JP2011070423A - Document browsing check system and document browsing check method - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To notify a person concerned, who is performing an operation related with a document, of that the document has been updated quickly as possible to urge the person to browse the document, and to reduce influence on an operation accompanied by the update of a document with respect to a document browsing check system and a document browsing check method. <P>SOLUTION: This document browsing check system is provided with: a means for storing an update history including updater ID in a history database when a document is updated, and for storing a browsing history including browsing ID in a history database when the document is browsed; a means for extracting browser ID by referring to all browsing histories following the update history stored in the history database, and for comparing the extracted browser ID with all the browser ID extracted by referring to the browser database, and for determining non-browser ID; and a means for transmitting alarm mail indicating that the document has been updated to the determined non-browser ID. <P>COPYRIGHT: (C)2011,JPO&INPIT

Description

  The present invention relates to a document browsing check system and a document browsing check method for checking whether a viewer has viewed that a document has been updated.

Conventionally, when a change occurs in a document DB, there is a technique of notifying an unread person who has not accessed since the change time with reference to access history information (Patent Document 1).
JP 2005-352975 A

  However, in the above-described conventional technology, when an organizational change or an increase in the number of parties concerned occurs, an unviewed target that requires an alert notification because the person who is viewing the document is unknown only from access history information to the document DB There was a problem that it was not possible to extract and reliably notify the person.

  In addition, referring to the access history information, simply notifying a non-viewer who has not accessed since the time of the change, a warning cannot be sent to an absentee on a business trip or vacation, and the document DB There was a problem that it was impossible to notify the change quickly and reliably.

  In addition, if an unread person who has not been accessed since the time of the change is present by referring to the access history information, notifying the warning mail by e-mail does not always look through it. There is a problem that it is impossible to quickly and reliably notify a change in a document DB.

  Therefore, when a document is updated, the parties involved in the work related to the document are notified as soon as possible that the update of the document has been performed, and browsing is performed to proceed to the work associated with the update of the document. The challenge is to minimize the impact of.

  In order to solve these problems, the present invention is a document browsing check system for checking whether a viewer has viewed that a document has been updated, a document database for registering and updating documents, and A history database that stores the history of updating and browsing documents in the database, a viewer database in which document viewers are registered in advance, and an update that includes an updater ID in the history database when a document in the document database is updated Save history and means to save browsing history including browsing ID in history database when documents in document database are browsed and browse all browsing history after update history saved in history database I A means for comparing the extracted browser ID and all the browser IDs taken out with reference to the viewer database, and determining the non-reader ID, and the determined non-viewer ID And a means for transmitting an alarm mail indicating that the document has been updated.

  At this time, a notification destination database for registering the notification destination information in the presence of the user ID and the notification information of the portable terminal in the absence is provided in association with the viewer ID, and the notification destination database is referred to for the non-viewer ID. If it is determined that the user is present, an alarm mail is transmitted based on the notification destination information when the user is present. On the other hand, if it is determined that the user is absent, the mobile terminal is based on the notification destination information when the user is absent. Means for sending an alarm mail to

  In addition, if it is determined that the user is present by referring to the notification destination database, an alarm mail is sent based on the notification destination information when the user is present, and the alarm mail is forcibly hopped up to the screen of the notification destination terminal. Let

  In addition, the means for determining the non-browser ID is activated periodically or in accordance with an instruction from the administrator, and the determination of the non-browser ID is updated to transmit the alarm mail to the updated non-browser ID. .

  In addition, an update history and a browsing history are stored in a history database for each document, an unreader ID is determined for each document, and an alarm mail is transmitted.

  In the present invention, when a document is updated, an alarm mail is compulsorily displayed on the terminal to notify the attendee, and an absent person is notified by transmitting an alarm mail to the portable terminal. For those involved in work related to documents by checking whether or not non-viewers have browsed and retransmitting alarm emails to non-viewers repeatedly to make document updates known and viewed quickly It is possible to inform the user that the document has been updated as quickly as possible, and to perform browsing to minimize the influence on the work associated with the update of the document.

  In the present invention, when a document is updated, an alarm mail is compulsorily displayed on the terminal to notify the attendee, and an absent person is notified by transmitting an alarm mail to the portable terminal. For those involved in work related to documents by checking whether or not non-viewers have browsed and retransmitting alarm emails to non-viewers repeatedly to make document updates known and viewed quickly We reported that we updated the document as quickly as possible and performed browsing to minimize the impact on the work associated with updating the document.

  FIG. 1 shows a configuration example of a document browsing check system according to the present invention.

  In FIG. 1, the document management server 1 registers / updates / views a document, saves a history, extracts a non-viewer when a document is updated, and sends an alarm mail. In this example, the document management unit 11, the browsing check unit 12, the notification method determination unit 13, the log record reference unit 14, the hop-up control unit 15, the mail transmission / reception unit 16, the document DB 17, the browsing target person DB 18, and the notification destination DB 19 And the access log DB 20 and the like.

  The document management means 11 controls management such as registering and browsing documents in the document DB 17.

  The browsing check means 12 checks the browsing of the document, and extracts the browsing ID of the browsing of the document after the document is updated from the access log 20 or refers to the browsing target person DB 18 to read the document. The user ID is compared with the viewer IDs who have browsed the document with reference to all the viewer IDs, and the non-viewer ID is extracted (checked).

  The notification method determination unit 13 determines a notification method for notifying a warning mail to the non-browser ID of the document checked by the browsing check unit 12, and notifies the presence management server 2 of the non-browser ID of the non-browser ID. Inquires about whether the person is present or absent, and determines the notification method to the corresponding notification destination.

  The log recording reference unit 14 refers to the access log DB 20 and extracts an unviewed person ID.

  The hop-up control means 15 performs control to forcibly notify the non-browser by hopping up the alarm mail on the screen of the non-browser terminal when the alarm mail is transmitted to the non-browser. is there. At this time, software that automatically hops up the alarm mail (see FIG. 6) on the screen of the terminal when the alarm mail is transmitted is installed in the terminal of the non-browser.

  The mail transmission / reception means 16 performs transmission / reception such as transmitting an alarm mail to a terminal or a portable terminal of a non-browser or receiving a confirmation response.

  The document DB 17 is a database for registering documents so that they can be registered, updated, referenced, and can be easily searched (see FIG. 4A).

  The browsing target person DB 18 is registered in advance with a browsing target person for each document (see FIG. 4C).

  The notification destination DB 19 is a pre-registered notification destination (such as a destination of a terminal in the presence of a person and a destination of a portable terminal in the absence of a person) for sending an alarm mail to a non-browser (FIG. 4D). )reference).

  The access log DB 20 records a log of accessing (registering, updating, browsing) a document in the document DB 17 (see FIG. 4B).

  The presence management server 2 manages the presence status of the viewer, and here, it is composed of presence information transmission / reception means 21, presence status management means 22, and presence status DB 23, and the like. is there.

  The presence information transmission / reception means 21 transmits / receives the presence information of the viewer by e-mail or the like.

  The presence status management means 22 registers and manages the presence status of the viewer in the presence status DB 23 (see FIG. 5 and FIG. 3C).

  The presence status DB 23 registers and manages the presence status of the viewer (see FIG. 5).

  The terminal (personal computer) 3 is a terminal (personal computer) that is operated by the viewer. The terminal (personal computer) 3 browses (refers to) the document DB 17 to perform work, or sets that in the presence state DB 23 when the user is present or absent. Here, the hop-up means 31 and the presence status setting means 32 are configured.

  The hop-up means 31 automatically forcibly hops up (displays) the alarm mail on the screen of the terminal 3 when the alarm mail is received, and notifies the viewer.

  The presence status setting means 32 automatically sets the presence status in the presence status DB 23 when the viewer of the terminal 3 is present, or automatically sets the absence status when absent. For example, when the power-off switch of the terminal 3 is pressed, the presence state DB 23 is automatically absent, and when the power-on switch is pressed, the presence state DB 23 is automatically seated. And so on.

  The mobile terminal 4 is a mobile terminal possessed by a viewer (non-viewer) in the absence, and here, receives a warning mail when absent, and is composed of a mail transmission / reception means 41 and the like here. It is.

  The mail transmission / reception means 41 performs transmission / reception such as reception of an alarm mail or transmission of a response message in the portable terminal.

  The network 5 is for connecting the document management server 1, the presence management server 2, the terminal (personal computer) 3, and the portable terminal 4 to each other to transmit / receive data (alarm mail, e-mail, etc.). Internet, LAN, etc.

  Next, the operation of the configuration of FIG. 1 will be described in detail according to the order of the flowchart of FIG.

  FIG. 2 shows a flowchart for explaining the operation of the present invention.

  In FIG. 2, in S1, the document DB is browsed.

In S2, the browsing content is recorded in the access log. In S1 and S2, a document in the document DB 17 of FIG. 1 is browsed by a viewer (user), and the browsing content is recorded in the access log DB 20. For example, the content of the entry (1) in the document DB 17 of FIG. 4 (a) described later by the viewer is as follows: Update date = 2009/7/31 13:12
・ Document number = NW1286TM
-File name = TM company network configuration diagram-Version number = V01L02
...
Is browsed (S1), the contents of the entry (2) in the access log DB 20 of FIG. 4 (b) as a log document number = NW1286TM
・ Update date = 2009/7/31 13:12
・ Updater ID = 894524
・ Version number = V01L02
・ Browser ID = 405643
・ Last access date = 2009/6/18 29:39
・ Mail sending calendar = 2009/7/31 15:12
...
Is recorded as a log. Here, the document number, the update date / time, the updater ID, and the version number are a copy of the record of the document (1) browsed by the viewer of FIG. 4 (a), and this is shown in FIG. 4 (b). The viewer ID, the last access date and time, and the mail transmission calendar shown in the second half of the entry (2) in the accelerator log DB 20 are additionally recorded.

  When the viewer browses (refers to) an arbitrary document (for example, the document (1)) in the document DB 17 of FIG. 4A by the above S1 and S2, the access of FIG. 4B is automatically performed. As shown in the entry (2) in the log DB 20, the document number, the update date / time, the updater ID, and the version number are copied, and the viewer ID, the last access date / time, the e-mail transmission calendar ( In step S2, recording is not performed, but recording is performed in step S13 to be described later), and the browsing record of the viewer is recorded.

  In S3, a pre-registered browsing target person corresponding to the document is read from the browsing target person DB 18 (viewing target person list). Here, for example, the following is read as a browsing target person list registered in advance in the entry of (3) in FIG. 4C corresponding to the document (document number = NW1298TM) browsed in S1 and S2.

・ Target ID 1: 879234
-Target person ID 2: 973219
-Target person ID 3: 405643
-Target person ID 4: 231187
・ Target person ID 5: 439962
In S4, the target audience is narrowed down compared to the access log.

(1) Update date / time> Last access date / time (2) Person to be browsed (3) It is determined that the person to be browsed should be notified when the conditions of (1) and (2) are satisfied. More specifically, in (1), the same document (for example, three entries of document number = NW1298TM) in the access log DB 20 in FIG. The update date of the document is newer than the date and time when the document was browsed (referenced), and an unread document that has not been browsed after the update date and time is extracted. Here, the three entries in FIG. 4B are unviewed documents, and the viewer IDs of the three entries are extracted as the viewing target person. In (2), the browsing target persons (viewing target persons ID1, ID2, ID3, ID4, ID5) registered in the same document (3) in (c) of FIG. 4 are extracted. In (3), the viewer extracted in (1) is compared with the viewer extracted in (2). As unreaders who are not extracted in (2), here, target person ID2, ID5 and decide.

  In S5, the subject list is transmitted to the presence management server, and the corresponding presence status information is requested. The attendance management server 2 in FIG. 1 that has received the request for presence status information refers to the presence status information database 23 in FIG. 5, and the notified person is either present or absent (not present). Is taken out and returned to the document management server 1.

  S6 receives the presence information of the target person. This receives the presence information (information on presence or going out) of the target person returned in S5.

  In S7, it is determined whether the subject is present. In the case of YES, since the subject is found to be present, the process proceeds to S8. In the case of NO, since it is determined that the subject is out, the process proceeds to S9.

  In S8, since the subject person is found to be present at YES in S7, the subject person's PC is notified by interruption display. This is done by displaying a warning mail on the screen of the subject's PC (terminal (PC) 3 in FIG. 1) in the presence using a hop-up function installed in the PC in advance, for example, a warning mail in FIG. Is forcibly displayed on the screen so that it can be seen by the target person (unviewed person) who is present, and prompts that the document has been updated and the document is immediately viewed and reflected in the work.

  In S9, since it is determined that the subject is out in S7, a warning mail is transmitted to the portable terminal of the subject and recorded in the access log DB 20. As a result, the alarm mail of FIG. 6 is transmitted to the mobile terminal, and the transmission calendar that transmitted the alarm mail is recorded in the mail transmission calendar at the right end in the entry of the corresponding document in the access log DB 20 of FIG. 4B. To do.

  In S10, it is determined whether a certain time has elapsed. If YES, the process proceeds to S11. If no, wait.

  In S11, the target person list and the access log DB after the document update are checked.

  In step S12, it is determined whether the document has been accessed (determines whether the document has been browsed). In the case of YES, since it is found that the target person (unread person) has read the document, the process ends. In the case of NO, since it is found that the target person (unread person) has not browsed the document, an email is transmitted to the target person (unread person) and a log is recorded in S13. Thereby, it is checked whether the target person (non-viewed person) has browsed at regular time intervals in YES of S10, and when it is determined that the target person has not been viewed (in the case of NO of S12), the target person (unread) A warning mail is transmitted to (browser) and the mail transmission calendar at the right end of the corresponding document in the access log DB 20 in FIG. 4B is updated (updated to the latest mail transmission date and time).

  As described above, when an arbitrary document in the document DB 12 in FIG. 4A is updated by an administrator or the like, a log that the document viewer has viewed the document is stored in the access log DB 20 in FIG. Browsing history (browser ID, last access date, etc.) is recorded, and browsing is performed after the update date and time in the document browsing target with reference to the access log DB 20 and the browsing target user DB 18 of FIG. A list of non-viewed persons (unviewed persons) is determined (S1 to S4), and the target person (unviewed persons) is forcibly alerted on the screen of the terminal 3 if he / she is present at regular intervals. The mail is hopped up and notified, while if the user is out of the office, the mobile terminal 4 is notified of the alarm mail (S5 to S9), and the target person who has seen these alarm mails (FIG. 6) (unviewed) ) Browses the corresponding document in the document DB 4 and repeatedly records the browsing history in the accelerator log DB 20 and deletes it from the target person (unread person) list. Is repeated at regular intervals until browsing (S10 to S13), so that it is possible to quickly and surely notify the person to be browsed that the document has been updated, and the document can be browsed and reflected in the work quickly. .

  FIG. 3 shows a flowchart (part 2) for explaining the operation of the present invention.

  FIG. 3A shows a document update flowchart.

  In FIG. 3A, S21 determines whether there is a viewing notification. This determines whether there is a browsing notice (warning mail) described in FIG. If YES, the process proceeds to S22. If NO, the process ends here.

  In S22, the target document is downloaded and displayed. This displays on the screen of the terminal 3 the document for which browsing was notified in S21.

  In S23, it is determined whether it is an update. In step S22, it is determined whether the document displayed on the screen of the terminal 3 needs to be updated. If YES, the corresponding document in the PC is updated, the latest document is held in the PC (terminal 3), and work (for example, design work) is performed with reference to the latest updated document at the time of work. .

  As described above, each target person (each unread person) who has received the alarm mail of FIG. 2 displays the updated document on the terminal 3, updates the document held by himself / herself, and based on the latest document. It is possible to perform work (for example, design work).

  FIG. 3B shows a flowchart for sending the presence status of the subject person.

  In FIG. 3B, S31 receives subject data. This receives the target person list to which the alarm mail is sent, which is sent from the document management server 1 to the presence management server 2 via the network 5 in S5 of FIG.

  In S32, the presence status of the subject person is checked. This refers to the presence status information DB 23 of FIG. 6 based on the subject list received in S31, and checks the subject's presence status (information on presence or going out).

  In S33, the presence status information of the target person is sent to the document management server.

  As described above, based on the target person list to which the alarm mail is to be transmitted, the document management server refers to the presence status information DB 23 in FIG. 1 can be transmitted.

  FIG. 3C shows a registration flowchart during attendance / outing.

  In FIG. 3C, S41 determines whether the PC is powered on. If YES, the process proceeds to S42. If no, the process proceeds to S43.

  In S42, it is determined that the power of the PC is turned ON in YES of S41, so the presence status information of the presence management server 2 is updated to “present”, and the process proceeds to S43. This is because it is found that the power of the PC (terminal 3 in FIG. 1) is turned on in S41, so the presence status setting means 32 notifies the presence management server 2 of the presence status DB 23 in FIG. The presence state in the entry of the target person (browser) ID is set to “attended”, and the current presence is registered.

  In step S43, it is determined whether the PC is turned off. If YES, the process proceeds to S44. If NO, the process ends.

  In S44, since it is found that the power of the PC is turned off in YES of S43, the presence status information of the presence management server 2 is updated to “going out”, and the process ends. This is because the power of the PC (terminal 3 in FIG. 1) was turned off in YES in S43, and the presence status setting means 32 notifies the presence management server 2 and the presence status DB 23 in FIG. The attendance state in the entry of the target person (browser) ID is set to “going out”, and it is registered that the person is currently outing.

  FIG. 4 shows an example database of the present invention.

  FIG. 4A shows an example of a document DB. The document DB 17 registers and manages documents. Here, the document DB 17 registers and manages the following information shown in association with each other.

・ Update date:
・ Document number:
・ File name:
・ Version number:
·data:
・ Other:
Here, the update date and time is the date and time when the administrator updated the document. The document number is a number that uniquely identifies the updated document. The file name is the file name of the updated document. The version number is the version number of the updated document. The data is updated document data (document contents).

  As described above, when a document is newly registered or updated in the document DB 17, the document number, update date, file name, version number, and document content (data) of the document to be registered / updated are associated with each other. It becomes possible to register and manage.

  FIG. 4B shows an example of an access log DB. The access log DB 20 records a browsing history of accessing (browsing and referring) a document in the document DB 17, and stores the browsing history by recording the following information shown in association with each other.

・ Document number:
・ Update date:
・ Updater ID:
・ Version number:
・ Browser ID:
・ Last access date:
・ Mail sending calendar:
・ Other:
Here, the document number is a number assigned to the document in the document DB 17 in FIG. The update date / time, the updater ID, and the version number are obtained by copying the update date / time, the updater ID, and the version number in the entry of the document number in the document DB 17 of FIG. 4A corresponding to the document number. The viewer ID and the last access date and time are logs when the viewer (target person) browses the document in the document DB 17 in FIG. This is the last access date and time (last viewing date and time) when browsing. The e-mail transmission calendar is the last e-mail transmission date and time when the alarm e-mail is transmitted to the viewer ID.

  FIG. 4C shows an example of a browsing target person DB. The browsing target person DB 18 registers a target person (browser) who is a target for browsing the document with the document number, and here, the following information shown in FIG.

・ Document number:
-Administrator ID:
・ Target ID 1:
・ Target ID2:
・ Target ID3:
-Target person ID 4:
・ Target ID 5:
...
Here, the document number is the document number of the document registered in the document DB 17 in FIG. The administrator ID is an administrator ID that manages the document. The target persons ID1, ID2, ID3,... Are registered in advance as target persons who browse the document with the document number.

  FIG. 4D shows an example of a notification destination DB. The notification destination DB 19 registers the notification destination of the alarm mail. Here, the notification destination DB 19 is registered in advance in association with the following information shown in the figure.

-Notification ID:
・ Contact name:
・ Terminal ID:
-Terminal IP address:
・ Mobile email address:
・ E-mail address:
・ Other:
Here, the notification destination ID is the ID of the target person (browser) who is the notification destination of the alarm mail. The person in charge name is the name of the notification destination ID. The terminal ID and terminal IP address are the terminal ID and terminal IP address of the terminal 3 of the notification destination ID (the alarm mail or the like is transmitted directly from the document management server 1 to the terminal IP address of the corresponding terminal via the network 5 Used to hop up on the screen). The mobile mail address is a mail address for sending an alarm mail or the like to the mobile terminal. The e-mail address is a mail address for transmitting an alarm mail or the like to the terminal 3.

  FIG. 5 shows an example of the presence status information DB of the present invention. The presence status information DB 23 registers and manages the following information shown in association with each other.

・ Person who can view it:
・ Attendance:
・ Other:
Here, the browsing target person ID is an ID that uniquely represents the target person who is present. The attendance status is managed by registering and managing whether the subject with the viewing subject ID is present or going out, and automatically from each terminal 3 according to the flowchart of FIG. 3C described above. Registering attendance or going out.

  FIG. 6 shows an example of a hop-up screen / mail according to the present invention. The illustrated hop-up screen / mail is an example of an alarm mail to be notified to an unread person described above, and here, the following information illustrated is set.

Document name: NW1298TM
Updated on July 31 at 13:12.

      Please read as soon as possible.

  The present invention notifies a person who is working on a document that the document has been updated as quickly as possible, and browses the document to minimize the impact on the work associated with the update of the document. The present invention relates to a browsing check system and a document browsing check method.

It is a structural example of the document browsing check system of this invention. It is an operation | movement explanatory flowchart of this invention. It is operation | movement description flowchart (the 2) of this invention. It is an example of a database of the present invention. It is an example of presence status information DB of this invention. It is an example of the hop-up screen / mail of the present invention.

1: Document management server 11: Document management unit 12: Browsing check unit 13: Notification method determination unit 14: Log record reference unit 15: Hop-up control unit 16: Mail transmission / reception unit 17: Document DB
18: Browsing target person DB
19: Notification destination DB
20: Accel Log DB
2: Attendance management server 21: Attendance information transmission / reception means 22: Attendance status management means 23: Attendance state DB
3: Terminal (PC)
31: Hop-up means 32: Attendance status setting means 4: Mobile terminal 41: Mail transmission / reception means 5: Network

Claims (6)

A document browsing check system that checks whether a viewer has viewed that a document has been updated,
A document database for registering and updating documents;
A history database for storing a history of updates and browsing of documents in the document database by a viewer;
A viewer database that pre-registers document viewers;
When a document in the document database is updated, an update history including an updater ID is stored in the history database, and when a document in the document database is viewed, a browsing including a browsing ID in the history database A means of saving history,
All the browsing histories after the update history stored in the history database are extracted to extract the viewer ID, and the extracted viewer ID and all the viewer IDs extracted by referring to the viewer database And a means for determining a non-browser ID,
A document browsing check system comprising: means for transmitting a warning mail indicating that a document has been updated to the determined non-viewed person ID. A notification destination database for registering notification destination information in the case of being present and notification information of the mobile terminal in the absence in association with the viewer ID is provided,
When it is determined that the user is present with reference to the notification destination database for the non-browser ID, an alarm mail is transmitted based on the notification destination information in the case of being present, while it is determined that the user is absent 2. The document browsing check system according to claim 1, further comprising means for transmitting an alarm mail to the portable terminal based on notification destination information in the absence.   3. When it is determined that the user is present by referring to the notification destination database according to claim 2, an alarm mail is transmitted based on the notification destination information in the case of being present and forcibly displayed on the screen of the notification destination terminal. A document browsing check system characterized by hopping up the alarm mail.   The means for determining the non-browser ID is periodically activated as needed to update the determination of the non-browser ID and repeats sending an alarm mail to the updated non-browser ID. The document browsing check system according to any one of claims 1 to 3, wherein   5. The update history and the browsing history are stored in a history database for each document, the unreader ID is determined for each document, and an alarm mail is transmitted. Document browsing check system described in Crab. A document browsing check method that checks whether a viewer has viewed that a document has been updated,
A document database for registering and updating documents;
A history database for storing a history of updates and browsing of documents in the document database by a viewer;
Establish a viewer database that pre-registers document viewers,
The means provided in the computer is
When a document in the document database is updated, an update history including an updater ID is stored in the history database, and when a document in the document database is viewed, a browsing including a browsing ID in the history database A step of saving history,
All the browsing histories after the update history stored in the history database are extracted to extract the viewer ID, and the extracted viewer ID and all the viewer IDs extracted by referring to the viewer database And determining a non-browser ID,
And a step of transmitting a warning mail indicating that the document has been updated with respect to the determined non-browser ID.

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