JP2004355470A - Data management device and data management method - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a system normally efficiently managing related documents scattered on a network. <P>SOLUTION: This data management device comprises a means for storing and referring to contents of a document registered in a database differently from a real file using a PDF file that can be obtained by a widely-known means on the basis of the real file, a means for discriminating whether or not it is a reference document by comprising a flag, a means for determining the place of reality by comprising a region storing a pointer to the referring document, a means for registering a database from a client on the network which is not necessarily always connected and creating thumb nail icon data indicating a reference to the document, and a means for copying solely the PDF files of the respective documents when registered in the database. <P>COPYRIGHT: (C)2005,JPO&NCIPI

Description

[0001]
TECHNICAL FIELD OF THE INVENTION
The present invention relates to data management in a database or the like, and more particularly, to a data management apparatus and data management method for related documents in a multiple network environment.
[0002]
[Prior art]
For example, when a report is created and finally printed out, a document file created by a different application, for example, a document file created by a word processor, and an image file created by image processing software cannot be combined as one file. It is necessary for the user to collectively manage the related document files on the file system and, if necessary, print each document as a product.
[0003]
[Patent Document 1]
JP 2000-298581 A
[0004]
[Problems to be solved by the invention]
However, when a document is created by a user who is distributed over a plurality of networks and cooperative work is performed, an administrator finally connects to each network and treats a document scattered on the plurality of networks as one related document. Need to be put together. If there are multiple networks, it is not possible to connect due to different business hours, or it is not always possible to connect to all networks due to networks that are not operating for 24 hours or network troubles, so always refer to all integrated documents There was a problem that it could not be said that it could be managed.
[0005]
Further, due to the above problem, there is a problem that the same document is individually owned by each user, and each network resource is unnecessarily squeezed.
[0006]
In the end, the user who performs integrated management needs to have each corresponding application to refer to and print each distributed file.To refer to each document, connect to each network and copy the target document with the corresponding application. There was a problem that it was necessary to open and check the contents.
[0007]
When the document is partially updated, the administrator detects the update of each document by checking the update date of each document periodically, and the administrator only checks the updated portion of the document. Although it is necessary to replace it, there is an inefficient problem that the update is frequently forgotten because it depends on the manual operation of the administrator.
[0008]
Therefore, an object of the present invention is to create thumbnail icon data with a commercially available application viewer realized by a known technique as a means for efficiently organizing documents distributed on a network as one related document. Has a means for storing an application data file realized by a known technique by using a document format called PDF (Portable Document Format) together with original document data and storing the document in a PDF format. It is an object of the present invention to provide a data management apparatus and a data management method which is a system for performing efficient related document management by providing a flag for distinguishing between a reference destination and a reference destination.
[0009]
[Means for Solving the Problems]
In order to solve the above problems, a data management device and a data management method according to the present invention create thumbnail icon data that can easily display the contents of a document using an application viewer that can realize each document by known means. Means for providing a linked document display mode as a reference mode on the client, thereby displaying thumbnails of related documents as one document, and converting a document for checking a more detailed document body into a PDF file, A means for storing together with data, a means for storing a flag for determining whether or not a document is referred to or refers to another document in a table of each document in a database part for managing stored documents; When a document is referred to, means for storing the reference destination document ID and reference from another document In this case, the reference source document ID is stored, and when the referenced document is updated, the thumbnail data and the PDF are re-created with the updated document contents, and the reference source document ID is notified and referred. It has thumbnail icon data of the original document and means for updating the PDF data.
[0010]
The above configuration will be described again in the following (1) to (8).
[0011]
(1) means for converting the contents of a document registered in a certain database into a PDF file that can be realized by a known means based on an entity file, and storing and referencing the content separately from the entity file;
Means for determining by providing a flag for determining whether the document is a reference document,
Means for determining the location of the entity by providing an area for storing a pointer to the referenced document;
Means for registering the database from a client on the network that is not always connected and for creating a thumbnail icon data indicating that the document is being referenced when referring to the document;
Means for copying only the PDF file of each document upon registration in the database;
A data management device comprising:
[0012]
(2) In the data management apparatus, when a reference destination document is updated, a means for notifying the reference source database of the update of the document using a known technique and updating the PDF data is provided. Data management device.
