JP2012168721A - Application management system, application management method, and application management program - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide an application management system, an application management method, and an application management program for assisting circulation of a proposal document which requires approval in compliance with a workflow.SOLUTION: A file server 40 has department folders for respective departments and each department folder has an applied document folder, a circulated document folder, and a finally approved document folder. When obtaining a proposal document file from a client terminal 10, a control section 21 of an application management server 20 sets a file name in accordance with a workflow and stores the same in the applied document folder. When an intermediate approver performs an approval input with respect to the proposal document file stored in the applied document folder, the control section 21 corrects the file name of the proposal document file and stores the same in the circulated document folder. When a final approver performs the approval input with respect to the proposal document file stored in the circulated document folder, the control section 21 corrects the file name of the proposal document file and stores the same in the finally approved document folder.

Description

  The present invention relates to an application management system, method, and program for supporting circulation of a draft document that requires approval based on a workflow.

  Today, many electronic files that use a common format, such as applications for administrative procedures, are used in companies. In order to centrally manage such electronic files, a file server is often prepared. In this case, create a folder structure corresponding to a common procedure regardless of the organization in each storage area where the file server is divided by organization, and maintain it with a uniform storage location, storage deadline, document file name, etc. throughout the company I manage.

  In such a file server, an access right is usually set for each user or each department. For this reason, a technique for managing creation of a folder structure corresponding to an organizational hierarchy in a company or the like and access right setting has been studied (for example, see Patent Document 1). In the document management apparatus described in this document, a folder corresponding to each access right group in the hierarchy below the designated organization group is created under the designated folder hierarchy. Set the access right to the corresponding access right group for each created folder.

  In addition, when a draft document is circulated for approval, a workflow that defines the order of approval and authority is used. Then, according to this workflow, intermediate approval and final approval are performed. An electronic approval system for supporting such approval of approval documents has also been studied (see, for example, Patent Document 2). In the electronic approval system described in this document, a personal information database in which personal information of users connectable to the electronic approval server is registered, a specific personal information database in which drafting authority and approval authority for electronic approval documents are registered, and Is provided. In addition, a template electronic approval document in which a circulation route is set, an electronic approval document waiting for drafting, an electronic approval document being circulated, and an approval document database in which an approved electronic approval document is stored are provided. The user creates a manuscript for the electronic approval document, the manuscript creator designates a predetermined drafter, and the drafter drafts the electronic approval document.

  In addition, an electronic approval processing device for supporting approval processing from a screen depending on the status of the project and the status of the organization has been studied (for example, see Patent Document 3). In the electronic approval processing apparatus described in this document, an undecided box screen, an already-decided box screen, an approval screen, an approval route screen for setting an approval route for a form, a sticky note input screen for inputting a sticky note or a comment on a case, a sticky note display screen , A case history screen, a case search screen, etc. are provided. Then, parallel addition, serial addition, deletion, change, acceptance setting, proxy decision, review, etc. in the decision route are explicitly displayed, a sticky note or comment is entered, and a case search is performed.

JP 2008-129644 A (first page, FIG. 1) JP 2002-222297 A (first page, FIG. 1) Japanese Patent Laying-Open No. 2004-302613 (first page, FIG. 1)

By using the technique described in Patent Document 1, the access right for each folder is set. However, this document does not assume the access right in the workflow for the deliberation. On the other hand, in the technique described in Patent Document 2, an approval document database in which an electronic approval document being circulated and an approved electronic approval document are stored is used. In the technique described in Patent Document 3, a workflow management system that manages the approval status is used separately from the document file to be approved in order to search for a case in the case database and display it on the pending box screen. .

  In these documents, the electronic approval document used for drafting and the document file to be approved are stored in a predetermined database. In this case, for each proposal based on these document files, it is necessary to collectively manage the approval status separately from the document file, and the management becomes complicated.

  On the other hand, in the paper-based approval process, unapproved draft documents and approved draft documents are stored separately in storage locations (for example, a document tray). Thereby, it is possible to intuitively grasp a draft document that needs to be approved and a draft document that has been approved. However, with a paper medium, searching and managing draft documents becomes complicated.

Therefore, while considering digitizing the draft document and using the storage location of the draft document file for grasping the approval status as well as the paper medium, we examined it.
The present invention has been made in view of the above, and it is an object of the present invention to provide an application management system, an application management method, and an application management program for supporting circulation of a draft document that requires approval based on a workflow.

  In order to solve the above-mentioned problem, the invention described in claim 1 is a file storage means including a pending folder, a circulating folder, and a final approval folder, and controls file movement between folders, In the application management system having a control means for changing the name of a document, when the control means acquires a draft document file from the drafter terminal, a file name indicating an approver is set to the draft document file At the same time, when an approval input is made at the intermediate approver terminal of the intermediate approver having intermediate approval authority for the means for storing in the application pending folder and the draft document file stored in the application pending folder, the intermediate approver In addition to changing the file name to indicate that it has been approved, the draft document file is moved to the circulating folder. When the approval input is made at the final approver terminal of the final approver who has the final approval authority for the drafting document file stored in the circulating folder and the means for replacing, it indicates that the approval is made by the final approver The gist of the present invention is that a change is made to add a display to the file name, and means for transferring the draft document file to the final approval folder.

  According to a second aspect of the present invention, in the application management system according to the first aspect, the application folder, the circulation folder, and the final approval folder are provided for each department, and the control means is a drafter The gist is to identify the department to which the terminal user is authenticated and store the draft document file acquired from the drafter terminal in the pending folder of the department.

  The invention according to claim 3 is the application management system according to claim 1 or 2, further comprising a document format database storing a template file for creating a draft document file, and the template file includes an application type. Accordingly, workflow information for identifying the approver is recorded, and when the control unit acquires a draft document file created based on the template file, the workflow information is acquired from the draft document file. The gist is to identify the approver.

