JP2018018417A - File management system and control method - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a system in which, when there is a setting change of a file name naming regulation in an image formation device, the change can be confirmed on an information processor without using a system for directly communicating between the image formation device and the information processor for notification of the change.SOLUTION: A file management system comprises: an image formation device which can communicate with a server for managing a file; and an information processor which can communicate with the server. The image formation device sets a naming regulation of a file name when a file corresponding to received data is stored in the server, and stores information indicating the setting in the server. The information processor confirms information indicating the setting, then acquires destination information from the file name using the confirmed information indicating the setting, then instructs the image formation device to send data corresponding to the file, based on the acquired destination information.SELECTED DRAWING: Figure 7

Description

  The present invention relates to a file management system and control method including an image forming apparatus and an information processing apparatus.

  Conventionally, when transmitting a file stored in a file server, there is a function of extracting destination information included in the file name, searching an address book, and automatically setting a destination fax number. Note that the destination information is a fax number indicating a destination that is a transmission destination at the time of file transmission.

  Patent Document 1 describes a method of extracting an office ID and an office name from a file name based on a naming rule for a file name stored in a local folder of a PC (Personal Computer) terminal. The address book is searched using the extracted business ID and business name, and the fax number of the transmission destination can be set.

  In addition, there is a function of automatically assigning a file name to a file to be transferred to the file server when data received by the fax is converted into a file and transferred to the file server in the image forming apparatus. For example, a character string in which the reception date and time and the fax number of the transmission source are separated by a hyphen is automatically generated and attached as a file name.

JP, 2006-5257, A

  In the present invention, it is assumed that the information processing apparatus acquires a file stored in the server and instructs the image forming apparatus to transmit the acquired file.

  According to the technique described in Patent Document 1, when the information processing apparatus instructs the image forming apparatus to transmit a file, the information can be specified by information extracted from the file name of the file acquired by the information processing apparatus. It is possible to automatically set the transmission destination using the destination information.

  Here, in Patent Document 1 described above, a file describing a file naming rule for each of a plurality of service servers is stored in a local folder (storage unit) of the PC terminal. On the other hand, the server stores a file obtained by converting the data received by the image forming apparatus into a fax. Therefore, when the file name naming rule is changed in the image forming apparatus, the user changes the setting of the naming rule stored in the local folder of the PC terminal in order to perform the automatic destination setting described above. It takes time and effort.

  In such a case, it is only necessary that the information processing apparatus can acquire the changed naming rule from the image forming apparatus. However, since the naming rule change in the image forming apparatus and the processing in the information processing apparatus are performed asynchronously, the power of the image forming apparatus is turned off by the timing of the file transmission instruction in the information processing apparatus. Communication may not be possible, and the changes may not be acquired. In addition, it is conceivable to notify the information processing apparatus of the change every time the naming rule is changed in the image forming apparatus, but the information processing apparatus manages the naming rule stored in the local folder based on the notification. The service needs to be resident. Even if a change notification is received from the image forming apparatus every time, the information processing apparatus does not always use the naming rules for some of the changes, and it is possible that unnecessary communication occurs.

  Therefore, in the file management system of the present invention, when the above-described change is made in the image forming apparatus, the change is made without using a mechanism in which the image forming apparatus and the information processing apparatus communicate directly for notification of the change. An object of the present invention is to provide a mechanism capable of confirming information on an information processing apparatus.

  In order to solve the above problems, a file management system of the present invention is a file management system including an image forming apparatus that can communicate with a server that manages a file, and an information processing apparatus that can communicate with the server. The image forming apparatus includes a setting unit that sets a naming rule for a file name when a file corresponding to received data is stored in the server, a storage unit that stores information indicating a setting by the setting unit in the server, The information processing apparatus uses the confirmation unit for confirming information indicating the setting by the setting unit stored by the storage unit, and the file name using the information indicating the setting confirmed by the confirmation unit. Acquisition means for acquiring destination information from the information processing apparatus, and instructing the image forming apparatus to transmit a file based on the destination information acquired by the acquisition means. And having a shows means.

