JP2004118354A - Document management system and document management program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To manage a related document group 21 and its production operations from the start to the end, after its production. <P>SOLUTION: A document management system is provided with; a means 26 which selects a symbol for specifying each document, regarding a plurality of documents 21 to be collectively managed; a means 25 that classifies each document 21 at least into two categories and generates document management information, which is arranged in the two-dimensional direction so that the symbol is arranged on the corresponding coordinates with its vertical axis for one category and its horizontal axis for the other category, on the basis of the classification; and a means which displays the document management information thus produced. <P>COPYRIGHT: (C)2004,JPO

Description

[0001]
TECHNICAL FIELD OF THE INVENTION
The present invention relates to a document management system and a document management program for managing a large number of documents so that the interrelationship and status of each document can be viewed.
[0002]
[Prior art]
Generally, in order to manage a large number of documents on a computer, each document is classified by category and stored in a folder with a category name. When there is a category from a higher category to a lower category, each document is classified by a tree-like hierarchical structure. When extracting a target document from a large number of documents classified in this way, a method such as a keyword search is used. Full text search is also often used. Furthermore, a technique has been introduced in which a large number of documents are classified by focusing on the category, and the information space is visualized so that the documents can be easily searched (see Patent Document 1).
[Patent Document 1]
JP-A-8-263514 (FIG. 5 and the like)
[0003]
[Problems to be solved by the invention]
By the way, the conventional techniques as described above have the following problems to be solved.
In the general document management method as described above, in order to confirm how each document is systematically classified and arranged, a folder name having a hierarchical structure is viewed. However, for example, in order to collectively manage documents having a certain degree of relevance and clarify the relationship and status of those documents, a list of folder names and document names is not sufficient. For example, if a table in which document names are systematically listed in hypertext is created, the relative positions of related documents can be understood. However, it is merely an organized display of the completed documents. The present invention has been made in view of the above points, and has as its object to provide a document management system and a document management program capable of managing related documents, from before completion to after completion, including creation work. Aim.
[0004]
[Means for Solving the Problems]
The present invention employs the following configuration to solve the above points.
<Configuration 1>
A means for classifying a plurality of documents to be managed collectively by focusing on two or more categories, and setting any one of the categories as the vertical axis and the other as the horizontal axis, A means for generating document management information, and a means for displaying the document management information, in which symbols for specifying the document management information are arranged in a two-dimensional direction so as to be arranged at corresponding coordinates based on the classification. A document management system characterized by the following.
[0005]
The plurality of documents are documents that are collectively managed for a predetermined purpose. Its purpose is arbitrary. The contents of the object and the number of documents are arbitrary. The classification into at least two categories is for generating a coordinate system in which one type of category is set as a vertical axis and another type of category is set as a horizontal axis. The content of the category is arbitrary. The symbol for specifying each document is, for example, a document name. The symbols are arranged at the corresponding coordinates according to the classification of the document. Thereby, the symbols of the stored documents are arranged by being classified based on two or more categories, and the correlation between all the documents is listed. Because it is possible, systematic management of the document group is easy. Note that the vertical axis and the horizontal axis do not necessarily have to be orthogonal coordinates. The display is a display device using a computer, and its configuration is arbitrary. As the symbol, in addition to a character indicating the name of the document, such as a document name, a figure such as a symbol or an icon indicating the document may be used. Displaying the created document management information is not limited to processing for directly displaying the result on a display or the like. The processing also includes storing the document management information in a storage device, uploading the document management information, and browsing through a network.
[0006]
<Configuration 2>
In the document management system according to the first aspect, the means for generating document management information may include an area where symbols of a plurality of documents can be arranged at each coordinate, and arrange the symbols in the area in the two categories. A document management system characterized in that it is determined based on another category.
[0007]
Although one coordinate is determined based on the two types of classification, symbols of a plurality of documents can be arranged here. Then, these documents are classified based on another new category. This makes it possible to classify documents based on three or more categories.
<Configuration 3>
3. The document management system according to configuration 1 or 2, wherein at least one category includes document creation source information.
[0008]
When multiple sources cooperate to create multiple documents for a given purpose, if the documents are classified by source and the document names etc. are arranged in that order, the status of the document creation can be seen at a glance become. The creator information includes information directly representing the creator and information indirectly represented by a symbol or the like.
[0009]
<Configuration 4>
The document management system according to the first or second aspect, wherein the document included in the document management information includes a document that is being created or is not yet created.
