JP2012088912A - Document management system and management method - Google Patents

Abstract

PROBLEM TO BE SOLVED: To solve the problem in which: in order to confirm a stored document, a user accesses a document management server from a Web browser of a client PC to allow a predetermined folder to be displayed, and performs various processes on the stored document; and when the various operations are different for each document and many documents are to be handled, it takes trouble to, in a screen display configuration easy to work in for each document, allow the document to be displayed at each time and perform operations.SOLUTION: In registering a document, a customized screen appropriate to each document is set based on preset sorting conditions of registration documents, and when a user opens the document from newly arrived documents or the like, the customized screen can be displayed.

Description

  The present invention relates to a document management system capable of setting / displaying a document stored from a device such as a multifunction peripheral or a document stored from a Web browser of a client PC for each sorting condition.

  In an environment where a document management system is used, various documents can be stored by storing documents in a folder from a Web browser on a client PC, or storing documents received by fax or scanned by a device in a folder. It can be managed by the document management server. When the user confirms the stored document, the user accesses the document management server from the Web browser of the client PC, displays a predetermined folder, and performs various processes on the stored document.

  As shown in Patent Document 1, a display screen is generated for a selected business (project) and business process. Furthermore, a document management system has been proposed in which a display screen is modified according to an option item selected via the display screen to create and display a customization screen.

JP2003-186671

  In order to check the stored document, the user accesses the document management server from the Web browser of the client PC, displays a predetermined folder, and performs various processes on the stored document. These various operations are different for each document, and when a large number of documents are handled, it takes time and effort to display each time with a screen display configuration that allows easy operation for each document. In the prior art, the display screen is customized and set for the selected business (project) and business process. However, this display screen needs to be selected by the user, and the customization screen cannot be easily selected depending on which document is opened.

  The present invention has been made to solve the above-described problems. In the present invention, when registering a document, an appropriate customization screen is set for each document based on a preset distribution condition of the registered document, and when the user opens the document from a new arrival document or e-mail notification, the customization screen is displayed. Can be displayed. This eliminates the need to select the customization screen when the user logs in from the Web browser of the client PC. That is, an object of the present invention is to set a customization screen for each document and easily display it with the customization UI so that the user can work efficiently.

  In the present invention, a document management server that stores and manages documents, a client PC that connects to the document management server and performs user authentication and document operations, and a multifunction peripheral having a browser display and a document scanning function are connected via a network. In a document management system, the document management server registers user interface setting information in the document properties based on the sorting conditions when registering a document sent from the MFP or client PC to the document management server as a new arrival document. A document having registration means and display control means for controlling display of the document based on user interface setting information registered by the registration means in the property of the document selected from the list of newly arrived documents Provide a management system.

  By setting a customization screen for each sorting condition for a document to be stored, it is possible to easily work with a screen configuration suitable for the document.

1 is a system configuration diagram of a document management system according to an embodiment of the present invention. FIG. It is a hardware block diagram of the document management system of FIG. FIG. 2 is a hardware configuration diagram of a multifunction peripheral of the document management system in FIG. 1. FIG. 2 is a configuration diagram of software of the document management system in FIG. 1. 10 is a registration flow of UI settings of the document management system according to the first embodiment. 5 is a display example and data structure of UI information of the document management system according to the first embodiment. FIG. 10 is a diagram illustrating a flow of registration of distribution condition information in the document management system according to the first embodiment. 6 is a configuration example of distribution condition information of the document management system according to the first embodiment. FIG. 10 is a diagram illustrating a flow of document registration from the multifunction peripheral of the document management system according to the first embodiment. 3 is a data structure of UI information of the document management system according to the first embodiment. 10 is a document display flow from a list of newly arrived documents in the document management system according to the first embodiment. It is a figure which shows the document display screen from the newly arrived document list of the document management system concerning Example 1. FIG. 7 is a display example of UI information of the document management system according to the first embodiment. FIG. 10 is a diagram illustrating document display from a document UI setting menu of the document management system according to the second embodiment. 10 is a display example of UI information of the document management system according to the second embodiment.

