JP2006268704A - Document management system and method, and program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management system and method and program which enable information to be speedily and surely shared between users in a network environment. <P>SOLUTION: A computer 3a comprises a file retrieval section 24, an operation classification retrieval section 25, a destination reading section 26, and a notification document creating section 27. When the file retrieval section 24 retrieves a file that is a file describing a destination/notification content and is owned by an operator who instructs the new registration of a document, from a folder designated by the operator as a folder to preserve the document instructed to be newly registered, the operation classification retrieval section 25 retrieves a file of which the operation classification is "IMPORT", and the destination reading section 26 reads out destination described in the retrieved file describing the destination/notification content. The notification document creating section 27 creates a notification document based on notification contents described in the file of which the destination is read out, and a notification document transmitting section 28 electronically transmits the created notification document to the read destination. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention relates to a document management system and its document management method and program, and more particularly to a document management system such as an electronic filing system used in a system environment in which a plurality of computers are connected via a network, and its document management method and program. .

  Conventionally, an electronic filing system in which image data of a document read from a scanner or the like, or code data of a document created by a DTP application on a computer, etc. is registered, retrieved, displayed or printed is centrally managed. However, in recent years, it has become common to manage by classifying folders into a collection of several documents.

  In addition, with the diversification of business and the spread of networks, personal folders and groups that store documents that only specific users can register or search in order to meet the demand for using multiple users of electronic filing devices There has been proposed an electronic filing system in which documents can be managed by dividing them into a shared folder for storing documents that can be registered or searched by any user (see, for example, Patent Document 1). ).

  In the document registration method in the conventional electronic filing system, first, the user sets document management information such as the document name and keyword of the document managed by the electronic filing system. Furthermore, when the electronic filing system manages documents by classifying them into folders, the user designates a folder in which the documents are stored.

  After these settings, when the user instructs registration of this document, the ionization filing system adds the registration date, the registrant, the number of pages of the document, etc. to the document management information created for the document, and then manages the document. After associating information with document data, the document is registered in the designated folder.

In addition, when a user gives an instruction for document operation such as new registration of a document or editing of an already registered document, the electronic filing system performs the document operation in accordance with the user instruction and the document operation is performed. The document management information of the selected document is transmitted to a designated user's destination by electronic means. Thus, when a document in which necessary information is written for a user other than the user (registrant) who instructed the document operation is registered, an electronic filing system that prompts other users to refer to the document is disclosed. ing.
JP 2002-334088 A

  However, since the conventional electronic filing system does not have a function of periodically observing the user's document access status, even if the document management information is transmitted to the designated user, these users actually refer to the document. Therefore, there is a problem that it is impossible to determine whether or not information is shared, and it is not possible to reliably share information between users.

  An object of the present invention is to provide a document management system, a document management method thereof, and a program capable of quickly and surely sharing information between users in a network environment.

  In order to achieve the above object, the document management system according to claim 1 is a document management system configured by a plurality of computers connected via a network and centrally managing documents stored in a hierarchical folder, A document management system comprising: a document operation unit that performs a document operation according to a user instruction; and a notification document transmission unit that transmits a notification document to that effect to a predetermined user destination when the document operation is performed. File creation means for creating a file that is a document in which the operation classification of the document operation to be notified by the notification document, the notification content of the notification document, and the destination is described according to the instruction, and the file for registering the created file Owner information storage means for storing a registration means and a user who has instructed creation of the file as an owner of the file The notification document transmission means includes the file registered in a folder in which the document operated document is managed, the file having the user who has instructed the document operation as the owner. An owned file search means for searching based on owner information; an operation classification search means for searching for a file whose operation classification matches the document operation from the files searched by the owned file search means; A destination reading unit that reads a destination described in the file searched by the operation classification search unit; a notification document generation unit that generates a notification document based on the notification content described in the file searched by the operation classification search unit; An electronic transmission that electronically transmits the notification document created by the notification document creation means to the destination read by the destination reading means. Characterized in that it comprises a means.

