JP2006215829A - Document management device, document management method and computer program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To easily notify a related user of information about registration or update of a document when performing the registration or the update of the document. <P>SOLUTION: In this document management device, when a destination and notification contents 500, 700 are present inside a folder when registering the document in the folder, a notification sentence 600, 800 is drawn up from the destination and the notification contents 500, 700, and the drawn-up notification sentence 600, 800 is transmitted to the destination recorded in the destination and the notification contents 500, 700. Thereby, even when registering the document necessary for the user except a registrant, the document can be notified to another user to use the document management device as a means for information transmission. <P>COPYRIGHT: (C)2006,JPO&NCIPI

Description

  The present invention relates to a document management apparatus, a document management method, and a computer program, and is particularly suitable for use in managing documents.

  Conventionally, an electronic filing device for registering image data of a document read from a scanner or the like, or code data of a document created by a DTP application (Desktop Publishing Application) on a computer, and displaying and displaying the data (Document management device). In this type of electronic filing device (document management device), documents are centrally managed. However, in recent years, it has become common to collect several documents, for example, store them in folders, and classify them. ing.

  In recent years, with the diversification of business and the spread of networks, electronic filing devices have been required to be used by a plurality of users. Therefore, there is a personal folder in which only specific users can register or search for documents, and a shared folder in which any user belonging to the group can register or search for documents. There has also been proposed a system in which a document can be used by a plurality of users by managing separately.

  In a document registration method in a conventional electronic file ring apparatus, when registering a document, a user sets document management information such as a document name and a keyword. In an electronic filing apparatus that can classify and manage documents using folders, the user further designates a folder as a registration destination. After making these settings, when the user issues a registration instruction, the registration date, registrant, number of document pages, etc. are automatically added to the document management information, and the document management information and the document data are associated with each other. be registered.

JP 2002-189686 A

  However, in the conventional document registration method described above, when a document is registered, it is impossible to notify the user that the document has been newly registered or its document management information. Could not know that was newly registered. Therefore, even when a document that contains information necessary for a user other than the registrant is registered, the other user often does not see the document even once, and the electronic filing device is used as an information transmission means. It was an obstacle.

  Also, in order to make sure that a newly registered document is viewed once, it is necessary to periodically search all registered documents based on the registration date, etc., which increases the number of user search operations. Was invited.

  SUMMARY OF THE INVENTION An object of the present invention is to make it possible to easily notify a related user of information when a document is registered or updated in view of such conventional problems.

The document management apparatus of the present invention is a document management apparatus that manages a document by storing the document file in a folder that can take an arbitrary hierarchical structure, and the document file is registered in the folder. Or, when a document file stored in the folder is updated, destination information indicating a destination for notifying that the document file is registered or updated, and notification content information regarding the notified content A determination unit that determines whether or not the destination notification document is stored in the folder, and a notification based on the notification content information when the determination unit determines that the destination notification document is stored. And notifying means for notifying the contents to the destination indicated by the destination information.
The document management system according to the present invention includes the document management apparatus and a plurality of information processing apparatuses connected to the document management apparatus via a network.

  The document management method of the present invention is a document management method for managing a document by storing the document file in a folder that can take an arbitrary hierarchical structure, and when the document file is registered in the folder Or, when a document file stored in the folder is updated, destination information indicating a destination for notifying that the document file is registered or updated, and notification content information regarding the notified content A determination step for determining whether or not the destination notification document is stored in the folder, and a notification based on the notification content information when the determination step determines that the destination notification document is stored. A notification step of notifying the contents to the destination indicated by the destination information.

  A computer program according to the present invention is a computer program that stores a document file in a folder that can have an arbitrary hierarchical structure, and causes the computer to execute management of the document, and the document file is stored in the folder. When registered, or when a document file stored in the folder is updated, destination information indicating a destination to notify that the document file is registered or updated, and notification contents regarding the notified contents A determination step for determining whether or not a destination notification document including information is stored in the folder; and when the determination step determines that the destination notification document is stored, the notification content A notification step of notifying the destination of the notification content based on the information to the destination indicated by the destination information; And characterized in that.

  According to the present invention, when a document file is registered or updated by using a destination notification document, this can be easily notified to a specified destination, and the registered or updated document file Search work can be reduced.

(First embodiment)
Hereinafter, a first embodiment of the present invention will be described with reference to the drawings.
FIG. 1 is a block diagram illustrating an example of a hardware configuration of a document management apparatus according to the present embodiment.
In FIG. 1, reference numeral 101 denotes a CPU. The CPU 101 controls various devices connected via the bus 110 in order to create and change folders and register, change, and reference documents. Using this bus 110, address signals, control signals, and various data are transferred between the devices connected to the bus 110.
Reference numeral 102 denotes a keyboard, and 103 denotes a mouse. The keyboard 102 and mouse 103 are input devices for instructing operations related to operations such as folder creation and change, document registration, change, and reference.

Reference numeral 104 denotes a display device such as a CRT display (Cathode Ray Tube Display), which displays display data stored in the RAM 108.
Reference numeral 105 denotes a CD-ROM reader for supplying information stored in the CD-ROM to the external storage device 109 for storage.
A scanner 106 reads a document in the form of paper. By using the scanner 106, it is possible to read an image on a paper surface into the system.

  Reference numeral 107 denotes a ROM (read only memory). The ROM 107 stores the control procedure of the CPU 101 in advance, and when the CPU 101 executes the control procedure, processing such as folder creation, change, document registration, change, reference, and document list display is performed. It can be performed.

The RAM 108 is used as a work memory for creating and changing folders, registering, changing, and referencing documents, and is also used as an area for temporarily storing information for controlling various devices.
Reference numeral 109 denotes an external storage device such as a hard disk storage device, for example, whose stored contents do not disappear even when the power is turned off. The external storage device 109 is used as a storage unit for documents, document information, folder information, and user information.

FIG. 2 is a functional block diagram illustrating an example of a functional configuration of the document management apparatus according to the present embodiment.
This document management apparatus includes a destination / notification content registration unit 20, a document registration / update unit 21, a destination / notification content / document search unit 22, a destination reading unit 23, and a notification document creation unit 24. And a notification unit 25 for notifying the destination of the contents.
The address / notification content registration unit 20 registers a file describing the address and the content to be notified as a document in a designated folder of the document management apparatus.

When registering a new document or opening and updating an already registered document, the document registration / update unit 21 displays the contents of the registered or updated document such as other document registration date and update date. Save with document information.
The destination / notification content / document search unit 22 searches whether a document describing the destination and notification content is stored in a folder in which a newly registered or updated document is stored.

The address reading unit 23 reads an address from a document in which the registered address and notification contents are described.
The notification document creation unit 24 reads the notification content from the document in which the registered destination and notification content are described, and creates the notification content to be sent to the destination with the document information added.
The notification unit 25 that notifies the destination of the content transmits the notification content created by the notification document creation unit 24 to the destination read by the destination reading unit 23.

Next, an example of a destination, notification content, and document registration procedure will be described with reference to the flowchart of FIG.
First, when a document registration process is started by a user start instruction by executing a menu command or the like, a folder for registering a document describing a destination and notification contents is designated based on the operation of the user's input device (step S31). ).
Then, based on the user's operation of the input device, an instruction for registering the document describing the destination and the notification content is given (step S32), and the document describing the destination and the notification content is registered in the designated folder ( Step S33).

  5 and 7 show examples of description of destinations and notification contents. When a new document is registered in the corresponding folder, the address of the user who wants to contact is described under “#ADDRESS”. The content to be notified is described under “#BODY”.

Next, an example of a procedure for registering a new document and notifying information based on the registration will be described with reference to the flowchart of FIG.
First, when registration of a new document and registration notification processing are started by a user start instruction by executing a menu command or the like, a folder for registering the document is selected (step S41) and registration of the document is executed (step S42).

  Next, a search is performed as to whether or not there is a document in which the destination and notification contents are described in the folder in which the document is registered (step S43). As a method of this search, when a specific name or extension is given to a document in which the address and notification contents are described, and the name or extension is searched, the document with the name or extension is displayed as “ It may be determined that the document is a document that describes the destination and the notification content. In addition, a specific format may be applied to the description content of the document, and if the format is used, it may be determined that the document is “a document describing the destination and notification content”.

If it is determined in step S43 that there is no document describing the destination and notification contents, the process ends.
On the other hand, if it is determined in step S43 that there is a document describing the destination and notification content, the destination for notifying registration of a new document is read from the document describing the destination and notification content (step S44).
Next, a notification sentence to be notified to the user is created from the described notification content (step S45).

  6 and 8 are examples of the created notification text. 5 and FIG. 7, “$ Address $”, “$ CreatedDate $”, “$ FolderPath $”, and “$ DosumentName $” are the notification text 600 to notify the user. , 800 are converted to “user email address”, “date when new registration of document is executed”, “path name of folder in which document is registered”, and “registered document name”. Further, when the document management apparatus is activated on the Web server, “$ DocumsneURL $” in the destination and notification contents 700 shown in FIG. 7 includes the URL of the document (document URL) may be described so that the user who receives the notification can immediately refer to the document.

  Next, the notification text created in step S45 is transmitted to the destination read in step S44 (step S46).

  As described above, in this embodiment, when a document is registered in a folder, if there are a destination and notification contents 500 and 700 in the folder, notification sentences 600 and 800 are created from the destination and notification contents 500 and 700. Since the created notification texts 600 and 800 are transmitted to the destinations described in the destination and notification contents 500 and 700, even when a document necessary for a user other than the registrant is registered, other users The electronic filing device (document management device) can be used as an information transmission means. In addition, when viewing a newly registered document, it is not necessary to search on the registration date or the like, and the user's search work can be reduced.

In addition, since the notification destination is automatically set by designating the document registration destination, the notification destination setting work can be reduced.
Furthermore, since the destination and notification content can be set arbitrarily, it is possible to transmit the notification content according to the purpose of the folder.
Although the procedure for registering a new document has been described in this embodiment, the content of the document is updated by notifying the specified user of document management information in the same manner as the method described in this embodiment. If the storage expiration date has been set, the user can be informed in advance.

(Second Embodiment)
Next, a second embodiment of the present invention will be described. In the description of the present embodiment, the same portions as those in the first embodiment are denoted by the same reference numerals as those in FIGS.
The hardware configuration of the document management apparatus of this embodiment is the same as that shown in FIG.
FIG. 9 is a functional block diagram illustrating an example of a functional configuration of the document management apparatus according to the present embodiment.
The document management apparatus includes a destination / notification content registration unit 20, a destination / notification content document owner information storage unit 90, a document registration / operation unit 91, and a destination / notification content / document search unit 22. And an operation classification inspection unit 92, a destination reading unit 23, a notification text creation unit 24, and a notification unit 25 for notifying the destination of contents.

The destination / notification content document owner information storage unit 90 stores the user who executed the destination / notification content registration unit 20 in the external storage device 109 as the document owner.
The document registration / operation unit 91 performs operations on a document such as newly registering a document, opening and updating an already registered document, moving, copying, and referencing a document.
The address / notification content document search unit 92 stores a document describing the address and notification content owned by the user who executed the document operation in a folder in which a newly registered or updated document is stored. Search whether or not.

  The operation classification search unit 93 checks whether or not the operation classification in the document in which the destination and the notification content are described matches the content actually operated by the user.

Next, according to the flowchart of FIG. 10, an example of a destination, notification content, and document registration procedure will be described.
First, when the document registration process is started when the user starts by executing a menu command or the like, a folder for registering a document describing a destination and notification contents is designated based on the operation of the user's input device (step S101). ).
Then, based on the user's operation of the input device, an instruction for registering the document describing the destination and notification content is given (step S102), and the document describing the destination and notification content is registered in the designated folder. (Step S103). Finally, the registration executor of the corresponding document is set and stored in the owner information of the document in which the address and notification contents are described (step S104).

  12, FIG. 14, and FIG. 16 show examples of description of destinations and notification contents. In the destination and notification contents 1200, 1400, and 1600, the classification of the operation to be notified is described immediately below “#ACTION”. Similarly to the first embodiment, when a new document is registered in the corresponding folder, the address of the user to be contacted is described under “#ADDRESS”. The content to be notified is described under “#BODY”.

Next, an example of a procedure for registering a new document and notifying information based on the registration will be described with reference to the flowchart of FIG.
First, when registration of a new document and registration notification processing are started by a user start instruction by executing a menu command or the like, a folder for registering the document is selected (step S111), and registration of the document is executed (step S112).

  Next, a search is performed as to whether or not there is a document describing a destination and notification contents owned by the user who performed document registration in the folder in which the document is registered (step S113). As a method of this search, when a specific name or extension is given to a document in which the address and notification contents are described, and the name or extension is searched, the document with the name or extension is displayed as “ It may be determined that the document is a document that describes the destination and the notification content. In addition, a specific format may be applied to the description content of the document, and if the format is used, it may be determined that the document is “a document describing the destination and notification content”.

If it is determined in step S113 that there is no document in which the address of the performer is the owner and the notification content, there is no processing.
On the other hand, if it is determined in step S113 that there is a destination in which the document registration executor is the owner and a document in which the notification content is described, the operation classification (the destination and notification content 1200 shown in FIGS. 12, 14, and 16). It is checked whether or not “registration = IMPORT” is described in the part “#ACTION” of 1400, 1600 (step S114).

If it is determined in step S114 that the actual operation content (in this case, “registration = IMPORT”) is not described in the operation classification, the process ends.
On the other hand, when it is determined in step 114 that the actual operation content (in this case, “registration = IMPORT”) is described in the operation classification (the destinations and notification content 1200 and 1600 shown in FIGS. 12 and 16 are in this case) The destination for notifying registration of a new document is read out from the document describing the destination and the contents of notification (step S115).
Next, a notification sentence to be notified to the user is created from the described notification content (step S117).

  FIG. 13, FIG. 15, and FIG. 17 are examples of created notification sentences. 12, 14, and 16, “$ Address $”, “$ CreatedDate $”, “$ FolderPath $”, and “$ DosumentName $” in the notification contents 1200, 1400, and 1600 indicate the user In the notification texts 1300, 1500, and 1700 to be notified, “user mail address”, “date when new registration of document is executed”, “path name of folder where document is registered”, “registered document name” Has been converted.

In addition, in “$ AddressOtherName $” in the destination and notification content 1600 shown in FIG. 16, the alias described later is described in the notification text instead of the mail address. More specifically, in the address and notification content 1600 shown in FIG. 16, [Attachment 1 Taro Suzuki Co., Ltd.] is written after the address who@other1.co.jp, so “$ AddressOtherName $” The part is described as “Attachment 1 Taro Suzuki Co., Ltd.”. When the document management apparatus is activated on the Web server, as shown in FIG. 17, “$ DocumsneURL $” in the destination and notification content 1600 contains a document as shown in a notification award 1700 in FIG. It is also possible to describe the URL (document URL) so that the user who receives the notification can refer to the document immediately.
Next, the notification text created in step S116 is transmitted to the destination read in step S115 (step S117).

  In the flowchart shown in FIG. 11, the processing when “document registration” is executed has been described. When the user A has previously registered a “address, notification content description document” (address, notification content) 1200 as shown in FIG. 12, and the user A newly registers a document in the same folder, FIG. Notification text 1300 as shown in FIG. 13 is created and transmitted to each user. Further, when the user B registers in advance a “address, notification content document” (address, notification content) 1600 as shown in FIG. 16, and the user B newly registers a document in the same folder. A notification sentence as shown in FIG. 1700 is created and transmitted to each user. Thereby, it is possible to clearly notify the user that “the document has been newly registered”.

  A case where a “document change” operation is considered will be described. FIG. 15 shows a case where the user A has registered a “address, notification content description document” (address, notification content) 1400 as shown in FIG. 14 and the user A changes the document in the same folder. A notification sentence 1500 as shown is created and transmitted to each user. Thereby, it is possible to clearly notify the user that “an existing document has been changed”.

  As described above, in this embodiment, each user stores a document (destination, notification content 1200, 1400, 1600) in which a notification content is described for each destination and operation in a folder according to his / her use, and uses this. Thus, the notification documents 1300, 1500, and 1700 are notified to the designated user. In addition to the effects of the first embodiment, the user can be notified of different destinations and contents for each user operation.

(Other embodiments of the present invention)
In order to operate various devices to realize the functions of the above-described embodiments, program codes of software for realizing the functions of the above-described embodiments are provided to an apparatus or a computer in the system connected to the various devices. What is implemented by operating the various devices according to a program supplied and stored in a computer (CPU or MPU) of the system or apparatus is also included in the scope of the present invention.

  In this case, the program code of the software itself realizes the functions of the above-described embodiments, and the program code itself and means for supplying the program code to the computer, for example, the program code are stored. The recorded medium constitutes the present invention. As a recording medium for storing such a program code, for example, a flexible disk, a hard disk, an optical disk, a magneto-optical disk, a CD-ROM, a magnetic tape, a nonvolatile memory card, a ROM, or the like can be used.

  Further, by executing the program code supplied by the computer, not only the functions of the above-described embodiments are realized, but also the OS (operating system) or other application software in which the program code is running on the computer, etc. It goes without saying that the program code is also included in the embodiment of the present invention even when the functions of the above-described embodiment are realized in cooperation with the embodiment.

  Further, after the supplied program code is stored in the memory provided in the function expansion board of the computer or the function expansion unit connected to the computer, the CPU provided in the function expansion board or function expansion unit based on the instruction of the program code Needless to say, the present invention includes the case where the functions of the above-described embodiment are realized by performing part or all of the actual processing.

1 is a block diagram illustrating an example of a hardware configuration of a document management apparatus according to a first embodiment of this invention. FIG. 1 is a functional block diagram illustrating an example of a functional configuration of a document management apparatus according to a first embodiment of this invention. 5 is a flowchart illustrating an example of a destination, notification content, and document registration procedure according to the first embodiment of this invention. 6 is a flowchart illustrating an example of a procedure for registering a new document and notifying information based on the registration according to the first embodiment of this invention. It is a figure which shows the 1st Embodiment of this invention and shows the 1st description example of a destination and the content of notification. It is a figure which shows the 1st Embodiment of this invention and shows the 1st example of a notification sentence. It is a figure which shows the 1st Embodiment of this invention and shows the 2nd description example of a destination and the content of notification. It is a figure which shows the 1st Embodiment of this invention and shows the 2nd example of a notification text. It is a functional block diagram which shows the 2nd Embodiment of this invention and shows an example of a function structure of a document management apparatus. 10 is a flowchart illustrating an example of a destination, notification content, and document registration procedure according to the second embodiment of this invention. 12 is a flowchart illustrating an example of a procedure for registering a new document and notifying information based on the registration according to the second embodiment of this invention. It is a figure which shows the 2nd Embodiment of this invention and shows the 1st description example of the destination of user A, and the content of notification. It is a figure which shows the 2nd Embodiment of this invention and shows the 1st example of the notification text of the user A. It is a figure which shows the 2nd Embodiment of this invention and shows the 2nd description example of the destination of user A, and the content of notification. It is a figure which shows the 2nd Embodiment of this invention and shows the 2nd example of the notification text of the user A. It is a figure which shows the 2nd Embodiment of this invention and shows the description example of the destination of user B, and notification content. It is a figure which shows the 2nd Embodiment of this invention and shows an example of the notification text of the user B. FIG.

Explanation of symbols

101 CPU
102 Keyboard 103 Mouse 104 Display Device 105 CD-ROM Reading Device 106 Scanner 107 ROM
108 RAM
109 External storage device

Claims (6)

A document management apparatus for managing a document by storing a document file in a folder capable of taking an arbitrary hierarchical structure,
Destination information indicating a destination for notifying that the document file is registered or updated when the document file is registered in the folder or when the document file stored in the folder is updated; Determination means for determining whether or not a destination notification document including notification content information regarding the content to be notified is stored in the folder;
A notification unit configured to notify the destination indicated by the destination information of the notification content based on the notification content information when the determination unit determines that the destination notification document is stored; Document management device. The destination notification document includes owner information indicating a registration executor of the destination notification document, the destination information, and the notification content information.
The notification content information includes an operation content performed on the document file,
When the document file is registered in the folder or when the document file stored in the folder is updated, the determination unit includes owner information indicating a user who performed registration or update of the document file. Determining whether or not the destination notification document is stored in the folder;
When the determination unit determines that the destination notification document including the owner information indicating the user who performed registration or update of the document file is stored in the folder, the document file A second determination means for determining whether or not the operation content actually performed matches the operation content included in the notification content information;
The notification unit is configured to notify the notification when the operation content actually performed on the document file matches the operation content included in the notification content information by the second determination unit. The document management apparatus according to claim 1, wherein notification content based on content information is notified to a destination indicated by the destination information. Address notification document registration means for registering the address notification document file in the folder;
Document file registration means for registering the document file in the folder;
The document management apparatus according to claim 1, further comprising a document file update unit configured to update the document file stored in the folder.   A document management system comprising: the document management apparatus according to claim 1; and a plurality of information processing apparatuses connected to the document management apparatus via a network. A document management method for managing a document by storing a document file in a folder that can take an arbitrary hierarchical structure,
Destination information indicating a destination for notifying that the document file is registered or updated when the document file is registered in the folder or when the document file stored in the folder is updated; A determination step of determining whether or not a destination notification document including notification content information regarding the notification content is stored in the folder;
And a notification step of notifying the notification content based on the notification content information to the destination indicated by the destination information when the determination step determines that the destination notification document is stored. Document management method. A computer program for storing a document file in a folder capable of taking an arbitrary hierarchical structure and causing the computer to manage the document,
Destination information indicating a destination for notifying that the document file is registered or updated when the document file is registered in the folder or when the document file stored in the folder is updated; A determination step of determining whether or not a destination notification document including notification content information regarding the notification content is stored in the folder;
Causing the computer to execute a notification step of notifying the notification content based on the notification content information to the destination indicated by the destination information when the determination step determines that the destination notification document is stored. A computer program characterized by the above.

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