JP2003058542A - Document management system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a document management system which enables a user to retrieve a registered document or obtain a registered document even in a remote place by using a personal computer or the like to transmit and receive it by an electronic mail. SOLUTION: A document management server 1 transmits a retrieval result to personal computers 11 to 15 or the like of the user through the Internet 10 by an electronic mail on the basis of a document retrieval request transmitted from personal computers 11 to 15 or the like of the user through the Internet 10 by an electronic mail. The user transmits a document acquisition request in accordance with the retrieval result by an electronic mail, and a registered document is transmitted from a database 4 to personal computers 11 to 15 or the like of the user by an electronic mail on the basis of the document acquisition request transmitted from a database 4 to personal computers 11 to 15 or the like of the user by an electronic mail on the basis of the document acquisition request. Further, a pertinent registered document is transmitted from the database 4 to personal computers 11 to 15 of the user by an electronic mail on the basis of the document acquisition request by retrieval transmitted from personal computers 11 to 15 or the like of the user by an electronic mail.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document management system in which a document management device receives a document search condition or a sending request from an information terminal device and sends the search result or the requested document to the information terminal device. is there.

[0002]

2. Description of the Related Art Conventionally, a document management server of a document management system receives an e-mail with a document file attached from a user via a personal computer or the like via the Internet.
It has been registered in a database, or a document file requested by a user is attached to an e-mail and transmitted to the user's personal computer or the like via the Internet.
However, in such a conventional document management system, the user cannot request a document registered in the database, a request for sending the document, or the like.

[0003]

SUMMARY OF THE INVENTION The present invention has been made in view of the problems of the prior art as described above, even if the user is remote.
An object of the present invention is to provide a document management system capable of searching a registered document and acquiring a registered document by operating an information terminal device and transmitting instruction information by e-mail.

[0004]

In order to achieve the above object, in the first document management system according to the present invention, a document management device for storing and managing documents is connectable to an information terminal device via the Internet. A document management system capable of retrieving or sending the document to the information terminal device, wherein the document management device receives search conditions from the information terminal device via e-mail via the Internet,
The document is searched based on the search condition, and the search result is transmitted to the information terminal device by electronic mail via the Internet.

According to the first document management system, the user can receive the search result from the document management device by sending the request for the search of the registered document by e-mail using the information terminal device, and at the remote location. Even if there is, you can search for registered documents.

Further, the document management apparatus receives a request for sending a document based on the search result by electronic mail from the information terminal device via the Internet, and sends the requested document to the electronic mail via the Internet. Can be transmitted to the information terminal device. With this, the user can receive the registration document from the document management apparatus by sending a registration document acquisition request by e-mail using the information terminal device, and easily acquire the registration document even at a remote location. be able to.

In the second document management system according to the present invention, a document management device for storing and managing documents can be connected to an information terminal device via the Internet, and the information terminal device can be searched for the document. Alternatively, a document management system that can be sent, wherein the document management device receives a search condition from the information terminal device via an internet by e-mail, searches the document based on the search condition, and outputs the search result. The document corresponding to the above is transmitted to the information terminal device by electronic mail via the Internet.

According to the second document management system, the user uses the information terminal device to send a search request for a registered document by e-mail, and the document management device searches for the registered document. The registered document can be acquired, and the registered document can be easily acquired even in a remote place.

The document management device distinguishes the documents corresponding to the search result by capacity, and when the documents are equal to or less than a predetermined capacity, by transmitting all the documents to the information terminal device by e-mail via the Internet, You can prevent the sending of emails that are too large.

[0010]

BEST MODE FOR CARRYING OUT THE INVENTION The first and second embodiments of the present invention will be described below.
Embodiments will be described with reference to the drawings.

<First Embodiment>

FIG. 1 is a diagram conceptually showing a document management system according to a first embodiment of the present invention.

As shown in FIG. 1, the document management system according to the present embodiment is a personal computer (hereinafter referred to as "personal computer") 11, 12, 13, 14, which has an electronic mail function owned by a plurality of users. 15 and a mobile phone 16, and a document management server 1 that can be connected to these via the Internet 10 and has an e-mail function and that stores and manages a large amount of document information. , It is possible to receive and exchange information in text format. Also, personal computer 11
15 and mobile phones 16 have display units 11a and 12 respectively.
a, 13a, 14a, 15a, 16a are provided, and it is possible to display a screen for inputting conditions for searching or acquiring a registered document, and a screen for a search result or an acquired document.

E-mail is a communication system in which information terminals are connected to each other via a communication line such as the Internet and the information is transmitted to the intended other party. The e-mail contains a header portion containing information to be delivered to the other party and information content to be transmitted. Composed of a body and. In addition, the sender's address and the recipient's address are entered in the header of the email, and the document name, author's name,
Attribute information such as the date and time of email transmission is included in the email body.