  According to a fifth aspect of the present invention, there is provided a document management method comprising a plurality of computers connected via a network, and a document management system for centrally managing documents stored in a hierarchical folder, and performing document operations in accordance with user instructions. In a document management method of a document management system comprising a document operation step and a notification document transmission step of transmitting a notification document to that effect to a predetermined user destination when the document operation is performed, according to a user instruction, A file creation step of creating a file that is a document in which the operation classification of the document operation to be notified in the notification document, the notification content of the notification document, and the destination is described; and a file registration step of registering the created file; An owner information storage block for storing a user who has instructed creation of the file as an owner of the file. The notification document sending step is a file registered in a folder in which the document operated document is managed, the file having the owner who has instructed the document operation as an owner An owner file search step for searching based on the owner information, and an operation class search step for searching for a file whose operation category matches the document operation from the files searched by the owner file search step; A destination reading step for reading a destination described in the file searched by the operation classification search step, and a notification document creation for generating a notification document based on the notification content described in the file searched by the operation classification search means And the notification document created in the notification document creation step in the destination reading step Characterized in that it comprises an electronic transmission step of transmitting electronically to was Desa see destination.

  7. A program according to claim 6, comprising a plurality of computers connected via a network, and a document management system for centrally managing documents stored in a hierarchical folder, wherein the document operation is performed according to a user instruction. In a program of a document management method of a document management system executed by a computer comprising a module and a notification document transmission module for transmitting a notification document to that effect to a predetermined user destination when the document operation is performed, A file creation module for creating a file that is a document in which the operation classification of the document operation to be notified by the notification document, the notification content of the notification document, and the destination is described according to the instruction, and the file for registering the created file The registration module and the user who has instructed creation of the file are An owner information storage module that stores the file as an owner of the file, and the notification document transmission module is the file registered in a folder in which the document on which the document operation is performed is managed, and the document operation The owned file search module that searches a file whose owner is the user who has instructed based on the owner information, and the operation classification described above matches the document operation from the file searched by the owned file search module An operation category search module for searching for what to do, a destination read module for reading a destination described in the file searched by the operation category search module, and a notification content described in the file searched by the operation category search means A notification document creating module for creating a notification document based on the notification document The notification document created by the module, characterized in that it comprises an electronic transmission module for transmitting electronically to the destination read module read destination.

  According to the present invention, the operation classification of the document operation to be notified by the notification document registered in the folder in which the document operation is managed, the notification content of the notification document, and the predetermined user who transmits the notification document A file that is a document in which the destination is described, and a file whose owner is the user who has instructed the document operation is searched based on the owner information, and the operation classification described above is searched from the searched file. Searches for a document that matches the document operation, reads the destination described in the searched file, creates a notification document based on the notification content described in the searched file, and creates the notification document Since it is transmitted electronically to the read destination, the setting work of the notification destination can be reduced, and information can be quickly and surely shared among users in a network environment. Kill.

  Preferably, the notification content described in the file from which the address has been read is modified according to the user instruction, so that the user can easily change the notification content described in the file registered in advance.

  Preferably, a predetermined user can refer to a document on which a document operation is set in accordance with a user instruction based on a reference history of the document on which a document operation is created for each user. When it is determined that a user who has not been referred to exists among the predetermined users, a re-notification document indicating that the document operation has been performed is electronically transmitted to the user's destination. Information can be shared more reliably.

  Preferably, a file registered in a folder in which the document operation is performed is searched, and a file whose operation classification matches the document operation is searched from the searched file. When the file is searched, the deadline input by the user who instructed the document operation is acquired, and the deadline input by the user is determined as the reference deadline. Therefore, the reference deadline of the document on which the document operation has been performed is determined by the user. Can be set reliably according to the instructions.

  Hereinafter, embodiments of the present invention will be described in detail with reference to the drawings.

  FIG. 1 is a block diagram schematically showing the configuration of a document management system according to an embodiment of the present invention.

  In FIG. 1, a document management system 1 is composed of computers 3a, 3b, and 3c connected via a network 2, and is a system that centrally manages documents stored in hierarchical folders. Here, the number of computers constituting the document management system according to the present embodiment is three. However, the number of computers is not limited to three as long as the computer has the configuration of FIG.

  Hereinafter, only the configuration of the computer 3a among the computers 3a, 3b, and 3c will be described, and a duplicate description will be omitted.

  FIG. 2 is a block diagram schematically showing the configuration of the computer 3a in FIG.

