JP2003085076A - System, method and program for document registration and storage medium - Google Patents

Abstract

PROBLEM TO BE SOLVED: To indicate whether transmission is successful or not about a document transmitted from a device to a document registration system, and reliably manage documents even when a plurality of devices simultaneously transmit documents to the same folder. SOLUTION: The document registration system for indexing a document and registering it in a document managing part receives a document and related information related to the document both transmitted from an external device to store both in a folder, acquires document information about the document actually stored in the folder, compares the related information and the document information to determine whether the reception of the document transmitted from the external device is successful or not, and if the reception success/failure determining means determines a reception failure, sends a notification that the transmission of the document from the external device has failed.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document registration system, method, program and storage medium for adding an index to a document transmitted from a device and registering it in a document management unit.

[0002]

2. Description of the Related Art A user requests to send an image from an external device, and the user manually indexes the image sent in response to the request,
There is a document registration system that registers the image and the index in the document management system.

[0003]

SUMMARY OF THE INVENTION When a user operates an external device to send a document from the external device to the document registration system by a push method, it is possible to know whether the document has been successfully sent. It is an issue.

It is another object of the present invention to make it possible to reliably manage whether or not a document has been transmitted successfully even when the documents are simultaneously transmitted from a plurality of external devices to the same folder in the document registration system.

Further, the document registration system is made aware of whether registration to the document management system has succeeded, and whether the document to be registered is not transmitted, is stored in the document registration system, or is in the document management system. The task is to make it possible to know whether it has been registered in.

[0006]

A document registration system of the present invention is a document registration system for adding an index to a document and registering it in a document management unit, and relates to a document transmitted from an external device and a relation relating to the document. Storage means for receiving the information and storing it in a folder; document information acquisition means for acquiring the document information about the document actually stored in the folder; and comparing the related information with the document information, Reception success / failure determination means for determining whether or not the document transmitted from the external device has been successfully received, and if the reception success / failure determination means determines that reception has failed, the transmission of the document from the external device has failed. And a notification means for notifying.

The document registration system of the present invention comprises a storage means for receiving a plurality of documents simultaneously transmitted from the plurality of external devices to the same folder and related information about each of the documents and storing the related information in the folder. , A document information acquisition unit for acquiring document information about a document actually stored in the folder in a session unit in which the external device is connected to the document registration system, and the document information acquisition unit is set in the stored folder. A registration unit that adds an index to a plurality of stored documents based on a job and registers the documents in the document management unit.

The document registration method of the present invention is a document registration method of adding an index to a document and registering it in the document management section, and receiving a document transmitted from an external device and related information about the document. A storing step of storing in a folder, a document information acquiring step of acquiring document information about a document actually stored in the folder, a comparison of the related information and the document information, and transmission from the external device A reception success / failure determination step of determining whether the document has been successfully received, and a notification step of notifying that the transmission of the document has failed from the external device when the reception failure is determined in the reception success / failure determination step. It is characterized by having.

The document registration method of the present invention comprises a storage step of receiving a plurality of documents simultaneously transmitted from a plurality of external devices to the same folder and related information about each of the documents and storing the related information in the folder. A document information acquisition step of acquiring document information about a document actually stored in the folder for each session in which the external device is connected when transmitting the document, and a job set in the stored folder A registration step of adding an index to a plurality of stored documents and registering them in the document management unit based on the above.

[0010]

DESCRIPTION OF THE PREFERRED EMBODIMENTS FIG. 1 shows a system configuration diagram in this embodiment.

Here, on the network, user terminals (100, 101, 102), an MFP (multi-function peripheral) (110) having a fax / scanner / printer / copy function, a document registration system (120), a file server ( 130) and the document management system (140) are connected.

Each user terminal has a file server 130,
The document management system 140 is used to share various documents. Various types of documents, such as a document created by a general document creation application, a document read by a scanner, and a document received by fax, are mixed.

In the present embodiment, the MFP 110 having a plurality of functions is used as the document input device, but a single-function device such as a scanner device or a facsimile device may be used instead of the MFP.

The file server 130 mainly manages documents that are temporarily stored. For example, the document image read by the scanner unit of the MFP 110 can be temporarily stored, and the user terminal or the document registration system 120 can acquire the document image.

The document management system 140 mainly manages documents that need to be stored for a long period of time, stores the documents sent from the document registration system together with the index, and sends the desired document from the user terminal. When requested, the document can be searched and transmitted based on the index or the like. Further, in the document management system, a plurality of indexes can be attached to one document, and the plurality of indexes are classified and managed for each index item. Note that, in the present embodiment, the document management system 140 is composed of one document management device, but it may be composed of a combination of a plurality of devices. Further, there may be a plurality of document management systems 140.

The document registration system 120 is the MFP 110.
Or a document generated by a user terminal (a fax received document image, a scanner read document image, etc.) or a document stored in a file server is automatically or manually specified and acquired, and when the document is acquired Based on the information or the information obtained by analyzing the document, the index of the document (attribute information,
(Search information) is automatically created, and the document and the index are registered together in (the desired directory of) the document management system 140. It also has a function of adding various indexes manually input by the user to register the document in the document management system, a function of re-editing the attribute information and the like of the document already registered in the document management system. In the present embodiment, the document registration system 1
20 is composed of one document registration device,
It may be configured by a combination of a plurality of devices. In order to allow multiple users to perform tasks such as indexing and confirmation, multiple document registration devices are used, and the authority to perform processing is given to each device so that multiple document registration devices perform cooperative processing. You may make it comprise a document registration system by performing.