  The best mode for carrying out the present invention will be described below with reference to the drawings.

<Example 1>
The configuration of the first embodiment will be described with reference to FIGS.

[System configuration]
FIG. 1 is a conceptual diagram of a document management system according to the first embodiment. The system includes a client PC 10 that the user A accesses to the system via a browser, and a Web application server PC 20 (document management Web server) that provides the Web application of the system. Further, it includes a user management service server PC 30 that manages information on users who access this system, and a document management service server PC 40 that has a function for storing and managing documents. Further, including the multi-function device 50, the user B accesses this system via the user interface (hereinafter referred to as “UI”) of the multi-function device. In this embodiment, it is assumed that the multi-function device 50 internally displays a UI using a browser. Each of the above elements is connected via a network. The client PC 10 has functions for user authentication and document operations (display, registration, editing, etc.), and the multi-function device 50 has browser display and document scanning functions. Further, the document management service server PC 40 has a function of distributing documents to be registered when registering documents from the client PC 10 and the multi-function device 50.

  Here, the Web application server PC 20, the user management service server PC 30, and the document management service server PC 40 are configured separately, but may be configured in one PC. Further, the distribution function provided in the document management service server PC 40 may be configured as a function of another server. In addition, although the user A is configured to operate the client PC 10, the user A may operate using any one or all of the three server PCs. Further, although the user B is configured to operate the multi-function device 50, the scanner may be connected to the client PC 10.

  The document management system according to the present embodiment is configured to be accessed via the browser of the client PC and accessed via the UI of the multifunction device. However, a configuration may be employed in which a dedicated client application (not shown) is arranged in the client PC 10 and the multi-function device 50 and operated. In this case, the dedicated client application may communicate with the document management service server PC 40 instead of the Web application server PC 20.

[Hardware configuration]
FIG. 2 shows the hardware configuration of each PC constituting the document management system. FIG. 3 shows the hardware configuration of the multi-function peripheral that constitutes the document management system. The hardware configuration shown in FIGS. 2 and 3 corresponds to the hardware configuration of a general information processing apparatus and a multifunction peripheral, and each PC / multifunction peripheral of this embodiment has a hardware configuration of a general information processing apparatus. Hardware configuration can be applied.

  In FIG. 2, the CPU 100 executes a program such as an OS or an application stored in the program ROM of the ROM 102 or loaded from the hard disk 109 to the RAM 101. Here, the OS is an abbreviation for an operating system running on a computer, and the operating system is hereinafter referred to as an OS. The processing of each flowchart to be described later can be realized by executing this program. The RAM 101 functions as a main memory, work area, and the like for the CPU 100. A keyboard controller 103 controls key input from a keyboard 107 or a pointing device (not shown). The display controller 104 controls display on various displays 108. The disk controller 105 controls data access in a hard disk (HD) 109, a floppy (registered trademark) disk (FD) or the like that stores various data. The NC 106 is connected to the network and executes communication control processing with other devices connected to the network.

  In FIG. 3, a CPU 100 connects each function / device described later via an internal bus 157 and controls the multi-function device 50. The display device 151 is a device for displaying a screen such as a touch panel. The user performs an operation or the like for performing a user-desired operation via a screen displayed on the display device 151. The scanner device 152 is a device for performing scanning, and the scanner information management unit 153 manages / holds information on functions / states of the scanner device 152. Further, the memory 154 stores various instructions (including application programs) executed by the CPU 150 to control the multi-function device 50, and the mass storage device 155 temporarily stores data scanned by the scanner device 152. The network interface 156 transmits and receives signals via the LAN according to the CPU 150.

Software configuration
FIG. 4 is a software configuration diagram illustrating an example of the document management system. The software configuration in the Web application server PC 20, the user management service server PC 30, and the document management service server PC 40 is shown. Note that the main control unit 200 controls the entire document management system, and instructs and manages each unit described later.