  In FIG. 2, a computer 3a is composed of a keyboard, a mouse, and the like, and includes a keyboard 102 that functions as an input device for inputting a document operation instruction from a user, a mouse 103 that functions as the input device, It consists of a hard disk storage device etc. whose stored contents do not disappear even when the power is turned off, and is installed when an external storage device 109 for storing documents, document information, folder information, user information, etc., and a CD-ROM are installed. A CD-ROM reader 105 that reads information in the CD-ROM and supplies the read information to the external storage device 109, and a scanner that reads information written on paper and creates image data of the read information 106, a ROM 107 for storing control procedures such as document operation processing, and a word used for document operation processing. RAM 108 used as a temporary storage memory for controlling each component constituting the memory and the computer 3a, and a display device of the computer 3a, which is a CRT (display device) for displaying display data temporarily recorded in the RAM 108 104 and the bus 110 are used to control the transfer of address signals, control signals and various data between the devices connected to the bus 110, and the control procedure stored in the ROM 107 is read to create a folder. A CPU 101 (notification document transmission means) that controls document operations such as change, document registration, change, and reference, file list display, and notification notification to that effect when a document operation is performed Is provided.

  FIG. 3 is a block diagram schematically showing a flow of notification document transmission processing executed by the computer 3a of FIG.

  In FIG. 3, in accordance with a user instruction, the CPU 101 determines the type of document operation to be notified to a predetermined user by the notification document, a notification content template in the notification document, and the e-mail address of the predetermined user that transmits the notification document. A registration unit 20 (file creation unit, file registration unit) that creates a destination / notification content description file that is a document in which a destination (hereinafter simply referred to as “destination”) is formed, and registers it in a predetermined folder; A document operation unit 22 (document operation unit) for performing document operations such as new registration of a document in a predetermined folder, update, movement, copying, reference, etc. of an already registered document in accordance with a user instruction, and a document operation unit 22 When a document operation was performed in, the document operation was performed according to the instruction of the user who instructed the document operation (hereinafter referred to as “operator”) A reference time limit setting unit 23 for setting a reference time limit for allowing a predetermined user to refer to a document, and a folder in which the document operation is managed when the document operation unit 22 performs the document operation. A file search unit 24 (search means) that searches for a destination / notification content description file, and when the file search unit 24 searches for a destination / notification content description file, An operation classification search unit 25 (operation classification search means) is provided for searching for an operation classification of the document operation described in the destination / notification content description file that matches the operation classification of the document operation designated by the operator. .

  The reference time limit setting unit 23 (reference time limit determining means) is used by the operator in a reference time limit setting dialog displayed on the CRT 104 when the operation classification search unit 25 searches for a destination / notification content description file that matches the type. The designated deadline is determined as the reference deadline set by the reference deadline setting unit 23.

  Further, the CPU 101 sets information (for example, the destination / notification content description file of the destination / notification content description file) that designates the user who has instructed the creation of the destination / notification content description file (hereinafter, “registrant”) as the owner of the destination / notification content description file. An owner information storage unit 21 (owner information storage means) is provided for storing in the document information storage device 109 the owner name information corresponding to the file name or its extension). The file search unit 24 (owned file search means) is a destination / notification content description file owned by the operator among the address / notification content description files searched from the above-mentioned folder when the operator instructs some document operation. Is searched based on the owner information.

  The CPU 101, when a destination / notification content description file is searched by the operation classification search unit 25, reads a destination described in the searched destination / notification content description file; A notification document creation unit 27 (notification document creation unit) that creates a notification document based on the notification content template described in the destination / notification content description file from which the destination has been read, and a notification document creation unit 27 A notification document transmission unit (electronic transmission unit) that transmits the notified document to the destination (electronic mail address) read by the destination reading unit;

  Further, the CPU 101 displays, for each user, the access history for the document in which the document operation is performed by the document operation unit 22, that is, the operation content (document reference, document download, comment change in the document, etc.) performed at the time of document access. The user-specific operation history monitoring unit 29 (user-specific reference monitoring unit) that monitors and records the information and the user-specific operation history monitoring unit 29 monitor the result. Re-notification for re-notifying that a document operation has been performed when there is a user who has not referred to a document (hereinafter referred to as “unreferenced user”) even after the reference deadline set in 23 has passed. A re-notification document creation unit 30 (re-notification document creation means) for creating a document and a destination of an unreferenced user are read from the destination / notification content description file created by the registration unit 20, Look out destination and a re-notification document transmitter 31 re-notification document created by re-notification document creation section 30 to the (e-mail address) mailing (e-retransmission means).

  In the owner information storage unit 21, a template of the re-notification content used for creating the re-notification document can be registered in advance. The template of the re-notification content may be a template of the notification content created by the notification document creation unit 27, or the content of the notification content template may be modified according to the user instruction of the operator. Or a newly created one.

  In the present embodiment, the user-specific operation history monitoring unit 29 monitors the access history for each user based on the mail address of each user.

