JP2004355053A - Document management device - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To overcome the problem wherein retrieval of a document file takes comparatively much trouble. <P>SOLUTION: An IM server 14 provides instant message services to a document management device 100, a first client 16a and a second client 16b. The first client 16a transmits a first instant message 20 added with a pre-processing body 28 to the document management device 100. The document management device 100 retrieves a document file related to a keyword included in the pre-processing body 28. The document management device 100 produces a second instant message 30 added with a retrieval result, and transmits it to the second client 16b. Thereby, it can save a user the trouble of retrieving the document file. <P>COPYRIGHT: (C)2005,JPO&NCIPI

Description

[0001]
TECHNICAL FIELD OF THE INVENTION
The present invention relates to a document management technique, and more particularly to an apparatus having a function of searching for a document to be managed.
[0002]
[Prior art]
With the development of network technology, information devices such as computers, printers, and fax machines have been connected to networks. Networking is not limited to a limited area local area network (hereinafter simply referred to as “LAN”), for example, in a company or in a building, but is a global-wide network, a so-called wide area network (hereinafter simply referred to as “WAN”). Has expanded to As the development of such infrastructure has progressed, e-mail, FTP (File Transfer Protocol), web pages, and the like have been widely used in the business scene, for example (Patent Document 1).
[0003]
As network technology is used in business, the actual business system is gradually changing. One of them is the introduction of a workflow system. This system improves the efficiency of business by electronically transmitting the conventional business of circulating paper-based circulation documents, such as slips, reports, and approval documents, to the computer of each person in charge. It is intended.
[0004]
[Patent Document 1]
JP, 2002-230411, A
[Problems to be solved by the invention]
When a plurality of users work in cooperation, for example, materials of past meetings and related materials are used. When such related materials are instructed to other users by e-mail or the like, usually, information on the file name and storage location of the materials is described in the text of the e-mail, or necessary files are attached to the e-mail. Retrieving such materials from, for example, a document management device or a file server requires a relatively large amount of labor.
[0006]
SUMMARY An advantage of some aspects of the invention is to provide a technique for facilitating a document file search operation and a document management apparatus having the search function.
[0007]
[Means for Solving the Problems]
One embodiment of the present invention relates to an apparatus for managing a document file. The apparatus includes a means for receiving a message, a search means for extracting a keyword included in the message, and searching for a storage location of a document file related to the keyword, and a transmission means for adding a search result to the message and transmitting the message. Is provided. As a result, this device can transmit a message to which information for accessing a document file related to the keyword in the received message is added. A “message” is a group of electronic character strings such as an instant message and an electronic mail, and can be transmitted between devices via a network. The “keyword” is a predetermined character string indicating, for example, the file name of the document file, data included in the document file, and the like.
[0008]
The apparatus further includes a storage unit that stores the keyword and information specifying a document file related to the keyword in association with each other, and when the keyword held in the storage unit is included in the message, The location of the document file associated with the keyword may be specified. As a result, a keyword related to the document file to be searched can be set in advance.
[0009]
The apparatus may further include a unit for extracting a transfer destination address included in the message, and a unit for setting the extracted address as a destination of the message to which the search result is added. As a result, the message with the search result added can be transmitted to the address described in the message.
[0010]
It is to be noted that any combination of the above-described components and any conversion of the expression of the present invention between a method, an apparatus, a system, a recording medium, a computer program, and the like are also effective as embodiments of the present invention.
[0011]
BEST MODE FOR CARRYING OUT THE INVENTION
<First embodiment>
FIG. 1 is a configuration diagram of a search system 10 according to the first embodiment. The search system 10 searches for a document file related to a keyword included in the character string by transmitting a character string to the document management apparatus 100 using an instant message, and outputs the instant message to which the search result is added. To transfer.
[0012]
The instant message server 14 (hereinafter simply referred to as “IM server 14”) is a server for providing an instant message service (hereinafter simply referred to as “IM service”). The IM service includes, for example, a service (hereinafter, simply referred to as “presence service”) that provides information on whether or not a user of the IM service (hereinafter, simply referred to as “IM user”) can transmit and receive a message. , And a service for transmitting messages between IM users (hereinafter simply referred to as “message service”). “Instant message” may be a generic term for the presence service and the message service, or may indicate one of the presence service and the message service. In short, the instant message is information transmitted and received in the IM service. The instant message is hereinafter simply referred to as “message”. An IM user can use an IM service by using an instant message client (hereinafter, simply referred to as an “IM client”). Hereinafter, a state in which the IM user is logging in to the IM server 14, that is, a state in which messages can be transmitted and received is referred to as an “active state”.