[0010]
The target documents include documents that have not yet been created as well as documents that have been created. As a result, it is possible to see at a glance what kind of document is to be created as a whole, what is the state of creation of each document, and the like.
[0011]
<Configuration 5>
The document management system according to the fourth aspect, characterized in that the attribute information of each symbol includes information indicating the progress of the creation of each document.
[0012]
Not only documents that have been created but also documents that have not been created are included in the document management information, so information indicating the progress of the creation of each document is included. The format and content of the information indicating the progress are arbitrary.
[0013]
<Configuration 6>
In the document management system according to the fourth aspect, the document management information is configured by arranging symbols indicating the documents in a two-dimensional direction, and each symbol includes information visually indicating the progress of the creation work of each document. A document management system characterized in that
[0014]
The information that visually indicates the progress of the creation of each document is information such as the shape, pattern, and color of the symbol. For example, the shape of the icon indicating the document is made different depending on the degree of completion of the document. If the progress status is represented not by the attribute information but by the shape of the symbol shown in the document or the like, the status of each document becomes obvious.
[0015]
<Configuration 7>
3. The document management system according to configuration 1 or 2, wherein the attribute information of the symbol includes update history information of the document.
[0016]
The update history information may include not only the information indicating the update date and time, but also the contents of the document itself before and after the update. For example, the difference due to the update may be displayed.
[0017]
<Configuration 8>
3. The document management system according to configuration 1 or 2, wherein the attribute information of the symbol includes information indicating a right to handle the document.
[0018]
The information indicating the document handling authority is information such as a reference authority, a rewriting authority, and a deletion authority of the document. This clarifies the responsibility for document management.
<Configuration 9>
In the document management system according to the first or second aspect, a document creation request message that is a document to be included in the document management information and is addressed to a creation source of the document being created or not yet created is transmitted at a predetermined timing. A document management system, comprising:
[0019]
Each document included in the document management information is a document necessary for a certain purpose as a whole, and inconvenience occurs when completion is delayed or insufficient. Since the document management information includes the status information of each document, it is possible to automatically extract information on a delayed or missing document and generate a mail or the like including a document creation request message. The content and transmission method of the document creation request message are arbitrary.
[0020]
<Configuration 10>
A process of classifying a plurality of documents to be managed collectively on the basis of two or more categories, and setting one of the categories as a vertical axis and the other as a horizontal axis, and dividing each of the above documents. A process of generating document management information in which symbols for identification are arranged in a two-dimensional direction so as to be arranged at corresponding coordinates based on the classification, and a process of displaying the document management information on a display, A document management program to be executed by a computer.
[0021]
It is an invention of a computer program that operates on the system of configuration 1.
[0022]
BEST MODE FOR CARRYING OUT THE INVENTION
Hereinafter, embodiments of the present invention will be described using specific examples.
FIG. 1 is a block diagram showing a specific example of the system of the present invention.
In the figure, a host computer 10 for performing document management is connected to a network 1. Further, a terminal device 11 is connected to the network 1 in order to browse documents stored in the host computer 10 and document management information 24 described later through the network 1. Further, another terminal device 11 is connected to the network 1 so that the creator of the document performs a document update process or the like. The network 1 is an arbitrary information communication network such as the Internet, an intranet (LAN, WAN), and a telephone network. It can be a wired network or a wireless network. The terminal device 11 may be a personal computer, a mobile computer, a mobile phone terminal, a general telephone terminal, or any other communication terminal having an information processing function and a communication function.
[0023]
The host computer 10 includes a storage device 12 and an arithmetic processing device 13. The host computer 10 comprises a personal computer or a workstation. The storage device 12 and the arithmetic processing device 13 may be built in the main body control unit 3 of the host computer 10 or may be externally attached. The arithmetic processing device 13 has installed therein computer programs such as a classification arrangement unit 25, a symbol selection unit 26, an attribute information updating unit 27, and a message transmission unit 28.
[0024]
The storage device 12 stores a document 21, attribute information 22, and a list 23. The document 21 stored in the storage device 12 is created for a predetermined purpose, and may be a document having an arbitrary content and an arbitrary format. This document 21 may include characters and graphics. Further, it is preferable that information such as the document 21 and the document management information 24 in the storage device 12 can be browsed through a network by using a predetermined URL (Uniform Resource Locator). The data can be read in HTML (Hyper Text Mark-up Language), SGML (Standard Generalized Mark-up Language), XML (exportable in a format that can be created in a browser in the form of a data file in a browser in the form of an eXtensible Markup language in a browser), and the like. Should be fine.
