JP2006330819A - Document management device, control method and program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management device, capable of easily performing operation for delivering a document to a plurality of destinations, a control method, and a program. <P>SOLUTION: A copy destination holder designation part 25 can collectively designate a plurality of copying destination holders according to a check mark setting operation on a batch copy screen provided from a document management server 1 to a client machine 2. <P>COPYRIGHT: (C)2007,JPO&INPIT

Description

  The present invention relates to a document management apparatus such as a document management server, a control method, and a program.

  In recent years, electronic documents (hereinafter referred to as documents) are actively shared and distributed via a network such as the Internet. In this case, there is often a limitation on the data size for distributing a document attached to an e-mail, so a document server that is shared between companies and organizations that share and distribute documents is deployed on the network, It is the mainstream to upload / copy / download document files from a client to a document server based on a folder structure corresponding to a company or organization.

Prior art information relating to the invention of this application includes the following.
JP 2001-086285 A JP 2001-028003 A

  However, when copying a document file to another folder (or list), the copy destination folder can be selected from the folder list, but conventionally only one copy destination folder can be selected.

  Therefore, when distributing the same document to many users, it is necessary to repeat a series of operations related to the copy function for the number of users to be distributed. That is, in order to distribute a document to a plurality of destinations, an operation of selecting a copy source document, selecting a copy function, searching for a folder owned by a certain user, specifying it as a copy destination, and pressing a copy button. Has to be repeated for each copy destination, which is very time-consuming.

  The present invention has been made under such a background, and an object thereof is to provide a document management apparatus, a control method, and a program that can easily perform an operation for distributing a document to a plurality of destinations.

  In order to achieve the above object, the present invention is connected to a plurality of terminal devices via a network, and stores a document in a predetermined folder in response to a request from the terminal device, or stores a document in a folder to another folder. In a document management apparatus having a function of copying to a document, a document designating unit for designating a document to be copied, a copy destination designating unit for designating a plurality of folders as a copy destination of the document designated by the document designating unit, Copy means for copying a document designated by the document designation means to each of a plurality of folders designated as copy destinations by the copy destination designation means.

  In addition, the present invention is connected to a plurality of terminal devices via a network, and has a function of saving a document in a predetermined folder or copying a document in the folder to another folder in response to a request from the terminal device. In the provided document management apparatus, a document designating unit for designating a document to be copied, an attribute designating unit for designating an attribute of a copy destination folder of the document designated by the document designating unit, and designated by the attribute designating unit Search means for searching for a folder having a specified attribute, copy destination specifying means for specifying a copy destination folder from among the folders searched by the search means, and a document specified by the document specifying means for the copy destination specifying means Copying means for copying to the folder designated as the copy destination.

  According to the present invention, since there is provided a designation unit that designates a plurality of folders as a copy destination of a document in a batchable manner, a document management apparatus and control that can easily perform an operation for distributing a document to a plurality of destinations. A method and a program can be provided.

  The best mode for carrying out the present invention will be described below with reference to the drawings.

[First Embodiment]
FIG. 1 is a diagram showing a communication network to which a document management apparatus according to an embodiment of the present invention is applied. This document management apparatus performs document distribution, storage, retrieval, etc. via a network 3 in order to share a document among a plurality of users. The network 3 includes a document management server 1 serving as a document management apparatus. A plurality of client machines 2 as terminal devices are connected. In the present embodiment, the Internet is assumed as the network 3, but other networks can also be used.

  The document management server 1 collectively manages documents shared among a plurality of users. In addition to a database server function for managing the document database 1a, a file requested from the client machine 2 by specifying a URL. Web server function to send Each client machine 2 has a Web browser for browsing documents stored in the document database 1 a on the document management server 1.

  The document management server 1 registers the document file transmitted from the client machine 2 in the document database 1a by linking the database server function and the Web server function, or a document in response to an access request from the client machine 2. The database 1a is searched, a document file related to the request is read, and transmitted to the requesting client machine 2.

  The document management server 1 performs the above-described basic processing and realizes a batch copy function described later using the functional blocks shown in FIG. Each functional block in FIG. 2 is realized by an application on the document management server 1 and operates according to an operation from a GUI screen provided from the document management server 1 to the client machine 2. .

  In FIG. 2, a document registration unit 20 performs processing for registering a document file transmitted from the client machine 2 via the Internet 3 in the document database 1a. The document deletion unit 21 deletes the document file registered in the document database 1 a according to a deletion instruction from the client machine 2. The document update unit 22 updates the contents and attributes of the document file registered in the document database 1a, and performs exclusive control so that a certain user is not updated at the same time by another user during the update. It has a check-in / check-out function.

