JPH07230415A - Automatic transfer device for electronic mail - Google Patents

Abstract

PURPOSE:To automatically specify a next transfer destination in desired transfer order without investigating the next transfer destination at each time by the automatic transfer device for electronic mail when a document created in, for example, an enterprise organization is transferred as an electronic mail. CONSTITUTION:When document data using a document pattern that an originator desires are generated through the operation of an input part 12, an in- enterprise transfer pattern which is previously set in a transfer pattern storage part 19 is retrieved by a transfer pattern retrieval part 15 as an array of transfer levels corresponding to respective managers according to the document name and originator transfer level, a transfer destination setting part 16 sets the transfer destinations corresponding to the transfer pattern in a transfer destination storage part 20 as destination names stored in a transfer level storage part 18 corresponding to respective transfer levels and stores them in a transfer destination storage part 20, and a next transfer destination setting part 17 sets a next transfer destination according to the transfer destination data and sends it to the transfer destination data from a communication part 22 together with the document data stored in a RAM 14.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a device for automatically distributing electronic mail, which is used when, for example, a document issued in a corporate organization is distributed as electronic mail.

[0002]

2. Description of the Related Art For example, a document issued in a corporate organization is usually put into practice after receiving the step-by-step approval of the superior. In other words, when a general application is submitted by a general employee using a form of a certain application form, the application is submitted to the applicant after approval by the supervisor, chief affairs manager, section manager, department manager, etc. In the past, such application documents have been manually circulated by the superiors as actual paper documents.

Recently, with the realization of an electronic mail system using a workstation or the like provided to each person, documents are circulated in a paperless manner.

[0004]

However, in the case where only the section manager or department manager within the same organization needs to obtain approval as the distribution destination for document approval, depending on the type of the form that was issued and the person who issued the document. Since there are various differences such as when approval is required in other organizations as well, the originator of the document is
Even the recipient of the document at each address must identify the address for the next address according to the type of document.

Therefore, even in the case of electronic mail, there is a problem that the destination designation is troublesome. The present invention has been made in view of the above problems, and when sending an e-mail, it is possible to automatically specify an address in a desired distribution order without the need to check the next distribution address each time. An object is to provide an automatic turning device.

[0006]

That is, the first automatic e-mail distribution device according to the present invention creates a document by selecting an arbitrary document from a plurality of preset documents. Means, a circulation pattern storage means for storing in advance a plurality of circulation patterns of the document which differ depending on the type of the document and the creator of the document, and the type of the document created by the document creating means and its A distribution pattern search unit that searches the distribution pattern storage unit for a distribution pattern of the document according to the creator, and a distribution destination of the created document according to the distribution pattern searched by the distribution pattern search unit. The next destination setting means for setting, the next next destination setting means for setting the next next destination according to the next destination set by the second destination setting means, and the next next destination setting means. A sending means for sending the document data created by the document creating means together with the sending address data set by the sending address setting means by designating the next sending address, and the sending means in another device. It is configured by including a receiving unit that receives the transmitted document data together with the circulation destination data.

The second automatic e-mail distribution device according to the present invention includes a user storage means that is pre-stored by the user of the e-mail system together with their respective destination names and distribution order, and preset. The document creating means for selecting and creating an arbitrary document from among the plurality of types of documents that have been created, and a plurality of distribution patterns of the document that differ according to the type of document and the creator of the document, respectively. A circulation pattern storage means that is stored in advance as an array of ranks, and a circulation pattern of the document according to the type of the document created by the document creation means and the creator thereof is searched from the circulation pattern storage means. Before reading out the corresponding destination names from the user storage means in accordance with the distribution pattern search means and the arrangement of the distribution order indicated by the distribution pattern searched by the distribution pattern search means. A distribution destination setting means for setting a distribution destination of the created document, a next distribution destination setting means for setting a next distribution destination according to the distribution destination set by the distribution destination setting means, and a next distribution destination. When a proxy for the next forwarding address is specified by this proxy designating means, the next forwarding address set by the next time forwarding address setting means is stored in the user memory. A next-address-addition changing means for changing according to the order of memorization stored in the means,
Created by the document creating means together with the forwarding address data set by the forwarding address setting means by designating the next forwarding address obtained by the next forwarding address setting means or the next forwarding address changing means. It is configured to include a transmitting means for transmitting the document data, and a receiving means for receiving the document data transmitted by the transmitting means in another device together with the forwarding destination data.

