JP2006190081A - Document registration system, document registration method, and computer program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To solve the problem of being unable to register documents in folders other than the predetermined, fixed folders of a document management system. <P>SOLUTION: ID number information and the corresponding folder of the document management system are registered in advance so as to determine the folder of the document management system that corresponds to an ID number inputted when a document is registered. A scanned image is automatically stored in the corresponding folder of the document management system. <P>COPYRIGHT: (C)2006,JPO&NCIPI

Description

  The present invention relates to a document registration system for automatically storing an image in a document management system from a scanner device shared by a plurality of users connected to a network.

Conventionally, there has been proposed a document registration system that scans an original with a scanner device and automatically stores the scanned image in a document management system.
Japanese Patent Laid-Open No. 09-016619

  However, the above-described conventional technique has a problem that a document can only be registered in a predetermined fixed document management system folder.

  In order to solve the above problems, the present invention pre-registers ID number information and a folder of the document management system corresponding to the ID number information, so that the corresponding document management system can use the ID number input when registering the document. The folder is determined, and the scanned image is automatically stored in the corresponding document management system folder.

  According to the present invention, it is possible to dynamically change the folder of the document management system that is the registration destination of the scanned image according to the ID number.

Example 1
Embodiments of the present invention will be described below with reference to the drawings.

  FIG. 1 shows a network system configuration diagram in which a document registration system according to the present proposal is introduced. Here, the following resources are arranged on the network. A user terminal (100, 101, 102), a fax reception device (110) having a scanner function, a document registration system (120) according to the present invention, a file server (130), and a document management system (140).

  Each user uses a file server and a document management system to share various documents. There are various types of documents such as a document created by a general document creation application, a document read by a scanner, and a document received by fax.

  The file server 130 manages mainly documents that are temporarily used, and the document management system 140 manages mainly documents that need to be stored for a long period of time, so that a predetermined document can be searched when necessary. ing.

  Here, the document registration system 120 has a function of automatically registering a document (fax received document, scanner read document, etc.) generated on the device side and a document managed by the file server in the document management server according to a predetermined rule. A system that supports document management work by providing a function for registering effective information as search information to attribute information and search information as a search information based on information obtained at the time of document acquisition and document analysis It has become.

  In addition, a function for manually adding various attribute information to register a document in the document management system, a function for re-editing attribute information of a document already registered in the document management system, and the like are provided.

  FIG. 2 is a diagram showing system blocks in the document registration system 120.

<Document input processing>
First, the document input processing unit will be described.

  Reference numeral 110 denotes a device having a fax reception and scanner function, and the device control unit 210 handles document data and the like.

  In the device control unit 210, processing is performed for downloading document data from the device side or receiving document data transmitted from the device side.

  A folder 130 stores a document in a file server or the like. The folder control unit 212 handles document data and the like.

  The folder control unit 212 periodically monitors a predetermined folder, for example, and performs document acquisition processing and the like.

  Reference numeral 201 denotes an operation unit in this system, which can be used to set and operate various systems. Further, in the form of importing document data, the 214 file control unit can perform input processing. It is like that.

  An input control unit 220 can control the document input processing control unit corresponding to the above-described various forms by an equivalent interface.

<System internal processing>
Next, various processing units arranged in the system will be described.

  Reference numeral 221 denotes a job control unit that performs job processing to be described later.

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

  Reference numeral 223 denotes an index processing unit that performs control related to index processing to be described later.

  A data management unit 224 saves and manages data on templates, worksheets, jobs, and the like, which will be described later, in a data area 250.

  Reference numeral 225 denotes an OCR control unit that improves the accuracy of character recognition using the dictionary data indicated by 251.

  Reference numeral 226 denotes a form analysis unit that can automatically identify various forms, for example, a difference in form format, by managing and operating the form data shown in 252.

  Reference numeral 240 denotes a mail processing unit, which is mainly used for notifying the result to a pre-registered destination when performing document registration processing automatically.

<Document management system access>
Next, an interface unit with the document management system will be described.

  A document management system control unit 227 performs document and attribute registration and processing of already registered document attributes via the access control unit 230 provided according to the type of the document management system 140.

253 manages access data necessary for accessing the document management system,
Reference numeral 254 denotes a data area for temporarily storing data to be registered in the document management system. When document data processing such as predetermined image conversion is necessary at the time of document registration, this area is managed and operated as a buffer.

  FIG. 3 is a diagram showing a basic operation flow when this system is operated.

