JP2003058678A - System and method for document circulation, server device, circulation state confirmation terminal, program, and storage medium - Google Patents

Abstract

PROBLEM TO BE SOLVED: To make it possible to easily and securely confirm the progress state, etc., of processing based upon a circulated document through a document circulation system circulating documents to a plurality of departments. SOLUTION: A management file management part 10 handles a document by converting it into electronic data and manages a management file having a processing information field for recording processing information showing whether specific processing is performed at a circulation destination according to the circulated electronic document as a file different from the electronic document. When the processing is performed at the circulation destination according to the circulated electronic document, a processing information recording part 50 writes information showing that in the processing information field. At a request from a distribution-source terminal 4 or circulation-destination terminal 6, a circulation state output part 70 presents a progress state picture showing whether the specific processing is performed at the circulation destination and an information image showing whether there is an electronic document to be circulated to a circulation destination having made a confirmation request.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document circulation system for circulating an electronic document to a plurality of circulation destinations, a document circulation method,
The present invention relates to a server device, a circulation status confirmation terminal, a program, and a storage medium.

[0002]

2. Description of the Related Art A business management method is widely used in which a document is circulated and a predetermined process is circulated based on the circulated document. As the predetermined processing, in addition to the processing of browsing the circulated document, when the document is a roundabout document that describes important management data such as an estimated amount of money, the business performance is managed for this roundabout document. Approval processing is performed by the administrator.

[0003]

However, the conventional circulation method using a paper medium document has a problem that it is difficult for the circulation source to grasp the progress status of circulation. For example, in the case of a approval document that requires approval from multiple departments, the drafter who drafted the approval document cannot easily confirm which of the above-mentioned departments has been approved. It was As a means for confirming, it is conceivable to use, for example, a telephone or go directly to each department in charge, but these methods are time-consuming and troublesome to confirm.

On the other hand, even a person who should perform a predetermined process based on the circulated document, such as an administrator who should approve the approval request, needs a process such as approval until the document is circulated to himself. You cannot know the existence of (for example, the approval document) itself. As a means for confirming, it is conceivable to make an inquiry by telephone or the like to a department supposed to be a circulation route, but this method takes time and is troublesome.

The present invention has been made in view of the above circumstances, and it is an object of the present invention to allow a circulation source to easily confirm the progress status of processing based on a document being circulated.

Another object of the present invention is to make it possible to easily confirm the location of a document to be circulated to a certain circulation destination.

[0007]

That is, a document circulation system according to the present invention is a document circulation system for circulating a document to a plurality of circulation destinations, wherein an electronic document which is the electronic data is previously An electronic document circulation unit that circulates to the plurality of circulation destinations according to a determined procedure, and processing information indicating whether or not a predetermined processing is performed based on the electronic document at the circulation destination to which the electronic document is circulated. A management file management unit that manages a management file having a processing information field for performing management in a file different from the electronic document in association with the electronic document is provided. Further, the document circulation system, when a predetermined process is performed at a circulation destination to which the electronic document is circulated based on the electronic document circulated by the electronic document circulator, the information indicating the fact is used as the processing information. Based on the processing information recording section that records the processing information field in the management file in association with the circulation destination and the processing information recorded in the processing information field in the management file managed by the management file management section, Circulation status that outputs information indicating the progress status of predetermined processing at the circulation destination or information indicating whether or not there is an electronic document to be circulated to the circulation destination that has received the confirmation request to a predetermined output medium And an output section.

The inventions described in the dependent claims define further advantageous specific examples of the document circulation system according to the present invention.

Further, the document circulation method according to the present invention is a document circulation method for circulating a document to a plurality of circulation destinations, wherein an electronic document, which is a document converted into electronic data, is circulated according to a predetermined procedure. A management file having a processing information field for circulating the electronic document first and recording processing information indicating whether or not a predetermined processing is performed based on the electronic document at the circulation destination where the electronic document is circulated is stored in the electronic document. A separate file is stored in a predetermined storage medium in association with the electronic document. Further, the document circulation method according to the present invention is such that, when a predetermined process is performed at a circulation destination to which the electronic document is circulated based on the circulated electronic document, the information indicating that is circulated as the processing information. It is recorded in the processing information field in the management file in association with the destination, and when a request is received from the circulation source or circulation destination of the document, a plurality of processing information fields are recorded based on the processing information recorded in the processing information field in the management file. Information indicating the progress of predetermined processing at the circulation destination or information indicating whether or not there is an electronic document to be circulated at the circulation destination that has received the confirmation request is output on an output medium provided at the circulation source or the circulation destination. I tried to show it.

The server device and the circulation status confirmation terminal according to the present invention are suitable for realizing the document circulation system and the document circulation method according to the present invention. Further, the program according to the present invention and the computer-readable storage medium storing the program are suitable for realizing the document circulation system and the document circulation method according to the present invention by software using an electronic computer. .

[0011]

In the document circulation system and method having the above-mentioned structure, the document is converted into electronic data and handled, and the processing information indicating whether or not the corresponding circulation destination performs a predetermined process based on the electronic document circulated is processed information. The management file recorded in the field is managed as a file separate from the electronic document. When the corresponding circulation destination performs a predetermined process based on the circulated electronic document, the information indicating that is written in the process information field. Then, when there is a request from the circulation source or circulation destination, based on the processing information recorded in the processing information field, the progress status indicating whether or not the circulation destination has performed the predetermined processing, or the circulation destination receiving the confirmation request. Information indicating whether or not there is an electronic document to be circulated is output.

[0012]

BEST MODE FOR CARRYING OUT THE INVENTION Embodiments of the present invention will be described below in detail with reference to the drawings.

FIG. 1 is a diagram showing an outline of an embodiment of a document circulation system of the present invention. This document circulation system 1
Is a digital document handling system that handles documents in the form of electronic data. As shown in the figure, the document circulation system 1 records processing information indicating whether or not a predetermined processing is performed based on the electronic document at the circulation destination where the electronic document is circulated, in association with the circulation destination. A management file management unit 10 that manages a management file having a processing information field for

In the processing information field, for example, a circulation destination block for recording information for identifying a circulation destination of an electronic document or a person in charge of processing, and information for identifying a time when a predetermined processing is executed, a processing deadline, or the like. It is preferable to provide a processing time point block for recording. With this, for example, each circulation destination is associated with the actual processing date and time at this circulation destination,
Each circulation destination can be associated with the processing deadline at this circulation destination. The processing information field may be provided for each circulation destination. Also, a plurality of processing information fields having different specific information contents may be provided.

The management file management unit 10 manages the management file in a file different from the electronic document in association with the electronic document. In general, a document file includes screen format information, style setting information, image data, etc. in addition to the document body (text), and has a large amount of data. On the other hand, by making the management file and the electronic document separate files, only the management file having a small amount of data can be referred to, and access to the progress confirmation processing described later becomes smooth.

The document circulation system 1 causes an electronic document to be circulated to a circulation destination recorded in a circulation destination block in a management file managed by the management file management unit 10 according to a predetermined procedure. And processing information indicating whether or not a predetermined processing has been performed at a corresponding circulation destination based on the electronic document circulated by the electronic document circulation unit 30 (whether or not the circulation destination has performed the processing).
It further includes a processing information recording unit 50 which records the processing information field in association with the circulation destination. For example, when the electronic document circulated by the electronic document circulation unit 30 is an approval document electronic document, the processing information recording unit 50 identifies the person in charge of processing who has approved the approval request as a predetermined process. In the circulation destination block of the processing information field, the processing date as information for specifying the time when the approval processing is executed is recorded in the processing time point block of the processing information field. Recording the “person in charge of processing” and the “date and time of approval processing” in the processing information field corresponds to the imprinting of the data stamp on the approval column of the approval request in the circulation method using the conventional paper medium. , Means recording the approval data of the administrator in the processing information field provided for approval.

Further, the document circulation system 1 determines the progress status of the predetermined processing based on the processing information recorded in the processing information field in the management file managed by the management file management unit 10. A circulation status output unit 70 for outputting to the output medium and a circulation procedure recording unit 90 for recording the circulation destination in the circulation destination block are provided. The circulation status output unit 70 is, for example, a distribution source terminal that needs to confirm whether or not predetermined processing has been performed according to the date and time desired by the distribution source, that is, the progress status of the processing based on the distributed electronic document. It is placed on a certain distribution source terminal 4. Also,
Even if the electronic document has not been circulated yet, it is possible to confirm the existence of the electronic document to be processed before the electronic document is circulated based on the progress status. It may be installed in the terminal 6. For example, when the electronic document circulated by the electronic document circulating unit 30 is an electronic document of the approval document, it is installed on the drafter side of the approval document or the manager side who needs approval, and the drafter or the manager side The circulation status of electronic documents and the progress status of processing are displayed and output on the terminal screen. On the other hand, the circulation procedure recording unit 90 is placed, for example, at the distributor of the electronic document. For example, when the electronic document circulated by the electronic document circulation unit 30 is an electronic document of the approval document, it is installed on the drafter side of the approval document. The distribution source terminal 4 and the circulation destination terminal 6 function as a circulation status confirmation terminal according to the present invention.

