JPH10187517A - Document registration device and method therefor - Google Patents

Abstract

PROBLEM TO BE SOLVED: To inform a specific user of document management information on a registered document when the document is registered by informing a set information destination of document management information on a registered document. SOLUTION: A document registering means 11 registers image data of a document read in by a scanner, etc., in a file device which stores and manages data of a data base, etc. Further, an information destination setting means 12 sets a user to be informed of the document management information on the registered document. When the document is registered by a document registering means 11, a registration informing means 13 adds the document management information on the name, registration date, registerer, etc., of the registered document to a new registered document list having the user ID of a user which is set by an information destination specifying means 12 and when the user makes a display instruction, etc., thereafter, the contents of the new registered document having the user ID of the user are displayed. Thus, the document management information on the registered document is reported to the set information destination.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to an electronic device for registering image data of a document read from a scanner or the like or code data of a document created by a DTP application or the like on a computer, and retrieving this to display and display or print. The present invention relates to a document registration device such as a filing device and a document registration method.

[0002]

2. Description of the Related Art Conventionally, in this type of electronic filing device (document registration device), documents have been centrally managed. In recent years, however, several documents have been put together, for example, as folders, and classified and managed. It has become common practice.
In recent years, with the diversification of business and the spread of networks, it has been required that electronic filing apparatuses be used by a plurality of users, and personal folders in which only those users can register or search documents. ,
It has been proposed that any user belonging to a group has a shared folder in which any user can register or search for a document, and manages personal documents and shared documents separately so that multiple users can use them.

Conventionally, in a document registration method in an electronic filing device, when registering a document, a user sets document management information such as a document name and a keyword.
In an electronic filing device that can manage documents by classifying them by folders, the folders are further designated as registration destinations. When a registration instruction is performed after these settings, the registration date, the registrant, the number of pages of the document, and the like are automatically added to the document management information and registered in association with the document data.

[0004]

However, in the above-described conventional document registration method, when a document is registered, it cannot be notified that the document has been newly registered or its document management information. Did not know that the document was newly registered. Therefore, even when a document that contains necessary information is registered for a user other than the registrant, the other user often does not see the document at all, and when the electronic filing device is used for information transmission. Was an obstacle.

In order to view a newly registered document at least once, it is necessary to periodically search all registered documents based on a registration date or the like. This has led to an increase in work.

The present invention has been made in consideration of the above-described conventional problems, and provides a document registration apparatus and a document registration method capable of notifying a designated user of document management information of a registered document when the document is registered. With the goal.

[0007]

In order to achieve the above object, according to the first aspect of the present invention, there is provided a document registration unit for registering a document, and a notification destination for notifying document management information of a newly registered document. A notification destination setting means for setting, and a registration notifying means for notifying the document management information of the document registered by the document registration means to the notification destination set by the notification destination setting means.

According to a second aspect of the present invention, in the first aspect of the present invention, the document registering means includes a registration destination designating means for designating a registration destination of the document and a registration destination designated by the registration destination designating means. A notification destination registering means for registering a document, wherein the notification destination setting means includes a notification destination registration means for registering a notification destination for notifying the document management information of the newly registered document, and the notification destination registration means. Notification destination storage means for storing the registered notification destination; and a notification destination for reading a notification destination belonging to the registration destination specified by the registration destination specification means from the notification destinations stored in the notification destination storage means. Reading means.

According to a third aspect of the present invention, there is provided a document registration process for registering a document, a notification destination setting process for setting a notification destination for notifying document management information of a newly registered document, and registration by the document registration process. Registration notification processing for notifying the document management information of the set document to the notification destination set by the notification destination setting processing.

According to a fourth aspect of the present invention, in the third aspect of the present invention, the document registration process includes a registration destination designation process for designating a document registration destination and a registration destination designated by the registration destination designation process. Executing a designated document registration process for registering a document, wherein the notification destination setting process includes a notification destination registration process for registering a notification destination for notifying document management information of a newly registered document; and a notification destination registration process. Notification destination storage processing for storing notification destinations registered by the notification destination storage processing, and a notification for reading a notification destination belonging to the registration destination specified by the registration destination specification processing from the notification destinations stored by the notification destination storage processing The first read processing is executed.