<Basic processing>
First, a basic flow of manually acquiring a document, inputting an index (attribute information), and registering them in a document management system will be described.

  In S100, a template is created and registered as will be described later. In this template, access information of a document management system that is a document registration target and schema information to be managed are managed.

  In step S101, a worksheet is created and registered, which will be described later, based on the created template. In this worksheet, fields and the like for actual attribute registration are set. In this system, management of the acquired document, attribute information added to the document, etc. are executed and managed by using this worksheet as a management table.

  In S102, the created worksheet is displayed.

  When document input is executed in S103, the information is registered and managed on the worksheet in S104, and necessary index (attribute) information is input and managed in S105.

  If it is necessary to further input a document in S106, the process proceeds to S103, and if a predetermined document is acquired, in S107, the data acquired and set in a series of processes is registered in the document management system. To do.

<Processing by selecting a worksheet>
If the worksheet has already been registered, a predetermined worksheet is selected in S110, and the process proceeds to S102 described above.

<Process using input button>
If the input activation button has already been set, by pressing the input button in S120, a document acquisition process corresponding to the set condition is performed in S121. In S122, the document acquisition process is performed according to each document. By performing necessary index input collectively, in S123, the data acquired and set in a series of processes is registered in the document management system.

<Job execution processing>
If a job has already been registered, a registered job is selected in S130, and a predetermined job can be executed in S131.

<Distribution setting registration process>
In step S140, ID number information and a corresponding document management system folder are set.

  FIG. 4 shows a template creation process flow.

  In S200, a connection is first made to the operated document management system.

  In step S201, schema information (information that can be used as a search index) set in a folder or the like in which a document is stored is acquired.

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

  FIG. 5 shows a worksheet creation processing flow. Here, a worksheet for actual operation is created and registered for the template created earlier.

  In step S300, first, a template in which document management system information to be operated is managed is selected.

  In S301, if the original schema information managed by the template is not necessary for operation, editing such as field selection can be performed.

  In S302, the editing operation can be performed. However, in some cases, an extension of an area (field) can be instructed.

In S303, a predetermined setting or the like is confirmed, and a worksheet creation process is performed internally.
In step S304, identification information (worksheet name) is added and saved.

  FIG. 6 shows a form registration process flow. In order to analyze a predetermined form type, a reference form data is registered here.

  In S400, a reference image at the time of form analysis is acquired.

  In step S401, the previously acquired image data is registered on a form management sheet for managing various forms, and is under management.

  In step S402, the data is transferred to the form analysis unit 226 that performs the actual form analysis process, the predetermined analysis process is performed, and necessary data is managed as form data 252.

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

  FIG. 7 shows an area registration process flow. Here, a setting flow is shown in which a predetermined area is designated on the image data and the inside thereof is character recognition or barcode recognition.

  In S500, first, a reference form is selected.

  In S501, an area to be analyzed is designated, and in S502, an analysis mode of the area is designated. The analysis mode here basically sets detailed conditions for further improving the recognition rate. In addition, English and Japanese sentences, analysis engine specifications such as barcode recognition, etc. can be specified here for each area.

  In S503, if another area designation is necessary, the process proceeds to S501.

  In S504, the data set here is registered as additional information for the form registration data.

  FIG. 8 shows an input activation button setting process flow. The input activation button is used to perform batch processing of input processing from various data sources by pressing the button. Here, the operation setting processing is shown.

  In S600, a worksheet is first selected.

  In S601, an input source is selected.

  S602 is the case of scanner input. At this time, in S603, various reading modes for the scanner are set.

  S604 is a case of folder input. At this time, in step S605, the access right for the folder is set, and the access condition (polling interval, etc.) for the folder is set.

  In S610, the set condition is registered. By changing the button name or the like according to the setting conditions, a plurality of buttons can be used properly.

  FIG. 9 shows an input activation button process flow. Here, the processing flow when the set input activation button is pressed is shown.

  In S700, first, the setting mode is confirmed.

  Step S710 is processing when the scanner is set. In step S711, scanning is performed according to a predetermined condition, and in step S712, the document is stored in the worksheet.

  S720 is processing when folder input is set. In S731, the contents of the folder are checked in accordance with a predetermined condition. As a result, if the existence of the document is confirmed in S723, the document is acquired in S723. In step S724, the document is stored in the worksheet.

  S725 is a process at the time of setting for periodically confirming folder input. If cancellation is instructed, the process is interrupted. Otherwise, the process proceeds to S721 again, and the contents of the designated folder are periodically updated. Confirm processing.