In this embodiment, the document registration device is
A CPU that performs actual processing calculations, a RAM that loads a program and is used as a work area, a storage medium (hard disk, R) for storing a program for executing processing corresponding to a flowchart described later and various data.
OM, removable disk (floppy (registered trademark)
(A disk, a CD-ROM, etc.), a keyboard and a pointing device for performing various operations, a display for displaying a document to be processed, a network interface for connecting to a network, and the like. The program to be executed by the CPU may be supplied from the storage medium or may be read from an external device via a network. Although the present embodiment is realized by the computer executing the program, a part or all of the embodiment may be configured by hardware.

FIG. 2 is a block diagram showing the structure of the document registration system 120.

<Document Input Processing to Document Registration System> First, the document input processing to the document registration system 120 (document acquisition processing by the document registration system) will be described.

The device control unit 210 is a device (MFP) 110 having a fax function and a scanner function.
Document data is obtained from and input to the subsequent processing. The device control unit 210 performs processing such as periodically monitoring the device to suck up the document data, or receiving the document data transmitted from the device in a push system.

Reference numeral 130 denotes a folder (storage device) in which a document in a file server or the like is stored, and the folder control unit 212 acquires the document data in the folder of the file server. For example, the folder control unit 212 periodically monitors a predetermined folder of the file server, and when there is a new document, acquires the document.

Reference numeral 201 denotes an operation unit in the present system, which is capable of setting and operating various systems. Further, a user operating the document registration system designates a document, so that a user terminal or a file can be operated. Document data can be imported (acquired) from a server or the like, and input processing of the document data acquired by the manual designation can be performed via the file control unit 214.

Reference numeral 220 denotes an input control unit, which includes a device control unit 210, a folder control unit 212, and a file control unit 21.
Input from 4 etc. can be controlled in a centralized manner.

<Internal Processing of Document Registration System> Next, processing in the document registration system will be described.

Reference numeral 221 denotes a job control unit, which controls a job described later.

A document data processing unit 222 performs image format conversion processing and the like.

An index processing unit 223 controls the index processing, which will be described later.

A data management unit 224 stores and manages data relating to templates, worksheets, jobs, etc., which will be described later, in a data storage area 250.

An OCR control unit 225 performs character recognition using the dictionary data 251.

Reference numeral 226 denotes a form (form) analysis unit, which can automatically identify various forms, such as a form format, using the registration form data 252.

Reference numeral 240 denotes a mail processing unit, which is mainly used for automatically registering a document when a document is automatically acquired and registered. Used to notify the result.

<Access Processing to Document Management System in Document Registration System> Next, an interface with the document management system in the document registration system will be described.

Reference numeral 227 denotes a document management system control unit, which registers documents and indexes or has already been registered in the document management system via the access control unit 230 provided according to the type of the document management system 140. Performs processing such as changing the index of existing documents.

Reference numeral 253 is a database for storing access data necessary for accessing the document management system, and 254 is a data area for temporarily storing data to be registered in the document management system. This area is used as a buffer when document data processing such as image conversion is required.

<< Basic Flow of Document Registration System (FIG. 3) >> FIG. 3 is a basic flowchart of the document registration system 120.

First, a processing flow for manually acquiring a document (image), then inputting an index (attribute information), and registering the document and the index in the document management system will be described.

In step S100, the index structure of the database of the document management system is acquired, and a template (template) for creating a worksheet is created from the index structure. This template includes access information to the document management system and schema information created from the index structure (item information that can be used as an index). Details of the template creation process will be described later with reference to FIG.

In step S101, a worksheet is created from the template. This creation process will be described in detail with reference to FIG. In this worksheet, fields (items) and the like for actually registering index information are set. Further, in the present embodiment, the management of the acquired document, the index information to be added to the document, and the like are executed as a series of processes (as a management table) in units of this worksheet.
It is managed. Although a worksheet is created from the template created in step S100 here, step S100 is omitted and a template created and saved in advance is selected, and a worksheet is created from the selected template. You may do it.

It is also possible to select a worksheet that has already been created and registered and enter the document information and index information in the worksheet. in this case,
In step S110, the worksheet selected by the user is extracted from the worksheets stored in the data area 250, and the process proceeds to step S102.

In step S102, step S101
Worksheet created in step S110, or step S110
Display the worksheet selected in.

In step S103, the document acquired from the device is input.

In step S104, the document information is registered in the worksheet. Specifically, the input document name (document ID) is registered in the item (schema information) of the document name (document ID) of the worksheet, and the document registered in the worksheet can be identified.

In step S105, necessary index (attribute) information is input and managed in each item of the worksheet. This index information may be manually input by the user, or information obtained by automatically performing OCR or the like on the document may be input. Details of the index information input will be described later with reference to FIG.

If it is necessary to input another document in step S106, the process returns to step S103.

In step S107, the above-mentioned processing obtains
Release processing (registration processing) of the data in the set worksheet to the document management system. Details of the release process will be described later with reference to FIG.

Next, the document input process is preset to the input start button on the GUI (graphical user interface) (FIG. 8), and the process is executed when the input start button is pressed. The processing in the case of setting will be described.