[0008]

That is, in the first electronic mail automatic distribution device, it corresponds to the document data created by the document creating means and the distribution pattern preset according to the type of the document and its creator. The distribution destination data is transmitted or received, and the next distribution destination is automatically set according to the distribution order indicated by the distribution destination data.

Further, in the second automatic e-mail distribution device, it corresponds to the document data created by the document creating means and the distribution pattern preset according to the type of the document and the creator thereof. Not only is the next distribution destination sent or received, and the next distribution destination is automatically set according to the distribution order indicated by the distribution destination data, but the next distribution destination data may not be received, etc. If a substitute address is designated, the automatically set next forwarding address is
It is changed and set according to the order of distribution stored in the user storage means together with the destination name of each system user.

[0010]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS An embodiment of the present invention will be described below with reference to the drawings. FIG. 1 is a block diagram showing a configuration of an electronic mail automatic distribution device.
For example, it is installed in a workstation or the like of a user of an electronic mail system in a company.

This electronic mail automatic distribution device has a CP
A control unit 11 using U or the like is provided, and the control unit 1
1 according to the key input signal from the input unit 12
A mail system program stored in advance in M13 is started to control the operation of each unit. The control unit 11 includes a RAM in addition to the input unit 12, the ROM 13, and the like.
14, reference pattern retrieval unit 15, destination setting unit 16,
The next-time destination setting unit 17, the turning level storage unit 18, the turning pattern storage unit 19, the turning destination storage unit 20, the display unit 21, and the communication unit 22 are connected.

The input unit 12 includes a keyboard, a mouse,
It consists of a tablet, etc., and performs various data input operations and function input operations associated with the workstation function, as well as system activation of e-mail, selection of e-mail drafting mode and e-mail reception mode, e-mail creation, proxy designation of mailing destinations. , Which performs operations such as approval of received mail and mail transmission. Depending on various input operations in the input unit 12,
Each system program stored in the ROM 13 is activated, and the intended mail processing and the like are executed.

The ROM 13 stores a mail system program and the like created in advance, and also stores predetermined data such as form patterns of a plurality of formats (types) that become a mail base when creating a mail. To be done.

In the RAM 14, a work area and a flag area required for executing each function are secured,
A mail data area for storing the created mail data is secured.

FIG. 2 is a diagram showing a mail distribution level according to a position applied to the electronic mail automatic distribution device. FIG. 3 is a diagram showing a storage state of a user name, a destination name, an organization name, and a distribution level in the distribution level storage unit 18 of the electronic mail automatic distribution device.

That is, regarding the circulation level, for example, the post level of the user is set to "01" in charge, "02" in chief, "03" in chief, "04" in section, "05" in department, and general corporate The distribution order of mails is set, and all the user names of this electronic mail system are stored in advance in the distribution level storage unit 18 together with their individual mail destination names, affiliated organization names, and distribution levels. It

Here, the fact that the referral levels of “Hanako Chiba” and “Kazuo Osaka” in FIG. 3 are “02 1” and “02 2” are the same referral priority within the same organization and within the referral level. Shows.

When the user composes the mail, the circulation pattern search unit 15 stores the circulation pattern storage unit 19 in advance in accordance with the type of the form of the prepared mail and the circulation level of the originator. Any one of the stored mail distribution patterns is searched for, and the mail distribution pattern searched by the distribution pattern search unit 15 is a distribution destination setting unit. 16 will be notified.

FIG. 4 is a diagram showing a storage state of the mail distribution pattern in the distribution pattern storage unit 19 of the electronic mail automatic distribution device. In other words, the circulation pattern storage unit 19 stores a plurality of circulation patterns that differ according to the form name and the circulation level (corresponding to the circulation destination (1)) of the drafter.
It is stored as an array of distribution levels according to the internal distribution rules of in-company emails. Even if the form type and originator distribution level are the same, if the distribution pattern differs depending on the organization. , The organization name is further added and stored with respect to each temporary address level.

The distribution destination setting unit 16 stores the distribution level storage unit 18 according to the distribution destination level of the mail distribution pattern searched by the distribution pattern searching unit 15.
Each corresponding destination name is read out from to set the forwarding destination of the created mail. The forwarding destination data of the created mail set by the forwarding address setting unit 16 is the forwarding destination storage unit 2
Written to 0.

FIG. 5 is a diagram showing a storage state of the forwarding destination data written in the forwarding destination storage section 20 of the electronic mail automatic forwarding device. The next-time addressee setting unit 17 selects and sets the next addressee according to the addressee data stored in the addressee memory unit 20, and in this case,
For example, the next forwarding destination is selected according to where in the forwarding destination data the destination name corresponding to the device owned by the user is present.

The display unit 21 is, for example, the input unit 21.
Mail data created according to the operation of (form documents etc.)
Is displayed in real time, and the mail data displayed and created on the display unit 21 is stored in the mail data area in the RAM 14, and in accordance with a transmission operation in the input unit 12, the next-time addressee setting unit 17 The destination name of the next set forwarding destination is designated and transmitted from the communication unit 22.

In this case, the mail destination data sent from the communication unit 22 is sent with the mail destination data set and stored in the mail destination storage unit 20 added to a predetermined position.

The communication section 22 receives mail data transmitted from other devices in the electronic mail system, and the received mail data is the RAM 1
4 is additionally stored in the mail data area in sequence.

Next, the operation of the electronic mail distribution device having the above construction will be described. FIG. 6 is a flow chart showing the mail distribution process in the electronic mail distribution device.

That is, when the electronic mail system is activated in response to the operation of the input unit 12 by the user who is the drafter and the drafting mode is set to create a desired document, first, the ROM 13 is previously stored in the ROM 13. A desired form pattern selected by the user, out of the stored plural types of form patterns, is read by the control unit 11 and displayed on the display unit 21.
When a predetermined document is created according to the form pattern displayed on the display unit 21, the created document data is stored in the RAM 1
It is stored and stored in the mail data area in 4 (steps S1, S2 → S3).

Thus, when the document desired by the drafter is created, the name of the drafter himself (for example, "Taro Taro") is written on the document and stored together with the created document data (step S4). .

Then, the circulating pattern retrieval unit 15
The referral level storage unit 18 based on the form name “X” of the created document and the originator name “Tokyo Taro” stored in the RAM 14.
(See Figure 3) The originator circulation level “01” read from
In response to this, one mail distribution pattern “1” is retrieved from the distribution pattern storage unit 19 (see FIG. 4) (step S5).

Then, the form name “X” of the created document and the originator circulation level “0” are generated by the circulation pattern search unit 15.
When the mail distribution pattern “1” corresponding to “1” is searched, the distribution destination setting unit 16 arranges the distribution level (“01” → “0” indicated by the distribution pattern “1”).
2 ”→“ 03 ”→“ 04 ”), the corresponding destination names (“ TARO ”→“ HAN ”within the same organization (sales department))
“A” → “ICHI” → “YAMA”) is sequentially read from the reassignment level storage unit 18 (see FIG. 3), the in-company delivery destination of the draft preparation document is set, and the reassignment destination storage unit 20 is set.
(Refer to FIG. 5) (step S6 → S7a).

On the other hand, in the circulation pattern search section 15, the form name “X” of the created document and the drafter circulation level “0”
When the mail distribution pattern corresponding to “1” is not searched, the higher distribution levels “01” → “02” → “03” → “04” are sequentially set within the same organization as the originator “Tokyo Taro”. Circulation address (“TARO” → “HANA” → “ICHI”
→ “YAMA”) is set based on the circling level storage unit 18 (see FIG. 3) and is stored in the circling destination storage unit 20 (see FIG. 5) (steps S6 → S7b).

Then, the forwarding address data set and stored in the forwarding address storage section 20 is written as it is at a predetermined position on the created document and stored in the RAM 14 together with the document data (step S8).

Here, the next-time addressee setting unit 17 causes the addressees (“TARO” → “HANA” → “ICHI” → “YA” on the form document stored in the RAM 14 to be transmitted.
(MA)), the next distribution destination "HANA" of the originator "TARO" is set (step S9).