FIG. 2 shows the differences between the specific embodiments of the document circulation system and the document circulation method according to the present invention which will be described later. The management file management unit 10 for managing the management file is shown in FIG. Installation location, an installation location of the electronic document circulation unit 30 that circulates an electronic document to a circulation destination, and a processing information recording unit 50 that records processing information in a processing information field.
7 is a table showing a variation of the system that summarizes the relationship between the installation location of the device and the installation location of the circulation status output unit 70 that outputs the progress status. The management file management unit 10 is placed in the server device in any case, but the other electronic document circulation unit 30, the processing information recording unit 50, and the circulation status output unit 70 are not limited to the server device 2 and are not limited to the approval document. There is also a mode in which it is placed in a terminal (distributor terminal) 4 of an originator of an electronic document such as a drafter or a terminal (circulation destination terminal) 6 of a circulation destination where an electronic document is circulated.

Electronic document circulating unit 30, processing information recording unit 5
0, and the circulation status output unit 70 transmits / receives an electronic document, processing information, and an image indicating the progress status depending on whether the server apparatus 2, the distribution source terminal 4, or the circulation destination terminal 6 is installed. A mechanism for this is provided in the server device 2, the distribution source terminal 4, or the circulation destination terminal 6.

It should be noted that the server device 2 and the distribution source terminal 4 or the server device 2 and the circulation destination terminal 6 may be integrated. By doing so, part or all of the mechanism for transmitting and receiving the electronic document, the processing information, and the image showing the progress can be omitted.

Although not shown, as described above, the circulation procedure recording section 90 includes the distribution source terminal 4 which is the distribution source of the electronic document.
Placed in. It should be noted that the circulation procedure recording unit 90 is the server device 2
It may also be installed in the circulation destination terminal 6. Circulation procedure recording unit 9
Depending on where 0 is installed, other configuration modes than those shown in the figure can be realized. For example, when the circulation procedure recording unit 90 is installed in the circulation destination terminal 6, the circulation destination terminal 6 that has received the electronic document determines the next circulation destination and records the management file indicating the determined circulation destination in the circulation destination block. To do.

FIG. 3 shows the first document circulation system of the present invention.
It is a block diagram showing an embodiment. The document circulation system 1 according to the first embodiment includes a server device 2 that manages the system, a distribution source terminal 4 that is a terminal that generates an electronic document and distributes the generated electronic document, such as a personal computer and a word processor. The circulation destination terminal 6, which is a terminal that performs a predetermined process based on the electronic document received from the distribution source terminal 4 via the server device 2, is provided by a communication network 9 such as the Internet or a LAN that is an example of a public communication network. It is connected to the network.

In the first embodiment, the distribution source terminal 4 generates an electronic document by using the image format for document creation provided from the server device 2, and the circulation destination terminal 6 is sent to the circulation destination terminal 6 via the server device 2. Circulate electronic documents. That is, the server device 2 relays the circulation of the electronic document. Also, the server device 2
Generates a progress status screen, records processing information in a storage medium, and further, at the distribution source terminal 4 and the circulation destination terminal 6 side, the management file management unit 10 installed in the server device 2.
This is a mode in which the progress status of the processing in the circulation destination terminal 6 can be confirmed based on the processing information in the management file managed by.

For this reason, first, the server device 2 of the first embodiment, the management file management unit 10, the electronic document circulation unit 30,
A processing information recording unit 50, a circulation status output unit 70, and a circulation procedure recording unit 90 are provided. The processing information recording unit 50 creates a write command statement for writing predetermined information in the database 12 described later, and delivers it to the database control unit 14. The distribution control unit 20 is provided as a mechanism for transmitting and receiving various information to and from the distribution source terminal 4 and the circulation destination terminal 6. The distribution control unit 20 also has a function of controlling the operation of each unit in the server device 2, such as the processing information recording unit 50 or the searching unit 60 and the screen synthesizing unit 80 described later.

The server device 2 also has a search unit 60 for searching the information recorded in the database 12 and a search unit 6.
0 visualizes the progress status based on the search result of 0 and the progress information output from the circulation status output unit 70 and displays terminal images of the distribution source terminal 4 and the circulation destination terminal 6 (display unit 420, which will be described later).
620) and a screen synthesizing unit 80 for outputting the above. The search unit 60 creates a search command statement for searching the contents of the database 12 and inputs it to the database control unit 14. The database control unit 14 extracts data matching the search command statement from the database 12 and delivers it to the circulation status output unit 70. In this embodiment, the distribution control unit 20, the search unit 60, and the screen synthesis unit 80 constitute the electronic document circulation unit 30 and the circulation status output unit 70.

The management file management unit 10 stores a database 12 that stores various input information in a storage medium such as a hard disk, and a database control unit 14 that records information in the database 12 and reads the recorded information.
Have and. The database 12 stores the screen format, and stores the requested screen format in the screen compositing unit 80.
And a user information database 12b for accumulating personal information about a user who uses the document circulation system 1. The database 12 is generated by the distribution source terminal 4 and an approval order database 12c that is an example of a circulation order database that stores approval orders of approval requests (approval order of each approval department) that is an example of circulation order of electronic documents. The electronic document database 12d stores the electronic document itself and a management file in which processing information indicating the processing status of the electronic document in the circulation destination terminal 6 is recorded as separate files in association with each other. In this embodiment, as will be described later, since the content of the approval request (approval request data) is recorded in the management file, it is not always necessary to save the entire electronic document including the format such as the format. .

The distribution source terminal 4 is provided with an input device (not shown) such as a keyboard and a mouse, and the input unit 4 for taking in numerical data and character data input by the operator.
00, and a transmission / reception unit 410 that transmits or receives various information to or from the server device 2. Further, the distribution source terminal 4 uses an image (including an image of an electronic document) generated by using application software, data captured by the input unit 400, or the server device 2.
A display unit 420 using a CRT, a liquid crystal (LCD), or the like, for displaying and outputting an image showing the progress status and search result received from

The circulation destination terminal 6 is provided with an input device (not shown) such as a keyboard and a mouse, and an input unit 600 for taking in numerical data and character data input by the operator.
And a transmitting / receiving unit 610 that transmits various information to the server device 2 or receives various information from the server device 2.
The circulation destination terminal 6 represents the electronic document transmitted from the distribution source terminal 4 and circulated through the server device 2, the data captured by the input unit 600, the progress status or the search result received from the server device 2, and the like. Display and output images,
A display unit 620 using a CRT, liquid crystal, or the like is provided.

Although not shown, the distribution source terminal 4 is provided with a progress status requesting unit for requesting the server device 2 to transmit information indicating the progress status of processing at each circulation destination. Similarly, the circulation destination terminal 6 is provided with a circulation status requesting unit for requesting the server device 2 to transmit information indicating whether or not an electronic document to be circulated exists in the circulation destination terminal. Further, the distribution source terminal 4 may be provided with a circulation status requesting unit, and the circulation destination terminal 6 may be provided with a progress status requesting unit.

FIG. 4 is a diagram showing an example of a screen format displayed on the display unit 420 when creating the approval request on the distribution source terminal 4, and FIG. 4 (A) creates the approval request. FIG. 4B shows an example of an approval order setting screen for setting an approval order, which is an example of a circulation order.

As the approval document data, for example, FIG. 4 (A)
As shown in, items of control number, subject, and content are input. It goes without saying that the first-displayed screen for creating the approval document displays blank input fields (rectangles on the right side of the drawing) corresponding to the respective items. When the approval request in the middle of input is registered in the electronic document database 12d and the corresponding management request is transmitted from the distribution source terminal 4 to the server device 2, the approval request in progress corresponding to the transmitted management request is received. Image is displayed.

On the other hand, on the approval order setting screen, as shown in FIG. 4B, for example, a rank, a name and a comment are set as input items, and a predetermined number of blank columns for setting the circulation order are displayed. , "Initiator" is automatically displayed in the department column of rank "1". The input items are not limited to the examples, and a field for setting an approval deadline may be provided, for example. If you have already registered as a user, the ranking is "1".
The name of the creator, which is an example of the document creator, is automatically displayed in the name field of. The approval order is set by inputting the approval department name and the approver in the department field and the name field after the rank "2". If necessary, a comment to the approver may be entered. If the setting of approval order is insufficient with only this one screen, it is possible to switch to the setting screen of order "11" or later by clicking the add button.
When the registration button is clicked when the setting is completed,
The data entered in each column is recorded as a management file.

FIG. 5 is a diagram showing an example of the data structure of the management file corresponding to the approval request created by the distribution source terminal 4. FIG. 5A shows the state immediately after the approval request is created. FIG. 5 (B) shows a state in which the approval document has been circulated. In the figure, predetermined data is recorded in order from the upper side to the lower side and from the left side to the right side. In the illustrated example, starting from the upper left, the management number of the approval request, “1-requesting department person in charge” who is the creator of the approval request, and the data registration date as the processing date are sequentially recorded. It should be noted that the approval date may be recorded instead of the data registration date.
The numeral "1" written before "-" indicates the sequence number shown in FIG. The same applies hereinafter.