  According to the present invention, in the file management system, when there is the above-described change in the image forming apparatus, the image forming apparatus and the information processing apparatus do not use a mechanism for communicating directly for notification of the change. It is possible to provide a mechanism for confirming the change with the information processing apparatus.

It is a figure which shows an example of the system configuration | structure which concerns on embodiment of this invention. 2 is a diagram illustrating an example of a hardware configuration of a client PC 101. FIG. 3 is a diagram illustrating an example of a software configuration of a fax transmission application 300. FIG. 6 is a diagram illustrating an example of a fax transmission setting UI 400 provided by a fax transmission application 300. FIG. 6 is a diagram illustrating an example of a file storage setting UI 500 provided by the MFP 103. FIG. It is a figure which shows an example of the data structure of the file preservation | save setting. It is a figure which shows an example of the fax transmission instruction | indication process of 1st Embodiment. 5 is a diagram illustrating an example of an automatic destination setting UI 800. FIG. It is a figure which shows an example of a setting reflection process. It is a figure which shows an example of the fax transmission instruction | indication process of 2nd Embodiment. 6 is a diagram illustrating an example of a data structure of a transmission setting 1100. FIG. It is a figure which shows an example of a file movement process. It is a figure which shows an example of the fax transmission instruction | indication process of 3rd Embodiment. It is a figure which shows an example of a file movement process. It is a figure which shows an example of the fax transmission process of 4th Embodiment. It is a figure which shows an example of a setting change notification process.

  The best mode for carrying out the present invention will be described below with reference to the drawings. The embodiments do not limit the present invention, and all the configurations described in the embodiments are not necessarily essential to the means for solving the problems of the present invention.

<First Embodiment>
[System configuration]
A first embodiment of the present invention will be described. FIG. 1 is an overall view of a file management system. On a LAN (Local Area Network) 100, a client PC 101, a file server 102, and an MFP 103 are connected to be communicable with each other. The client PC 101 is an example of an information processing apparatus. The file server 102 is an example of an external server. The MFP 103 is an example of an image forming apparatus. The MFP 103 is connected to a PSTN (Public Switched Telephony Networks) (not shown), and can perform fax communication of image data with a fax apparatus (not shown) (fax function).

  In the MFP 103, an application having a function of converting image data received by fax into a file in a format such as PDF (Portable Document Format) and saving the file in a folder on the file server 102 designated in advance operates. The file format may be TIFF (Tagged Image File Format) or the like. Further, the MFP 103 can set an operation related to a file saving process. For example, a file name naming rule, a file saving destination, and the like can be set. In the file naming rule, for example, a file name can be generated so as to include a fax number of a transmission source of a received fax, a destination name (destination name) associated with the number, a reception date and time, and the like. In the present embodiment, the folder is an example of a file storage area, and may be a directory, a tray, or the like.

  In addition, a subfolder can be created under the save destination and the file can be saved under the subfolder as the designation of the file save destination. For example, when sorting by “reception date” is set in the save setting, a folder of the received date (MM month DD date in YYYY year) is created in the save destination and the file is saved there. In the present application, a configuration is shown in which a file corresponding to fax image data received by the MFP 103 is stored in the file server 102. However, the present invention is not limited to the MFP 103, and the file may be stored by another information processing apparatus connected to the MFP 100. Further, the image data storage destination is not limited to the file server 102, and the MFP 103 may be connected to the client PC 101 and stored in a storage area (described later) of the client PC 101. Alternatively, the image data may be stored in a storage area (not shown) of the MFP 103 and connected to the client PC 101 when referring to the data. The file management system of the present application includes at least the client PC 101 and the MFP 103.

[Hardware configuration]
FIG. 2 is a diagram illustrating a hardware configuration example. FIG. 2A is a diagram illustrating a hardware configuration example of the client PC 101. An input device 205 for receiving user operation input such as a keyboard and a pointing device is provided. In addition, a display 202 is provided for providing visual output information feedback to the user. Furthermore, a storage device RAM 203, ROM 204, HDD (hard disk drive), and external memory 206 such as an FDD (flexible disk drive) for storing various programs and execution information in this embodiment are provided. Furthermore, an interface device I / O 207 that communicates with an external device is provided, and a CPU 201 that executes a program is provided.