  FIG. 10 shows an indexing process flow. Here, the processing flow over the entire index processing is shown.

  In S800, the process branches depending on whether the process is automatic. In the case of automatic processing, the processing is shifted to S815. Otherwise, a worksheet and a form are sequentially selected.

  In S801, a worksheet is first selected.

  In S802, if the index information is manually input as it is, the index is manually input in S803, and if there is a document to be processed yet in S804, the process returns to S800, and if not, the process ends.

  In S810, the process branches depending on whether or not the automatic form detection function is used. When the form detection process is performed in S811, the process is shifted from S812 to S820 to detect the automatic form. If the function is not used and the form cannot be detected, a predetermined form is manually selected in S813.

  In step S820, first, the presence / absence of an analysis target area is confirmed.

  In S821, if the processing of all the set areas in the document has been completed, the process proceeds to S804, and the process proceeds to the next document.

  In S822, an area analysis based on a predetermined setting is performed.

  In S823, the process branches depending on the result. If the process is abnormally terminated, it is first determined in S824 whether the automatic processing mode is selected. If the automatic processing mode is not selected, manual input is performed in S825. If the automatic processing mode is selected, provisional processing is performed. As provisional processing, an NG mark can be added, or a value defined as a default can be set.

  In S830, the result of the area processing is temporarily stored, and the processing is shifted to S820 to continue the series of processing.

  Step S815 is pre-processing for automatic index processing. Although it is assumed that the worksheet itself is set in advance, if the form itself is also set in advance, it is OK in S816 as it is, and the processing is shifted to S820. If it is set to automatically select a form, form detection processing is performed in this pre-processing. If a predetermined form is detected, the result is OK in S816, and the process proceeds to S820. If not detected, the process proceeds to a post-process in S817, and a document that cannot be processed is displayed on the worksheet. The document is managed, and the process proceeds to S804 as the next document process.

  FIG. 11 shows a release (data registration) process flow. Here, document information and the like are shown for data registration processing in the document management system.

  In S900, the process branches depending on whether automatic release is performed.

  S901 is a process in the case of automatic release. First, predetermined setting information is acquired. In S902, a connection process to a storage folder of a predetermined document management system is performed, and the process proceeds to S920.

  S910 is processing in the case of not being an automatic release. First, from a document managed on a worksheet, selection of a document to be registered, handling of a document after registration (whether or not to delete, etc.) can be set. It has become.

  In step S911, login processing is performed to the set document management system, and a folder for storing the document is designated.

  In step S912, options can be set at the time of document registration, and an execution log regarding document registration processing can be designated, and conversion settings for the document format at the time of document registration can be set.

  S920 is processing for temporarily storing document information or the like to be registered in the document management system in the internal output data area 254, and S930 is instructed to perform format conversion or processing for adding an OCR analysis result of image data. In step S931, predetermined image processing or the like is performed according to the setting conditions.

  In S940, the prepared document data or the like is registered in a folder of a predetermined document management system. In S950, if a document deletion instruction after document registration is given, the process is performed in S951, and the entire process is performed. Exit.

  FIG. 12 shows a job creation process flow. Here, a procedure for setting a job for batch processing of various processes is shown.

  S1000 is an automatic document acquisition job setting. In S1001, a setting of a worksheet to be used and a setting necessary for acquiring a document from a folder are performed.

  In step S1010, automatic index job setting is performed. In step S1011, items necessary for automatically processing index processing, such as a worksheet and a form, are set.

  S1020 is a case of automatic release (document registration) job setting. In S1021, information necessary for automatic release processing such as a worksheet to be processed, a document registration destination (folder), and handling of a document is set. .

  In S1030, the setting information is stored with identification information (job name) added. The job can be defined and executed in a form in which a plurality of the various jobs are combined.

  FIG. 13 shows a job execution process flow. Here, how the created job is executed is shown.

  In S1100, a job is first selected.

  In step S1101, the job is activated.

  Step S1100 is processing when an automatic document acquisition job is set. In step S1111, document acquisition processing is performed according to the setting. In step S1112, the read document is managed and stored on a worksheet.

  S1120 is processing when an index job is set. In S1121, automatic index processing is performed according to the set conditions.

  S1130 is processing when an automatic release (document registration) job is set, and automatic release processing is performed according to the conditions set in S1131.

  By setting a job from document acquisition to document registration as a job, a series of processing can be performed at once.