Immediately after creating the approval document, as shown in FIG. 5A, the first processing information fields corresponding to the number of approval departments are provided following the data registration date. In this first processing information field, a circulation destination block (circulation destination BLK) for recording circulation destination information indicating the approval section (circulation destination of the circulation request) and the approval order of the approval request is provided on the upstream side of the downstream side. A processing time point block (processing time point BLK) for recording the processing deadline date and the actual processing date and time is prepared on the side.

In the illustrated example, 2-requirement department manager, 3-requirement management department manager, 4-accounting staff, 5-accounting department manager, 6-
The settlement department manager is recorded in the circulation place BLK as a person requiring approval. The name of the supposed approver may be recorded in advance in the circulation destination BLK in which the approval department is recorded. Further, the processing deadline date may be set by describing the date at the processing time point BLK in which the actual processing date (approval date) is recorded. In this case, it is preferable to record an index for distinguishing the processing deadline date and the actual approval date.

As can be seen from the above, before the electronic document is circulated, the first processing information field for each of the plurality of circulation destinations is arranged side by side according to the circulation procedure of the approval document, and information for specifying each circulation destination is prepared. As an example, by recording the approval department name or the approver name in the first processing information field corresponding to the circulation destination,
It is possible to specify the circulation procedure of the approval document. In other words, the processing information field can be used as a circulation procedure field for recording information identifying the circulation procedure of the electronic document. The electronic document circulation unit 30 refers to the management file in which these are recorded, determines a circulation destination to be circulated next, and causes the determined circulation destination to circulate the approval document.

Note that the management file is not limited to such a form using the first processing information field, and a dedicated circulation procedure field may be provided in the management file in addition to the first processing information field. Further, as shown in FIG. 3, an approval order database 12c for accumulating information identifying the circulation procedure may be used. When the approval order database 12c is provided, the electronic document circulation unit 30 refers to the information in the approval order database 12c, determines the circulation destination to be circulated next, and causes the determined circulation destination to circulate the approval document. As described above, if the method of determining the next circulation destination using the information in the first processing information field in the management file is used, the circulation destination and its order are managed like the approval order database 12c. The system becomes compact because there is no need to provide a dedicated device.

A second process information field is prepared subsequent to the first process information field (the approval order is last). For example, of the approval departments recorded as circulation destination information, at that time (data recording time), the date after the progress in the department that has completed the approval process (processing date)
And a field for recording the information for identifying the approval department (specifically, the member or the director) to approve the approval request next time is prepared as the second processing information field.

Specifically, a department code indicating the next approval department is recorded in the upstream column (progress status column) of the second processing information field as an example of information for specifying the next approver,
The date and time (approval date) when the approval process is completed is recorded in the column on the downstream side (progress transition date column). The department code may be the approver's ID code or name. You may also add a number indicating the approval order. For example, immediately after creating an approval document and registering it in the electronic document database 12d,
The upstream column of the second processing information field records the ID code or name or order number "2" indicating the requesting department manager who is the approver of the first approval document, and the data registration date is recorded in the downstream column. It By using the information of the second processing information field, it is possible to easily confirm when and in which department the approval document was circulated (progress status of approval request) without searching the first processing information field. Yes, and with the department code listed in the upstream column as the search key,
For each department (specifically, its member or chief), it is possible to search for the location of the approval request that is to be approved by the department itself.

The information in the second processing information field is information for specifying the next approver, in other words, information for specifying the next circulation destination. Therefore, the second processing information field can also be used as a circulation procedure field. In this case, the electronic document circulation unit 30 refers to the information for identifying the next approver written in the second processing information field, determines the circulation destination to be circulated next, and approves this circulation destination. Circulate the calligraphy. Even in this case, it is not necessary to provide a circulation destination or a dedicated device for managing the order such as the approval order database 12c, so that the system becomes compact.

Following the second processing information field,
The subject of the approval request and the content of the approval request are recorded in order. Figure 4
When a comment is entered on the order setting screen shown in (B), comment data may be recorded for each department, for example, on the downstream side of the first processing information field. Alternatively, each department and the comment data may be associated and recorded on the downstream side of the second processing information field. In the management file of this example, in addition to circulation information and progress information, the subject and content of the approval request are recorded as text data.
Since the screen format information, style setting information, image data, etc. are not included, the data amount of the management file is smaller than the document file of the approval document itself.

On the other hand, when the approval document is circulated and the approval process is completed in all departments, as shown in FIG. 5B, the name of the approver is indicated in the circulation destination BLK of the first process information field at the time of processing. In BLK, an actual approval date is recorded as processing information indicating whether or not the corresponding approval department has performed a predetermined approval process based on the circulated approval document. That is, the approval date indicating whether the approval process is completed is recorded in association with the approval department. In addition, a completion code (for example, "ZZZZ") indicating that the approval process is completed is recorded in the upstream side column of the second process information field, and the final approval date (in this example, the settlement department manager approves) in the downstream side column. Date and time) is recorded. In order to search for all approved approval documents issued by the originator, the ID code indicating the originator and the completion code are recorded in association with each other, such as “ID code” + “ZZZZ”. It is desirable to do.

As can be seen, by using the information in the first processing information field without using the second processing information field, when and in which department the approval request was circulated (progress status of the approval request). Can be confirmed, and using the name of the approver listed in the circulation place BLK as a search key, search for the location of the approval document to be approved by each approval department (specifically, the member or the manager) You can also do it.

When the approval process is performed in a department other than the originally assumed approval department, the first process information field is provided so as to follow the process order, and the approver name is the circulation destination BLK and the approval date is the process time. It is preferable that the second processing information field, the subject and the content of the approval document are sequentially added downstream to the BLK so that they are sequentially recorded downstream. Also, when the initially approved approval department does not need approval processing due to circumstances or when the order of circulation or approval processing is changed, those circumstances are set further downstream of the second processing information field, for example. It is advisable to provide a special note column and record in this special note column.

FIG. 6 is a diagram showing an example of a screen for approval of the approval document, which is displayed on the display unit 620 when the approval document is approved by the circulation destination terminal 6. In the first example shown in FIG. 6 (A), in addition to the same screen as that shown in FIG. 4 (A) being displayed as the text of the approval document, approval by stamping the approval column on the paper medium is displayed. In order to achieve the same function, an approval column is displayed below the text so as to correspond to the management file registered in the electronic document database 12d. In the illustrated example, the originator (requesting department person in charge) column and the approval department column set by the requesting department person in charge are displayed in order of approval starting from the lower right part. The name of the person in charge of the requesting section and the date of data registration are displayed in the drafter column based on the person in charge of the requesting section and the date of data registration in the management file. The approver is the first in the electronically circulated approval document.
After confirming the approval request on the example screen, enter the name field and the current approval date in the approval field to complete the approval process. As a result, as the approval progresses, the circulation destination B of the first processing information field of the management file is displayed in the column of the corresponding approval department.
The approver name and the approval date are displayed based on the approver name recorded in the LK and the approval date recorded in the processing time point BLK. This is information corresponding to the stamp of the paper medium indicating that the approval process of the department has been completed.

On the other hand, in the second example shown in FIG. 6B, a list screen for entering the name and approval date is displayed in addition to the image of the approval document. This screen is provided with an approval date column in addition to the approval order setting screen shown in FIG. 4 (B). The up button and the down button are automatically displayed only when the approval department is set after the rank “11”. Click the up or down button to switch to the next or previous ranking screen. In the first example, when the number of approvers increases, it becomes difficult to combine all the approver fields with the approval text, and in the second example, the list screen allows approval. It is possible to efficiently display all the approver columns regardless of the number of persons. It will also be possible to display comments for each approver. The approver confirms the screen of the approval document circulated electronically, then switches to the screen of this second example, fills in the predetermined information in the name column and the approval date column, clicks the register button,
Complete the approval process. As a result, as the approval progresses, based on the approver name recorded in the circulation destination BLK and the approval date recorded in the processing time point BLK, the approver name and the approval date column of the corresponding approval department are displayed. The approval date is displayed. This is information corresponding to the stamp of the paper medium indicating that the approval process of the department has been completed.

FIG. 7 shows an example of the approval order, in other words, the approval process by the person in charge or the person in charge of each management department for the approval request created by the drafter (person in charge of the requesting department) at the distribution source terminal 4. It is a figure which shows an example of a procedure.

In order to receive the circulation service of the electronic document by the document circulation system 1, the user (requesting department person in charge or approver) side has previously registered the name and address in the server device 2 of the service center (not shown). , Personal information such as telephone number, e-mail address, credit card number, etc. is registered as a user, and a login ID, password, etc. are acquired. This personal information, login ID, and password are stored in the user information database 12b.