[0013]
(3) In the data management device, when a document scattered in various databases is to be registered as one related document, a unit having an area for storing a related document is provided;
Means for displaying those documents as one document with a viewer using a known means,
A data management device comprising:
[0014]
(4) In the data management device, when displaying the related document, a single document is normally displayed, but a display mode storage area sets a related document display mode in a storage area. Means for controlling the display mode according to the setting of the area;
A data management device comprising:
[0015]
(5) converting the contents of the document registered in a certain database into a PDF file that can be realized by a known means based on the actual file, and storing and referencing the document separately from the actual file;
Determining by providing a flag for determining whether the document is a reference document; and
Determining the location of the entity by providing an area for storing a pointer to the referenced document; and
Registering the database from a client on the network that is not always connected and, when referring to a document, creating thumbnail icon data indicating that the document is being referenced; and
Copying only the PDF file of each document upon registration in the database;
A data management method comprising:
[0016]
(6) In the data management method, when a reference destination document is updated, a step of notifying the reference source database of the update of the document using a known technique and updating the PDF data is provided. Data management method.
[0017]
(7) in the data management method, when a document scattered in various databases is to be registered as one related document, a step of providing an area for storing a related document is provided;
Displaying the documents as a single document in a viewer using known means;
A data management method comprising:
[0018]
(8) In the data management method, when displaying the related document, a single document is normally displayed, but the display mode is stored in an area for storing the related document display mode, Controlling the display mode according to the setting of the area;
A data management method comprising:
[0019]
BEST MODE FOR CARRYING OUT THE INVENTION
Hereinafter, preferred embodiments of the present invention will be described in detail with reference to the drawings.
[0020]
【Example】
FIG. 1 is a block diagram showing a schematic configuration of a document management system (DMS) according to an embodiment of the present invention.
[0021]
As shown in FIG. 1, the DMS is constructed on the network 11 and the network 12, respectively.
[0022]
This system basically includes a DMS server 1 111 and a DMS client 1 112 in the network 11. The DMS server 1 111 is a computer that manages the entire system. In addition to network processing realized by a known technique, the DMS server 111 mainly builds document data, sends and receives document data between devices, performs security processing, Exclusive control processing among a plurality of users, management of a database that stores document data, and the like are performed. Details of the DMS server 111 will be described later with reference to FIG.
[0023]
The DMS client 1 112 is a personal computer on which a user actually performs operations such as input, reference, and output of document data. Although FIG. 1 illustrates only one DMS client for convenience, in the present embodiment, a plurality of DMS clients 1 It is assumed that the DMS client 1 112 is connected to the network 11. Details of the DMS client 1 112 will be described later with reference to FIG.
[0024]
The scanner 1 113 is a device that reads data such as characters, graphics, and images printed or written on paper, converts the data into image data, and outputs the image data, and is connected to the network 11. Each DMS client 1 112 can share the scanner 1 113 using a known technique, and can control the operation of each via the network 11.
[0025]
The printer 1 114 is shared by a plurality of DMS clients 1 112 using a known technique similarly to the scanner 1 113, and each DMS client 1 112 can control the DMS client 1 112 via the network 11. In the present embodiment, the printer 1 114 mainly serves to print out document data stored in the DMS server 1 111.
[0026]
The modem 1 115 performs transmission / reception of electronic mail and facsimile transmission / reception with another network system. The modem 1 115 is also shared by a plurality of DMS clients 1 112, and each DMS client 1 112 can control the DMS client 1 112 via the network 11.
[0027]
The CD-ROM drive 1 116 is shared by the DMS server 1 111 and the plurality of DMS clients 1 112, and the DMS server 1 111 and the like can control the DMS server 1 111 via the network 11. In the present embodiment, the CD-ROM drive 1 116 is mainly used for installing a DMS control program of the DMS server 1 111 and the DMS client 1 112.
[0028]
In this embodiment, a format in which the scanner 1 113, the printer 1 114, the modem 1 115, and the CD-ROM drive 1 116 are connected to the network 11 is adopted. However, the present invention is not limited to this. A format in which these are directly connected to 112 may be employed.
[0029]
On the other hand, the network 12 basically includes a DMS server 2 121 and a DMS client 2 122 in the same manner. The scanner 2 125, the printer 2 124, and the CD-ROM drive 2 126, which constitute the other components, have the same configurations and functions as those of the network 11, and thus detailed descriptions thereof will be omitted.