The invention described in claim 4 is the application management system according to claim 3, wherein the approval information of one or a plurality of consultation departments other than the drafting department to which the drafter belongs is required. In the drafting document file, the consulting department information for identifying the consulting department to be approved is set in the drafting document file, and the control means displays the approval information in the drafting department for the drafting document file in which the consulting department information is set. The gist of the invention is that it further comprises means for storing a copy of the draft document file in the pending folder for all the consulting departments set in the consulting department information.

  According to a fifth aspect of the present invention, in the application management system according to the fourth aspect, the control means stores the copy of the draft document file stored in the pending application folder of the consultation department at the present time. If a folder of the consulting department is identified and a copy of the draft document file is stored in the final approval folder of all the consultation departments, all the draft document files stored in the final approval folder of the drafting department The gist of the present invention is that it further includes means for adding to the file name an indication indicating approval in the consultation department.

  The invention described in claim 6 includes a file storage means having a pending folder, a circulating folder, and a final approval folder, and a control means for controlling the movement of the file between the folders and changing the name of the file. If the control means acquires a draft document file from the drafter terminal, the file name indicating the approver is set for the draft document file. At the same time, when the approval input is made at the intermediate approver terminal of the intermediate approver who has the intermediate approval authority for the draft document file stored in the application folder and the draft document file stored in the application folder, the intermediate approver In addition to changing the file name to indicate that it has been approved, the draft document file is placed in the circulating folder. When the approval input is made at the final approver terminal of the final approver who has the final approval authority for the draft document file stored in the circulating folder and the drafting document file stored in the circulation folder, The gist of the present invention is to perform a change of adding a display to the file name and transferring the draft document file to a final approval folder.

  The invention described in claim 7 includes a file storage means having an application folder, a circulation folder, and a final approval folder, and a control means for controlling the movement of the file between the folders and changing the name of the file. The application management system uses the application management system, and when the control means acquires a draft document file from the drafter terminal, the file name indicating the approver is set for the draft document file. At the same time, the means for storing in the pending folder and the draft document file stored in the pending folder are approved by the intermediate approver when the approval input is made at the intermediate approver terminal of the intermediate approver who has intermediate approval authority. In addition to changing the display to indicate the file name, the draft document file is being circulated. If the approval input is made at the final approver terminal of the final approver having the final approval authority for the draft document file stored in the circulating folder, it is confirmed that the final approver has approved. The gist of the present invention is to make a change to add a display to the file name and to function as means for transferring the draft document file to the final approval folder.

(Function)
According to the first, sixth, and seventh aspects of the present invention, when the control unit acquires the draft document file from the drafter terminal, the file name indicating the approver is set to the draft document file and the application is applied. Store in the middle folder. Next, when an approval input is made on the intermediate approver terminal of an intermediate approver who has intermediate approval authority for the draft document file stored in the pending folder, a file indicating that it has been approved by the intermediate approver Change the name to be added and move the draft document file to the circulating folder. When the draft document file stored in the circulating folder is approved at the final approver terminal of the final approver who has the final approval authority, a file indicating that the final approver has approved the file is displayed. Make changes to the name and move the draft document file to the final approval folder. Thereby, the approval status of the application file can be managed by the storage folder. Further, the approver can be specified by the file name of the draft document file, and the approval status can be grasped by this file name.

  According to the second aspect of the present invention, the control means specifies the department to which the drafter terminal user is authenticated, and stores the draft document file acquired from the drafter terminal in the application pending folder of the department. To do. Thus, the user can store the draft document file in an appropriate folder at the time of application.

  According to the third aspect of the present invention, when the control unit acquires the draft document file created based on the template file, it acquires workflow information from the draft document file and identifies the approver. Thus, the approver on the workflow can be specified using the draft document file.

  According to the invention described in claim 4, when the approval information in the drafting department is acquired for the draft document file in which the consultation department information is set, the pending folders of all the consultation departments set in the consultation department information Store a copy of the draft document file. As a result, if the approval of another department is required in the application, it can be expanded to the consultation department.

  According to the fifth aspect of the present invention, for the copy of the draft document file stored in the application folder of the consultation department, the folder of the consultation department that currently stores the copy is specified. If a copy of the draft document file is stored in the final approval folder of all consulting departments, the draft document file stored in the final approval folder of the drafting department has been approved by all the consulting departments. Add a display to the file name. Thereby, even when the approval of the consultation department is required, the approval status can be grasped by the file name of the draft document file.

  According to the present invention, it is possible to provide an application management system, an application management method, and an application management program for supporting circulation of a draft document that requires approval based on a workflow.

The system schematic of embodiment of this invention. It is explanatory drawing of the data recorded on each database of embodiment of this invention, (a) is a user database, (b) is a folder management database, (c) is a document format database, (d) is application management. Explanatory drawing of the data recorded on the database. Explanatory drawing of the folder structure stored in the file server of embodiment of this invention. Explanatory drawing of the circulation function screen of embodiment of this invention. Explanatory drawing of the process sequence of embodiment of this invention. Explanatory drawing of the process sequence of embodiment of this invention. Explanatory drawing of the process sequence of embodiment of this invention. Explanatory drawing of the process sequence of embodiment of this invention. Explanatory drawing of the file name of the draft document file used for embodiment of this invention.

  DESCRIPTION OF EMBODIMENTS Hereinafter, embodiments embodying the present invention will be described with reference to FIGS. In this embodiment, the case where it uses for an appeal circulator is assumed. An application that is used when the draft document is distributed by providing each folder for application, circulation, and final approval to the file server, and transferring the draft document file filed in the company to each folder. The management system, application management method, and application management program will be described.

