JP6519613B2 - File management system, management device, processing method thereof and program - Google Patents

Description

The present invention relates to a file management system that manages captured files , a management apparatus, and a processing method and program thereof.

  2. Description of the Related Art In recent years, a document management system which stores document data obtained by converting a document into electronic data in a server computer and manages the document data is used in companies and the like. A general document management system has a version control function, and implements version control of a document by combining a checkout (lock) function and a checkin (update) function with respect to document data. The document data to be managed by the document management system includes text files and application files, and the application files typically include PDF files and Microsoft Office files.

  Normally, with document data version update, access the document management system using the document management system user's PC terminal, check out the file you want to update the version, open in edit mode, and edit / save Following the procedure of checking in, the main task was to carry out on a PC terminal.

When accessing a document management system from a PC terminal and updating the version of document data, considering the version update of PDF files and image files, documents of these formats can not usually be edited on a PC Because of this, we are updating the version according to the following procedure.
1. Open document data of document management system on PC (check out).
2. I output document data with a printer and go for retrieval.
3. Perform editing (handwriting, paper insertion, etc.) on the output.
4. The edited paper is read by a scanner, digitized and sent to a PC.
5. Upload the file digitized on the PC to the document management system and update the version (check in).

By the way, according to the technology of Patent Document 1, when a document that you want to approve is uploaded from the PC terminal to the document management server, the document management server sends an approval request mail to the approver (superior with approval authority, etc.) The person who receives the approval request moves to the multifunction device and outputs the document. The invention discloses that the approver signs the approval part, scans the document, uploads the document to the server, and performs check-in (update).
Further, Patent Document 2 discloses a technique for performing a checkout check-in from a multifunction machine.

JP 2009-277113 Unexamined-Japanese-Patent No. 2012-074006

  However, in the case of a document (file) having a large number of pages, it is desirable to update one document by a plurality of persons, but in the prior art, it was difficult to update a document by a plurality of persons. .

Therefore, an object of the present invention is to provide a mechanism capable of managing whether or not a plurality of files necessary for the predetermined process are all collected before the predetermined process is executed .

And an information processing apparatus, a file management system including a management apparatus for managing a plurality of files needed to run the predetermined processing, the management apparatus, the execution of the predetermined process and the predetermined processing The information processing apparatus further includes management means for managing a table including items for managing the association with a plurality of necessary files and the state of whether each file of the plurality of files is registered in the management apparatus, Among the plurality of files associated with the predetermined process in the table, the designation means accepts the designation of a file in a state not registered in the management apparatus, and the designation means designates the management apparatus and transmission means for transmitting the file, the management apparatus, wherein the file transmitted from the information processing apparatus, in the table for the management Registration means for registering the file is changed to the registered state from a state which is not recorded, in the table for the management, the state in which the predetermined plurality of files associated with the process are registered all determination means for determining whether is managed in, in the table for the management, when the plurality of files is determined to be managed by the state registered all the all registered And a notification unit that notifies the information processing apparatus that predetermined processing using a plurality of files managed in the above state is executable.

According to the present invention, before the predetermined process is performed, a plurality of files necessary for the predetermined processing it is possible to manage whether everything.

A diagram schematically showing a configuration of a document management system of the present invention A block diagram showing a hardware configuration of an information processing apparatus applicable to the authentication server 104, the document management server 103, and the web application server 102 Block diagram showing an example of the hardware configuration of the multifunction machine 100 Diagram schematically showing the functional configuration of each device required for the document management system Flow chart of document edit request processing Flow chart of the edit handling process by the user who has been requested to edit Flow chart of check-in process of edit request source user Image diagram showing an example of the file list screen of the editing request source user Image diagram showing an example of the editing request screen Image diagram showing an example of the file list screen of the editing request destination user Image diagram showing an example of a file list screen after an edit request source user's request Image diagram showing an example of the file list screen after check-in of the editing request source user Data diagram showing an example of file management information at the time of child file generation Data diagram showing an example of file management information when a child file is checked in Data diagram showing an example of file management information when a parent file is checked in

  Hereinafter, a method of checking in and checking out a document in the document management system (also referred to as a file management system) of the present invention will be described using the drawings. FIG. 1 is a diagram schematically showing the configuration of a document management system of the present invention.

  Note that the checkout used in the present embodiment means that the lock is applied to the file so that the user who has checked out can not edit it until another user checks in the file. Unlock and allow other users to edit the file.

  In the document management system of the present invention, the MFP 100 as an image processing apparatus, the authentication server 104, the document management server 103, the web application server 102, and the client terminal 105 can communicate with each other on a local area network (LAN). I am on standby. A card reader 101 is connected to the multifunction device 100.

In the document management system of the present invention, the MFP 100 uploads document data to the document management server 103, scans for checking in electronic data in a checkout state, and checks out document data acquired from the document management server 103. And print.
The authentication server 104 stores an authentication database for logging in to the document management system of the present invention, and executes authentication of a user who logs in to the multifunction peripheral 100.

  The document management server 103 organizes information in an organization represented by, for example, Microsoft Office Share Point Server (MOSS) (registered trademark) of Microsoft Corporation in the United States, and aggregation work is integrated into a single web-based application. An enterprise or departmental use server that provides organizational data analysis.