When it is detected in step S120 that the input start button is pressed, the process preset in the button is determined, and in step S121, the document acquisition process (for example, according to the set condition) (for example, , A process of acquiring a document newly stored in a predesignated folder, or a process of causing a predesignated scanner to read a document to obtain a document image), and set a preset work. Register on the sheet. The execution of the input start button process will be described later with reference to FIG.

In step S122, the index is input to the worksheet. Details of the index input process will be described later with reference to FIG.

In step S123, the above-mentioned processing obtains
Release processing (registration processing) of the data in the set worksheet to the document management system. Details of the release process will be described later with reference to FIG.

Further, the document acquisition setting, the index setting, and the release setting are specified and created and saved as a job in advance, and the job selected by the user (step S130) is selected from the plurality of saved jobs. It can also be executed (step S131). Details of the job selection / execution processing will be described later with reference to FIG.

Although the details will be described later, step S10.
It is also possible to automatically enter an index using a form when the index is input in S5 and S122. In step S140, processing for registering this form is performed, and in step S141, an area is set in the form. Details of the form registration process will be described later with reference to FIG. 6, and details of the area registration process will be described later with reference to FIG.

In step S150, various setting processes (job setting process (see FIG. 1) for executing the above-described processes.
2), input start button setting processing (FIG. 8 etc.) is performed.

The processing described above will be described in detail below.

<Template Creation Process (FIG. 4)> The template creation process (step S100) will be described in detail with reference to FIG.

In step S200, the document management system at the document registration destination is first connected.

In step S201, the index structure of the database in the document management system (schema information (information operable as a search index) set in a folder or the like for storing documents) is acquired.

In step S202, a template for collectively managing connection information to the document management system and schema information is created, and identification information (template name) for identifying the created template is added and saved.

<Worksheet Creation Process (FIG. 5)> Using FIG. 5, a worksheet creation process for creating a worksheet from the saved template (step S101)
Will be described in detail.

In step S300, the user is first prompted to select a template corresponding to the document management system of the document registration destination. If the worksheet is created directly from the template created in FIG. 4, this selection step may be omitted.

In step S301, with respect to the schema information of the document management system stored in the template,
If there is no need to input the index, it is determined whether or not there is an instruction to edit such as selecting a field corresponding to the schema information as an input target.

When it is determined that the field is to be edited, the field editing work is performed in step S302. Basically, the operation is to select a required field from the item areas (fields) of the template that can be used as the schema information, but in some cases, it is possible to instruct expansion of the area (field).

In step S303, a predetermined setting such as editing of a field is confirmed, and a worksheet is created from the selected template.

In step S304, identification information (worksheet name) for identifying the created worksheet is added and saved.

<Form Registration Process (FIG. 6)> Referring to FIG. 6, form registration for registering a form for use in a process for identifying an input document and a process for extracting information from an image as an index. Processing (step S
140) will be described in detail.

In step S400, image data to be a reference for form analysis is acquired.

In step S401, the previously acquired image data is registered in the form management sheet for managing various forms.

In step S402, the image data is passed to the form analysis unit 226 which performs a form analysis process (analyzes position and size information regarding frames / tables forming the form, written character information, etc.). , Form analysis processing of the image data is performed, the form analysis result is associated with the image data, registered in the form management sheet, and managed as registered form data 252.

In step S403, the newly added registration form data is added with identification information (form registration name) and saved.

<Area registration process (FIG. 7)> Referring to FIG. 7, an area registration process for setting an area for character recognition, barcode recognition, etc. on the registration form (step S1).
41) will be described in detail. This area is used for recognizing the area of the document corresponding to the area set in the registration form and adding the recognition result to the worksheet as an index when indexing the document. .

In step S500, the user first selects a form for setting an area.

In step S501, the user is made to designate the area to be the form analysis target area.

In step S502, the analysis mode of the area is designated. Detailed conditions for improving the recognition rate are set as the analysis mode. For example, designation of alphanumeric character recognition, kana-kanji character recognition, designation of analysis engine such as barcode recognition, and the like can be designated for each area.
Also, you can set the correspondence between areas and template items (worksheet items) here.
When analyzing and registering a document image, the recognition result of each area is input as an index into the corresponding worksheet item. The association between the area and the worksheet item (template item) may be changed when the index input process is performed.

In step S503, it is determined whether or not an instruction to set another area is issued. If another area is set, the process returns to step S501, and if the area setting is completed, the process proceeds to step S504.

In step S504, the setting information regarding the set area is registered as additional information to the registration form data.

<Input Start Button Setting (FIG. 8)> Input start button setting processing (step S150) using FIG.
Will be described in detail. When the input start button is pressed, the input processing from various data sources (folder, scanner, etc.) is collectively processed.

In step S600, the user is made to select a worksheet for registering the document acquired from the data source set when the input start button is pressed.

In step S601, the user is made to select the data source (folder, scanner, etc.) from which the document data is acquired.

In step S602, it is determined whether the scanner is designated as the data source. If the scanner is designated, the reading mode (reading resolution, reading area, etc.) of the scanner is set in step S603.

In step S604, it is determined whether a folder is designated as a data source. If a folder is designated, in step S605 the folder access settings (access right settings and access conditions such as polling intervals) are set. .