[0011]

An embodiment of the present invention will be described below with reference to the drawings.

FIG. 1 is a block diagram showing a schematic configuration of a document registration process in a document registration device according to an embodiment of the present invention.

The document registration process in the document registration apparatus according to the present embodiment includes a document registration unit 11, a notification destination setting unit 12, and a registration notification unit 13, as shown in FIG. The document registration unit 11 registers image data of a document read from a scanner or the like in a file device that stores and manages data such as a data pace. The notification destination setting unit 12 sets a user who notifies the document management information of the registered document. The registration notifying unit 13 sets the document name of the registered document when the document is registered by the document registration unit 11. Document management information such as registration date, registrant, etc., to the newly registered document list having the user ID of the user set by the notification destination specifying means 12, and further, by the display instruction of the user, the user ID of the user Displays the contents of the newly registered document list with.

Here, the newly registered document list is list data for recording registered documents, and includes a list of a user ID, the number of documents, and document management information. An example of the data content of the newly registered document list will be described later (FIG. 4).

FIG. 2 is a block diagram showing the internal configuration of the document registration means 11 and the notification destination setting means 12.

A personal folder in which only a specific user can register or search a document, and a shared folder in which any user belonging to a group can register or search a document. When registering a document in an electronic filing device that can be managed separately, it is necessary to specify a folder as the registration destination. Therefore, it is better to set the notification destination automatically by specifying the registration destination each time. Work efficiency can be improved as compared with setting a notification destination. Therefore, the document registration unit 11 and the notification destination setting unit 12 of the present embodiment implement a method in which a notification destination of document registration can be set by designating a document registration destination.

That is, the registration destination specifying means 21 specifies a folder in which a document is registered. Designated destination document registration means 22
Registers the image data of a document read from a scanner or the like as a document in a folder specified by the registration destination specifying unit 21 in a file device that stores and manages data such as a database.

The notification destination registration unit 23 registers the ID of the user who is notified when a document is registered in the folder in the notification destination list of the folder. The notification destination storage means 24
The notification destination list of the folder registered by the notification destination registration unit 23 is stored. Here, the notification destination list is the folder I
D, list data including a list of notification destination user numbers and notification destination user IDs. An example of the data content of the notification destination list will be described later (FIG. 5).

Next, the notification reading unit 25 reads the notification destination list of the folder specified by the registration destination specifying unit 21 from the notification destination list for each folder stored in the notification destination storage unit 24, and reads the registration notification unit 13. Set the notification destination for registration notification in.

FIG. 3 is a block diagram showing a schematic configuration of an embodiment of the document registration apparatus according to the present invention.

In the figure, reference numeral 31 denotes a central control unit. In the central control unit 31, a program for performing all the controls related to the configuration of the document registration process shown in FIGS. 1 and 2 operates. The central control device 31 includes a storage device 32,
The image reading device 33, the keyboard 34, the mouse 35, and the display device 36 are connected.

The storage device 32 has a program for the central control device 31, document data registered by the document registration means 11, a newly registered document list set by the registration notification means, and a notification stored by the notification destination storage means 24. It is composed of a RAM, a ROM, a hard disk or the like for storing a destination list and the like.

The image reading device 33 is composed of a scanner or the like, and is used for reading document data registered by the document registration means 11. The keyboard 34 and the mouse 35 are used for operations such as registering a notification destination by the notification destination registration unit 23 and specifying a registration destination by the registration destination specifying unit 21. The display device 36 is composed of a CRT display device or the like, and is used by the registration notifying means 13 to display the contents of a newly registered document list.

FIG. 4 is a diagram showing an example of the contents of the data of the above-mentioned newly registered document list.

In the example shown in the figure, registration notifications for three users are recorded, and there are two documents for which registration has been notified for user 1 and user 3, and one document for which registration has been notified for user 2. Indicates that a document name, a registration date, and a registrant are recorded as document management information.

FIG. 5 is a diagram showing an example of the contents of the above-mentioned notification destination list data.

In the example of FIG. 1, the number of notification destination users of folder 1 is 1 and the notification destination is user 1, and the number of notification destination users of folder 2 is 3 and the notification destinations are user 1, user 2 and user 2. , The number of notification destination users in the folder 3 is 2, indicating that the notification destinations are registered in the user 2 and the user 3, respectively.