  FIG. 14 shows a block diagram of the extended device control unit. In this system, as a method of acquiring a document from the device side, various forms can be flexibly supported.

  The device control unit A (210) corresponds to a form in which a document is acquired by accessing the device side. Using this control unit, document data can be acquired from a plurality of devices (110, 111) corresponding to an equivalent access method.

  The device control unit B (211) corresponds to a form in which a document is acquired by access from the device side. In this case as well, a document can be acquired from any device (112, 113) that supports the equivalent access method.

  In the case of this form, the data folder 300 is uniquely provided to support simultaneous document transfer processing from a plurality of devices. Furthermore, this data folder can be configured as a folder having a hierarchy, and document transfer processing by designating a folder path from the device side is also possible.

  By adopting a general-purpose file transfer protocol as an access protocol in this case, the device side can be easily handled and a document can be transferred from a general computer.

  Furthermore, in each case, in addition to the document data, additional (attribute) information related to the document data (for example, owner information of each document, transmission source information in the case of a fax received document) is acquired by a unique procedure. In addition, there is a means to operate the data in the system.

  Note that information on connection devices that can be acquired without using an original procedure can also be used as additional information for a document when a plurality of devices are used as input devices.

  The input control unit 220 can handle data such as document data acquired from each device control unit in a unified manner.

  FIG. 15 shows a block diagram of the extended document management system control unit. In this system, it is possible to flexibly configure a system capable of registering document data acquired from a device or the like and additional information thereof with respect to various document management systems existing in the market.

  Here, an access control unit A (230) is provided for the document management system A (140), and an access control unit B (231) is provided for the document management system B (141). An example corresponding to the system is shown.

  Generally, the file format of a document that can be handled and handled depends on the type of document management system.

  In this case, information necessary for accessing and operating each document management system is managed as management data in 253 and is used as in-system data.

  FIG. 16 shows a detailed flow of the release processing unit. Here, a supplementary description will be given regarding processing for registering (releasing) document data and the like in the document management system.

  S1200 is an initial setting process at the time of starting the release process, and confirms whether or not an end notification is necessary, performs an end notification destination information acquisition process, and the like.

  S1210 is a process for confirming whether there is data to be registered. If there is no data, the process proceeds to S1220.

S1211 is data registration processing in the document management system.
In S1212, depending on the result, the process proceeds to S1210 if OK, or to S1213 if NG.

  S1213 is processing when data registration into the document management system has an error. Here, data such as a document is re-registered on a predetermined worksheet as a registration error document so that manual re-registration processing can be performed later. It has become.

  In S1220, it is determined whether or not an end notification is necessary. If not necessary, the process ends.

  In S1221, the result of the data registration process is confirmed, and if there is no error, a notification process that a new document has been registered by e-mail is performed to a previously registered registration notifier. If an error occurs, registration is performed in advance. The error information is notified to the addressed person who notified the error.

  FIG. 17 shows an automatic document processing flow. Here, a flow for automatically processing document data sent from a device or the like until document registration will be described.

  In S1300, various settings required in advance for executing an automatic document processing flow to be described later are performed, and this automatic document processing routine is started.

  The setting items to be set here include settings related to document input processing, folders used for form registration processing, setting of operating attributes, setting of worksheets for performing processing corresponding to each attribute, and automatic indexing There are settings for the forms that are used to do this.

  Examples of the attributes to be operated include the following. Device type, folder path (file server 130, device control unit data folder 300), document owner information, ID information, predetermined area analysis result, and the like.

  In step S1301, confirmation of document input is performed. Here, document data input from a device via a device control unit and document data input from a device or the like via a folder control unit can be handled in a unified manner.

  In S1302, first, it is confirmed which route the document that has been confirmed to be input has entered. If it is confirmed in S1310 that the document is from the form registration folder, the form registration processing unit is automatically activated in S1311. It can be started and form registration process can be performed.

  In S1320, various attribute information is analyzed and it is confirmed whether the process corresponding to the obtained attribute information is defined.

  The attribute information includes information already obtained by the processing of the input control unit 220 and information obtained from a predetermined area targeted by performing a form analysis by calling a process corresponding to the automatic index process at this stage.

  In S1321, if a corresponding process is not detected, the document is temporarily stored in S1323 and can be manually processed later.

  Thereafter, in S1324, information necessary for the automatic release process is set, and the folder of the document management system as the storage destination is determined from the ID number. In S1330, the automatic index process is performed as necessary. Then, the automatic release process is performed, and the document is stored in the folder of the document management system determined in S1324. If a request for termination of the automatic document process is made in S1350, the process is terminated. Otherwise, the process proceeds to S1301. Return and continue processing.

  FIG. 18 shows a distribution setting registration process flow. Here, a flow for performing processing until registering a folder of the document management system corresponding to the ID number will be described.

  In S1400, an ID number is input.

  In step S1401, a folder of the document management system as a storage destination is input.

  In step S1403, the information input in steps S1400 and S1401 is saved.

  As described above, according to the present invention, it is possible to dynamically change the folder of the document management system as the registration destination of the scanned image according to the ID number.

(Other examples)
It should be noted that the present invention as described above can take the form of, for example, a system, apparatus, method, program, or storage medium, and is specifically applied to a system composed of a plurality of devices. Alternatively, it may be applied to an apparatus composed of one device.

  In the present invention, a software program (in the embodiment, a program corresponding to the flowchart shown in the figure) that realizes the functions of the above-described embodiment is directly or remotely supplied to the system or apparatus, and the computer of the system or apparatus Is also achieved by reading and executing the supplied program code.

  Accordingly, since the functions of the present invention are implemented by computer, the program code installed in the computer also implements the present invention. In other words, the present invention includes a computer program itself for realizing the functional processing of the present invention.

  In that case, as long as it has the function of a program, it may be in the form of object code, a program executed by an interpreter, script data supplied to the OS, or the like.

  As a recording medium for supplying the program, for example, floppy (registered trademark) disk, hard disk, optical disk, magneto-optical disk, MO, CD-ROM, CD-R, CD-RW, magnetic tape, nonvolatile memory card ROM, DVD (DVD-ROM, DVD-R) and the like.

  As another program supply method, a computer browser is used to connect to a homepage on the Internet, and the computer program itself of the present invention or a compressed file including an automatic installation function is downloaded from the homepage to a recording medium such as a hard disk. Can also be supplied. It can also be realized by dividing the program code constituting the program of the present invention into a plurality of files and downloading each file from a different homepage. That is, a server that allows a plurality of users to download a program file for realizing the functional processing of the present invention on a computer is also included in the present invention.

  In addition, the program of the present invention is encrypted, stored in a storage medium such as a CD-ROM, distributed to users, and key information for decryption is downloaded from a homepage via the Internet to users who have cleared predetermined conditions. It is also possible to execute the encrypted program by using the key information and install the program on a computer.

  In addition to the functions of the above-described embodiments being realized by the computer executing the read program, the OS running on the computer based on an instruction of the program is a part of the actual processing. Alternatively, the functions of the above-described embodiment can be realized by performing all of them and performing the processing.

  Furthermore, after the program read from the recording medium is written in a memory provided in a function expansion board inserted into the computer or a function expansion unit connected to the computer, the function expansion board or The CPU or the like provided in the function expansion unit performs part or all of the actual processing, and the functions of the above-described embodiments are realized by the processing.

System Configuration System block diagram Basic operation flow chart Template creation process flow chart Worksheet creation process flow chart Form registration process flow chart Area registration process flow chart Input start button setting process flow chart Input start button processing flow chart Indexing process flow chart Release process flow chart Job creation process flow chart Job execution processing flow chart Expanded device control block diagram Block diagram of the extended document management system controller Release processing details flow chart Automatic document processing flow chart Distribution setting registration diagram

Claims (4)

An ID input means for inputting ID number information, a document registration system connected to the document management system;
Storage means for determining a folder of the document management system as a storage destination based on the ID number information input by the ID input means, and automatically storing an image obtained by scanning in the folder of the document management system; A document registration system comprising:   2. The document registration system according to claim 1, further comprising setting means for setting association between ID number information and a folder of the document management system as a storage destination. An ID input step for inputting ID number information, which is a document registration method for controlling a document registration apparatus connected to a document management system,
A storage step of determining a folder of the document management system as a storage destination based on the ID number information input in the ID input step, and automatically storing an image obtained by scanning in the folder of the document management system; A document registration method characterized by comprising: An ID input step for inputting ID number information, which is a computer program for controlling a document registration apparatus connected to a document management system;
A storage step of determining a folder of the document management system as a storage destination based on the ID number information input in the ID input step, and automatically storing an image obtained by scanning in the folder of the document management system; A computer program comprising program code for causing a computer to execute each of the steps.

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