In step S610, the set condition is registered in association with the input start button, and the input start button is displayed as a GUI. Further, it is possible to register and display a plurality of input activation buttons by changing the button name or shape according to the setting conditions.

<Input start button execution process (FIG. 9)> FIG.
The execution process (step S121) when the input start button is pressed will be described in detail with reference to.

In step S700, the condition (setting mode) set in the pressed input start button is read.

In step S710, it is determined whether the scanner is designated. If the scanner is set, the process proceeds to step S711 to perform the scan according to the scanner reading condition set as the setting mode to obtain the document image. Then, in step S712, the document is saved in the worksheet.

In step S720, it is determined whether the acquisition of a document from a folder is set. If the acquisition of a document from a folder is set, the process proceeds to step 721, and the condition for acquiring a document from the folder (for example, newly input The contents of the folder are checked according to the conditions for acquiring the specified document and the conditions for acquiring the document in a predetermined format), and it is determined in step S722 whether or not there is a document satisfying the conditions. If so, the document is acquired in step S723, and then step S724.
Save the document to a worksheet with. On the other hand, step S
If it is determined in 722 that there is no document satisfying the conditions, the process advances to step S725.

Step S725 is a judgment process used when conditions are set such that a folder is regularly confirmed (polling) and a document is acquired, and it is instructed to cancel the regular folder confirmation. In the case, or if the setting condition of the periodical folder confirmation is not originally set, the process is terminated, and otherwise, the step S7 is performed again.
Returning to step 21, the contents of the designated folder are periodically checked.

<Index input processing (FIG. 10)> FIG.
Index input processing (S105, S122, S1) for inputting the document index to the worksheet using 0.
121) will be described in detail.

In step S800, it is determined whether or not automatic processing such as a job is designated. If it is automatic processing, the process proceeds to step S815. If not, the worksheet and form are sequentially selected. To do.

If it is not automatic processing, step S801.
Then, the user selects the worksheet by designating the worksheet.

In step S802, it is determined whether the index is input manually by the user or the index is input using the registration form. When the user instructs to manually input the index information, the index is manually input in step S803, and then in step S804, it is determined whether or not there is another document to be processed, and there is another document. Is step S80
If it does not return to 0, the process ends.

On the other hand, if it is determined in step S802 that the index form is instructed to be input using the registration form, the process advances to step S810 to determine whether to use the automatic form detection function. If it is determined that the use of the automatic form detection function is instructed, step S8
From the multiple registration forms registered in 11,
Performs form detection processing to detect a form that matches the input document. If a matching form is detected by the form detection processing, the process proceeds from step S812 to step S820. If no matching form is detected, the process proceeds from step S812 to step S813.
On the other hand, if it is determined in step S810 that the automatic form detection function is not instructed and manual form selection is instructed, the process proceeds to step S813. Step S81
In 3, a desired form is manually selected from a plurality of registration forms according to a user's instruction.

In step S820, the area set in the registration form selected automatically or manually is searched.

In step S821, in the document,
It is determined whether or not the indexing process using the information in the areas corresponding to all the areas set in the registration form is completed, and if it is completed, the process proceeds to step S804 to determine whether there is a next document, On the other hand, if not completed, the process proceeds to step S822.

In step S822, area analysis is performed according to the area analysis conditions set in the registration form.
Note that, here, the user can actively adjust the area range set as the area analysis condition. In the adjustment of the area range, the area range set as the analysis condition of the set area is displayed by overlapping a rectangle of a predetermined color in a state where the input document image is displayed, and the user The area range can be adjusted by adjusting the rectangle. Further, smoothing processing of the character image (smoothing processing of the edge of the black pixel block) is performed on the image data cut out according to the area range. The character image referred to here includes all that convey the meaning in the form of bit array of bitmap such as bar code data and pictograms. The smoothing process of the character image is included in the OCR control unit 225 in the form of library software. By performing this smoothing process, jaggies (dot variations) that occur when performing image processing such as tilt correction, shift correction, and magnification correction are reduced, and the recognition rate of the character recognition processing can be improved.

In step S823, it is determined whether the area analysis process has succeeded without any abnormality. If it is abnormally terminated, the process proceeds to step S824 to determine whether it is the automatic processing mode, and if it is not the automatic processing mode, the user manually inputs the index in step S825,
In the case of the automatic processing mode, provisional processing is performed in step S826. Here, the provisional process is, for example, a process of adding an NG mark indicating that the area analysis was unsuccessful, or outputting a value defined as another default as an index.

In step S830, the result of area analysis processing is stored in the worksheet, and the process returns to step S820 to search for another unprocessed area.

On the other hand, if it is determined in step S800 that automatic processing such as a job is designated, step S81
In step 5, the worksheet associated with the automatic process is selected and the pre-process of the automatic indexing process is performed. Here, the automatic processing is premised on that a worksheet is set in advance. If the registration form is also designated in advance in the automatic processing, it is determined that the form is detected in step S816, and the process proceeds to step S820. If the automatic processing is set to automatically detect and select a registration form, in this pre-processing, the same form detection processing as in step S811 is performed, and if a matching registration form is detected. Proceeds to step S820 on the assumption that a form has been detected in step S816. On the other hand, if the registration form has not been determined, the process proceeds to post-processing in step S817, and the document cannot be processed on the worksheet. Under management, the process advances to step S804 to determine whether to process the next document.