  FIG. 4 is a flowchart showing a procedure of a destination / notification content description file registration process executed by the computer 3a of FIG.

  In FIG. 4, first, the user who is the registrant sequentially selects the menu command “file registration process” (YES in step S31), and selects the folder in which the destination / notification content description file is registered (in step S32). YES), when there is an instruction to register a destination / notification content description file (step S33), the registration unit 20 creates a destination / notification content description file and registers it in the folder designated by the user (step S34). The owner information storage unit 21 stores owner information in which the user who is the registrant who instructed the registration is the owner of the created destination / notification content description file in the external storage device 109 (step S35). This process ends.

  According to the processing of FIG. 4, the notification content description file is owned by the user who has instructed registration of the destination / notification content description file, and is created for each operation classification of document operation. The destination and the notification content can be arbitrarily set, and the notification content corresponding to the use of the folder can be transmitted. In addition, a notification document having a different destination and content can be transmitted for each operator and each operation classification of document operation.

  In the present embodiment, the owner information storage unit 21 assigns a specific file name to the destination / notification content description file, and uses the owner list information corresponding to the specific file name as the owner information. Save to. However, the file search unit 25 is not limited to this as long as it can search for the owner of the destination / notification content description file based on the owner information. May be added, or the contents of the address / notification contents description file may be given a specific format.

  In the destination / notification content description file registered by the processing of FIG. 4, the type of document operation to be notified is described immediately below “#ACTION”, as shown in FIGS. When a document that has been subjected to a document operation (for example, new registration of a document) described in “#ACTION” is stored in the folder in which the destination / notification content description file is registered, The email address of the user you want to contact is listed. In addition, a template of the notification content is described under “#BODY”.

  FIG. 5 is a flowchart showing the procedure of the reference time limit setting process executed by the computer 3a of FIG.

  In this processing, a case will be described where only one destination / notification content description file in FIG. 4 created for each owner and each operation classification is registered in one folder. -Multiple notification content description files may exist in the same folder. However, in this case, the information for identifying the plurality of files is the owner information stored in step 35 of FIG.

  In FIG. 5, first, if there is any document operation instruction from the user who is an operator (YES in step S41), the document operation unit 22 performs the document operation instructed by the user (step S42).

  Next, the file search unit 24 searches for a destination / notification content description file from the folder that manages the document on which the document operation has been performed (YES in step S42A), and the operation classification search unit 25 further searches the destination. Among the notification content description files, a file whose operation classification of the document operation described in the destination / notification content description file matches the operation classification of the document operation designated by the operator is searched (step S43). Specifically, when a document is newly registered by the document operation unit 22 in step S42, a destination / notification content description file (see FIGS. 9 and 11) in which the operation classification “IMPORT” is described is searched. If the document has been updated by the document operation unit 22 in step S42, a destination / notification content description file (see FIG. 10) in which the operation classification “REVISE” is described is searched. Thereby, a different reference time limit can be set for each operation classification.

  As a result of the search in step S43, when a matching destination / notification content description file is searched, a reference time limit setting dialog is displayed on the CRT 104 (step S44). Setting is performed by the setting unit 23 (step S45), and this process is terminated.

  FIG. 6 is a flowchart showing a procedure of document new registration notification processing executed by the computer 3a of FIG.

  In FIG. 6, first, a user who is an operator sequentially instructs to register a new document (YES in step S501), selects a folder for registering a newly registered document (YES in step S502), and instructs to register a new registered document. If there is (YES in step S503), the document operation unit 22 creates a new document and registers the new document in the folder designated by the user (step S504).

  Next, when the file search unit 24 searches for a destination / notification content description file from the folder specified by the user (YES in step S505), and when it is not directly searched (NO in step S505), The destination / notification content description file for the newly registered document is registered in the user-designated folder by the destination / notification content description file registration processing of FIG. 4 (step S505A), and this new registration is performed by the reference time limit setting processing of FIG. After the reference time limit for the document is set (step S505B), the process proceeds to step S506.

  In step S506, based on the owner information stored in the external storage device 109 by the file search unit 24, among the searched destination / notification content description files, the destination / notification content description file owned by the operator is selected. Search is performed (step S506). Specifically, among the specific names assigned to the destination / notification content description file, this processing includes the name corresponding to the operator in the owner information stored in step S35 of FIG. 4 by the information storage unit 21. This is done by searching for whether or not there is.