[0030]
FIG. 2 is a block diagram illustrating the configuration of the DMS server 111 in more detail.
[0031]
The CPU (Central Processing Unit) 22 performs a process shown in a flowchart described below, mainly according to each control program stored in the external storage device (HDD) 28.
[0032]
A ROM (read only memory) 23 is a basic determination program of a flowchart described later, a character font used for display / printing, and an electric signal output when a key is pressed from a keyboard (KB) 25 as an input device. A character code table corresponding to, a preset value, and the like are stored.
[0033]
A RAM (random access memory) 24 has a work area required during each process.
[0034]
Reference numeral 241 denotes a basic I / O program area, which is a work area required when the basic determination program stored in the ROM 23 operates. The CPU 22 first starts the basic I / O program 241, and then starts the OS on which the DMS operates.
[0035]
Reference numeral 242 denotes a work area for operating the OS.
[0036]
An area 243 for operating the DMS server program is an area where the DMS server program 282 stored in the HDD 28 is loaded.
[0037]
Reference numeral 244 denotes an area in which fixed data such as resources of the DMS data 283 stored in the external storage device 28 required for the operation of the DMS program is loaded.
[0038]
Reference numeral 245 denotes a work area for editing database data and the like temporarily stored in the HDD 28 for operating the DMS program.
[0039]
Reference numeral 246 denotes a work area used for other processing.
[0040]
Reference numeral 25 denotes a keyboard as an input device.
[0041]
26 is a pointing device as an input device. In this embodiment, a mouse is used.
[0042]
Reference numeral 27 denotes a display device, and the administrator of the DMS judges the progress of the operation and the result according to the display.
[0043]
Reference numeral 28 denotes an external storage device. In the present embodiment, the external storage device 28 is a general fixed disk.
[0044]
The external storage device 28 includes a basic program 281 for managing the network, a DMS server program 282 for managing the DMS, DMS data 283 such as fixed data such as resources required for the DMS program to operate, and the scanner 1. A scan program 284, which is a control program for managing the 113, is recorded. An area 285 for managing a list of databases managed by the DMS server is managed in a database format for storing and managing document data. An area 286 (DMS DB1) and an area 287 (DMS Volume1) for storing the entity of the document corresponding thereto, an area 288 (DMS PDF1) for storing data obtained by converting the document into PDF, and the like are provided.
[0045]
DMSDB1 286 will be described in further detail below with reference to FIG.
[0046]
The floppy (R) disk drive (FDD) 29 is used for storing document data in the floppy (R) disk (FD) 2A, and stores the DMS control program recorded on the floppy (R) disk 2A. Used to install.
[0047]
The control program is installed in an area of the HDD 28 such as the DMS server program 282 and the DMS data 283. The recorded contents of the floppy (R) disk 2A will be described later with reference to FIG.
Note that a CD-ROM drive and a CD-ROM storing a DMS control program may be used instead of the FDD 29 and the FD 2A.
[0048]
FIG. 3 is a block diagram illustrating the configuration of the DMS server 2 121 in more detail.
[0049]
Since the configuration and functions are the same as those of the DMS server 111 shown in FIG. 2, only the parts necessary for the present embodiment will be described.
[0050]
The external storage device 38 includes a basic program 381 for managing the network, a DMS server program 382 for managing the DMS, DMS data 383 such as fixed data such as resources required for the DMS program to operate, and a scanner 2. A scan program 384, which is a program for controlling the DMS 125, is recorded. An area (DMS database list) 385 for managing a list of databases managed by the DMS server, and a database for storing and managing document data. An area 386 (DMS DB2) managed in a format, an area 387 (DMS Volume 2) for storing the entity of a document corresponding to the area 386, an area 388 (DMS PDF2) for storing data obtained by converting the document into PDF, Have You.
[0051]
DMSDB2 386 is described in further detail below with reference to FIG.
[0052]
FIG. 4 is a block diagram illustrating the configuration of the DMS client 1 112 in more detail.
[0053]
The CPU (Central Processing Unit) 42 performs a process shown in a flowchart described below, mainly in accordance with the DMS client control program 471 stored in the external storage device 47.