The person in charge of the requesting department operates the service center by transmitting the login ID and password through the transmitting / receiving unit 410 and the communication network 9 by using the distribution source terminal 4 having the Web display function and capable of connecting to the Internet. Login to the server device 2. The distribution control unit 20 of the server device 2 inputs the password or the like transmitted from the distribution source terminal 4 to the search unit 60. The search unit 60 authenticates the user by searching whether the password or the like belongs to the user registered in the user information database 12b.

When the user authentication is successful, the screen synthesizing unit 80 of the server device 2 generates a screen showing that the user authentication is successful and sends it to the delivering source terminal 4. As a result, the person in charge of the requesting department can transmit various information to the server device 2 or acquire necessary information from the server device 2 via the screen displayed on the display unit 420 of the delivering source terminal 4. become able to.

Therefore, first, the person in charge of the requesting section requests the server apparatus 2 from the distribution source terminal 4 to create a request for approval. The distribution control unit 20 of the server device 2 reads the screen format for creating the approval document through the search unit 60 and the database control unit 14 from the screen format database 12a, and causes the screen synthesis unit 80 to input the screen format. Screen composition unit 80
Generates a roundabout screen creating screen according to the input screen format, and transmits this roundabout screen creating screen to the distribution source terminal 4. As a result, the approval document creating screen as shown in FIG. 4A is displayed on the display unit 420 of the delivering source terminal 4. The person in charge of the requesting section completes the approval request by inputting the approval request data on the approval request creating screen.

Further, in order to set the department (approval department) that requires approval for the approval request and the approval order, the person in charge of the requesting department requests the server apparatus 2 to set the approval order. The delivery control unit 20 uses the screen format database 12 via the search unit 60 and the database control unit 14.
The screen format of the approval order setting is read from a and input to the screen compositing unit 80. The screen compositing unit 80 generates an approval order setting screen according to the input screen format, and transmits this approval order setting screen to the delivering source terminal 4. As a result, the approval order setting screen as shown in FIG. 4B is displayed on the display unit 420 of the delivering source terminal 4. The person in charge of the requesting department inputs the name of the approving department or the name of the approver on the approval order setting screen.

Then, the person in charge of the requesting department sends the completed approval request and the electronic data such as the approval department name to the server device 2. The distribution control unit 20 of the server device 2 registers the approval document data and the like in the electronic document database 12d via the database control unit 14. As a result, as shown in FIG. 5A, in the electronic document database 12d, as a management file, at least the approval number management number, the name of the person in charge of the requesting department, and the current date (data registration date). , The approval department (to the circulation destination BLK), and the subject and content of the approval document are respectively registered (S100). When the screen shown in FIG. 6A is used in the approval process, the delivery control unit 20 determines the approval department information (section name and approval order) recorded in the circulation destination BLK. It is desirable to generate a screen format for the approval column displayed at the time of approval of the approval document and register the screen format for the approval column in the screen format database 12a in association with the management file.

Next, the requesting department manager transmits a login ID and a password indicating himself from the circulation destination terminal 6 to the server device 2, and searches the server device 2 for an approval approval document to be approved. Request to 2. In response to the search instruction from the circulation destination terminal 6, the distribution control unit 20 of the server device 2 causes the distribution department 20 of the requesting department to send an ID code (for example, “222”).
2 ") issues a search instruction to the search unit 60 to search for the management file recorded in the second processing information field. The search unit 60 indicates the progress status in the data structure diagram of the management file shown in FIG. A search sentence for searching the management file in which the ID code “2222” of the requesting department manager is recorded in the field is created, and the electronic document database 12d is searched through the database control unit 14.
When the relevant management file exists, it means that there is an approval document to be circulated to the requesting department manager. When the relevant management file is searched, the search unit 60 transmits information indicating that the approval document exists to the circulation destination terminal 6. As a result, the requesting department chief can know the existence of the approval request that he / she should approve before the approval request is circulated. Upon receiving this information, the requesting department manager requests the server device 2 to distribute the approval document. Server device 2 that received this request
Passes the relevant management file obtained by the search to the screen compositing unit 80.

The screen synthesizing unit 80 reads the screen format of the approval document corresponding to the management file obtained by the search from the screen format database 12a. When the screen format for approval column is registered in the screen format database 12a in advance, the screen format for approval column corresponding to the management file obtained by the search is read from the screen format database 12a. Then, the approval file is generated by combining with the management file obtained by the search, and the approval request is circulated by transmitting the approval screen to the circulation terminal 6 of the requesting department manager. That is, the electronic document circulation unit 30 receives a request from the circulation destination terminal 6 and is recorded in the second processing information field that is information that identifies the circulation procedure in the management file managed by the management file management unit 10. Based on the information obtained, the circulation destination to be circulated next is determined, and the approval document is circulated to the determined circulation destination. As a result, on the display unit 620 of the circulation destination terminal 6,
Screen for approval of approval document (first example) as shown in FIG. 6 (A)
Is displayed. The requesting department manager performs the approval process on this approval screen.

When a search instruction is received from the requesting department manager to find out whether or not there is a request for approval, a screen for approval of the approval request is generated immediately on the circulation destination terminal 6 when the relevant management file is retrieved. You may send it. In this case, the approval request screen also serves as information indicating that there is an approval request (electronic document to be circulated) waiting for approval. Then, when the screen for approval of approval is sent, the existence of approval request waiting for approval is known. However, since the approval request is automatically sent only by issuing a search instruction to the server device 2, The confirmation process is easier than the method of inquiring by phone.

On the other hand, when the approval process is performed using the approval request screen of the second example, the screen synthesizing unit 80 sets the screen format of the approval request corresponding to the management file obtained by the search to the screen format database. It is read from 12a, combined with the management file obtained by the search to generate a approval request screen, and transmitted to the circulation destination terminal 6. After confirming the screen of the circulated approval document, the requesting department manager issues an instruction to switch to the screen of the second example to the server device 2. Upon receiving this instruction, the server device 2 generates the approval document approval screen shown in FIG. 6B and transmits it to the circulation destination terminal 6. The requesting department manager writes predetermined information in the name column and the approval date column on the approval screen approval screen of the second example, and clicks the register button to complete the approval process. Even when the second example is used, the existence of the approval request waiting for approval can be known before or at the time when the approval request is transmitted, which is the same as the first example.

When the requesting department manager approves, in the management file, the name and ID code of the requesting department manager are stored in the name column which is the circulation destination BLK of the first processing information field of the "2-requesting department manager" portion in FIG. The current approval date is recorded in the processing date column which is the processing time point BLK. Further, the department code (for example, the name or ID code) indicating the request management department manager who is the next approver of the request department manager is in the progress column of the second processing information field, and the current approval date is in the progress transition date column. It is recorded (S102).

Next, the request management department manager searches for a management file in which his or her ID code (for example, "3333") is recorded in the progress status column of the second processing information field, and requests management is performed in the approval column on the approval screen. Complete the approval process by entering the department head's name and approval date. As a result, the ID code of the request management department manager, the current approval date in the processing date field, and the progress of the second process information field in the name field of the first processing information field of the "3-request management department manager" portion. The department code (for example, ID) that indicates the accounting person who is the next approver in the status column
The management file whose code “4444”) has the current approval date recorded in the progress transition date column is registered in the electronic document database 12d (S104).

Similarly, in the process of approval processing of the approval document, the accounting person enters the second ID code "4444" in the second step.
The management file recorded in the progress column of the process information field is searched, and the name of the request management department manager and the approval date are entered in the approval column on the approval screen to end the approval process. As a result, the ID code “4444” is displayed in the name field of the first processing information field in the “4-accounting person” portion, the current approval date is displayed in the processing date field, and the progress status field is displayed in the second processing information field. A management file in which a department code (for example, ID code “5555”) indicating the accounting department manager who is the next approver is recorded in the progress shift date column is registered in the electronic document database 12d (S106).

The accounting department manager has his own ID code "555".
5 "retrieves the management file recorded in the progress column of the second processing information field, and ends the approval processing on the approval screen. As a result, the first processing information field of the" 5-accounting department manager "portion An ID code “5555” or the like is displayed in the name field, the current approval date is displayed in the processing date field, and a department code (for example, ID code “6666”) indicating the settlement department manager who is the next approver in the progress status field of the second processing information field. "), The management file whose current approval date is recorded in the progress transition date column is registered in the electronic document database 12d (S108).

Finally, the settlement department manager retrieves the management file in which his / her ID code "6666" is recorded in the progress status column of the second processing information field, and terminates the approval process on the approval screen. As a result, the ID code "66" appears in the name column of the first processing information field in the "6-payment department manager" portion.
66 "and the like, the current approval date is recorded in the processing date field, the code" ZZZZ "indicating that the approval processing is completed is recorded in the progress status field of the second processing information field, and the current approval date is recorded in the progress transition date field. The management file created is the electronic document database 12d.
Is registered in (S110).