  As a result of the search in step S506, when a destination / notification content description file owned by the operator is searched, the operation classification search unit 25 selects the destination / notification content description file owned by the operator. The operation classification described in the notification content description file is the operation classification of the document operation performed in accordance with the user instruction of the operator. Specifically, as shown in FIGS. A search is performed for items in which “IMPORT (registration)” is described immediately below “#ACTION” in the notification content description file (step S507).

  As a result of the search in step S507, for example, as shown in FIG. 10, when the operation classification is “REVISE” and not “IMPORT”, this processing is terminated as it is, and when the operation classification is “IMPORT”. The CPU 101 displays a copy of the retrieved destination / notification content description file on the CRT 104 (step S508). A template of the notification content is described immediately below “#BODY” of the displayed destination / notification content description file, and the content of this template can be edited by the user input of the operator. Thereby, the user can easily change the notification content described in the destination / notification content description file registered in advance.

  Next, when the user input to the template of the notification content described immediately below the destination / notification content description file “#BODY” displayed in step S508 is completed (YES in step S509), the process proceeds to step S510. . The template input by the user in step S509 is edited using various parameters such as “$ Address $”, “$ CreatedDate $”, “$ FolderPath $”, “$ DocumentName $”, and the like.

  After that, in step S510, the mail address described under “#ADDRESS” of the destination / notification content description file displayed by the destination reading unit 26, that is, the operator has registered the new document this time. The destination of the user who wants to send the notification document is read.

  Next, based on the template after the user input in step S509, the notification document creating unit 27 creates a notification document (step S511).

  For example, as shown in FIGS. 8 and 10, when the parameter “$ Address $” is described at a predetermined position of the template, as shown in FIGS. 9 and 11, “#” A notification document is created in which one of a plurality of e-mail addresses described under “ADDRESS” is sequentially embedded at the position specified by the template “$ Address $”.

  Similarly, as shown in FIGS. 8, 10, and 12, when parameters “$ CreatedDate $”, “$ FolderPath $”, and “$ DocumentName $” are described at predetermined positions of the template, As shown in FIGS. 11 and 13, “date when new file registration is executed”, “file” at the positions specified by “$ CreatedDate $”, “$ FolderPath $”, and “$ DocumentName $”. "Path name of registered folder" and "Registered file name" are embedded.

  Also, as shown in FIG. 12, when the parameter “$ AddressOtherName $” is described at a predetermined position of the template, as shown in FIG. 13, there are a plurality of parameters under “#ADDRESS” of the destination / notification content description file. A notification document is created in which one of the aliases corresponding to each of the described “user's mail addresses” is embedded in the position designated by the model “$ AddressOtherName $” in order. Specifically, as shown in FIG. 12, “#ADDRESS” in the address / notification content description file has “another share as an alias corresponding to the top mail address“ who@other1.co.jp ”. Since there is “Company Taro Suzuki”, the notification document created first by the notification document creation unit 27 is embedded with “Another 1 Taro Suzuki Co., Ltd.” at the position designated by “$ AddressOtherName $” in the template. It will be a thing.

  Further, as shown in FIG. 12, when the parameter “$ DocumentURL $” is described at a predetermined position of the template, as shown in FIG. 13, the parameter “$ DocumentURL $” is located at the position specified by the above-mentioned template. A notification document in which the URL (for example, “http://xxx.mmm.jp/abc.exe/fff=596ddd=2&vvv=1]) where the document registered or operated by the user is stored is created. As a result, when a user accessing the Web server receives a notification document in which the URL is embedded, the user can immediately refer to the newly registered document by browsing the HP of the URL. it can.

  Returning to FIG. 6, the notification document transmission unit 28 then transmits the notification document created in step S511 to the destination (e-mail address) read in step S510 by e-mail (step S512), and the process ends.

  According to the processing in FIG. 6, the CPU 101 searches for a file that is a destination / notification content description file from a folder designated as a folder for storing the document by the operator who has instructed new registration of the document, and that is owned by the operator. (Step S505, step S506), a file whose operation classification is “IMPORT” is searched (step S507), and the address described in the searched address / notification content description file is read (step S510). Then, a notification document is created based on the notification contents described in the file from which the destination is read (step S511), and the created notification document is electronically transmitted to the read destination (step S511). S512) can reduce the work of setting the notification destination, and can quickly share information among users in a network environment. It can be carried out indeed. In particular, as in the present embodiment, when an operator gives an instruction to newly register a document, if the document is a document that is also necessary for other users other than the operator, the document is sent to other users. You can be sure of being registered.