  The document batch copy unit 23 calls and executes the copy source document designation unit 24, the copy destination folder designation unit 25, and the copy creation unit 26, thereby collectively specifying a plurality of folders as document file copy destinations. Then, the document batch copy for copying the document file is performed. The copy source document specifying unit 24 selects a document to be copied from the document list display. The copy destination folder specifying unit 25 uses the folder display unit 27 and the folder selecting unit 28 to specify the copy destination of the document file specified by the copy source document specifying unit 24.

  The copy creation unit 26 reads a document designated by the copy source document designation unit 24 from the document database 1a and creates a copy document.

  The folder display unit 27 displays the entire folder having a hierarchical structure as shown in FIG. 3 in a tree shape, and can display an arbitrary folder by sequentially tracing from the upper folder to the lower subfolder. . That is, in the document database 1a, document files are registered in hierarchized folders as shown in FIG.

  The folder selection unit 28 selects a folder to be designated as a copy destination from the folders displayed by the folder display unit 27. The document moving unit 29 moves a designated document file to another folder or another cabinet. The full-text search unit 30 searches for a document by specifying a character string included in a document or the like in a document file registered in the document database 1a.

  The attribute search unit 31 searches for a target document, document file, folder or the like by designating various attributes of the document, document file, folder or the like. The attributes of a document, document file, folder, etc. include document name, URL, comment, creator, creation date / time, update date / time, access date / time, size, parent folder name, access right, various user indexes, etc. Folder-specific attributes include a discarding deadline setting and an update notification setting.

  Both of these attributes are automatically assigned on the document management server 1 side and those specified by the user when registering the document. Note that the user index can be freely assigned by the user when the document is registered or after registration as required, and can be any character string as long as it is within the range defined by the management user in advance. Can be entered.

  The download unit 32 stores the document file registered in the document database 1 a on the disk of the client machine 2.

  Next, a document copy operation procedure and a processing procedure in the first embodiment will be described with reference to FIGS.

  The user displays the main screen of the document management server 1 on the display unit of the client machine 2 and activates the folder display unit 27 by performing a predetermined operation on the main screen so that the document as shown in FIG. A list display screen is displayed, and a copy source document is selected on the document list display screen (step S41 in FIG. 4).

  In the document list display screen of FIG. 5, the left side of the screen displays a folder tree indicating that the folder “English entrance exam prediction” is open. The right side of the screen displays a list of “subfolders / documents” in the folder opened in the folder tree.

  The copy source “subfolder / document” can be selected and designated by the function of the copy source document designation unit 24. FIG. 5 shows that a check mark is set and selected in the check box of “Subfolder / Document” named “National Class English Prediction Problem 2003/08”.

  Next, the user selects the batch copy function (step S42). In FIG. 5, each function button is arranged at the upper right of the screen, and by pressing the batch copy button 52, the batch copy function can be selected. When the batch copy button 52 is pressed, the folder display unit 27 displays a batch copy screen as shown in FIG.

  A copy destination selection screen showing a folder tree is displayed on the left side of the central copy screen. By the function of the copy destination folder specifying unit 25, the user can arbitrarily select a copy destination folder on the copy destination selection screen. Can be selected (step S43). In this case, a desired copy destination folder is searched from the folder tree displayed on the copy destination selection screen in FIG. 6, and the check boxes corresponding to these folders are set by selecting check marks. In the example of FIG. 6, check marks are set in check boxes of three folders “…> Student> Ichiro Suzuki> English”, “…> Student> Susumu Sato> English”, “...> Student> Taro Yamada> English”. Has been selected.

  When all desired copy destination folders are designated in this way, the document batch copy unit 23 executes batch copy by pressing the execute button 61 on the batch copy screen in FIG. 6 (step S44).

  That is, when the execute button 61 is pressed, the copy creation unit 26 reads the document (in the above example, “national class English prediction problem 2003/08”) designated by the copy source document designation unit 24 from the document database 1a. The document batch copy unit 23 copies the document to the copy destination folder designated by the copy destination folder designation unit 25 (in the above example, “...> Student> Ichiro Suzuki> English”, “...> Student> Suto Sato> English ”,“...> Student> Taro Yamada> English ”).