  Although the authentication server 104, the document management server 103, and the web application server 102 are configured in separate housings in this figure, they can be configured as one server (management apparatus) having these functions. is there.

  Next, the hardware configuration of each of the servers applicable to the authentication server 104, the document management server 103, and the web application server 102 shown in FIG. 1 will be described using FIG. The client terminal 105 also has the same configuration. FIG. 2 is a block diagram showing a hardware configuration of an information processing apparatus applicable to the authentication server 104 as a management server, the document management server 103, and the web application server 102 shown in FIG.

  In FIG. 2, reference numeral 201 denotes a CPU, which centrally controls devices and controllers connected to the system bus 204. Further, the ROM 202 or the external memory 211 is required to realize a BIOS (Basic Input / Output System) which is a control program of the CPU 201, an operating system program (hereinafter referred to as OS), and functions executed by each server or each PC. The various programs described later are stored.

  A RAM 203 functions as a main memory, a work area, and the like of the CPU 201. The CPU 201 loads a program and the like necessary for execution of processing from the ROM 202 or the external memory 211 to the RAM 203, and implements the various operations by executing the loaded program.

  An input controller 205 controls input from a keyboard (KB) 209 and a pointing device such as a mouse (not shown). A video controller 206 controls display on a display such as a CRT display (CRT) 210 or the like. Although FIG. 2 describes the CRT 210, the display may be not only a CRT but also another display such as a liquid crystal display. These are used by the administrator as needed.

  A memory controller 207 is connected via an adapter to a hard disk (HD) storing a boot program, various applications, font data, user files, editing files, various data, etc., a flexible disk (FD), or a PCMCIA card slot Control access to the external memory 211 such as Compact Flash (registered trademark) memory.

  A communication I / F controller 208 connects and communicates with an external device via a network (for example, the LAN 110 shown in FIG. 1), and executes communication control processing in the network. For example, communication using TCP / IP is possible.

  The CPU 201 enables display on the CRT 210 by executing, for example, outline font rasterization processing on a display information area in the RAM 203. Further, the CPU 201 enables user's instruction with a mouse cursor (not shown) on the CRT 210 or the like.

  The processing of each step described later in the flowchart executed by the MFP 100, the authentication server 104, the document management server 103, and the web application server 102 in FIGS. 5 to 7 for realizing the present invention can be read and executed by a computer. The program is executed by the program, and the program is stored in the external memory 211. Then, it is executed by the CPU 201 by being loaded into the RAM 203 as needed. Furthermore, definition files and various information tables used at the time of execution of the program are also stored in the external memory 211, and a detailed description of these will be described later.

  Next, the hardware configuration of the multifunction peripheral 100 shown in FIG. 1 will be described using FIG. FIG. 3 is a block diagram showing an example of the hardware configuration of the MFP 100 shown in FIG.

  In FIG. 3, a controller unit 316 is connected to a scanner 314 functioning as an image input device and a printer unit 312 functioning as an image output device, while a LAN (for example, the LAN 110 shown in FIG. 1) or a public line (WAN) ) (For example, PSTN or ISDN etc.) to input / output image data and device information.

  In the controller unit 316, a CPU 301 is a processor that controls the entire system. Reference numeral 302 denotes a RAM, which is a system work memory for the CPU 301 to operate, and is also a program memory for recording a program, and an image memory for temporarily recording image data.

  A ROM 303 stores a system boot program and various control programs. A hard disk drive (HDD) 304 stores various programs for controlling the system, image data, and the like.

  An operation unit interface (operation unit I / F) 307 is an interface unit with the operation unit (keyboard) 308. The operation unit I / F 307 also serves to transmit the key information (for example, depression of the start button) input from the operation unit 308 to the CPU 301.

  A network interface (Network I / F) 305 is connected to the network (LAN) 600 to input and output data. A modem (MODEM) 306 is connected to a public line to input and output data such as FAX transmission / reception.

  An external interface (external I / F) 318 is an I / F unit for receiving external inputs such as USB, IEEE 1394, printer port, RS-232C, etc. In this embodiment, an IC card of a portable terminal required for authentication. A card reader 101 for reading (recording medium) is connected to the external I / F unit 318. Then, the CPU 301 controls reading of information from the IC card of the portable terminal by the card reader 101 via the external I / F 318, and can acquire information read from the IC card of the portable terminal. The above devices are arranged on the system bus 309.

  An image bus interface (IMAGE BUS I / F) 320 is a bus bridge that connects the system bus 309 and an image bus 315 that transfers image data at high speed, and converts data structures. The image bus 315 is configured by a PCI bus or IEEE 1394. The following devices are disposed on the image bus 315.

  A raster image processor (RIP) 310 develops, for example, vector data such as a PDL code into a bitmap image. A printer interface (printer I / F) 311 connects the printer unit 312 and the controller unit 316 to perform synchronous / asynchronous conversion of image data. A scanner interface (scanner I / F) 313 connects the scanner 314 and the controller unit 316 to perform synchronous / asynchronous conversion of image data.