Next, the document registration method according to the present embodiment will be described with reference to the flowchart of FIG.

First, a document registration process is started when a user starts by executing a menu command or the like (step S61). Next, when a folder for registering a document is designated and registration is instructed (step S62), the document is registered in the designated folder (step S63).

Here, the steps S61 to S61
FIG. 7 shows an example of a user interface for registering a document in which a folder to be registered is designated. In the figure, there are three folders: a personal folder 70, a shared folder (1) 72, and a shared folder (2) 73. In order to register a document in the shared folder (1) 72, an icon 71 representing the document is used by a mouse. This shows that the user has brought the icon over the icon 72 representing the shared folder (1) 72 by the operation.

Referring back to FIG. 6, after the processing in step S63, a notification destination list having the folder ID of the registration destination folder is obtained (step S64), and it is checked whether the notification destination list has an unprocessed user ID (step S64). Step S65) If there is an unprocessed user ID in the notification destination list,
One user ID is extracted from the list of D (step S
66), add 1 to the number of documents in the newly registered document list having the user ID, record the document management information of the registered document (step S67), and return to step S65.

Then, steps S65 to S67 are repeated for all the user IDs in the notification destination list, and if there is no unprocessed user ID in the notification destination list, the process ends (step S68).

Next, a procedure for displaying a newly registered document list by the registration notifying means 13 will be described with reference to the flowchart of FIG.

First, a display process of a newly registered document list is started by a user's start instruction by executing a menu / command (step S81). Next, a newly registered document list having the user ID of the user is acquired (step S82), and it is checked whether there is unprocessed document management information in the list of document management information (step S83). If so, one document management information is read from the list of document management information (step S84), and the process returns to step S83.

Then, the processing from step S83 to step S84 is repeated until all the document management information is read out. When all the document management information is read out, the contents are displayed (step S85), and the process is terminated (step S8).
6).

FIG. 9 is an example of a display screen of a newly registered document list.

In the example shown in the figure, the contents of the newly registered document list including not only the document name, registration date and registrant but also the registration destination and document management information on the number of pages of the document are displayed.

As described above, when a document is registered, the document management information of the registered document is notified to the designated user.
Even if you register necessary documents for users other than the registrant, you can inform other users of the documents,
The electronic filing device can also be used as a means for transmitting information. In addition, when a newly registered document is viewed, it is not necessary to perform a search on the registration date or the like, so that the search operation can be reduced.

Further, since the notification destination is automatically set by designating the registration destination of the document, the work of setting the notification destination can be reduced.

The present invention is not limited to the illustrated embodiment, but can be variously modified. For example, there are the following modifications. (1) In the above-described embodiment, only the case where a folder in which a document is registered is specified as the setting of a notification destination has been described. It can also be implemented by a method such as selection from a panel. (2) A method of setting a notification destination by designating a folder in which a document is registered includes a method of managing folders and users, a method of managing folders and folders, such as a management method in UNIX, folder management information such as owner ID and group ID, and user ID It is also possible to set the user IDs of all the users having the group ID of the folder of the registration destination as the notification destinations. (3) The notification that the document has been registered is sent by using a general e-mail system by using the document name of the registered document,
Document management information such as registration date and time and registrant can be automatically transmitted by e-mail.

[0041]

As described above in detail, according to the first aspect of the present invention, there is provided a document registration unit for registering a document, and a notification destination for setting a notification destination for notifying document management information of a newly registered document. Setting means, and registration notifying means for notifying the document management information of the document registered by the document registering means to the notification destination set by the notification destination setting means. A designated user can be notified. As a result, even when a necessary document is registered for a user other than the registrant, the document can be notified to other users, and the electronic filing apparatus can be used as a means for transmitting information. Also,
When looking at a newly registered document, it is not necessary to perform a search on the registration date or the like, and the search operation can be reduced.

