JP2003140953A - Automatic distribution control system for document - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide an automatic distribution control system for documents, capable of automating the distribution of documents in a document (file) delivery system, a document management system and a work flow system without inputting an address and previously registering the same to save the time and trouble of a system manager, a general user and the like. SOLUTION: When the document is stored in a folder of a document storing means by a user, the storage is detected by a document storage detecting means (S1). A security information read-out means reads out security information to a folder to which the detected document belongs (S2), and decodes the same by a security information decoding means (S3). A user discriminating means generates an address list for determining the document distributing destination on the basis of security information (S4). The document distribution means distributes the document to a folder by each address according to the number of addresses and the name of the address (S5).

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to an automatic document distribution control system, and more specifically, when distributing a document (file) in a document (file) distribution system, a document (file) management system, a workflow system, etc.
The present invention relates to an automatic distribution control method for documents (files) that can be automated without inputting destinations or performing pre-registration and save the labor of system administrators and general users.

[0002]

2. Description of the Related Art As an example of a document (file) distribution system, Japanese Patent Publication No. 6-23962 and Japanese Patent Laid-Open No. 2000-
Those described in Japanese Patent Publication No. 99385 are known.
The "data object automatic distribution control method and apparatus" described in Japanese Patent Publication No. 6-23962 is a method for automatically controlling distribution of a plurality of data objects to a plurality of destinations in a computer integrated manufacturing environment, and is a method of parallel distribution. , A serial distribution (destination A → destination B → destination C → ...) Can be selected and executed. In addition, "Security method and system for sharing a file among a plurality of users and a recording medium on which the method is programmed and recorded" described in Japanese Patent Application Laid-Open No. 2000-99385 uses a group key based on input information. Create and import this group key, set the usage conditions of the group key you want to use when encrypting the file, and embed one or more key information in the header part of the encrypted file. This is a security method for sharing with users.

[0003]

Conventionally, the distribution of documents (files) has been done by (1) attaching a file to an e-mail, (2) e-mailing the location of a registered document, and (3) ) Document storage parts such as folders in advance,
Alternatively, it was realized by using an address book of a distribution destination registered by the user in the document distribution server. However, in recent years, customer satisfaction (CS; Customer's Sat) has been realized.
It was not enough among the demands for improvement of isfaction) and improvement of appliances. Therefore, the present invention relates to the distribution of documents (files) and the like, and particularly aims to improve the operability and reduce the labor, and to distribute the documents and the like without the need for a dedicated address book or the like. (Claim 1)

Further, in determining the actual distribution destination, it is another object to automate the correspondence between the distribution source and the distribution destination. (Claim 2) Further, conventionally, in the case of various distributed materials, for example, documents such as meeting minutes and materials, the same document is sent to many destinations such as attendees, absentees, or their superiors, and the same information is sent. It was stored in many places. Therefore, it is an object to eliminate such waste of resources. (Claim 3)

Further, in the inventions of claims 1 to 3, there is a possibility that the case where the distribution destination cannot be specified cannot be dealt with, but it is an object to prevent such a situation from occurring. (Claim 4) Further, in the generation of a new destination, the user often does not notice the existence of the new destination, and there are cases in which the information cannot be utilized effectively. The purpose is to make effective use.
(Claim 5)

Further, as in the conventional case, the user can operate the document by
Since notification by a message such as "there is a restriction of authority" at the time of selection / viewing is redundant, the steps up to the confirmation by the user are redundant, and the purpose is to prevent such redundancy. (Claim 6)

[0007]

The present invention has been made to solve the above problems, and the invention of claim 1 stores a document in a folder and distributes the document stored in the folder. At the time of first distribution, the destination is determined and distributed by utilizing security information such as a user access right list set in the folder.

According to a second aspect of the present invention, in the automatic document distribution control system according to the first aspect, the security information set in the folder and the distribution destination are associated with each other when the distribution destination is a folder. The destination is determined by security information such as the owner of the distribution destination folder.

The invention of claim 3 is characterized in that, in the document automatic distribution control system according to claim 1 or 2, link information to an actual document is distributed to the distribution destination.

According to a fourth aspect of the invention, in the automatic document distribution control method according to the first to third aspects, when the distribution destination cannot be specified, a new distribution destination folder is generated and distributed to the new distribution destination folder. Is characterized by.

According to a fifth aspect of the present invention, in the automatic document distribution control system according to the fourth aspect, the storage destination information of the new distribution destination folder is notified to the corresponding user of the new distribution destination folder.