  An image processing unit 317 performs correction, processing, and editing on input image data, and performs printer correction, resolution conversion, and the like on print output image data. In addition to this, the image processing unit 317 performs rotation of image data, and compression and expansion processing such as JPEG for multilevel image data and JBIG, MMR, MH, and the like for binary image data. Then, the image processing unit 317 drives the scanner unit 314 to perform image processing on the image data that has been read, converts the image data into a file outputable format (for example, a PDF format file), and cooperates with the CPU 301 A file of image data can be transmitted to an external device via the network I / F 305.

  The scanner unit 314 illuminates an image on a sheet of paper serving as an original and scans it with a CCD line sensor to convert it into an electrical signal as raster image data. The document sheet is set on the tray of the document feeder, and when the apparatus user instructs reading and activation from the operation unit 308, the CPU 301 gives an instruction to the scanner 314, and the feeder feeds the document sheet one by one to read the document image I do.

  The printer unit 312 is a unit for converting raster image data into an image on a sheet, and the method is an electrophotographic method using a photosensitive drum or photosensitive belt, discharges ink from a minute nozzle array, and directly on the sheet Although there is an inkjet method or the like for printing an image, any method may be used. The start of the print operation is started by an instruction from the CPU 301. The printer unit 312 has a plurality of sheet feeding stages so that different sheet sizes or different sheet orientations can be selected, and there is a sheet cassette corresponding thereto.

  The operation unit 308 has an LCD display unit, a touch panel sheet is attached on the LCD, displays the operation screen of the system, and when the displayed key is pressed, its position information is displayed as the operation unit I / F 307 Through to the CPU 301. The operation unit 308 also includes, for example, a start key, a stop key, an ID key, and a reset key as various operation keys.

  The display unit has different display performance depending on the printer, and the printer according to the present invention can be operated only via a touch panel, a printer having a liquid crystal screen and only displaying a character string (displaying printing status and the name of a document being printed). Is configured.

  Here, the start key of the operation unit 308 is used, for example, when starting the document image reading operation. In the center of the start key is a green and red two-color LED that indicates whether the start key is ready to use. Further, the stop key of the operation unit 308 functions to stop the operation in operation. Also, the ID key of the operation unit 308 is used when inputting the user ID of the user. The reset key is used to initialize settings from the operation unit.

  The card reader 101 reads information stored in an IC card provided in the portable terminal under control of the CPU 301, and notifies the CPU 301 of the read information via the external I / F 318.

  With the configuration as described above, the compound 100 can transmit the image data read from the scanner 314 onto the LAN 110, and can print out the print data received from the LAN 110 by the printer unit 312.

  Further, the image data read from the scanner 314 can be faxed to the public line via the modem 306, or the image data faxed from the public line can be output from the printer unit 312.

Next, referring to FIG. 4, a functional configuration using software relating to each device of the document management system of the present invention will be described. FIG. 4 is a diagram schematically showing the functional configuration of each device required for the document management system of the present invention. Also, the basic functional configuration will be described.
Note that FIG. 4 is described as a file management system including an image processing apparatus and a management apparatus that manages files as a document management system.

The file selection unit 401 is a function unit that selects a first file to be edited. The user selection unit 402 is a user function unit that selects a plurality of users who edit the first file.
The designation unit 403 is a functional unit that designates a position in the first file to be edited by the selected user.
The checkout instructing unit 404 is a functional unit that receives a checkout instruction to edit the first file by the selected user.

  The transmission control unit 405 is a functional unit that transmits a checkout request including the file identification information of the first file, the plurality of users, and the position information of the first file.

The reception control unit 406 is a functional unit that receives a checkout request including the file identification information of the first file, the plurality of users, and the position information of the first file.
The generation unit 407 is a functional unit that generates a plurality of second files from the first file corresponding to the file identification information according to the position information.
A checkout unit 408 is a functional unit that checks out the plurality of generated second files using the plurality of users.

  The check-in unit 409 is a functional unit that checks in the second file using the received file. It is a functional unit that checks in the first file.

  Next, detailed processing of the present embodiment will be described using FIGS. 5 to 7. The processing in each step of FIGS. 5 to 7 is executed by the CPU of each device.

  First, the flowchart regarding the document edit request of FIG. 5 will be described. The file as document data used in the present embodiment is a file stored in the document management server by the client terminal 105. Therefore, in the present embodiment, it is assumed that the file for editing is stored in advance in the document management server.

In step S1000, the multifunction peripheral 100 acquires a list screen of files managed by the document management server from the web application server 102, and displays, for example, the screen in FIG. 8 on the display unit. A file to be edited is selected on the screen of FIG. 8 (801), and depression of the editing request button 802 is accepted. According to the acceptance of the pressing of the editing request button 802, an editing request including identification information (file name, file ID, etc.) of the selected file is sent to the web application server 102. In the present embodiment, the authentication server authenticates the user, and a list of files corresponding to the authenticated user is displayed. Therefore, the document management server is accessed based on the authenticated user information.
That is, step S1000 corresponds to a file selection process of selecting the first file to be edited.

  In step S1010, an edit request including the identification information of the file is received from the multifunction device 100. The web application server 102 transmits a download request including the identification information of the file to the document management server 103.

