JP2015132985A - Meeting setting system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a meeting setting system capable of easily and efficiently setting a meeting.SOLUTION: The meeting setting system includes: participant registration means that registers participants who are appointed to participate to a specific meeting; and meeting material registration means that registers materials to be used at the meeting after the participant registration means registers the participants.

Description

  Embodiments described herein relate generally to a conference setting system when a conference is performed by a plurality of people.

  In recent years, an electronic conference system that electronically performs conference setting, document distribution, conference participant identification, and the like when a conference is held by a plurality of people has become widespread. Furthermore, an easy-to-use electronic conference system has been conceived in which a memo is overwritten on a conference material and displayed on a participant's terminal.

  However, it was not easy to improve security, such as easily distributing materials.

JP 2012-133493 A

  The subject of this invention is providing the conference setting system which can raise security efficiently and easily.

  An example conference setting system includes: a participant registration unit that registers a participant who participates in a specific conference; a conference material registration unit that registers a material used for the conference after the participant is registered by the participant registration unit; Have.

It is a figure which shows the structural example of the meeting setting system of one Embodiment. It is a figure which shows the structural example of the separate meeting server of embodiment shown in FIG. It is a figure which shows the structural example of the participant terminal of embodiment shown in FIG. It is a figure which shows the flowchart for demonstrating operation | movement of embodiment. It is a figure which shows the example of a login screen in embodiment. It is a figure which shows the example of a screen of the meeting list in embodiment. It is a figure which shows the example of a screen of the meeting reuse in embodiment. It is a figure which shows the example of a screen of the deletion of the meeting in embodiment. It is a figure which shows the example of a participant registration screen in embodiment. It is a figure which shows the example of a screen of the registration of the participant in embodiment. It is a figure which shows the example of a screen of table of contents and browsing document registration in embodiment. It is a figure which shows the example of a screen of the table of contents and edit / browsing document registration in embodiment. It is a figure which shows the example of a screen of the browsing document selection in embodiment. It is a figure which shows the example of a screen of the document preview in embodiment. It is a figure which shows the example of a screen of the document management in embodiment. It is a figure which shows the example of a screen of a document name change in embodiment. It is a figure which shows the example of a screen of the meeting detailed setting in embodiment.

  Hereinafter, embodiments of the present invention will be described with reference to the drawings. An example of the overall configuration of an embodiment of the present invention is shown in FIG.

  This conference setting system takes out a part of resources stored in the resource server 5 that stores various resources such as personnel, materials, and conference rooms, and creates data of one conference, An individual conference server 6 to be set, a conference setting terminal 7 for accessing the individual conference server 6 and setting one conference, and participant terminals 8a, 8b, and 8c used by those who participate in the conference These are connected by a network 9. Participant terminals 8a, 8b, and 8c are terminals used by participants participating in the conference, and are usually mobile terminals that are easy to carry and easy to see the display content, such as personal computers and tablet terminals. Although three are shown here, of course, two or four or more may be used, and when a conference is held, participants use one by one.

  The resource server 5 performs each meeting with a material data database (DB) 11 that stores materials that may be used in a meeting, a personnel data DB 12 in which personnel who may participate in the meeting are registered in advance, and so on. And a conference room DB 13 in which conference rooms capable of being registered are registered.

  The individual conference server 6 is a server that stores information regarding a specific specific conference, and in many cases, the individual conference server 6 is instructed by the conference setting terminal 7 to copy and store various data from the resource server 5.

  The individual conference server 6 includes a conference material storage unit 15 that stores conference materials for a specific conference, a participant storage unit 16 that stores participants, and a participant authority granting unit 17 that grants the authority of each participant. A conference history storage unit 18 that stores past conference data, and a conference frame creation unit 19 that creates a framework of a specific conference.

  The conference setting terminal 7 includes a display unit 23 that displays a conference setting screen created by the conference frame creation unit 19 of the individual conference server 6, and an operation input unit 24 that performs input on the screen displayed by the display unit 23. The data server 25 includes a data transmission / reception unit 25 that transmits / receives data to / from the resource server 5 and the individual conference server 6.

