CN106407474B - File management system and method - Google Patents
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- CN106407474B CN106407474B CN201610982460.8A CN201610982460A CN106407474B CN 106407474 B CN106407474 B CN 106407474B CN 201610982460 A CN201610982460 A CN 201610982460A CN 106407474 B CN106407474 B CN 106407474B
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Abstract
The invention discloses a file management system and a method, comprising an authority judgment module, a system setting module, a file storage module and a file change module; wherein: the authority judgment module is used for judging the authority of the logged-in user; the system setting module is used for the user for managing the authority to distribute the authority of the user and setting a file change approval process; the file storage module is used for the user who executes the inquiry operation or the download operation and the management authority to execute the file adding operation, the modification operation or the deletion operation; the file change module is used for submitting an application by a user, executing addition, modification or deletion operation of a file after the application is approved, and generating a change record; the effect is as follows: the online modification approval process of the file is associated with file storage, the update condition of the system file is fed back through the record of the online modification approval process of the file, and the last approval result of the modified file is automatically associated to the file storage module, so that the file is added, updated and deleted online.
Description
Technical Field
The invention belongs to the technical field of computers, and particularly relates to a file management system and method.
Background
The existing internet office system or ERP or management system realizes the functions of storage, downloading, searching, deleting and the like of a cloud space or a local server, and users who acquire the authority can store, download, search and delete files through the distribution of user authority.
For the file regulation meeting the management regulation requirements of systems such as a quality management system or a safety management system, a file change approval process, a file change effective record and the like are required, but the existing internet office system or ERP or management system does not realize the good synchronization of the file online change and the file change record. Because file modification directly through the online file editing function of a research and development management system or an ERP system results in excessive development cost, and modification process records and approval records cannot be well seen, the file modification is generally operated through special document operation software (such as Office software such as Office or Wps) and then uploaded to an online for replacement after modification, and for reserved file modification records required on a management system, special records are generally required to be filled on the online, so that the file modification is not strict and the process is complicated. Therefore, the system file can not realize complete online office, only the functions of online storage, lookup and file downloading are realized, continuous improvement and file approval processes required in the system file are realized, offline approval is also used, offline modification records are made, and updated files and records are uploaded to a system.
Disclosure of Invention
In order to solve the above problems, the present invention provides a file management system and method, which solve the defects that the online modification approval process, the file modification record, the storage of the file modification node information, and the processing of the original stored file after the file is approved cannot be realized in the current file management system.
The technical scheme adopted by the invention is as follows:
a file management system comprises a permission judgment module, a system setting module, a file storage module and a file change module; wherein:
the authority judgment module is used for judging the authority of the logged-in user, and the authority comprises management authority, common authority and approval authority;
the system setting module is used for the user for managing the authority to distribute the authority of the user and setting a file change approval process;
the file storage module is used for the user to execute inquiry operation or download operation and is also used for the user with management authority to execute file adding operation, modifying operation or deleting operation; the file change module is used for enabling a user with ordinary authority to submit a file change application and executing file adding operation, modifying operation or deleting operation after the application approval is passed; and the system is also used for allowing the user with the authority to approve the file change application submitted by the user with the common authority, so as to generate and store the change record corresponding to the file.
The change records comprise file change application information, examination and approval objects, examination and approval results and examination and approval opinions, the examination and approval results comprise examination and approval passing and examination and approval failing, the examination and approval opinions are the opinions which are filled in by an approver and do not pass, and the management layer can better master the historical change condition of the files.