Further, the document management server 1 manages the SMTP 2 for sending and receiving electronic mail and the electronic mail after receiving for each user, and extracts or deletes the contents of the electronic mail according to the request of the client. A POP3 for performing processing to perform processing and a database 4 for registering and managing a large number of document information are provided, the document information is received via e-mail and registered in the database 4, and external personal computers 11 to 15 Database 4 in response to a search request
Search the registered document information from.

Further, the personal computers 11 to 15 may be in a state of being able to receive and send e-mail by using software such as pre-bundled e-mail client software or software individually purchased by the user. . Further, it is sufficient that the mobile phone 16 is also in a state where e-mail can be used.

Regarding retrieval of registered documents in the document management system configured as described above, FIG. 1, FIG. 2, FIG.
This will be described with reference to FIGS. 4, 5, 6, and 7. Figure 1 is the first
4 is a flowchart showing a procedure of a document management method according to the embodiment of the present invention, FIG. 3 is a diagram showing an example of a document registration e-mail creation screen, and FIG. 4 is an example of a document search request e-mail creation screen. FIG. 5 is a diagram showing an example of a screen with one search result displayed on the display unit of the user's personal computer, and FIG. 6 shows two search results displayed on the display unit of the user's personal computer. FIG. 7 is a diagram showing an example of the above-mentioned screens, and FIG. 7 is a diagram showing an example of a screen notifying that there is no search relevant document displayed on the display unit of the user's personal computer.

In the document management server 1, a large number of various types of registered document information are registered in the database 4 together with document attribute information such as the document name, creator name, creation date or update date and registered document key code assigned to each document. Has been done. The registered document key code is a document registration number assigned to each document at the time of document registration in order to easily request a user to retrieve or acquire a document.

When the user registers a document in the document management server 1 from the personal computer 11, the personal computer 11 shown in FIG. 1 is started up, and the e-mail creation screen 30 shown in FIG. “Document registration” is written, the document attribute information such as the creator name, the creation date, and the keyword is written in the mail body, and the electronic mail attached with the digitized registered document is sent to the document management server 1. The document management server 1, which has received the e-mail attached with such a document, adds a registered document key code to each document and registers the document information together with the document attribute information in the database 4. When the user connects to the document management server 1, the user name is sent,
The document management server 1 collates them.

When searching for a registered document in the document management server 1, the user first activates the personal computer 11 shown in FIG. 1 according to the procedure shown in FIG. 2, and an e-mail creation screen 40 shown in FIG. , Write "Document search" in the mail header, write the document attribute information such as keywords and creator name as search conditions in the mail body, write the items that need to be displayed in the search results, and send the document search request electronic The mail is transmitted to the document management server 1 (S01). The above-mentioned search can be AND / OR search.

The document management server 1 searches the database 4 for the document attribute information based on the search condition received from the user (S02), and if there is a corresponding document (S03), the search result based on the instruction of the display necessary item. (S0
4) If the number of hits for the search is one (S05), the search result is sent to the user's personal computer 11 by e-mail (S0).
9), a screen 50 of search result items based on a user's instruction such as a document name, creator name, document attribute information such as creation date and time or update date, document page number, and registered document key code as shown in FIG. It is displayed on the display unit 11a.

If there are two or more search hits (S05), the document management server 1 puts a display indicating that the search can be narrowed down on the search results and sends it to the user's personal computer 11 by e-mail and at the same time returns the corresponding search results. (S
06). 6 is displayed on the display unit 11a of the user's personal computer 11.
Screen 6 of search result items based on a user's instruction such as a document name, creator name, document attribute information such as creation date or update date, document page number, registered document key code, etc.
0 is displayed. In addition, the user confirms the display 69 on the screen 60, which allows the refined search, and again performs the step 01.
In the same procedure as described above, a search condition different from the previous one is written and sent by e-mail to the document management server 1 (S07).

The document management server 1 performs a narrowed search on the search results stored at the time of sending the search results in step S07 based on the narrowed search conditions received from the user (S08), and sends the search results by e-mail. To the user's personal computer 11 (S09), and the display section 11a
A narrowed-down search result screen 50 as shown in FIG. 5 is displayed.

As described above, the user uses the personal computer to send the search request information by electronic mail via the Internet, so that the document management server 1 can be used even in a remote place.
It is possible to receive the search result from, and it is possible to receive the search result further narrowed down by the narrowed down search.