Then, it is judged whether or not there is a proxy designation of the next forwarding address, that is, whether or not there is a proxy designation of the recipient. If there is no proxy designation, the originator "TARO"
In response to the transmission operation of, the next forwarding address “HANA” set by the next-time forwarding address setting unit 17 is designated, and RA
The created document data in which the referral destination data is stored, which is stored in M14, is transmitted from the communication unit 22 (steps S10 → S11).

On the other hand, the prepared document data transmitted from the drafter “TARO” is received via the communication section 22 by the “HANA” workstation, which is the chief designated as the next distribution destination. Then, the received data is R
It is stored in the mail data area in AM14.

When the mail system is activated in the "HANA" workstation and the reception mode is set, the document data from the originator "TARO" that has been received and stored in the RAM 14 is read out. And is displayed on the display unit 21 (steps S1, S2 → S1).
2).

Here, when the approval operation is performed on the document data displayed on the display unit 21 by the chief "HANA" (Hanako Chiba), a predetermined approval mark is written and stored, Circular address ("TARO" → "HANA" → "ICH" written and stored together on the same document
In accordance with “I” → “YAMA”), the next dispatch destination “ICHI” of the chief “HANA” is set (step S13).
→ S9).

Then, it is judged whether or not there is a proxy designation of the next forwarding address, that is, whether or not there is a proxy designation of the receiver. If there is no reception proxy designation, the transmission operation of the chief "HANA" is performed. Accordingly, the next next-time addressee "ICHI" set by the next-time addressee setting unit 17 is designated, and the RAM
The created document data in which the referral destination data stored in 14 is written is transmitted from the communication unit 22 (step S
10 → S11).

As a result, the document data created by the originator "TARO" are sequentially "HANA" → "ICHI" → in accordance with the predetermined circulation pattern "1".
"YAMA" is automatically designated and circulated.

On the other hand, for example, when the next forwarding address setting "HANA" is set by the next forwarding address setting unit 17 in the workstation of the drafter "TARO", the next forwarding address "HANA" is set. When it is determined that there is no recipient, and there is a reception proxy designating operation, the next dispatch destination “HANA” is “KAZU” in accordance with the priority order within the organization “Sales Department” and the dispatch level “02”. Is set to “” (steps S9 → S10 → S14).

As a result, not only is the distribution destination of the document data automatically set, but the delay in distribution of the document data due to the absence of the distribution destination or the like can be prevented. On the other hand, when the document data received and displayed in the workstation of the above-mentioned chief “HANA” is to be sent back, the forwarding address (“TARO” → "HANA" → "ICHI" → "YA"
Based on the “MA”), the next circulation destination is the originator “TAR
It is set to “O” and transmitted via the communication unit 22 (steps S13 → S15, S11).

In this case, the document created by the originator "TARO" is not approved and will be returned to the originator "TARO". Therefore, according to the electronic mail automatic distribution device configured as described above, when the document data using the form pattern desired by the drafter is created in accordance with the operation of the input unit 12,
The in-company distribution patterns preset in the distribution pattern storage unit 19 according to the form name and the drafter distribution level are arranged by the distribution pattern search unit 15 as an array of distribution levels corresponding to each executive. The distribution destination according to this distribution pattern is set by the distribution destination setting unit 16 as a destination name stored in the distribution level storage unit 18 in correspondence with each distribution level, and the distribution destination storage unit 20. Is stored in the following address destination data by the next address destination setting unit 17 according to this destination address data, and the destination data is also transmitted from the communication unit 22 together with the document data stored in the RAM 14. Not only in the voter device but also in each destination device, the next destination is automatically specified according to the destination data obtained together with the document data. And it is possible to save the specified work.

Further, when the next forwarding destination is set by the next forwarding destination setting unit 17 and a substitute is designated, the forwarding level stored in advance in the forwarding level storage unit 18 is set. According to the priority order, a new distribution destination is set within the same organization and distribution level as the next distribution destination, so that delay of document data distribution due to absence of distribution destination is prevented. be able to.