<Release (data registration) processing (FIG. 11)
> Processing (S107, S12) for releasing (registering) the data (document information and index information) managed by the worksheet in the document management system using FIG.
3, S1131) will be described in detail.

In step S900, it is determined whether or not the automatic release is designated. If the automatic release is determined, the process proceeds to step S901. If the automatic release is not determined, the process proceeds to step S910.

In case of automatic release, step S901
Then, first, the automatic release setting information (connection information to the registration destination document management system, registration destination folder information, etc.) is acquired from the worksheet, and in step S902, connection processing to the storage folder of the document management system is performed. , And proceeds to step S920 to prepare data for release.

If not automatic release, step S91
With 0, you can first select the document to be registered from the document managed in the worksheet, and set the handling (deletion etc.) of the document stored in the document registration system after registration in the document management system. ing. The document to be registered is selected by displaying a plurality of document IDs to be registered managed in the worksheet and the indexes corresponding to the respective documents in a worksheet table format, and the user performs registration processing from among them. You can select a document. During the selection process, the document ID and index selected on the worksheet are highlighted so that it is easy to understand that they have been selected.

In step S911, login processing is performed on the document management system as the registration destination, and the folder for storing the document is designated.

In step S912, the option setting at the time of document registration can be set, and the execution log relating to the document registration processing can be set and the conversion of the document format at the time of document registration can be set. ing.

In step S920, the document information to be registered in the document management system is temporarily stored in the internal output data area 254 to prepare for registration.

In step S930, it is determined whether the format conversion of the document image to be registered, the process of adding the result of the OCR analysis of the document image, or the like is instructed.
If it is determined that the instruction has been given, in step S931,
Image processing is performed according to the instruction.

In step S940, the prepared document data and the like are registered in the folder of the registration destination document management system.

In step S950, after the document is registered in the document management system, it is determined whether the deletion of the document stored in the document registration system is instructed. If the deletion instruction is issued, the step S951 is executed. The document is deleted and the release process ends.

<Job Creation Process (FIG. 12)> The process of defining each setting of the document acquisition process, the index process, and the release process and creating it as one job (S150) will be described in detail with reference to FIG.

In step S1000, it is determined whether or not the job setting for automatic document acquisition has been designated.
Also, specify the scanner and folder as the source device, and make settings for document acquisition.

In step S1010, it is judged whether or not the setting of the automatic process of the index input is instructed, and if the setting is made, in step S1011 the setting of the worksheet to be used, the designation of the registration form or the designation of the automatic search of the registration form is performed. , Set the items required for automatic index processing.

In step S1020, it is determined whether or not the setting of automatic release (document registration) is instructed, and if the setting is made, in step S1021, the worksheet to be processed, the document registration destination (document management system, folder), Set the information required for automatic release processing, such as handling documents after registration.

In step S1030, step S10
The setting information set in 01, S1011 and S1021 is added with the identification information (job name) and saved.

Note that it is possible to register and save a plurality of jobs that combine various settings.

<Job Execution Process (FIG. 13)> The job execution process (S130, 131) will be described in detail with reference to FIG.

In step S1100, first, a job desired by the user is selected from a plurality of registered and saved jobs.

In step S1101, the conditions set for the selected job are read and the job execution process is started.

In step S1110, it is determined whether or not an automatic document acquisition job has been set. If it is determined that the job has been set, then in step S1111 the document acquisition processing is performed from the device according to the settings, and step S1112.
Then, the obtained document is managed with a worksheet and saved.

In step S1120, it is determined whether or not the automatic index input processing is set. If it is determined that it is set, in step S1121,
Executes automatic index processing according to the set conditions. In this automatic indexing process, when automatic form detection is performed, image processing such as various scalings and position shift corrections is performed, and information described on the image is acquired according to the area (region) setting. Further, by performing smoothing processing on the image information and then performing character recognition (OCR) processing, index data based on text data can be automatically created.

In step S1130, it is determined whether or not the automatic release (document registration) processing is set. If it is determined that the automatic release (document registration) processing is set, in step S1131, the automatic release processing is performed to the document management system according to the set conditions. .

By setting a job from acquisition of a document to registration of a document, a series of processes can be collectively processed.

<Extended Device Control Unit (FIG. 14)>
In the present embodiment, the device control shown in FIG. 2 can be further performed, and the method of acquiring a document from the device can be expanded to support a plurality of forms. This extended device control will be described with reference to FIG.

The device control section A (210) accesses the device side from the document registration system and acquires the document. Using this control unit A, it is possible to acquire document data from a plurality of devices (110, 111) corresponding to the equivalent access acquisition method.

The device control unit B (211) is not accessed from the document registration system, but is accessed from the device side and acquires the document transmitted by the push method. Also in this case, it is possible to acquire a document from a plurality of devices (112, 113) corresponding to the same access method.

Further, the device control section B is provided with its own data folder 300 to support simultaneous document transfer processing from a plurality of devices. Further, this data folder can be configured as a folder having a hierarchy, and the document transfer process by designating a folder path from the device side is also possible. By adopting a general-purpose file transfer protocol as the access protocol in this case, the device side can be easily handled and a document can be transferred from a general computer.

