JP2008129896A - Work flow subject approving method based on reply of mail via cellular phone - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To carry out approval/disapproval operation of work flow by using transmission and receipt functions of a cellular phone almost always carried at hand for reducing restriction on work operation due to place/time and to notify the fact of an approval request via mail to urge approval/disapproval action for preventing delay of an application. <P>SOLUTION: A mail address for approval and a mail address for disapproval are created on a work flow management server every time when an application subject is presented, and after the addresses are created, the work flow management server sends an approval request mail to a cellular phone of an approver. The mail address for approval is set for a transmission source mail address of the approval request mail, and the mail address for disapproval is written in the body of the approval request mail. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

  The present invention relates to an application workflow item approval method, and more particularly to a workflow approval method that enables approval by a simple method and prevents application stagnation.

  Workflow systems that support work based on work flow rules involving multiple people have been put into practical use. In recent years, with the development of information systems, the dependence on workflow systems has increased.

  In addition, the widespread use of mobile phones, the expansion of areas where mobile phones can be used, and the implementation of Internet mail transmission / reception functions on mobile phones have created an environment where contacts can be made quickly even when traveling on business trips or when returning home.

JP 2004-252950 A

  Since the conventional workflow system uses a limited terminal for operating the system, the work can be performed only for a limited time at a predetermined place.

  The purpose of the present invention is to relieve restrictions on the execution of work depending on location and time by making it possible to perform workflow approval / disapproval operations using the mail transmission and reception functions of mobile phones that are often carried around at all times. In addition, it is to prevent the application from stagnation by notifying that there is an approval request by e-mail and encouraging approval / denial.

  In order to achieve the above object, in the present invention, an approval mail address and a denial mail address are created on the workflow management server every time an application item is issued. After creating the address, the workflow management server sends an approval request mail to the approver's mobile phone. An approval e-mail address is set as the transmission source e-mail address of the approval request e-mail. A denial email address is described in the body of the approval request email.

  Since the approval request mail is transmitted to the approver's mobile phone, it is possible to notify the existence of the application matter at an early stage even when the approver is not in front of the business PC, such as when he is on a business trip or at home.

  The approver who has received the approval request mail returns to the approval request mail as it is when approving the application work. Since the approval email address for each application item is set in the transmission source email address of the approval request email, when the reply is made, the approval email is transmitted to the approval email address for each application item. The workflow management server can identify which application item has been approved by the email address that received the approval email.

  When rejecting the application work, the rejection mail address link described in the body of the approval request mail is selected and the rejection mail is transmitted. Since a rejection email address for each application case is set in the body of the approval request email, when a rejection email is sent, a rejection email is sent to the rejection email address for each application matter. The workflow management server can identify which application matter has been rejected by the email address that received the rejection email.

  The present invention can provide an environment that facilitates early approval because the approver can receive the approval request mail with the mobile phone and deliver the information necessary for approval to the workflow management server by simply replying.

  Hereinafter, embodiments will be described with reference to the drawings.

  FIG. 1 is a block diagram showing an embodiment of a workflow system to which the present invention is applied. In FIG. 1, 10 is the applicant terminal, 20 is the workflow management server, 30 is the approver's mobile phone, 40 is a communication line connecting the applicant terminal 10 and the workflow management server 20, 50 and 60 are the applicant terminal 10 and the workflow. The Internet and the mobile phone network connecting the management server 20 and the mobile phone 30 of the approver. In the embodiment of the present invention, only one applicant terminal and one approver's mobile phone are shown, but it goes without saying that more than this number is actually connected to the workflow management server 20. Not too long. The workflow management server 20 has a server program 21 and a mail server 22. The server program 21 uses a mail server 22 and a DBMS 23. The DBMS 23 manages the database 24. The mail address list and the database 24 in the mail server 22 are prevented from being illegally accessed from the applicant terminal 10 and the mobile phone 30 of the approver.

  Next, application processing in this workflow system will be described with reference to the flowchart of FIG. FIG. 2 shows a case where the applicant applies for a business to be performed.

  The applicant activates the application process in the applicant terminal 10 when there is a business to be performed. (S101). In the application process, the applicant inputs application information (applicant name, applicant email address, application details, approver name, approver email address). (S102). When the applicant inputs the application information, the application information is transmitted to the workflow management server 20.

  When the workflow management server 20 receives the application information, the server program 21 assigns an application ID. (S103).

  The server program 21 registers the application ID and application information in the database 24 via the DBMS 23. (S104). The server program 21 creates an approval e-mail address and a denial e-mail address, and registers them in the database 24 via the DBMS 23. In addition, a mail account for approval and denial is created in the mail server 22. (S105). The server program 21 creates an approval request mail. (S106). The server program 21 sets the approval mail address as the transmission source of the approval request mail. (S107). The server program 21 describes in the body of the approval request email that the approver name, the applicant name, the applicant email address, the application content, the approval email address, the rejection email address, the approval approval judgment and the procedure are requested. The server program 21 transmits an approval request mail to the mail address of the approver's mobile phone 30 via the mail server 22. (S108). When the approval request mail is transmitted, the server program 21 changes the status of the record of the corresponding application ID in the database 24 to “pending” via the DBMS 23. (S109). When the status is changed to “Applying”, the server program 21 transmits the application ID of the application to the applicant terminal 10. Upon receiving the application ID, the applicant terminal 10 displays the application ID and a description indicating that it is necessary at the time of withdrawal on the screen. (S110).

