JP7410673B2 - Form issuing system - Google Patents

Description

The present invention relates to a form issuing system that issues forms on the web.

As an agency that issues forms on your behalf, we upload form data (e.g. CSV data, PDF data) created by the customer to a web-based form issuing system, and depending on where the form is issued, we deliver it online, attach it to an email, or send it via email. There is a known form issuing system that automatically sorts documents by either fax or mail. Furthermore, this type of form issuing system is also equipped with a function that allows you to change the sending method on the web.

Specifically, as shown in Figure 5, in the conventional form issuing system, the sending status (WEB delivery, mail request, email attachment) and recipient information (company name, department name, etc.) are displayed on the system screen. They are displayed in a horizontal line, and you can change the shipping method on the web. For example, the current sending status of Company T1 is "WEB delivery" and "Not eligible for mailing," but these sending statuses can be changed by performing input operations on the web screen.

Patent Document 1 discloses a technique for sorting electronic forms by destination, collecting them as sorted forms, and distributing them to each destination by transmission means such as fax, e-mail, FTP, and folders. Patent Document 2 describes a technology that selects the communication means to be used for each piece of shipping data and sends the shipping data, and in the shipping destination classification of the destination management table, the communication method used for shipping the shipping data is set to e-mail or electronic mail. A technology is disclosed that allows selection between the two.

Patent Document 3 describes a technology that automatically creates a PDF file regarding external documents such as invoices and sends the PDF file by e-mail, in which invoice data is stored in CSV data in advance and settings are made. A technique is disclosed for automatically creating a bill and automatically sending an email based on the PDF data creation date. Patent Document 4 discloses a technology that monitors whether an email has been read or unread and, if there is a high degree of urgency, notifies a predetermined contact through other communication means (telephone, fax).

Patent Document 5 discloses a technology for sharing information by providing a memo writing function on invoice data on a processing screen, and a function for displaying status associated with invoice issuance, such as sent/unsent, opened/unopened, etc. has been done. Patent Document 6 discloses a technique for converting a PDF file consisting of multiple pages into an SVG file (intermediate file) in units of pages at high speed.

Japanese Patent Application Publication No. 2002-366468 Japanese Patent Application Publication No. 2001-7843 Patent No. 5671270 specification Patent No. 3451512 specification Patent No. 6425156 specification JP2018-106538A

In recent years, there has been a demand for a means to change the sending status for each form using a simpler method. In conventional form issuing systems, it is not possible to change the sending status for each type of form, such as ``WEB delivery'' for a large number of delivery notes, ``MAIL DELIVERY'' for invoices, etc. Therefore, if there is a need to change the sending status, it is necessary to set the sending status to "WEB delivery", so invoice data for which "WEB delivery" is not desired will be changed to other form data such as delivery notes. It was uploaded with. Therefore, the downloaded invoice and the mailed invoice are duplicately sent to the destination, leading to complicated administrative processes.

In addition, for invoices that need to be delivered by mail, use the "function to mail each form individually" to specify the form (invoice in this example) that you want to send by mail, and then manually request the mail. This made the work complicated and errors could occur.

To solve the problem of not being able to change the sending status for each type of form, one possible method is to register a customer record for each sending status for the same recipient. Specifically, for example, two customer records such as "00001-01" for invoices and "00001-02" for delivery notes are assigned to company T1, and customer record "00001-01" is assigned " For the customer record "00001-02", it is possible to use "WEB delivery".

However, this operation requires repairing the customer's system so that the previous customer record can be destroyed and the form issuing system can be used based on the new customer record, which incurs modification costs. Due to the nature of the system, there were times when it was not possible to modify the system. Furthermore, if there is a need to change the sending status again (for example, if you want to deliver both invoices and delivery notes online), the recipient will log in to the system by entering customer records for each invoice and delivery note. However, it is necessary to download the documents, which makes administrative processing complicated. There is a need for a simple means to download invoices and delivery notes at the same time with a single login.

Therefore, it is an object of the present invention to provide a form issuing system that is equipped with a function that allows the sending status of each form to be changed using a simpler method.

In order to solve the above problems, the form issuing system according to the present invention is (1) a form issuing system that issues forms on the web, and displays the sending status for each type of form on the display screen of the client terminal. , a setting section that accepts changes on the web to the sending status displayed on this display screen; a form data receiving section that accepts form data; and a form data receiving section that accepts form data according to the sending status. The present invention is characterized by having a sending processing unit for performing sending processing.

(2) The above-mentioned (1) characterized in that there are multiple types of sending statuses, and the setting unit accepts a change on the web of one or more sending statuses from among the plurality of types of sending statuses for each form. ).The form issuing system described in ).

(3) The form issuing system according to (2) above, wherein the sending status includes fax transmission, web delivery, and delivery.

(4) The sending status includes an e-mail attachment, and the sending processing unit will process this web delivery together with the web delivery only if the sending status is set as web delivery and e-mail attachment. The form issuing system described in (3) above is characterized by performing a sending process of attaching the form data to an email.

(5) The form issuing system according to any one of (1) to (4) above, wherein the form data includes an invoice, a statement of delivery, a payment detail, and a receipt.

According to the present invention, it is possible to provide a form issuing system that is equipped with a function that allows the sending status to be changed for each form using a simpler method.

1 is a schematic diagram of a form issuing system. FIG. 2 is a functional block diagram of a form issuing system. FIG. 3 is a schematic diagram of a display screen displayed when accessing a server. It is a schematic diagram of the display screen displayed when accessing a server (modification example). FIG. 2 is a schematic diagram of a display screen of a conventional form issuing system.

FIG. 1 is a schematic diagram of a form issuing system that is an embodiment of the present invention. The form issuing system 1 includes a server 20. The client terminal 10 and the server 20 are capable of two-way communication via the Internet, and form data can be uploaded to the server 20 via the client terminal 10. The form data stored in the server 20 is delivered according to the sending status set via the client terminal 10. Hereinafter, the person who operates the client terminal 10 will be defined as a client, and the person who will receive the delivery according to the sending status set by the client will be defined as the recipient.

That is, the client can select a sending status according to his preference from among a plurality of sending statuses. In this way, by simply uploading the form data from the client terminal 10, the form issuance process can be performed based on the sending status specified in advance.

FIG. 2 is a functional block diagram of a form issuing system that is an embodiment of the present invention. The functions of the server 20 will be described in detail with reference to FIGS. 1 and 2. The server 20 includes a form data reception section 21, a setting section 22, and a sending processing section 23. The form data reception unit 21 uploads form data received from the client terminal 10.

The document data includes various documents such as invoices, delivery notes, payment details, and receipts. Although the data format of the form data is not particularly limited, for example, form data in PDF format and CSV format can be handled. For example, the data format for uploading can be set in advance (for example, at the time of initial setting) from the client terminal 10 via the setting unit 22. Further, the format of the form to be sent to the recipient can also be set in advance from the client terminal 10 (for example, at the time of initial setting).

The setting unit 22 causes the client terminal 10 to display the sending status for each type of form. That is, when the client terminal 10 logs into the form issuing system 1, the client terminal 10 displays the sending status for each type of form associated with the recipient. FIG. 3 is a schematic diagram of a display screen displayed on the client terminal 10. Referring to the same figure, "Invoice", "Delivery note", "Email attachment", and "Recipient information" are displayed in a horizontal line. ” The sending status of each item is displayed below.

In addition to the company name, the "recipient information" also includes contact information (person in charge, fax number, telephone number, e-mail address, address, etc.) and notes. However, in FIG. 3, in order to simplify the drawing, "addressee information" other than the company name is omitted. Further, in the schematic diagram of FIG. 3, only "invoice" and "delivery note" are shown as the form, but other form information such as "payment details" may also be included. The sending status includes "mail", "with email attachment", "no email attachment", "fax", and "WEB delivery". However, the sending status can be increased or decreased as appropriate depending on needs.

Further, the setting unit 22 accepts changes on the web to the sending status displayed on the display screen of the client terminal 10. For example, in the case of Company A, the current sending status of the "invoice" and "delivery note" is set to "mail", "web delivery", and "with email attachment", respectively, but the client terminal 10 cannot be operated. For example, the sending status of an "invoice" can be changed from "mailing" to "WEB delivery".

Note that the "recipient information" can also be changed via the client terminal 10. You can also select a delivery method other than "mail". Delivery in this specification means delivering the form to the delivery address using a vehicle such as a vehicle or an airplane. Furthermore, the timing for delivering the form to the recipient can also be determined from the client terminal 10 via the setting unit 22. However, the timing of delivering the form to the recipient may be determined depending on the time period in which the form data was uploaded.

The sending processing unit 23 performs the following processing based on the sending status set via the setting unit 22.
(If the sending status is fax)
If the sending status of the uploaded form data is "FAX", the sending control unit 23a reads the fax number etc. from the "recipient information" and instructs the fax transmitting unit 23b to send the fax. For example, when sending a delivery note to Company C, the sending control unit 23a creates a fax cover page based on the "receiver information" and instructs the fax transmission unit 23b to fax the delivery note to Company C. instruct. The facsimile transmitter 23b faxes the statement of delivery to Company C's MFP 40 (see FIG. 1) having a facsimile function based on the command transmitted from the sending controller 23a.

(If the sending status is WEB delivery)
The sending control unit 23a instructs the upload unit 23d to upload the form data so that the delivery destination can download the form data. For example, when sending an invoice to Company D, the sending control unit 23a instructs the uploading unit 23d to upload the invoice, and at the same time, sends an invoice to Company D's recipient terminal 50 (see FIG. 1). The my page URL is sent by e-mail via the e-mail sending unit 23c. Company D clicks the My Page URL, logs in to the form issuing system using the pre-registered fixed ID and password, and then clicks the download button to download the invoice data uploaded by the upload unit 23d. can do. However, the method of "WEB delivery" is not limited to the above-mentioned method; for example, a random URL may be sent by email instead of the My Page URL. In this case, Company D can download the invoice data simply by clicking on a random URL without logging in using a fixed ID and password. Of course, a password may be required to be entered when downloading using a random URL. In this case, the email containing the password is also sent to the recipient terminal 50 of Company D at the same time.

