JP2008171095A - Document management server - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management server by which information about the use of documents and information about search condition used are associated with each other and reflected on search results. <P>SOLUTION: The document management server has a document management means for managing document data; an information acquisition means for acquiring information about search condition used in searching for a document and information about the use of the document, for each document corresponding to the document data; and an information management means for managing the information about the search condition and the information about the use in association with each other. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

  The present invention relates to a document management server.

2. Description of the Related Art Conventionally, there is a technique for reflecting a document usage status in a document search result in a server or system for managing documents. For example, Japanese Patent Laid-Open No. 2006-11947 (Patent Document 1) comprehensively determines display of detailed information, the number of download histories of a document file, or feedback information from a referer, and determines that the document is an effective shared document. A technology of a document management system that displays a search list in the order in which the documents are ordered is disclosed.
JP 2006-11947 A

  However, in the document management system described in Patent Document 1, the conditions when a document is searched and the utilization status of the document are not associated with each other. There was a problem that it was reflected in the result.

  The present invention has been invented in order to solve these problems in view of the above points. Information relating to use of a document and information relating to a search condition when used are associated with each other and searched. The object is to provide a document management server that is reflected in the results.

  In order to achieve the above object, the document management server of the present invention employs the following configuration.

  The document management server of the present invention includes document management means for managing document data, information on search conditions when the document is searched for each document corresponding to the document data, information on use of the document, , And information management means for managing the information on the search condition and the information on the use in association with each other.

  Accordingly, it is possible to provide a document management server in which information relating to the use of a document is associated with information relating to a search condition when used and reflected in a search result.

  In order to achieve the above object, the document management server according to the present invention further includes: the information related to the use includes information related to a search result when the document is searched; information related to display of the document; Information related to downloading of document data corresponding to the document, information related to print output of the document, information related to the reason for using the document, or information related to evaluation from the user of the document Can do.

  Accordingly, it is possible to provide a document management server that stores information related to display, download, printout, or reason for use in association with search conditions.

  In order to achieve the above object, the document management server of the present invention further includes an input screen generating means for generating a screen for prompting input of the reason for using the document when the document is used. can do.

  Thereby, the reason for use input by the user of the document can be acquired.

  In order to achieve the above object, the document management server of the present invention further includes list screen generation means for generating a list screen of documents searched according to the search condition, and the list screen includes the search condition. And information on the use can be included.

  Thereby, the past search conditions and the usage status based on the search conditions are displayed, so that more suitable search results can be provided to the person who performs the search.

  In order to achieve the above object, the document management server of the present invention is further configured such that the information management unit manages information on a registrant of a document, and the usage status of the document registered by the registrant is a predetermined condition. In the case where the above condition is satisfied, the information processing apparatus may include a notification unit that notifies the registrant's address.

  Thus, by notifying the registrant of the usage status of the document, it is possible to prompt creation or registration of a document that can be used more easily.

  According to the document management server of the present invention, it is possible to provide a document management server in which information related to use of a document is associated with information related to a search condition when used and reflected in a search result. .

Hereinafter, embodiments of the present invention will be described with reference to the drawings.
[First embodiment]
(Example of network configuration with document management server)
FIG. 1 is a configuration example of a network having a document management server 100 according to an embodiment of the present invention. The document management server 100 is connected to a database (hereinafter referred to as “DB”) 200 that holds document data, and the document data, information on search conditions when a document corresponding to the document data is searched, and the document Information related to the usage status of documents corresponding to data is managed in association with each other.

  The DB 200 holds document data, information on search conditions when a document corresponding to the document data is searched, and information on the usage status of the document corresponding to the document data. The document management server 100 and the DB 200 may be configured as one document management apparatus.

  The client PC 300 acquires the search condition input by the operator and transmits it to the document management server 100, or acquires the search result from the document management server 100 and displays the screen.