  In the present embodiment, as shown in FIG. 1, the application management server 20 executes a circulation process for the drafted document for which the application has been applied. A client terminal 10, a directory management server 15, and a file server 40 are connected to the application management server 20 via a network.

  The client terminal 10 functions as a drafter terminal, an intermediate approver terminal, and a final approver terminal, and is a computer used by a user such as a drafter of a draft document applied for in the company, an authorized person for intermediate approval or final approval, etc. It is a terminal. The client terminal 10 is used when a user accesses the application management server 20 or creates a draft document. The client terminal 10 has a function of transmitting data via a network, a function of displaying received data, and the like. Therefore, the client terminal 10 includes a control unit including a CPU, a RAM, and a ROM, an input unit such as a keyboard and a pointing device, an output unit such as a display, and a communication unit.

  The directory management server 15 is a computer system that provides a directory service that stores and retrieves information about resources on the network and their attributes. The directory management server 15 collectively manages users and network resources. For this reason, information on users and organizations using the network (for example, operation authority information for each user) is accumulated. Specifically, the directory management server 15 includes a user database 16.

  As shown in FIG. 2A, a user management record 160 for managing users who use the application management server 20 is recorded in the user database 16. This user management record 160 is recorded when user registration is performed. In the user management record 160, data related to name code, name, contact information, department code, post code, and authentication code are recorded.

In the name code data area, data relating to an identifier (for example, an employee number) for identifying the user of the application management server 20 is recorded.
In the name data area, data related to the user's name is recorded.
In the contact data area, data related to the contact information (for example, mail address) of the user is recorded.

Data relating to an identifier for identifying the department to which the user belongs is recorded in the department code data area.
In the post code data area, data relating to an identifier for specifying the post of the user is recorded. With this position, the authorization authority can be specified.
In the authentication code data area, data relating to authentication information (for example, a password) when performing user authentication is recorded.

  The file server 40 is a computer system that functions as a file storage unit and accumulates and manages the created document files. The file server 40 includes a draft document database 42. As shown in FIG. 3, the draft document database 42 is provided with a plurality of folders in a directory structure having a plurality of hierarchies. In the upper hierarchy, a department unit folder 421 associated with the department code of each department is provided. In the department unit folder 421, an application folder, a circulation folder, a final approval folder, a withdrawal folder, a rejection folder, and a return folder are provided as lower-level folders.

The in-application folder is a folder for storing a draft document file filed by the drafter.
The circulating folder is a folder that is stored when a draft document file that has been intermediately approved by an intermediate approver is distributed.

  The final approval folder is a folder for storing a draft document file that is finally approved by the final approver. It should be noted that the draft document file stored in the final approval folder is periodically transferred (for example, at the end of the year) to another data storage unit (the draft document database of the past year). Thus, only the draft document file for a predetermined period (for example, this year) is stored in the final approval folder.

The withdrawal folder is a folder for storing a draft document file withdrawn by the drafter.
The rejection folder is a folder for storing draft document files rejected by the intermediate approver or the final approver.
The return folder is a folder for storing draft document files returned by the intermediate approver or final approver.

  When storing a draft document file in a folder provided in the file server 40 described above, or when transferring between folders, a circulation function screen 500 is used as shown in FIG. The circulation function screen 500 is provided from the application management server 20 and is output to the display of the client terminal 10.

As shown in FIG. 4, the circulation function screen 500 includes an operation button area 501, a folder configuration display area 502, and a file display area 503.
In the operation button area 501, various operation buttons for performing each process regarding application and approval are displayed. The “apply” button is used when the drafter stores the draft document file in the pending folder. The “withdrawal” button is used when the drafter moves the draft document file stored in the application folder or the circulation folder to the lower folder.

  The “browse” button is used when the drafter or the approver browses the draft document file stored in the department unit folder 421 of the department to which the drafter or approver belongs. The “other department” button is used when a viewable file stored in the department unit folder 421 of another department of the file server 40 is displayed.

The operation buttons “Approve”, “Return”, and “Reject” are used when the intermediate approver or the final approver performs approval input, return input, and rejection input for each draft document file.
In the folder structure display area 502, folders stored in the draft document database 42 of the file server 40 are displayed in a tree structure.

  In the file display area 503, icons of draft document files stored in the folder selected in the folder structure display area 502 are displayed. This icon displays the file name of the draft document file. Here, by selecting a desired draft document file, the contents of the draft document file can be confirmed.

  The application management server 20 is a computer system for supporting circulation processing of draft document files generated in the client terminal 10. As shown in FIG. 1, the application management server 20 includes a control unit 21, a folder management database 22, a document format database 23, and an application management database 24.

The control unit 21 includes a CPU, a RAM, a ROM, and the like, and functions as a control unit that performs various data management processing for performing drafting document circulation processing. Then, the processes described later (user authentication stage, application management stage, browsing control stage, folder control stage, file name control stage, etc.) are executed. By executing the application management program for this purpose, as shown in FIG. 1, the control unit 21 performs user authentication means 211, application management means 212, browsing control means 213, file name control means 214, folder control means 215. Function as.

  The user authentication unit 211 executes a process of authenticating the user who has accessed the application management server 20. With this personal authentication, the user's approval authority (intermediate approval authority, final approval authority) and folder operation authority can be specified.

  The application management unit 212 receives a draft document file applied by the drafter, and executes processing for managing circulation of the draft document file. For this purpose, the application management unit 212 outputs the circulation function screen 500 to the display of the client terminal 10 used by the user, and accepts various requests from the user via the circulation function screen 500.

  Based on a request from the client terminal 10, the browsing control unit 213 executes processing for outputting a list screen of document files stored in each folder and a document file selected on the list screen to the display of the client terminal 10. .