Furthermore, when acquiring the document data, in addition to the document image, additions (attributes) related to the document data are also added.
It also has means for acquiring information (for example, owner information of each document, transmission source information in the case of a fax reception document, information regarding a connected device, etc.) and using the data in the system.

The input control section 220 can handle the document data acquired by each device control section as a whole so as not to be confused with each other.

<Processing of Device Control Unit (FIG. 15)> As described above, in this embodiment, the device (112, 11)
3) is the device control unit B (2
Although the description will be made assuming that the document is sent in the push method in 11), other protocols may be used. For example,
When the user selects a destination folder (selects a job) on the operation unit of the scanner device and presses the scan button, the scanned document data is transmitted to the folder in the document registration system by FTP.

In step S1400, the job created in the job creation process acquires the information of the automatic processing job being executed, and establishes the relationship between the document transmitted from the device (112, 113) and the job. For example, when the device control unit B has an FTP server function and a document is transmitted from the device (112, 113) by FTP, an automatic execution is performed according to the folder in which the document received by the FTP server function is stored. In order to identify the processing job, the relationship between the folder in which the transmitted document is stored and the job to be executed is established.

In step S1401, the inside of the folder is monitored to see if a document has been sent. For example, the timing at which the device (112, 113) logs in to the FTP server and which folder in the FTP server the document is put in are monitored. The device sends related (attribute) information about the document together with the document.

In step S1402, the document information (device (11
(2,113) puts the file name, number, format, etc. of the put document). This allows multiple devices (11
(2,113) logs in to the same folder at the same timing and sends a document (multiple devices (11
(2,113) simultaneously send documents to the same job), the documents sent by each device (112,113) can be accurately grasped. It should be noted that here, the case where a plurality of devices log in to the same folder at the same timing to send a document, but a plurality of devices log in to different folders at the same timing to send a document. The same process can be applied to the case.

In step S1403, the device (11
(2, 113) logs out from the FTP server.

In step S1404, the device (11
(2, 113) log out, the document information stored in the session is written to a file. (The process from the device (112, 113) logging in to the FTP server, ending the transmission of data, and logging out is referred to as a session. That is, a document information file is written for each session.) In step S1405, the device (112, 113) )
Related (attribute) information related to the document data sent with the document data by the device (112,113) during the session.
Based on whether the number of document data indicated by the related information is different from the number of document data actually transmitted, etc. Determine whether an error occurred during document transfer.

If it is determined in step S1405 that an error has occurred, the user is notified of the error in step S1406. As a notification method, an email notification may be sent to the email address specified in the job information, or a message may be displayed on the monitor (not shown) of the document registration system 120. If it is determined that an error occurred when multiple document images were sent collectively from the device, some of the multiple document images that were successfully sent and received from the multiple document images sent from the device to the document registration system. The image may be stored in a folder in the document registration system, and the user may be notified of the document image that has been successfully transmitted and received together with an error display.

On the other hand, when it is determined in step S1405 that the document is normally transmitted / received, the document and the document information acquired from the devices (112, 113) in step S1407 are notified to the input control unit (220). Then, when the document is transmitted from the device (112, 113) to the folder of the document registration system (device control unit) without causing an error, the automatic processing job corresponding to the destination folder (in the FTP server) is executed. It is executed and can automatically register the document in the document management system. In other words, it is possible to manage whether or not the document transmitted by push from the device (112, 113) is surely transferred.

If the document image is stored in a folder in the document management system until it is determined that the document image is successfully registered in the document management system, the document image can be registered in the document management system. Even if an error occurs, the document image data will not be lost.

In addition, the device (11
2, 113) to retain document information for each session by monitoring document transmission from multiple devices (11, 11).
2, 113), the document can be reliably managed even when the document is transmitted to the same folder.

Further, when the document transmission from the device to the document registration system has failed, the user is notified, so that the user knows that the document transmission has failed, and that it is necessary to redo the document transmission.

Also, as will be described later in the release process of FIG. 17, when registering from the document registration system to the document management system, if the registration is successful, it is notified that the document management system has been registered. Since we notify the user when an error occurs, whether an error occurred when sending from the device to the document registration system, when an error occurred when registering from the document registration system to the document management system, or when registering to the document management system You will know if you have succeeded. If an error occurs during registration from the document registration system to the document management system, the document remains in the document registration system unless the document is deleted in step S950 in FIG. The user can know where the document is currently (whether it is registered in the document management system, remains in the document registration system, or transmission from the device has failed).

<Extended Document Management System Control Unit (FIG. 16)> In this embodiment, for a plurality of document management systems that manage documents in various different formats, document data acquired from a device or the like and its It can be expanded so that an index (additional information) can be registered. FIG. 16 is a diagram for explaining a correspondence when a document management system A and a document management system B that manage documents in different formats coexist on the network.

Here, since the access means and the file format of the document that can be handled generally differ depending on the type of the document management system, the document management system A
For (140), access control unit A (230),
An access control unit B (231) is provided for the document management system B (141). Then, the document registration system 120 can cope with a case where a plurality of document management systems managing documents in different formats coexist by changing the access control unit to be used according to the document management system of the registration destination.

Information necessary for accessing each document management system is stored as management data 253, which is retrieved and used as needed.

<Supplement to Release Processing of FIG. 11 (FIG. 17)
> A supplementary description regarding the release (registration) process (step S940) to the document management system will be described with reference to FIG.