A file management method, operating in the file management system, comprises the following steps:
after the user logs in, the user enters an authority judgment module to execute the authority judgment on the logged-in user;
when the authority of the user is the common authority, the file modification module is used for entering the file storage module to execute inquiry operation or downloading operation, or entering the file modification module to submit an application, and executing file adding operation, modifying operation or deleting operation after the file modification application is approved;
when the authority of the user is the management authority, the method is used for entering a file storage module to execute the steps of query operation, downloading operation, adding operation, modifying operation or deleting operation;
when the authority of the user is the approval authority, the file modification module is used for approving the file modification application submitted by the user with the common authority, and the modification record corresponding to the file is generated and stored according to the approval result;
the step that the user with the common authority enters the file change module to submit the file change application comprises the following steps:
a step for judging a file change mode;
when the file change mode is newly increased, the file change mode is used for adding newly increased file information and files to be increased, and then selecting an approval object to submit an application;
when the file modification mode is modification, a step of selecting an approval object to submit an application after adding modified file information and a modified file;
when the file modification mode is deletion, a step of selecting an approval object to submit an application after adding and deleting file information;
the newly adding operation is to store the file to be added into the file storage module; the modification operation is to replace the original file with the modified file; the deleting operation is a step of deleting the file to be deleted according to the file deleting information; the query operation is to query the file in the file storage module, the download operation is to download the file in the file storage module, wherein the deleted or replaced file does not appear in the file storage module, but is still stored in the server as a file history version, and the file change application record can be queried in the file change module.
The newly added file information comprises newly added file numbers, newly added file names, newly added reasons, file descriptions, examination and approval labels, responsible departments, the applicant and the effective date, so that an approver can conveniently know the detailed conditions of the newly added files, and the examination and approval efficiency is improved.
The modified file information comprises a modified file number, a modified file name, a modified reason, a file description, an approval label, a responsible department, an applicant and an effective date, so that an approver can conveniently know the detailed condition of the modified file, and the approval efficiency is improved.
The deleted file information comprises a deleted file number, a deleted file name, a deletion reason, file description, an approval label, a responsible department, an applicant and a valid date, so that an approver can conveniently know the detailed condition of the deleted file, and the approval efficiency is improved.
The approval object is a preset approval process and an object, or an approval object manually selected by a user, so that the user can select the approval object according to actual conditions, and the user experience is improved.
The number of the examination and approval objects is not less than 1, examination and approval sequence flows can be set according to the sequence, a company system management flow is embodied through multi-layer examination and approval, and misoperation of an approver is avoided.
The content of the examination and approval label is urgent or normal, the effective date is the effective date which is immediately effective or preset after examination and approval are passed, and by adding the label content, the change application of the urgent class can be preferentially processed, so that the use flexibility and the management efficiency are improved.
The system automatically searches and judges the number of the changed file filled by the user, and if the number of the newly added file is repeated with the file number of the file storage module, the system prompts error report and the user can not submit the file; if the file is modified or deleted, the user can select the file number from the system or automatically fill the file number, and then the system is automatically associated with the corresponding file in the file storage module for the user to click for preview, so that the user can further confirm that the content of the file is correct when filling.
By adopting the technical scheme, the method has the following advantages:
according to the file management method provided by the invention, the online change approval process of the file is associated with the file storage, the management and updating conditions of the system file are fed back by recording the record of the online change approval process of the file, and the last approval result of the changed file is automatically associated with the file storage, so that the online addition, update and deletion of the file are realized, the offline system file is managed and moved online, and the management efficiency is improved.
Drawings
FIG. 1 is a system flow diagram of the present invention;
FIG. 2 is a block diagram of the system of the present invention;
FIG. 3 is a flowchart of file modification according to the present invention.
Detailed Description
In order to make the technical problems, technical solutions and advantages to be solved by the present invention clearer, the following detailed description is made with reference to the accompanying drawings and specific embodiments, and the description herein does not mean that all the subject matter corresponding to the specific examples set forth in the embodiments is cited in the claims.
As can be seen from fig. 1 and 2, a file management system includes an authority judgment module, a system setting module, a file storage module, and a file modification module; wherein:
the authority judgment module is used for judging the authority of the logged-in user, and the authority comprises management authority, common authority and approval authority;
the system setting module is used for the user for managing the authority to distribute the authority of the user and setting a file change approval process;
the file storage module is used for the user to execute inquiry operation or download operation and is also used for the user with management authority to execute file adding operation, modifying operation or deleting operation; the file change module is used for enabling a user with ordinary authority to submit a file change application and executing file adding operation, modifying operation or deleting operation after the application approval is passed; and the system is also used for allowing the user with the authority to approve the file change application submitted by the user with the common authority, so as to generate and store the change record corresponding to the file.