The file name control unit 214 executes a process for changing the file name of the draft document file in accordance with the result (status) of the approval process. The user can grasp the approval status of each draft document file by confirming the file name of the draft document file.
The folder control unit 215 executes processing for managing authority for browsing, storing, and transferring files in the file server 40 according to the user's operation authority.

  In the folder management database 22, as shown in FIG. 2B, a folder management record 220 regarding the operation authority of various folders provided in the draft document database 42 of the file server 40 is recorded. This folder management record 220 is registered when each folder is set in the draft document database 42 of the file server 40. In the folder management record 220, data relating to a department code, a folder type, an operation type, and an authorized person type is recorded.

In the department code data area, data relating to an identifier for identifying the department to which the department unit folder 421 is assigned is recorded.
In the folder type data area, data related to the type of folder provided in the department unit folder 421 (application, circulation, final approval, withdrawal, rejection, return) is recorded.

In the operation type data area, data related to operations (viewing, storing, transferring) performed on folders of each folder type is recorded.
In the authorized person type data area, data for specifying conditions (authorized positions and users) of authorized persons who can perform an operation corresponding to the operation type in each folder is recorded. For example, a user who belongs to each department has an operation authority to store a draft document file in the pending folder. A user belonging to each department has an operation authority to view a draft document file for which the user is the drafter. The intermediate approver has an operation authority to browse a draft document file for which the intermediate approver is an intermediate approver and transfer it to the circulating folder. Further, the final approver has an operation authority to browse the draft document file for which the final approver is the final approver and transfer it to the final approval folder.

In the document format database 23, as shown in FIG. 2C, a document format file 230, which is a template used for various applications, is recorded. This document format file 230
Is recorded when a template file of a draft document used in each application is registered. In the property information of the document format file 230, data relating to workflow information (intermediate approver title code, final approver title code, consultation department code, circulation department code) is recorded for the document style number.

In the document format number data area, data relating to an identifier for specifying the document format according to the application type is recorded.
In the intermediate approver post code data area, data relating to an identifier for specifying the post of an authorized person who makes an intermediate approval of a draft document applied using this document format is recorded.

In the final approver post code data area, data relating to an identifier for specifying the post of the authorized person who makes final approval of the drafting document applied using this document format is recorded.
In the consultation department code data area, data relating to an identifier for identifying the consultation department of the drafting document applied using this document format is recorded.
In the circulation department code data area, data relating to an identifier for identifying the circulation department of the draft document applied for using this document format is recorded.

  In the application management database 24, as shown in FIG. 2D, an application management record 240 for each proposed draft document file is recorded. This application management record 240 is recorded when each application is made. This application management record 240 includes a request number, document form number, draft date, drafter name code, title of proposal, final approval request date, intermediate approver name code, final approver name code, consultation department code, circulation department Data related to codes and approval history are recorded.

In the approval number data area, data relating to an identifier for identifying each requested draft document file is recorded.
In the document format number data area, data relating to an identifier for specifying the document format used in the draft document file is recorded.

In the draft date data area, data relating to an identifier for specifying the date of drafting is recorded.
In the drafter name code data area, data relating to an identifier for identifying the user who has drafted is recorded.

In the approval title data area, data relating to an identifier for specifying the drafting content is recorded.
In the desired final approval date data area, data relating to an identifier for specifying the desired final approval date for this application is recorded.

In the intermediate approver name code data area, data relating to an identifier for identifying an authorized person who performs intermediate approval for this application is recorded.
In the final approver name code data area, data relating to an identifier for identifying an authorized person who performs final approval for this application is recorded.

In the consultation department code data area, data relating to an identifier (department code) for identifying a department that needs consultation for this application is recorded.
In the circulation department code data area, data relating to an identifier (department code) for identifying a department that requires circulation for this application is recorded.

In the approval history data area, data related to the approval history for the draft is recorded.
In this data area, when each support process of application, approval and circulation is performed, an identifier indicating the contents of each process is sequentially recorded in association with the process date.

  Next, the application management process of this embodiment is demonstrated. Here, the application support process (FIG. 5), the browsing support process (FIG. 6), the approval support process (FIG. 7), and the consultation support process (FIG. 8) will be described in this order.

(Application support processing)
First, the application support process will be described with reference to FIG. When the drafter makes an application, a list screen of the document format file 230 stored in the document format database 23 is output. When the desired document format file 230 is selected from the list screen, the desired document format file 230 is acquired from the document format database 23 of the application management server 20. The client terminal 10 creates a draft document file using the acquired document format file 230 and stores it in an arbitrary folder. Then, the drafter accesses the application management server 20 using the client terminal 10.

  In this case, the control part 21 of the application management server 20 performs a user authentication process (step S1-1). Specifically, the user authentication unit 211 of the control unit 21 outputs an authentication screen to the client terminal 10. On the authentication screen, an input field for a name code and an authentication code is provided. When necessary information is set in each input field by the user and an authentication instruction is input, the client terminal 10 transmits an authentication request to the application management server 20. This authentication request includes data related to the name code and the authentication code set on the authentication screen.

  The user authentication unit 211 that has acquired the authentication request accesses the directory management server 15 and authenticates the user. In this personal authentication, the user management record 160 in which the name code and the authentication code acquired from the client terminal 10 are recorded is searched. When the directory management server 15 can extract the user management record 160, the directory management server 15 provides the application management server 20 with the attribute information (affiliation department code, post code) recorded in the user management record 160. The user authentication unit 211 takes over the received attribute information to the application management unit 212.

  Next, the control part 21 of the application management server 20 performs the output process of a circulation function screen (step S1-2). Specifically, the application management unit 212 of the control unit 21 outputs the circulation function screen 500 to the display of the client terminal 10.