(If the sending status is email attachment)
When the sending status of the uploaded form data is "email attachment", the sending control unit 23a determines whether "WEB delivery" is set as the sending status. If "WEB delivery" is set, the form data is attached to the e-mail sent during the above-mentioned WEB delivery. Therefore, if "WEB delivery" is not set, no e-mail attachment will be performed even if "e-mail attachment" is set. In other words, "email attachment" is processed in synchronization with "WEB delivery".

(If the sending status is delivery)
If the sending status of the uploaded form data is "mail", the sending control unit 23a sends the form data and recipient information to the delivery information storage unit 23e. The information stored in the delivery information storage section 23e can be accessed by employees belonging to the delivery management department, who can send delivery processing to the post office based on the information stored in the delivery information storage section 23e. request. For example, when mailing a bill to Company B, the sending control unit 23a transmits the bill and the recipient information of Company B to the delivery information storage unit 23e. Then, an employee belonging to the delivery management department accesses the delivery information storage section 23e and requests the post office for delivery processing.

According to this embodiment, the sending status can be set for each type of form. Therefore, it is possible to eliminate problems such as, for example, invoices being delivered via the web to companies that do not wish to be delivered via the web. Furthermore, the sending status can be easily changed from the display screen displayed on the client terminal 10. Further, when the sending status changes, there is no need to perform processing such as assigning a different customer code to the same recipient, so there is no need to modify the system. Therefore, for example, if the sending status of Company A's invoice is changed from "mail" to "WEB delivery", the invoice and delivery note can be downloaded by logging into the form issuing system only once.

(Modification 1)
In the embodiment described above, each form data has only one type of sending status, but it is also possible to have a plurality of types as shown in FIG. For example, since Company B's current sending status is set to "Mail", "Email attachment", and "WEB delivery", Company B will be billed for "Mail", "Email attachment", and "WEB delivery". A letter will be sent to you. If the sending status is changed to "email attachment" and "web delivery" by operating the client terminal 10, an invoice will be sent to Company B by "email attachment" and "web delivery" and will be sent by "mail". Delivery can be easily stopped.

(Modification 2)
In the embodiment described above, "email attachment" is implemented as the sending status, but "email sending" may be implemented instead. Specifically, when the sending status of the uploaded form data is "email transmission", the sending control unit 23a reads the e-mail address etc. from the "addressee information" and instructs the e-mail sending part 23c to send the e-mail. . For example, if the sending status of Company A's delivery note is "email transmission," the sending control unit 23a creates an email document based on the "addressee information," and sends the delivery note to Company A's email sending unit 23c. Instruct them to send an email to. The mail sending unit 23c sends the delivery note to the recipient terminal 30 of Company A (see FIG. 1) by mail based on the information sent from the sending control unit 23a.

(Modification 3)
In the embodiment shown in FIG. 3, the specification is such that the presence or absence of email attachments cannot be changed for each form, but the present invention is not limited to this, and the presence or absence of email attachments may be changed for each form. . Therefore, for example, the invoice for Company D can be set on the WEB (with email attachment), the delivery note for Company D can be set on the WEB (without email attachment), etc.

10 Client terminal 20 Server 21 Form data reception section 22 Setting section 23 Sending processing section 23a Sending control section 23b Fax transmission section 23c Mail transmission section 23d Upload section 23e Delivery information storage section

Claims (4)

A form issuing system that issues forms on the web,
Multiple recipient information and sending status linked to each recipient information are displayed on the display screen of the client terminal for each type of form, and the sending status displayed on this display screen can be changed on the web. A settings section that accepts
a form data reception unit that receives form data;
a sending processing unit for performing sending processing on the form data received by the form data receiving unit according to the sending status;
has
There are multiple types of sending statuses, and these sending statuses include at least WEB delivery,
The setting unit accepts a change on the web of one or more sending statuses from among the plurality of types of sending statuses for each form,
The sending processing unit includes:
The process of uploading the form data,
Processing to send my page URL to the client terminal,
a process of accepting login to the form issuing system using a fixed ID and password after the my page URL is selected;
A process of accepting download instructions from a client terminal,
Realizing web delivery by
A form issuing system characterized by the following. 2. The form issuing system according to claim 1, wherein the sending status further includes facsimile transmission and delivery. The sending status includes email attachments,
The sending processing unit performs a sending process of attaching the web-delivered form data to the e-mail together with the web-delivery only when the web-delivery and e-mail attachment are set as the sending status. The form issuing system described in Section 2. 4. The form issuing system according to claim 1, wherein the form data includes an invoice, a statement of delivery, a payment detail, and a receipt.