  An example of the hardware configuration of the main part of the individual conference server 6 is shown in FIG. In the individual conference server 6, a control unit 30 including a CPU 31, a ROM 32, and a RAM 33 that are controllers, a storage unit such as a hard disk drive (HDD) 35, and a communication interface (IF) 36 are connected to each other via a bus line 37. .

  The control unit 30 functions as a computer, and the CPU 31 reads and executes a program stored in the ROM 32, thereby controlling the entire individual conference server and realizing various functions. The RAM 33 temporarily stores various variable data and image data in a predetermined area under the control of the CPU 31.

  The HDD 35 has a larger capacity than the RAM 33 and stores data temporarily stored in the RAM 33. Most of the data stored and created in the conference material storage unit 15, the participant storage unit 16, the authority granting unit 17 that grants authority to the participant, the conference history storage unit 18, and the conference frame creation unit 19 is stored in the HDD 35. Remembered.

  The communication IF 36 transmits and receives data to and from the resource server 5 and the conference setting terminal 7. Specifically, for example, based on an instruction input from the operation input unit 24 of the conference setting terminal 7, the conference frame creation unit 19 creates and constructs one conference. At this time, the control signal data is received from the data transmission / reception unit 25 of the conference setting terminal 7, the data is received from the material data DB 11, personnel data DB 12, and conference room DB 13 of the resource server 5 and temporarily stored in the RAM. The data is stored in the HDD 35 or directly in the HDD 35. The CPU 31 also controls the transmission and reception of these data in the communication IF 36 of the individual conference server 6.

  A hardware configuration example of the participant terminal 8a is shown in FIG. The other participant terminals 8b and 8c have the same configuration, for example, configured by a smartphone. The participant terminal 8 a is configured by connecting a control unit 40 including a CPU 41, a ROM 42, and a RAM 43, a display panel 44, and a communication IF 48 through a bus line 49. The display panel 44 includes an operation input unit 45 and a display unit 46. In actuality, the operation input unit 45 and the display unit 46 are configured by a touch panel having a superposed structure, and an operator performs, for example, a finger on the screen of the display unit 46. An operation input is made by touching with.

  The participant touches various items displayed on the display unit 46 of the participant terminal 8a, such as a conference summary, and inputs them from the operation input unit 45. A conference participant (operator) touches the material displayed on the display unit 46. Then, the material used in the conference is downloaded from the conference material storage unit 15 of the individual conference server 6 via the communication IF 48, stored in the RAM 43, and displayed on the display unit 46. The CPU 41 performs all control such as transfer of these data.

  In this embodiment, the conference is set by the conference setting terminal 7 which is a specific terminal, but the conference may be set by the participant terminal.

  By the way, in the above-described embodiment, the conference setting terminal 7 and the participant storage unit 16 of the individual conference server 6, the participant terminals 8a, 8b, and 8c, and the participant storage unit 16 of the individual conference server 6 participate in a specific conference. The participant registration means which registers the participant to perform is comprised, the conference material storage part 15 of the conference setting terminal 7 and the individual conference server 6, the participant terminals 8a, 8b and 8c, and the conference material storage unit 15 of the individual conference server 6 are Then, after registering the participant by the participant registering means, the meeting material registering means for registering the material used for the conference is configured.

  Next, the operation of this embodiment will be described on the basis of the flowchart shown in FIG. 4 and the display input screen at each stage in FIG.

  First, in Act A401, various resources, for example, data such as materials, personnel, and conference rooms that may be used for the conference are registered in the resource server 5 in advance. Collect and pool these resources over a wide area. For example, not only the materials used for the conference but also the materials for the center file are stored in a lump. These materials can be viewed not only at the meeting but also by devices other than the participant terminals when each person wants to see them.

  Next, the conference setting tool is called using the conference room setting terminal 7 to enter. FIG. 5 shows an example of a login screen when entering the conference setting tool. “Enter your user name, password, and domain” is displayed, followed by the user name, password, and domain input fields. Entering a user name, password, and domain in these input fields, and clicking the login icon 54 at the bottom, the conference setting tool can be entered. Then start setting up a specific meeting.