(Example of functional configuration of document management server)
FIG. 2 is a diagram showing an example of a functional configuration of the document management server 100 according to the embodiment of the present invention. The document management server 100 in FIG. 2 is connected to the DB 200 and the network. The document management server 100 includes an information acquisition unit 110 and a management unit 120. The document management server 100 may also include a screen generation unit 130, a notification unit 140, or a communication unit 190.

  The information acquisition unit 110 is a unit that acquires information related to use of a document corresponding to document data stored in the DB 200. The information acquisition unit 110 further acquires information on search conditions when the document is used based on the search.

(Example of information related to document use)
Here, an example of information related to use of a document acquired by the information acquisition unit 110 will be described. The information related to the use of a document is, for example, information related to a search result when the document is searched, and more specifically, information related to a display order or a display page in a list screen displaying the search result. It is.

  The information related to the use of the document may be information related to the display of the document, for example. The information related to the display is information indicating that the document is displayed on the display device controlled by the client PC 300 or the like, and may further include the displayed time. The information related to the display may be information indicating that the document has been browsed when the display time of the document is longer than a predetermined time. The information related to the display may be information indicating that the document is only previewed when the display time of the document is within a predetermined time.

  Note that “browsing” means that the document has been read carefully, and “preview” means that the document has been displayed but has not been read.

  The information related to the use of a document may be information related to downloading of document data corresponding to the document, for example. The information related to the download of the document data may be, for example, the number of times of download, or identification information such as an operator who has input a download instruction or a terminal where the input has been made.

  The information related to the use of the document may be information related to the printout of the document, for example. The information related to the print output of the document may be, for example, the number of times the document is output by printing, or identification information such as an operator who has input a print output instruction or a terminal at which the input is made.

  The information related to the use of the document may be information related to the reason for using the document, for example. The reason for using a document is, for example, information relating to the motivation why a person who uses the document selects and uses the document. The reason for using the document is, for example, that the information acquisition unit 110 acquires the reason for use input by the operator based on generating and displaying a screen that prompts the user to input the reason for using the document. Also good.

  The information related to the use of the document may be information related to the evaluation from the user of the document, for example. The information related to the evaluation from the user of the document may be, for example, information such as validity or invalidity of the document input by a person who uses the document. The document management server 100 may generate a screen for prompting input of evaluation and display it on a display device controlled by the client PC 300 or the like in order to acquire information related to the evaluation from the user of the document.

(Example of search condition information)
Here, the search condition information acquired by the information acquisition unit 110 will be described. The search condition information is, for example, a search keyword when a document is searched. The search condition information may also be search range information, for example. The search range information is, for example, information on a document registration date or creation date range, and is information for limiting the document registrant or creator, for example. The information limiting the registrant or creator may be, for example, identification information such as an organization or a department to which the registrant belongs.

  Returning to FIG. 2, the management unit 120 is a unit for managing information stored in the DB 200, and includes a document management unit 121 and an information management unit 123. The document management unit 121 is a unit that manages document data stored in the DB 200.

  The information management unit 123 is a unit that manages information related to the use of a document stored in the DB 200 and information related to a search condition when the document is searched. The information management unit 123 further manages the information related to the use of the document or the information related to the search condition and the document data in association with each other.

  The screen generation unit 130 is a unit that generates a screen that displays the processing result of the document management server 100, for example. The screen generation unit 130 includes an input screen generation unit 131 and a list screen generation unit 133. The input screen generation unit 131 is a unit that generates a screen that prompts the user to input a reason for use when a document is used. The screen that prompts the user to input the reason for use may be, for example, a screen for selecting one or a plurality of reasons for use from a plurality of reasons for use.

  The list screen generation unit 133 is a unit that generates a list screen that displays a list of documents searched based on a search condition. The list screen includes, for example, document identification information, document registrant or creator identification information, and document registration date or creation date information. The list screen further includes information regarding the use of the document. Thereby, the person who performs the search can select the document from the documents displayed on the list screen with reference to the information on the usage status.