If there is no relevant document in the search of the document management server 1 (S03), a notification of no relevant document is sent to the user's personal computer 11 by e-mail (S1).
0), a screen 70 as shown in FIG. 7 is displayed on the display unit 11a of the user's personal computer 11 notifying that there is no search target document.

Next, in the case where the user acquires the registered document based on the above-mentioned search result, FIG. 2, FIG. 5, FIG.
This will be described with reference to FIGS. 8 and 9. FIG. 8 is a diagram showing an example of a registration document key code and a delivery method input screen for the user to make a document acquisition request, and FIG. 9 is a diagram showing an example of a registration document screen sent to the user.

On the screen 80 of the electronic mail of the personal computer 11 shown in FIG.
Write the key code of the registered document in the search result screens shown in FIGS. 5 and 6 described above, and input the desired compression format in consideration of the capacity of the registered document to be transmitted, and select the division transmission request. Input and send an e-mail requesting document acquisition to the document management server 1 (S11).

On the other hand, the document management server 1 retrieves the registered document corresponding to the registered document key code received from the user from the database 4 (S12) and attaches it to the electronic mail.
The data is transmitted to the personal computer 11 of the user by a transmission method based on the compression format specified by the user or a request for divided transmission (S1).
3). As a result, the registration document screen 9 as shown in FIG. 9 is displayed.
0 is displayed on the display unit 11a of the personal computer 11 of the user.

As described above, the user can receive the registration document requested from the document management server 1 by e-mail by sending the registration document key code of the search result by e-mail using the personal computer even in a remote place. You can

If the user knows the key code of the registered document in advance, the user can send the document acquisition request e-mail as shown in FIG. 8 to the document management server 1 in the procedure of step S11 described above. Registration documents can be obtained.

<Second Embodiment>

The second embodiment of the present invention is to acquire a registered document hit by a search, which will be described with reference to FIGS. 1, 7, 9, 10, 11 and 12.
FIG. 10 is a flowchart showing the procedure of the document management method according to the second embodiment, FIG. 11 is a diagram showing an example of a screen for creating an email requesting acquisition of a registered document hit by a search, and FIG. It is a figure which shows the example of the screen which notifies that the applicable document could not be transmitted.

According to the procedure shown in FIG.
The personal computer 12 shown in FIG. 11 is started up, and on the email creation screen 110 as shown in FIG. 11, “Document acquisition by search” is written in the email header and the document attributes such as keywords and creator name are entered as search conditions in the email body. Information is written, and in consideration of the capacity of the registered document to be transmitted, a desired compression format is input, division transmission request is input, and a document acquisition request e-mail by search is transmitted to the document management server 1 ( S21). In addition, the above search is AND / OR
Search is possible.

The document management server 1 searches the document attribute information based on the search condition received from the user (S22), and distinguishes whether the corresponding document exists or not (S2).
3) If the relevant document exists, it is distinguished whether the number of relevant documents is 10 or less or the total document size is 2 megabytes or less (S24), and the number of documents or the total number of documents is determined. If the size is within the above range, the relevant document is attached to an e-mail, and the document is transmitted to the user's personal computer 12 by the transmission method based on the compression format or the divided transmission request specified by the user (S25), and the display thereof. A screen 90 of the registration document as shown in FIG. 9 is displayed on the section 12a.

On the other hand, if the number of documents or the total size of the documents is not within the range in step S24,
An inquiry as to whether or not to send the relevant document is sent to the user's personal computer 12 by e-mail (S26). On the other hand, when an electronic mail requesting "send" is received from the user (S27), the document management server 1 attaches the corresponding document to the electronic mail and makes a request for the compression format or divided transmission specified by the user. It is transmitted to the user's personal computer 12 according to the transmission method based on it (S25), and the screen 90 of the registration document as shown in FIG. 9 is displayed on the display section 12a thereof.

Further, when an electronic mail requesting "not send" is received from the user in response to an inquiry about whether or not to send the relevant document in step S26 described above (S27), the document management server 1 transmits to the user's personal computer 12 by e-mail that the corresponding document has not been transmitted (S28), and the display unit 12a displays the message in FIG.
A screen 120 for notifying that the relevant document such as 2 has not been transmitted is displayed.

If there is no document corresponding to the search in the above step S23, a notification of no corresponding document is sent to the user's personal computer 12 by electronic mail (S2).
9), a screen 70 for notifying that there is no corresponding document as shown in FIG. 7 is displayed on the display unit 12a.

As described above, according to the second embodiment of the present invention, a document is retrieved and the document is acquired by transmitting the registered document key code of the retrieval result, as compared with the first embodiment. There are few steps for the user, and the user
By sending a registration document acquisition request by e-mail using a personal computer even in a remote place, the registration document requested by the document management server 1 can be received by e-mail.