According to the sixth aspect of the present invention, in the automatic document distribution control system according to the first to fifth aspects, the security information such as the user access right list set in the folder is used in accordance with the access right of each user. It is characterized in that additional information is added and distributed.

[0013]

BEST MODE FOR CARRYING OUT THE INVENTION Embodiments of the present invention will be described below with reference to FIG.
~ It demonstrates based on the Example shown in FIG. 1 is a block diagram showing the overall configuration of an embodiment of the present invention.
9 is a diagram common to the invention of claim 6. FIG. According to the automatic distribution control method for documents (files) and the like of the present invention, when documents (files) and the like are stored in a folder, security information such as a user access right list set in the folder is used to determine a distribution destination. The various security processing units 10, the control unit 20, and the document various processing units 3 are distributed.
0, the document / folder storage unit 40, the distribution destination folder various processing unit 50, the link information various processing unit 60, the folder generation processing unit 70, the folder generation notification processing unit 80, the additional information addition processing unit 90 to the distributed product, and the like. , These are bus 100
Connected through.

The various security processing section 10 comprises security information adding means 11, security information reading means 12, security information decoding means 13 and user identifying means 14, and various document processing section 30 includes document storage means 3.
1, a document storage detection unit 32, a document distribution unit 33, and a destination list generation unit 34, various distribution destination folder processing unit 5
0 is provided with a distribution destination folder list collection means 51, a distribution destination folder identification means 52, a link information various processing section 60, a link information (shortcut) generation means 61, and a link information (shortcut) distribution means 62. In addition,
In this specification, "security information" means information for identifying a user or a group, types and rights of access rights of users (groups), and "distribution" means classification, distribution (sending), etc. And "document" means a file, a collection of files, or the like.

(Explanation of Claim 1) The invention of Claim 1 is a technique for improving operability and reducing labor in response to the recent demand for improvement of customer satisfaction (CS) or improvement of appliances. This problem has been solved by the security information giving means 11, the security information reading means 12, the security information decoding means 13, the user (group) identifying means 14, the document storing means 31, the document storing detecting means 32, the document distributing means 33, the destination. List generation means 34,
This is implemented by a configuration including the document / folder storage unit 40 and the like.

The operation of the invention of claim 1 will be described.
FIG. 2 is a flow chart showing the operation of the invention of claim 1.
When a document is stored in the folder of the document storage unit 31 by a function such as registration of a document by a user and distribution of a file such as FAX or electronic mail, the document storage detection unit 32 that monitors the document / folder storage unit 40 stores the document. Is detected (step 1). The security information reading means 12 reads the security information for the detected folder to which the document belongs (step 2), and the security information decoding means 13 decodes it (step 3). FIG. 3 is a diagram showing an example of this security information. The user (group) identification means 14 creates a destination list that determines the document distribution destination based on this security information (step 4). FIG. 4 is a diagram showing an example of the destination list generated in step 4. As shown in FIG. 4, the document distribution unit 33 distributes the document to, for example, a folder for each destination based on the number of destinations and destination names (step 5). The relationship between the folder where the document is stored and the distribution destination is
The same document / folder storage unit 40 and a remote environment such as a client-server environment are possible.

(Explanation of Claim 2) The invention of Claim 2 automates the correspondence between the distribution source and the distribution destination in determining the actual distribution destination. When the distribution destination is a folder, distribution is performed. The destination is determined by security information such as the owner (owner / creator) of the destination folder. The security information assigning means 11, the security information reading means 12, the security information decoding means 13, the user (group) identifying means 14, Implemented by a configuration including a document storage unit 31, a document storage detection unit 32, a document distribution unit 33, a destination list generation unit 34, a document / folder storage unit 40, a distribution destination folder list collection unit 51, a distribution destination folder identification unit 52, and the like. To be done.

The operation of the invention of claim 2 will be described.
FIG. 5 is a flow chart showing the operation of the invention of claim 2.
The processing of steps 11 to 13 is the same as the processing (FIG. 2) of the invention of claim 1. The distribution destination folder list collecting means 51 collects the folder list (step 1
4) The distribution destination folder identification means 52 identifies the owner (owner) of each folder (step 15), and the destination list generation means 34 generates a destination list based on this and the decryption information obtained in step 13. (Step 16). Figure 6
FIG. 7 is a diagram showing a layout example of security information of distribution destination folders. Next, the document distribution unit 33 distributes the document to folders based on the destination list generated in step 16 (step 17).