[0025]
The attribute information 22 is information including creation source information of each document 21 and progress information such as whether each document is being created or not yet created. Further, the attribute information 22 can include update history information of the document and information indicating the authority to handle the document. The information indicating the document handling authority includes, for example, information indicating a reference authority to read the document, a rewriting authority to rewrite the document, a deletion authority to freely delete the document, and the like.
[0026]
The list 23 is a table in which at least two types of categories are set and one category is represented on the vertical axis and the other category is represented on the horizontal axis, as will be described later with reference to FIGS. Each document is classified by category. At a position corresponding to the corresponding coordinates, a document name and a document symbol are arranged based on the classification. Each symbol has a function of linking to the corresponding document 21. The list 23 is edited in this manner, and the document management information 24 is generated. The generated document management information 24 is stored in the storage device.
[0027]
The classifying and arranging means 25 has a function of classifying the document 21 according to a certain purpose as described above and executing a process of performing a two-dimensional array on the list 23 as described above. When arranging the symbols of each document in the list 23, the symbol selecting means 26 has a function of selecting the shape and color of the symbol according to the attribute information of the document. The attribute information updating unit 27 has a function of supporting the work when the attribute information of the document is changed by operating the terminal device 11 or the like. The message transmission means 28 edits the list 23 and arranges the symbols. When it is determined that a document corresponding to any of the symbols is incomplete, the message transmission unit 28 determines the progress of the creation of the document by the creation source. It has a function to automatically check and send a message requesting early completion.
[0028]
FIG. 2 is an explanatory diagram illustrating an example of the document management information.
In the document management information 30 shown in the figure, the horizontal axis sets coordinates based on the document issuing department, and the vertical axis sets coordinates based on the document type. This document management information 30 is based on the list 23 stored in the storage device 12 shown in FIG. 1, and arranges the document names of the documents 21 as symbols in accordance with the horizontal and vertical axes shown in FIG. It was done. The documents compiled here are collected for the purpose of, for example, a list of business reports of a certain department. The categories on the horizontal axis and the vertical axis are arbitrarily selected for each list. For example, categories such as a document issuance time and a destination of a document can be considered.
[0029]
Each list is prepared to list a plurality of documents which are collectively managed for a certain purpose. Each document is classified based on two or more categories. One of the categories is arranged on the vertical axis, and the other category is arranged on the horizontal axis. If there are three or more categories, the arrangement may be devised. For example, as shown in the figure, when there are a plurality of documents that match the coordinates of “delivery management” (first category) on the vertical axis and “document issuing department B” (second category) on the horizontal axis, the third The symbol of the document belonging to the category may be arranged in the upper half of the area matching the coordinates, and the symbol of the document belonging to the fourth category may be arranged in the lower half of the coordinates. That is, an area in which symbols of a plurality of documents can be arranged at each coordinate may be provided, and the arrangement of the symbols in the area may be determined based on a category different from the above two categories. In addition, the symbol of each document may be arranged in a window that pops up when the area is clicked, based on a similar new category. This window can also be said to be an extension of the above area.
[0030]
In this example, the document name 31 is used as a symbol for specifying each document. The document names are arranged in a two-dimensional direction so as to be arranged at coordinates that match the category on the horizontal axis and the category on the vertical axis. There is no corresponding document in the blank part. This document management information 30 is displayed on the display of the host computer 10 shown in FIG. The document management information is used as follows.
[0031]
First, the user positions the cursor on one of the document names 31 in the document management information 30 and clicks it. As a result, as shown in the lower part of FIG. 2, the attribute information 32 of the document having the name is displayed. The document attribute information 32 has a format in which the index of the document is displayed in the example of FIG. That is, this document includes information indicating the results of the three types of claim processing. The index is the date of processing. Clicking on any date part displays the content 33 of the corresponding claim process. When the user clicks on a blank portion of the attribute information 32, document creation history information 34 is displayed. The version of this document is indicated and the version number is displayed. Here, when a user wants to view both the old version and the new version of the document, clicking on each version number may display the document of the corresponding version. Alternatively, the difference between the old version of the document and the new version of the document may be displayed separately. This is document creation history information.