In step S1200, which is a setting process for starting the release process, confirmation of necessity of the end notification, information acquisition process of the end notification destination, and the like are performed.

In step S1210, there is a process for confirming the presence / absence of remaining data to be registered in the document management system.
If all the data to be registered have not been transmitted, the process proceeds to step S1211, and if there is no remaining data, step S122.
Go to 0.

In step S1211, registration processing is performed in which data to be registered is transmitted to and registered in the document management system.

In step S1212, it is determined whether the transmitted data has been registered. If it is confirmed that the data has been registered, the process returns to step S1210, and if the registration fails, the process proceeds to step S1213.

Step S1213 is a process in the case where the data registration to the document management system has an error. Data relating to the document in which the registration error has occurred is registered as registration error document data in a predetermined worksheet, and then manually. It is possible to re-register.

In step S1220, based on the setting in S1200, it is determined whether or not it is necessary to notify the user of the completion of registration, and if not, the process ends.

If it is determined that the end notification is required, it is determined in step S1221 whether there is an error in the result of the data registration processing, and if there is no error in step S12.
In step 22, perform an email notification process to the effect that a new document has been registered to the registered registration notification email address.
On the other hand, if it is determined that an error has occurred, in step SS1223, the error information is mailed to the mail address of the error notification registered in advance.

<Automatic Document Registration Process of Document Transmitted from Device (FIG. 18)> FIG. 18 describes a flow of automatically processing the document data sent from the device up to document registration. Note that FIG. 18 describes the automatic document registration process to the document management system and the automatic form registration process to the document registration system as a registration form.

In step S1300, various items necessary for executing the automatic document processing are set in advance, and the set automatic document processing is activated.

The setting items performed here include settings relating to document input processing, folders used for form registration processing, setting of attribute information to be used, and setting of worksheets for performing processing corresponding to each attribute. There are settings etc. of the form used to perform automatic index entry.

The following are examples of the attribute information. The attribute information is used for automatic processing determination, index input, and the like.

-Device type-Folder path (file server 130, device control unit data folder 300) -Document owner information-Sender source information in FAX received document-Area analysis result, etc. In step S1301, whether a document is input or not If it is detected and a document is input, the process proceeds to step S1302. In this embodiment, the document data input from the device via the device control unit and the document data input from the device via the folder control unit can be handled collectively. In the present embodiment, it is assumed that the document sent by push from the device is input via the data folder of the device control unit. It should be noted that the detection as to whether a new document has been input to the folder is performed in steps S721 to S7 in FIG.
This is done by periodically checking the folder as in 25.

In step S1302, it is confirmed which route the input document came in.

In step S1310, it is determined whether or not the document is input via the form registration folder. If it is determined that the document is input via the form registration folder, in step S1311, the form is automatically The registration processing unit is activated to register the input document as a form.

In step S1320, various attribute information is analyzed and it is confirmed whether or not the process corresponding to the obtained attribute information is defined. For example, it is assumed that a document input via a predetermined folder A or a document input from a predetermined device is defined to be automatically registered in the folder X of a predetermined document management system.

As the attribute information, the input control unit 22
Information about devices, folders, etc. obtained from 0,
At this stage, there is information obtained by calling a process corresponding to the automatic index process and analyzing the form to obtain a predetermined target area.

In step S1321, it is determined whether or not the automatic processing corresponding to the attribute information of the input document has been detected. If not, in step S132.
Proceeding to step 3, the input document is temporarily stored and can be manually processed by the user later.

On the other hand, when the corresponding process is detected (for example, when the registration process to the folder X of the predetermined document management system is detected), the process proceeds to step S1324, and the automatic index process and the automatic release process are required. Information is read out, and in step S1330, automatic index input is performed using area information or the like corresponding to the form as needed, and in step S1340, automatic release processing is performed to register the document and index in the document management system.

In step S1350, it is determined whether or not a request for ending the automatic document processing is made. If it is made, the processing is ended. If not, the processing returns to step S1301 to continue the processing.

[0161]

As described above, according to the present embodiment, it is possible to surely know whether the document transmitted from the device to the document registration system has been successfully transmitted.

Further, since the document information for each session is held by monitoring the document transmission from the device on the protocol, even when the documents are simultaneously transmitted to the same folder from a plurality of devices, the document can be surely transmitted. Can manage.

Further, when the document transmission from the device to the document registration system fails, the user is notified, so that the user knows that the document transmission has failed, and easily knows that the document transmission needs to be redone.

Also, when the document registration system registers with the document management system, the user is notified that an error occurs. Therefore, whether the error occurred during the transmission from the device to the document registration system, the document registration is performed. The system will let you know if an error occurred during registration with the document management system. Also, if an error occurs during registration from the document registration system to the document management system,
If the document is not deleted in the document registration system, the document remains in the document registration system. Therefore, where the user currently has the document (whether it is registered in the document management system, the document registration system, The state that remains in or the transmission from the device has failed).

[Brief description of drawings]

FIG. 1 is a system configuration diagram of an embodiment of the present invention.

FIG. 2 is a block diagram showing the structure of a document registration system 120.

[Figure 3] Basic flow of document registration system

[Figure 4] Template creation process

[Figure 5] Worksheet creation process

[Figure 6] Form registration processing

[Figure 7] Area registration processing

[Figure 8] Input start button setting

[Figure 9] Input start button execution processing

FIG. 10 Index input processing

[Figure 11] Release (data registration) processing

[Fig. 12] Job creation process

FIG. 13 Job execution processing

FIG. 14 is an expanded device control unit.