[0013]
In the IM service, messages are transmitted and received when the IM user is in an active state. Therefore, the IM server 14 explicitly expresses the message as a mail server used in SMTP (Simple Mail Transfer Protocol) or POP (Post Office Protocol). There is no mechanism to temporarily store messages temporarily. For this reason, the message is immediately notified to the IM client of the IM user who is the transmission destination, and push-type notification is possible. The IM server 14 may be a server that provides an existing IM service, or may be newly provided. Further, the document management device 100 may include the IM server 14. In the figure, the IM server 14 is connected to the network 12.
[0014]
The document management device 100 connects to the first client 16a and the second client 16b via the network 12. The first client 16a and the second client 16b can log in to the IM server 14 and use the IM service. The document management apparatus 100 can also log in to the IM server 14 and use the IM service. In the present embodiment, the instant message address (hereinafter simply referred to as “IM address”) of the first client 16a is “AAA”, and the IM address of the second client 16b is “BBB”. The IM address of the document management device 100 is “Server”. The IM address is information for identifying a client in the IM service.
[0015]
The first instant message 20 is an example of an instant message transmitted by the first client 16a to the document management device 100. In the destination column 22, the IM address of the document management apparatus 100 that is the transmission destination is set. In the transmission source column 24, the IM address of the first client 16a is set. In the transfer destination column 26, the IM address of the transfer destination of the instant message is set. For example, the transfer destination may be written in a range surrounded by a predetermined tag, or may be written at the beginning or end of the body part. Is also good. The point is that the IM address of the transfer destination may be written according to a predetermined rule. In the figure, the IM address “BBB” of the second client 16b is set as the transfer destination using the tag. The pre-processing text 28 is the notification content to be notified.
[0016]
The second instant message 30 is an instant message generated by the document management device 100 based on the first instant message 20, and is transmitted to the second client 16b. In the destination column 32, the IM address “BBB” of the second client 16b that is the transmission destination is set. In the transmission source column 34, the IM address “Server” of the document management apparatus 100 is set. In the transfer source column 36, the IM address “AAA” of the first client 16a that is the transfer source is set. In the post-processing text 38, a link 40 to the document file 15 held by the document management apparatus 100 is added as a result of performing a search using “document file 15” included in the pre-processing text 28 as a keyword. As described above, the document management apparatus 100 automatically adds a link to the file or data held by the document management apparatus 100, and the user himself / herself adds the link to the contents of the pre-processing text 28 using, for example, a file search application. It is possible to save the trouble of searching for a related document file, and it is possible to assist information transmission between users. In another example, the search results may simply be appended to the instant message.
[0017]
The document management apparatus 100 can be connected to a plurality of terminals (hereinafter, simply referred to as “clients 16”) such as a first client 16a and a second client 16b connected via the network 12, for example, based on a preset circulation route. Provides a document file or a specified document file. The client 16 is a browsing device for the provided document file, and displays the document file so that the user can browse the document file. In the present embodiment, the document management apparatus 100 is, for example, an apparatus having a FAX function, a scanner function, a printer function, a printer server function, a FAX server function, a copy function, or an MFP (Multi Function Peripheral) having a plurality of functions. Or a single device. The document management device 100 acquires a document file via, for example, the network 12 using such a function, or directly acquires a document file using a scanner function. The document management apparatus 100 may acquire the document file using some function.
[0018]
FIG. 2 is an internal configuration diagram of the document management apparatus 100 of FIG. The components of the document management apparatus 100 are centered on a CPU of an arbitrary computer, a memory, a program for realizing the components of the drawing loaded in the memory, a storage unit such as a hard disk for storing the program, and a network connection interface. It is understood by those skilled in the art that the present invention is realized by an arbitrary combination of hardware and software, but there are various modifications in the method and apparatus for realizing the same. Each drawing described below shows a block of a functional unit, not a configuration of a hardware unit.
[0019]
The log-in unit 414 connects to the IM server 14 to perform a log-in process of the IM service, and activates the document management apparatus 100. For this login process, the login unit 414 holds, for example, identification information (hereinafter simply referred to as “login ID”) for using the IM service and a password. Such information required for login is hereinafter referred to as “login information”. The login unit 414 may hold login information in advance, or may receive settings from an administrator of the document management apparatus 100 or the like. In the case where a plurality of IM services are supported, the login unit 414 holds login information for each IM service.
[0020]
The user information database 418 is information of a user of the document management apparatus 100, that is, information of a circulation target (hereinafter simply referred to as “user”), and whether the user is logged in to the IM server 14, that is, is in an active state. It holds information indicating whether or not this is the case. After the login unit 414 completes the login, the detection unit 416 inquires of the IM server 14 whether or not the user held in the user information database 418 is in an active state.