The change record comprises file change application information, an approval object, an approval result and approval opinions, wherein the approval result comprises approval passing and approval failing, and the approval opinions are the opinions of passing or failing filled in by an approver.
A file management method, operating on a file management system, comprising the steps of:
after the user logs in, the user enters an authority judgment module to execute the authority judgment on the logged-in user;
when the authority of the user is a common authority, the file modification module is used for entering the file storage module to execute inquiry operation or downloading operation, or entering the file modification module to submit a file modification application and execute file adding operation, modification operation or deletion operation after the file modification application is approved;
when the authority of the user is the management authority, the method is used for entering a file storage module to execute steps of query operation, downloading operation, adding operation, modifying operation or deleting operation, and generally means that a software manager and a system file manager have the authority to add, modify and delete the system file;
when the authority of the user is the approval authority, the file modification module is used for approving the file modification application submitted by the user with the common authority, and a modification record corresponding to the file is generated and stored according to the approval result, wherein the modification record is stored in the file modification module;
the step that the user with the common authority enters the file change module to submit the application comprises the following steps:
a step for judging a file change mode;
when the file change mode is newly added, selecting an approval object to submit an application after adding newly added file information and files to be added, wherein the newly added file information comprises a newly added file number, a newly added file name, a newly added reason, file description, an approval label, a responsible department, an applicant and an effective date, the newly added file number is a system file number, and if the newly added file number is the same as the file number existing in the system, an error reporting operation is executed during submission;
when the file modification mode is modification, selecting an approval object to submit an application after adding modified file information and a modified file, wherein the modified file information comprises a modified file number, a modified file name, a modification reason, a file description, an approval label, a responsible department, an applicant and an effective date, and the modified file number and the modified file name can be inquired on line or selected in an associated manner so that a user can click to preview;
when the file modification mode is deletion, selecting an approval object to submit an application after adding deleted file information, wherein the deleted file information comprises a deleted file number, a deleted file name, a deletion reason, a file description, an approval label, a responsible department, an applicant, a valid date and a step for obtaining an approval result of a file approval process, and the deleted file number and the deleted file name can be inquired on line or selected in an associated manner so that a user can click to preview;
in order to meet the flexibility of approval of a user and avoid misoperation, the approval object is a preset approval object or an approval object manually selected by the user, the number of the approval objects is not less than 1, the approval objects and the sequence can be set according to a company management process, the content of an approval label is urgent or normal, and the effective date in the information of the newly added file, the modified file and the deleted file is the effective date immediately after approval is passed or the preset effective date;
the newly added operation is to store the file to be added into the file storage module, the newly added file appears in a file list of the file storage module and is disclosed at the preset effective time for a user with authority to look up, download and print (namely to take effect);
the modification operation is to replace the original file with the modified file, and after the preset validation time is reached, the new file covers the original file, the original file is deleted, and the new file appears in a file list of a file storage module and is consulted, downloaded and printed by a user with authority (namely validation is achieved);
the deleting operation is a step of deleting the file to be deleted according to the file deleting information, the file is searched and positioned by the system according to the file number and the file name filled when the user applies, and the file is deleted as a failure file when the file becomes effective and does not appear in a file list of the file storage module any more;
the query operation is to query the file in the file storage module, the download operation is to download the file in the file storage module, wherein the deleted or replaced file does not appear in the file storage module, but is still stored in the server as a file history version, and the file change application record can be queried in the file change module.
As can be seen from FIG. 3, the operation within the file modification module contains 4 steps; filling in file change application contents according to three file change types of adding, modifying and deleting, and then selecting an approval process; secondly, the approval process is approved according to a preset approval process or an approval object independently selected by an applicant; then, the applied file is approved, and the file change application and the approval record are taken as a file change record and filed in a file change module no matter whether the file is approved or not approved; and finally, after the file change application is finally passed, the file change application is correspondingly processed according to the application type and is updated to the file storage module, the file storage module takes the newly added or updated file, and the file which is applied for deletion is taken as a failure file and does not appear in a file list of the file storage module any more.
