JP2008176715A - Information management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To easily refer to a desired document by setting a sorting condition of a document peculiar to a user to a shared folder in a document system to sort the document into a peculiar folder created by the user when the document registered in the shared folder satisfies the sorting condition. <P>SOLUTION: A link of documents inside the shared folder is created to the folder to which only the registered user can refer. <P>COPYRIGHT: (C)2008,JPO&INPIT

Description

  The present invention relates to an information management method and an information management system, and more particularly to an information management method and an information management system in which document information registered in the information management system is classified and stored in a specific folder for management.

  Conventionally, in a document sharing system, a folder structure is created for storing a document to be registered, and the document is stored in the created folder. Further, since this folder configuration is shared by a plurality of users in the document sharing system, a plurality of users can newly create a folder in this folder configuration and register a document. However, since a plurality of users can freely register folders and documents, etc., the management of the structure of folders and documents is often complicated, and users perform searches to refer to desired folders and documents. Since it must be searched, it is required to be able to refer efficiently.

In order to meet these demands, as one of the solutions, saving a document in an appropriate folder in the folder structure is the same as saving a document having contents corresponding to multiple folders to the corresponding folder. There is a method of managing the same and maintaining the sameness between folders accompanying editing of the document (see, for example, Patent Document 1). This method has an advantage that the same document is managed in a plurality of folders with the same identity.
JP 2004-220347 A

  However, the conventional technique described above can manage the same document in a plurality of folders with the same identity, and is a convenient method for classifying and managing documents for each folder. Since each folder is also shared by a plurality of users in the document management system, there is a problem that the folder structure may be more complicated.

  In order to solve the above-described problems, the present invention is characterized by having an information management method for creating a user-specific folder that is not shared with other users that can be referred to only by the user.

  In addition, in order to solve the above-described problem, when a document is registered in a normal folder shared with another user, a distribution condition for distributing a desired document to a user-specific folder that is not shared with the other user And an information management method for automatically creating a link of a document registered in the folder in which the sorting condition is set in the user-specific folder according to the sorting condition. It is characterized by.

  According to the present invention, in a document sharing system used by a plurality of users, a user-specific folder that is not shared with other users that can be referenced only by the user is created, and the user-specific folder created for the normal folder is created. By specifying the document distribution condition, when a document is registered in the normal folder, if the registered document is a document that matches the distribution condition to the user-specific folder, it is automatically assigned to the user-specific folder. Since the document link is created, the user can easily refer to the desired document.

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

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

  As shown in FIG. 1, in the present embodiment, the document management server 101 and the client terminals 102 (1), 102 (2),..., 102 (N) are always connected via the network 100 or by the client terminal. This shows a configuration for dial-up connection. Note that the client terminals 102 (1), 102 (2),..., 102 (N) have the same configuration, and for the sake of simplification of explanation, the plurality of client terminals 102 (1) are here. , 102 (2),..., 103 (N), the client terminals 102 are identified as client terminals 102 (X) and 102 (Y). Further, when referring to the entirety of the plurality of client terminals 102 (1), 102 (2),..., 102 (N), they are simply referred to as client terminals 102.

  The client terminal 102 is an information terminal device (a CPU, ROM, RAM, which will be described in detail in the description of FIG. 2) for a user who is a user of the document sharing system according to the present embodiment to directly operate from a home or a company, for example. A computer system comprising an HDD). A user of the document sharing system accesses the document management server 101 via the network 100 using an application for using the document sharing system held in the client terminal 102, a WEB browser, or the like. Can be stored to store the document in the document sharing system, and the document information stored in the document management server 101 can be acquired.

  The document management server 101 is an information processing apparatus having a function of communicating with the client terminal 102. The document management server 101 receives a document transmitted from the client terminal 102 via the network 100, and performs predetermined processing shown in FIG. The information storage device 320 has a function of storing a document in the information storage device 320 and searching and acquiring a document in the information storage device 320.

  In the present embodiment, the network 100 will be described by taking the Internet as an example, but may be another network system such as a LAN (Local Area Network).