  First, in Act A402, a conference frame is called, and a conference list is displayed on the screen of the display unit 23. This is done by accessing the conference frame creation unit 19 of the individual conference server 6 and sending the screen to the conference setting terminal 7.

  In Act A403, the conference name is input on the displayed screen. FIG. 6 shows an example of a screen on which a list of input conference names is displayed. In the upper part of the screen 61, the conference setting flow is displayed with arrows from the left side. For example, arrows (icons) 62a, 62b, 62c, and 62d indicating conference list, participant registration, table of contents / browsing document registration, and conference detail registration are displayed. When these displays are input at each stage, for example, the display of characters is reversed in black and white so that it can be easily understood how far the conference setting has progressed.

  The degree of progress can be displayed by a color change, for example, the current stage is red. On the right side, a “participant registration” icon 63 described later is displayed.

  The content of the conference that is input and determined on the subsequent conference list display screen or the like is created by the conference frame creation unit 19 of the individual conference server 6.

  A list of conferences is displayed on the lower left, and “Create a new conference or select from the list and edit” is displayed below it. Below that, icons 64a, 64b, 64c, and 64d of “new”, “summary edit”, “reuse”, and “delete” are displayed from left to right. Click one of these to start the conference setup. A conference list is displayed below.

  For example, the “conference summary information” 66a column and the “conference detailed information” 66b column are displayed in the conference list. For example, “conference name”, “date and time”, “meeting room”, and “remarks” can be entered in the “conference summary information” column, and the “conference detailed information” column includes, for example, “Contents number”, “browsing document registration number”, and “participant total registration number” can be entered and displayed. In the lower row, an “server document management” icon 67 described later is displayed. The conference list is shown in multiple lines so that multiple conferences can be set up.

  For example, when the icon 64a is clicked, a conference list in which each item of the conference room summary information and the conference room detailed information is blank is displayed and can be input to each item. If the icon 64c is clicked, information on conferences that have been held before and are reused this time and detailed information are called from the conference history storage unit 18 and displayed.

  An example of a display screen in the case of conference reuse is shown in FIG. In this example, the previously set conference data is called by specifying the conference name and date and time. In this screen example, the conference name and the date and time of the conference are required, and the time, conference room, and remarks can be entered below.

  A “cancel” icon 75 and an “OK” icon 76 are displayed at the lower left of this screen. When the “OK” icon 76 is clicked, the past conference data is adopted and the conference list screen shown in FIG. Returning to, the relevant data is entered in the corresponding meeting column. If the icon 64b is clicked, the outline of the conference that has already been input can be edited. When the conference room list is displayed, the display 62a is displayed in reverse black and white, and the others are displayed in black.

  If a specific conference is selected and the “delete” icon 64d is clicked, the conference can be deleted. An example of the selected conference deletion screen is shown in FIG. For example, a conference deletion screen is displayed superimposed on the conference list screen shown in FIG. 6, and a deletion alert message such as “Delete the selected conference” is displayed. An icon 85 and an “OK” icon 86 are displayed.

  When a conference is selected and the participant registration icon 63 is clicked, the screen shifts from act A 404 to a participant registration screen (act A 405). An example of this participant registration screen is shown in FIG. On this participant registration screen, the black and white inverted display of the conference setting progress icon has moved from “conference list” to “participant registration”, indicating that the participant registration mode has been entered. Until the participant registration icon 63 is pressed in Act A404, the process returns to Act A402 and continues to display the conference list screen.

  In Act A405, a list of possible participants as shown in FIG. 10 is displayed. In Act A406, the conference organizer and presenter are registered, and in Act A407, the conference participants are registered. In Act A408, it is checked whether all the participants (planned) for the specific conference have been registered. If the registration of some participants is missing, the process returns to Act A407 to add the participant registration. If it is confirmed in Act A408 that all the participants are registered, the process proceeds to Act A409.

  By the way, these registered participants are stored in the participant storage unit 16 of the individual conference server 6 shown in FIG. More specifically, it is temporarily stored in the RAM 33 based on the control of the CPU 31 shown in FIG. 2 and finally stored in the HDD 35.