In the above description, the approver side searches for an unapproved approval document to be approved by the approver, and then the approval process is performed. When the approval is completed (for example, when the approval information of the approver is registered in the management file), the approval request may be sent to the next approver by e-mail or the like to urge the approval process. By doing this, it is possible to prevent unapproved approval documents from staying.

As described above, according to the above-mentioned processing procedure, by using the information recorded in the second processing information field, a predetermined document is circulated based on a document circulated such as an administrator who should approve the approval document. The person who should process the document has the document that should be processed (should be circulated in the future) before the electronic document such as the approval document is circulated to him or when the document screen is sent. Can be confirmed. This allows, for example, when an electronic document is known to exist before it is sent, the person can prepare for processing based on the electronic document such as the approval document. Will be able to accelerate the progress of. In addition, for example, when the user is absent for a long period of time, it is possible to take measures such as changing the circulation order or approval order, or deleting itself from the circulation or approval route itself. Also, at each circulation destination, since the name of the approver and the approval date recorded in the approval column can be confirmed, it is possible to confirm the progress status of circulation and approval from the distribution source to the final distribution destination.

The person who can be the circulation destination can confirm the location of the document to be circulated by a simple operation of accessing the management file centrally managed by the management file management unit 10 and making a confirmation request. Since it is possible to do so, there is no need to perform a troublesome operation of inquiring to a department assumed as a circulation route by telephone or the like, and the confirmation process can be completed in a short time.

In the above processing procedure, the existence of the approval request waiting for approval is confirmed (retrieved) based on the information recorded in the approval status column of the second processing information field. However, the present invention is not limited to this. Any information may be used as long as it uses the information for identifying the next circulation destination recorded in the information field. For example, by checking the information recorded in the circulation destination BLK in the first processing information field in order and confirming that the department or name of the user's own department is not recorded, the existence of the electronic document waiting for circulation is confirmed. You can also do it. In other words, to confirm the existence of electronic documents waiting to be circulated, use the management file
It is sufficient to prepare only one of the first and second processing information fields. However, as can be seen from the above description, the search process is immediately completed when the second process information field is used, whereas the circulation destination BLK is sequentially searched when the first process information field is used. Since it is necessary, the search time is longer than when the second processing information field is used.

FIG. 8 is a flow chart showing an example of a processing procedure in the case where the person in charge of the requesting department confirms the department currently processing the approval document (confirmation of progress). The person in charge of the requesting department sends a login ID and a password indicating himself / herself from the distribution source terminal 4 to the server device 2 to request the progress status output of the approval document drafted by himself / herself. In response to the instruction from the distribution source terminal 4, the distribution control unit 20 of the server device 2
Issues a search instruction to the search unit 60 to search for a management file corresponding to the approval document proposed by the person in charge of the requesting department.
In the data structure diagram of the management file shown in FIG. 5, the search unit 60 searches for a management file in which the ID code “1111” or the name of the person in charge of the requesting department is recorded in the circulation destination BLK. create. Then, via the database control unit 14, the electronic document database 12d
And the relevant management file obtained by the search is passed to the screen compositing unit 80.

The screen synthesizing unit 80 first reads the format data of the screen (progress list screen) for outputting the progress status from the screen format database 12a. And
The management number and subject in the relevant management file input from the search unit 60 are combined (set) in the corresponding column of the progress list screen (S202). Next, the screen synthesis unit 80
The circulation status output unit 70 is instructed to output the progress status of the approval request searched by the search unit 60.

The circulation status output unit 70 determines each information based on the information recorded in the circulation destination BLK and the processing time point BLK in the first processing information field in the data structure diagram of the management file shown in FIG. 5B. For each management file of the management number, the approval process is searched according to the approval order set by the person in charge of the requesting department. For example, by confirming whether or not the name of the requesting department manager is written in the 2-requesting department manager's name or whether the approval date is written, whether or not the requesting department manager's approval has been completed. Is determined (S204). When approved (S
204-YES), the department code (the ID code, the name, or the rank number can be used as a substitute; the same applies below) is set in the work area corresponding to the progress status column of the progress list screen (S206). For example, a processing sequence number is set before "-" and an ID code is set after "-22222".

In the same manner, the approval status confirmation and department code set (S208, S21) for the request management department manager are performed.
0), confirmation of approval status for accounting staff and department code set (S212, S214), confirmation of approval status for accounting manager and department code set (S216, S21)
8), and confirmation of the approval status of the settlement department manager and department code set (S220, S222) are sequentially performed.

When the search unit 60 has searched for a plurality of relevant approval documents, the circulation status output unit 70 performs the above steps 200 to S222 for the management number of the next approval document.
The above process is repeated until all the processes are completed (S2
24).

The screen synthesizing unit 80 synthesizes the data of the work area set by the circulation status output unit 70 into the progress status column of the progress list screen and sends it to the delivering source terminal 4 of the person in charge of the requesting department. As a result, the progress list screen in which the progress status is written is displayed on the display unit 420 of the delivering source terminal 4 (S2).
26). As a result, the latest progress status of the work can be displayed on the screen, and for example, the department in charge of the electronic document such as the approval document can be presented to the person in charge of the requesting department.

When a display command for a processing date for a certain approval department is received from the distribution source terminal 4, the screen synthesizing unit 8
For 0, the approval date recorded in the processing time point BLK of the first processing information field for the requested approval department is added to the progress list screen. This allows the person in charge of the requesting department to check the progress status in more detail.

FIG. 9 is a diagram showing an example (first example to fourth example) of the progress list screen displayed on the distribution source terminal 4. Figure 9
According to the first example shown in (A), the management number, subject, and progress status of the approval request drafted by the person in charge of the requesting department are displayed in a list. At the bottom of the list display, click the processing date button with the desired character portion displayed in the progress column activated (corresponding to the processing date display command; this operation However, the processing date at the circulation destination corresponding to the character portion is displayed in the blank portion provided on the right side of the processing date button in the figure. For example, regarding the management number A-10021, "1-1111", "2-2222", and "3-33" are displayed in the progress column.
When 33 "and" 4-4444 "are displayed, the processing order 4
It is understood that the approval process up to the number, that is, the accounting person in charge has been completed, in other words, the accounting department manager and later are waiting for approval. Further, for example, if a processing date display command for 2-2222 "is issued, the approval date recorded in the processing time point BLK of the first processing information field is displayed in the blank space to the right of the processing date button. To be done.

Similarly, for the management number A-10026, "1-1111" and "2-222" are entered in the progress column.
When "2" is displayed, it is understood that the approval processing up to the processing order No. 2, that is, up to the requesting department manager has been completed. Also, regarding the management number A-10029, in the progress column,
"1-1111", "2-2222", "4-444"
When "4" is displayed, it is understood that the approval process up to the accounting person has been completed, but the approval of the request management department manager has not been completed. In this way, the circulation destination BLK and the processing time point BLK are sequentially processed. Even if the approval order is different from the order set initially, you can check the progress status without any omission, and if necessary, click the processing date button to set the approval date. By checking, you can check the progress in more detail.

It should be noted that, as in the processing procedure shown in FIG.
Approval is not indicated by sequentially searching the information recorded in the process information field, but by clearly indicating the next circulation destination or approval department based on the information recorded in the second process information field. It is also possible to judge at a time how far the processing has progressed. That is, similarly to the case of confirming the existence of the electronic document waiting for circulation, only one of the first and second process information fields should be prepared in the management file when confirming the progress status. Is enough. However, when the second processing information field is used, the search processing is immediately completed, whereas when the first processing information field is used, it is necessary to sequentially search the circulation destinations BLK, so the second processing is performed. Search time is slower than when using the information field.

FIGS. 9B and 9C show an example of the progress list screen when the first processing information field is used. For example, in the case of the progress list screen of the second example shown in FIG. 9B, the circulation status output unit 70 first substitutes the department code (such as the approver's ID code or name) recorded in the second processing information field. Read) and set the department code in the work area corresponding to the progress status column on the progress list screen. The screen synthesizing unit 80 synthesizes the data of the work area set by the circulation status output unit 70 into the progress status column of the progress list screen, and sends it to the delivering source terminal 4 of the person in charge of the requesting department. In this case, for example, the ID of the accounting department manager as the next approver
When the code "55555" is recorded in the second processing information field, the ID code "555" is displayed as shown in the figure.
55 "and the processing order are displayed in the progress column. As a result, regarding the management number A-10021, it can be seen that the accounting department manager or later is waiting for approval.
Also for 0029, the accounting department manager ID code “555”
Since "5" is recorded in the second processing information field, if it is left as it is, it is mistaken that the accounting department manager or later is waiting for approval, although the request management department manager has not yet approved.

In order to avoid such a situation, FIG.
As described in (B), referring to the “information indicating that the order has been changed” recorded in the special column provided on the downstream side of the second processing information field, the third example shown in FIG. 9 (C). As described above, by displaying that "3-3333" is not approved, it is possible to confirm the entire processing status even when the initial procedure is different.