(Explanation of Claim 3) The invention of Claim 3 is characterized in that waste of resources, such as sending the same document to a large number of destinations and storing the same information at a large number of places, is secured. Information providing means 11, security information reading means 12, security information decoding means 13, user (group) identification means 14, document storage means 31, document storage detection means 32, document distribution means 33, destination list generation means 34, documents / folders Storage unit 40, distribution destination folder list collection means 51, distribution destination folder identification means 52,
This is implemented by a configuration including a link information (shortcut) generation unit 61, a link information (shortcut) distribution unit 62, and the like.

The operation of the invention of claim 3 will be described.
FIG. 7 is a flow chart showing the operation of the invention of claim 3.
The processing of steps 21 to 24 is the same as the processing (FIG. 2) of the invention of claim 1. The link information (shortcut) generating means 61 generates the link information (shortcut) for the document detected in step 21 (step 25). However, this timing may be immediately after step 21. The link information (shortcut) distribution means 62 sends the link information (shortcut) for each destination list generated in step 24 (step 26).

(Explanation of Claim 4) The invention of claim 4 eliminates the possibility of not being able to deal with the case where the distribution destination cannot be specified. In the inventions of claims 1 to 3, the distribution destination is specified. If it is not possible, a new distribution destination folder is created and distributed to the newly created folder. Security information adding means 11, security information reading means 12, security information decoding means 13, user (group) identifying means 14, Document storage means 31, document storage detection means 32, document distribution means 33, destination list generation means 34, document / folder storage section 40, distribution destination folder list collection means 51, distribution destination folder identification means 52,
This is implemented by a configuration including a link information (shortcut) generation unit 61, a link information (shortcut) distribution unit 62, a folder generation processing unit 70, and the like.

The operation of the invention of claim 4 will be described.
FIG. 8 is a flow chart showing the operation of the invention of claim 4.
The processing of steps 31 to 35 is the same as the processing (FIG. 5) of the invention of claim 2. In step 36, it is determined whether or not a destination to be applicable is found in the information obtained in steps 34 and 35, and if there is no destination, the folder generation processing unit 70 generates a distribution destination folder (step 37). Further, at this time, the destination is given to the newly created folder as its owner. It is the security information giving means 11 that controls it. This part may be repeated. As a result, all the destinations can be determined, so that steps 38 and 39 and the same processing (FIG. 5) as the invention of claim 2 can be realized.

(Explanation of Claim 5) The invention of Claim 5 focuses on the fact that when a new destination is generated, the user often does not notice the existence of the new destination and the information cannot be effectively utilized. According to the invention of claim 4, in order to notify the newly generated storage destination information to the distribution destination users, the security information assigning means 11, the security information reading means 12, the security information decoding means 13, the user (group) identifying means 14 , Document storage means 31, document storage detection means 32, document distribution means 33, destination list generation means 34, document / folder storage section 40, distribution destination folder list collection means 51, distribution destination folder identification means 52,
This is implemented by a configuration including a link information (shortcut) generation unit 61, a link information (shortcut) distribution unit 62, a folder generation processing unit 70, a folder generation notification processing unit 80, and the like.

The operation of the invention of claim 5 will be described.
FIG. 9 is a flow chart showing the operation of the invention of claim 5.
The processing of steps 41 to 49 is the same as the processing (FIG. 8) of the invention of claim 4. The folder generation notification processing unit 80 notifies the owner (owner) of the folder generated in step 47 of the folder generation and distribution (step 50).

(Explanation of Claim 6) According to the invention of Claim 6, in the notification by the message such as "there is a restriction of authority" at the time of selecting / viewing a document by the user operation, the steps until the user confirms Focusing on the redundancy, in the inventions of claims 1 to 5, the additional information according to the access right of each user is added by the security information (user access right list etc.) set in the folder. Distributing and distributing security information 11, security information reading means 12, security information decoding means 13, user (group) identification means 14, document storage means 31, document storage detection means 32, document distribution means 33, destination list generation means 3
4, document / folder storage unit 40, distribution destination folder list collection unit 51, distribution destination folder identification unit 52, link information (shortcut) generation unit 61, link information (shortcut) distribution unit 62, folder generation processing unit 70,
It is implemented by a configuration including a folder generation notification processing unit 80, a distribution information addition processing unit 90, and the like.

The operation of the invention of claim 6 will be described.
FIG. 10 is a flowchart showing the operation of the invention of claim 6. The processing of steps 61 to 64 is the same as the processing of the invention of claim 3 (FIG. 7). The additional information addition processing unit 90 to the distributed article adds the security information of the destination obtained in step 63 as additional information to the document detected in step 61 (step 65). Document distribution means 33 or link information (shortcut) distribution means 6
2, the document or link information (shortcut) is sent (step 66). On the destination side, based on the distributed document or the additional information of the link information (shortcut), for example, when documents A, B and C shown in FIG. 11 are distributed, the distribution list of user-1 is displayed. If the GUI expression as shown by 12 is performed, the authority is obvious.

[0027]

As is apparent from the above description, the present invention has the following effects. According to the invention of claim 1, since it is automated without inputting the destination when distributing the document or pre-registering, the labor of the user (system administrator, general user, etc.) is saved, and the document is erroneously distributed. Can be prevented.

According to the second aspect of the present invention, when the document is distributed, it can be performed without inputting the destination or pre-registering the correspondence of the distribution destination, and since it is automated, the user (system administrator, (General user etc.) can be saved.

According to the third aspect of the invention, since only the link information (shortcut) is distributed, it is possible to manage individual information with the minimum required resources.

According to the invention of claim 4, automation can be further promoted as compared with the inventions of claims 1 and 2.

According to the invention of claim 5, folder generation,
Alternatively, notification of document or link information (shortcut) distribution can be expected to improve usability.

According to the invention of claim 6, the authority can be understood at a glance by performing GUI expression based on the additional information.

[Brief description of drawings]

FIG. 1 is a block diagram showing an overall configuration of an embodiment of the present invention.

FIG. 2 is a flowchart showing the operation of the invention of claim 1.

FIG. 3 is a diagram showing an example of security information.

FIG. 4 is a diagram showing an example of a destination list.

FIG. 5 is a flowchart showing an operation of the invention of claim 2;

FIG. 6 is a diagram showing a layout example of distribution destination folder security information.

FIG. 7 is a flowchart showing the operation of the invention of claim 3;

FIG. 8 is a flowchart showing the operation of the invention of claim 4;

FIG. 9 is a flowchart showing the operation of the invention of claim 5;

FIG. 10 is a flowchart showing the operation of the invention of claim 6;

FIG. 11 is a diagram showing an example of a layout of additional information.

FIG. 12 is a diagram showing a representation example of the information of FIG. 11.

[Explanation of symbols]

10 ... Various security processing units, 11 ... Security information giving means, 12 ... Security information reading means, 1
3 ... Security information decoding means, 14 ... User identification means, 20 ... Control part, 30 ... Document various processing parts, 31 ... Document storage means, 32 ... Document storage detection means, 33 ... Document distribution means, 34 ... Destination list generation means , 40 ... Document / folder storage unit, 50 ... Distribution destination folder various processing unit, 51 ... Distribution destination folder list collecting unit, 52 ... Distribution destination folder identifying unit, 60 ... Link information various processing unit, 61 ... Link information (shortcut) Generation means, 62 ... Link information (shortcut) distribution means, 70 ... Folder generation processing section, 8
0 ... Folder generation notification processing unit, 90 ... Addition information addition processing unit for distributed material, 100 ... Bus.

Claims (6)

[Claims] 1. When storing a document in a folder and distributing the document stored in the folder to distribution destinations, the destination is determined using security information such as a user access right list set in the folder, An automatic document distribution control method characterized by distribution. 2. The automatic document distribution control method according to claim 1, wherein the security information set in the folder and the distribution destination are associated with each other when the distribution destination is a folder. An automatic document distribution control method characterized in that the destination is determined by security information such as the owner of the document. 3. The automatic document distribution control system according to claim 1, wherein link information to an actual document is distributed to the distribution destination. 4. The automatic document distribution control method according to claim 1, wherein when the distribution destination cannot be specified, a new distribution destination folder is generated and distributed to the new distribution destination folder. Automatic document distribution control method. 5. The automatic document distribution control method according to claim 4, wherein the storage destination information of the new distribution destination folder is notified to the corresponding user of the new distribution destination folder. . 6. The automatic document distribution control method according to claim 1, further comprising security information such as a user access right list set in the folder, the additional information according to an access right of each user. An automatic document distribution control method characterized by giving and distributing documents.