JP2010122892A - Document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To select an icon displayed for a disclosure destination user according to whether a plurality of users designated to disclosure destinations each has an application or a substitutional application allowing reference to a document to be disclosed or can refer to the document if converting the document into an image, based on periodically collected latest user environment. <P>SOLUTION: A user environment information collection tool is installed to a client, and latest user environment information is acquired and is stored in a DMS (Document Management System) server. Because a user can decide a user capable of referring to a disclosed document by the icon, the user can perform selection or determination by an intelligible user interface. <P>COPYRIGHT: (C)2010,JPO&INPIT

Description

The document management system can store documents in various formats.
However, each user environment is diverse, and it is difficult to know the optimum document format from the viewpoint of security management.

  The present invention relates to a technique for publishing a document by recognizing the environment of a plurality of client users and selecting an optimal document format.

  Due to recent advances in hardware such as CPUs and memories, there are many information formats that can be handled by PCs.

  In order to share information such as documents, images, images, sounds, and moving pictures among many environments and users, data digitization has progressed, and standards for that have been established.

  In addition, applications that handle such applications as image editing applications and document creation applications are also actively developed. It is possible to refer to and edit the format under the same application environment.

  Although it is a format established for the purpose of data sharing, in reality it is always being improved.

  Formats and applications are constantly being improved for purposes such as high compression and improved searchability. As a result, various applications are flooded, and a wide variety of formats and applications exist and are widely used. It is a fact.

  In a document management system that stores a large number of documents and is shared by a plurality of users and environments, it is ideal to unify the format to be used and to unify the applications to be used.

  However, as described above, in the case of a document management system to which an unspecified number of clients are connected, there is a possibility that there may be a user who cannot open the format if restriction by unification is performed. There is also a problem that occurs.

  Therefore, when a user creates a document and publishes the document in the document management system, it is important to check a format that can be referred to by all users, assuming a client user's PC environment.

  As a method of solving the problem, there is a method in which the publisher of a document inquires the optimal format by verbal or e-mail, etc., but it is efficient when there are a large number of publication destinations or an unspecified number of people. I can't say there is.

Therefore, as a method for solving the problem, a technique is generally used in which a server converts to a format that can be handled by the client, and when a document is opened from the client, a document that can be referred to by the client is referred to. (For example, see Patent Document 1)
However, from the viewpoint of security management, there is a problem that one user cannot easily know the individual client environment of the disclosure destination.
JP 2004-021672 A

  The present invention enables a document management server to convert to a format suitable for each user's environment for reference and editing. However, it does not mention whether each user's environment is the latest information or how to collect it.

  As described above, since there are an unspecified number of client users connected to the document management system, a plurality of environments are assumed, and the contents of each client environment may change from moment to moment.

  For this reason, there is a problem that a certain user may not be able to refer to the document after publication.

  A license is required to use the application. Most of them allow a user to use a license by inputting a license to a PC in an environment where the target application is installed.

  However, in recent years, with the spread of infrastructure, the environment in which a user connects to a document management server is not always a specific PC. Environments that can be connected from anywhere are widespread.

  In this case, the corresponding application is installed in the personal business PC, but the application is not always installed in the PC on the go.

  In recent years, in the case of such usage patterns of users, application license management is shifting to management by a license management server (hereinafter referred to as LMS) on a network.

  The user first applies for authentication to the LMS, and can be used on any PC as long as the LMS is authenticated, so the user can work without being aware of the environment.

  In this case, since it does not depend on the PC environment, there is a problem that the public format cannot be determined in the PC environment.

  In addition, there is a problem that the document publisher cannot know the environmental information of the user of the publication destination, and thus there is a problem that the procedure for performing the publication becomes complicated.

  If the document cannot be actually opened, then there is a problem that the publishing destination user cannot know what means should be used to open the document.

  In order to solve the above-described problems, the present invention collects information by installing a user environment information collection tool in the user environment as means for collecting the latest user PC environment.

  The acquired application information is transmitted to the document management server, and if it cannot be displayed, error information is transmitted to the document management server.

  In addition, the information is managed by the document management server and is managed in units of users, and the license information managed by the LMS is managed as a part of the information.

  First, the user environment information collection tool is an application tool that collects information such as an application that is installed at the same time as an application and is installed in the user environment.

  Information such as the OS and application is collected using a known technique and transmitted to the document management server, and the document management server manages the information for each user.