As described above, according to the above-mentioned processing procedure for confirming the progress status, the electronic document created by the document creator, such as the approval document proposed by the person in charge of the requesting department, is circulated to a plurality of departments and a predetermined process is performed. In that case, the person in charge of creation can easily and surely confirm the department currently processing the document. This allows the drafter to easily and surely confirm to which of the multiple departments the approval has been completed, even if the approval request requires approval from multiple departments. It is also possible to predict the completion date and time and take measures when there is a risk of delay.

The circulation source of documents such as the approval document is a simple operation of accessing the management file centrally managed by the management file management unit 10 and requesting the progress status confirmation, and the circulation status and the progress of the processing are performed. Since the situation can be confirmed, there is no need for troublesome measures such as inquiring by phone or the like to the department assumed as a circulation route or directly going to each department in charge, and the confirmation process can be completed in a short time.

Although the above-mentioned explanation has explained the approval process of the approval document, the progress status of the circulation can be easily grasped even when the general electronic document is circulated not only to the approval document but to a plurality of departments. it can.

The procedure of the approval processing and the procedure of the progress status confirmation processing described above are performed in advance in the section designated as the circulation destination regardless of the number of circulation sources, circulation destinations or circulation order of the document. The document existence can be surely confirmed, and the circulation progress status can be surely confirmed at the circulation source. The circulation destination is indicated in the first processing information field or the second processing information field. The department code etc. was recorded as information for identifying the. However, the circulation source, circulation destination, and circulation order of a document are predetermined regardless of the type of approval document.
In the case where the information is limited to streets, for example, only the order number shown in FIG. 4B showing the circulation order can be used as the information for specifying the circulation destination. Also in this case,
The second processing information field for recording the progress information is not the information for specifying the next approver (next circulation destination) but the approver who has completed the approval at this time (the circulation destination immediately before the next circulation destination). ) May be recorded. This is because one circulation order is determined in advance, and if the immediately preceding authorized person can be identified, the next authorized person and circulation destination can be identified and the progress status of the circulation can be confirmed.

For example, as shown in FIG. 9D, when the order number "1", "2", "3", "4" is displayed in the progress status column for the management number A-10021, the process is executed. It can be seen that the approval process up to the fourth rank, that is, the accounting person has been completed. Similarly, management number A-100
When “1” and “2” are displayed in the progress status column for No. 26, it is understood that the approval processing up to the processing order No. 2, that is, up to the requesting department manager has been completed. Control number A
-10029, in the progress column, "1",
When "2" and "4" are displayed, it is understood that although the approval process up to the accounting staff has been completed, the approval of the manager of the requirements management department has not been completed.

When the number of circulation destinations or circulation order is not set to one, if this method is used, the correct progress status cannot be presented to the person in charge of the requesting department. In addition, a person who is not the original circulation destination falsely reports that there is an electronic document to be circulated.

FIG. 10 is a block diagram showing a second embodiment of the document circulation system of the present invention. In the second embodiment, the processing information is recorded in the server device 2 and the distribution source terminal 4
By generating a progress status screen on the basis of the management file acquired from the server device 2 at the circulation destination terminal 6, it is possible to confirm the progress status of the processing at the distribution source terminal 4 or the circulation destination terminal 6 side. It is an embodiment of Note that the form of distributing the electronic document created in the distribution source terminal 4 is a mode A in which the distribution source terminal 4 distributes it to the circulation destination terminals 6 of all circulation destinations.
Mode B in which the distribution source terminal 4 distributes only to the circulation destination terminal 6 of the first circulation destination, and the circulation destination terminal 6 that receives the distribution delivers it to the circulation destination terminal 6 of the next circulation destination, or the first embodiment. Similarly to the above, any of the modes C in which distribution is performed via the server device 2 may be adopted. Here, description will be made on the mode A in which the distribution source terminal 4 distributes the information to the circulation destination terminals 6 of all circulation destinations.

Therefore, first, the electronic document circulation unit 30, the circulation status output unit 70, and the screen synthesis unit 80 provided in the server device 2 of the first embodiment are removed from the server device 2, and these are distributed to the distribution source terminal. 4 is provided. Further, the electronic document database 12d provided in the server device 2 of the first embodiment is replaced with a management file database 12e that stores only management files, and the delivery control unit 20 is replaced with a transmission / reception unit 22. An electronic document database 12d that stores only electronic documents is provided in the distribution source terminal 4. The transmission / reception unit 22 is the delivery control unit 20.
Among the processing functions in, the function part for delivering the electronic document to the circulation destination terminal 6 is removed. The transmitter / receiver 22
When receiving a request from the distribution source terminal 4 which is the circulation source of the document or the circulation destination terminal 6 which is the circulation destination, the processing information recorded in the processing information field in the management file managed by the management file management unit 10. It has a function as a processing information transmitting unit for transmitting the information to the circulation source or circulation destination. The transmitter / receiver 2
The number 2 is not limited to the processing information, and the management file itself including the processing information may be transmitted to the circulation source or circulation destination.

The transmission / reception unit 22 has a function of transmitting the management file read from the management file database 12e or the screen format data read from the screen format database 12a to the distribution source terminal 4 and the circulation destination terminal 6. On the other hand, the circulation destination terminal 6
The electronic document circulation unit 30, the circulation status output unit 70, and the screen synthesis unit 8 provided in the server device 2 of the first embodiment.
0 is provided. In the present embodiment, the transmission / reception unit 410 and the electronic document database 12d constitute the circulation status output unit 70, and the transmission / reception unit 410 and the transmission / reception unit 6 are included.
The circulation status output unit 70 is configured by the 10 and the screen synthesis unit 80. The transmission / reception unit 410 and the transmission / reception unit 610 function as a processing information reception unit that receives the processing information transmitted from the server device 2.

Although not shown, the distribution source terminal 4 and the circulation destination terminal 6 transmit the processing information recorded in the processing information field in the management file managed by the management file management unit 10 to the server device. A processing information requesting unit for requesting No. 2 is provided.

In the document circulation system 1 of the second embodiment, for example, at the distribution source terminal 4, the server device 2 is used.
The screen format data read from the screen format database 12a is received by the transmission / reception unit 410, the screen synthesizing unit 80 generates a screen for approval request creation, or the management file read from the management file database 12e is transmitted / received. Received by the unit 410,
The screen synthesis unit 80 generates a progress list screen. Also,
The electronic document generated by the distribution source terminal 4 is registered in the electronic document database 12d, and is transmitted when a request is received from the circulation destination terminal 6. Also, in the distribution source terminal 4,
The transmission / reception unit 410 receives the management file and the processing information read from the management file database 12e, and the screen synthesis unit 80 generates a progress list screen. In the circulation destination terminal 6, the management file and the processing information read from the management file database 12e are transmitted / received by the transmitting / receiving unit 610.
Then, the screen synthesizing unit 80 generates an information presentation screen and a screen for approval of the approval document indicating whether or not there is an electronic document to be circulated at the circulation destination that has received the confirmation request. Other processing is almost the same as that of the document circulation system 1 of the first embodiment.

According to the document circulation system 1 of the second embodiment, as in the first embodiment, the document creator can be operated by a simple operation to access the management file managed by the management file management unit 10 of the server device 2. Can easily and surely check the department that is currently processing the document, and the person set as the circulation destination can confirm the electronic document before it is circulated to him / herself. The existence can be confirmed.

FIG. 11 is a block diagram showing a third embodiment of the document circulation system of the present invention. In the third embodiment, the distribution source terminal 4 is controlled to record the circulation destination information, and the circulation destination terminal 6 is controlled to record the processing information in the server device 2. Furthermore, the distribution source terminal 4 and the circulation destination terminal are controlled. 6
In this case, the progress status screen is generated based on the management file acquired from the server device 2, so that the progress status of the processing can be confirmed on the distribution source terminal 4 or the circulation destination terminal 6 side. . The form of distributing the electronic document created in the distribution source terminal 4 may be any of the forms A, B, and C described in the second embodiment. Here, description will be made on a mode B in which the circulation destination terminal 6 sequentially delivers to the circulation destination terminal 6 of the next circulation destination.

Therefore, the server device 2, the distribution source terminal 4,
And the circulation destination terminal 6 is first changed in the same manner as in the second embodiment. Further, the processing information recording unit 50 and the circulation procedure recording unit 90 provided in the server device 2 of the first embodiment are removed from the server device 2, and the processing information recording unit 50 is provided to the distribution source terminal 4 and the processing information recording unit. 50 is provided in each circulation destination terminal 6. The electronic document circulation unit 30 and the electronic document database 12d are also provided in the circulation destination terminal 6. In the present embodiment, the circulation status output unit 70 is configured by the transmission / reception unit 410 or the transmission / reception unit 610 and the electronic document database 12d, and the circulation status output unit 70 is configured by the transmission / reception unit 410 or the transmission / reception unit 610 and the screen synthesis unit 80.
Is configured.