  Next, the control unit 21 of the application management server 20 executes a process for specifying a process target file (step S1-3). Specifically, the drafter stores the draft document file created in advance in a predetermined folder in the client terminal 10 or the file server 40. Then, using the circulation function screen 500, a folder in which a draft document file created in advance is stored is specified, and a draft document file in this folder is selected. In this case, the application management unit 212 of the control unit 21 outputs a file attribute screen on the display of the client terminal 10. This file attribute screen is provided with input fields for attribute items such as document format number, drafting date, drafter, drafting department, request number, request title, and a final approval date entry field. The application management unit 212 sets the information specified based on the selected draft document file or the user authentication in these input fields. Here, the drafter confirms each information set in each input field, and corrects each information as needed.

Then, the “application” button on the circulation function screen 500 is selected.
In this case, the control unit 21 of the application management server 20 executes a draft document upload process (step S1-4). The application management unit 212 of the control unit 21 acquires the draft document file designated on the circulation function screen 500 from the folder designated by the drafter. Further, the application management unit 212 acquires various information set on the file attribute screen, generates an application management record 240, and records it in the application management database 24.

  Next, the control unit 21 of the application management server 20 executes a workflow specifying process according to the application type (step S1-5). Here, the application management unit 212 of the control unit 21 identifies the intermediate approver, final approver, consulting department, and circulation department based on the workflow information stored in the document format file 230. Specifically, the application management unit 212 acquires the intermediate approver title code and the final approver title code of the workflow information from the directory management server 15. Then, the application management unit 212 provides the file name control unit 214 with the name code acquired from the directory management server 15, the consultation department code and the circulation department code stored in the workflow information of the document format file 230.

  Next, the control unit 21 of the application management server 20 executes a file name setting process according to the workflow (step S1-6). Specifically, the file name control unit 214 of the control unit 21 determines the file name based on the workflow acquired from the application management unit 212. Specifically, the abbreviations of the positions of intermediate approver and final approver are added to the file name for the file name consisting of the drafting department and the approval number. Further, when the consultation department code or the circulation department code is registered in the workflow information, the abbreviations of “cooperation” and “time” are added to the file name. For example, in the draft document file with the proposal number “H22001” in the drafting department “XX department”, the section manager, deputy manager, and department manager are registered as the approver title code in the workflow information, and the consultation department code is also registered. In this case, as shown in FIG. 9, a file name 300 to which the abbreviations of “section”, “next”, “part”, and “Kyo” are added is generated.

  Next, the control part 21 of the application management server 20 performs the storage process to a folder under application (step S1-7). Specifically, the folder control means 215 of the control unit 21 specifies the department unit folder 421 of the department to which the drafter belongs in the file server 40. Then, the folder control means 215 stores the draft document file in the pending folder of the specified department unit folder 421 based on the folder operation authority recorded in the folder management database 22.

(Browsing support processing)
Next, referring to FIG. 6, the browsing support process used when confirming the status of the proposed draft document file will be described. Even when this browsing support process is used, as in steps S1-1 and S1-2, the control unit 21 of the application management server 20 executes the user authentication process and the output function screen output process (steps). S2-1).
Then, the “Browse” button on the circulation function screen 500 is selected.

  In this case, the control unit 21 of the application management server 20 executes a folder identification process for the department to which the application belongs (step S2-2). Specifically, the browsing control means 213 of the control unit 21 specifies the user's department code based on the attribute information acquired from the directory management server 15 in the user authentication process. Next, the browsing control means 213 acquires folder information stored in the department unit folder 421 associated with the identified department code from the file server 40. Then, the browsing control means 213 outputs the acquired folder information in a tree structure to the folder configuration display area 502 of the circulation function screen 500. The user designates a folder desired to be browsed among the displayed folders.

Next, the control unit 21 of the application management server 20 executes a process for searching for a viewable file stored in the department folder (step S2-3). Specifically, the browsing control unit 213 of the control unit 21 specifies the post code based on the attribute information acquired from the directory management server 15 in the user authentication. Then, the browsing control unit 213 searches the folder management record 220 of the designated folder for a draft document file that can be browsed with the user's name code and job title code.

  Next, the control unit 21 of the application management server 20 executes target file list display processing (step S2-4). Specifically, the browsing control means 213 of the control unit 21 outputs the icon of the browseable file extracted by the search in the department unit folder 421 of the belonging department to the file display area 503 of the circulation function screen 500.

  When confirming the contents of the draft document file, the icon of the draft document file output to the file display area 503 of the circulation function screen 500 is selected. In this case, the control unit 21 of the application management server 20 executes a process target file display process (step S2-5). Specifically, the browsing control means 213 of the control unit 21 acquires the designated draft document file from the file server 40 and outputs it to the display of the client terminal 10.

Here, when the approver approves the draft document, the “approve” button is selected.
In this case, the control unit 21 of the application management server 20 executes an approval support process (step S2-6). Specifically, the application management unit 212 of the control unit 21 additionally records an identifier indicating approval and a processing date as an approval history in the application management record 240 of the application management database 24. And the approval assistance process mentioned later is performed.

  On the other hand, when the draft document is rejected or returned, the “reject” button or the “return” button is selected. In this case, the application management unit 212 displays an identifier indicating the rejection or return as the approval history and the processing date in the application management record 240 of the application management database 24 according to the selection of the “reject” button or the “return” button. Record additional days.

  And the control part 21 of the application management server 20 performs the correction process of a file name according to a workflow (step S2-7). Specifically, the file name control means 214 of the control unit 21 changes the file name to the file name in which the “x” symbol is added to the symbol of the authorized person who rejected or sent back. For example, when the section manager rejects or sends back, the section name is changed to a name obtained by adding an “x” symbol to “section” as in the file name 301 shown in FIG.