By the method of the invention, all documents are processed without additional paper printing. For example, the original document changes the examination and approval procedure, the applicant is required to fill in the reason on paper, the document to be modified is printed, the signature of the examiner of each department is found, and the document is uploaded to a computer after passing the examination and approval for the user to look up and download; after the method is used, the change of the file is approved and is realized on line, the paper waste is saved, the office efficiency is improved, and the change of the file is automatically managed with the corresponding file without manual retrieval and replacement; in addition, the change records of the files are kept for a long time and are associated with each file, so that a user can inquire the change records of all the files within a period of time according to needs, and also can inquire the historical change records (historical version, change reason, change department, applicant, approver and the like) of a certain file, and the system management system is suitable for being integrally grasped by a manager.
In a preferred embodiment, the present invention can be applied to a shipping ship file management system, which includes a security management system function of a shipping company or a ship management company, and the original basic system file management functions include: and storing the system file, and having functions of looking up, editing and deleting the system file according to the user authority. By the system file management method and the system file management system, a system file change module is added in a system file management function, and each host department can update files in the own responsibility range, but can implement the system file management method after the system file management function passes through the leadership examination and approval. Each host department (user a) fills in a file change application, selects a file change application type (addition, modification or deletion), fills in an application reason, and attaches the latest file to necessary contents such as a file number, a file name, an application label (urgent or normal), an effective date or an ineffective date, and finally submits the application. If the file is a new type, a new file number and a new name are required to be filled in (if the file number is the same as that of the existing file in the system, an error is reported when the file is submitted), and the application is submitted after the new file is uploaded. If the file is of the modification type, the existing file number and the existing file name in the system can be directly selected, and then the modified file is uploaded to submit an application. If the file is the deletion type, the existing file number and file name in the system are directly selected, and then the application is submitted. After the application is submitted, the application is automatically displayed on an office interface of a user (user B, a plurality of users) with approval authority, the user B gives an opinion after checking and reviewing, if the user B does not agree with the approval, the original file is not changed, and the file change application is automatically stored in the system as a record. If the file is agreed, the original file is changed correspondingly (added, replaced or deleted), and the file change record is automatically stored into a change module of the system as a record. All users use the latest system file list corresponding to the own authority and check the file change records. Therefore, file modification application procedures do not need to be carried out off line, and the requirements of safety management system regulations are met.
The working principle of the invention is as follows: after logging in, the user enters the file storage module or the file modification module according to the authority, and the common authority and the management authority can enter the file storage module to inquire or download the file; when the file needs to be changed, the administrator user can directly add, modify and delete the file; the ordinary user needs to enter the file change module, fill in the file change application file according to the newly-increased, modified and deleted types of the application, select the approval process, wait for approval, and take the file change application and the approval record as a file change record to be filed in the file change module no matter whether the submitted application passes or fails; and when the approval result is that the file passes, the original application file is correspondingly processed and updated into the file storage module, the file storage module takes the newly added or updated file, and the file which is applied for deletion is taken as a failure file and does not appear in a file list of the file storage module any more.
Wherein the new types are: similar management files do not exist in the original system file, and a user needs to newly add a system file; the modification types are as follows: the original system file needs to be replaced by a new file because part or all of the content of the original system file does not meet the requirements; the deletion type is as follows: if the original system file is outdated, the original system file does not meet the requirement completely and needs to be deleted;
finally, it should be noted that, the above description is a preferred embodiment of the present invention, and such a file modification process may be applied to various system management, for example, file management in a security management system, a quality management system, an environment management system, an energy management system, and other system management systems. Those skilled in the art can make various similar representations without departing from the spirit and scope of the present invention, and can make modifications to the technical solutions described in the foregoing embodiments, or make equivalent substitutions for some or all of the technical features; the modifications or the substitutions do not make the essence of the corresponding technical solution depart from the technical solution of the embodiments of the present invention, and the changes fall into the protection scope of the present invention.