  The data transmission / reception unit 201 receives a command issued by the user via the browser in the client PC 10 and the multi-function device 50, and returns a result of receiving an instruction from the main control unit 200 to the client PC 10 and the multi-function device 50. The session storage unit 202 generates session information indicating that the access is from the same user after the user accesses the document management system via the browser in the client PC 10 and the multi-function device 50. Further, various information to be repeatedly used is held in association with the session information until the user stops accessing the document management system (logout) or until the session is terminated due to an automatic timeout or the like. The Web UI generation unit 203 receives an instruction from the main control unit 200 and generates a Web UI corresponding to the situation. Here, the Web UI generated by the Web UI generation unit is HTML as an example, but the present invention is not limited to this, and a script language such as Java (registered trademark) Script may be embedded.

  The user information processing unit 300 extracts a user who can access the document management system stored in the user information storage unit 301 and user setting information (including user interface setting information) according to an instruction from the main control unit 200. , Processing such as setting. In the following description, the user interface setting information is referred to as “UI setting information”. Here, regarding user management, the user information processing unit 300 cooperates with Active Directory, LDAP, etc., which are known technologies, and only user setting information is stored in the user information storage unit 301. It does not matter as a form to do.

  In accordance with an instruction from the main control unit 200, the document information processing unit 400 performs operations such as registration, storage, extraction, and editing of document attributes including the document entity and index information stored in the document information storage unit 401. . Also, the document distribution processing unit 402 executes distribution processing for setting storage destinations and properties for documents registered from client PCs and devices based on the distribution conditions stored in the document distribution condition storage unit 403. To do.

  Hereinafter, the processing of the document management system will be specifically described with reference to FIGS.

[Register UI setting information]
FIG. 5 is a diagram showing a UI setting information registration flow of the document management system. In this embodiment, registration of UI setting information in the client PC 10 in FIG. 1 is particularly assumed, but it may be read as registration of UI setting information in each server PC.
In step S100, the user connects to the web application server PC 20 via the client PC 10 and performs user authentication. Thereafter, when connecting to the server, it is assumed that user authentication has already been performed, and description regarding user authentication is omitted.

  In step S101, the Web application server PC 20 displays a UI setting information registration screen. Also, at this time, it is confirmed whether there is UI setting information already stored in the user information storage unit 301 via the main control unit 200. If there is existing UI setting information, that information is acquired and displayed on the screen of the client PC 10.

  In step S102, the client PC 10 receives a specification regarding UI setting information from the user via the keyboard 107. In the UI setting information, a screen layout and contents (folder tree, folder, index, etc.) to be displayed in each space after layout determination are set. For example, the screen configuration is set as shown in the screen 500 or the screen 504 in FIG. 6, and the content to be displayed in each space is selected. FIG. 6 shows a screen 500 and a UI setting information configuration 503 corresponding to a folder tree displayed in the left space and a folder displayed in the right space. In addition, a screen 504 and a UI setting information configuration 505 corresponding to the folder tree and the folder displayed in the right space are displayed in the left space. At this time, the value of the folder is not set in the space 501 on the right side of the screen 500 (the attribute ID of the Space tag is 3 in the configuration 503), but in this case, the target folder set in the document registration distribution condition is the space. To display. The part where the folder value is not set in this UI setting information is used as a “setting target folder” at the time of document registration.

  In step S103, the client PC 10 transmits the UI setting information set in step S102 to the web application server PC 20. Subsequently, the Web application server PC 20 stores the UI setting information in the user information storage unit 301 via the main control unit 200. This registered information may be registered as common information for each user.

[Register sort conditions]
FIG. 7 is a diagram showing a registration condition registration flow of the document management system. In this embodiment, it is assumed that the distribution conditions are registered in the client PC 10 in FIG. 1 in particular, but it may be read as registration of UI setting information in each server PC.

  In step S200, the Web application server PC 20 displays a distribution condition registration screen. At this time, it is confirmed via the main control unit 200 whether there is information on the distribution conditions already stored in the user information storage unit 301. If there is existing sorting condition information, that information is acquired and displayed on the screen of the client PC 10.