  Next, the control part 21 of the application management server 20 specifies each folder according to a workflow, and performs a storage process (step S2-8). Specifically, the folder control means 215 of the control unit 21 stores the draft document file in the reject folder of the department unit folder 421 when the selection of the “reject” button is detected. On the other hand, when the folder control unit 215 detects selection of the “Return” button, it stores the draft document file in the return folder of the department unit folder 421.

  When the “other department” button on the circulation function screen 500 is selected after step S 2-1, the control unit 21 of the application management server 20 executes a search process for the viewable file stored in the other department folder. (Step S2-9). Specifically, the browsing control means 213 of the control unit 21 is a draft document file stored in the department unit folder 421 of another department using the application management database 24, and this usage is recorded in the application management record 240. Search for files registered as drafters or approvers.

And the control part 21 of the application management server 20 performs the list display process of an object file (step S2-10). Specifically, the browsing control unit 213 of the control unit 21 outputs the icon of the browseable file extracted by the search in the department unit folder 421 of another department to the file display area 503 of the circulation function screen 500. As a result, the drafter or the authority of the drafting department confirms the discussion status of the other departments.

(Approval support process)
Next, with reference to FIG. 7, an approval support process when the “approve” button is selected will be described.
Here, the control unit 21 of the application management server 20 executes a workflow specifying process according to the application type (step S3-1). Specifically, the application management unit 212 of the control unit 21 acquires the workflow information corresponding to the document format number by extracting the intermediate approver title code and the final approver title code from the property information of the draft document file. .

  Next, the control unit 21 of the application management server 20 executes a determination process for intermediate approval or final approval (step S3-2). Specifically, the application management unit 212 of the control unit 21 uses the post code associated with the name code of the user who made the approval, and the post of the intermediate approver post code or final approver post code extracted from the workflow information. By comparing with the code, either intermediate approval or final approval is determined.

  When the user's post code matches the intermediate approver post code and is determined to be intermediate approval (in the case of “intermediate approval” in step S3-2), the control unit 21 of the application management server 20 responds to the workflow. Then, the file name correction process is executed (step S3-3). Specifically, the file name control unit 214 of the control unit 21 changes the file name to the file name in which an abbreviation symbol is added to the symbol of the intermediate approver. For example, in the case of section manager approval processing, the name is changed to a name obtained by adding an erase symbol to “section” as in the file name 302 shown in FIG. In the case of the next length approval process, the file name 303 is changed to a name obtained by adding an erase symbol to “next”.

  Next, the control unit 21 of the application management server 20 executes a storing process in the circulating folder according to the workflow (step S3-4). Specifically, when the draft document file is stored in the pending folder of the file server 40, the folder control means 215 of the control unit 21 transfers the draft document file to the circulating folder. If the draft document file is already stored in the circulating folder, the folder control unit 215 leaves it in the circulating folder as it is.

  On the other hand, when the user's post code matches the final approver post code and is determined to be final approval (in the case of “final approval” in step S3-2), the control unit 21 of the application management server 20 determines the workflow. In response to this, a file name correction process is executed (step S3-5). Specifically, the file name control means 214 of the control unit 21 changes the file name to the final approver's abbreviation code with an erase symbol added. For example, in the case of the general manager approval process, the name is changed to a name obtained by adding an erase symbol to “part” as in the file name 304 shown in FIG.

  Next, the control unit 21 of the application management server 20 executes storage processing in the final approval folder according to the workflow (step S3-6). Specifically, the folder control means 215 of the control unit 21 transfers the draft document file stored in the circulating folder of the file server 40 to the final approval folder.

  Next, the control unit 21 of the application management server 20 executes a determination process as to whether it is a draft of its own department or another department (step S3-7). Specifically, the folder control means 215 of the control unit 21 specifies the drafting department of the draft document file stored in the final approval folder. Then, by comparing the department in which the final approval folder is provided with the drafting department of the draft document file, it is determined whether the draft is the own department or another department.

In the case of other department drafting (in the case of “other department drafting” in step S3-7), the control unit 21 of the application management server 20 executes an approval completion process (step S3-8). Specifically, the application management unit 212 of the control unit 21 acquires the contact information of the drafter from the directory management server 15 and notifies the contact person that the draft document approval process has been completed.

  On the other hand, in the case of own department drafting (in the case of “own department drafting” in step S3-7), the control unit 21 of the application management server 20 executes a determination process as to whether or not circulation to the consultation department is necessary ( Step S3-9). Specifically, the application management unit 212 of the control unit 21 confirms whether or not the consultation department code is registered in the workflow information specified based on the document format number.

  When the consultation department code is not registered in the workflow information extracted from the draft document file and no circulation to the consultation department is necessary (in the case of “NO” in step S3-9), the control unit 21 of the application management server 20 Executes an approval completion process (step S3-8).

  On the other hand, when the consultation department code is registered in the workflow information extracted from the draft document file and the circulation to the consultation department is necessary (in the case of “YES” in step S3-9), the control unit of the application management server 20 21 executes storage processing in the folder of the consultation department according to the workflow (step S3-10). Specifically, the folder control means 215 of the control unit 21 identifies the department unit folder 421 of the consultation department code identified in the workflow information, and copies the draft document file to the circulating folder of this department unit folder 421. Store. When a plurality of consultation departments are registered, the folder control means 215 stores a copy of the draft document file in the department unit folder of all the consultation departments at the same time. In this case, the file name of the copy of the draft document file is made common with the file name of the draft document file. Then, the approver who has obtained a draft document that needs consultation from other departments confirms the content of the draft document. Also in this case, the application management server 20 executes the above-described approval support process.

(Consultation support processing)
Next, discussion support processing for files developed in the consultation department will be described with reference to FIG. This consultation support process is periodically executed to confirm the approval status of the copy of the draft document file stored in the department unit folder 421 of the consultation department.

  Here, the control unit 21 of the application management server 20 executes processing for acquiring the approval status of the file developed in another department (step S4-1). Specifically, the application management unit 212 of the control unit 21 extracts, from the application management database 24, an application management record 240 in which a consultation department code and a circulation department code are recorded for a draft document file developed in another department. . Then, the application management unit 212 uses the approval history recorded in the extracted application management record 240 to check whether the approval process of another department has been performed.

  Next, the control part 21 of the application management server 20 performs the determination process about whether it has been approved in all the consultation departments (step S4-2). Specifically, the application management unit 212 of the control unit 21 checks the approval status in all other departments to which the copy of the draft document file has been circulated using the approval history of the application management record 240. The storage folder for the copy of the draft document file is specified based on the approval history recorded in the application management record 240. The approval status may be checked by accessing the final approval folder of the consultation department and checking whether a copy of the draft document file is stored. Specifically, if a copy of the draft document file is stored in the final approval folder of all the consultation departments, it is determined that the approval has been made.

If there is still a consultation department that has not yet been approved (in the case of “NO” in step S4-2), the control unit 21 of the application management server 20 executes a standby process (step S4-3). Specifically, the application management unit 212 of the control unit 21 continues to monitor the draft document file developed in the consultation department.

On the other hand, when the approval process is completed in all the consultation departments (in the case of “YES” in step S4-2), the control unit 21 of the application management server 20 executes a file name correction process (step S4-4). . Specifically, the file name control unit 214 of the control unit 21 uses the abbreviation of the consultation department in the copy of the draft document file stored in the drafting department and the draft document file stored in the final approval folder of all the consultation departments. Is changed to a file name with an application symbol added. For example, the file name 305 shown in FIG.
And the control part 21 of the application management server 20 performs an approval completion process similarly to step S3-8 (step S4-5).

As described above, according to the present embodiment, the following effects can be obtained.
(1) In the above embodiment, the unit folder 421 associated with the department code of each department is provided in the file server 40 as an upper layer. In this department unit folder 421, as a lower-level folder, a pending folder, a circulating folder, a final approval folder, and a withdrawal folder are provided as a rejection folder and a return folder. The control unit 21 of the application management server 20 executes storage processing in the application folder (step S1-7). The control unit 21 of the application management server 20 executes storage processing in the circulating folder according to the workflow (step S3-4). The control unit 21 of the application management server 20 executes storage processing in the final approval folder according to the workflow (step S3-6). Thus, by confirming the number of draft document files stored in each folder, the distribution amount of draft documents to be processed can be grasped.

  (2) In the above embodiment, the folder management database 22 records the folder management record 220 regarding the operation authority of various folders provided in the draft document database 42 of the file server 40. Thereby, the authority for the draft document file can be controlled by the folder operation authority.

  (3) In the above embodiment, the control unit 21 of the application management server 20 executes a file name setting process according to the workflow (step S1-6). Thereby, it is possible to grasp the authorized person of intermediate approval and final approval using the file name of the draft document.

  Further, the control unit 21 of the application management server 20 executes a file name correction process according to the workflow (steps S3-3 and S3-5). When the approval process is completed in all the consultation departments (in the case of “YES” in step S4-2), the control unit 21 of the application management server 20 executes a file name correction process (step S4-4). As a result, the approval status can be grasped from the file name of the draft document file.

  (4) In the above-described embodiment, the control unit 21 of the application management server 20 executes a search process for a viewable file stored in the department folder (step S2-3). As a result, it is possible to efficiently grasp the approval status of the draft document file applied for by the user and the draft document file to be approved as an approver.

(5) In the above embodiment, when the “other department” button on the circulation function screen 500 is selected, the control unit 21 of the application management server 20 executes a search process for the viewable file stored in the other department folder. (Step S2-9). As a result, it is possible to efficiently grasp the approval status of the draft document file applied for by itself and the draft document file to be approved.

  (6) In the above embodiment, the application management database 24 records the application management record 240 for each proposed draft document file. Accordingly, by displaying the application management record 240 as a list, it is possible to grasp the final approval desired date and the approval status of each application.

In addition, you may change the said embodiment into the following aspects.
-In the said embodiment, although the case where this invention was used for an appeal distribution was assumed, the application object is not limited to this, It can utilize for various applications.

  In the above-described embodiment, a workflow for performing the approval process of the consultation department after the final approval of the drafting department is used. The order of approval in the workflow is not limited to this. For example, it is possible to use a workflow in which the drafting department and the consultation department perform approval processing at the same time, or a workflow in which the drafting department approval process is performed after the final approval of the consultation department.

  In the above embodiment, as shown in FIG. 9, the file name 300 to which the abbreviations “section”, “next”, “part”, and “cooperative” are added is generated. The method for setting the file name is not limited to this. For example, the file name may be set by a character string.

  In the above embodiment, the document format database 23 records the document format file 230 that is a template used for various applications. In the property information of the document format file 230, data related to workflow information is recorded for the document format number. The storage location of the workflow information is not limited to the property information of the document format file 230. For example, the application management server 20 may be provided with a workflow management database, and information for identifying the intermediate approver, final approver, consultation department, and circulation department may be stored for each document format number. . In this case, the control unit 21 specifies the approval status with reference to this workflow management database.

  In the above embodiment, the property information of the document form file 230 records data related to workflow information (intermediate approver title code, final approver title code, consultation department code, circulation department code) with respect to the document style number. Has been. The workflow information for identifying the approver is not limited to the approver job code. For example, a template file may be prepared for each department, and the name code of the intermediate approver or final approver in each department may be stored in the workflow information. In this case, the file name of the draft document file is set corresponding to the authorized person of this name code.