  Further, the document management server makes an inquiry to the LMS server, acquires license management information for each user, and similarly manages for each user.

  When a user publishes a document, when the user selects a public document, the format is confirmed, and when there is no application corresponding to the user's environment, the user's icon is displayed and an icon indicating that editing cannot be performed. To do.

  This provides a user interface that can easily determine whether or not the user can open it.

  Further, when it is determined that there is no application that can be referred to or edited, the image is converted into an image such as PDF or BMP.

  According to the present invention, the latest information on the user environment is periodically collected, so it is possible to make a determination based on information based on the latest environment information of the user, and to select the optimum format for a plurality of users designated as the release destination. It is.

  Since environmental information is collected in units of users and managed in units of users in the document management server, it is possible to select an optimal format based on license information that the user properly owns even in the case of an application that performs license management on a network. it can.

  In the user interface for selecting a document to be published and selecting a publishing destination user, if the user environment cannot be referenced or edited, the user's icon display is changed to indicate that the user cannot be referenced or edited.

  Therefore, the publisher can confirm the possibility of disclosure without being aware of the detailed information of each user.

  Next, details of the present invention will be described in accordance with the description of the embodiments.

  FIG. 1 is a block diagram showing a schematic configuration representing a configuration of a document management system (hereinafter referred to as DMS) according to an embodiment of the present invention.

  Reference numeral 11 denotes a network. In this embodiment, the DMS server 12, the DMS clients 13 and 14, the LMS server 16, and the multifunction machine 15 are connected to the network 11.

  A DMS server 12 is a computer that manages deliverables in the form of electronic data handled by this system.

  In addition to network processing realized by known technologies, mainly builds a document database, sends and receives document data between devices, manages security for access control, exclusive control processing between multiple users, stores document data Manage the database to be used.

  Details of the DMS server 12 will be described later with reference to FIG.

  Reference numerals 13 and 14 denote DMS clients, which respectively operate as clients of the DMS server 12.

  The DMS clients 13 and 14 are personal computers on which a user actually performs operations such as input, reference, and output of document data. In this embodiment, a plurality of DMS clients are connected to one server. The environment.

  Each DMS client 13, 14 can share the multifunction machine 15 using a known technique and control its operation via the network 11.

  In the present embodiment, a role of reading a document mainly for the purpose of storing in the DMS server 12 and directly storing the read data in the DMS server 12 or a role of printing out the document stored in the DMS server 12 on paper. Can be fulfilled.

  In the present embodiment, since 12, 13, and 14 can communicate with each other, an environment in which each client can mutually connect to each server may be used.

  A multifunction machine 15 is connected to the network 11 and can communicate with the DMS server 12, the DMS client 13, and the DMS client 14.

  Reference numeral 16 denotes an LMS server, which is a server that manages application licenses. In this embodiment, the license information of the applications installed in the DMS client 13 and the DMS client 14 is managed.

  In recent years, companies that operate hundreds of PCs have a tendency to manage licenses based on employee personal information rather than PC unit licenses. In that case, an LMS server is installed to manage the license.

  In this embodiment, when the user starts an application installed in the DMS client 13 or the DMS client 14, the LMS server 16 determines the validity of the user information. If it is determined that the user is a valid user, the application can be activated.

  Specifically, user authentication information is transmitted to the LMS server 16 via the network 11 when the application is activated, and the LMS server 16 verifies the validity of the user authentication information.

  If the user is authenticated as a legitimate user, the authenticated information is transmitted to the DMS client, and the application can be activated normally if it is received.

  FIG. 2 is a block diagram illustrating the configuration of the DMS server 12 and the DMS clients 13 and 14 in more detail.

  In this embodiment, the setting is such that the server and the client are different PCs, but a configuration in which a single PC serves as both the server and the client may be used.

  The DMS server 12 and the DMS clients 13 and 14 are composed of a document management system 200, a scanner 201, a printer 214, and a display 212.

  201 is a scanner, 202 is an image input unit, 203 is a file import processing unit, 204 is a document attribute information registration unit, 205 is a document registration unit, 206 is a document management unit, 207 is a document database unit, and 208 is a document entity storage unit. is there.

  The operator places a document to be registered on the scanner 201 and performs image reading processing. An image input unit 202 inputs scanned image data.