[0054]
A ROM (read only memory) 43 corresponds to a basic determination program in a flowchart described later, a character font used for display and printing, and an electric signal output when a key is pressed from a keyboard 44 as an input device. A character code table for outputting a character code, a preset value, and the like are stored.
[0055]
A RAM (random access memory) 45 has a work area required during each processing.
[0056]
Reference numeral 451 denotes a basic I / O program area, which is a work area required when the basic judgment program stored in the ROM 43 operates. The CPU 42 first starts the basic I / O program, and then starts the OS on which the DMS operates.
[0057]
Reference numeral 452 denotes a work area for operating the OS.
[0058]
An area 453 for operating the DMS client is an area where the DMS client control program 471 stored in the HDD 47 is loaded.
[0059]
Reference numeral 454 denotes an area (DMS client data) into which fixed data such as resources of the DMS data 473 stored in the HDD 47 required for the operation of the DMS client program is loaded.
[0060]
Reference numeral 455 denotes a work area used in other areas.
[0061]
A flag 456 stores the display mode. The program refers to this flag to determine whether to display in the normal mode or the related document display mode.
[0062]
Reference numeral 44 denotes a keyboard as an input device. Reference numeral 46 denotes a pointing device as an input device, and in this embodiment, a mouse is used.
[0063]
Reference numeral 48 denotes a display device, and a user working on the DMS client 1 112 determines the progress of the operation and the result based on the state of the DMS user interface displayed on the display device 48.
[0064]
Reference numeral 47 denotes an external storage device, which is a DMS client control program 471 which is a program for performing data communication with the DMS server 1111 and the DMS server 2 121, a scan program 472 which is a program for controlling the scanner 1 113, The DMS program 473 includes DMS data 473 such as fixed data such as resources required for the operation of the DMS program.
[0065]
An area 474 for managing a list of databases registered for reference by the DMS client 1 112 is provided. In this list, not only the DMS server 1111 but also a list of databases managed by the DMS server 2 121 on different networks are registered.
[0066]
Reference numeral 49 denotes a floppy (R) disk drive (FDD), which is used for storing document data in the floppy (R) disk 4A and used for installing a control program of the DMS recorded in the FD 4A. .
[0067]
The control program is installed in an area of the HDD 47 such as the DMS client program 471, the scan program 472, and the DMS data 473. The recorded contents of the FD 4A will be described later with reference to FIG.
[0068]
Note that the FDD 49 and the FD 4A may be a CD-ROM drive and a CD-ROM, respectively.
[0069]
FIG. 5 is a diagram showing the management information stored in the area of the DMS database list 285 of the external storage device 28 shown in FIG. 2 in more detail, showing the management information of the database managed by this DMS server. . This management information is mainly composed of data as described below.
[0070]
Numeral 50 indicates an information group for one database, and this information group exists as many as the number of managed databases.
[0071]
Reference numeral 51 denotes a database identifier, which is an area automatically allocated for the program to identify the database. The user cannot change this area.
[0072]
Reference numeral 52 denotes a database name, which stores the name "Sales" in the present embodiment. This value is mainly referenced by the user for identification.
[0073]
An area 53 stores the storage destination of the database. In the present embodiment, the external storage device 28 in FIG. 2 can be designated as a storage destination medium. In this example, however, an area (DMS DB1) 286 managed in a database format for storing and managing document data is provided. Specified as the storage destination.
[0074]
54 is the attribute information of the database. Includes creation date, update date, security information, etc. This is configured and managed by known techniques.
[0075]
FIG. 6 is a diagram showing the contents of the area (DMS DB1) 286 for managing the document data in FIG. 2 in more detail. This includes document information managed by the database. In FIG. 6, each of information groups 60 and 61 indicates data of one document. Therefore, the data described below exists as many as the number of documents registered in the database.
[0076]
A database identifier 62 is stored at the head of this area.
[0077]
Reference numeral 63 denotes a document identifier, which indicates the identifier of the document. This is an area that is automatically allocated to identify the program inside the DMS. The user cannot change this value. In the present embodiment, the number “1” is assigned.
[0078]
Reference numeral 64 denotes a document name. In the present embodiment, a document name “Introduction” is stored.