  FIG. 2 is a diagram illustrating an internal configuration of the information processing apparatus of the document management server 101 and the client terminal 102 exemplified as an embodiment of the present invention. In the present embodiment, the internal configuration required in the document management server 101 and the client system 102 is almost the same configuration, and therefore will be described in the same figure for the sake of simplicity.

  Reference numeral 201 denotes a central processing unit (hereinafter referred to as a CPU) that controls computation and control of the information processing apparatus.

  Reference numeral 202 denotes a random access memory (hereinafter referred to as RAM), which functions as a main memory of the CPU 201, an execution program area, an execution area of the program, and a data area.

  Reference numeral 203 denotes a read-only memory (hereinafter referred to as ROM) that stores an operation processing procedure of the CPU 201. The ROM 203 includes a program ROM that records basic software (OS), which is a system program for controlling the equipment of the information processing apparatus, and a data ROM that records information necessary for operating the system. An HDD 209 described later may be used instead of the ROM 203.

  Reference numeral 204 denotes a data input / output device for an external storage medium such as a flexible disk drive (FDD) or a CD-ROM drive, and has a function of inputting / outputting information on the corresponding storage medium. Hereinafter, it is collectively referred to as a CD-ROM.

  Reference numeral 205 denotes a network interface (NETIF), which is connected to an external network via a modem 206 described later. The NETIF 205 performs control for performing data transfer between information processing apparatuses via the network and diagnoses connection status.

  Reference numeral 206 denotes a signal converter such as a modem, which connects an external network and an information processing apparatus via a telephone line or the like and performs data communication. Hereinafter referred to as a modem.

  Reference numeral 207 denotes a video RAM, which has a function of developing an image displayed on a screen of a CRT 208 (to be described later) indicating the operating state of the information processing apparatus, and controlling the display. Hereinafter, this is referred to as VRAM.

  Reference numeral 208 denotes a display device, for example, a display device such as a CRT. Hereinafter referred to as CRT.

  Reference numeral 209 denotes a controller (hereinafter referred to as KBC) that controls input signals from external input devices 210 and 212 to be described later.

  Reference numeral 210 denotes a keyboard (hereinafter referred to as KB) for a user of the information storage device to perform an input operation.

  Reference numeral 211 denotes a pointing device (hereinafter referred to as a mouse) for the user of the information storage device to perform an input operation.

  A hard disk drive 212 (hereinafter referred to as HDD) is used for storing application programs and various data. The application program in the present embodiment is a software program or the like that executes various processing means constituting the present embodiment.

  Reference numeral 200 denotes a transmission bus (address bus, data bus, input / output bus, and control bus) for connecting the above-described units.

  FIG. 3 illustrates a processing module group that operates in the document management server 101 in the document sharing system of the present embodiment, a storage device group that stores information, a control between the processing module group and the storage device, and a flow of information. FIG. In FIG. 3, reference numeral 310 denotes a processing module, which is a module that is read from the ROM 203, FDD 204, or HDD 212 shown in FIG.

  In FIG. 3, reference numeral 320 denotes an information storage device that stores information using at least one of the RA 202, the FDD 204, and the HDD 212 in the document management server 101 using a file system or a database system. In addition, the information stored in the information processing device 320 can be directly accessed with specific keys and conditions.

  The relationship between the information processing devices (document management server 101 and client terminal 102) and the processing modules and information storage devices therein is required automatically through the KBC 209 according to information and instructions input from the KB 210 by the operator. In response, the data is expanded in the RAM 202 and transmitted to the CPU 201. Information calculated in the CPU 201 and stored in the information storage device is expanded from the ROM 203, FDD 204, HDD 212, or RAM 202 to the RAM 202 and transmitted to the CPU 201, and if the result calculated by the CPU 201 is necessary, information stored in the RAM 202, HDD 212FDD 204, etc. is stored. Information on the calculation result is written in the apparatus. At the same time, if the result calculated by the CPU 201 is necessary, the result information is displayed on the CRT 208 via the VRAM 207. Transmission among the CPU 201, RAM 202, ROM 203, NETIF 205, VRAM 207, KBC 209, HDD 212, and FDD 204 is performed through the transmission bus 200.