  The notification unit 140 is a unit that performs a predetermined notification to a document registrant or creator. The predetermined notification is, for example, a notification made to the registrant when the usage status of the document registered by the registrant or the search condition when the document is searched satisfies a predetermined condition. .

  Thereby, for example, a registrant of a document that is not frequently used can be prompted to correct the document. Furthermore, by adding a link to the document data of a frequently used document among documents that match the same search conditions as the document registered by the registrant, the registrant of the document can It becomes easy to refer to a highly used document.

  Furthermore, when registering a document, if the registrant enters a tag to be used for the search, the registrant is notified by giving a tag of the document with higher usage to the registrant. Registrant can know examples of simple tags. The “tag” is data used to determine a match with a search keyword when a document is searched.

  The communication unit 190 is a unit that communicates with the client PC 300 or the like via a network.

  The DB 200 connected to the document management server 100 includes a document holding unit 210 and an information holding unit 230. The document holding unit 210 is a unit that holds document data corresponding to a document. The document data is managed by the document management unit 121.

  The information holding unit 230 is a unit that holds information on search conditions when a document corresponding to the document data stored in the document management unit 121 is searched, and information on use of the document. Information held by the information holding unit 230 is managed by the information management unit 123.

(Document usage flow based on search results)
FIG. 3 is a flowchart of an example of processing for using the document selected by the operator based on the document search result in the document management server according to the embodiment of the present invention. In FIG. 3, for example, an instruction input by the operator is input from an input unit controlled by the client PC 300.

  In step S101 of FIG. 3, the document management unit 121 acquires a document that matches the search condition input from the client PC 300 or the like by the operator from the document holding unit 210.

  In step S102 following step S101, the list screen generation unit 133 generates a list screen that displays a list of documents that match the search result acquired in step S101, and the list screen is controlled by the client PC 300. Displayed on a display device or the like. It should be noted that the list screen may include information on search conditions at the time of a search in the past or information on use of a document.

  In step S102, the process proceeds to step S101, step S103, or step S107 based on the operator inputting an instruction for the next process. When the operator inputs an instruction to execute the search again, the process proceeds to step S101. If the operator inputs an instruction to select and display a document from the list screen, the process proceeds to step S102. If the operator inputs an instruction to end the search, the process proceeds to step S107.

  In step S103 following step S102, the document selected by the operator in step S102 is displayed on a display device controlled by the client PC 300 or the like. For example, the document may be displayed by the document management unit 121 acquiring document data corresponding to the document and transmitting the document data to the client PC 300 by the communication unit 190. Further, for example, the document management unit 121 may acquire document data corresponding to the document, and the screen generation unit 130 may generate a screen for displaying the document and transmit it to the client PC 300.

  In step S103, the operator further inputs the next instruction for the displayed document. If the instruction input by the operator is “download document data”, the process proceeds to step S104. If the instruction input by the operator is “print output of document”, the process proceeds to step S105. Furthermore, when the instruction input by the operator is “end display”, the process proceeds to step S106.

  In step S104 following step S103, the document management unit 121 acquires document data corresponding to the document selected by the operator, and transmits the document data to the client PC 300 by the communication unit 190. Further, the information acquisition unit 110 acquires information indicating that “download” has been executed as information relating to use of the document corresponding to the document.

  On the other hand, in step S105 following step S103, the document management unit 121 acquires document data corresponding to the document selected by the operator, and outputs the document data together with a print instruction to a printing unit (not shown). As a result, the document is formed on the medium and output. Further, the information acquisition unit 110 acquires information indicating that “print output” has been executed as information relating to use of the document corresponding to the document.

  In step S106 following step S103, step S104, or step S105, the operator inputs an instruction to end document display. Based on this, the input screen generation unit 131 generates a screen that prompts the user to input the reason for using the document, and the screen is displayed by a display device controlled by the client PC 300. Further, the information acquisition unit 110 acquires the reason for using the document input based on the screen displayed by the operator.

  Further, the information acquisition unit 110 acquires information related to the display as “preview” when the time is short and “browse” when the time is long, based on the amount of time the document is displayed. Note that “short time” is, for example, a case where the time is equal to or shorter than a predetermined time, and “long time” is, for example, a case where the predetermined time is exceeded. Here, the “predetermined time” may be determined according to the amount of documents.

  In step S107 following step S102 or step S106, the display of the list screen generated by the list screen generation unit 133 is ended based on the “search end” instruction input by the operator, and the series of search processing ends. .

(Example of information stored in DB 200)
FIG. 4 is an example of document information managed by the document management unit 121. In FIG. 4, a document number for identifying a document, a document name, a document creator, a document creation date, and a document file name are managed in association with each other. For example, a path name or a URI may be used instead of the document file name.

  FIG. 5 is an example of search condition information for a document executed in, for example, step S101 in FIG. The search condition information in FIG. 5 is held in the information holding unit 230 and associated with the document data managed by the document management unit 121 by the information management unit 123. In FIG. 5, “workflow” as a search keyword is associated with a search number “1” that is an identification number.

  FIG. 6 is an example of information relating to the use of a document. In FIG. 6, information related to the use of the document is shown for each document. “Search number” is identification information of a search condition. “Document number” is document identification information. “Search order” is the order on the list when a search is performed according to the search condition corresponding to the search number.

  “Utilization information” is information related to display, print output, download, etc., among information related to use of a document acquired by the information acquisition means 110. Further, according to the amount of time the document is displayed, the information related to the display is “previewed but not used” when the time is short, and “content grasped by preview” when the time is long. Note that “short time” is, for example, a case where the time is equal to or shorter than a predetermined time, and “long time” is, for example, a case where the predetermined time is exceeded. Here, the “predetermined time” may be determined according to the amount of documents.

  “Document validity determination” is information related to the reason for use of a document, which is input by a person who uses the document. For example, a screen that prompts the user to input the reason for use of the document is generated and displayed. Entered by the person who used it. For example, the screen that prompts the user to input the reason for using the document may be configured so that the person who uses the document selects from a plurality of options. The screen that prompts the user to input the reason for using the document may be different for each form of use of the document. For example, more detailed information is acquired by generating a screen that prompts the user to input the reason for using the corresponding document when the document is displayed, when the printout is performed, and when the document data is downloaded. be able to.

  Although not shown in FIG. 6, the information related to the use of the document may further include information related to the evaluation by the person who used the document.

(Notification by notification means)
Based on the information on the use of the document shown in FIG. 6, the notification unit 140 may notify the address of the document registrant or creator when the document usage condition satisfies a predetermined condition. Good. The predetermined condition is, for example, a condition indicating that the usage status of the document is low, such that the number of times of being higher in the list screen is less than the predetermined number, the use of the preview or the like is less than the predetermined number, etc. . Thus, when registering a document, the registrant or creator of the document can be urged to make the “tag” information and the like registered together more easily searchable.

  Furthermore, by notifying the tag and the like of the document at the top of the list screen together, it is possible to notify the document registrant and the like of a more suitable tag example.

(Example of list screen)
FIG. 7 is an example of a list screen generated by the list screen generating unit 133. In FIG. 7, a list of documents that match the search conditions is shown, and information such as “document number” is displayed for each document. “Document number” is document identification information. The “document title” is a title given to the document, for example, given by the creator or registrant of the document. “Creator” is the name or identification information of the person who created the document.

  The information from “number of previews” to “valid search terms” is information related to the use of the document. “Preview count” is the number of times the document is displayed. The “number of browsing on the screen” is the number of times the document is displayed, and is the number of times the document is displayed for a longer time than the “number of previews”. Note that the difference between “preview” and “browsing” may be determined by the amount of display time. For example, “preview” is set when the time is short, and “view” is set when the time is long. Note that “short time” is, for example, a case where the time is equal to or shorter than a predetermined time, and “long time” is, for example, a case where the predetermined time is exceeded. Here, the “predetermined time” may be determined according to the amount of documents.

  The “download count” is the number of times document data corresponding to the document has been downloaded, and the “print count” is the number of times the document has been printed out.

  “Upper display search word” and “effective search word” are examples of search condition information. The “upper display search word” is a search keyword when the document is displayed in the upper part of the list screen. The “effective search word” is a search keyword when the document is previewed, viewed, downloaded, printed out, or the like.

(Realization by computer etc.)
The document management server 100 is realized by a personal computer (PC), for example. The operation processing of the embodiment described above is executed and processed using a main memory such as a RAM as a work area according to a program stored in a ROM, a hard disk device or the like unless otherwise specified.

(Computer configuration)
FIG. 8 is a diagram showing an example of the configuration of a computer that implements the document management server of this embodiment. The computer in FIG. 8 includes a main processing unit 400, and is further connected to an input device 410, a display device 420, a printer 430, a scanner 440, and an HDD 490 via a network or a bus. The main processing unit 400 is a main part that realizes the functions of a computer, and includes a CPU 401, a ROM 408, and a RAM 409. The CPU 401 executes the computer program according to the embodiment of the present invention by reading the computer program from the ROM 408 or the like and developing it in the RAM 409. The ROM 408 is a non-volatile memory, and holds a program executed by the CPU 401 such as a computer program, parameters necessary for controlling peripheral devices, and the like. A RAM 409 is a work memory when the CPU 401 performs processing.

  The input device 410 is a keyboard or the like, for example, and is used when an operator inputs an instruction. The display device 420 displays the status of the computer. The printer 430 is an apparatus that forms and outputs an image on a medium, and the scanner 440 is an apparatus that optically reads an image formed on the medium. The HDD 490 stores a large amount of data such as image data.

  In addition to being stored in the HDD 490 or the ROM 408, the computer program according to the embodiment of the present invention may be stored in a recording medium that can be inserted into a drive device (not shown).

  Although the best mode for carrying out the invention has been described above, the present invention is not limited to the embodiment described in the best mode. Modifications can be made without departing from the spirit of the present invention.

1 is an example of a network configuration having a document management server according to an embodiment of the present invention. 2 is a functional configuration example of a document management server according to an embodiment of the present invention. The flow of the example of a process which uses the document which the operator selected based on the search result of the document. An example of document information managed by the document management unit 121. An example of search condition information for a document. An example of information related to the use of a document. An example of a list screen. 2 is a diagram showing an example of the configuration of a computer that implements the document management server of the present embodiment. FIG.

Explanation of symbols

DESCRIPTION OF SYMBOLS 100 Document management server 110 Information acquisition means 120 Management means 121 Document management means 123 Information management means 130 Screen generation means 131 Input screen generation means 133 List screen generation means 140 Notification means 190 Communication means 200 DB
210 Document Holding Unit 230 Information Holding Unit 400 Main Processing Unit 401 of Computer CPU
408 ROM
409 RAM
410 Input device 420 Display device 430 Printer 440 Scanner 490 HDD

Claims (5)

Document management means for managing document data;
Information acquisition means for acquiring, for each document corresponding to the document data, information on a search condition when the document is searched, and information on use of the document;
A document management server, comprising: information management means for managing the search condition information and the usage information in association with each other. Information on the use is
Information related to the search result when the document is searched, information related to the display of the document, information related to downloading of document data corresponding to the document, information related to printout of the document, and reason for use of the document The document management server according to claim 1, wherein the information is information relating to an evaluation from a user of the document.   The document management server according to claim 1, further comprising an input screen generation unit configured to generate a screen for prompting an input of a reason for using the document when the document is used. List screen generating means for generating a list screen of documents searched according to the search condition;
The document management server according to claim 1, wherein the list screen includes information on the search condition and information on the use. The information management means manages information of a registrant of a document,
The document management server according to claim 1, further comprising a notification unit configured to notify the registrant's address when a usage condition of the document registered by the registrant satisfies a predetermined condition.

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