JPH10301941A - Document information sharing system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To automate shared document information management by organically cooperating a mail managing function, a report managing function and a contents managing function. SOLUTION: An attribute information registering part 2 adds a number and a receiving date to document body attribute information in document information confirmed by a sending document information confirming part 1 and then automatically registers the information in a document management information DB 10. A document information generating part 3 stores the document information in a document information DB 11 as a hypertext type file. A document information distributing part 4 automatically distributes the received document information to a prescribed sending destination based on sending destination information stored in a document information sending destination DB 9. A document information relation display part 7 mutually relates respective sort sections based on the relation of sort sections stored in a sort managing information DB 8. A table information preparing part 5 automatically prepares and updates table information (a table display file) based on the document body attribute information registered in the DB 10 and stores the prepared/updated information in a table information DB 12. A document information display part 6 displays a table display or the like.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document information sharing system, and more particularly to a document information sharing system in which document information can be used as a shared resource by using a distributed system using a network or a general display terminal. .

[0002]

2. Description of the Related Art Documents such as specifications, reports, and technical materials handled on a PC (personal computer) are shared depending on the documents and managed so that a plurality of users can refer to them. In the Internet environment, document information displayed on each page is managed so that a plurality of persons can refer to it.

A conventional document information sharing system shares document information including a created document itself and attribute information (creation date and time, creator, etc.) of the created document in order to share the created document. The confirmation of the registration request to the database and the management of the registration processing after the confirmation of the registration request have been manually performed. That is, the administrator of the document information
The received document information was referenced and registered in a shared database or the like as necessary.

Further, management of document information after registration, for example, creation of a list of registered documents, updating of documents, and the like have been manually performed. Furthermore, when a new document is created or the registered information is updated, it may be necessary to send the updated information etc. to the related parties depending on the type of document to be handled. The document sending process to the destination was also performed manually.

[0005]

As described above, in the conventional system, since many document management operations require human labor, the work load becomes excessive due to an increase in information, and a description error and an operation error occur. Information leakage, errors and the like may occur. In some cases, it is not possible to perform registration processing in the shared database from a remote location.

[0006] In recent years, a variety of information can be provided between PCs using the Internet, and a report management function has been provided in which the information can be taken in and referenced from a PC even from a remote place. Had to access the information provider himself. Also, when the information providing destination is unknown, the user has to search for the information providing destination by himself. In the PC network environment, a mail management function (mail server) is also provided, so that it is possible to centrally manage information, but to automatically distribute received information to a predetermined destination. Is not provided, so there is no other way for those who want to obtain information except to connect to the information provider and obtain the information.

[0007] The present invention has been made to solve the above problems, and its purpose is to provide a mail management function,
An object of the present invention is to provide a document information sharing system that automates shared document information management by organically linking a report management function and a content management function.

[0008]

In order to achieve the above object, a document information sharing system according to a first aspect of the present invention includes a classification management information database for storing a classification category to which document information belongs, Document information destination database that stores destination information that associates document destination attribute information in a predetermined format added to each document information with the destination, and automatically registers document information received using the mail management function Document information management means for distributing the document information to a predetermined destination based on the destination information stored in the document information destination database; and a content based on a classification category stored in the classification management information database. Document information related display means for associating the respective classifications using a management function and displaying the cooperation of the classifications on a display device; The document information corresponding to the specified classification from the classification displayed on the display device is specified by the classification included in the document body attribute information, and the list information of the specified document information is used by the report management function. Document information reporting means for displaying and managing document information handled in the system by automatically registering it.
The document information is automatically distributed to a predetermined destination, and the specified document information can be displayed.

A document information sharing system according to a second aspect of the present invention is the document information sharing system according to the first aspect, wherein the document information managing means includes a sent document information confirming unit for confirming the presence or absence of the sent document information; An attribute information registration unit that adds a unique identification number and a reception date to the document body attribute information of the information, and registers the added document body attribute information in a document management information database; and a hypertext format file based on the received document information. And a document information generation unit for generating the document information in the document information database; and transmitting the document information to the destination specified based on the document body attribute information of the received document information and the destination information stored in the document information destination database. And a document information distribution unit for distribution.

A document information sharing system according to a third invention is the document information sharing system according to the second invention, wherein:
It is determined that only the document information to which the document body attribute information is added is handled by the present system.

[0011] In a fourth aspect of the present invention, in the document information sharing system according to the second aspect, the attribute information registration unit extracts necessary information from the added document body attribute information to obtain the document management information. It is to be automatically registered in the database.

According to a fifth aspect of the present invention, in the document information sharing system according to the second aspect, the document information generating unit adds hypertext attribute information for displaying the sent document information as a hypertext format document. By doing so, a hypertext format file is generated.

According to a sixth aspect of the present invention, in the document information sharing system according to the second aspect, the document information reporting means automatically creates list information based on document body attribute information registered in the document management information database. And a document information display unit for extracting the document information selected from the displayed list information from the document information database and displaying the extracted document information.

A document information sharing system according to a seventh aspect of the present invention is the document information sharing system according to the sixth aspect, wherein the list information creating section searches the document management information database using a designated classification section as a key. It extracts document body attribute information and creates list information.

According to an eighth aspect of the present invention, in the document information sharing system according to the sixth aspect, the list information creating section includes a creation date added to the list information and a reception date added to the document information as document body attribute information. The automatic update of the list information is performed based on the above.

[0016]

Preferred embodiments of the present invention will be described below with reference to the drawings.

FIG. 1 is a block diagram showing an embodiment of a document information sharing system according to the present invention. The document information sharing system in the present embodiment is configured by means for exerting a mail management function, a report management function, and a content management function.

First, a sent document information confirmation unit 1, an attribute information registration unit 2, a document information generation unit 3, and a document information distribution unit 4 are provided as document information management means for exerting a mail management function. The sent document information check unit 1 checks whether there is document information sent to the present system. The attribute information registration unit 2 adds a unique identification number and a reception date to the document body attribute information of the received document information, and registers the added document body attribute information in the document management information database 10. The document information generation unit 3 generates a hypertext format file based on the received document information and stores it in the document information database 11. The document information distribution unit 4 distributes the document information to the destination specified based on the document body attribute information of the received document information and the destination information stored in the document information destination database 9. The document information management means automatically registers the document information received by using the mail management function by these components, and stores the document information in a predetermined destination based on the destination information stored in the document information destination database 9. Will be delivered to

A list information creating unit 5 and a document information display unit 6 are provided as document information reporting means for exhibiting a report management function. The list information creation unit 5 automatically creates list information based on document body attribute information registered in the document management information database 10. Document information display section 6
Retrieves the document information selected from the displayed list information from the document information database 11 and displays it. The document information reporting means specifies the document information corresponding to the specified classification from the classifications displayed on the display device by these components by the classification included in the document body attribute information, and the specified The list information of the document information is displayed using the report management function.

A document information related display unit 7 serving as a document information related display means for exhibiting a content management function associates each of the classification sections based on the relation between the classification sections stored in the classification management information database 8, and performs classification. The cooperative relationship between the categories is displayed on a display device. The document information related display unit 7 incorporates a hypertext system for displaying a hypertext format file on a display device.

Next, a database prepared in advance for use in the present embodiment will be described.

The classification management information database 8 is a means for storing the relation between the classifications to which the document information belongs. FIG.
FIG. 3 is a diagram showing an example of a data structure of a classification management information database 8 used in the present embodiment. In the present embodiment, the document information is hierarchically managed into a large classification, a middle classification, and a small classification. Of course, it is also possible to make it hierarchical. The sent document information is classified into one of the hierarchies and associated therewith. For example, if the document information is related to fault management, it is classified and managed according to the type of document information, such as fault notification, inquiry response, and information provision request, for the large category of fault management. become. In addition, if document information relating to customers is handled, various types of document information are classified and managed into a middle category and a small category with respect to a large category of customer information provided separately for trouble management. . How to be assigned to one of the categories will be described later.

FIG. 3 is a diagram showing a data structure of the document information destination database 9 together with a setting example. The document information destination database 9 stores destination information in which document body attribute information in a predetermined format added to each piece of document information is associated with a destination. In each record, one or a plurality of destinations to which document information is to be distributed are registered in advance depending on the type. The type of the document information is specified by the classification and subtitle belonging to the document body attribute information added to the document information.

The other databases 10 shown in FIG.
11 and 12 are created by the processing in the present embodiment, and will be described later.