  Next, update notification processing of the document database 1a will be described. When a new document is registered in a certain folder from the client machine 2 or a document is added from another folder by a copy or move operation, the document management server 1 has all access rights to the folder. In order to notify the user's client machine 2 to that effect, a function of transmitting management information of the document related to the addition via the network 3 is provided.

  In addition, the user having the management authority of the document management server 1 can select the timing for notifying the update of the document database 1a. For example, when a new document is registered, the management information of the document is notified immediately, or the management information of all the documents newly registered in the meantime is notified at a regular timing. it can. When notification is made at a regular timing, the notification timing can be freely set according to the convenience of the user's business, for example, every day at 10:00 or every Friday at 17:00.

  In this way, every time a new document is registered in the folder, the user is automatically notified to that effect, so the user does not have to worry about overlooking the desired document, and always monitors the folder or the document. It is not necessary to spend the labor of confirming with the administrator of the management server 1 or the like.

  As described above, in the first embodiment, when a plurality of copy destination folders are specified to distribute a document to a plurality of destinations, a copy source document is selected as in the conventional case, and a copy function is selected. Then, it is not necessary to repeat the operation of designating a copy destination folder and pressing the copy button for each copy destination, and by performing a check mark setting operation on the batch copy screen of FIG. Folder can be specified at once, so that the operation for distributing a document to a plurality of destinations becomes very easy.

[Second Embodiment]
FIG. 7 is a functional block diagram of the document management server according to the second embodiment of the present invention. As shown in FIG. 7, the copy folder specifying unit 25 of the document management server 1 according to the first embodiment uses the folder display unit 27 and the folder selection unit 28 to specify the copy destination folder. On the other hand, the copy folder designation unit 25 of the document management server 1 according to the second embodiment designates a copy destination folder using the attribute search unit 31 in addition to the folder display unit 27 and the folder selection unit 28. Is different.

  Next, a document copy operation procedure and a processing procedure in the second embodiment will be described with reference to FIGS.

  The user displays the main screen of the document management server 1 on the display unit of the client machine 2, and activates the folder display unit 27 by performing a predetermined operation on the main screen to display the document list as shown in FIG. A display screen is displayed, and a copy source document is selected on the document list display screen (step S81 in FIG. 8).

  In the document list display screen of FIG. 9, a folder tree is displayed on the left side of the screen, indicating that the folder “Kanto district” under the folder path “Middle 3 English test question-private class” is opened. The right side of the screen displays a list of “subfolders / documents” in the folder “Kanto district” opened in the folder tree. “Tokyo” and “Kanagawa” are subfolder names of the folder “Kanto District”, and “XX High School Simulated Test” and “△△ Girls' High School Simulated Test” are the document names stored in the folder “Kanto District” ( That is, the document file name) is indicated.

  As a copy source document, an arbitrary number can be selected using a check box by the function of the copy source document specifying unit 24. FIG. 9 shows that a check mark is set and selected in the check box of the document “XX high school trial”.

  Next, the user selects the batch copy function (step S82). In FIG. 9, a move button 91, a batch copy button 92, and a delete button 93 are arranged as function buttons at the upper right of the screen. By pressing the batch copy button 92, a batch copy function can be selected.

  When the batch copy button 92 is pressed, the folder display unit 27 and the attribute search unit 31 cooperate to display the attribute search screen shown in FIG. 10, so that the user can specify the copy destination on this attribute search screen. An attribute as a search condition for the desired folder is input (step S83). In the example of FIG. 10, “English” is input as the folder name. It should be noted that, as a method for determining matching with the character string input on the attribute search screen of FIG. 10, any one of “partial match”, “complete match”, “forward match”, and “backward match” is omitted. Etc. can be selected. For example, when “complete match” is selected, only the folder whose folder name is “English” is hit. When “partial match” is selected, all folders that contain the string “English” in part of the folder name will be hit, and just enter “English” for “2003 English Test”. You can also search for such folders.

  After inputting the search condition (attribute) on the attribute search screen of FIG. 10, when the search button 101 is pressed, the search is executed by the attribute search unit 31, and a list of search results is displayed as a document list as shown in FIG. It is displayed at the bottom of the screen (step S84). The search result in FIG. 11 corresponds to the case where “English” is input as the folder name and “complete match” is selected as the matching determination method and the search is executed as shown in FIG. All folders with the folder name “English” have been searched. As shown in FIG. 11, all the searched folders are selected and set with a check mark in the default state by the function of the copy destination folder specifying unit 25.