In the document circulation system 1 of the third embodiment, as in the second embodiment, the distribution source terminal 4 generates the approval document creating screen and the progress list screen, and the circulation destination terminal 6
Generate approval screen and progress list screen. Further, the processing information recording unit 50 provided in the distribution source terminal 4 controls the database control unit 14 of the server device 2 to write the circulation destination information in the management file or to register it in the approval order database 12c. The processing information recording unit 50 provided in the circulation destination terminal 6 controls the database control unit 14 of the server device 2 to write the processing information in the management file.

According to the document circulation system 1 of the third embodiment, as in the first embodiment, the document creator can perform a simple operation to access the management file managed by the management file management unit 10 of the server device 2. Can easily and surely check the department that is currently processing the document, and the person set as the circulation destination can confirm the electronic document before it is circulated to him / herself. The existence can be confirmed.

The second and third embodiments, which are modifications of the configuration of the first embodiment, have been described. As shown in FIG. 2, the electronic document circulation unit 30, the processing information recording unit 50,
Other modifications may be made depending on the installation locations of the circulation status output unit 70 and the circulation procedure recording unit 90. Although these modifications are not shown, the same effect as that of the first embodiment can be obtained in any of the configurations.

FIG. 12 shows a server device 2, a distribution source terminal 4, or a circulation destination terminal 6 which constitute the document circulation system 1.
A hard disk drive, a flexible disk (FD) drive, or a CD-ROM (Compact
FIG. 3 is a diagram showing an example of a hardware configuration in the case of being configured using an electronic computer (computer) such as a personal computer (personal computer) having a Disk ROM) drive or the like. As shown, for example, the server device 2
The computer 900 that realizes the
essing unit) 902, ROM (Read Only Memory) 9
04, RAM (Random Access Memory) 906, memory reading unit 907, communication I / F (interface) 908,
It has an input device 912 such as a keyboard and a mouse, a hard disk device 914, an FD drive 916, a CD-ROM drive 918, and a display control unit 919.

The server device 2 and the like configured by the electronic computer 900 can have the same basic configuration and operation as shown in FIG. 3, for example. A program that causes a computer to execute the above-described processing procedure is a CD-
It is distributed through a recording medium such as the ROM 922. Alternatively, the program may be stored in the FD 920 instead of the CD-ROM 922. Further, an MO drive may be provided to store the program in the MO, and a nonvolatile semiconductor memory card 9 such as a flash memory.
The program may be stored in another recording medium such as 24. Further, the program may be downloaded from another server or the like via a communication network such as the Internet 9 and acquired or updated. As the recording medium, in addition to the FD 920 and the CD-ROM 922, an optical recording medium such as a DVD, a magnetic recording medium such as an MD, a magneto-optical recording medium such as a PD, a tape medium, a magnetic recording medium, an IC card, and the like. A semiconductor memory such as a miniature card can be used.

FD920 and CD as an example of a recording medium
The ROM 922 and the like can store some or all of the functions of the flowchart showing the processing procedure in the server device 2 and the like described in the above embodiment. Therefore, it is possible to provide the following program and a storage medium storing the program. For example, the program for the server device 2, that is, the software installed in the RAM 906 or the like, is the same as the server device 2 shown in the above embodiment, the management file management unit 10, the delivery control unit 20, the electronic document circulation unit 30, Processing information recording unit 5
0, a circulation status output unit 70, a circulation procedure recording unit 90, and other functional units are provided as software. Further, the program (software) for the distribution source terminal 4 is similar to the distribution source terminal 4 shown in the above embodiment, in that the electronic document circulation unit 30, the transmission / reception unit 410, the circulation status output unit 70, the screen synthesis unit 80, Also, each functional unit such as the circulation procedure recording unit 90 is provided as software. Further, the program (software) for the circulation destination terminal 6 is similar to the circulation destination terminal 6 shown in the above-described embodiment, the electronic document circulation unit 30, the processing information recording unit 50, the transmission / reception unit 610, and the circulation status output unit 70. , And the screen synthesizing unit 80 as software.

These programs may be incorporated in a part of application software for creating documents, for example. Further, these programs and a storage medium storing the programs may be provided as a version upgrade of existing document creation devices and application software for document creation.

Then, a CD storing a program for configuring each functional unit in the above-mentioned server device 2 and the like.
-The program is read from the ROM 922 or the like and installed in the hard disk device 914 or the like, and the program is read from the hard disk device 914 and the C
The above function can be realized by software by the PU 902 executing the above processing procedure.

For example, the server device 2 is replaced by the electronic computer 900.
When configured by, the CD-ROM drive 918 is
The data or program is read from the CD-ROM 922 and passed to the CPU 902. And the software is a CD
-Installed from the ROM 922 to the hard disk device 914. The hard disk device 914 includes data or programs read by the FD drive 916 or the CD-ROM drive 918, the CPU 902, and the like.
Stores the data created by executing the program, reads the stored data or program, and passes it to the CPU 902. Hard disk device 9
The software stored in 14 is read by the RAM 906 and then executed by the CPU 902. For example, the CPU 902 processes in the same manner as in the above embodiments based on the programs stored in the ROM 904 and the RAM 906, which are examples of recording media. Communication I / F 908
It mediates the transfer of communication data with the communication network 9 such as the Internet.

Although the present invention has been described with reference to the embodiments, the technical scope of the present invention is not limited to the scope described in the above embodiments. Various changes or improvements can be added to the above-described embodiment, and a mode in which such changes or improvements are added is also included in the technical scope of the present invention. Also,
The above embodiments do not limit the claimed invention, and all combinations of the features described in the embodiments are not necessarily essential to the solution of the invention.

For example, in the above embodiment, the drafter of the approval document displays the approval order setting screen shown in FIG.
Although the approval department and approval order are actively set and registered, the approval department and approval order may be set and registered by another method. For example, depending on the type of approval document, the approval department and approval order may be predetermined. In such a case, prepare a format for the individual screen for creating a request for approval depending on the type of approval, and associate the approval department and approval order with this format,
By the drafter specifying the screen format of the approval document,
Approval department and approval order will be set automatically.

Further, in the above embodiment, when the approval order is set, the circulation destinations BL are the number of approval departments that have been set.
Although the K and the first processing information fields are secured in advance, for example, the set approval order is registered in the approval order database 12c, and when the approval processing is actually performed, the information specifying the approver is circulated. The approval date may be sequentially recorded in the first processing information field in the previous BLK, and the recording of the second processing information field and the subject and content of the approval document may be shifted to the downstream side.

[0105]

As described above, according to the present invention, a document is converted into electronic data for handling, and the processing information indicating whether or not the corresponding circulation destination performs a predetermined processing based on the electronic document circulated is recorded. The management file having the processing information field for the above is centrally managed as a file different from the electronic document. Also, when the corresponding circulation destination performs a predetermined process based on the circulated electronic document, the information indicating that is written in the process information field. Then, when a request is made, a progress status indicating whether the corresponding circulation destination has performed a predetermined process or a confirmation request is received based on the process information recorded in the process information field in the centrally managed management file. Information indicating whether or not there is an electronic document to be circulated to the circulation destination is output.

With this, it is possible to confirm the circulation status and the processing progress status by a simple operation such as accessing the centrally managed management file to request the progress status confirmation and confirming the location of the document to be circulated. Because you can
There is no need for troublesome procedures such as inquiring by phone or the like to the department or route envisioned as a circulation route or going directly to the department in charge, and the confirmation process can be completed in a short time. Moreover, since the management file is managed as a file separate from the electronic document, only the management file with a small amount of data can be referred to, and the access for confirming the progress status is smooth.

For example, a person who creates and circulates a document (circulation source) can specify the department currently processing the document based on the output progress status, that is, the circulated document (electronic It is possible to easily and surely grasp the progress of the processing based on the (document).

Further, a person who should perform a predetermined process based on the circulated document, that is, a person set as a circulation destination can confirm the existence of the document to be circulated by issuing a confirmation request. it can. This allows the person to issue a confirmation request before the document is circulated to him, and to prepare for the processing based on the circulated document. In addition, it will be possible to accelerate the progress of the circulation as a whole.

[Brief description of drawings]

FIG. 1 is a diagram showing an outline of an embodiment of a document circulation system of the present invention.

FIG. 2 is a chart showing a difference (variation) in an embodiment of a document circulation system and a document circulation method according to the present invention.

FIG. 3 is a block diagram showing a first embodiment of a document circulation system of the present invention.

FIG. 4 is a diagram showing an example of a screen format displayed when creating an approval request.

FIG. 5 is a diagram showing an example of a data structure of a management file corresponding to a request for approval.

FIG. 6 is a diagram showing an example of a screen for approval of a request for approval, which is displayed when approving the approval for approval.

FIG. 7 is a diagram illustrating an example of a procedure of approval processing for a request for approval.

FIG. 8 is a flowchart showing a processing procedure for confirming the progress status.

FIG. 9 is a diagram showing an example (first example to fourth example) of a progress list screen.