FIG. 15: Process of device controller

FIG. 16 is an extended document management system control unit.

FIG. 17: Supplement of release processing

FIG. 18: Automatic document registration process for documents sent from the device

[Explanation of symbols]

100-102 user terminal 110 MFP 120 document registration system 130 file server 140 Document Management System

Continued front page    (72) Inventor Hiroyuki Seino             Kyano, 3-30-2 Shimomaruko, Ota-ku, Tokyo             Within the corporation (72) Inventor Naofumi Fukudome             Kyano, 3-30-2 Shimomaruko, Ota-ku, Tokyo             Within the corporation

Claims (20)

[Claims] 1. A document registration system for adding an index to a document and registering the document in a document management unit, the storage unit receiving a document transmitted from an external device and related information about the document and storing the received information in a folder. And a document information acquisition unit that acquires document information about a document actually stored in the folder, and compares the related information with the document information, and the document transmitted from the external device is successfully received. And a notification means for notifying that the transmission of the document has failed from the external device when the reception success / failure determination means determines that the reception has failed. Document registration system to do. 2. A registration means for adding an index to the successfully received document and registering it in the document management section; and a registration success / failure determination means for judging whether the registration by the registration means is successful. The document registration system according to claim 1, wherein the notification unit notifies that the registration of the document in the document management unit has failed when the registration success / failure determination unit determines that the registration has failed. . 3. The document according to claim 2, wherein the notification unit notifies the document management unit that the document has been registered when the registration success / failure determination unit determines that the registration is successful. Registration system. 4. The registration destination in the document management unit by the registration means is set in advance by the folder in which the document is stored, according to claim 2 or 3. Document registration system. 5. The registration unit recognizes a form that matches the document, performs character recognition on an image in an area set in the form, and uses the character recognition result as the index for the document. The document registration system according to any one of claims 2 to 4, further comprising: 6. The area is associated with an index item used for management by the document management unit, and the character recognition result is stored in the document as an index of an index item associated with each area. The document registration system according to claim 5, wherein the document registration system is additionally provided and registered in the document management unit. 7. The document registration system according to claim 1, wherein the storage unit can store a plurality of documents transmitted from a plurality of external devices at the same time. 8. The document information acquisition means acquires the document information for each session in which the external device is connected to the document registration system. Document registration system. 9. Storage means for receiving a plurality of documents simultaneously transmitted from the plurality of external devices to the same folder and related information about each of the documents and storing the received information in the folder; From the external device, using the document information acquisition unit that acquires the document information about the document actually stored in the folder for each session connected to the document registration system, and the related information and the document information. Management means for managing transmission / reception of documents to / from the folder, and registration means for adding an index to a plurality of stored documents and registering them in the document management unit based on the jobs set in the stored folders. A document registration system characterized by having. 10. A document registration method for adding an index to a document and registering it in a document management unit, the storage step receiving a document transmitted from an external device and related information about the document and storing the received document in a folder. And a document information acquisition step of acquiring document information about a document actually stored in the folder, comparing the related information with the document information, and successfully receiving the document transmitted from the external device. And a notification step of notifying that the transmission of the document has failed from the external device when the reception failure is determined in the reception success / failure determination step. How to register documents. 11. A registration step of adding an index to the successfully received document and registering it in the document management unit, and a registration success / failure determination step of judging whether or not the registration by the registration step is successful. 11. The document registration method according to claim 10, wherein, in the notification step, if the registration is unsuccessful in the registration success / failure determination step, the registration of the document in the document management unit has failed. . 12. The document according to claim 11, wherein in the notifying step, if the registration is successful in the registration success / failure determining step, the document managing section is notified that the document has been registered. How to register. 13. The registration destination in the document management unit in the registration step is set in advance in the folder in which the document is stored, according to claim 11. Document registration method. 14. In the registering step, a form matching the document is recognized, character recognition is performed on an image in an area set in the form, and the character recognition result is used as the index for the document. 14. The document registration method according to claim 11, wherein the document registration method is performed by adding the document to the document management unit. 15. The area is associated with an index item used for management by the document management unit,
15. The document registration method according to claim 14, wherein the character recognition result is added to the document as an index of an index item associated with each area and registered in the document management unit. 16. The document registration method according to claim 10, wherein the storing step can store a plurality of documents simultaneously transmitted from a plurality of external devices. 17. The document information acquisition step according to claim 10, wherein the document information is acquired for each session in which the external device is connected to the document registration method. Document registration method. 18. A storage step of receiving a plurality of documents simultaneously sent from a plurality of external devices to the same folder and related information about each of the documents and storing the received information in the folder; A document information acquisition step of acquiring document information about a document actually stored in the folder for each session connected at the time of document transmission, and using the related information and the document information, It has a management step of managing transmission / reception of documents to / from a folder, and a registration step of adding an index to a plurality of stored documents and registering them in a document management unit based on a job set in the stored folder. A document registration method characterized by the above. 19. A computer-executable program for implementing the document processing method according to claim 10 on a computer. 20. A storage medium storing a computer-readable program for implementing the document processing method according to claim 10 on a computer.