JP2010170438A - Document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To associate documents with one another without analyzing the contents thereof, with a simple configuration. <P>SOLUTION: As for a document used by a user for editing or the like, when performing work such as editing the document, documents referred to are associated with the document. In addition, this association is executed by using link information. In detail, a document management system includes: a means for storing a plurality of documents; a means for retrieving a predetermined document according to an instruction from the user; a means for editing the retrieved document according to an instruction from the user, a means for storing again the edited document in the storage means; a means for detecting the retrieval of another document by the retrieval means while the document is retrieved and stored again; and a means for storing another detected document in association with the document stored again in the storage means. <P>COPYRIGHT: (C)2010,JPO&INPIT

Description

  The present invention relates to a document management system for managing electronic documents, a document management method using the same, or a program for causing a computer to implement a document management method. In particular, the present invention relates to a technique for executing association and association between documents.

  Conventionally, electronic documents have been handled. In the case of electronic documents, the number of registered documents is often enormous due to the nature of being easy to copy. Therefore, there is a potential need to associate related (corresponding) documents with each other. For example, in Patent Document 1, in a document set analysis device, in order to be able to determine that even documents issued at different dates and times are highly correlated when content is highly correlated, A document set specifying unit 10 for specifying a document set, a content similarity evaluation unit 20 for evaluating a content similarity between the documents included in the document set, and a temporal similarity between the documents included in the document set. A time stamp similarity evaluation unit 30 to be evaluated, a relationship extraction unit 40 that extracts a relationship between documents based on the content similarity and the time similarity, and a center of the document based on the relationship between the documents A centrality determination 50 for calculating the nature, the relationship between the obtained documents, and the centrality of each document, topic words included in the document set from the entire document set, and documents related to the topic words Set, document Comprises an information analysis 100 that identifies the role of the document in the case, the document set which is the specified information output unit 110 for outputting visualized, the.

JP 2008-210024 JP

  However, in Patent Document 1, there is a problem that it is necessary to analyze the content such as “topic word” included in the document, and the processing is burdened.

  An object of the present invention is to realize document association with a simple configuration without analyzing the contents.

  In order to achieve the above object, according to the present invention, a document used by a user in editing or the like is associated with the document that has been referred to during the editing or the like. In addition, the present invention also includes executing this association using link information. More specifically, means for storing a plurality of documents, means for searching for a predetermined document in accordance with an instruction from the user, means for editing the searched document in accordance with the instruction of the user, Means for re-storing the edited document in the means for storing, and means for detecting a search for another document by the means for searching from when the document is searched until it is stored again And means for associating the detected other document with the re-stored document and causing the storing means to store the associated document.

  According to the present invention, document association can be realized with a simple configuration.

Hereinafter, the document management system used in the present embodiment is a system for managing files created by a user. The document management system has functions for file history management and exclusive control so that registered files are not updated by a plurality of users. In this system, it is defined as checkout that exclusive control is performed so that other users cannot update the file, and that the checkout state is canceled simultaneously with the file update.
Hereinafter, embodiments of the present invention will be described in detail with reference to the drawings.

  FIG. 1 is a block diagram showing a configuration of a document management system according to an embodiment of the present invention. FIG. 2 describes the database table described in FIG. 1 in detail. 3 to 7 are flowcharts showing the flow of reference association in the document management system according to the present invention.

  First, the server configuration of the document management system and the tables used in the document management system will be described. The document management system includes a WEB server 100 that operates the document management system and a DB server 200 that stores data used in the document management system (FIG. 1). The DB server includes a document table 300, a deliverable table 400, a reference information temporary storage table 500, and a reference information management table 600.

  The document table (FIG. 2) stores file information registered in the document management system by the user. File information is created for each history record, and is uniquely identified by an ID called document ID. In order to identify the history of a file with a plurality of records, a series ID and a version number indicating the history number are assigned. When the series IDs having different document IDs are the same, the two records are history information of the same file, and the order of the history can be identified by the version number. Further, in order to hold the checkout state, the checkout user ID and the checkout user name are used.

The product table (FIG. 2) stores the substance of the file registered in the document management system by the user. The entity of the file is associated with the document table information by the document ID.
The reference information temporary storage table (FIG. 2) is a table for temporarily storing information of documents referred to by the user.

The reference management information table stores information of a referenced document and a referenced date and time when a certain document registered in the document management system is updated.
Hereinafter, each process of the present embodiment will be described with reference to the flowcharts of FIGS.
(1) Processing when a file is referenced when the file is not checked out (Figure 3)
There is a user who refers to a necessary file before checking out the file and then checks out the file to work. Therefore, the document management system temporarily holds reference information when the file is not checked out. User X refers to file A (step 1). Using the document ID of the referenced file A = AAAAAAAA as a key, a file entity is obtained from the deliverable table and a download screen is displayed (step 2). On the download screen displayed in step 2, user X presses the download button (step 3). In order to hold information referring to the pressed file, a record of user ID = 11111111, reference document series ID = XXXXXXXX, reference date / time, and reference time is added to the reference information temporary storage table (step 4). Thereafter, the file is copied to the user X's PC (step 5). By this process, it is realized that the information of the file referred to before the user checks out the file is temporarily held.
(2) Past reference information association process when a file is checked out (Figure 4)
When user X checks out a file, the previously referenced information is associated with the checked out file. User X checks out file B (step 6). Using the document ID = BBBBBBBB of the checked-out file B as a key, the checkout user ID = 11111111 and the checkout user name = user X in the document table are set (step 7). As a result, the file B is checked out. Next, the reference information stored in (1) is associated with the reference information of the checked-out file. First, all records matching the user ID = 11111111 are acquired from the reference information temporary storage table. A series ID = YYYYYYYY of the target document is assigned to the acquired information and stored in the reference information management table (step 8). When the association of the reference information is completed, the file entity is obtained from the deliverable table using the document ID of the referenced file B = BBBBBBBB as a key, and the download screen is displayed (step 9). On the download screen displayed in step 9, user X presses the download button (step 10). Then, the file is copied to the user X's PC (step 11). As a result, the checked-out file can be associated with the information of the file referred to before the check-out.
(3) Processing when referring to other files during checkout (Figure 5)
The association method when referring to another file while the user is checking out the file will be described below with reference to FIG. The user X refers to a file C other than the file B being checked out (step 12). Using the document ID = CCCCCCCC of the referenced file C as a key, the file entity is obtained from the deliverable table and the download screen is displayed (step 13). On the download screen displayed in step 13, user X presses the download button (step 14). Here, file B and file C that are checked out are associated. First, the series ID of file C is acquired from the document table using document ID of file C = CCCCCCCC as a key (step 15). Next, a series ID list of files checked out by the user X is obtained from the document table using the checkout user ID = 11111111 as a key. At the same time, the current date and time are acquired for storage in the reference information management table (step 16). Whether there is a result acquired in step 16 is checked (step 17), and if there is, the number of times steps 18 to 20 are repeated. The series ID obtained in step 15 and the series ID list obtained in step 16 are compared (step 19) with the one obtained (step 18). If they match, the reference information is not stored in the reference management information table. If they do not match, the user ID = 11111111, the target document series ID = YYYYYYYY, the referenced document series ID = ZZZZZZZZ, the reference date and the reference time acquired in step 16 are stored in the reference information management table (step 20). ). After these are completed, the file is copied to the user X's PC (step 21). As a result, the file being checked out can be associated with another file referenced during the checkout.
(4) Check-in processing (Fig. 6)
A procedure for checking in a document corrected by the user to the document management system will be described with reference to FIG. User X checks in the modified file B to the document management system (step 22). The file entity checked in at step 22 is stored in the deliverable table together with the numbered document ID = DDDDDDDD (step 23). Further, the document table stores document ID = DDDDDDDD, document name = file B, series ID = YYYYYYYY, and version number = 2, which are information of the checked-in file. At the same time, the checkout user ID and checkout user name values of the record information corresponding to the document ID before checkout = BBBBBBBB are cleared (step 24).
(5) Delete reference information temporarily stored (Fig. 7)
The reference information that is temporarily stored when the user performs the deletion conditions (logout, elapse of a certain period, etc.) is deleted. Hereinafter, description will be given using a flow of an example in FIG. 7 where logout is a deletion condition. User X performs logout processing (step 25). At that time, the corresponding record is deleted from the reference information temporary storage table using the user ID = 11111111 as a key (step 26). Thereby, the reference information of the corresponding user temporarily held is deleted.

Document management system block diagram. The figure which shows the data table used by one Embodiment of this invention. The figure which shows the processing flow when referring to a file when the file is not checked out. The figure which shows the correlation processing flow of the past reference information at the time of checking out a file. The figure which shows the process at the time of referring to another file at the time of checkout. The figure which shows a check-in process flow. The figure which shows the deletion process of the reference information temporarily hold | maintained.

DESCRIPTION OF SYMBOLS 100 ... Web server (document management system) 200 ... DB server (document management system) 300 ... Document table 400 ... Work product table 500 ... Reference information temporary storage table 600 ... Reference information management table

Claims (2)

In a document management system that manages multiple electronic documents,
Means for storing the plurality of documents;
Means for searching for a predetermined document in accordance with an instruction from the user;
Means for editing the retrieved document according to an instruction of the user;
Means for re-storing the edited document in the means for storing;
Means for detecting a search for another document by the means for searching from when the document is searched until it is stored again;
A document management system comprising: a means for associating the detected other document with the re-stored document, and storing the document in the storing means. The document management system according to claim 1,
The document storage system is characterized in that the storage means stores link information that associates the other document with the document in the storage means.

Images