  In step S <b> 201, the client PC 10 accepts designation regarding distribution condition information from the user via the keyboard 107. In the distribution condition information, the registration source of the registered document, the conditions for distributing the registered document, the storage folder information indicating which folder to distribute at the time of distribution, and the UI setting information registered in the processing of FIG. 5 are registered. FIG. 8 shows a registration example of the distribution condition, the storage destination folder, and the UI setting. The information described in the sorting condition is compared with the accompanying information and document name when the registered document is transmitted from the multifunction peripheral, and it is confirmed whether it matches the condition. If the condition is met, the document is registered using the storage folder and UI setting information set in the condition. When the registration source is a client PC, since the user selects a storage folder, the storage folder is not set in the distribution condition.

  In step S202, the client PC 10 transmits the distribution condition information registered in step S201 to the web application server PC 20. Subsequently, the Web application server PC 20 stores the distribution condition information in the user information storage unit 301 via the main control unit 200. This registered information may be registered as common information for each user.

[Document registration from MFP to server]
FIG. 9 is a diagram showing a processing flow for a document registration operation from the multifunction machine to the document management system.

  First, in step S300, when a document registration operation from the multi-function device 50 to the document management server is performed, attribute information is sent as the document and accompanying information. The document registration operation is performed by transmitting a document scanned by the user or transferring a document received by the MFP by FAX. In the attribute information, a transmission source, a FAX number, and the like are described as information used for the distribution condition described in FIG.

In step S301, the document and attribute information transmitted in step S300 are received. In step S302, the received attribute information is compared with the distribution condition registered in step S301.
In step S303, if there is an item that matches the result of comparison in step S302, the storage destination folder and UI setting information set in the matching distribution condition are acquired in step S304. In step S305, the document received in step S301 is registered in the storage destination folder acquired in step S304.

  In step S306, the UI setting information acquired in step S304 is registered in the document property registered in step S305. At this time, the information of the storage destination folder acquired in step S304 is registered in the folder “setting target folder” in which the value of the folder of the UI setting information registered in the process of FIG. 5 is not set. That is, UI setting information in which a value is described in “setting target folder” is registered in the document property. For example, the value of the folder is set in the space 501 on the right side of the screen example of FIG. 6 (the attribute ID of the Space tag is 3 in the configuration 503), as shown in FIG. Thereafter, when the user displays the registered document via the browser of the client PC, the user uses a layout using the UI setting information. Details of the display will be described later.

  In step S307, since there is no condition that matches the sorting condition, the document is registered in the storage folder that is preset as a default. This setting is a setting of a storage destination folder that is uniquely set for each individual user or a setting of a storage destination folder that is uniquely set for the entire system. Also, UI setting information is not registered in the properties of the registered document.

[Document registration from client PC to server]
FIG. 11 is a diagram showing a processing flow for a document registration operation from a client PC to the document management system.

  First, in step S400, when a document registration operation from the client PC 10 to the document management server is performed, the document and storage destination folder information are transmitted.

  In step S401, the document and storage folder information transmitted in step S400 are received. In step S402, the document is registered based on the storage destination folder information received in step S401. In step S403, the property of the document registered in step S402 is compared with the distribution condition registered in step S301. In step S404, if there is an item that matches the result of comparison in step S403, the UI setting information set in the matching distribution condition is acquired in step S405.

  In step S406, the UI setting information acquired in step S405 is registered in the document property registered in step S402. At this time, the information of the storage destination folder acquired in step S401 is registered in the folder “setting target folder” in which the value of the folder of the UI setting information registered in the process of FIG. 5 is not set. Thereafter, when the user displays the registered document via the browser of the client PC, the user uses a layout using the UI setting information.

[Display based on UI of registered document]
FIG. 12 is a diagram showing a processing flow for displaying a document registered in the document management system based on the UI setting information.

  First, in step S500, the Web application server PC 20 transmits basic screen information and newly arrived document information.

  In step S501, the client PC 10 receives and displays the basic screen information and newly arrived document information transmitted in step S500. For example, a folder tree display and a list of newly arrived documents are displayed as shown in the screen 600 of FIG. In step S502, when the user selects a document from the new arrival document list, information indicating that the document has been selected is transmitted to the Web application server PC 20.