  In the participant registration screen shown in FIG. 9, “Participant registration” is displayed at the upper left, and for example, “(Caution) Only the organizer can change the participant” is displayed therebelow. Below that, a conference for inputting participants is displayed. FIG. 9 is an example in which conference participants are registered halfway, and the viewer, department, organizer authority, and presenter authority are displayed.

  On the right side of the participant registration display, a “return” icon 95 and a “next” icon 96 are displayed. On the left side of the screen, a “participant registration” icon 97 is displayed. A “participant quote” icon 98 is displayed at the bottom of the screen. When the “participant quotation” icon 98 is clicked, the participant can be diverted from another conference.

  When the “participant registration” icon 97 is clicked, an actual participant registration screen is displayed. An example of this participant registration screen is shown in FIG.

  On the left side of the screen shown in FIG. 10, there are user ID, name, and department input fields 101a, 101b, and 101c for personal search, and "search" and "clear" icons 102a and 102b are displayed therebelow. Has been.

  On the right side of the screen, there is a column for displaying the search result, and “Cancel” and “OK” icons 103a and 103b are displayed below the column.

  When the user ID, name, and department are entered and the “search” icon 102a is clicked, the data corresponding to the condition from the personnel data DB 12 of the resource server 5 is displayed in the search result column on the right side.

  For example, when a name is entered in the name column and searched, the corresponding person is searched from the personnel data DB 12 of the resource server 5, and the name and its department are displayed on another screen. When there is a person with the same name, a plurality of persons are displayed and selected from them. When the selection is completed and the process returns to FIG. 9 again, the selected person is displayed in one line.

  The conference setter is displayed on the conference participant list shown in FIG. 9 as the organizer. The conference organizer can be changed by clicking the organizer authority column. For the presenter of the meeting, click the corresponding column of presenter authority. The meeting organizer and presenter must be at least one person. In this example, the organizer is Ichiro Yamaguchi and the presenters are Kazuyasu Ogura and Taro Tokyo.

  The presenter has the authority to edit the document used for the meeting, and the organizer has the authority to edit the document. The organizer also has the authority to register subsequent documents. These authorities are given by the participant authority granting unit 17.

  In Act A406, when the organizer and the presenter are registered by the conference setting terminal 7, in Act A407, the participant is specified and registered. Except for the first determined organizer, the organizer, the presenter, and the participant all register by clicking the participant quote icon 98, searching the personnel data DB 12 of the resource server 5, displaying the options, and selecting them. . When the “OK” icon 103b is clicked on the screen shown in FIG. 10, the screen returns to the screen shown in FIG.

  All participants for each conference including the organizer and presenter are stored in the participant storage unit 16. It is checked in Act A408 whether all of the participants have been registered. If there is a participant who has not yet been registered, the process returns to Act A407 to continue the participant registration.

  When all the participants are registered, the process moves from Act A408 to Act A409, and it is detected whether or not the “Next” icon 96 is clicked on the participant registration screen shown in FIG.

  When the “next” icon 96 is clicked, a table of contents / browsing document registration screen shown in FIG. 11 is displayed on another screen of the display unit 23 of the conference setting terminal 7 (A410). At this time, the table of contents / browsing document registration 62c in the upper stage is displayed in black and white reversed. In this screen, an “edit / document registration” icon 114 and a “delete” icon 115 are displayed on the left side of the center of the screen.

  Below that, a list is displayed in the registered document. Each registered document is displayed in one line in the order of reference number, table of contents, registered browsing document, and browsing document registrant.

  When the “edit / document registration” icon 114 is clicked on this screen, for example, a table of contents and an edit / viewed document registration screen shown in FIG. 12 are displayed on the screen of the display unit 23 of the conference setting terminal 7.

  On this table of contents and editing / browsing document registration screen, registered browsing documents are displayed as a list, and a “browsing document selection” icon 124 is displayed near the center. When this “browsing document selection” icon 124 is clicked, a browsing document selection screen shown as an example in FIG. 13 is displayed.

  If you want to select a document and view its contents on this screen, click the "Preview" icon 134 at the bottom right. Then, the content of the selected document (for example, a document of a legal size) shown as an example in FIG. 14 is displayed on the screen of the display unit 23 of the conference setting terminal 7 as a document preview display screen. After confirming the contents of the corresponding document, the user can return to the browsed document selection screen shown in FIG. 13 by clicking the “close” icon 144 at the lower right of the screen.

  If it is necessary to select and register the document, the “update” icon 136 is clicked on this browsed document selection screen to return to the table of contents and editing / viewed document registration screen shown in FIG. In this way, the corresponding document can be registered.

  When the “OK” icon 126 displayed at the lower right is clicked on the table of contents / editing / browsing document registration screen shown in FIG. 12, when the screen returns to the table of contents / browsing document registration screen shown in FIG. Is displayed in the document list.

  The document management screen can be displayed by clicking the “document management” icon 117 displayed at the lower left of the table of contents / browsing document registration screen shown in FIG. An example of the document management screen is shown in FIG. Also on this screen, there is a “Preview” icon 154 on the right side. By clicking this icon, the contents of the document can be confirmed on the document preview screen shown in FIG.

  Further, a “delete” icon 155 and a “rename” icon 156 are provided at the lower left of the document management screen of FIG. By clicking the “delete” icon 155, the corresponding document can be deleted. Further, by clicking the “rename” icon 156, the document name of the corresponding document can be changed.

  An example of the document name change screen when the “name change” icon 156 is clicked is shown in FIG. In FIG. 16, the currently assigned document name is displayed in the document name display field 163, and the document name is changed by rewriting this document name and clicking the “change” icon 166 below it. It is possible. When the document change is completed, the screen returns to the document management screen shown in FIG.

  In this way, when the “document management” icon 117 at the lower left of the screen shown in FIG. 11 is clicked, the conference material stored in the conference material storage unit 15 in the individual conference server 6 and the material in the resource server 5 New storage, deletion, editing, and the like of a document stored in the data DB 11 can be performed.

  By the way, information (data) to be stored, deleted, edited, etc. is stored in the conference material storage unit 15 of the individual conference server 6 shown in FIG. More specifically, data is transmitted / received via the communication IF 36 based on the control of the CPU 31 shown in FIG. 2, and the received data is temporarily stored in the RAM 33 and finally stored in the HDD 35.

  When a word / phrase related to a document is entered and searched on the document management screen of FIG. 15, the material data DB 11 of the resource server 5 is searched and the document names corresponding to the conditions are listed. A corresponding document is selected from the list, and an “update” icon 158 is clicked to display the document on the browsing document screen of FIG. At this time, the registrant who registered the document in the material data DB 11 is also displayed (Act A411).

  Registration of the viewing document of Act A11, change of the edited document name, deletion, and the like are performed on the screens shown in FIGS. In the screens of FIGS. 15 and 16, the document (material) stored in the material data DB 11 in the resource server 5 is edited, the document name is changed, and the deletion is also performed.

  The original document is stored in the material data DB 11, and a copy of the document necessary for a specific conference is stored in the conference material storage unit 15 of the individual conference server 6.

  In Act A412, it is detected whether or not the document registration is completed. If all the documents to be used for the meeting have not been registered yet, the process returns to Act A411 to continue document registration.

  When registration of all the documents used for the conference is completed, the detailed information of the conference is registered by moving from Act A412 to Act A413. At this time, the conference detail setting 62d on the upper stage is displayed in black and white reversed on the registration screen. An example of this conference detail setting screen is shown in FIG.

  On the upper right side of the screen, a “return” icon 173 and a “complete” icon 174 are displayed. By clicking this “complete” icon 174, a series of conference setting procedures is completed. By clicking the “return” icon 173, it is possible to return to the previous procedure.

  The detailed conference information includes matters to be considered when operating the conference, and includes, for example, restrictions on taking out conference materials, presence / absence of authority of participants, presence / absence of authority of viewers, and expiration date of browsing. A detailed description of the method for registering detailed conference information is omitted here.

  Detailed information is set on the conference detailed information setting screen, and it is possible to return to the previous stage by clicking the table of contents / browsing document registration 62c, the participant registration 62b, and the conference list 62a. Is also possible. If you can return to the previous stage by clicking each display in this way, you can flexibly set up conference settings retrospectively when you come up with a document you want to register later or when you want to increase or decrease the number of participants. There are advantages that can be made.

  In this way, one conference setting can be completed. When the conference set in this system is actually held, each participant can listen to the presenter's explanation while viewing the materials using the participant terminals 8a, 8b, and 8c. The participant terminals 8a, 8b, and 8c may be configured by a wired network 9 such as a personal computer installed in the conference room. In addition, for example, a mobile terminal that can carry these terminals, such as a tablet terminal or a smartphone, can be used, and the network 9 can be configured wirelessly. Each participant can download and view the material registered in the conference material storage unit.

  In the above embodiment, only the resources related to the conference are stored and managed for the attendees, materials, etc. of each conference, apart from the resource server having many resources. Accordingly, the participant can download and obtain the conference material from the conference material storage unit of the individual conference server, and can view the conference material easily and in a short time.

  Moreover, the participant who participates in a meeting is memorize | stored in the participant memory | storage part of an individual meeting server separately from personnel data DB of a resource server. Therefore, e-mail can be easily created even when, for example, a meeting holding guidance is sent to the participants by e-mail or when a notice e-mail is issued immediately before.

  In the above embodiment, the case where the conference setting terminal 7 which is a dedicated terminal different from the other participant terminals is provided to set the conference has been described. However, the conference setting terminal 7 is a terminal having the same function as the participant terminals 8a, 8b, and 8c, and the organizer can set the conference from the one terminal. In such a case, it is desirable to be able to register participants in the conference by using a password or the like that is known only to the organizer.

  In the above embodiment, after the meeting name (conference outline) is first determined, the person who participates in the meeting is first determined, and then details such as registration of materials necessary for the meeting are determined. Many conventional systems do not limit the number of participants in the conference, which is a security problem. Also, if you register materials with limited viewing scope first and decide the meeting participants later, you can check the viewing scope of the materials that you registered earlier each time you add a participant with less viewing authority, or Deletion work will occur as necessary.

  On the other hand, if the attendees are decided first as in this embodiment, it is possible to check whether the distribution is possible while checking the meeting participants at the time of document registration, and the meeting management with high security is possible. Can be done.

  Although several embodiments of the present invention have been described, these embodiments are presented by way of example and are not intended to limit the scope of the invention. These novel embodiments can be implemented in various other forms, and various omissions, replacements, and changes can be made without departing from the scope of the invention. These embodiments and modifications thereof are included in the scope and gist of the invention, and are included in the invention described in the claims and the equivalents thereof.

5 ... Resource server 6 ... Individual conference server 7 ... Conference setting terminal 8a, 8b, 8c ... Participant terminal 11 ... Material data database (DB)
12 ... Personnel data DB
13 ... Conference room DB
15 .... Conference material storage unit 16 .... Participant storage unit 17 .... Participant authority granting unit 18 .... Conference history storage unit 19 ... Conference frame creation unit 23, 46 ... Display unit 24, 45 ... Operation input unit 25 ... Data transmission / reception unit 44 ... Display panel

Claims (5)

Participant registration means for registering participants to participate in a specific meeting,
After registering participants by this participant registration means, meeting material registration means for registering materials used for the conference;
A conference setting system.   The conference setting system according to claim 1, further comprising a conference room registration unit that registers a conference room in which the conference is held after the participant is registered by the conference participant registration unit.   3. The conference setting system according to claim 1, further comprising conference name registration means for determining an outline of the conference before registering participants by the participant registration means.   4. The conference setting system according to claim 1, wherein the conference material used for the conference is copied from a material data database to a resource server provided outside and registered by the material registration unit.   The conference setting system according to claim 1, wherein after the conference material is registered by the conference material registration unit, a participant who participates in the conference can be registered and updated by the participant registration unit. .