[0079]
Reference numeral 65 denotes thumbnail data, which is the substance of data used for displaying a reduced list of images. This is used for display such as 101 in FIG. Details will be described later.
[0080]
Reference numeral 66 denotes a storage location pointer of the PDF data, which indicates a storage location of the entity data of the PDF document. It points to the corresponding position of DMS PDF1 288 in FIG.
[0081]
Reference numeral 67 denotes a document pointer, whose meaning depends on the value of the reference flag 68. If no value of 68 is input, it indicates the storage location of the entity data of the document. In other words, it indicates the position of the corresponding part of the area (DMS Volume 1) 287 for storing the entity of the DMS document in FIG. The case where the value of the reference flag 68 is “D” also indicates the entity of the document, but the entity is not limited to the corresponding portion of the area (DMS Volume 1) 287 for storing the entity of the DMS document, May exist in the document. When the value of 68 is "B", the pointer to the document where the dummy document referring to this document exists is stored. Details will be described later.
[0082]
Reference numeral 68 denotes an area indicating a reference flag of the document, and an area indicating in which database the entity of the document exists and a related document.
[0083]
In the case of "D", this document is a dummy and indicates that it refers to another document. The entity of the document is in another document, which means that only thumbnail data and PDF data exist in this database.
[0084]
"B" indicates that the document is being referred to from another document.
[0085]
“L” means that a related document exists, and in the area of the reference flag 68, in the case of the present embodiment, the document of the document identifier 2 in the DB 1 is a related document. In this embodiment, “D” is stored in the area of the reference flag 6E, which means that the document entity is stored in the area of the database indicated by the pointer indicated by the document storage pointer 6E. In the present embodiment, the document identifier “4” of DB2, which is the document 71 in FIG. 7 registered in the DMS server 2 121 of the network 12, is referred to. Therefore, in the present embodiment, documents 1 and 2 of DB1 are related documents, of which document identifier 2 is a dummy and that the entity is in DB2.
[0086]
FIG. 7 is a diagram showing the contents of the area (DMS DB2) 386 for managing the document data of FIG. 3, which is a database in the DMS server 2 121 on the network 12 similarly to FIG. 6, in more detail. This includes document information managed by the database. In FIG. 7, reference numerals 70 and 71 indicate data of one document. Therefore, the data described below exists as many as the number of documents registered in the database.
[0087]
In the document data 70, reference numeral 72 denotes a database identifier, which is stored at the head of this area.
[0088]
A document identifier 73 indicates the identifier of the document. This is an area that is automatically allocated to identify the program inside the DMS. The user is in this area. The user cannot change this value. In the present embodiment, the number “3” is assigned.
[0089]
74 is a document name. In the present embodiment, a document name “market forecast” is stored.
[0090]
Reference numeral 75 denotes thumbnail data, which is the substance of data used for displaying a reduced list of images. This is used for display such as 101 in FIG.
[0091]
Reference numeral 76 denotes a storage location pointer of the PDF data, which indicates a storage location of the entity data of the PDF document. It points to the corresponding position of DMS PDF2 388 in FIG.
[0092]
Reference numeral 77 denotes a storage pointer of the document entity, which indicates the storage location of the entity data of the document. The area (DMS Volume 2) 387 for storing the entity of the DMS document in FIG. 2 indicates the position of the corresponding part.
[0093]
The reference flag 78 is an area indicating the link state of the document, and is an area indicating in which database the entity of the document exists and whether a related document exists. The details are the same as those of the reference flag 68 in FIG. In the present embodiment, since no value is set, it means that the entity exists in this database, is referred to from another database, and is not a part of the related document.
[0094]
In this embodiment, "B" is stored in the area of the reference flag 7F, and the document entity is in this database. In this case, the dummy document in the area indicated by the document storage pointer 7E is the document of the book 71 database DB1. This means that the document of ID2 refers to this document. This means that the document in the area 61 in FIG. 6 is referring to.
[0095]
FIG. 8 is a diagram showing the contents of the area (DMS Volume 1) 287 of FIG. 2 in more detail.
[0096]
Here, entity data of document information managed by the database is stored. In FIG. 7, reference numeral 80 denotes data of one document. Therefore, the data described below exists as many as the number of documents registered in the database.