  Next, the approval process in this workflow system will be described with reference to the flowchart of FIG. FIG. 3 shows a case where an application is approved.

  When the application request mail is transmitted to the approver, the approver's mobile phone 30 receives the approval request mail. (S201). When the approval request mail is received, the approver opens the approval request mail. (S202). The approver determines whether to approve or not based on the name of the applicant and the content of the application described in the body of the approval request email. In addition, an email for inquiring details and background is sent to the applicant email address described in the body of the approval request email as necessary. Also, inquire about details and background by telephone as necessary.

  When approving, the approver creates a reply mail by a reply operation to the approval request mail. (S203). After creating the reply e-mail, the approver adds a comment to the reply e-mail body as necessary and sends it. (S204). When the approval mail is transmitted, the mail server 22 of the workflow management server 20 receives the approval mail. (S205). When the approval mail is received, the server program 21 changes the status of the corresponding approval mail address in the database 24 to “approved” via the DBMS 23. (S206). After changing the status to “approved”, the workflow management server 20 creates an approval notification mail. (S207). When the approval notification mail is created, the server program 21 describes in the body of the approval notification mail that the applicant name, the application content, the approver name, the approver mail address, and the corresponding application are approved. When the text of the approval notification mail is created, the server program 21 transmits the approval notification mail to the applicant mail address via the mail server 22. (S208). When the approval notification mail is transmitted, the server program 21 deletes the approval mail address and the denial mail address held by the mail server 22. (S209). When the approval e-mail address and the denial e-mail address are deleted, the server program 21 activates subsequent processing according to the application content. (S210).

  Next, the denial process in this workflow system will be described with reference to the flowchart of FIG. FIG. 4 shows a case where the application is denied.

  When the application request mail is transmitted to the approver, the approver's mobile phone 30 receives the approval request mail. (S301). When the approval request mail is received, the approver opens the approval request mail. (S302). The approver determines whether to approve or not based on the name of the applicant and the content of the application described in the body of the approval request email. In addition, an email for inquiring details and background is sent to the applicant email address described in the body of the approval request email as necessary. Also, inquire about details and background by telephone as necessary. In the case of refusal, the approver selects the refusal mail address link described in the body text of the approval request mail. (S303). When the denial email address is selected, the approver mobile phone 30 creates a denial email. (S304). After creating the denial mail, the approver adds the reason for denial and the supplement to the text of the denial reply mail as necessary, and sends it. (S305). When the rejection mail is transmitted, the mail server 22 of the workflow management server 20 receives the rejection mail. (S306). When the rejection mail is received, the server program 21 changes the status of the record of the corresponding rejection mail address in the database 24 via the DBMS 23 to “rejected”. (S307). After changing the status to “denied”, the workflow management server 20 creates a denial notification mail. (S308). When the rejection notice mail is created, the server program 21 describes in the body of the approval notification mail, the applicant name, the application content, the rejecter name, the rejecter email address, and the fact that the corresponding application has been rejected. When the body text of the rejection notice mail is created, the server program 21 transmits the rejection notice mail to the applicant mail address via the mail server 22. (S309). When the rejection notice mail is transmitted, the server program 21 deletes the approval mail address and the rejection mail address held by the mail server 22. (S310).

  Next, the pull back process in this workflow system will be described with reference to the flowchart of FIG. FIG. 5 shows a case where the application is withdrawn for cancellation or correction.

  When the applicant makes a withdrawal determination, the applicant terminal 10 starts a withdrawal process. (S401). When the pullback process is activated, the applicant inputs the application ID of the corresponding application at the applicant terminal 10. (S402). When the application ID is input, the applicant terminal 10 transmits the application ID to the workflow management server 20. When the server program 21 of the workflow management server 20 receives the application ID, the status of the record of the corresponding application ID in the database 24 is changed to “withdrawn” via the DBMS 23. (S403). When the status is changed to “withdrawn”, the server program 21 creates a withdrawal notification mail. (S404). When the withdrawal notification email is created, the server program 21 describes the name of the approver, the applicant name, the applicant email address, the contents of the application, and the fact that the withdrawal has been made in the body of the withdrawal notification email. When the body of the pullback notification mail is created, the server program 21 transmits the pullback notification mail to the mail address of the approver's mobile phone 30. (S405).

Configuration diagram showing an embodiment of the present invention The flowchart which shows the procedure of the application process in FIG. The flowchart which shows the procedure of the approval process in FIG. The flowchart which shows the procedure of the denial process in FIG. The flowchart which shows the procedure of the pullback process in FIG.

Explanation of symbols

10 Applicant terminal 20 Workflow management server 21 Server program 22 Mail server 23 DBMS
24 Database 30 Approver's mobile phone 40 Communication line 50 Internet 60 Mobile phone network

Claims (3)

  Create a corresponding email address for each application in the workflow system that connects the applicant terminal, workflow management server, and approver's mobile phone with a communication line, and allows the approver to perform application work when the approver performs the approval procedure. A method for approving a workflow system as a feature.   In a workflow system that connects the applicant terminal, the workflow management server, and the approver's mobile phone with a communication line, and the approver performs the approval procedure, the approval request email to the approver's mobile phone An approval method for a workflow system, wherein an approval procedure is completed by replying.   In the workflow system that connects the applicant terminal, workflow management server, and approver's mobile phone with a communication line, and the approver performs the approval procedure, select the mail reply destination listed in the received mail. An approval method for a workflow system, characterized in that approval / denial is selected.

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