  In step S503, the selected document information transmitted in step S502 is received, and the UI setting information set in the property of the selected document is transmitted.

  In step S504, it is confirmed whether or not a value is set in the received UI setting information. If the value is set, in step S505, display is performed based on the UI setting information. For example, the folder C is displayed in the space 602 and the folder F is displayed in the space 603 as the screen 601 in FIG. If no value is set in the received UI setting information, display is performed with normal UI settings in step S506.

<Example 2>
The configuration of the second embodiment will be described with reference to FIGS. 1 to 4 and FIGS. The difference from the document registration system according to the first embodiment is that UI setting information can be selected from the document menu when the UI setting is made in the property of the registered document after the document registration from the MFP or the client PC. . The document list screen is displayed according to the selected UI setting information.

  According to this embodiment, it is possible to display with the set UI setting information even when a document is selected from a normal folder display and displayed in a menu without selecting from a newly arrived document.

[Display based on UI settings from menu selection]
FIG. 14 is a diagram illustrating a processing flow for selecting and displaying UI setting information from a menu of a document registered in the document management system according to the second embodiment. FIG. 15 shows an example of UI display when a document menu is selected and displayed.

  In step S600, the Web application server PC 20 transmits basic screen information.

  In step S601, the client PC 10 receives and displays the basic screen information transmitted in step S600. For example, a folder tree display such as a screen 700 in FIG. 15 and the selected folder are displayed. In step S602, when the user selects the menu display of the document, the selection information is transmitted to the Web application server PC 20.

  In step S603, the selected document information transmitted in step S602 is received, and the UI setting information set in the property of the selected document is transmitted.

  In step S604, it is confirmed whether a value is set in the received UI setting information. If set, in step S605, in addition to the normal menu display of the document, a menu capable of selecting UI setting information is displayed. Only the UI setting information menu may be displayed as in the screen 700 of FIG. 15, and the display of the normal menu may be omitted. If the user selects a menu of UI setting information displayed in step S606, display based on the UI setting information is performed in step S607. For example, a menu is displayed on the document as shown in a screen 700 in FIG. Thereafter, when the menu is selected, the information set in the UI setting information is displayed in the folder C and the space 703 in the space 702 like the screen 701. If the UI setting information is not set, a normal menu is displayed in step S608.

(Other examples)
The present invention can also be realized by executing the following processing. That is, software (program) that realizes the functions of the above-described embodiments is supplied to a system or apparatus via a network or various storage media, and a computer (or CPU, MPU, or the like) of the system or apparatus reads the program. It is a process to be executed.

Claims (5)

Document management system for storing and managing documents, a client PC for connecting to the document management server and performing user authentication and document operation, and a multifunction peripheral having a browser display and a document scanning function connected via a network In
The document management server
Registration means for registering user interface setting information in document properties based on a distribution condition when registering a document transmitted from the MFP or the client PC to a document management server as a new arrival document;
A document management system comprising: display control means for controlling display of the document based on user interface setting information registered by the registration means in the property of the document selected from the list of newly arrived documents .   The display control means displays the user interface setting information registered in the document property on the document menu, and the user interface setting information is displayed in response to the user interface setting information displayed on the document menu being selected. The document management system according to claim 1, wherein display of the document is controlled based on setting information. Document management system for storing and managing documents, a client PC for connecting to the document management server and performing user authentication and document operation, and a multifunction peripheral having a browser display and a document scanning function connected via a network In the document management method in
When registering a document sent from the MFP or client PC in the document management server, the registration means registers user interface setting information in the document properties based on the distribution conditions.
A document management method, wherein a document is displayed by display means based on user interface setting information set in a property of a document selected from a new arrival document list.   In the document management server, the user interface setting information registered in the document properties is displayed on the document menu by the display means, and the user interface setting information displayed on the document menu is selected and based on the user interface setting information. A document management method, wherein the document is displayed by a display means.   A program for causing a computer to execute the document management method according to claim 3.

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