[0097]
Reference numeral 81 denotes a document identifier, and the value of the document storage destination pointer 67 in FIG. 6 stores a pointer so as to refer to this position. In the case of the present embodiment, it means that the document entity data of the document ID “1” continues. Reference numeral 82 denotes entity data of the document.
[0098]
FIG. 9 is a diagram showing the contents of the area (DMS PDF1) 288 of FIG. 2 in more detail.
[0099]
Here, data obtained by converting document information managed by the database into PDF is stored. In FIG. 9, reference numeral 90 denotes data of one document. Therefore, the data described below exists as many as the number of documents registered in the database.
[0100]
Reference numeral 91 denotes a document identifier. The value of the document storage destination pointer 66 in FIG. 6 stores a pointer so as to refer to this position. In the case of the present embodiment, it means that the PDF data of the document ID “1” continues. Reference numeral 92 denotes a PDF data entity of each document.
[0101]
FIG. 10 is an example showing a user interface of the DMS in the DMS client 1 112. Reference numeral 101 denotes a thumbnail that simply displays the first page of the document. This means that the document is a multi-page document.
[0102]
FIG. 11 is a diagram in which the document of a plurality of pages shown in FIG. 10 is opened by the viewer in the related document display mode. Reference numeral 1210 denotes a page sorter view in which thumbnails of respective documents are displayed in page order. Reference numeral 1220 indicates an arbitrary document among them.
[0103]
Reference numerals 1230 and 1240 denote thumbnails of each document, and reference numeral 1240 denotes a reference document attached to the lower right of the thumbnail.
[0104]
FIG. 12 explains the contents of the floppy (R) disks 2A, 3A and 4A storing the control program of the document management system. The document management system is supplied in such a format, and is installed in the HDD 28, the HDD 38, or the HDD 47. This may be a CD-ROM.
[0105]
Reference numeral 151 denotes an area for managing a medium format, a directory management format, a name given to the medium, and the like.
[0106]
Reference numeral 152 denotes an area for managing directory information.
[0107]
An area 153 stores a server program of the document management system, which is stored in the DMS server program 282 of the HDD 28 by installation.
[0108]
An area 154 stores fixed data of the document management system, and is stored in the DMS data 283 of the HDD 28 by installation.
[0109]
An area 155 stores a client program of the document management system, and is stored in the DMS client Prog 471 of the HDD 47 by installation.
[0110]
Reference numeral 156 denotes an area for storing fixed data of the document management system, which is stored in the DMS data 473 of the HDD 47 by installation.
[0111]
Next, the creation of a reference document, which is one of the present invention, will be described with reference to the procedure for creating a reference document in the DMS server 1111, which is a document that exists on the DMS server 2121 in FIG.
[0112]
First, a database on the DMS server 2 121 is registered by the DMS client 1 112 and set using known means so that the database can be referred to.
[0113]
Further, the database on the DMS server 1 111 is registered by the DMS client 1 112 and set using a known means so that the database can be referred to.
[0114]
Next, a document on the DMS server 2 121 is selected on the user interface on the DMS client 1 112. This document exists in DMSDB2 386 of the DMS server 2 in FIG. 3, and 71 in FIG. 7 is the corresponding document.
[0115]
The processing is started by executing a menu from the GUI in order to start creation of the reference document in the DMS client 1 112.
[0116]
First, the reference flag 7F is set to "B" indicating that it is being referenced. This indicates that this document is being referenced by another reference document.
[0117]
Next, a process of converting the actual data of the document into PDF data whose contents can be almost reproduced by using a known technique and storing the converted data is performed. The pointer to the converted PDF data is stored in the PDF storage destination pointer 7D.
[0118]
Next, in order to select the document and copy it as a reference document to the database of the DMS server 1111, the copy is executed by executing a menu from the GUI.
[0119]
By this processing, the document 61 of FIG. 6 is created. First, “D” is set to the reference flag. This means that this document has an entity in another document and has been set as a reference document. Also, the entity of the document is not copied, the PDF data representing the content of the document is copied to the database of the DMS server 1111, and a pointer indicating the storage destination is stored in the PDF data storage destination pointer 6D.
[0120]
Then, a pointer indicating the storage destination of the entity of the document is stored in the document storage destination pointer 6E. In this embodiment, “DB2: $ 4” is set, and the document with the document identifier “4” of DB2 is referred to.