  The client PC 101 communicates with the file server 102 and the MFP 103 via the interface device I / O 207.

  Note that the processing described in the present embodiment is realized by loading a program stored in the ROM 204 or the external memory 206 into the RAM 203 and executing it by the CPU 201.

  FIG. 2B is a diagram illustrating a hardware configuration example of the MFP 103. The CPU 211 reads a control program stored in the ROM 212 and performs various controls such as reading / printing / communication. The RAM 213 is used as a temporary storage area such as a main memory or work area for the CPU 211. In the MFP 103, one CPU 211 implements various processes by executing a program stored in the HDD 214 or the like using one memory (RAM 213 or HDD 214). However, other modes may be used. . For example, a plurality of CPUs and a plurality of RAMs or HDDs can be cooperated to execute each process shown in the flowchart.

  The HDD 214 stores image data and various programs. The HDD 214 also stores an application for controlling transmission / reception of faxes, an application for providing a function of saving received fax data as a file in the file server 102, and the like. The operation unit I / F 215 connects the operation unit 220 and the control unit 210. The operation unit 220 includes a liquid crystal display unit having a touch panel function, a keyboard, and the like, and plays a role as a reception unit that receives an operation / input / instruction by a user.

  The printer I / F 216 connects the printer 221 and the control unit 210. Image data to be printed by the printer 221 is transferred from the control unit 210 via the printer I / F 216 and printed on a recording medium by the printer 221.

  The scanner I / F 217 connects the scanner 222 and the control unit 210. The scanner 222 reads an image on a document to generate image data, and inputs the image data to the control unit 210 via the scanner I / F 217. The MFP 103 can send the image data generated by the scanner 222 as a file or mail.

  The modem I / F 218 connects the modem 223 and the control unit 210. The modem 223 executes FAX communication of image data with a FAX apparatus (not shown). The MFP 103 is connected to the LAN 100 using the network I / F 219. The MFP 103 uses the network I / F 219 to transmit image data and information to an external device on the LAN 100 and receive various types of information. The MFP 103 can also send and receive data as a FAX via the network I / F 219.

Software configuration
Next, FIG. 3 is a diagram illustrating an example of a software configuration of the fax transmission application 300 executed on the client PC 101.

  The fax transmission application 300 is installed in the client PC 101, and the program is stored in the ROM 204 or the external memory 206 of the client PC 101. That is, the CPU 201 loads the program into the RAM 203 and executes it, thereby realizing the function of the fax transmission application 300 and the processing related to the flowchart described below. The fax transmission application 300 includes a communication unit 301, an input unit 302, a display unit 303, a file management unit 304, a destination management unit 305, an instruction unit 306, and a setting management unit 307.

  The communication unit 301 controls the fax transmission application 300 to instruct and manage each control unit described later. The input unit 302 receives a user's input operation via a GUI (Graphical User Interface) of the fax transmission application 300 displayed by the display unit 303 and sends the input request to the communication unit 301. The display unit 303 displays the GUI of the fax transmission application 300 in accordance with an instruction from the communication unit 301.

  The file management unit 304 acquires file and folder information stored in the file server 102 via the I / O 207. As a means for acquiring file / folder information of the file server 102, a protocol such as SMB (Server Message Block) or a web service provided by the file server 102 is used. The protocol may be WebDAV (Web-based Distributed Authoring and Versioning) or the like. The means used for data access on the file server 102 is a general means as described above and is not particularly limited.

  The destination management unit 305 manages destination information specified as a destination for fax transmission. The destination information includes a fax number, a destination name, a fax communication mode (communication modes such as G3, G4, and IP-Fax), an F code, and the like. The destination information can be used by the destination management unit 305 acquiring destination information managed by a driver program (not shown; hereinafter referred to as a fax driver) operating on the client PC 101 or the MFP 103. Further, the destination management unit 305 may manage the destination information as data of the fax transmission application 300.

  The instruction unit 306 instructs the fax driver to send a fax transmission instruction to the MFP 103.