  If there is a folder that the user does not want to designate as the copy destination, the user only has to remove the check mark (step S85). However, there are many cases where the folder found by searching based on the attribute input by the user is usually a folder desired by the user as a copy destination. Therefore, as described above, if a check mark is set in advance for a folder hit by a search based on the attribute, the user can save the trouble of setting the check mark and can quickly specify the copy destination. It becomes.

  If there is a folder to be specified as a copy destination in addition to the folders shown in the search result list (step S86), the folder is searched from the folder tree displayed at the upper left of the document list display screen in FIG. By setting a check mark on the right side of the document list display screen, a copy destination folder can be additionally set (step S87). In the example of FIG. 11, the subfolder “XX high school prediction problem” under the folder “...> Teacher> question> answer example” is additionally selected.

  In this way, when all the copy destination folders are designated, by pressing the execute button 111 on the document list display screen in FIG. 11, the document batch copy unit 23 performs batch copy, and the folder “. The document “XX High School Simulated Tests” in “Test Questions> Private Classes> Kanto Area” is the folder “…> Student> Ichiro Suzuki> English”, “…> Student> Susumu Sato> English”, “…> Student> Taro Yamada > English ”and the subfolder“ XX High School Prediction Question ”under the folder“...> Teacher> Ask> Answer> (Step S88).

  Also in the second embodiment, the document management server 1 can notify the update status of the document database 1a as in the first embodiment.

  As described above, in the second embodiment, it is possible to select and specify a copy destination folder from among the folders hit in the folder attribute search. Therefore, it is necessary to follow the folder tree as in the first embodiment. As compared with the first embodiment, the operation for distributing a document to a plurality of destinations is further simplified and the convenience is greatly improved.

  Note that the present invention is not limited to the above-described embodiment. For example, the search according to the attribute in the second embodiment is performed by searching a folder to which a document is moved, searching for a folder of a copy source document, and moving it. It is also possible to apply to search of the original document folder.

  In addition, an object of the present invention is to supply a storage medium storing software program codes for realizing the functions of the embodiments to a system or apparatus, and a computer (or CPU, MPU, etc.) of the system or apparatus as a storage medium. This can also be achieved by reading and executing the stored program code.

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

  Examples of the storage medium for supplying the program code include a floppy (registered trademark) disk, a hard disk, a magneto-optical disk, a CD-ROM, a CD-R, a CD-RW, a DVD-ROM, a DVD-RAM, and a DVD. -RW, DVD + RW, magnetic tape, nonvolatile memory card, ROM, etc. can be used. Alternatively, the program code may be downloaded via a network.

  Further, by executing the program code read by the computer, not only the functions of the above-described embodiments are realized, but also an OS (operating system) running on the computer based on the instruction of the program code. A case where part or all of the actual processing is performed and the functions of the above-described embodiments are realized by the processing is also included.

  Further, after the program code read from the storage medium is written in a memory provided in a function expansion board inserted into the computer or a function expansion unit connected to the computer, the function expansion is performed based on the instruction of the program code. This includes the case where the CPU or the like provided in the board 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.

It is a figure which shows the communication network to which the document management apparatus which concerns on embodiment of this invention is applied. It is a functional block diagram of the document management server according to the first embodiment. It is a conceptual diagram which shows the hierarchy state (folder tree) of the folder of a document database. 6 is a flowchart showing a document copy operation procedure and a processing procedure in the first embodiment. It is a figure which shows the example of the document list display screen in the said 1st Embodiment. It is a figure which shows the example of the batch copy screen in the same 1st Embodiment. It is a functional block diagram of a document management server according to the second embodiment. 10 is a flowchart showing a document copy operation procedure and a processing procedure in the second embodiment. It is a figure which shows the example of the document list display screen in the said 2nd Embodiment. It is a figure which shows the example of the attribute search screen in the said 2nd Embodiment. It is a figure which shows the example of the document list display screen (at the time of search result display) in the said 2nd Embodiment.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 ... Document management server, 2 ... Client machine, 3 ... Network, 23 ... Document batch copy part, 24 ... Copy source document designation part, 25 ... Copy destination folder designation part, 27 ... Folder display part, 28 ... Folder selection part, 31 ... Attribute search part

Claims (20)