  Thereafter, the document is sent to the document registration unit 205, the document entity is registered in the document entity storage unit 208 through the document management unit 206, and the document attribute information generated in 204 is stored in the document database 207.

  Reference numeral 209 denotes a document search processing unit, 210 denotes a document display processing unit, 211 denotes an image output processing unit, and 212 denotes a display.

  When an operator refers to an arbitrary document from the documents registered in the document management system 200 shown in FIG. 2 that is operated by the DMS server 12, the DMS client 13 performs a document search in order to display the document. carry out. The document search processing unit 209 performs processing for detecting document information of the set conditions from the document database 207.

  The document search processing unit 209 acquires the corresponding document entity stored in the document entity storage unit 208 from the retrieved document information, and performs a process of decoding.

  The image output processing unit 211 performs a development process on the display memory, the display 212 displays the state of the memory, and the operator can check the contents.

  Similarly, when the operator performs printing, the print output processing unit 213 performs expansion processing on the print memory from the document information acquired in 210, and the printer 214 prints out the information.

  Reference numeral 215 denotes a user information management unit, and 216 denotes a user information storage unit. User information registered in the document management system 200 is managed by a user information storage unit 216. The details are composed of a data table as shown in FIG.

  The user information management unit 215 performs processing such as registration, update, and deletion of user attribute information stored in 216, and search and extraction of user information.

  In the case of the present embodiment, communication with the user information collection tool shown in FIG. 5 is performed, and processing for registering information on usable applications in the acquired user environment is performed. Details will be described later.

  Reference numeral 217 denotes a document publication processing unit, which is a part representing the features of the present invention.

  When a user publishes a document using a user interface described later, whether or not the document can be displayed and edited in each user environment by acquiring user information and user attribute information from the user information management unit 215. To determine and release.

  More specific processing will be described later with reference to the flowcharts of FIGS.

  Reference numeral 218 denotes an application management table storage unit. It is a data table that stores the relationship between document extensions and applications, and is a table that is referred to when the document publication processing unit determines whether there is an application that opens a published document.

FIG. 11 is a more detailed diagram. FIG. 3 is a diagram showing the contents of the user information storage unit 216 shown in FIG. 2 in more detail.

  On the user interface, when the management application is activated by the DMS server 12 or the like, the management application is displayed as shown in FIG. 4 and can be arbitrarily edited by the user.

  FIG. 3 shows table information of one user, and this table is generated for the number of registered users.

  Reference numeral 301 denotes a user name that is used when logging in to the system using the DMS application installed in the DMS server 12 or the DMS client. In the case of this embodiment, the user name “naga” is stored.

  Reference numeral 302 denotes a last name, which is an area for registering the last name of the user. In this embodiment, the name “Naga” is registered.

  Reference numeral 303 denotes a first name, which is an area for registering the first name of the user. In this embodiment, the name “Tada” is registered.

  An e-mail address 304 is an address used when notifying the user of the result of some operation in the document management system or notifying error information.

  In this embodiment, “Naga.tada@aaa.co.jp” is registered.

  Reference numeral 305 denotes a password storage area. A password used when logging in to the document management system and used as a set with 301 user name.

  When the user logs in, the password is compared and if the password matches, the user can log in to the system.

  Reference numeral 306 denotes access right information. In the document management system, the access right is controlled for each user, and the setting information is stored in this area.

  Reference numeral 307 denotes an owned license. In other words, this is an area for storing a list of applications that are licensed by the applications installed in the local PC used by the user and are usable.

  The user environment information collection tool shown in FIG. 5 transmits the license list to the document publication processing unit 217 shown in FIG. 2 and stores it in this area. In this embodiment, Office2000 (MICROSOFT OFFICE 2000 is a registered trademark), Project, Visio (registered trademark), AcrobatA (Acrobat \ Acrobat is a registered trademark), and the like are stored. Indicates that it can be used.

  308 is also an area for storing owned licenses, which is a list of applications for which licenses have been acquired via the network. Since this license is given to the user, it does not depend on the PC.

  In this embodiment, the LMS server 16 shown in FIG. 1 is a server that manages licenses, and the licenses managed by this server are stored. In the present embodiment, this indicates that a license called Pb Manager is stored.

  That is, the user naga can use Pb Manager with any DMS client PC. In the example of FIG. 1, either DMS client 13 or 14 can be used.

  FIG. 4 shows an example in which the contents of the user information storage unit 216 shown in FIG. 2 are displayed on the user interface.