FIG. 10 is a block diagram showing a second embodiment of the document circulation system of the present invention.

FIG. 11 is a block diagram showing a third embodiment of the document circulation system of the present invention.

FIG. 12 is a diagram showing an example of a hardware configuration when a server device, a distribution source terminal, and a circulation destination terminal are configured using an electronic computer.

[Explanation of symbols]

1 document circulation system 2 Server device 4 Distributor terminal 6 circulation destination terminal 10 Management File Management Department 12 Database 14 Database control unit 20 Delivery control unit 30 Electronic Document Circulation Department 50 Processing information recording section 60 Search Department 70 Circulation status output section 80 Screen composition section 90 Circulation destination recording section

Claims (18)

[Claims] 1. A document circulation system for circulating a document to a plurality of circulation destinations, wherein the electronic document, which is the document converted into electronic data, is circulated to the plurality of circulation destinations according to a predetermined procedure. A circulation unit, and a management file having a processing information field for recording processing information indicating whether or not a predetermined processing is performed based on the electronic document at a circulation destination where the electronic document is circulated, A management file management unit that manages a file separate from the document in association with the electronic document, and a predetermined location at a circulation destination where the electronic document is circulated based on the electronic document circulated by the electronic document circulation unit. When such processing is performed, information indicating that is associated with the circulation destination as the processing information, and the processing information file in the management file is associated. Based on the processing information recording unit to be recorded in a field and the processing information recorded in the processing information field in the management file managed by the management file management unit, and the predetermined information at the plurality of circulation destinations. And a circulation status output unit that outputs information indicating the progress status of the processing or information indicating whether or not the electronic document to be circulated to the circulation destination that has received the confirmation request to a predetermined output medium. A document circulation system characterized by that. 2. The processing information recording unit records, in the processing information field, information specifying the next circulation destination of the electronic document as the processing information when the predetermined processing is performed at the circulation destination. The document circulation system according to claim 1, wherein: 3. The processing information recording unit identifies the circulation destination on which the predetermined processing is executed when the circulation destination and the circulation order are constant regardless of the type of the electronic document. 3. The document circulation system according to claim 2, wherein information or information for identifying the circulation order of the circulation destination is recorded in the processing information field as information for identifying the next circulation destination. 4. The processing information recording unit records information specifying the next circulation destination together with information specifying a time point when the predetermined processing is executed in the processing information field. The document circulation system according to item 2 or 3. 5. The processing information recording unit, for each of the plurality of circulation destinations, when the predetermined processing is performed at the circulation destination, the processing that executes the predetermined processing at the circulation destination. 2. The document circulation system according to claim 1, wherein information specifying a person in charge is recorded in the processing information field as the processing information. 6. The processing information recording unit, together with the information for specifying the person in charge of processing, information for specifying the time point when the predetermined processing is executed for each of the plurality of circulation destinations. The document circulation system according to claim 5, characterized in that 7. The electronic document circulation unit further includes a circulation procedure recording unit that writes information specifying a circulation procedure of the electronic document into the management file before the electronic document is circulated, and the electronic document circulation unit is configured to manage the management file. Characterized in that a circulation destination to be circulated next is determined based on information specifying the circulation procedure in the management file managed by the department, and the electronic document is circulated to the determined circulation destination. The document circulation system according to any one of claims 1 to 6. 8. The circulation procedure recording unit prepares the processing information fields for each of the plurality of circulation destinations side by side according to the circulation procedure of the electronic document, and also provides information for specifying each circulation destination. 8. The document circulation system according to claim 7, wherein the information for identifying the circulation procedure of the electronic document is recorded by recording in the processing information field corresponding to. 9. The processing information recording unit, when the predetermined processing is performed at the circulation destination, information for identifying the circulation destination recorded in the processing information field corresponding to the circulation destination, 9. The document circulation system according to claim 8, wherein the processing information at the circulation destination is recorded by rewriting the information to identify a processing person who has executed the predetermined processing at the circulation destination. 10. A document circulation method for circulating a document to a plurality of circulation destinations, wherein an electronic document, which is the document converted into electronic data, is circulated to the plurality of circulation destinations according to a predetermined procedure, A management file having a processing information field for recording processing information indicating whether or not a predetermined processing is performed on the basis of the electronic document at a circulation destination to which the electronic document is circulated is separated from the electronic document. When the file is stored in a predetermined storage medium in association with the electronic document as a file, and the predetermined process is performed at the circulation destination where the electronic document is circulated based on the circulated electronic document, The information indicating that is recorded in the processing information field in the management file in association with the circulation destination as the processing information, and the circulation source of the document. Or, when receiving a request from the circulation destination, based on the processing information recorded in the processing information field in the management file, the progress status of the predetermined processing at the plurality of circulation destinations, or a confirmation request. A document circulation method characterized by presenting information indicating whether or not the electronic document to be circulated to the circulation destination that has received the information is presented on an output medium provided at the circulation source or the circulation destination. 11. A server device used in a document circulation system that circulates a document to a plurality of circulation destinations, wherein the electronic document that is the electronic data is circulated based on the electronic document at the circulation destination. A management file management unit that manages a management file having a processing information field for recording processing information indicating whether or not a predetermined processing is performed in a file different from the electronic document in association with the electronic document. A server device characterized by being provided. 12. An electronic document circulation unit that circulates the electronic document to the plurality of circulation destinations according to a predetermined procedure, and the predetermined determination at the circulation destination where the electronic document is circulated based on the circulated electronic document. When the specified processing is performed, the processing information recording unit that records information indicating that as the processing information in the processing information field in the management file in association with the circulation destination, and the management file management unit manages the information. Based on the processing information recorded in the processing information field in the management file, the progress status of the predetermined processing at the plurality of circulation destinations or the circulation destination to which the confirmation request is received is circulated. At least one of a circulation status output unit that outputs information indicating whether or not the electronic document to be output exists to a predetermined output medium. Server device according to claim 11, characterized in that provided in et. 13. Processing information for transmitting the processing information recorded in the processing information field in the management file to the circulation source or the circulation destination when a request is received from the circulation source or the circulation destination of the document. The server device according to claim 11, further comprising a transmission unit. 14. A server that manages a management file having a processing information field for recording processing information indicating whether or not a predetermined processing is performed based on the electronic document at a circulation destination to which the electronic document is circulated. A document circulation system including a device, wherein a circulation status confirmation terminal used in a document circulation system that circulates the electronic document to a plurality of circulation destinations, the process information reception receiving the process information transmitted from the server device. Section, based on the processing information received by the processing information receiving unit, the progress status of the predetermined processing at the plurality of circulation destinations, or the electronic document to be circulated to the circulation destination that has received the confirmation request. Circulation status confirmation terminal, comprising: a circulation status output unit that outputs information indicating whether or not it exists to a predetermined output medium. 15. A program for a server device used in a document circulation system for circulating a document to a plurality of circulation destinations, wherein the computer is a circulation destination to which an electronic document, which is the document converted into electronic data, is circulated. A management file having a processing information field for recording processing information indicating whether or not a predetermined processing is performed based on the electronic document is managed in association with the electronic document in a file different from the electronic document. A program characterized by causing it to function as a management file management unit. 16. A server that manages a management file having a processing information field for recording processing information indicating whether or not a predetermined processing is performed based on the electronic document at a circulation destination to which the electronic document is circulated. A program for a circulation status confirmation terminal used in a document circulation system for circulating the electronic document to a plurality of circulation destinations, which is a document circulation system including a device, wherein a computer transmits the processing information to the server device. A processing information requesting unit that requests the processing information, a processing information receiving unit that receives the processing information transmitted from the server device, and a processing information receiving unit that receives the processing information based on the processing information received by the processing information receiving unit. Functioning as a circulation status output unit for outputting the progress status of the predetermined processing to a predetermined output medium Program which is characterized. 17. A computer-readable storage medium storing a program for a server device used in a document circulation system for circulating a document to a plurality of circulation destinations, wherein the program is computerized into electronic data. A management file having a processing information field for recording processing information indicating whether or not a predetermined processing is performed based on the electronic document at a circulation destination to which the electronic document as the document is circulated, A storage medium characterized by functioning as a management file management unit that manages the file separately from the electronic document. 18. A server for managing a management file having a processing information field for recording processing information indicating whether or not a predetermined processing is performed based on the electronic document at a circulation destination to which the electronic document is circulated. A document circulation system including a device, in a computer-readable storage medium storing a program for a circulation status confirmation terminal used in a document circulation system for circulating the electronic document to a plurality of circulation destinations, wherein the program is: A computer receives a processing information requesting unit that requests the server apparatus to transmit the processing information, a processing information receiving unit that receives the processing information transmitted from the server apparatus, and a processing information receiving unit receives the processing information. Based on the processing information, the progress status of the predetermined processing at the plurality of circulation destinations, or the confirmation status. Storage medium, wherein the electronic document to be circulated to circulation destination that has received the request information indicating whether to present to function as a circulation status output unit that outputs a predetermined output medium.