  In step S1020, when receiving the download request from the web application server 102, the document management server 103 acquires the stored file according to the identification information of the file, and transmits the file to the web application server 102.

  In step S1030, the file is received, each page of the file is imaged, and a thumbnail image is generated. When the document management server 103 manages the thumbnail image, the thumbnail image may be acquired from the document management server 103.

In step S1040, an edit request screen including a thumbnail image and a user (target person) who can edit the file is created and transmitted to the multifunction device 100. Note that the user who can edit the file may be information acquired from the document management server 103 or information of a user managed by the web application server 102.
In step S1050, the edit request screen of FIG. 9 is received from the web application server 102, and the edit request screen is displayed on the display unit.

In step S1060, in order to edit one file by a plurality of people, the specification of the page 901, which is the position at which the file is divided, is accepted according to the operation of the user. The designation of the page to be divided may be direct input of the page number.
That is, step S1060 corresponds to a designation process of designating a position in the first file to be edited by the selected user.

In step S1070, the input of the user 902 who requests editing for each divided unit is accepted. At the time of user input, a user list including user identification information (not shown) is displayed, selected and input. Note that it is also possible to input a message to the input user. In this case, a message is associated with the user and managed, and is associated with the user information and transmitted in step S1080 described later.
That is, step S1070 corresponds to user selection processing for selecting a plurality of users who edit the first file.

In step S1080, the information input in step S1060 and step S1070 is used as check-out information in response to pressing of the check-out button 903 (the user who is the requester who has logged in to the multifunction device 100 checks out). Send to 102. The checkout information is identification information of the file, a division position of the file, and user information (user identification information such as a user name) as a request destination of the divided file. If there is a message, it shall also include the message. The authenticated user information is managed in association with the session managed by the web application server 102, and the user information is managed by the MFP 100, and the user information is included in the checkout information and transmitted. Conceivable.
That is, step S1080 corresponds to checkout instruction processing for accepting a checkout instruction to edit the first file by the selected user. It also corresponds to transmission control processing for transmitting a checkout request including the file identification information of the first file, the plurality of users, and the position information of the first file.

In step S1090, the checkout information is received, and the file managed by the document management server 103 is not edited or updated only by the user who has checked out using the identification information of the file and the user identification information. Make a checkout request to
That is, step S1090 corresponds to reception control processing for receiving a checkout request including the file identification information of the first file, the plurality of users, and the position information of the first file. Also,

In step S1100, in accordance with the checkout request, the file corresponding to the identification information of the file is specified, and the checkout is performed with the user identification information (user as the requester). A detailed description of the file checkout technique is omitted because it is a known technique.
Step S1100 corresponds to a checkout process of checking out the first file by the user who instructed the checkout.
Also, when the checkout is completed, a notification of completion of the checkout is sent to the web application server 102.

In step S1110, a notification of completion of checkout is received, and a plurality of files are generated according to the file received in step S1030 and the division position of the file. Then, upload and transmit a plurality of files (also referred to as child files) to the document management server 103. At the time of uploading, the user is the user who made the editing request, but may be an administrator user managed by the web application server 102. That is, any user may register the file.
Step S1110 corresponds to generation processing for generating a plurality of second files from the first file corresponding to the file identification information in accordance with the position information.

  In step S1120, a plurality of files are received and registered in the document management server 103. As a result of registration, identification information of the registered file is transmitted to the web application server 102.

In step S1130, a checkout request is made using the received identification information of the file and the requested user identification information received in step S1090. In step S1140, a checkout is performed on the file for which the checkout request has been made. Since the registered file and the user identification information of the request destination are managed in association with each other by the web application server 102, it is possible to specify which user should check out which file. For example, when the web application server 102 generates divided files, the web application server 102 manages a plurality of files in association with the user identification information of the request destination, and uploads the files one by one to the document management server Then, using the file identification information obtained as a result, the registered file is checked out with the associated user identification information of the request destination. Thereafter, by acquiring the next file (a divided file) and repeating uploading and checking out, it is possible to check out a plurality of files with the user identification information of the request destination.
That is, step S1140 corresponds to a checkout process of checking out a plurality of generated second files using a plurality of users.

  This enables the requested user to update the file. Further, since the file to be updated is a divided file, the original file (parent file) is not directly updated, so appropriate file management can be performed without unnecessary file updating.

  Here, file management information when a plurality of files (child files) are generated, registered in the document management server 103, and checked out will be described with reference to FIG. It is assumed that file management information is stored in the external memory of the document management server 103.

  Reference numeral 1300 denotes an original file registered in advance, and reference numerals 1310 and 1320 denote data of a plurality of files (child files) registered later. The child file stores the file ID of the parent file, and is checked out by the user designated by the MFP 100 (stores the checked-out user).

  The user who has requested checkout is registered as a checkout order user. Furthermore, it manages information of divided pages and manages file versions.

  Also, the checkout user = the owner user of the file. In this embodiment, abe and yamada are the checkout users of the child file, and this user can check in, but it is also possible to check in the requester fukuda. It goes without saying that Furthermore, although one child file is made to set one user, it is not limited to this. For example, a configuration may be adopted in which a plurality of users are set in one file.

  In step S1150, the checkout completion notification is received, and the requested user who made the checkout is notified using mail etc. that the request has been made. The checkout user identification information is registered in the checkout completion notification. And, according to the user identification information, identify the e-mail address and send the e-mail.

  In this embodiment, after uploading a plurality of files, the web application server requests checkout again. However, if it is possible to check out along with file uploading, uploading and checking of the file is possible. You may go out at the same time.

  Next, referring to FIG. 6, the process of handling the editing by the user who has made the editing request will be described. FIG. 6 is a flowchart relating to the editing handling process by the user who has made the editing request.

In step S2000, the web application server 102 is logged in, and a list screen of files corresponding to the logged-in user is requested.
In step S2010, a list of files corresponding to the logged-in user is acquired. It is assumed that a file whose login user is the owner user is identified and a file list is generated. More specifically, the user identification information is transmitted to the document management server 103, the file management information is acquired, and a list is generated. The file management information may be held by the web application server 102 in synchronization with the document management server 103, and the file may be specified by the web application server 102.

  In step S2020, it is determined whether or not the file is the one checked out by the login user according to the information of the checkout order user in the acquired file list. When the checkout order user is NULL, it is determined that the file is checked out by the login user itself. If the checkout order user is not NULL and is a user different from the login user itself, it is determined that the file is not checked out by the login user itself.

  In step S2030, when a file not checked out by the login user is selected, a file list screen is generated in which the control information for disabling the check out discard button 1001 is embedded so that the check out can not be discarded. . Then, the generated file list screen is transmitted to the multifunction device 100.

  In step S 2040, the file list screen is received, and the file list screen is displayed on the display unit of the multifunction peripheral 100. An example of the file list screen displayed on the display unit is shown in FIG. The file checked out to the other user is displayed distinguishably from the other file, as indicated by 1002. This identification display is also given when the file list screen is generated in step S2030.

  In step S2050, it is determined whether the file specified according to the user's operation can be checked out. If it is determined that the file is not a checkout discardable file, the checkout discard button 1001 is grayed out in step S2070. In addition, control of graying out is also performed on the editing request button (button for checking out). If a file that can not be discarded by check out is not selected, the process advances to step S2060 without controlling the button.

In step S2060, when a file is selected and it is detected that the print button 1003 is pressed, a print request including file identification information of the selected file is transmitted to the web application server 102.
In step S2080, the print request is received, and a download request for the file corresponding to the file identification information is transmitted to the document management server 103.
In step S 2090, the download request is received, and a file corresponding to the file identification information is transmitted to the web application server 102.

  In step S2100, a file is received from the document management server 103, and print data is transmitted to the MFP 100 that has made a print request using a printer driver or the like to execute printing. At the time of printing, when printing is requested, printing is executed with the IP address of the multifunction peripheral 100 that can be acquired by the communication protocol as an output destination. The printing method is an example, and printing may be performed by another method. Also, it is assumed that data to be sent to the multifunction device 100 is converted from a file to a page description language and sent, but like the PDF file, if the multifunction device 100 can receive and print the file It is also possible to execute printing on the web application server 102 without converting it to the page description language. Here, data to be transmitted to the multifunction device 100 will be described as print data.

  In step S2110, the print data is received and output from the printer 350. After the user performs correction by content confirmation, handwriting, or the like using the output paper, the process of step S2120 is performed.

In step S2120, the file list screen of FIG. 10 is displayed, and specification of a file to be checked in is accepted. Then, when it is detected that the check-in button 1004 is pressed, a scan request is sent to the web application server 102. In the present embodiment, since the mechanism of the web system is used, FIG. 10 is displayed using a browser provided in the multifunction peripheral 100. Therefore, when a button is pressed on the browser screen, a request corresponding to the button is transmitted to the web application server 102.
That is, step S2120 corresponds to check-in instruction processing for accepting a check-in instruction by the user who has checked out the second file.

In step S2130, when a scan request is received, a scan instruction (instruction) is issued to the multifunction device 100 that has made the request. In step S2140, when a scan instruction is received from the web application, the scanner provided in the multifunction peripheral 100 is controlled to read an original document loaded on a feeder or the like. Then, the scan file generated as a result of reading is sent to the web application server 102. When sending a scan file, send it using FTP or SMB. File identification information is attached to the generated scan file, and the file identification information is used to execute check-in of a file described later.
That is, step S2140 corresponds to transmission control processing for transmitting the file obtained by the scan in order to check in the second file.

  In step S2150, the scan file is received, and a check-in request for the file checked out in the document management server 103 is performed according to the file identification information of the scan file. At the time of check-in request, the scan file is also sent. That is, it corresponds to reception control processing for receiving a file obtained by scanning.

In step S2160, the file to be checked in is specified according to the check in request from the web application server 102. Replace (update) the specified file with the received scan file. When checked in, file management information is also updated. When replacing a file, the file before check-in (child file) and the scan file at check-in are stored and managed by the document management server 103, respectively.
That is, step S2160 corresponds to the check-in process of checking in the second file using the received file.
The management information of the file checked in will be described with reference to FIG.

  It is a figure which shows the example when the file of 1400 of FIG. 14 is checked in. FIG. The checkout user is NULL since 1400 is checked in and unchecked out. Then, since the file is updated by the check-in, the version information is changed from 1.0 to 1.1. It also stores the last checked-in user information (for example, Yamada)

  In step S2170, a notification of check-in completion is received from the document management server 103, and the notification includes the user identification information of the check-out order user, and an edit request is issued using the mail address corresponding to this user identification information. An e-mail indicating that editing of the user who has made the editing request has been completed (i.e., that check-in has been completed) is sent to the user who performed the editing. The notification may include user identification information of the user who has checked in, and may notify who has checked in.

  Next, check-in processing of the editing requester will be described using FIG.

  In step S3000, the MFP 100 requests the web application server 102 to acquire a list screen of files managed by the document management server from the web application server 102 (a list of files that can be operated by the logged-in user (edit requester)). Send to 102.

  In step S3010, an acquisition request is received from the multifunction device 100, and the operation of the edit requester and a list of files that can be referred to are acquired. The list of files is acquired according to the file management information.

  In step S3020, the parent file is identified from the file list. Taking the management information of FIG. 14 as an example, a file 1410 that does not have PatentID is specified as a parent file. Also, specify a file that has DocID (file identification information) of parent file as PatentID as a child file

In step S3030, it is determined whether all the specified child files have been checked in, that is, whether the editing has been completed. If all the child files have been edited, the process moves to step S3040. If all the child files have not been edited, the process moves to step S3050.
That is, step S3030 corresponds to a determination process of determining whether all of the plurality of second files have been checked in.

  In step S3040, control information is generated to enable the registration button 1101 so that registration can be performed with the edited file when the parent file is selected.

  In step S3050, a file list screen including control information for enabling the registration button 1101 is generated. In addition, when all the child files have not been edited, a screen including control information for preventing the registration button 1101 from being activated is generated. Further, among the child files, a status 1102 indicating completion is assigned to the file checked in, and a status 1103 indicating editing in progress is assigned to the file not checked in. Whether this completion or editing is underway can be determined by determining the values of LastCheckInUser and CheckOutUser of the file management information.

  Then, in step S3050, the file list screen is transmitted to the multifunction device 100. In step S3060, the file list screen is received and displayed on the display unit of the MFP 100. A display example of the file list screen is shown in FIG.

The control of the screen will be described with reference to FIG. If all child files have been checked in (edit completed), specifying the parent file enables the registration button 1101 and enables the button to be pressed. When a child file being edited is selected, the editing request release button 1104 can be pressed, and a request to release the editing request can be transmitted to the web application server 102. When a child file that has been edited is selected, the send back button 1105 can be pressed, and a checkout request is sent to the web application for editing again.
That is, step S3060 corresponds to a display process of displaying the first file and the second file in association with each other and displaying the checkout / checkin states of the first file and the second file.

  In the present embodiment, the screen of FIG. 11 is displayed on the MFP 100 to perform the process, but the screen of FIG. 11 may be displayed on the client terminal 105 to perform the process.

  In step S3070, the child file checked in is selected, and if there is a preview instruction (not shown), file identification information of the target child file is transmitted to the web application server 102. The web application server 102 acquires a child file before editing and a child file after editing from the document management server 103, creates a thumbnail of the file, and transmits the thumbnail to the multifunction peripheral 100. The MFP 100 arranges and displays the file before editing and the file after editing comparably. In this comparison display, different portions of the file before editing and the file after editing may be specified using OCR or the like, and portions having differences may be compared and displayed.

  In step S3090, when all the child files have been edited, if it is detected that the parent file is selected and the registration button 1101 is pressed according to the user operation, the file identification information of the parent file is selected. The registration request including the request is transmitted to the web application server 102.

  In step S3100, the registration request is received, and a download request for the edited child file is sent to the document management server 103. In step S3110, when the download request is received, the edited child file is acquired according to the file identification information of the parent file, and the child file is transmitted to the web application server 102.

In step S3120, child files are received from the document management server 103, child files are combined in the order of file division, and files to be checked in are generated. When only a part of the page of the parent file is edited as a child file, the parent file is downloaded according to the child file, and only the part of the page requested to be edited in the parent file is updated using the child file.
That is, step S3120 corresponds to a generation process of generating a combined file obtained by combining a plurality of checked-in second files.

  In step S3130, a check-in request including the file generated in step S3120 is transmitted to the document management server 103. At this time, the identification information of the file to be checked in is also sent. The identification information of the file may be included in the file name.

In step S3140, the check-in request is received, and check-in is performed on the checked-out parent file corresponding to the file identification information. It is replaced by the file joined by this check-in. Also, file management information is updated. For example, as shown in FIG. 15, the file management information of the child file is deleted, and the file management information of the parent file is held. Also, the file version is updated from 1.0 to 1.1.
In step S3140, when the check-in is completed, the completion notice of the check-in is notified, and a file list including the file checked in is transmitted to the web application server 102. The web application server 102 transmits a screen of a file list including the file for which the check-in is completed to the multifunction peripheral 100 according to the received file list. An example of a screen displayed on the multifunction device 100 is shown in FIG. Note that 1201 in FIG. 12 is an example when the parent file is checked in using the edited child file. FIG. 12 shows the updated first file without displaying the second file generated by the division when the first file is checked in.
That is, step S3140 corresponds to the check-in process of checking in the first file using the combined file. The check-in process is a process of generating a combined file and checking in a first file using the combined file when it is determined that all of the plurality of second files have been checked in.

  As mentioned above, although this embodiment was described, according to this embodiment, the update of the document by two or more persons can be streamlined.

  In particular, it is possible to facilitate updating of files by other users by dividing one file and checking out each file with a designated user.

  Further, since the parent file can be checked in using the file updated by the check-in of the divided file, the update work of the edit requester can be streamlined.

  Furthermore, since the user specified for the divided file is checked out, the file requested by the editing requester (the parent file) is not directly updated by the requested user. The preparation operation can prevent the parent file from being replaced.

  The configuration of the various data described above and the contents thereof are not limited to this, and it is needless to say that they are configured in various configurations and contents depending on the application and purpose.

  As mentioned above, although one Embodiment was shown, this invention can take the embodiment as a system, an apparatus, a method, a program, a recording medium etc., for example, and, specifically, it is comprised from a some apparatus The present invention may be applied to a single system or to an apparatus comprising a single device.

  Further, the program in the present invention is a program capable of executing the processing method of the flowcharts shown in FIG. 5 to FIG. 7 by a computer, and the storage medium of the present invention is a program capable of executing the processing method in FIG. Is stored. The program in the present invention may be a program for each processing method of each device in FIGS. 5 to 7.

  As described above, the recording medium recording the program for realizing the functions of the above-described embodiments is supplied to the system or apparatus, and the computer (or CPU or MPU) of the system or apparatus stores the program stored in the recording medium. It goes without saying that the object of the present invention can be achieved also by reading and executing.

  In this case, the program itself read out from the recording medium realizes the novel function of the present invention, and the recording medium storing the program constitutes the present invention.

  As a recording medium for supplying the program, for example, a flexible disk, hard disk, optical disk, magneto-optical disk, CD-ROM, CD-R, DVD-ROM, magnetic tape, non-volatile memory card, ROM, EEPROM, silicon Disks, solid state drives, etc. can be used.

  Further, by executing the program read by the computer, not only the functions of the above-described embodiment are realized, but also an operating system (OS) or the like running on the computer is actually executed based on the instructions of the program. It goes without saying that the processing is partially or entirely performed, and the processing realizes the functions of the above-described embodiments.

  Furthermore, after the program read from the recording medium is written to the memory provided to the function expansion board inserted into the computer or the function expansion unit connected to the computer, the function expansion board is read based on the instruction of the program code. It goes without saying that the case where the CPU or the like provided in the function expansion unit performs part or all of the actual processing and the functions of the above-described embodiment are realized by the processing.

  Further, the present invention may be applied to a system constituted by a plurality of devices or to an apparatus comprising a single device. It goes without saying that the present invention can also be applied to the case where it is achieved by supplying a program to a system or apparatus. In this case, by reading a recording medium storing a program for achieving the present invention into the system or apparatus, the system or apparatus can receive the effects of the present invention.

Further, by downloading and reading out a program for achieving the present invention from a server on a network, a database or the like by a communication program, the system or apparatus can receive the effects of the present invention.
In addition, the structure which combined each embodiment mentioned above and its modification is also contained in this invention altogether.

100 MFP 101 card reader 102 web application server 103 document management server 104 authentication server 105 client terminal 201 CPU
202 RAM
203 ROM
301 CPU
302 RAM
303 ROM

Claims (10)

A file management system comprising an information processing apparatus and a management apparatus that manages a plurality of files required to execute a predetermined process.
The management device is
A table including an item for associating the predetermined process with a plurality of files required to execute the predetermined process , and managing the state of whether each file of the plurality of files is registered in the management apparatus Management means to manage the
The information processing apparatus is
Designating means for receiving a specification of a file not registered in the management apparatus among a plurality of files associated with the predetermined process in the table ;
The management apparatus is provided with transmission means for transmitting the file designated by the designation means;
The management device is
A registration unit configured to change the state of the file transmitted from the information processing apparatus from the state not registered in the management table to a state registered and register the file ;
A determination unit that determines whether or not a plurality of files associated with the predetermined process are all registered in the table to be managed ;
In the table to be managed, when it is determined that the plurality of files are managed in a state in which all the files are registered, a predetermined using a plurality of files managed in the state in which the all files are registered And a notification unit for notifying the information processing apparatus that the processing of (1) can be executed. Wherein the predetermined processing, Ri processing der of updating the parent file using the plurality of files that are divided from the parent file,
The file management system according to claim 1 , wherein the plurality of files associated with the predetermined process are a plurality of files divided from the parent file . The notification means separately from the notification that the predetermined process can be executed, a plurality of tables associated with the predetermined process in the table to be managed before the predetermined process is executed The file is in the registered state regardless of whether or not all the files are managed in the registered state , and registration of each of a plurality of files necessary for execution of the predetermined process can be canceled. The file management system according to claim 1 or 2, wherein the information processing apparatus is notified that there is a certain item. The information processing apparatus is
Information of a plurality of files associated with the predetermined process is displayed in the table, and each file is registered based on an item for managing the state of each of the plurality of files associated with the predetermined process The file management system according to any one of claims 1 to 3, further comprising display means for displaying information indicating whether it has been stored. When it is determined by the determination unit that the plurality of files associated with the predetermined processing are all registered in the table, the display unit further executes the predetermined processing. The file management system according to claim 4, wherein the file management system is capable of accepting an instruction operation to do this. Designating means for receiving designation of a file in a state not registered in the management device among a plurality of files associated with predetermined processing in a table managed by the management device, and designation in the management device by the designation means A management apparatus that manages a plurality of files necessary for execution of a predetermined process, which can communicate with an information processing apparatus including a transmission unit that transmits a specified file,
A table including an item for associating the predetermined process with a plurality of files required to execute the predetermined process , and managing the state of whether each file of the plurality of files is registered in the management apparatus Management means for managing
A registration unit configured to change the state of the file transmitted from the information processing apparatus from the state not registered in the management table to a state registered and register the file ;
A determination unit that determines whether or not a plurality of files associated with the predetermined process are all registered in the table to be managed ;
In the table to be managed, when it is determined that the plurality of files are managed in a state in which all the files are registered, a predetermined using a plurality of files managed in the state in which the all files are registered And a notification unit configured to notify the information processing apparatus that the process of (1) can be executed. A processing method of a file management system , comprising: an information processing apparatus; and a management apparatus that manages a storage device that stores a plurality of files necessary for executing a predetermined process,
The management device
A table including an item for associating the predetermined process with a plurality of files required to execute the predetermined process , and managing the state of whether each file of the plurality of files is registered in the management apparatus Perform management steps to manage
The information processing apparatus
A designation step of accepting designation of a file in a state not registered in the management device among the plurality of files associated with the predetermined processing in the table ;
Performing a transmission step of transmitting the file designated in the designation step to the management device;
The management device
A registration step of changing the state of the file transmitted from the information processing apparatus from the unregistered state in the management table to a registered state and registering the file ;
A determination step of determining whether or not a plurality of files associated with the predetermined process are all registered in the table to be managed ;
In the table to be managed, when it is determined that the plurality of files are managed in a state in which all the files are registered, a predetermined using a plurality of files managed in the state in which the all files are registered And a notification step of notifying the information processing apparatus that the processing of (1) can be executed. Designating means for receiving designation of a file in a state not registered in the management device among a plurality of files associated with predetermined processing in a table managed by the management device, and designation in the management device by the designation means A processing method of a management apparatus capable of communicating with an information processing apparatus including transmission means for transmitting the selected file and managing a plurality of files necessary for execution of predetermined processing,
The management device
A table including an item for associating the predetermined process with a plurality of files required to execute the predetermined process , and managing the state of whether each file of the plurality of files is registered in the management apparatus Management steps to manage
A registration step of changing the state of the file transmitted from the information processing apparatus from the unregistered state in the management table to a registered state and registering the file ;
A determination step of determining whether or not a plurality of files associated with the predetermined process are all registered in the table to be managed ;
In the table to be managed, when it is determined that the plurality of files are managed in a state in which all the files are registered, a predetermined using a plurality of files managed in the state in which the all files are registered And a notification step of notifying the information processing apparatus that the processing of (1) can be executed. A program of a file management system comprising an information processing apparatus and a management apparatus that manages a plurality of files required to execute predetermined processing,
The management device
A table including an item for associating the predetermined process with a plurality of files required to execute the predetermined process , and managing the state of whether each file of the plurality of files is registered in the management apparatus Management means to manage
To act as
The information processing apparatus
Designating means for receiving a specification of a file not registered in the management apparatus among a plurality of files associated with the predetermined process in the table ;
Transmission means for transmitting the file designated by the designation means to the management device
To act as
The management device
A registration unit configured to change the state of the file transmitted from the information processing apparatus from the state not registered in the management table to a state registered and register the file ;
A determination unit that determines whether or not a plurality of files associated with the predetermined process are all registered in the table to be managed ;
In the table to be managed, when it is determined that the plurality of files are managed in a state in which all the files are registered, a predetermined using a plurality of files managed in the state in which the all files are registered And a program for causing the information processing apparatus to function as a notifying unit. Designating means for receiving designation of a file in a state not registered in the management device among a plurality of files associated with predetermined processing in a table managed by the management device, and designation in the management device by the designation means A program of a management apparatus capable of communicating with an information processing apparatus comprising: transmission means for transmitting a selected file, and managing a plurality of files necessary for execution of a predetermined process,
The management device
A table including an item for associating the predetermined process with a plurality of files required to execute the predetermined process , and managing the state of whether each file of the plurality of files is registered in the management apparatus Management means for managing
A registration unit configured to change the state of the file transmitted from the information processing apparatus from the state not registered in the management table to a state registered and register the file ;
A determination unit that determines whether or not a plurality of files associated with the predetermined process are all registered in the table to be managed ;
In the table to be managed, when it is determined that the plurality of files are managed in a state in which all the files are registered, a predetermined using a plurality of files managed in the state in which the all files are registered And a program for causing the information processing apparatus to function as a notification unit.

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