[0032]
In FIG. 2, it is assumed that a new document corresponding to a blank portion of the list is scheduled to be created. In this case, when a blank portion is clicked, a creation schedule 35 is displayed. Here, an indication 37 of when a document to be applied to the corresponding part is created is recorded. For example, when the creation schedule is changed, the corresponding person in charge or the person in charge of the creation source can click the update button 36 to rewrite the information 37. As described above, if documents to be managed collectively for a certain purpose are arranged and managed in a list using certain symbols, what documents are in what state and what Information such as the status, which part is completed, and which part is not completed can be obtained all at once. When all the scheduled documents are completed, related documents can be arranged and browsed as they are. Therefore, it becomes a very operable tool for an administrator who manages a large number of documents.
[0033]
FIG. 3 is an explanatory diagram of document management information according to a modification of the present invention.
In the document management information 40 shown in this figure, the origin of the document is displayed as the category on the horizontal axis, and the type of document is displayed on the category on the vertical axis. Here, to the documents to be managed, icons of 〇, △ and □ are assigned as symbols, respectively. These icons are two-dimensionally arranged on the list. The arrangement is based on the rule that the icons of the documents corresponding to the categories that match the vertical and horizontal categories are arranged. Each of the icons has a meaningful shape. The icon with a triangle corresponds to a completed document. The icon with a triangle corresponds to an unfinished document. The icon 41 with a □ mark corresponds to a summary document. That is, after all the documents in the document management information other than the summarized document are completed, the contents are compiled and created to be the summarized document. Of course, this is an example, and the types of documents may be smaller or larger.
[0034]
Although not shown in this figure, for example, an icon for displaying a document that cannot be read by a person in charge of viewing the document management information 40 may be included. The icon may have a special color or a different shape from the other icons. Even if you click the icon, a display such as "There is no reference authority (access right)" may be displayed. In this way, the shape of the icon itself represents the nature of the document, and the progress of the document creation work and the handling of the document, that is, the information indicating whether the user has the reference authority or the rewriting authority, can be visually checked, and the necessary information is displayed. At a glance. In this case, there is an effect that necessary information can be grasped without checking the attribute information by clicking the icon.
[0035]
Further, as shown in this figure, when an icon of a document which has not been created is clicked, progress status information 42 is displayed. This document is a weekly report being prepared by the Nagoya Sales Office. In the progress information 42, information is recorded that this weekly report is currently being prepared and the completion schedule is August 3, 2002. As described above, when the update button 36 is clicked, the scheduled completion date can be changed. On the other hand, when the inquiry button 43 shown in the figure is clicked, an inquiry message 46 is automatically created based on the creation source information included in the attribute information. For example, if the creation work is significantly delayed or the scheduled completion date has passed, clicking this inquiry button 43 automatically sends an e-mail to the creation source to prompt the creation work. Edited to. The edited message 46 can be sent as it is, or can be sent with some editing. Clicking the button 44 allows the content of the message to be edited, and clicking the button 45 sends the message.
[0036]
FIG. 4 is a specific operation flowchart of the arithmetic processing device shown in FIG.
Steps S1 to S6 show the operations performed by the distribution arrangement unit and the symbol selection unit until document management information is created and displayed from the document 21, the attribute information 22, and the list 23 collected in the storage device 12. First, in step S1, a display request for a list to be managed is received. At this time, a list having the desired category on the vertical axis and the horizontal axis is specified. Next, in step S2, the related document 21 and its attribute information 22 are read from the storage device 12 and acquired. In step S3, an icon suitable for the nature of the document is selected from the contents of the attribute information. In the example as shown in FIG. 3, different icons are respectively selected when the document has been created and when the document has not been created. In step S4, the icons are arranged according to the category of the list. In step S5, the list is edited. As a result, the completed document management information 24 is displayed on the display of the host computer 10 in step S6.
[0037]
Steps S11 to S15 show operations for confirming, using, and editing the contents of the completed document management information. In step S11, an arbitrary symbol in the document management information is selected with a mouse or the like. When a symbol is selected, its attribute information is displayed in step S12. This is as described with reference to FIG. Here, for example, when it is desired to change the state information, the change processing of the state information is selected in step S13. In step S14, an editing screen for accepting the change is displayed. In step S15, a process of receiving change data is performed. Here, the designated part of the state information is rewritten. Thereafter, it is determined in step S16 whether the change processing has been completed. If not, the process returns to step S17. When the change processing ends, the state information is updated in step S17. In this case, the update of the status information automatically updates the attribute information. Information other than the state information included in the attribute information may be updated in a similar manner.