Next, modifications of the first and second embodiments will be described. This modification is a document management system that can be connected via a LAN, and will be described with reference to FIG.
FIG. 13 is a conceptual diagram showing a document management system which can be connected via a LAN.

As shown in FIG. 13, the document management system is
A plurality of personal computers 131, 13 having an e-mail function
2, 133, and 134, and the document management server 1 that can be connected to these personal computers via the LAN 130 built in the company, for example, and has an e-mail function, and both parties can send and receive e-mail. It is possible. The personal computers 131 to 134 are the LAN 130,
Via the document management server 1 and the Internet 10, it is possible to connect to external personal computers 11 to 15 and a mobile phone 16.

In the document management system of FIG. 13 configured as above, the document information can be registered in the database 4 by transmitting the document information from the personal computers 131 to 134 to the document management server 1 via the LAN 130. In addition, the personal computers 131 to 1 from the external personal computers 11 to 15 and the mobile phone 16 via the Internet 10 and the document management server 1.
By connecting to 34 and sending and receiving e-mail, it is possible to search for registration documents stored in the storage units of the personal computers 131 to 134 and obtain registration documents in the same manner as described above.

Although the present invention has been described above with reference to the embodiments, the present invention is not limited thereto.
Various modifications are possible within the scope of the technical idea of the present invention. For example, the document capacity of the search result distinguished by the document management server 1 in the second embodiment may be set by appropriately changing the number of documents or the total document size.

[0043]

According to the document management system of the present invention, the user sends the search condition and instruction information to the document management server by e-mail using a personal computer or the like, so that the document management server can register the registered document even in a remote place. It can be easily searched and registered documents can be easily obtained.

[Brief description of drawings]

FIG. 1 is a diagram conceptually showing a document management system according to an embodiment of the present invention.

FIG. 2 is a diagram showing a flowchart of a document management method according to the first embodiment of the present invention.

FIG. 3 is a diagram showing an example of an e-mail creation screen for document registration according to an embodiment of the present invention.

FIG. 4 is a diagram showing an example of an email creation screen for a document search request in the embodiment of the present invention.

FIG. 5 shows that the retrieval result is 1 in the embodiment according to the present invention.
It is a figure which shows the example of the screen of a matter.

FIG. 6 shows that the search result is 2 in the embodiment according to the present invention.
It is a figure showing the example of the above-mentioned screen.

FIG. 7 is a diagram showing an example of a screen notifying that there is no document to be searched in the embodiment of the present invention.

FIG. 8 is a diagram showing an example of an e-mail creation screen of a document acquisition request in the embodiment of the present invention.

FIG. 9 is a diagram showing an example of a screen of a registration document sent in the embodiment according to the present invention.

FIG. 10 is a diagram showing a flowchart of a document management method according to a second embodiment of the present invention.

FIG. 11 is a diagram showing an example of an e-mail creation screen of a document acquisition request by search according to the embodiment of the present invention.

FIG. 12 is a diagram showing an example of a screen notifying that a search target document could not be transmitted in the embodiment of the present invention.

FIG. 13 is a conceptual diagram showing a document management system which is connectable via a LAN according to an embodiment of the present invention.

[Explanation of symbols]

1 ... Document management server 2 ... SMTP 3 ... POP 4 ... Database 10 ... Internet 11-15, 131-134 ... PC 16 ... Mobile phone 11a to 15a, 16a ... Display unit 130 ... LAN

Claims (4)

[Claims] 1. A document management device for storing and managing documents is connectable to an information terminal device via the Internet,
A document management system capable of retrieving or sending the document to the information terminal device, wherein the document management device receives the search condition from the information terminal device via e-mail via the Internet, and uses the search condition as the search condition. A document management system, wherein the document is searched based on the search result and the search result is transmitted to the information terminal device by electronic mail via the Internet. 2. The document management apparatus receives a request to send a document based on the search result by electronic mail from the information terminal device via the Internet, and sends the requested document to the electronic mail via the Internet. The document management system according to claim 1, wherein the document management system transmits the information to the information terminal device. 3. A document management device for storing and managing documents is connectable to an information terminal device via the Internet,
A document management system capable of retrieving or sending the document to the information terminal device, wherein the document management device receives the search condition from the information terminal device via e-mail via the Internet, and uses the search condition as the search condition. A document management system, wherein the document is searched based on the document, and the document corresponding to the search result is transmitted to the information terminal device by electronic mail via the Internet. 4. The document management apparatus distinguishes the documents corresponding to the search result by capacity, and transmits all the documents to the information terminal apparatus by e-mail via the Internet when the capacity is less than or equal to a predetermined capacity. The document management system according to claim 3, wherein: