JP2006268464A - Electronic document management system and method of setting access right - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide an electronic document management system and a method of setting access right that ensure access right settings of original documents and a binder document without enforcing a user to conduct complicated operations, by automatically changing the access rights of the original documents correspondingly, when the access right of the binder document is changed after the creation from the plurality of documents. <P>SOLUTION: The electronic document management system stores the relations between a plurality of original documents and a binder document created from the original documents; and when the access right of the binder document is changed, automatically changes the access rights of the original documents. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention relates to an electronic document management system and an access right setting method capable of creating a new document by combining one or more documents.

Conventionally, in an electronic document management system, documents may be shared by multiple users, and access rights such as read rights, edit rights, and delete rights for documents are set for each user and appropriate document management is performed. (For example, refer to Patent Document 1). For example, it was possible to collect one or more documents and combine them to create a new document (hereinafter referred to as a binder document). In this case, the created binder document is a newly created document. Therefore, document attribute information such as a document name, creation date, and access right has been newly set.
JP 2000-253042 A

  However, as described above, when a binder document is newly created, after the binder document access right is appropriately set, the binder document access right may be reviewed and set again. For example, when the binder document 1 is created from the original document 1 and the original document 2, if the access right of the original document 1 and the original document 2 is set to “edit” for the user A, for example, the binder document 1 also Set as “edit” for user A. Thereby, the user A can read the original document 1 and the original document 2, but can read and edit the contents.

  However, after that, if the access right of the binder document 1 is reviewed and “read” is set for the user A, the user A can no longer edit the contents of the binder document 1, but the original document 1 and the original document Since the access right of 2 does not change, the contents can be edited. Thereafter, when another user creates a new binder document 2 including the original document 1 or the original document 2, the user A is the original even though the binder document is created from the same original document 1 or original document 2. Since the document is edited, the contents of the binder document 1 and the binder document 2 may be different. In addition to avoiding such problems, there has been a desire to reliably set access rights for the original document and the binder document in order to retain confidential information and prevent falsification.

  The present invention has been made paying attention to the above points, and it is possible to reliably set the access right of the original document and the binder document, and it is possible to increase the effect of preventing leakage of confidential information and preventing falsification. An object is to provide an electronic document management system and an access right setting method.

To solve the above problem,
Access right setting means for setting access rights for each electronic document in units of users or groups;
A binder document creating means for creating one electronic document from a plurality of original electronic documents;
A binder document relationship management means for storing and managing the plurality of original electronic documents and the created binder document in association with each other;
When the access right of the binder document is changed, the access right of the original electronic document can be similarly changed based on the information managed by the binder document relationship management means.

  According to the present invention, even when the access right of the binder document is changed, each access right of the original document that is the source of the binder document is automatically changed, so that the user is forced to perform complicated operations. Accordingly, it is possible to reliably set the access right for the original document and the binder document. As a result, access restriction settings such as reading and editing of document contents can be performed uniformly for each user, so that it is possible to effectively prevent leakage of confidential information and tampering.

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

  In the embodiment, an example will be described in which a user “kuroda” newly creates a binder document from a plurality of original documents. It is assumed that the user “kuroda” has also created a plurality of original documents. Originally, the user “tanaka” had the access right to “edit” the original document, but the user “kuroda” assigned the access right of the user “tanaka” to the newly created binder document “ An example where the access right of the user “tanaka” of the original document is automatically changed to “read” in conjunction with the operation will be described below in detail.

  First, FIG. 1 shows an application operation dialog of the electronic document management system, and shows an operation state in which the user “tanaka” confirms the document access right. In order to access the electronic document management system, the user starts an application program and operates an operation dialog as shown in FIG.

  In addition to the menu and icon buttons displayed at the top of the dialog, the operation dialog has two display areas. In the repository view 101 displayed on the left side, cabinets registered in the electronic document management system and a folder hierarchy tree in each cabinet are displayed. A plurality of cabinets can be registered in the electronic document management system, and user settings, setting initial values, and the like can be separately registered for each cabinet. If it is compared with the management of paper documents, it corresponds to a shelf for storing documents and is the largest management unit. The folder in the cabinet has the same concept as the folder or directory adopted in the Windows (registered trademark) OS of Microsoft Corporation, the UNIX (registered trademark) OS, etc., and the folder has a plurality of documents or subfolders. .

  In the example of FIG. 1, it can be seen that three cabinets are already registered, the folder hierarchy is displayed by connecting to the My Cabinet 102 therein, and the managed document folder 103 is selected. A document list view 104 on the right side is an area for displaying documents and folders existing in the managed document folder 103. In the document list view 104, not only documents but also subfolders are displayed. In the example of FIG. 1, it can be seen that there are no subfolders and there are three documents. When confirming the access right of a document, the user first identifies one document by clicking the mouse. The selected document is highlighted. In the example of FIG. 1, the examination result document 105 is selected. When another mouse button is clicked in this state, a document operation menu dialog 106 is displayed. The user operates the mouse and clicks the property menu 107.

  Thereafter, the document operation menu dialog 106 is closed, and the document property dialog shown in FIG. 2 is displayed.

  In the document name display area 201, “consideration result” is displayed as the document name. In the example of FIG. 2, it can be seen that the access right setting value 203 of the access right setting item 202 for this document is “edit”. This access right setting value 203 is an access right for the user “tanaka” who has opened the document property dialog, that is, the user “tanaka” can edit the examination result document 105.

  The access right setting value 203 has four levels. The most restricted one is “none”, and even the existence of the document cannot be confirmed. The next step is "reading", where the document can be read but cannot be edited or deleted. The next stage is “editing”, in which the document description can be edited but the document cannot be deleted. The unrestricted state is “deletion”, and the document can be deleted.

  The access right setting value 203 can be set differently for each user. For example, the user A can be permitted to read the review result document 105 but cannot be edited, and the user B can be permitted to edit the same review result document 105. That is, in the document property dialog shown in FIG. 2, the user's access right to the examination result document 105 can be confirmed. In this example, the person can edit the examination result document 105. I understand that.

  If a user who is permitted only to read the examination result document 105 displays this document property dialog, “read” is displayed in the access right setting value 203. Only the creator of the document or the system administrator can set the access right. When a new document is created, “delete” is automatically set by default, and all users can delete the document. A user who creates a document as necessary sets an access right for the document for each user.

  By pressing the next document button 204, the document property of the next document displayed in the document list view 104 can be displayed. The next document indicates a document displayed in the document list view 104 on the right side or in the lower row. If there is no equivalent to the next document, the next document button 204 is grayed out and cannot be pressed. Similarly, the previous document button 207 also exists, but since the examination result document 105 is located at the upper left in the document list view 104, there is no document on the left side or above it, so in the example of FIG. It is grayed out and cannot be pressed.

  Some document properties allow the user to arbitrarily change the information. If a change is made, pressing the OK button 205 applies the changed content and closes the document property dialog at the same time. When the cancel button 206 is pressed, even if the document property is changed, it is considered that the change has not been made, and the document property dialog is closed. If the document property is not changed, the document property dialog is closed as it is regardless of whether the OK button 205 or the cancel button 206 is pressed.

  Next, an example of a screen operation when a user “kuroda” combines a plurality of original documents to create a new binder document will be described with reference to FIG. 3. The user first selects one or more documents from the documents displayed in the document list view 104. In the example in the figure, all three documents existing in the management document folder 103, the examination result document 301, the FIG. 1 document 302, and the survey list document 303 are selected. When the mouse is clicked in this state, a multi-document operation dialog menu 304 is displayed. The user can create a binder document as shown in FIG. 4 by selecting a new binder menu 305 from the dialog menu.

  FIG. 4 shows a state in which the created binder document is additionally displayed in the document list view 104. The document name immediately after creation of the binder document is “new binder”, but FIG. 4 shows a display example when the user subsequently changes the document name to “report”. The report document 401 is displayed with an icon specific to the binder document so that it can be distinguished at a glance that it is a binder document.

  FIG. 5 shows a state in which the document property dialog of the newly created report document 401 is displayed by the user “tanaka”. The method for displaying the document property dialog is as described in FIG. The display contents are the same as those described with reference to FIG. 2, and “Report” is displayed in the document name display area 501 as the document name.

  The access right setting value 503 of the user access right setting item 502 “tanaka” for this document is “deleted”. This is also because “delete” is automatically set by default in the case of a newly created document, as described with reference to FIG. A document property of the previous document can be displayed by pressing the previous document button 504, and a document property of the next document can be displayed by pressing the next document button 505.

  In the example of FIG. 5, the report document 401 is displayed in the lowermost line in the document list view 104 and there is no document on the right side thereof. Therefore, it is considered that there is no next document, and the next document button 505 is grayed out. It is displayed. By pressing an OK button 506, the change contents are applied and at the same time the document property dialog is closed. When the cancel button 507 is pressed, even if the document property is changed, it is considered that the change has not been made, and the document property dialog is closed. If the document property is not changed, the document property dialog is closed as it is regardless of whether the OK button 506 or the cancel button 507 is pressed.

  Next, FIG. 6 shows an example in which the user “kuroda” who created the report document 401 displays the document property dialog of the report document 401. In this example, instead of property information, the setting state related to sharing is displayed. It is. Normally, only the information tab 611 is displayed, and the property information as described with reference to FIG. 5 is displayed. FIG. 6 shows the display state when the shared tab 612 is selected and designated. The sharing tab 612 is displayed when the creator of the document, that is, the owner, or the system administrator displays the document property dialog.

  In the document name display area 601, “Report” is displayed as the document name. The creator who created this document, that is, the owner 602, is displayed as a user “kuroda”. Radio buttons 603, 604, and 605 are used to specify an access right setting policy for this document. When the radio button 601 is selected, access from all other users is completely prohibited, and only the user kuroda who is the owner 602 can read and edit the report document 401. . When the radio button 604 is selected, the setting is the same as the access right setting of the folder to which the report document 401 belongs. Each folder can accept a sharing setting similar to the example of FIG. 6 as one of its folder properties. When the radio button 605 is selected, an access right can be set for each user, and only in this case, various access right setting areas displayed below are valid.

  A user name display area 606 and an access right display area 607 display the user name for which the access right is set and the access right of the user. In the example of the figure, it can be seen that the deletion right is set for the user “tanaka”. When the access rights of a plurality of users are set, each user is displayed on a separate line. In other words, in addition to the user kuroda who is the creator of the document, the report document 401 is given an access right that allows the user tanaka to delete the document. Other users cannot access the report document 401.

  Subsequently, in the access right change box 608, the same access right of the user selected by the mouse operation from the users displayed in the user name display area 606 and the access right display area 607 is displayed. The selected user is highlighted in blue. When one user is set, it is assumed that the user is selected, and the user is automatically highlighted. It is also possible to change the access right of the selected user by pressing an expansion button in the access right change box 608. The change of the access right will be described later with reference to FIG.

  A user can be added by pressing an add button 615. By pressing the delete button 616, it is possible to delete the access right setting of the selected user and prevent the user from accessing the document. A document property of the previous document can be displayed by pressing a previous document button 609, and a document property of the next document can be displayed by pressing a next document button 610.

  In the example of FIG. 6, the report document 401 is displayed in the lowermost line in the document list view 104 and there is no document on the right side thereof. Therefore, it is considered that there is no next document, and the next document button 610 is grayed out. It is displayed. By pressing an OK button 611, the change contents are applied and at the same time the document property dialog is closed. When the cancel button 612 is pressed, even if the document property is changed, it is considered that the change has not been made, and the document property dialog is closed. If the document property has not been changed, the document property dialog is closed as it is whether the OK button 611 or the cancel button 612 is pressed.

  Next, a method of changing the access right setting of a specific user by the user “kuroda” who has also created the report document 401 will be described with reference to FIG.

  Basically, this is the same as the document property dialog described with reference to FIG. 6, but first, a user whose access right is to be changed is selected. When the expand button in the access right change box 608 is pressed, an access right list 703 is displayed. The user can change the access right of the user by clicking a desired access right from the displayed access right list 703. The previous document button 704, the next document button 705, the OK button 706, and the cancel button 707 perform the same functions as those in FIG.

  FIG. 8 shows an example where the user “tanaka” opens the document property dialog of the report document 401 after the access right change in FIG. 7. The access right setting value 802 of the access right setting item 801 is “read”. As described with reference to FIG. 5, the user “tanaka” originally has the “delete” right set in the report document 401, but it is certainly “read” as the setting is changed in FIG. 7. I understand.

  Further, in this case, not only the access right to the report document 401 is changed, but also the access rights of the examination result document 301, the FIG. 1 document 302, and the investigation list document 303 which are the original documents are automatically changed. .

  FIG. 9 shows a document name 903 and an access right 904 for three original documents 901 and a binder document 902 created from the original documents, and is a table managed internally by the electronic document management system. It corresponds to. This table exists and is managed for each user. FIG. 9 shows a state immediately after creating the binder document from the original document, and shows an example of the access right for the user “tanaka”.

  As the original document 901, there are three documents with the document names “consideration result”, “FIG. 1”, and “investigation list”, and the binder document 902 to be created is a document with the name “report”. All the access rights of the user “tanaka” of the original document 901 are “edit”. In this state, when the user “kuroda” newly creates the binder document 902 “report” as described with reference to FIG. 3, the user “tanaka” has the “delete” access right to the binder document 902. Is set. This is because, as described in the explanation of FIG. 5, “delete” is automatically set as the access right by default.

  Next, FIG. 10 shows a table internally managed by the electronic document management system in the same manner as described with reference to FIG. 9, and the user “kuroda” who created the binder document 1002 accesses the table. This is an example when the right 1004 is changed from “delete” to “read”. When the access right 1004 is changed, the electronic document management system refers to the internally managed table described with reference to FIG. 9 and identifies the original document 1001. As shown in the figure, it can be seen that the original document is three documents having the document name 1003 of “examination result”, “FIG. 1”, and “investigation list”, and at the same time, the access right 1004 of the three original documents 1001 is assigned to the binder document 1002. Automatically change to the same as

  In the example of the figure, it can be seen that the access right of the user “tanaka”, which was “edit” at the time described with reference to FIG. 9, has been changed to “read”. If access rights are set for a plurality of users, the access rights of the plurality of users are automatically and simultaneously changed to the same access rights 1004 of the binder document 1002.

  FIG. 11 illustrates a state where the access right of the actual original document is changed according to the internal processing of the electronic document management system described with reference to FIG.

  In this example, after the access right of the report document 401 that is a binder document is changed, the user “tanaka” displays the document property dialog of the examination result document 301 that is one of the original documents of the report document 401. is there. It can be seen that the access right setting value 503 of the access right setting item 502 is changed to “read”. Similarly, even when the user “tanaka” displays the document properties of the other original document in FIG. 1 302 and the survey list document 303, the access right setting value 503 of the access right setting item 502 is changed to “read”. Yes. As a result, the user “tanaka” can read the document contents but cannot edit not only the report document 401 but also the three original documents that are the origins.

Figure showing the document property menu display screen Figure showing original document property display screen Figure showing the binder document creation menu display screen Diagram showing binder document display status Figure showing the binder document property display screen Figure showing the binder document property display screen Figure showing the binder document property display screen Figure showing the binder document property display screen The figure which shows the access right management table of an original document and a binder document The figure which shows the access right management table of an original document and a binder document Figure showing original document property display screen

Explanation of symbols

101 Repository View 102 My Cabinet 103 Managed Document Folder 104 Document List View 105 Review Result Document 106 Document Operation Menu Dialog 107 Property Menu

Claims (6)

In an electronic document management system that manages multiple electronic documents,
Access right setting means for setting access rights for each electronic document in units of users or groups;
A binder document creating means for creating one electronic document from a plurality of original electronic documents;
A binder document relationship management means for storing and managing the plurality of original electronic documents and the created binder document in association with each other;
Original document access right changing means for changing the access right of the original electronic document based on the information managed by the binder document relation management means when the access right of the binder document is changed An electronic document management system characterized by that.   2. The electronic document management according to claim 1, wherein the binder document relationship management unit manages the access right of each of the plurality of original electronic documents and the access right of the created binder document in association with each other. system.   The binder document relationship management means associates the access right of the original electronic document with the created binder document even when a plurality of different access rights are set for each user or group by the access right setting means. The electronic document management system according to claim 1, wherein the electronic document management system is managed. In the access right setting method for managing multiple electronic documents,
An access right setting step for setting an access right for each electronic document in units of users or groups;
A binder document creating process for creating one electronic document from a plurality of original electronic documents;
A binder document relationship management step of storing and managing the plurality of original electronic documents and the created binder document in association with each other;
An original document access right changing step for changing the access right of the original electronic document based on the information managed in the binder document relation management step when the access right of the binder document is changed. An access right setting method characterized by the above.   5. The access right setting according to claim 4, wherein the binder document relationship management step manages each access right of the plurality of original electronic documents and an access right of the created binder document in association with each other. Method.   The binder document relationship management process associates the access rights of the original electronic document and the created binder document even when a plurality of different access rights are set for each user or group by the access right setting process. 5. The access right setting method according to claim 4, wherein management is performed.