[0038]
FIG. 5 is an operation flowchart of the inquiry information transmission process.
This is processing such as mail transmission requesting early creation of an unprocessed document using the document management information. First, in step S21, the symbols of the document currently being created are selected by comparing the symbols of the document management information. In step S22, the progress status information is displayed by clicking the symbol. After comparing the progress information with the completion schedule and the like, if it is determined that an early creation request is required, an inquiry process is selected in step S23. This may be performed at the discretion of the administrator. For example, if the processing is delayed compared to the plan, the inquiry processing may be automatically selected.
[0039]
In step S24, an automatically created mail message is displayed. In step S25, it is determined whether to edit the contents of the message. If the message is to be edited, the process proceeds to step S26, where an editing process is performed. The edited content is updated in step S27. These will be done manually. Thereafter, in step S28, it is determined whether transmission of a message has been requested. If there is a transmission request, the process proceeds from step S28 to step S29 to transmit a message. Thus, the message for the inquiry process is transmitted to the creation source. The creator receives this e-mail and completes the document immediately. When the document is completed, the document is registered (stored) in the storage device 12 (step S30). At the same time, the creator selects a symbol of the corresponding document and updates the attribute information (step S31). Further, the symbols in the existing document management information are changed according to the attribute information (step S32).
[0040]
The computer programs installed in the arithmetic processing device described above may be configured by combining independent program modules, or may be configured by an integrated program as a whole. All or part of the processing controlled by the computer program may be configured by hardware having equivalent functions. Further, the above-described computer program may be used by being incorporated into an existing application program. The computer program for realizing the present invention as described above can be recorded on a computer-readable recording medium such as a CD-ROM, and installed and used in an arbitrary information processing apparatus. In addition, it can be downloaded and used in the memory of any computer through a network.
[Brief description of the drawings]
FIG. 1 is a block diagram showing a specific example of the system of the present invention.
FIG. 2 is an explanatory diagram illustrating an example of document management information.
FIG. 3 is an explanatory diagram of document management information according to a modified example of the present invention.
FIG. 4 is a specific operation flowchart of the arithmetic processing device shown in FIG. 1;
FIG. 5 is an operation flowchart of an inquiry information transmission process.
[Explanation of symbols]
1 network, 10 host computer, 11 terminal device,
12 storage device, 13 arithmetic processing, 21 document, 22 attribute information,
23 list, 25 classification arrangement means, 26 symbol selection means,
27 attribute information updating means, 28 message transmitting means

Claims (10)

Means for classifying a plurality of documents to be managed collectively based on two or more categories;
One of the categories is set as the vertical axis, and the other type is set as the horizontal axis, and the symbols for identifying the respective documents are arranged in the two-dimensional direction so as to be arranged at the corresponding coordinates based on the classification. Means for generating arranged document management information;
A document management system, comprising: means for displaying the document management information. The document management system according to claim 1,
The means for generating document management information provides an area in which symbols of a plurality of documents can be arranged at each coordinate, and determines the arrangement of the symbols in the area based on a category different from the two categories. A document management system characterized by: The document management system according to claim 1 or 2,
A document management system characterized in that at least one category includes document creation source information. The document management system according to claim 1 or 2,
A document management system characterized in that the documents included in the document management information include documents that are being created or that have not yet been created. The document management system according to claim 4,
A document management system, wherein the attribute information of each symbol includes information indicating the progress of the creation work of each document. The document management system according to claim 4,
A document management system, wherein the document management information is formed by arranging symbols indicating documents in a two-dimensional direction, and each symbol includes information visually indicating the progress of the creation work of each document. The document management system according to claim 1 or 2,
A document management system, wherein the symbol attribute information includes document update history information. The document management system according to claim 1 or 2,
A document management system, wherein the symbol attribute information includes information indicating a document handling right. The document management system according to claim 1 or 2,
Document management characterized by comprising means for transmitting, at a predetermined timing, a document creation request message destined to a creation source of a document being created or not yet created which is a document to be included in the document management information. system. A process of classifying a plurality of documents to be managed collectively based on two or more categories;
One of the categories is set as the vertical axis, and the other type is set as the horizontal axis, and the symbols for identifying the respective documents are arranged in the two-dimensional direction so as to be arranged at the corresponding coordinates based on the classification. Processing for generating document management information arranged,
A document management program for causing a computer to execute the process of displaying the document management information on a display.

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