[0121]
The pointer of the referenced document is stored in the document storage pointer 7E of the referenced document 71. In the case of the present embodiment, “DB1: $ 2” is set. This makes it clear that the entity data of this document is referred to by the document with the document identifier “2” existing in the database of DB1. Since the location is added after the pointer indicating the storage location of the entity data of the document 71, the location of the entity data does not become unknown.
[0122]
Then, thumbnail data in a different format that can be identified as a reference document is registered using a known technique, and the DMS client 1112 can refer to the data. With the above processing, the user can create a reference document of the document in the DMS server 2 121 in the DMS server 1 111. When the network 11 and the network 12 are disconnected, the user can refer to the PDF data of the reference document. Thus, the user can check the contents of the document, and can check the contents of the document even if the corresponding application is not installed.
[0123]
Next, the mechanism of document updating will be described with reference to the drawings.
[0124]
A mechanism for updating a document between the document 71 and the reference document 61 created in the above embodiment will be described.
[0125]
First, a target document to be updated is selected on the user interface on the DMS client 2 122.
[0126]
Using a known technique, the document 71 is edited and saved by a corresponding application or the like, and the document is updated.
[0127]
The DMS server periodically detects and detects the update date of each registered document by a known technique. In the present embodiment, since it is detected that the document 71 has been updated, the value of the reference flag 7F of the document is confirmed. In this embodiment, since “B” is stored, it can be detected that a reference document exists.
[0128]
Then, in order to confirm the position of the reference document, reference is made to the document storage destination pointer 7D to detect and acquire that the document 2 of the DB 1 is referring.
[0129]
Next, since it is necessary to update the PDF data of the document 71, an update process of the PDF data indicated by the PDF data storage destination pointer is performed using a known technique.
[0130]
Next, the updated PDF data is overwritten on the area indicated by the PDF data storage destination pointer 6D, and the PDF data is replaced.
[0131]
With the above processing, the document update of the document 71 is reflected on the document 61, and the user can refer to the document with the latest reference destination.
[0132]
Next, an example will be described in which the DMS server 111 manages document IDs 1 and 2 collectively as related documents. In this embodiment, the following three documents are related documents.
[0133]
Document 1: Exists in DB1. In the case of this embodiment, the document 60
Document 2: Reference document, the entity of which is in DB2. In the case of this embodiment 61
First, the above three documents are selected on the user interface on the client 112. Select the documents "Introduction" and "Market Report".
[0134]
Next, in order to combine the two documents as related documents, a menu is executed from the GUI to start a related document creation process.
[0135]
First, the link flag of each document is changed. The link flag 69 of the document 60 in FIG. 6 is set to “L2”. This means that this document has become a document with document ID 2 and a related document.
[0136]
Similarly, “L1” is set in the link flag 6G of the document 61 in FIG. This means that this document has been set as the document of document ID 1 and the related document. However, the document of document ID 2 is a reference document, and the entity is the document 71 in FIG.
[0137]
A related document is created by the above processing. Although the present embodiment has been described with reference to documents in the same server, documents existing in different servers may be registered as related documents.
[0138]
Next, when a normal document is displayed, the document is displayed in units of a document. When the mode is switched to the related document mode of the present invention, the related document can be displayed as one document.
[0139]
Normally, the document is displayed in units of documents as shown in FIG. 10, but “L” is set in the DMS display mode area of FIG. 4 in order to set the related document display mode.
[0140]
The display process of the client 112 detects that it has been switched to "L", refers to the link flag of each document, detects a related document by a known technique, and displays a thumbnail as one document.
[0141]
FIG. 11 shows the contents of this document displayed using a known technique. Reference numeral 1230 denotes the document 60, and reference numeral 1240 denotes thumbnail data representing the document 61. Reference numeral 1220 denotes the content of the document 1230. In this case, since the document 61 is the reference document, the PDF data is called from the area indicated by the pointer of the PDF data storage destination pointer 6D and displayed. When the item 1210 is selectively displayed, since the document is an entity document, the entity data of the document is displayed.
[0142]
Through the above processing, it is possible to refer to one related document without distinction between a substantial document and a reference document.