[0021]
The accepting unit 402 accepts a request for content transmitted from the client 16 by, for example, clicking the link 40 included in the second instant message 30 in FIG. 1, and information specifying the accepted content (hereinafter simply referred to as “content”). Identification information ”) to the reading unit 404. The reading unit 404 reads the designated content from the document file storage unit 110 of FIG. The document file transmission unit 406 transmits the document file to the client 16.
[0022]
The registration unit 408 associates a keyword specifying the document file with the document file based on the document file held in the document file storage unit 110 and stores the keyword in the search target database 410. For example, the registration unit 408 may perform a segmentation process on the document file to separate each word and associate the word with the document file, or may accept a keyword from a registrant of the document file and associate the keyword with the document file. . The registration process may be automatically performed when the document file is registered in the document file storage unit 110, or may be performed according to an instruction of the administrator or the user of the document management apparatus 100.
[0023]
The transmission / reception unit 420 includes a reception unit 422 that receives an instant message, and a transmission unit 424 that transmits an instant message. The receiving unit 422 receives the first instant message 20 of FIG. The extracting unit 428 extracts the IM address of the second client 16 b set in the transfer destination field 26 from the first instant message 20, outputs the IM address to the destination setting unit 430, and outputs the unprocessed text 28 to the replacing unit 426.
[0024]
The replacement unit 426 supplies the pre-processing text 28 to the search unit 412. The search unit 412, for example, separates the pre-processing text 28 into words and separates them, and determines whether or not there is a word that matches the keyword held in the search target database 410. If the keyword is included in the pre-processing text 28, the search unit 412 replaces the relevant information used for specifying the document file, such as the file name, storage location, and URL of the document file associated with the keyword. Output to the unit 426. The replacement unit 426 adds a tag for linking to a document file using the related information to the keyword part in the pre-processing body 28, adds related information after the keyword, or adds a tag at the beginning or end of the sentence. And add related information. It is preferable that the replacement unit 426 adds related information so as to maintain the appearance of the pre-processing text 28, for example, by setting a link. Thereby, the post-processing text 38 of FIG. 1 is generated. The replacement unit 426 supplies the generated post-processing text 38 to the destination setting unit 430.
[0025]
The destination setting unit 430 sets the IM address supplied from the extraction unit 428 as the destination, and sets the IM address of the first client 16a that is the transmission source of the first instant message 20 in FIG. 1 as the transfer source. Then, the destination setting unit 430 outputs the second instant message 30 of FIG. The transmission unit 424 transmits the second instant message 30 to the client 16.
[0026]
FIG. 3 is a flowchart of an instant message transfer process in the document management apparatus 100 of FIG. The receiving unit 422 receives the first instant message 20 (S10). The extracting unit 428 extracts the transfer destination IM address from the first instant message 20 (S12). The search unit 412 determines whether a predetermined keyword is included in the first instant message 20 (S14). If a keyword is included (Y in S14), the keyword included in the pre-processing body 28 of the first instant message 20 is replaced with a link to a document file obtained as a search result (S16). Then, the IM address extracted in S12 is set as the destination of the second instant message 30 (S18), and transmitted as an instant message (S20). If there is no keyword to be searched in S14 (N in S14), the process proceeds to S18.
[0027]
<Second embodiment>
FIG. 4 is a configuration diagram of the search system 10 according to the second embodiment. The configuration denoted by the same reference numeral as the already described configuration has substantially the same function and operation as the already described configuration. In the drawings to be described below, a new configuration will be mainly described. In the first embodiment, since it is assumed that the current IM server 14 is used as it is, the destination of the transmission destination is set to “Server” as shown in FIG. 1 and the original transmission destination address is transferred. It had to be included in the instant message first. In the second embodiment, the communication between the IM server 200 and the document management apparatus 100 enables the original destination to be set as the destination as in the third instant message 21 in FIG. Further, the document management device 100 may include the IM server 200.
[0028]
When the IM server 200 receives the third instant message 21 from the first client 16a, the transfer unit 202 transmits the pre-process text 28 to the document management device 100 using any communication means such as an instant message or an e-mail. . The document management device 100 performs a search based on the keywords included in the pre-processing text 28. Then, the document management apparatus 100 adds the search result to the pre-processing text 28 to generate a post-processing text 38 and transmits the post-processing text 38 to the IM server 200. The transfer unit 202 receives the processed text 38 from the document management device 100. Then, the transfer unit 202 transmits the fourth instant message 31 including the post-processing text 38 to the second client 16b.
[0029]
The transfer unit 202 has a function of generating identification information for each third instant message 21 so that instant messages between the plurality of clients 16 can be processed at the same time. When transferring the pre-processing text 28 to the document management apparatus 100, the transfer unit 202 stores the third instant message 21 in the temporary storage unit 204 in association with the generated identification information. The transfer unit 202 adds the identification information to the pre-processing text 28 and transmits the same to the document management apparatus 100. When the post-processing text 38 is received from the document management apparatus 100, the transfer unit 202 replaces the pre-processing text 28 of the third instant message 21 associated with the identification information included in the post-processing text 38 with the post-processing text 38. Then, a second instant message 31 is generated and transmitted to the second client 16b. The transfer unit 202 removes the identification information when replacing the post-processing text 38. In another example, the transfer unit 202 adds the transmission destination IM address and the transmission source IM address of the third instant message 21 to the pre-processing text 28 and transmits the text to the document management apparatus 100. When the message 38 is received, the destination IM address and the source IM address added to the post-processing text 38 may be extracted and set as the destination and the source of the fourth instant message 31. This eliminates the need to provide the temporary storage unit 204.
[0030]
The IM server 200 has a function of transmitting the pre-processing text 28 to the document management apparatus 100 and receiving the post-processing text 38, so that the user can use the IM address of the partner who wants to communicate in the same manner as a normal instant message. May be set as the destination of the third instant message 21. Thus, the user can exchange instant messages without being conscious of the search processing in the document management apparatus 100.
[0031]
The present invention has been described based on the embodiments. It should be understood by those skilled in the art that the embodiments are exemplifications, and that various modifications can be made to the combination of each component and each processing process, and that such modifications are also within the scope of the present invention. . As a modified example, by transmitting an instant message to which a search expression for searching for a document file is added to the document management apparatus 100, the document management apparatus 100 may return a search result added to the instant message.
[0032]
The receiving unit 422 of FIG. 2 receives the instant message and outputs it to the extracting unit 428. The extraction unit 428 extracts a search expression included in the body of the instant message. The search expression may be, for example, an SQL (Structured Query Language) or a character string described in a predetermined format. The search unit 412 refers to the search target database 410 based on the search formula, and outputs a search result to the replacement unit 426. The replacement unit 426 generates a response message including the search result. If the IM address of the transfer destination is set in the first instant message 20 of FIG. 1, the destination setting unit 430 sets the IM address of the transfer destination to the destination address, and sets the IM address of the transfer destination to the second IM address. If not set in one instant message 20, the IM address of the transmission source is set as the transmission destination. Then, the transmitting unit 424 transmits the instant message including the search result. Thus, a search result can be obtained by an instant message by adding a search expression to the instant message.
[0033]
The document management apparatus 100 described with reference to FIGS. 1 to 4 can also be used by being incorporated in a workflow apparatus that circulates a document file, a file server, a website, or another apparatus that provides a document file. The method of incorporation into each device is arbitrary. Hereinafter, as an example, a form in which the information processing apparatus is incorporated in a workflow device will be described.
[0034]
FIG. 5 is an internal configuration diagram of a workflow device 900 having the functions of the document management device 100 according to the embodiment. In this figure, the internal configuration of the providing unit 400 is substantially the same as that of the document management apparatus 100 described with reference to FIG. 2, and the document file storage unit 110 of FIG. I have. By providing the function of the document management apparatus 100 in the workflow apparatus 900, for example, when a user discusses a document file that has already been circulated using instant messages, or when the user cites the document file and communicates with the user, the user is automatically notified. This is convenient because a link to the document file is added. Hereinafter, each configuration of the document management apparatus 100 will be described.
[0035]
The input unit 102 receives a document file to be circulated using any of a facsimile function, a scanner function, an e-mail receiving function, a file server function, and the like. The input unit 102 outputs the received document file to the storage processing unit 200 together with information for specifying the provider of the document file (hereinafter, simply referred to as “provider information”). The provider information includes, for example, the source telephone number of the facsimile image, the source address of the e-mail, the IP address of the source when the document file was received by FTP, and information indicating that the document file was captured by the scanner. is there.
[0036]
The route information storage unit 104 holds a circulation route (hereinafter, simply referred to as “route information”) in which a circulation order is determined for each of a plurality of circulation target persons in association with the identification information (hereinafter, simply referred to as “route ID”). I do. The route selection information storage unit 106 holds information (hereinafter simply referred to as “route selection information”) for selecting a circulation route based on the source information of the document file, and, for example, associates the provider information with the route ID. Attach and hold. The storage processing unit 200 refers to the route selection information storage unit 106, specifies the route ID associated with the provider information supplied from the input unit 102, and converts the route information associated with the route ID into the route information. Read from the storage unit 104. Then, the storage processing unit 200 creates an individual circulation route (hereinafter simply referred to as “individual route information”) as an initial value for each document file supplied from the input unit 102 based on the route information. Thereafter, the storage processing unit 200 stores the document file in the document file storage unit 110 in association with the identification information (hereinafter simply referred to as “document ID”), and stores the individual path information in association with the document file. Stored in the unit 108.
[0037]
The providing unit 400 sequentially provides a document file to the circulation target person based on the individual path information held in the circulation status storage unit 108. As described above, the storage processing unit 200 generates the individual route information based on the provider information, so that, for example, an order form received as a FAX image from a customer can be automatically circulated along a previously registered circulation route. it can. In the present embodiment, the providing unit 400 has a function as a server that provides a web page (hereinafter, simply referred to as a “web server function”), and converts a document file into a client 16 in, for example, an HTML (Hyper Text Markup Language) format. To provide. The access right to the document file is set for each circulation target so that the document file can be simulated using the web server function, and the providing unit 400 operates the client 16 operated by the circulation target having the access right. Provide a document file to. This access right is held in the circulation status storage unit 108 together with the individual route information, and when the circulation target person views the document file or completes a predetermined operation, the access right is moved to the next circulation target person. . In the present embodiment, the processing of moving the access right is performed by a processing unit 250 described below based on an instruction from the management unit 500. Further, the providing unit 400 provides the function of the document management apparatus 100 described with reference to FIGS. 1 to 3, searches for a document file corresponding to a predetermined keyword included in the body of the instant message, and returns the search result to the document file. Attach to instant message.
[0038]
The setting unit 300 generates route information and route selection information based on an instruction from the circulation manager, and stores them in the route information storage unit 104 and the route selection information storage unit 106, respectively. Further, the setting unit 300 updates the individual route information generated by the storage processing unit 200 based on an instruction from the circulation manager. This allows the person in charge of circulation to freely customize the individual route information. For this setting operation, the setting unit 300 may display a setting screen on the client 16 of the circulation manager, for example, and accept various settings via the screen, or the setting unit 300 is provided in the document management apparatus 100. Various settings may be received via an operation panel or the like.
[0039]
The management unit 500 manages the circulation status for each document file. The detecting unit 502 detects the document file provided by the providing unit 400 and outputs the document file to the browsing management unit 600 and the term management unit 700. The browsing management unit 600 manages the browsing status of each circulation target person for each document file. The time limit management unit 700 manages a time limit such as a viewing time limit of each circulation target person for each document file. The notifying unit 800 notifies a designated destination based on an instruction from the browsing management unit 600 or the term management unit 700. The processing unit 250 responds to an instruction from the management unit 500, for example, print processing, storage of a document file in another medium, notification, deletion of a document file from the document file storage unit 110, change in circulation status, transfer of access rights, and the like. Is performed.
[0040]
As described above, by incorporating the document file into various devices for managing the document file, the usability of the document file stored in the device is increased, and a convenient device can be provided.
[0041]
【The invention's effect】
According to the present invention, it is easy to search for a document file held in a document management device, and convenience is improved.
[Brief description of the drawings]
FIG. 1 is a configuration diagram of a search system according to a first embodiment.
FIG. 2 is an internal configuration diagram of the document management device of FIG. 1;
FIG. 3 is a flowchart of an instant message transfer process in the document management device of FIG. 2;
FIG. 4 is a configuration diagram of a search system according to a second embodiment.
FIG. 5 is a configuration diagram of a workflow device having a function of a document management device.
[Explanation of symbols]
10 search system, 14 IM server, 100 document management device, 202 transfer unit, 204 temporary storage unit, 402 reception unit, 404 read unit, 406 document file transmission unit, 408 registration unit, 410 search target database, 412 search unit, 414 Login section, 416 detection section, 418 user information database, 420 transmission / reception section, 422 reception section, 424 transmission section, 426 substitution section, 428 extraction section, 430 destination setting section.

Claims (3)

Means for receiving the message;
Search means for extracting a keyword included in the message and searching for a document file related to the keyword;
Transmitting means for adding a search result to the message and transmitting the message;
A document management device comprising: A storage unit that stores the keyword and information specifying a document file related to the keyword in association with each other;
2. The document management apparatus according to claim 1, wherein when the keyword held in the storage unit is included in the message, the search unit specifies the location of a document file associated with the keyword. . Means for extracting a transfer destination address included in the message,
Means for setting the extracted address to the destination of the message to which the search result has been added;
The document management apparatus according to claim 1, further comprising:

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