A feature of the present embodiment is that the document information sent to the present system is automatically registered, so that the document information can be shared and the document information can be automatically delivered to a destination required by the system. That's what we did. In this embodiment, the mail management function, the content management function,
The registration and distribution of document information can be automatically performed without manual intervention by organically combining and managing the report management functions.

Next, processing in the mail management function of the present embodiment will be described with reference to the flowchart shown in FIG. In the following description, a case where the document information sharing system according to the present embodiment is applied to fault management will be described as an example.

First, in order to use the present system, the user adds document body attribute information to the contents of a document created as shown in FIG. The document body attribute information includes at least a classification, a content, and a subtitle, and each item (keyword) such as a classification is specified by a user in a predetermined format (keyword + “:”). For use, data that can be set is notified in advance, and the user can select and specify the data. For example, in this system applied to the fault management system, the classification is "trouble management", the subject is "trouble management", the subtitles are "trouble report", "message", "answer" to the inquiry, "input format request", etc. Can be specified. Classification and subject can be treated as the same item, but because they have different uses, they are separate items. In the present embodiment, the above items are used as document body attribute information. However, additional items may be added depending on the document information to be handled. Since the document information handled in the present embodiment can be expressed in a text format, the document body attribute information is incorporated before the document body to form one file. The user sends the document information to which the document body attribute information is added to the mail server of the present system by e-mail.

In step 101, the sent document information confirming unit 1 performs a periodic process (for example, once every five minutes) using the mail server as a communication protocol, and checks whether the document information has been sent by mail. Check. When a mail addressed to this system is received, the document information is temporarily stored in the memory. Whether or not the document information is to be shared in the present system is determined based on whether or not document body attribute information is added to the document information. If the document information is to be shared, the subsequent processing is performed.

In step 102, when the received document information to be shared is written in a predetermined location on the memory, the attribute information registration unit 2 receives the number and the mail in the document body attribute information as shown in FIG. Add the date.
Then, the document body attribute information to which the number and the like have been added is registered in the document management information database 10. This is performed as follows.

FIG. 7 is a diagram showing the structure of a record in the document management information database 10. Each record is composed of the number, classification, subject, subtitle, and date of each document body attribute information, and the number is a serial number given by the system to identify each document body attribute information.
Therefore, when registering in the document management information database 10,
The number assigned to the document body attribute information to be newly registered can be determined by referring to the number assigned to the latest registered record. The date can be added to the document body attribute information by acquiring the system time. In this manner, the document body attribute information to be newly registered can be registered in the document management information database 10 after the number and date are given. In the present embodiment, all items constituting the document body attribute information are necessary information, so all items are extracted and registered. However, if various information is included in the document body attribute information, Only information considered necessary for reducing the capacity of the management information database 10 may be extracted and automatically registered in the document management information database 10.

In step 103, the document information generation unit 3 generates hypertext format document information by further adding hypertext attribute information necessary for displaying as a hypertext format document on the display device. One file is formed. The file name of the generated document information is determined by connecting a predetermined extension to the number included in the document body attribute information, and is stored in the document information database 11 as a document information body file (step 103). As a result, in this system,
The document information body file is handled as one document information. For example, in the case of the document body attribute information of the number “00003”,
Assuming that the extension is “HTM”, the document information body file name is “00003.HTM”. FIG. 8 shows an example of the document information body file.

In step 104, when one document information (document information body file) is created by the document information generation unit 3, the document information distribution unit 4 distributes the document information to a predetermined destination. This is done by comparing the combination of the classification and the subtitle specified in the document body attribute information of the document information to be distributed with the combination of the classification and the subtitle registered in the document information destination database 9 and finding a matching record. If registered in the document information destination database 9, the destination of the record is read. Then, the document information is sent to the mail server as mail addressed to each destination. As described above, the document information distribution unit 4 extracts the keyword (classification, subtitle) specified in the document body attribute information from the received document information, and searches the document information destination database 9 based on the keyword. As a result, the document information can be automatically distributed to a destination that needs to be transmitted.

As described above, according to the present embodiment, it is possible to automatically register document information sent to the present system via mail. Further, the received document information can be automatically distributed to a predetermined destination.

Next, processing in the content management function of this embodiment will be described.