According to a second aspect of the present invention, in the first aspect of the present invention, the document registration unit includes a registration destination designation unit that designates a registration destination of the document and a registration destination designated by the registration destination designation unit. A notification destination registering means for registering a document, wherein the notification destination setting means includes a notification destination registration means for registering a notification destination for notifying the document management information of the newly registered document, and the notification destination registration means. Notification destination storage means for storing the registered notification destination; and a notification destination for reading a notification destination belonging to the registration destination specified by the registration destination specification means from the notification destinations stored in the notification destination storage means. Since the reading means is provided, the notification destination is automatically set by designating the registration destination of the document, and the setting work of the notification destination can be reduced.

According to a third aspect of the present invention, there is provided a document registration process for registering a document, a notification destination setting process for setting a notification destination for notifying document management information of a newly registered document, and registration by the document registration process. A registration notification process of notifying the document management information of the set document to the notification destination set by the notification destination setting process, so that the same effect as the invention of claim 1 can be obtained by a simple method. it can.

According to a fourth aspect of the present invention, in the third aspect of the invention, the document registration process includes a registration destination designation process for designating a document registration destination and a registration destination designated by the registration destination designation process. Executing a designated document registration process for registering a document, wherein the notification destination setting process includes a notification destination registration process for registering a notification destination for notifying document management information of a newly registered document; and a notification destination registration process. Notification destination storage processing for storing notification destinations registered by the notification destination storage processing, and a notification for reading a notification destination belonging to the registration destination specified by the registration destination specification processing from the notification destinations stored by the notification destination storage processing Since the pre-reading process is executed, the same effect as the second aspect of the invention can be obtained.

[Brief description of the drawings]

FIG. 1 is a block diagram illustrating a schematic configuration of a document registration process of a document registration device according to an embodiment of the present invention.

FIG. 2 is a block diagram showing an internal configuration of a document registration unit 11 and a notification destination setting unit 12.

FIG. 3 is a block diagram showing a schematic configuration of an embodiment of a document registration device according to the present invention.

FIG. 4 is a diagram showing an example of data contents of a newly registered document list.

FIG. 5 is a diagram showing an example of data contents of a notification destination list.

FIG. 6 is a flowchart illustrating a document registration method according to the embodiment.

FIG. 7 is a diagram illustrating an example of a user interface for document registration in which a folder to be registered is specified.

FIG. 8 is a flowchart for explaining a procedure of processing for displaying a newly registered document list according to the registration notifying means 13;

FIG. 9 is a diagram showing an example of a display screen of a newly registered document list.

[Explanation of symbols]

 REFERENCE SIGNS LIST 11 document registration means 12 notification destination setting means 13 registration notification means 21 registration destination designation means 22 designated destination document registration means 23 notification destination registration means 24 notification destination storage means 25 notification reading means 31 central control device 32 storage device 33 image reading device 34 Keyboard 35 Mouse 36 Display

Claims (4)

[Claims] 1. A document registration unit for registering a document, a notification destination setting unit for setting a notification destination for notifying document management information of a newly registered document, and a document management of the document registered by the document registration unit A document registration device, comprising: a registration notification unit that notifies information to a notification destination set by the notification destination setting unit. 2. The document registration means, comprising: a registration destination designation means for designating a registration destination of a document; and a designation destination document registration means for registering a document at a registration destination designated by the registration destination designation means. Notification destination setting means, notification destination registration means for registering a notification destination for notifying the document management information of the newly registered document, notification destination storage means for storing the notification destination registered by the notification destination registration means, 2. A notification destination reading means for reading a notification destination belonging to a registration destination designated by said registration destination designation means from notification destinations stored by said notification destination storage means. Document registration device described. 3. A document registration process for registering a document, a notification destination setting process for setting a notification destination for notifying document management information of a newly registered document, and a document management of the document registered by the document registration process A registration notification process for notifying information to a notification destination set by the notification destination setting process. 4. The document registration process executes a registration destination designation process of designating a registration destination of a document, and a designated destination document registration process of registering a document at a registration destination designated by the registration destination designation process. The notification destination setting process includes a notification destination registration process for registering a notification destination for notifying document management information of a newly registered document; a notification destination storage process for storing a notification destination registered by the notification destination registration process; And a notification destination reading process for reading a notification destination belonging to the registration destination designated by the registration destination designation process from the notification destinations stored by the notification destination storage process. Document registration method described in 1.