  In the process of FIG. 6, the case where a new document is registered has been described, but if the document operation is performed by the operator, the operation classification may not be new registration. In this case, in the destination / notification content description file registration process of FIG. 4, it is necessary to register in advance a destination / notification content description file for operation classification other than the new registration.

  Next, a specific example of the process in FIG. 6 will be described.

  After the “destination / notification content description file” (FIG. 8) in which the registrant is user A is registered in a predetermined folder in advance by the processing in FIG. 4, the document in which the operator is user A is shown in step S504 in FIG. When the user A is newly registered in the same folder, when the user A completes the user input in step S509 to change the template of the destination / notification content description file in FIG. 8, the notification document as shown in FIG. 9 is displayed in step S511. Created and sent to each user.

  Further, after the “destination / notification content description file” (FIG. 12) in which the registrant is user B is pre-registered in a predetermined folder by the process in FIG. 4, the document in which the operator is user B is the step in FIG. When new registration is performed in the same folder in step S504, when the user B finishes the user input in step S509 to change the template of the destination / notification content description file in FIG. 12, the notification document as shown in FIG. It is created in S511 and transmitted to each user.

  As a result, it is possible to reliably notify the user that “the document has been newly registered”.

  Further, after the “destination / notification content description file” (FIG. 10) whose registrant is user A is pre-registered in a predetermined folder by the process of FIG. When the document in the folder is changed, when the user A does not change the template of the destination / notification content description file in FIG. 10 in particular, a notification document as shown in FIG. 11 is created and transmitted to each user. The

  Thereby, it is possible to clearly notify the user that “an existing document has been changed”.

  As shown in the specific examples shown in FIGS. 8 to 14, the user who has received the notification document needs to search by the registration date or the like when viewing the document notified of the new registration. The search work can be reduced.

  FIG. 7 is a flowchart showing a procedure of re-notification processing for a newly registered document executed by the computer 3a of FIG.

  In this process, the notification document transmission process described with reference to FIG. 6 is executed only when a new registration of a document is performed, and a case where there is no destination / notification content description file for other operation classifications will be described. Similar processing may be performed for other operation classifications.

  In FIG. 7, each time the date changes (YES in step S602), the reference deadline of each newly registered document set in the reference deadline setting unit 23 is acquired (step S603).

  It is determined whether there is a newly registered document that has passed the reference deadline (step S604). If there is no newly registered document whose today's date has passed the reference deadline, the processing from step S602 is repeated. On the other hand, if there is a newly registered document that has passed the reference deadline, the file search unit 24 searches for a destination / notification content description file owned by the operator from the folder in which the newly registered document is stored (step). S606).

  As a result of the search in step S606, when a destination / notification content description file owned by the operator is searched, an access history is acquired from the user-specific operation history monitoring unit 29 (step S607), and based on the acquired access history. Then, it is determined whether or not there is a history of referring to or downloading the newly registered document for all of the destination users (hereinafter referred to as “destination users”) described in this destination / notification content description file ( Step S608).

  As a result of the determination in step S608, when there is the above history for all the destination users, this processing ends as it is, and when there is no above-mentioned history of any of the destination users, the user (hereinafter referred to as unreferenced user) refers to It is determined that the newly registered document is not referred to by the deadline, and the destination reading unit 26 reads the destination of the unreferenced user from the destination / notification content description file searched in step S606 (step S609). Thereafter, the searched destination / notification content description file is displayed on the CRT 104 (step S610).

  Next, when the user input to the template of the notification content described immediately below “#BODY” in the destination / notification content description file displayed in step S610 is completed (YES in step S611), the user input is performed. Based on the later model, the re-notification document creation unit 30 creates a re-notification document (step S612). If the notification content of the re-notification document is left as it is when the document is newly registered, the operator may end the process without any user input to the template in step S612. Further, by performing user input in step S612, the notification content transmitted at the time of new registration of the notification content of the re-notification document can be appropriately modified, or can be newly created as shown in FIG.

  Next, the re-notification document transmission unit 31 sends the re-notification document created in step S612 by e-mail to the destination (e-mail address) of the unreferenced user read in step S609 (step S613), and the process ends.