  401 corresponds to 301 and is a user name.

  402 corresponds to 302 and is a surname.

  403 corresponds to 303 and is a name.

  404 corresponds to 304 and is an e-mail address.

  405 corresponds to 305 and is a password.

  Reference numeral 406 corresponds to 307 and 308, and licenses are displayed.

  In this way, it is displayed on the user interface, and the user can arbitrarily edit it.

  FIG. 5 is a block diagram showing a user environment information collection tool which represents the feature of the present invention. This is application software, which is an application different from the DMS application installed in the DMS server 12 and the DMS clients 13 and 14.

  This is an application that is installed in the user environment at the same time as installing the DMS application, and has a function of collecting the usage environment of the PC used by the user and transmitting information to the DMS server 12 and the DMS clients 13 and 14. .

  Although this function can be realized by implementing this function in the DMS software, the DMS management application does not require this function, and therefore, in the present invention, it is realized in the form of another application.

  A common processing unit 500 of the information collection tool performs basic processing such as communication processing between each processing unit, information acquisition, and search.

  501 is a user environment information collection unit, 502 is a registry information collection unit, and 503 is a license information collection unit.

  Reference numeral 502 denotes a registry information collection unit, which searches a registry of a PC in which a DMS application is installed, and collects registry information of the installed application.

  The registry information of the application is stored in the conversion table storage unit 507, and the installed application information is acquired from the registry information. The result is sent to the user environment information collection unit 501, and the communication processing unit 508 transmits the result to the DMS server 12 and stores it in the area 307 of the owned license shown in FIG.

  Reference numeral 503 denotes a license information collection unit. When licenses are managed by a network, user authentication information and application information are stored in each PC. For example, a personal certificate authenticated by a public institution and license information supplied from an LMS server.

  An inquiry is made to the communication processing unit 508 to the LMS server, and license information managed by the LMS server is acquired.

  Since these processes can be realized by a known electronic approval process, the details are omitted.

  Reference numeral 504 denotes an information generation unit that performs processing for generating data acquired by the user information collection processing unit 501 as data. One is a log generation / output unit 505 that performs output processing to text data or the like using a known technique.

  An image output processing unit 506 performs processing for displaying on the display 212 illustrated in FIG. 2 using a known technique.

  A conversion table storage unit 507 is a data table for referring to the combination of registry information and application information acquired in 502. Application information can be acquired from registry information.

  A server address storage unit 509 stores addresses of the clients 13 and 14, the DMS server 12, the LMS server 16, and the like shown in FIG.

  Reference numeral 510 denotes a schedule management unit. This application periodically collects user environment information. The schedule process is executed. The setting schedule, data, and the like are stored in the schedule information storage unit 511.

  FIG. 6 shows a user interface for selecting a user who publishes a document, which is a feature of the present invention, and is a user interface displayed when the DMS application is started by the DMS clients 13 and 14.

  The user uses this user interface to select a user to publish the document.

  An icon 600 represents a document to be published, and an icon representing the type of application is displayed.

  Reference numeral 601 denotes a list box that displays a list of users to be disclosed, and indicates that the document indicated by 600 is disclosed to the users and groups displayed in the list.

  602 displays a list of users managed in the user information storage unit 216 shown in FIG. A user who operates this user interface can select a user and a group to publish a document from this list.

  Reference numeral 603 denotes a button for moving the user and group selected in 602 to the list 601. The selected user and group are deleted from the list 602 and added to the list 601.

  604 is a button for deleting a user and a group from the list 601. The user and group selected in the list 601 are deleted from the list and added to the list 602.

  Reference numeral 605 denotes an access right setting, which is a drop-down box for setting an access right to a public document represented by 600 for the user and group added to 601. In the present embodiment, B represents that it is set so that reading is possible.

  Reference numeral 606 denotes a button for confirming the setting in the current state of the user interface.

  Reference numeral 607 denotes a button for canceling all the settings and closing the user interface.

  FIG. 7 is a flowchart for explaining the first embodiment.

  In the system shown in FIG. 1, the user environment information collection tool shown in FIG. 5 installed in the DMS client 14 collects the user environment, and the result is managed by the DMS server 12 in the user information storage unit 216 shown in FIG. It is a flowchart explaining the procedure until it stores.

  Specifically, a user environment information collection tool shown in FIG. 5 is installed in each of the DMS clients 13 and 14 together with the DMS application.

  In this example, it is assumed that a user publishes a document to a user “naga” who mainly uses the DMS client 14. First, the purpose of this flowchart is to explain an example of acquiring the environment of the DMS client 14 which is a PC mainly used by naga.

  In step 700, initialization processing is performed. Activation of the personal computer such as service activation, activation of the DMS client 13 and activation of the DMS server 12, and initialization of the MFP 15 and the network system 11, which are processed by the schedule management unit 510 illustrated in FIG. 5, are performed.

  Each of the startup processes is performed, and the connection process to the network system is performed via the network 11, but since these can be performed by a known technique, the details are omitted.

  In step 701, the schedule management unit 510 acquires the time of the DMS client 14. In this process, the current time is acquired to determine whether or not the time set in 511 has been reached.

  In step 702, the time acquired in step 701 is compared with the time stored in 511.

  If it is determined that the set time is reached, the process proceeds to step 703. If it is determined that it is not the set time, the process returns to step 701.

  In step 703, the information collection tool common processing unit 500 in FIG. 5 is activated to start the user information acquisition process. Specifically, the user environment information collection processing unit 501 is activated. The collection processing includes processing for acquiring application license information from registry information and network-managed license acquisition processing.

  In step 704, information about the installed application is acquired from the registry information of the DMS client 14. When the application is installed, the OS (operating system) stores registration information in the registry. By referring to this registry information, it is possible to determine the installed application.

  In step 705, the registry information acquired in step 704 is converted into application information. The conversion table is stored in the conversion table storage unit 507 shown in FIG. 5, and information to be stored in the user attribute information shown in FIG. 3 is acquired. As shown in 307, the information is converted into information that can be visually recognized by the user.

  Step 706 determines the end of registry information acquisition. If it is determined that the process has not ended, the process returns to step 704 to continue the acquisition and conversion process of the next information. If it is determined that the process has been completed, the process proceeds to step 707.

  In step 707, a license acquisition process managed by the LMS is performed. 509 in FIG. 5 stores the address of the LMS server 16 and acquires information using a known technique. The LMS server stores and manages user information, application information, license information, and the like.

  The detailed process is a process that can be easily realized by a digital certificate process or the like that is a known technique, and a description thereof will be omitted.

  In step 708, it is determined whether or not the license information has been acquired. If not completed, the process returns to step 707 to continue the acquisition process. If completed, the process proceeds to step 709.

  In step 709, a process for transmitting the information acquired in the above process to the DMS server 12 is performed. The address of the DMS server 12 is stored in the server address storage unit 509 and is transmitted to the DMS server 12 using a known technique.

  In step 710, the DMS server 12 receives the information and stores it in the user information storage unit 216. In this embodiment, the data is stored in 307 shown in FIG. This indicates that Office 2000, Project, etc. are registered.

  Step 720 is an end process. Performs memory release processing.

  With the above processing, the application information installed in the DMS client 14 is acquired and stored in the user attribute information management unit 216 of the DMS server 12.

  In the present embodiment, the information collection procedure performed by periodic activation by the scheduler has been described, but the processing when the user manually activates is the same.

  FIG. 8 is a flowchart for explaining the second embodiment.

  Specifically, the user selects a user who publishes the document, and determines whether each user has an application that can display or edit the published document.

  It is a flowchart explaining the procedure for converting to an alternative format if not owned, and converting to a format such as bmp that can be displayed by a general-purpose application of the OS if not owned.

  In the present embodiment, a procedure in which a user who uses the DMS client 13 publishes a document to naga, a user who uses the DMS client 14, will be described.

  In step 800, initialization processing is performed. Activation of the personal computer such as activation of the DMS client 13 and activation of the DMS server 12, initialization, and activation of the multifunction machine 15 and the network system 11 are performed.

  Each of the startup processes is performed, and the connection process to the network system is performed via the network 11, but since these can be performed by a known technique, the details are omitted.

  In step 801, a user as a publisher performs an operation for selecting a public document and starting a publication process on the DMS client 13.

  This operation will be described with reference to the user interface shown in FIG. The document 100 is selected, and “Publish document” 101 is selected from the menu. In this embodiment, a file with a document name of text.doc is selected and shown to be released.

  In step 802, an extension that is an identifier for determining the format of the document selected in step 801 is acquired.

  The extension is managed by the OS (operating system), and the extension information is acquired by means realized by a known technique installed in the OS. In this embodiment, the extension is doc.

  In step 803, processing for acquiring information about the user's environment is performed. The DMS client 13 transmits a user attribute information acquisition request to the DMS server 12 via the network.

  In the case of the present embodiment, the DMS client 13 transmits a user attribute information acquisition request of the DMS server 14 to the document publication processing unit 217.

  The document publication processing unit 217 requests the user information management unit 215 to acquire user attribute information, and acquires the corresponding user attribute information from the user information attribute storage unit 216 via the document management unit 206.

  In the case of the present embodiment, the information of the user “naga” shown in FIG. 3 is acquired.

  The document publication processing unit 217 transmits the information to the client 13.

  With the above processing, the user attribute information acquisition processing is performed.

  In step 804, the DMS client 13 collates the extension information acquired in step 802 with the application information acquired in step 803.

  With reference to the extension information and the association table of the extension and application information shown in FIG. 11, it is determined whether or not the application that owns the license targets the extension of the published document.

  In the case of the present embodiment, it can be seen from the ownership license information 307 shown in FIG. 3 that since Office 2000 is owned, the doc 1103 can be displayed and edited as the corresponding extension information from 1102 in FIG.

  If it is determined in step 804 that the installed application can open the extension acquired in step 802, the process proceeds to step 805. If it is determined that there is no application that can be opened, the process proceeds to step 806.

  Thereafter, a process of generating display information of a user interface for selecting a disclosure destination user shown in FIG. 6 is performed.

  In step 805 and step 806, processing for generating display information of icons representing users and groups shown in FIG. 6 is performed. Reference numeral 608 denotes a user / group that can open the public document displayed at 600, and reference numeral 609 denotes a user / group that cannot open the document.

  In step 805, since it is determined that the user can open, icon information such as 608 is acquired. This is general-purpose resource data. Resource data is acquired from the resource data stored in FIG. 2 and stored in the image information output unit 211.

  In step 806, since it is determined that the user cannot open, icon information such as 609 is stored in the image information output unit 211 in the same procedure as in step 805.

  In step 807, it is determined whether all the user and group information shown in FIG. 6 has been acquired and stored in the image information output unit 211.

  If not completed, the process returns to step 803 to perform the next user process. If completed, the process proceeds to step 808.

  In step 808, the UI is displayed based on the subsequent information. The client 13 performs processing for displaying the information stored in the image information output unit 211 on the display 212. FIG. 6 is a display example.

  In step 809, the user performs a selection operation of the disclosure destination user. Using the “add” button 603 and the “delete” button 604 shown in FIG. Details will be described in the flowchart of FIG.

  In step 810, it is determined whether or not the OK button 606 in FIG. 6 has been pressed. If not, the process returns to 809. If it is determined that the button has been pressed, the process proceeds to step 811.

  In step 811, since the publication destination user has been determined by the above processing, the publication processing is started. The object of the present invention is only a process for determining or converting an optimum format as a public document. However, when the access right is set at 605, an access right setting process is executed.

  Step 812 is an end process. Performs memory release processing.

  With the above processing, the publisher of the document using the DMS client 13 selects the user who publishes the document 100 shown in FIG. 10 and starts document publication.

  FIG. 9 is a flowchart for explaining the user selection operation shown in step 809 in more detail in the flowchart shown in FIG. 8, and for explaining a procedure representing one of the features of the present invention.

  Step 900 is an initialization process, such as memory initialization.

  Step 901 performs an operation of selecting a user. In this embodiment, an operation of selecting from the list box 602 in FIG. 6 is performed. In 602, icons and user names stored in 301 in FIG. 3 are displayed as identifiers representing users and groups.

  There are two types of icons, a normal icon and an icon representing that there is a restriction, and 608 indicates that the public document displayed in 600 can be displayed and edited. Reference numeral 609 denotes that the public document displayed in 600 cannot be displayed or edited.

  The user arbitrarily selects a target from the list box 602 using a device such as a mouse or a keyboard.

  Step 902 determines whether or not the add button 603 has been pressed. If it is determined that 603 has been pressed, the process proceeds to step 903; otherwise, the process proceeds to step 904.

  In step 903, it is determined whether or not the icon selected in step 901 has selected an icon capable of displaying and editing a public document. If it is determined that the icon can be displayed and edited, the process proceeds to 905, the icon and name are added to the list box 601, and the icon is deleted from the list box 602.

  If an icon that cannot be displayed or edited is selected and the add button 603 is pressed, the process proceeds to step 906.

  In step 906, the corresponding 1101 extension information is acquired from the application list 1100 from the table shown in FIG. 11, and it is determined whether or not the extension information can be converted into the extension. In the case of the present embodiment, the document to be disclosed is doc, and can be opened with WordPad 1103 if the user does not have 1102 Word installed. Therefore, it is determined that there is an alternative application, and the process proceeds to 905.

  If it is determined in step 906 that there is no alternative application, the process proceeds to step 908 to display a confirmation message dialog to the effect that conversion to an image document is to be performed.

  After confirmation, the process proceeds to step 909, where it is converted into an image format such as BMP that can be displayed in most user environments and registered.

  After registration, the process proceeds to step 905.

  In step 904, other processing is executed. Operations such as a delete button 604 and an access right setting button 605 are performed. The description is omitted because it is not related to the present embodiment.

  After the processing, the process proceeds to step 906.

  Step 906 is an end process. Performs memory release processing.

  This completes the user selection process.

1 is a system block diagram of a document management system in an embodiment of the present invention. 1 is a system block diagram of a document management server or client according to an embodiment of the present invention. 3 is a management data table of user attribute information stored in the user information storage unit 216 of FIG. The figure showing the state where the user attribute information of Drawing 3 is displayed on the user interface. The system block diagram explaining the program structure of the user environment information collection tool which is an application installed in DMS clients 13 and 14. FIG. A user interface that is displayed when document publication is started by the DMS clients 13 and 14. FIG. 6 is a flowchart for explaining processing until the user environment information collection tool of FIG. 5 collects information and stores it in the DMS server 12. FIG. 7 is a flowchart for explaining a procedure for selecting a user to publish a document using FIG. 6. FIG. 9 is a flowchart for explaining step 809 in FIG. 8 in more detail. The figure explaining the user's operation on the user interface at the time of starting document publication by the DMS clients. FIG. 3 is a diagram for explaining the 218 application management table storage unit in FIG. 2 in more detail.

Explanation of symbols

11 Network 12 DMS Server 13 DMS Client 14 DMS Client 15 Multifunction Device 16 LMS Server 200 Document Management System 201 Scanner 202 Image Input Unit 203 File Import Unit 204 Document Attribute Information Registration Unit 205 Document Registration Unit 206 Document Management Unit 207 Document Database 208 Document Entity storage unit 209 Document search processing unit 210 Document display processing unit 211 Image output processing unit 212 Display 213 Print output processing unit 214 Printer 215 User information management unit 216 User information storage unit 217 Document disclosure processing unit 218 Application management table storage unit 301 User First name 302 Last name 303 First name 304 Email address 305 Password 306 Access right information 307 Owned license (Local)
308 Owned license (LMS)
401 User name 402 Last name 403 First name 404 Email address 405 Password 406 Owned license 500 Information collection tool common processing unit 501 User environment information collection processing unit 502 Registry information collection unit 503 License information collection unit 504 Information generation unit 505 Log generation output unit 506 Image Output processing unit 507 Conversion table storage unit 508 Communication processing unit 509 Server address processing unit 510 Schedule management unit 511 Schedule information storage unit 600 Icon representing public document 601 User / group to be disclosed 602 All users / groups 603 Add button 604 Delete button 605 Access right setting drop-down box 606 Confirm button 607 Cancel button 100 Published document 101 “Publish document” menu 1100 Application Activation data table 1101 extension

Claims (2)

In a document management system that manages documents in various electronic data forms,
In order to share the document, the PC environment connected to the document management system has an application that can display and reference the document,
Means for installing an application for collecting PC environment information;
A means for the application to periodically collect from the registry and license information with the schedule function,
Means for sending the collected information to a document management system;
Means for storing said information as attribute information in units of users. Means for acquiring user attribute management information from a client;
Means for determining whether or not there is an application that can be displayed and edited for the extension of the document to be published;
Means for displaying on the user interface an icon indicating that it cannot be displayed when an application that can be displayed and edited is not installed;
If there is no application that can be displayed or edited installed, if you try to register a user as a destination, the user will be prompted to display a message to convert to an image and based on the above information, The document management system according to claim 1, further comprising a user interface for starting the publication of the document.

Images