In a document management apparatus connected to a plurality of terminal devices via a network and having a function of saving a document in a predetermined folder in response to a request from the terminal device, or copying a document in a folder to another folder ,
A document specifying means for specifying a document to be copied;
A copy destination designating unit for designating a plurality of folders as a copy destination of the document designated by the document designating unit;
Copy means for copying the document designated by the document designation means to each of a plurality of folders designated as copy destinations by the copy destination designation means;
A document management apparatus comprising:   The copy destination designating unit is a list display screen of documents stored in a hierarchical folder in the document management apparatus, and a list display provided from the document management apparatus to a terminal device making a copy request 2. The document management apparatus according to claim 1, wherein a copy destination folder is designated on the screen.   3. The document according to claim 1, further comprising a notification unit configured to notify the access right holder of the copy destination folder after the document is copied to the copy destination folder by the copy unit. Management device. In a control method of an information processing apparatus for managing a document,
A document specification process for specifying a document to be copied;
A copy destination designating step of designating a plurality of folders as copy destinations of the document designated by the document designating step;
A copy step of copying the document designated by the document designation step to each of a plurality of folders designated as copy destinations by the copy destination designation step;
A method for controlling an information processing apparatus, comprising:   The copy destination designating step is a list display screen of documents stored in a hierarchical folder in the information processing apparatus, and a list display provided from the information processing apparatus to the terminal device making the copy request 5. The information processing apparatus control method according to claim 4, wherein a copy destination folder is designated on the screen.   6. The information according to claim 4, further comprising a notification step of notifying the access right holder of the copy destination folder after the document has been copied to the copy destination folder by the copy step. A method for controlling a processing apparatus.   The computer program for making a computer perform each process of the control method in any one of Claims 4-6. In a document management apparatus connected to a plurality of terminal devices via a network and having a function of saving a document in a predetermined folder in response to a request from the terminal device, or copying a document in a folder to another folder ,
A document specifying means for specifying a document to be copied;
Attribute designating means for designating attributes of a copy destination folder of the document designated by the document designating means;
Search means for searching for a folder having an attribute designated by the attribute designation means;
A copy destination designating unit for designating a copy destination folder from among the folders searched by the search unit;
Copy means for copying a document designated by the document designation means to a folder designated as a copy destination by the copy destination designation means;
A document management apparatus comprising:   The search means has a selection means for selecting a character string matching determination method when searching for a folder having a character string related to an attribute that matches the character string indicating the attribute specified by the attribute specifying means. The document management apparatus according to claim 8, wherein:   10. The document management apparatus according to claim 8, wherein the search unit provides a user interface screen in a state in which the searched folder is designated as a copy destination in advance to the terminal device that has made the copy request.   11. The document according to claim 8, wherein the retrieval unit retrieves a folder having an attribute designated by the attribute designation unit from hierarchized folders in the document management apparatus. Management device. The copy destination designating unit can designate a plurality of folders as the copy destination folder from the folders searched by the search unit;
12. The document management apparatus according to claim 8, wherein the copy unit copies the designated document to each of the designated folders.   13. The information processing apparatus according to claim 8, further comprising a notification unit configured to notify the access right holder of the copy destination folder after the document is copied to the copy destination folder by the copy unit. The document management apparatus described. A document specification process for specifying a document to be copied;
An attribute designation step for designating attributes of a copy destination folder of the document designated by the document designation step;
A search step for searching for a folder having an attribute designated by the attribute designation step;
A copy destination designation step for designating a copy destination folder from the folders searched by the search step;
A copy step of copying the document designated by the document designation step to a folder designated as a copy destination by the copy destination designation step;
A method for controlling an information processing apparatus, comprising:   The search step includes a selection step of selecting a character string matching determination method when searching for a folder having a character string related to an attribute that matches the character string indicating the attribute specified by the attribute specifying step. The method for controlling an information processing apparatus according to claim 14, wherein:   16. The information processing apparatus according to claim 14, wherein the search step provides a user interface screen in a state in which the searched folder is designated as a copy destination in advance to the terminal device that has made the copy request. Control method.   The information according to any one of claims 14 to 16, wherein in the search step, a folder having an attribute designated by the attribute designation step is searched from hierarchized folders in the information processing apparatus. A method for controlling a processing apparatus. In the copy destination designation step, a plurality of folders are designated as the copy destination folder from the folders searched in the search step,
18. The information processing apparatus control method according to claim 14, wherein, in the copying step, the designated document is copied to each of the designated folders.   19. The method according to claim 14, further comprising a notification step of notifying the access right holder of the copy destination folder after the document has been copied to the copy destination folder by the copy destination designation step. A method for controlling the information processing apparatus according to claim 1.   A computer program for causing a computer to execute each step of the control method according to claim 14.

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