  According to the process of FIG. 7, when there is a newly registered document that has passed the reference time limit set in advance by the process of FIG. 5 (YES in step S604), the operator can start from the folder in which the newly registered document is managed. The owned address / notification content description file is searched (step S606), and the access history of the newly registered document does not include any reference history of the destination user described in the searched address / notification content description file. Sometimes (YES in step S608), the destination of the unreferenced user is read from the searched destination / notification content description file (step S609), and a re-notification document for re-notifying that the document operation of this document has been performed is performed. It is created (step S612), and the created re-notification document is electronically transmitted to the read destination (step S613). Information can be shared more securely between users in a work environment.

  Another object of the present invention is to supply a storage medium (or recording medium) on which a program code of software that realizes the functions of the above-described embodiments is recorded to a system or apparatus, and the computer (or CPU or CPU) of the system or apparatus Needless to say, this can also be achieved by the MPU) reading and executing the program code stored in the storage medium.

  In this case, the program code itself read from the storage medium realizes the functions of the above-described embodiments, and the storage medium storing the program code constitutes the present invention.

  Further, by executing the program code read by the computer, not only the functions of the above-described embodiments are realized, but also an operating system (OS) running on the computer based on the instruction of the program code. It goes without saying that a case where the function of the above-described embodiment is realized by performing part or all of the actual processing and the processing is included.

  Further, after the program code read from the storage medium is written in a memory provided in a function expansion card inserted into the computer or a function expansion unit connected to the computer, the function expansion is performed based on the instruction of the program code. It goes without saying that the CPU or the like provided in the card or 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.

  The above-described program only needs to be able to realize the functions of the above-described embodiments by a computer, and the form includes forms such as object code, a program executed by an interpreter, and script data supplied to the OS. But you can.

  As a recording medium for supplying the program, for example, RAM, NV-RAM, floppy (registered trademark) disk, optical disk, magneto-optical disk, CD-ROM, MO, CD-R, CD-RW, DVD (DVD-ROM, DVD-RAM, DVD-RW, DVD + RW), magnetic tape, non-volatile memory card, other ROM, etc. may be used as long as they can store the above programs. Alternatively, the program is supplied by downloading from another computer or database (not shown) connected to the Internet, a commercial network, a local area network, or the like.

1 is a block diagram schematically showing a configuration of a document management system according to an embodiment of the present invention. FIG. 2 is a block diagram schematically showing a configuration of a computer in FIG. 1. FIG. 3 is a block diagram schematically showing a flow of processing executed by the computer of FIG. 2. It is a flowchart which shows the procedure of the destination and notification content description file registration process performed by the computer of FIG. It is a flowchart which shows the procedure of the reference time limit setting process performed by the computer of FIG. FIG. 4 is a flowchart illustrating a procedure of document new registration notification processing executed by the computer of FIG. 3. FIG. It is a flowchart which shows the procedure of the re-notification process about the newly registered document performed by the computer of FIG. FIG. 5 is a diagram illustrating a destination / notification content description file registered by the processing of FIG. 4. It is a figure which shows the notification document produced based on the destination and notification content description file of FIG. FIG. 5 is a diagram showing a modification of the destination / notification content description file registered by the processing of FIG. 4. It is a figure which shows the notification document produced based on the destination and notification content description file of FIG. It is a figure which shows the other modification of the destination and notification content description file registered by the process of FIG. It is a figure which shows the notification document produced based on the destination and notification content description file of FIG. It is a figure which shows the renotification document newly produced in the renotification process of FIG.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Network system 2 Network 20 Registration part 21 Owner information storage part 22 Document operation part 23 Reference time limit setting part 24 File search part 25 Operation classification search part 26 Address reading part 27 Notification document creation part 28 Notification document transmission part 29 Operation according to user History monitoring unit 30 Re-notification document creation unit 31 Re-notification document transmission unit 101 CPU
102 Keyboard 103 Mouse 104 CRT
109 External storage device

Claims (9)