  In FIG. 3, a user of a document sharing system that registers a document file from the client terminal 102 uses the network browsing means 301 that can browse the Internet to the document management server 101 to register document information such as a document name and a document comment. A document is registered by designating and uploading the registered document file.

  The screen processing unit 311 of the document management server 101 is a unit that generates screen information that the client terminal 102 browses using the network browsing unit 301. The user can use the web browser or an application that can use the document sharing system. You can view the screen information.

  The document / folder registration processing unit 312 receives document information set for the registered document file and the registered document. When a document registration process is received from the user, a document management number is issued, and the registered document file uploaded by the user is stored in the document / folder information storage unit 321 in the information storage device 320 as shown in FIG. A management number is associated with the information table 400 and stored. Further, when the user creates a user-specific folder, a request for creating the user-specific folder is accepted. When a request for creating a user-specific folder is received, a management number for the user-specific folder is issued as in the case of a normal folder, and the folder information is stored in the document / folder information storage unit 321 in the information storage device 320 as shown in FIG. The management number is associated with the folder information table 400 and stored.

  The distribution condition processing unit 313 receives the setting information of the distribution condition to the user-specific folder set by the user for an arbitrary folder. When the distribution condition setting information is received from the user, the distribution condition table of FIG. 5 to be described later in the distribution condition storage unit 322 in the information storage device 320 shows the association between the management number of the user's own folder and the distribution source folder and the distribution conditions. Store to 500.

  The association information processing unit 314 associates the management number of the user-specific folder with the management number of the document when a document that matches the distribution condition for the user-specific folder is registered in the folder in which the distribution condition for the user-specific folder is set. The association information storage unit 323 in the information storage device 320 stores the information in the association table 600 of FIG.

  FIG. 4 is a diagram illustrating a configuration example of the document / folder information table 400 stored in the document / folder storage unit 321 in the information storage device 320 of the document management server 101.

  In the document management table 400, a record is created when a user creates a folder or a user-specific folder or receives a document registration request. Further, when a document, a folder, or a user-specific folder is referred to, the record of this table is referred to.

  Reference numeral 401 denotes a document / folder management number, which is a unique management number on the system that is automatically issued by the document / folder registration processing unit 312 in the document management server 101 when a document or folder is created.

  Reference numeral 402 denotes a document / folder name, which is specified by the user of the client terminal 102 when creating a document or folder, or is automatically generated by the document / folder registration processing unit 312 in the document management server 101. .

  Reference numeral 403 denotes a document / folder classification, which is used when a document or folder is created, and is used when a document, folder, or user-specific folder is handled in the document management table 400. This is not particularly necessary when managing folders in separate tables.

  Reference numerals 404, 405, and 406 are items useful for managing documents, folders, or user-specific folders, and are for explaining the present invention, and are not necessarily the same items in practice. It may be an item.

  FIG. 5 is a diagram illustrating a configuration example of the distribution condition table 500 stored in the distribution condition storage unit 322 in the information storage device 320 of the document management server 101.

  In the sorting condition table 500, a record is created when a user sets sorting conditions for a document to an arbitrary folder. Further, when the user of the client terminal 102 registers a document in a folder, this table is referred to and a search process is performed for a corresponding folder.

  Reference numeral 501 denotes a distribution source folder management number. When the user sets a document distribution condition for an arbitrary folder, the corresponding folder management number of the document / folder management number 401 in FIG. 4 is acquired. is there. This is a management number corresponding to an arbitrary folder 1101 selected by the user in FIG.

  Reference numeral 502 denotes a user management number, which is the user management number of the user when the user sets document distribution conditions for an arbitrary folder. The user management number 502 is a user of the document sharing system that operates the client terminal 102, and is a management number unique on the system.

  Reference numeral 503 denotes a management number of the user's own folder. When the user sets a document distribution condition for an arbitrary folder, the document / folder management number 501 managed in the document / folder information table 400 of FIG. The management number of the distribution destination of the corresponding document is acquired from the above. This is a management number corresponding to a distribution destination user unique folder 1102 in FIG.

  Reference numeral 504 denotes a sorting condition that is registered when the user sets a document sorting condition for an arbitrary folder. As the distribution condition, the items managed in the document / folder information table 400 of FIG. 4 described above are used. For example, the value of the document creator 405 and the registration date 406 when the document is registered is set as the distribution condition. Details of the distribution condition will be described later with reference to 1103 in FIG.

  The configuration of the items in this table is for explaining the present invention, and is not necessarily the same items in practice, and may be different items.

  FIG. 6 is a diagram illustrating a configuration example of the distributed document table 600 stored in the distributed document information storage unit 323 in the information storage device 320 of the document management server 101.

  When the user registers a document for an arbitrary folder, the distribution document table 600 searches for the management number of the folder corresponding to the distribution source management number 501 in FIG. This is used to associate the management number 503 of the user's own folder corresponding to the case with the management number 401 of the document.

  Reference numeral 601 represents a management number of the user's own folder. When a user registers a document in an arbitrary folder, whether the data corresponding to the management number 401 of the folder is in the distribution source folder management number 501 of FIG. The management number 503 of the user's own folder corresponding to the search is acquired and registered in this item of this table.

  Reference numeral 602 denotes a document management number, which is a management number issued by the document / folder processing unit 312 of the document management server 101 when the user registers a document in an arbitrary folder. Has been.

  FIG. 7 shows an outline of a series of processes from when the document management server 101 receives a request for creating a user-specific folder from the client terminal 102 (X) until the registration is completed.

  In step S701, the screen processing unit 311 which is a program that the document management server 101 reads from the program ROM 203 into the RAM 202 and can use is used in the same manner as creating a normal folder for the user of the client terminal 102 (X). This is a process of transmitting a user-specific folder creation screen and the like, and the user uses the screen to set user-specific folder information and instruct the creation of the user-specific folder.

  In step S702, the document / folder processing unit 312 which is a program that can be used by the document management server 101 being read from the program ROM 203 into the RAM 202 uses the user-specific folder information received in step S701 as the document / folder in the information storage device 320. A process of issuing a management number for storage in the folder information storage unit 321 is shown.

  Step S703 represents a process of storing the user-specific folder and user-specific folder information in the document / folder storage unit 321 in the information storage device 320 using the management number issued in step S702.

  Step S704 represents processing for notifying the client terminal 102 of the completion of creation of the user-specific folder when the user-specific folder has been successfully created in step S703.

  In step S705, the screen processing unit 311 which is a program that the document management server 101 reads from the program ROM 203 into the RAM 202 and can use is used to indicate the completion of creation of the user's own folder for the user of the client terminal 102 (X). The information is transmitted, and the user refers to the screen to confirm that the user's own folder has been created.

  FIG. 8 shows a series of processes from when the user of the client terminal 102 (X) performs distribution setting to a user-specific folder already created for an arbitrary folder, and when the document management server 101 completes registration of setting information. The outline of processing is shown in order.

  Step S801 represents processing in which the user of the client terminal 102 (X) selects an arbitrary folder 1101 displayed on a screen 1100 representing the folder configuration of the document sharing system as shown in FIG.

  In step S802, the user of the client terminal 102 (X) performs the document distribution setting to the user's own folder already created by the user of the client terminal 102 (X) for the folder selected in step S801. Represents a process for instructing the document management server 101.

  In step S803, upon receiving the instruction in step S802 from the client terminal 102 (X), the screen processing unit 311 which is a program that the document management server 101 reads from the program ROM 203 into the RAM 202 and can be used becomes the client terminal 102 (X). 11 shows that information such as the setting condition setting screen 1100 for the user-specific folder shown in FIG. 11 to be described later is transmitted to the user and the user is prompted to set the setting condition for the user-specific folder using the screen.

  In step S804, the user of the client terminal 102 (X) sets the setting items of the user-specific folder distribution conditions received from the document management server 101 in step S803, and performs the document distribution process with the set values. Represents processing for instructing the document management server 101.

  In step S805, the distribution condition processing unit 312 which is a program that the document management server 101 reads from the program ROM 203 into the RAM 202 and can use is transferred to the user's own folder set by the user of the client terminal 102 (X) in step S804. The distribution condition is stored in the distribution condition table 500 of FIG. 5 of the distribution information storage unit 322 in the information storage device 320.

  Step S806 represents a process of notifying the client terminal 102 (X) of the completion of the registration of the distribution condition to the user-specific folder when registration of the distribution condition to the user-specific folder is successful in the process of step S805.

  In step S807, the image processing unit 311 which is a program that the document management server 101 reads from the program ROM 203 into the RAM 202 and can use is set for the user of the client terminal 102 (X) to distribute documents to the user's own folder. Represents the process of confirming that the registration of has been completed.

  FIG. 9 shows that a user of an arbitrary client terminal 102 (X) registers a document in an arbitrary folder, determines whether a distribution condition for the user-specific folder is set in the folder, and distributes the document to the user-specific folder. The outline of a series of processing until it is done is shown in order.

  Step S901 represents a process of receiving a document registration instruction for an arbitrary folder from the user of the client terminal 102 (X).

  Step S902 represents a process for checking whether or not a document distribution condition is set in the folder instructed to register the document. The check whether the document distribution condition is set is performed for all users.

  Step S903 represents a determination as to whether or not a document distribution condition is set for the target folder in the distribution condition table 500 of FIG. If the document distribution condition is not set in the target folder, the series of processing flow ends.

  Step S904 is processing when the distribution condition is set for the target folder in step S903, and the target folder management number is registered in the distribution source folder management number 501 of the distribution condition table 500 of FIG. Represents a process for acquiring a unique folder management number 503 that is a document distribution destination.

  In step S905, a distribution condition is set for the target folder in step S903, the management number 503 of the original folder of the distribution destination, and the management number of the document registered in the document / folder information table 400 of FIG. 6 represents a process of associating with 401 and registering in the sorting document table 600 of FIG.

  FIG. 10 shows an example of a screen of the document sharing system operated by the user of the client terminal 102, and is a screen showing the hierarchical structure of folders used in a general document sharing system.

  Reference numeral 1001 represents a hierarchical structure of folders, and represents a folder shared with other users in a general document sharing system. Individual folder information 1001 is managed by the document / folder information table 400 shown in FIG.

  Reference numeral 1002 denotes a user-specific folder according to the present invention, which can be referred to only by the created user, and other users cannot refer to this folder. Information of individual user unique folders 1002 is managed by the document / folder information table 400 of FIG.

  After the document distribution condition is set so that the document is distributed to the user-specific folder 1002 with respect to the folder 1001, and the document is registered in the folder 1001, the document 1002 is returned when the document matches the distribution condition. Documents are sorted to the user's own folder.

  FIG. 11 shows an example of a screen of the document sharing system operated by the user of the client terminal 102, and is a screen for setting a document distribution condition to an original folder in the present invention for an arbitrary folder. is there.

  Reference numeral 1101 denotes an arbitrary folder in which the user of the client terminal 102 sets a distribution condition to the user-specific folder. Information on the folder 1101 is managed by the document / folder information table 400 shown in FIG.

  Reference numeral 1102 denotes an input field for designating a user-specific folder to which a document is assigned when the document is registered in the folder designated in 1101. In the screen example of FIG. 11, the input field is for explaining the present invention, and may actually be another resource such as a selection type.

  Reference numeral 1103 denotes a field for inputting a condition for distributing a document to a user-specific folder specified in 1102 when the document is registered in the folder specified in 1101. The value input in the distribution condition 1103 is managed by the distribution condition 504 in FIG. In the screen example of FIG. 11, a document name, a comment, a creator, a creation date, and a keyword are provided as input fields. However, this is for explaining the present invention, and actually separate items are assigned. It may be possible to specify it as a condition.

  FIG. 12 shows an example of a screen of the document sharing system operated by the user of the client terminal 102. Documents are distributed to arbitrary folders in the present invention with respect to an arbitrary folder, This is an example in which the documents are displayed in a list on the screen.

  Reference numeral 1201 represents a hierarchical structure of folders, and represents a folder shared with other users in a general document sharing system.

  Reference numeral 1202 denotes a user-specific folder according to the present invention, which is a folder that can be referred to only by the created user. In the user-specific folder 1202, a document link registered in the folder is created in one or more of the user-specific folders 1202 in accordance with the document distribution conditions set for one or more folders in the folder hierarchy 1201. The

  Reference numeral 1203 denotes a link list of documents stored in the user-specific folder 1202, which is a link list of documents corresponding to a document distribution condition set by the user for one or more folders in the folder hierarchical structure 1201. Represents a list.

  Reference numeral 1204 denotes a link of the document distributed to the user-specific folder, and represents the document name of the document managed by the document / folder name 402 in the document / folder information table 400 of FIG.

  Reference numeral 1205 denotes a link of a document distributed to a user-specific folder, and represents a folder path from which the document is distributed.

  Reference numeral 1206 denotes a link of the document distributed to the user's own folder, and the registrant who registered the document in the folder of the document distribution source managed by the creator 405 of the document / folder information table 400 of FIG. Represents a name.

  In the example of the screen of FIG. 12, the document name, the link source folder, and the registrant are provided as display items. However, this is for explaining the present invention, and actually allows other items to be displayed. It doesn't matter.

1 is a block diagram showing a configuration of a document sharing system according to an embodiment of the present invention. It is a figure which shows the specific structural example of the document management server 101 and the client terminal 102 in a document sharing system. It is a figure which shows the control module between these processing module groups and the storage apparatus group which stores a process module group and information, and the flow of information. 6 is a diagram illustrating an example of document / folder information stored in an information storage device 320 of the document management server 101 in the present embodiment. FIG. It is a figure which shows an example of the information of the distribution condition of the document set with respect to the folder stored in the information storage apparatus 320 of the document management server 101 in this embodiment. It is a figure which shows an example of the information which associates the user original folder stored in the information storage apparatus 320 of the document management server 101 with the document of distribution in this embodiment. 6 is a flowchart illustrating an example of a flow of processing performed between the client terminal and the document management server 101 when creating a user-specific folder according to the present exemplary embodiment. A flowchart showing an example of a flow of processing performed between the client terminal 102 and the document management server 101 when setting a document distribution condition to a user-specific folder set for a shared folder in the present embodiment. It is. 6 is a flowchart illustrating an example of a flow of processing in the document management server 101 when a document is registered in a folder in which a document distribution condition is set to a user-specific folder in the present exemplary embodiment. It is a figure which shows an example of the screen which the user of a document sharing system operates using the client terminal. It is a figure which shows an example of the screen for performing the setting of the distribution condition of the document to a user original folder which the user of a document sharing system operates using the client terminal. It is a figure which shows an example of the screen for referring the link list of the document in a user original folder which the user of a document sharing system operates using the client terminal.

Claims (5)

A document sharing system that registers and manages a document instructed to be registered by a user of a client terminal in an information storage device of a document management server, and shares a document among a plurality of users.
Means for instructing the user to create a folder unique to the user that cannot be referred to by other users in the folder structure on the document sharing system;
Means for creating the folder in the information storage device in accordance with a folder creation instruction from the user;
An information management system characterized by providing 2. The information management system according to claim 1, wherein when a document is registered in a shared folder on the document sharing system, the document is distributed so that a link of the document is automatically created in the user-specific folder. Means for instructing the setting of conditions;
Means for registering the document distribution condition setting in the information storage device in accordance with the document distribution condition setting instruction from the user;
An information management system characterized by providing The information management system according to claim 1, wherein when a document is registered in the shared folder, a means for determining whether or not the registered document satisfies a document distribution condition to the user-specific folder;
Means for automatically creating a link of the document in the user-specific folder when it is determined by the determination means that the document distribution condition is satisfied;
Means for enabling the user to refer to the link created in the user-specific folder;
An information management system characterized by providing The information management system according to claim 1, wherein the user can operate the link created in the user-specific folder;
Means for enabling an operation on a document stored in the shared folder according to claim 3 corresponding to a link when the editable link is operated;
An information management system characterized by providing The information management system according to claim 1, wherein the link stored in the user-specific folder can be searched by the user who created the user-specific folder;
An information management system characterized by providing

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