[0043]

As described above, in the first electronic mail automatic distribution device of the present invention, it is preset in accordance with the type of document and the creator thereof together with the document data created by the document creating means. The distribution destination data corresponding to the distribution pattern is transmitted or received, and the next distribution destination is automatically set according to the distribution order indicated by the distribution destination data.

In addition, in the second automatic e-mail distribution device of the present invention, together with the document data created by the document creating means, a distribution pattern preset according to the type of the document and its creator is created. Corresponding distribution destination data is transmitted or received, and the next distribution destination is not only automatically set according to the distribution order indicated by the distribution destination data, but the next distribution destination is When the substitute address of the above is specified, the automatically set next one is changed and set according to the distribution order stored in the user storage means together with the destination name of each system user. Become so. Therefore, according to the present invention, when sending an e-mail, it is not necessary to check the next forwarding address each time.
It is possible to automatically specify the destination in a desired order of distribution.

[Brief description of drawings]

FIG. 1 is a block diagram showing a configuration of an electronic mail automatic distribution device according to an embodiment of the present invention.

FIG. 2 is a diagram showing a mail distribution level according to a position applied to the electronic mail automatic distribution device.

FIG. 3 is a diagram showing a storage state of a user name, a destination name, an organization name, and a distribution level in a distribution level storage unit of the electronic mail distribution device.

FIG. 4 is a diagram showing a storage state of a mail distribution pattern in a distribution pattern storage unit of the electronic mail automatic distribution device.

FIG. 5 is a diagram showing a storage state of distribution destination data written in a distribution destination storage unit of the electronic mail automatic distribution device.

FIG. 6 is a flowchart showing a mail distribution process in the electronic mail distribution device.

[Explanation of symbols]

11 ... Control unit, 12 ... Input unit, 13 ... ROM, 14 ... R
AM, 15 ... Circulation pattern search unit, 16 ... Circulation address setting unit, 17 ... Subsequent address setting unit, 18 ... Circulation level storage unit, 19 ... Circulation pattern storage unit, 20 ... Circulation destination storage unit, 21 ... Display unit, 22 ... Communication unit.

Claims (2)

[Claims] 1. A document creating means for selecting and creating an arbitrary document from preset plural kinds of documents, and a plurality of times of the document different depending on the type of document and the creator of the document. A circulation pattern storage unit that stores a circulation pattern in advance, and a circulation pattern storage unit that retrieves the circulation pattern of the document according to the type of the document created by the document generation unit and the creator thereof. An additional pattern search means, a secondary address setting means for setting a secondary address of the created document according to the secondary pattern searched by the secondary pattern search means, and a secondary address set by the secondary address setting means. According to the following, the next destination address setting means for setting the next destination address and the next destination address set by the next destination address setting means are designated, and the next destination address set by the destination address setting means. Transmitting means for transmitting the document data created by the document creation means together over data receiving means for receiving with its circulation destination data document data transmitted by the transmitting means in another apparatus,
A device for automatically circulating electronic mail, comprising: 2. The user of the electronic mail system selects an arbitrary document from a user storage means that is pre-stored together with each destination name and the order of distribution and a plurality of preset documents. A document creating means for creating the document, and a circling pattern storage means for pre-storing a plurality of circling patterns of the document which differ depending on the type of the document and the creator of the document, as an array of the deciding order. A circulation pattern search unit that searches the circulation pattern storage unit for the circulation pattern of the document according to the type of the document created by the document creation unit and the creator of the document; Distribution destination setting means for reading the corresponding destination name from the user storage means according to the arrangement of the distribution order indicated by the distribution pattern and setting the distribution destination of the created document, The next-provision address setting means for setting the next reference address according to the reference address set by the reference destination setting means, the proxy designating means for designating a proxy for the next reference destination, and the proxy designating means When the substitute address for the next address is designated, the next next address set by the next address setting unit is changed according to the order of distribution stored in the user storage unit. Means and the next circumscribing destination obtained by the next reminder destination setting means or the next reminder address changing means, and by the document creating means together with the circumscribing destination data set by the circumscribing destination setting means. Transmitting means for transmitting the created document data, and receiving means for receiving the document data transmitted by the transmitting means in the other device together with the distribution destination data,
A device for automatically circulating electronic mail, comprising: