen 54 displays parts P corresponding to “single line text”, “multiple line text”, “numerical value input”, “date / time”, “history”, “list selection”, and the like. When one of the displayed parts P is selected by the user's operation, the CPU 10 of the document management server 2 reads the part data 35 corresponding to the selected part P, and the code description part of the part data 35 35b is read into a predetermined area of the form code 15F.

  For example, when the “title” part P is selected, a setting screen (not shown) for setting a title name and the like is displayed on the display D of the client 5. When the form F is updated after inputting the title name and the like, the added title 53f is displayed on the design screen 53 as shown in FIG. Thereafter, when each part P is selected and the save button 53e is selected and updated each time the form F is updated, a form F as shown in FIG. 10, for example, is created. The title display field F11 is configured by a “title” part P (code description portion 35b), and the slip input field F12 is configured by an “auto number” part P that automatically assigns a number. Further, the date input field F13 is configured by a “date / time” part P, and the type setting field F14 is configured by a “single selection” part P. The person-in-charge input field F15 and the product name selection field F16 are configured by parts P of “single line text input” and “single selection”, respectively. The file attachment field FA is constituted by a part P of “file upload”.

  When the form F is created in this way, the save button 53p on the design screen 53 is selected and updated. The CPU 10 of the document management server 2 registers the form code 15 </ b> F newly created or edited by the user in the registration cabinet storage unit 15.

(Thumbnail display function)
Next, a function for displaying a thumbnail image of a file will be described.
FIG. 11 shows a main part of a setting screen 55 as a selection screen for the file attachment part PF. The setting screen 55 is a screen on which a management user having setting authority performs settings for the file attachment field FA of the form F, and can set whether or not thumbnail display is possible and the size of the thumbnail image 41. On the setting screen 55, a display selection unit 55a, a size setting unit 55b, a setting button 55c, and the like are displayed.

  The display selection unit 55a selects whether or not to display thumbnails in the form F for the registered file 25 associated with the file attachment field FA. When the check box 55r of the display selection section 55a is not checked, the normal file icon image 40 (see FIG. 6) is displayed. When the check box 55r is checked, the pull-down menu 55p of the size setting unit 55b is enabled. In the present embodiment, in the pull-down menu 55p, three sizes of “small (64 pixels × 64 pixels)”, “medium (128 pixels × 128 pixels)”, and “large (256 pixels × 256 pixels)” can be selected. Is displayed. Here, it is only necessary that the thumbnail size can be set to a user's desired size, and the size selectable by the size setting unit 55b may be other than three types. Alternatively, the user may be able to set an arbitrary size.

The user selects the thumbnail display of the file with the display selection unit 55a, and the size setting unit 5
When the setting button 55c is operated after selecting a desired size in 5b, the client 5 transmits the data set in the setting screen 55 to the document management server 2 such as thumbnail display availability and thumbnail image size. . The document management server 2 stores the received data as thumbnail setting data 20 in the registered cabinet storage unit 15 in association with the file attachment part PF.

  Next, a processing procedure when the document management server 2 displays a thumbnail image on the display D of the client 5 will be described with reference to FIG. When the form F is called from the client 5, the CPU 10 of the document management server 2 determines whether or not the file attachment field FA is present in the display target form F (step S1-1). Specifically, the CPU 10 determines whether or not the file attachment part PF is included in the form code 15F.

  If the file attachment part PF is not included in the form code 15F, it is determined that there is no file attachment field FA in the form F (NO in step S1-1), and the process ends. On the other hand, when the CPU 10 detects the file attachment part PF in the form code 15F (YES in step S1-1), the thumbnail setting data 20 associated with the file attachment field FA is extracted (step S1-2). . If the form F includes a plurality of file attachment fields FA, each thumbnail setting data 20 corresponding to each file attachment field FA is extracted.

  Further, the CPU 10 determines whether or not to display the thumbnail image based on the thumbnail setting data 20 (step S1-3), and determines that the thumbnail display is not performed (NO in step S1-3), the icon. Data 31 is read and a normal icon image 40 is displayed (step S1-4).

  On the other hand, when it is determined in step S1-3 that thumbnail display is to be performed (YES in step S1-3), the set size or the like is read out from the thumbnail setting data 20 (step S1-4). Further, the CPU 10 generates thumbnail display data for displaying the thumbnail on the client 5 based on the set size (step S1-5). Specifically, the CPU 10 reads the registration file 25 that is a target of thumbnail display, converts the registration file 25 into an image, and generates image data such as a bitmap format. Further, the image data is compressed to a set size and temporarily stored as thumbnail display data. Furthermore, an identifier such as a path from the root directory indicating which registered file 25 the thumbnail corresponds to is added to the header of the stored thumbnail data. When thumbnail display data is generated in this way, the data is transmitted to the client 5. As a result, the client 5 displays a thumbnail image 41 of the file as shown in FIGS. 13 and 14. 13 and 14 show only the file attachment field FA in the form F.

  Form F shown in FIG. 13 is a form F in a state where thumbnail display is set for the upper file attachment field FA1, and icon display is set for the lower file attachment field FA2. The upper file attachment field FA1 displays a thumbnail image 41 having a size of “medium”. In this way, the thumbnail setting can be set for each file attachment field FA. Therefore, the thumbnail display is set only for the file attachment field FA that needs to be displayed, and the data amount of the entire form F is increased. Suppress.

  FIG. 14 shows the file attachment field FA in which the thumbnail image 41 having the size “large” is displayed. Although the thumbnail image 41 having a size of “large” is difficult to discriminate relatively small characters in the file, it is possible to discriminate a headline or the like depending on the font size, and to discriminate the file layout.

  The user grasps the outline of the field and type of the file by the thumbnail image 41, and designates the file to be browsed by operating the input device I. At this time, the identifier (file name, URL, etc.) of the registration file 25 associated with the thumbnail image 41 is transmitted from the client 5 to the document management server 2. The CPU 10 of the document management server 2 reads the registration file 25 corresponding to the selected thumbnail image 41 from the registration cabinet storage unit 15 and transmits it to the client 5. The client 5 expands the received registration file 25 and displays it on the display D.

  That is, when displaying the thumbnail image 41 in the file attachment field FA, if the number of files is large and the thumbnail image 41 is desired to have the minimum necessary size, the thumbnail size is set to “small” and small. A thumbnail image 41 can be displayed. In addition, when the number of files is small and the outline of the file cannot be grasped unless enlarged display is performed, the thumbnail size 41 can be set to “large” and the large thumbnail image 41 that can grasp the fine layout can be displayed.

  As described above, whether to display thumbnails can be set according to the user's request, and the size of the thumbnail image 41 can also be set according to the file contents, so that customization according to the user is possible.

(Version management function)
Next, the file version management function (version management function) will be described. The version management function of the present embodiment is a function having an update history of the registration file 25 in units of files.

  In addition to a setting unit for setting thumbnails, a version management selection unit 55d is further displayed on the setting screen 55 shown in FIG. The version management selection unit 55d selects whether or not to perform version management of the registered file 25 in the file attachment field FA. When the check box 55s of the version management selection unit 55d is checked by a user operation, the client 5 transmits data indicating “version management exists” to the document management server 2, and the document management server 2 manages the version management data. It is stored in the registered cabinet storage unit 15 as setting data 21 (see FIG. 2). From that point of time, the registration file 25 is associated with the update history data 22 indicating the update history.

  Here, the procedure when the registration file 25 is updated will be described with reference to FIG. First, the CPU 10 of the document management server 2 waits for a file upload request from the client 5 (step S2-1). When the client 5 uploads a file, the update file is transmitted together with the upload request. In addition, the identifier of the file attachment field FA in which the update file is registered is transmitted.

  When an upload request is received and an update file to be registered is received from the client 5 (YES in step S2-1), the file attachment field FA corresponding to the file is determined based on the received identifier. Further, it is determined whether or not there is a registered file 25 having the same file name as the received update file among the registered files 25 associated with the file attachment field FA (step S2-2). If there is no registration file 25 having the same file name (NO in step S2-2), the file received from the client 5 is set as a new registration file 25 and stored in the registration cabinet storage unit 15 (step S2-3).

On the other hand, if it is determined in step S2-2 that the registered file 25 having the same name has already been stored in association with the same file attachment field FA (YES in step S2-2), the CPU 10 of the document management server 2 performs version management. It is determined whether there is a setting (step S
2-4). Specifically, the version management setting data 21 corresponding to the received identifier of the file attachment field FA is extracted, and the presence / absence of version management setting is determined based on the data included in the version management setting data 21.

  If version management is not set, that is, if it is set not to perform version management (NO in step S2-4), the process returns to step S1-1 and waits for the next file to be uploaded. If the version management setting has been made (YES in step S2-4), the registered file 25 already registered is stored in the old version file storage unit 17 as the old version file 26 (step S2-5). The received new file is overwritten as the registration file 25 (step S2-6).

  Further, the CPU 10 updates the history corresponding to the registration file 25 (step S2-7). That is, the update date and time and the updated user identifier are added to the update history data 22 as a history, and the old version file 26 stored in the old version file storage unit 17 is associated with this history.

  When the document management server 2 displays the form F including the file attachment field FA on the display D of the client 5, the CPU 10 refers to the version management setting data 21 of the form code 15F and the version of the registration file 25. Determine whether management is set. When version management is set, the update history data 22 is read and transmitted to the client 5 together with the form code 15F.

  As a result, as shown in FIG. 16A, a history display portion FA3 is displayed for each file next to the file icon image 40 in the file attachment field FA of the form. When the history display portion FA3 is selected by a user operation, a history list FA4 is displayed next to the icon image 40 as shown in FIG. The history display part FA3 and the history list FA4 may be displayed next to the thumbnail image 41.

  The history list FA4 is a table based on the update history data 22, and displays the date, user name, file size, etc. When the date is manipulated, the client 5 sends a transmission request for the corresponding old version file 26 to the document management server. 2 is performed. The user can check the old version file 26 updated in the past on the display D of the client 5. In addition, the history list FA4 can confirm the update time and the attribute of the user who made the update.

  In this way, since the user can determine whether or not to display the history list FA4 for each file attachment field FA, version management is performed only for files that require version management, and the number of old version files 26 is determined. Can be suppressed.

(Edit restriction function)
Next, the edit restriction function for form F will be described. FIG. 17 shows a main part of the restriction setting screen 56 for the form F. On the limit setting screen 56, a time limit selection unit 56a and a setting operation unit 56b are displayed.

  The time limit selection unit 56a can select a time such as “unlimited”, “15 minutes”, “30 minutes”, and the like. If “unlimited” is selected, editing is not restricted, and only the editing user is given editing authority.

When the user operates the input device I to select a time limit by the time limit selection unit 56a and selects the setting operation unit 56b, data indicating the selected time is transmitted from the client 5 to the document management server 2. The When the document management server 2 receives the data, the form management code 1
It is stored in the registered cabinet storage unit 15 as an editing time limit 24 of 5F.

  As a result, editing restrictions are set for the form code 15F and all related files such as the registration file 25 associated with the form code 15F. When “unlimited” is selected, when the user starts editing, the CPU 10 sets an editing flag (not shown) to “ON” to indicate that the user is editing. The RAM 11 temporarily stores the identifier of the user who is editing. While this editing flag is on, only the editing user can edit until the editing user logs out. When another user operates the editing button F7 (see FIG. 6), an error screen is displayed on the client 5. It is displayed on the display D.

  When a time such as “30 minutes” is selected as the time limit, the CPU 10 of the document management server 2 counts the elapsed time from the editing start time of the form F and the registration file 25 and sets the editing flag to “ON”. To do. Then, when the elapsed time exceeds a predetermined time, the editing flag is set to “off” so that other users can edit. When another user who has logged in reads and edits the form F from the document management server 2 while the editing flag is “off”, the editing authority is given to the user and the editing flag is set to “on”. To do.

  That is, the document management system 1 manages the registration file 25 and the form code 15F for each form F. Therefore, the document management system 1 does not restrict editing for one file, but the form code 15F and all of the forms code 15F related to the form code 15F. Restrict files and data. For this reason, for example, even though one user is editing the registered file 25 associated with the file attachment field FA, the other user deletes the file attachment field FA from the form F and forms it as the form F. It is possible to prevent the consistency of the data from being maintained. Further, since the editing limit can be adjusted according to the time set by the user, the editing limit time can be changed by the form F.

  In addition, the management user can release the editing restriction on the forced release screen 57 shown in FIG. For example, when the user is absent while editing, and other users cannot perform editing, the forced restriction screen 57 cancels the editing restriction.

  On the forced release screen 57, a release candidate list 57a indicating the form F being edited and a release execution unit 57b are displayed. In the cancellation candidate list 57a, cancellation candidates indicating the form F being edited are arranged. The CPU 10 of the document management server 2 refers to each editing flag associated with each form in each registered cabinet storage unit 15 and determines the editing flag form F set to “ON”. Then, the identifier of the form F and the identifier of the user being edited are listed and transmitted to the client 5.

  The management user selects the form F to be forcibly released from the release candidate list 57a, and checks the release candidate check box 57c of the selected form F. When the release execution unit 57b is selected with the check box 57c checked, the restriction release request and the identifier of the form F to be released are transmitted from the client 5 to the document management server 2. Upon receiving this request, the document management server 2 sets the editing flag of the form F corresponding to the identifier to “off”. Thereby, other users can also edit.

(Group setting function)
Next, the date / time part group setting function will be described. The date / time part is a part for automatically displaying the data registration date and update date and for the user to select a date. When the date / time part is incorporated in the form F, the CPU 10 acquires the date and time of creation or update of the form F based on the form code 15F, and registers it as the form update date 25 (see FIG. 2). Store in the cabinet storage unit 15.

  FIG. 19 is a screen diagram of the list screen 58. The list screen 58 is a screen displaying a list of data registered in the cabinet that can be browsed by the user. The list screen 58 is displayed when the form F is created or edited or by operating the list display operation unit 50b of the cabinet list screen 50 (see FIG. 4). On the list screen 58, a group list 58a is displayed. Each group 58c is displayed in the group list 58a. In FIG. 19, a group 58c for each date is displayed. Each group 58c is a group in which each form F is classified by date based on the date and time when Form F is registered or updated, and the date described in the group is the date of registration or update. Indicates the date and time. When one of the groups 58c is selected, the form F or file registered or updated on that date can be viewed.

  Further, a form number display portion 58d indicating the number of unread forms F is displayed next to the group 58c. The form number display portion 58d indicates the number of unread forms with respect to the number of forms classified into the group 58c. The document management server 2 stores a read flag indicating whether the user has read the form F or the registration file 25 attached to the form F in the registration cabinet storage unit 15 or the like, and the CPU 10 indicates that the read flag is “ If the value is “ON”, it is determined that the corresponding form F or registration file 25 has been read. If the read flag is a value indicating “off”, it is determined that the corresponding form F or registration file 25 is unread.

  The CPU 10 acquires the number of forms in the group 58c and refers to the read flag corresponding to the form F. Then, the number of unread forms F is acquired, and the ratio of the number of unread forms to the total number of forms is displayed as the form number display section 58d.

  FIG. 20 shows a condition setting screen 59 for setting the group conditions of the list. In the present embodiment, the condition setting screen 59 displays a group selection unit 59a including a pull-down menu and a setting execution unit 59b. The group selection unit 59a can select three types of groups: “year”, “year / month”, and “year / month / day”.

  When a group is selected and the setting execution unit 59 b is selected, the client 5 transmits data indicating the designated group to the document management server 2. When receiving the data, the CPU 10 of the document management server 2 temporarily stores it in the registered cabinet storage unit 15 or the like. When the list screen 58 is called from the client 5, the CPU 10 reads this designated group. Further, the form update date and time 25 stored in the registered cabinet storage unit 15 is referred to, and each form F is divided into designated group units according to the date or the like when the form F is created or updated.

  Thereby, for example, when “Year / Month” is selected on the condition setting screen 59, a group list 61a composed of groups 61b classified by year and month is displayed as shown in FIG. When “Year” is selected, a group list 62a composed of groups 62b classified by year is displayed as shown in FIG.

For example, when the user wants to check a monthly report, the user selects “Year / Month” on the condition setting screen 59 and displays a group list 61a classified by year and month. Then, the form F registered or updated in each month is confirmed on another screen. In addition, when the user wants to confirm the presence / absence of unread Form F every day, the user selects “Year / Month / Day” on the condition setting screen 59 and displays a group list 58a classified by day. Then, the number-of-forms display section 58d determines whether or not there is an unread form F. If there is an unread form F, the group 58c is selected and the form F is confirmed on another screen.

(Export function)
Next, a function for exporting the form F will be described. The export function is a general spreadsheet such as Excel (registered trademark) in a format such as a form list 51a on the data list screen 51 (see FIG. 5) in a format almost the same as the format displayed on the browser. This is a function to output (export) to software.

  The export procedure will be described with reference to FIG. For example, when the export execution unit 51c displayed on the data list screen 51 (see FIG. 5) is operated, the CPU 10 of the document management server 2 performs an export process. First, the CPU 10 creates a data field list indicating the configuration of the form list 51a, for example (step S3-1). Specifically, the number of columns and rows of the form list 51a are acquired, and the column width and row width of each column of the form list 51a are acquired. For example, in the form list 51a, a “number” column, an “operation” column displaying the browsing operation unit 51b, a “department”, a “registrant”, and a “material name” column are displayed. The CPU 10 of the document management server 2 determines the attribute of each column of the form list 51a, and deletes the “operation” column that does not need to be exported from the data field list. Also, the column width and row width of the form list 51a are acquired and added to the data field list.

Further, the CPU 10 creates a data list (step S3-2). This data list is a data body stored in each column of the form list 51a.
Further, the CPU 10 acquires the type, such as the size, color, bold and italic type of characters displayed in the form list 51a, in the created data field list, and adds this attribute to the data field list as font information ( Step S3-3). Similarly, this font information is added to the data list (step S3-4).

  Further, application control data for spreadsheet software is added to the data field list to which font information has been added (step S3-5). The application control data is described in XML or the like according to the specifications and structure of the spreadsheet software, and is data indicating the output destination of the export data.

  Further, the CPU 10 integrates the data field list and the data list (step S3-6), and exports a file having an extension corresponding to the spreadsheet software (step S3-7). The export file EX generated at this time is composed of a header part EX1 and a data part EX2, as shown in FIG. The header part EX1 stores added font information, the column width and row width of each column of the list, and application control data. The number of columns and rows in the list may be stored. The data part EX2 stores the data body displayed in the table of the spreadsheet software.

When the document management server 2 generates the export file EX, the document management server 2 transmits the export file EX to the client 5. The CPU (not shown) of the client 5 reads the header part EX1 of the export file EX using spreadsheet software, and creates a list based on the column width and row width included in the header part EX1. Further, the data part EX2 is read, and the value is stored in the list based on the font information included in the header part EX1. As a result, as shown in FIG. 24, the list B1 is displayed on the view screen B of the spreadsheet software in almost the same state as that displayed on the data list screen 51. That is, the column width and row width of the list B1 displayed on the view screen B are substantially the same as the column width and row width of the form list 51a displayed on the data list screen 51, and the characters in the list B1 are The form list 51a is displayed in the same state as the size, type, and color of the characters. Also, columns or rows that need not be displayed in the spreadsheet software, such as “operation” columns, are omitted in the list B1. Thus, since the export file EX can be output in a format that can be easily processed after export, even if the user cannot handle compatible data such as a CSV file, Data stored in the document management server 2 can be easily processed into a table, a graph, or the like.

According to the above embodiment, the following effects can be obtained.
(1) In the above embodiment, when the document management server 2 acquires an update file obtained by updating the registration file 25 from the client 5, the registration file 25 having the same name as the update file is stored in the registration file storage unit 16. Judged whether or not. Further, when a registration file 25 having the same name as the update file is stored, the registration file 25 is stored in the old version file storage unit 17 as the old version file 26. Further, the history information including the creation date and time of the update file is accumulated as update history data 22 registered for each registration file 25, and the update file is registered as the latest version of the registration file 25. Further, when the file attachment field FA is displayed, the history list FA4 of the registered file 25 is displayed on the display D of the client 5, and when the browsing request for the old version file 26 is input from the client 5, the old version file 26 is displayed as the old version. The data was read from the file storage unit 17 and displayed on the display D. For this reason, even when the registration file 25 is shared by the form F, version management can be performed for each registration file 25, so that each user can grasp at a glance whether there is an update history of the registration file 25. be able to. Further, since the old version file 26 is accumulated, it is possible to confirm the file before the update.

  (2) In the above embodiment, the document management server 2 displays the setting screen 55 for selecting whether or not version management is performed on the display D of the client 5 for each file attachment field FA. Also, version management setting data 21 indicating whether or not version management is performed is stored for each file attachment field FA. For this reason, version management is not performed for files that do not require version management, and an increase in accumulated data such as the update history data 22 and the old version file 26 can be suppressed.

  (3) In the above embodiment, the document management server 2 displays the history list FA4 next to the icon image 40 for each registered file 25 in the file attachment field FA. For this reason, the presence or absence of the history of the registration file 25 can be easily understood, and when browsing the old version file 26, it can be browsed with a simple operation.

In addition, you may change the said embodiment as follows.
In the thumbnail display function, whether or not thumbnail display is possible and the size of the thumbnail image 41 are set for each file attachment field FA, but may be set for each file.

The update history data 22 is stored in the form code 15F, but may be stored in another storage unit.
In the above embodiment, in the export function, data indicating the column width and row width of the list is added to the data field list, but either the column width or the row width may be used.

1 is a schematic diagram of a document management system of an embodiment. The block diagram of a document management server. Explanatory drawing of parts data. The screen figure of a cabinet list screen. Screen view of the data list screen. Screen view of the form. The screen figure of the design screen of an initial state. Screen view of the parts screen. Screen shot of form with title added. Explanatory drawing of form. The screen figure of the setting screen of a file attachment part. The flowchart of the thumbnail display of this embodiment. The screen figure of a file attachment column. The screen figure of a file attachment column. The flowchart which shows the procedure of the version management of this embodiment. (A) is a log | history display part, (b) is a principal part screen figure of the form on which the log | history list was displayed. The screen figure of a restriction setting screen. The figure of a forced cancellation screen. The screen figure of a list screen. The figure of a condition setting screen. (A) is a year and month unit, (b) is a screen diagram of a yearly list screen. The flowchart of the procedure of export. Explanatory drawing of export data. The screen figure of the list output to the table creation software.

Explanation of symbols

  DESCRIPTION OF SYMBOLS 1 ... Document management system, 2 ... Document management server as document management apparatus 2 ... Update file acquisition means, File search means, Old version file registration means, History information registration means, Update file registration means, History display means, Old version file display means , Selection display means, CPU as control means, 15... History information registration means, cabinet storage section as management information storage means, 16... Registration file storage section as registration file storage means, 17 .old version as old version file storage means File storage unit 21... Version management setting data as management information, 22... Update history data as history information, 25... Registered file, 26.

Claims (5)

In the document management apparatus that manages the registration file stored in the registration file storage means,
An update file acquisition means for acquiring an update file obtained by updating the registration file, and a name given to the update file;
File search means for determining whether or not the registered file having the same name as the update file is stored in the registered file storage means;
When the registration file having the same name as the update file is stored, the old version file registration means for storing the registration file as an old version file in the old version file storage means;
History information including the creation date and time of the update file, history information registration means for accumulating for each registered file,
Update file registration means for registering the update file as the latest version of the registration file;
History display means for displaying the update history of the registered file on a display means;
A document management apparatus comprising: an old version file display unit that reads out an old version file from the old version file storage unit and displays the old version file on the display unit when a browsing request for the old version file is input. The document management apparatus according to claim 1,
Selection display means for displaying on the display means a screen for selecting whether or not version management is performed for each group of the registered files displayed in a list;
Management information storage means for storing management information indicating whether or not version management is performed for each group,
When it is determined that version management is performed based on the management information, the old file is accumulated and the history information is accumulated, and when it is determined that version management is not performed, the update file is stored as a new registration file. Document management device characterized by the above. The document management apparatus according to claim 1 or 2,
The document management apparatus, wherein the history display means displays the update history for each registered file in the list of registered files. In a document management method for managing a registration file using a registration file storage unit that stores the registration file and a control unit,
The control means is
Obtaining an update file obtained by updating the registration file, and a name given to the update file;
Determining whether the registration file having the same name as the update file is stored in the registration file storage means;
When the registration file having the same name as the update file is stored, storing the registration file in the old version file storage means;
Accumulating history information including the creation date and time of the update file for each registered file;
Registering the update file as the latest version of the registration file;
Displaying an update history of the registered file on a display means;
And a step of reading the old version file from the old version file storage means and displaying the old version file on the display means when a request for browsing the old version file is input. In a document management program that manages a registration file using a registration file storage unit that stores the registration file and a control unit,
The control means;
An update file acquisition means for acquiring an update file obtained by updating the registration file, and a name given to the update file;
File search means for determining whether or not the registered file having the same name as the update file is stored in the registered file storage means;
When the registration file having the same name as the update file is stored, the old version file registration means for storing the registration file as an old version file in the old version file storage means;
History information including the creation date and time of the update file, history information registration means for accumulating for each registered file,
Update file registration means for registering the update file as the latest version of the registration file;
History display means for displaying the update history of the registered file on a display means;
A document management program that functions as an old version file display unit that reads out an old version file from the old version file storage unit and displays it on the display unit when a browsing request for the old version file is input.

Images