[0143]
【The invention's effect】
As described above, according to the present invention, by making it possible to create a reference document, it is possible to refer to the contents of the document even when the network is not always connected, and the corresponding application is not installed. Can refer to the contents of the document. Further, since the update of the document is automatically reflected, the reference document can always be kept up to date. Further, since related documents including a reference document can be referred to as one document, related documents scattered on a network can always be managed efficiently.
[Brief description of the drawings]
FIG. 1 is a block diagram illustrating a schematic configuration of a DMS system according to an embodiment of the present invention.
FIG. 2 is a diagram showing the configuration of a DMS server 1 111 shown in FIG. 1 in detail.
FIG. 3 is a diagram showing the configuration of a DMS server 2 121 shown in FIG. 1 in detail.
FIG. 4 is a diagram showing the configuration of a DMS client 1 112 shown in FIG. 1 in detail.
FIG. 5 is a diagram showing the configuration of a DMS database list 285 shown in FIG. 2 in detail.
FIG. 6 is a diagram showing the area of DMSDB1 286 shown in FIG. 2 in more detail.
FIG. 7 is a diagram showing the area of DMSDB2 386 shown in FIG. 3 in more detail.
FIG. 8 is a diagram showing the area of DMSVolume1 287 shown in FIG. 2 in more detail.
FIG. 9 is a diagram showing the area of DMSPDF1 288 shown in FIG. 2 in more detail.
FIG. 10 is an example of a user interface used in the DMS client 1 112 and the like.
11 is an example of a user interface when the thumbnail 101 in FIG. 10 is opened in a viewer.
FIG. 12 is a diagram for explaining the contents of FDs 2A, 3A, and 4A that supply a control program and the like of the document management system.
[Explanation of symbols]
11, 12 Network
22 CPU of DMS server 1
23, 43 ROM
24, 45 RAM
25, 44 keyboard
26, 46 Pointing device (mouse)
27, 48 Display device
28, 38 External storage device (HDD)
29, 49 Floppy (R) disk drive
42 CPU of DMS Client 1
50, 60, 61 Information group
70, 71, 80, 90 Document data
101 Thumbnail showing the first page of document
111 DMS server 1
112 DMS Client 1
113 Scanner 1
114 Printer 1
115 Modem 1
116 CDE-ROM drive 1
1210 page sorter view
1230, 1240 Thumbnail of each document

Claims (8)

Means for converting the contents of the document registered in a certain database into a PDF file that can be realized by known means based on the entity file, and storing and referencing the content separately from the entity file;
Means for determining by providing a flag for determining whether the document is a reference document,
Means for determining the location of the entity by providing an area for storing a pointer to the referenced document;
Means for registering the database from a client on the network that is not always connected and for creating a thumbnail icon data indicating that the document is being referenced when referring to the document;
Means for copying only the PDF file of each document upon registration in the database;
A data management device comprising: In the data management apparatus, when a reference destination document is updated, a means for notifying the reference source database of the update of the document using a known technique and updating the PDF data is provided. apparatus. In the data management device, a unit having an area for storing which documents are related documents when it is desired to register documents scattered in various databases as one related document,
Means for displaying those documents as one document with a viewer using a known means,
A data management device comprising: In the data management device, when displaying the related document, a single document is usually displayed, but a unit for setting the display mode to the related document display mode in an area storing the display mode, Means for controlling the display mode according to the settings;
A data management device comprising: Converting the contents of the document registered in a certain database into a PDF file that can be realized by known means based on the entity file, and storing and referencing the content separately from the entity file;
Determining by providing a flag for determining whether the document is a reference document; and
Determining the location of the entity by providing an area for storing a pointer to the referenced document; and
Registering the database from a client on the network that is not always connected and, when referring to a document, creating thumbnail icon data indicating that the document is being referenced; and
Copying only the PDF file of each document upon registration in the database;
A data management method comprising: In the data management method, when a reference destination document is updated, a step of notifying the reference source database of the update of the document using a known technique and updating the PDF data is provided. Method. In the data management method, when a document scattered in various databases is to be registered as one related document, a step including an area for storing which document is the related document,
Displaying the documents as a single document in a viewer using known means;
A data management method comprising: In the data management method, when the related document is displayed, usually only a single document is displayed, but a step of setting the related document display mode in an area storing the display mode, Controlling the display mode according to the settings;
A data management method comprising:

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