Claims (6)
1. A file management system characterized by: the file management system is applied to a shipping ship file management system and comprises a permission judgment module, a system setting module, a file storage module and a file changing module; wherein:
the authority judgment module is used for judging the authority of the logged-in user, and the authority comprises management authority, common authority and approval authority;
the system setting module is used for the user for managing the authority to distribute the authority of the user and setting a file change approval process;
the file storage module is used for the user to execute inquiry operation or download operation and is also used for the user with management authority to execute file adding operation, modifying operation or deleting operation;
the file change module is used for enabling a user with ordinary authority to submit a file change application and executing file adding operation, modifying operation or deleting operation after the application approval is passed; the system is also used for allowing the user with the authority to approve and generate a file change application submitted by the user with the common authority and storing a change record corresponding to the file;
the change record comprises file change application information, an approval object, an approval result and approval opinions, wherein the approval result comprises approval passing and approval failing, the approval opinions are opinions which are filled by an approver and pass or fail, the approval object is not less than one, and the approval object is a preset approval object or an approval object manually selected by a user;
after the application is submitted, the application is automatically displayed on an office interface of the user with the approval authority.
2. A file management method, operating on a file management system of claim 1, comprising the steps of:
after the user logs in, the user enters an authority judgment module to execute the authority judgment on the logged-in user;
when the authority of the user is a common authority, the file modification module is used for entering the file storage module to execute inquiry operation or downloading operation, or entering the file modification module to submit a file modification application and execute file adding operation, modification operation or deletion operation after the file modification application is approved;
when the authority of the user is the management authority, the method is used for entering a file storage module to execute the steps of query operation, downloading operation, adding operation, modifying operation or deleting operation;
when the authority of the user is the approval authority, the file modification module is used for approving the file modification application submitted by the user with the common authority, and the modification record corresponding to the file is generated and stored according to the approval result;
the step that the user with the common authority enters the file change module to submit the file change application comprises the following steps:
a step for judging a file change mode;
when the file change mode is newly increased, the file change mode is used for adding newly increased file information and files to be increased, and then selecting an approval object to submit an application;
when the file modification mode is modification, a step of selecting an approval object to submit an application after adding modified file information and a modified file;
when the file modification mode is deletion, a step of selecting an approval object to submit an application after adding and deleting file information;
the newly adding operation is to store the file to be added into the file storage module; the modification operation is to replace the original file with the modified file; the deleting operation is a step of deleting the file to be deleted according to the file deleting information; the query operation is to query the file in the file storage module, the download operation is to download the file in the file storage module, wherein the deleted or replaced file is not present in the file storage module, but is still stored in the server as a file history version, and can be queried by querying a file change application record in the file change module;
after the application is submitted, the application is automatically displayed to an office interface of a user with approval authority;
the examination and approval object is a preset examination and approval object or an examination and approval object manually selected by a user;
the number of the examination and approval objects is not less than 1, and examination and approval sequence flows can be set according to the sequence;
the system automatically searches and judges the number of the changed file filled by the user, and if the number of the newly added file is repeated with the file number of the file storage module, the system prompts error report and the user can not submit the file; if the file is modified or deleted, the user can select the file number from the system or automatically fill the file number, and then the system is automatically associated with the corresponding file in the file storage module for the user to click for preview.
3. A file management method according to claim 2, wherein: the newly added file information comprises a newly added file number, a newly added file name, a newly added reason, file description, an examination and approval label, a responsible department, an applicant and an effective date.
4. A file management method according to claim 2, wherein: the modified file information comprises a modified file number, a modified file name, a modified reason, a file description, an approval label, a responsible department, an applicant and an effective date.
5. A file management method according to claim 2, wherein: the deleted file information comprises a deleted file number, a deleted file name, a deletion reason, a file description, an approval tag, a responsible department, an applicant and an effective date.
6. A file management method according to any one of claims 3 to 5, wherein: the content of the examination and approval label is urgent or normal, and the effective date is the effective date which is immediately effective or preset after the examination and approval is passed.
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