  In the above embodiment, the file server 40 includes the draft document database 42. In the upper hierarchy of the draft document database 42, a department unit folder 421 associated with the department code of each department is provided. As the lower hierarchy folders, a pending folder, a circulating folder, a final approval folder, a withdrawal folder A rejection folder and a return folder are provided. The folder structure is not limited to a unit of department, and it is possible to have a plurality of organizational hierarchies or to provide folders for each user. In this case, a folder for the intermediate approver and the final approver is provided in addition to the pending folder and the final approval folder. Then, the draft document file being circulated is stored in the folder of the approver. When sending back, return to the drafter's folder. Thus, each user can obtain a draft document file to be processed by confirming his / her folder.

In the above embodiment, the directory management server 15 and the file server 40 are connected to the application management server 20 via the network. The hardware configuration is not limited to these, and the application management server 20, the directory management server 15, and the file server 40 can be provided in one housing.

  In the above embodiment, the application management database 24 records application management records 240 for managing each drafted application. In the application management record 240, data related to the approval history is recorded for the approval number. This approval history may be stored in the draft document file. For example, when an approval operation is performed, an approval history (an identifier indicating processing contents and a processing date) is additionally recorded in the property information of the draft document file. Further, when a copy of the draft document file is developed in another department, the copy and the draft document file may be associated with each other, and the contents recorded in the copy may be additionally recorded in the draft document file. Thus, the approval status can be grasped by checking the draft document file.

  DESCRIPTION OF SYMBOLS 10 ... Client terminal, 15 ... Directory management server, 16 ... User database, 20 ... Application management server, 21 ... Control part, 211 ... User authentication means, 212 ... Application management means, 213 ... Browse control means, 214 ... File Name control means, 215 ... Folder control means, 22 ... Folder management database, 23 ... Document format database, 24 ... Application management database, 40 ... File server, 42 ... Drafting document database, 421 ... Department unit folder, 500 ... Circulation function screen.

Claims (7)

File storage means with application folder, circulation folder, final approval folder,
An application management system comprising a control means for controlling the movement of files between folders and changing the names of files,
The control means is
When a draft document file is obtained from the drafter terminal, a file name indicating an approver is set for the draft document file and stored in a pending folder;
If an approval input is made at the intermediate approver terminal of an intermediate approver having intermediate approval authority for the draft document file stored in the pending folder, an indication indicating that the approval has been approved by the intermediate approver is displayed in the file name. Means for making addition changes and transferring the draft document file to the circulating folder;
When an approval input is made at the final approver terminal of the final approver who has the final approval authority for the draft document file stored in the circulating folder, a display indicating that the final approver has approved the file name An application management system comprising means for making a change to be added to and transferring the draft document file to a final approval folder. The in-application folder, the circulation folder, and the final approval folder are provided for each department.
The control means identifies a department to which the drafter terminal belongs by user authentication, and stores a draft document file acquired from the drafter terminal in the pending folder of the department. The application management system according to 1. It has a document format database that stores a template file for creating a draft document file,
In the template file, workflow information for identifying the approver according to the application type is recorded,
3. The control unit according to claim 1, wherein when the drafting document file created based on the template file is acquired, the control unit acquires workflow information from the drafting document file and identifies an approver. Application management system described. If approval of one or more consulting departments other than the drafting department to which the drafter belongs is required, the drafting document file contains the consulting department information for identifying the consulting department to be approved in the workflow information of the drafting document file. Is set to
When the control means obtains approval information in the drafting department for the draft document file in which the consulting department information is set, the control means stores the draft document file in the pending folder of all the consulting departments set in the consulting department information. 4. The application management system according to claim 3, further comprising means for storing a copy. The control means includes
For the copy of the draft document file stored in the pending application folder of the consulting department, identify the folder of the consulting department where the copy is currently stored,
If a copy of the draft document file is stored in the final approval folder of all the consulting departments, the draft document file stored in the final approval folder of the drafting department has been approved by all the consulting departments. The application management system according to claim 4, further comprising means for adding a display to the file name. File storage means with application folder, circulation folder, final approval folder,
A method for managing application using an application management system having a control means for changing the name of a file while controlling movement of a file between folders,
The control means is
When a draft document file is acquired from the drafter terminal, a file name indicating an approver is set for the draft document file and stored in the pending folder;
If an approval input is made at the intermediate approver terminal of an intermediate approver having intermediate approval authority for the draft document file stored in the pending folder, an indication indicating that the approval has been approved by the intermediate approver is displayed in the file name. Making a change to add, and transferring the draft document file to the circulating folder;
When an approval input is made at the final approver terminal of the final approver who has the final approval authority for the draft document file stored in the circulating folder, a display indicating that the final approver has approved the file name And a step of transferring the draft document file to a final approval folder. File storage means with application folder, circulation folder, final approval folder,
A program for managing application using an application management system having a control means for changing the name of a file while controlling movement of a file between folders,
The control means;
Means for setting a file name indicating an approver for the draft document file when the draft document file is acquired from the drafter terminal, and storing the file in the pending folder;
If an approval input is made at the intermediate approver terminal of an intermediate approver having intermediate approval authority for the draft document file stored in the pending folder, an indication indicating that the approval has been approved by the intermediate approver is displayed in the file name. Means for making a change to be added and transferring the draft document file to a circulating folder;
When an approval input is made at the final approver terminal of the final approver who has the final approval authority for the draft document file stored in the circulating folder, a display indicating that the final approver has approved the file name An application management program for making a change to be added to and functioning as means for transferring the draft document file to a final approval folder.

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