A document management system comprising a plurality of computers connected via a network and centrally managing documents stored in a hierarchical folder, wherein the document operation is performed according to a user instruction and the document operation is performed. In a document management system comprising a notification document transmission means for transmitting a notification document to that effect to a predetermined user's destination when
File creation means for creating a file that is a document in which the operation classification of the document operation to be notified by the notification document, the notification content of the notification document, and the destination is described according to the user instruction;
File registration means for registering the created file;
Owner information storage means for storing a user who has instructed creation of the file as an owner of the file;
The notification document transmission means includes:
An owned file search for searching for a file registered in a folder in which a document in which the document operation has been performed is managed and having a user who has instructed the document operation as an owner based on the owner information Means,
An operation classification search unit that searches the file searched by the owned file search unit for a file whose operation classification matches the document operation;
Destination reading means for reading a destination described in the file searched by the operation classification search means;
Notification document creating means for creating a notification document based on the notification content described in the file searched by the operation classification search means;
A document management system comprising: an electronic transmission unit that electronically transmits the notification document created by the notification document creation unit to a destination read by the destination reading unit. The notification document creating means includes:
2. The document management system according to claim 1, further comprising notification content modification means for modifying the notification content described in the file from which the destination has been read in accordance with a user instruction. A reference deadline setting means for setting a reference deadline by which the predetermined user can refer to the document on which the document operation has been performed according to a user instruction;
A user-specific reference history creating means for creating a reference history for each user of the document on which the document operation has been performed;
Based on the reference history for each user, determination means for determining whether or not a user who did not refer within the reference time limit exists among the predetermined users;
Re-notification document transmission means for electronically transmitting a re-notification document indicating that the document operation has been performed to a destination of the user when it is determined that there is a user who has not referred to by the determination means. The document management system according to claim 1, wherein The reference time limit setting means includes a search means for searching for the file registered in a folder in which the document operated document is managed,
Other operation category search means for searching for a file whose operation classification described above matches the document operation from the file searched by the search means;
User input time limit acquisition means for acquiring the time limit input by the user who instructed the document operation when the file is searched by the other operation classification search means;
4. The document management system according to claim 1, further comprising: a reference time limit determining unit that determines the time limit input by the user as the reference time limit. A document management system comprising a plurality of computers connected via a network and centrally managing documents stored in a hierarchical folder, wherein the document operation step performs document operations according to user instructions, and the document operations are performed. A document management method of a document management system comprising a notification document transmission step of transmitting a notification document to that effect to a predetermined user destination when
A file creation step of creating a file that is a document in which the operation classification of the document operation to be notified in the notification document, the notification content of the notification document, and the destination is described according to a user instruction;
A file registration step of registering the created file;
An owner information storage step of storing a user who has instructed creation of the file as an owner of the file;
The notification document transmission step includes:
An owned file search for searching for a file registered in a folder in which a document in which the document operation has been performed is managed and having a user who has instructed the document operation as an owner based on the owner information Steps,
An operation classification search step for searching for a file whose operation classification matches the document operation from the files searched by the owned file search step;
A destination reading step of reading a destination described in the file searched by the operation classification search step;
A notification document creating step for creating a notification document based on the notification content described in the file retrieved by the operation classification retrieval unit;
A document management method comprising: an electronic transmission step of electronically transmitting the notification document created in the notification document creation step to the destination read in the destination reading step. A document management system comprising a plurality of computers connected via a network and centrally managing documents stored in a hierarchical folder, wherein the document operation module performs document operations according to user instructions, and performs the document operations. In a document management method of a document management system executed by a computer comprising a notification document transmission module that transmits a notification document to that effect to a predetermined user's destination,
A file creation module for creating a file that is a document in which the operation classification of the document operation to be notified in the notification document, the notification content of the notification document, and the destination is described according to a user instruction;
A file registration module for registering the created file;
An owner information storage module that stores a user who has instructed creation of the file as an owner of the file;
The notification document transmission module includes:
An owned file search for searching for a file registered in a folder in which a document in which the document operation has been performed is managed and having a user who has instructed the document operation as an owner based on the owner information Modules,
An operation classification search module that searches the file searched by the owned file search module for a file whose operation classification matches the document operation;
A destination read module that reads a destination described in the file searched by the operation classification search module;
A notification document creation module that creates a notification document based on the notification content described in the file searched by the operation classification search unit;
A program comprising: an electronic transmission module that electronically transmits the notification document created by the notification document creation module to a destination read by the destination reading module. A document management system for managing documents,
A notification means for notifying a predetermined notification destination user when a predetermined operation is performed on a managed document;
A document management system comprising: re-notification means for performing re-notification when the notified document is not referred to by the notification destination user within a predetermined reference period. A document management method for managing documents,
A notification step of notifying a predetermined notification destination user when a predetermined operation is performed on a managed document;
A document management method comprising: a re-notification step of performing re-notification when the notified document is not referred to by the notification destination user within a predetermined reference period. A computer program for controlling a document management system for managing documents,
A notification step of notifying a predetermined notification destination user when a predetermined operation is performed on a managed document;
And a program code for causing a computer to execute each step of the re-notification step of performing re-notification when the notified document is not referred to by the notification destination user within a predetermined reference period. Computer program.

Images