The document information related display unit 7 creates image-modeled contents corresponding to the large classification registered in the classification management information database 8, and then creates image contents corresponding to the medium classification and cooperates with the large classification. Let
Further, image contents corresponding to the small classification are created and linked to the medium classification. In this way, the cooperation information for creating the cooperation relationship of the classification and displaying it on the display device is created. This processing can be easily cooperated by the hypertext system incorporated in the document information related display unit 7. For example, this corresponds to a process of storing each document information in a cabinet provided for each classification so that each document information registered on the WWW browser can be displayed for each image. FIG. 9 is a diagram showing an example of screen transition on the display device. The screen as shown in FIG. 9A can be displayed when the document information related display unit 7 creates the cooperation information. .

Next, the report management function in this embodiment will be described with reference to the flowchart shown in FIG. The processing here corresponds to the processing for displaying the screens shown in FIGS. 9B and 9C.

The list information creating section 5 selects any one of the middle categories from the large categories of contents displayed on the display device, and further selects any one of the small categories from the middle categories. And list information on the selected sub-classification is obtained by creating a new one if necessary.
This is performed as follows.

First, a file name is created according to a predetermined rule based on the document body attribute information of the selected document information (step 201). For example, according to a predetermined rule that a predetermined extension “LST” is added to a combination “classification management contact information” of a classification and a subtitle, which is information for specifying a classification in the document body attribute information, “classification management information.
LST ". Next, the list information database 12 is searched using the created file name (step 202).
If a list display file having the same file name exists in the list information database 12, the list display file is read (steps 203 and 204). If not, a list display file is newly created by the following procedure (step 205). The list display file is
This is a list display file created for each classification (classification + subtitle), and is stored and managed in the list information database 12. FIG. 11 shows a configuration example of the list display file.

The list information creating section 5 newly opens the file with the created file name, and sets the oldest time as an initial value to the file update date. Then, a record of the document body attribute information corresponding to the combination of the classification and the subtitle and newer than the file update date is read from the document management information database 10. Here, since the oldest time in the system is set as the file update date, all the corresponding data is read. Then, a number, a subject, and a date are extracted from the read document body attribute information, and the list information is created by sequentially writing them in a file. When the writing of all items is completed, the hypertext attribute information is added to the head of the file to generate the list information in the hypertext format. Further, by updating the file update date with the current time and closing the file, one list display file corresponding to the content is created. This list display file is stored in the list information database 12 (step 206).

On the other hand, when the existing list display file is read, a record of the document body attribute information corresponding to the combination of the classification and the subtitle and newer than the file update date is read from the document management information database 10. The number, subject, and date are extracted and added to the created list information. By this updating process, the latest list information can be obtained (step 207). The updated list display file is stored in the list information database 12 (step 206).

When the list information is created as described above,
The document information display unit 6 displays the list information created as the list information of the selected content as shown in FIG. 9B. In the present embodiment, "subject" in the document body attribute information is used only for list display. For convenience,
As described above, it is possible to treat the classification and the subject as the same keyword, but by setting the subject as a separate item from the classification used as a search key,
The difference between the contents of the document information can be clarified.

Thereafter, when any item is selected from the displayed list information (step 208), the document information display section 6 searches the document information database 11 using the number as a key (step 209). ), Reads out the corresponding document information body file, and displays its contents on the display device (step 210). This display example is shown in FIG.
(C). When no item is selected, predetermined other supplementary processing is performed (step 211). However, this is not the gist of the present invention, and a description thereof will be omitted.

As described above, according to the present embodiment, a list of document information can be automatically created by the report management function by associating the document information handled by the content management function. can do.

Further, in this embodiment, the contents of the document information database 11 and the list information database 12 can be referred to even from a remote location by providing the content management function in a remote system.

The document information referred to in the present embodiment is
It does not understand the information expressed in the text format in a narrow sense, but also includes information that can be handled in the same way as a document expressed in the text format even if the information is expressed in the image format. For example, an image file (information) that can be handled in the same manner as a document by the mail server is also included in the document information in the present embodiment. When an image file is handled as document information, document body attribute information may be handled as another file.

In the above description, the case where the present invention is applied to the fault management system has been described. However, the present invention is also applied to other systems which collectively manage information, distribute information to other people, and need to display information. It goes without saying that you can do it.

[0047]

According to the present invention, the registration and distribution of document information can be automatically performed without human intervention by organically combining and cooperatively operating a mail management function, a content management function, and a report management function. Can be. In addition to registering and distributing (contacting) document information to be shared, a series of registration operations for document information management such as creation and updating of list information can be automatically performed.

Further, since the sent document information confirmation section is made to determine whether or not the document information is handled by the present system, it is not necessary to collectively manage unnecessary information.

The attribute information registration unit extracts necessary information from the added document body attribute information and registers the extracted information in the document management information database, thereby preventing the use capacity from being increased unnecessarily. can do.

[Brief description of the drawings]

FIG. 1 is a block diagram showing an embodiment of a document information sharing system according to the present invention.

FIG. 2 is a diagram showing an example of a data structure of a classification management information database used in the present embodiment.

FIG. 3 is a diagram illustrating an example of a data structure of a document information destination database according to the embodiment;

FIG. 4 is a flowchart showing processing in the mail management function of the embodiment.

FIG. 5 is a diagram showing an example of the content of document information sent from a user in the present embodiment.

FIG. 6 is a diagram showing an example of contents after adding predetermined information to document information sent from a user in the present embodiment.

FIG. 7 is a diagram showing a configuration of a record in a document management information database according to the present embodiment.

FIG. 8 is a diagram showing an example of the contents of a document information body file according to the present embodiment.

FIG. 9 is a diagram illustrating an example of screen transition on the display device according to the present embodiment.

FIG. 10 is a flowchart showing processing in a report management function of the embodiment.

FIG. 11 is a diagram illustrating a configuration example of a list display file according to the present embodiment.

[Explanation of symbols]

1 sent document information confirmation section, 2 attribute information registration section, 3 document information generation section, 4 document information distribution section, 5 list information creation section, 6 document information display section, 7 document information related display section, 8
Classification management information database, 9 document information destination database, 10 document management information database, 11 document information database, 12 list information database.

Claims (8)

[Claims] 1. A classification management information database for storing the relationship between classification categories to which document information belongs, and destination information in which document body attribute information in a predetermined format added to each document information is associated with a destination. Automatically register the received document information using the document information destination database and the mail management function, and distribute the document information to a predetermined destination based on the destination information stored in the document information destination database. Document information management means, and document information for associating each classification using a content management function based on the relation between the classifications stored in the classification management information database, and displaying the cooperation of the classifications on a display device Related display means; and document information corresponding to a specified classification from among the classifications displayed on the display device. And a document information reporting means for displaying the list information of the specified document information by using a report management function, and automatically registering the document information handled in the system. A document information sharing system characterized in that the document information is managed collectively, automatically distributed to a predetermined destination, and designated document information can be displayed. 2. The document information management means according to claim 1, further comprising: a sending document information checking unit for checking whether or not the sent document information exists; and a unique identification number and a receiving date added to the document body attribute information of the received document information. An attribute information registration unit for registering the document body attribute information after addition to the document management information database, a document information generation unit for generating a hypertext format file based on the received document information, and storing the file in the document information database; A document information distribution unit that distributes the document information to a destination specified based on document body attribute information of the document information and destination information stored in the document information destination database. 1. The document information sharing system according to 1. 3. The document information sharing system according to claim 2, wherein the transmission document information confirmation unit determines that only the document information to which document body attribute information is added is handled by the present system. 4. The document information according to claim 2, wherein the attribute information registration unit extracts necessary information from the added document body attribute information and automatically registers the extracted information in the document management information database. Sharing system. 5. The hypertext format file according to claim 1, wherein said text information generation unit adds hypertext attribute information for displaying as a hypertext format document to the sent document information. 2. The document information sharing system described in 2. 6. The document information reporting means, wherein: a list information creation unit for automatically creating list information based on document body attribute information registered in the document management information database; and a list information selected from the displayed list information. 3. The document information sharing system according to claim 2, further comprising: a document information display unit for extracting and displaying the document information from the document information database. 7. The list information creation section retrieves the corresponding document body attribute information by searching the document management information database using a designated classification section as a key, and creates the list information. The document information sharing system according to claim 6. 8. The list information creating unit automatically updates the list information based on a creation date added to the list information and a reception date added as document body attribute information to the document information. Item 6. A document information sharing system according to Item 6.