  The setting management unit 307 manages setting information that defines the operation of the fax transmission application 300. Specifically, a setting value specified by a setting UI of the fax transmission application 300 described later is held and used at the time of fax transmission. The setting information is stored on the external memory 206 as a file (not shown) such as an Extensible Markup Language (XML) format.

[Fax transmission UI]
FIG. 4 is a diagram illustrating an example of a fax transmission setting UI 400 of the fax transmission application 300.

  A file name 401 displays the file name of a file designated as a fax transmission target. Here, the file name created by the rule “[destination name] − [fax number] − [date]” as the naming rule is shown.

  In the address book selection 402, an address book to be referred for designating a transmission destination can be selected. Here, an address book saved in the MFP 103, an address book saved by a fax driver, or an address book saved by the fax transmission application 300 can be selected. The address book includes a plurality of pieces of destination information, and the user can select a destination to be transmitted from the destinations. Information on destinations included in the address book selected by the address book selection 402 is displayed in the destination candidate list 406.

  A keyword used for searching for a destination can be specified as the search keyword 403, the address book is searched with the character string specified by the search keyword 403, and only the matching destination is displayed in the destination candidate list 406.

  An add button 407 adds the selected destination to the transmission destination 408 by selecting a destination displayed in the destination candidate list 406 and executing this button. A transmission destination 408 displays a destination designated as a destination for fax transmission, and transmits the fax to the destination designated here. In addition to adding a destination to the transmission destination 408 by selecting from the destination candidate list 406, the destination addition button 409 is executed, and destination information such as a destination name and a fax number is input in a destination addition dialog (not shown) displayed. Can also be added.

  Further, by selecting a destination displayed in the transmission destination 408 and executing a destination deletion button 410 and a destination editing button 411, the destination can be edited or deleted.

  A send button 412 is a button for executing fax transmission, and executes fax transmission with the destination specified by the transmission destination 408 by execution as a transmission destination. A cancel button 413 cancels the fax transmission.

  A search button 404 is a button for executing a search. A clear button 405 is a button for clearing the designated character string of the search keyword 403.

  In this figure, the fax number “1111111111” in the file name 401 is specified as the search keyword 403 by automatic destination setting, and as a result, matching destination information is specified in the destination candidate list 406 and the transmission destination 408. Show. In this way, fax transmission can be easily executed by searching the address book using a character string (fax number or destination name) related to the destination in the file name and automatically setting the matching destination. You can simply specify the fax number in the file name as the destination number, but by specifying the matching destination from the address book, for example, when the same number but the communication mode (G3 and IP-Fax) are different Can be avoided. Furthermore, information accompanying the destination such as an F code can be supplemented and transmitted.

[File save setting UI (MFP 103)]
FIG. 5 is a diagram illustrating an example of a file storage setting UI 500 provided as a function of an application executed on the MFP 103. The application also provides a function of storing received data as a file in the file server 102. Further, the application provides a function of saving the setting of the naming rule here in the file server 102.

  Reference numerals 501, 502, and 503 are selections for designating character string information to be inserted at the beginning, center, and end of the file name, respectively. Here, it is shown that the character string information of “destination name” 501, “fax number” 502, and “date” is inserted 503 to determine the file name, but the received line name “ "Line" etc. can also be designated. Reference numeral 504 denotes a delimiter character, which selects a character string to be inserted between the character strings 501, 502, and 503. Here, “hyphen (“ − ”)” is selected, but “underbar (“ _ ”)”, “space (“ ”)”, etc. can be selected.

  Reference numeral 505 denotes an example of a file name determined by designation of 501 to 504. Here, a file name “(AAAAAAA)-created in the format of [destination name]-[fax number]-[date] is shown. 1111111111-20160530 "is displayed.

  A cancel button 506 is a button for canceling the setting. Reference numeral 507 denotes a return button, a button for returning to the previous setting of the current setting, and reference numeral 508 denotes a next button, which is a button for proceeding to the current next setting. In this figure, an example relating to the setting for determining the naming rule of the file name is shown, but the setting of the file storage destination (not shown) or the like can be designated as the next or previous setting.

[Data structure of file saving settings]
FIG. 6 is a view showing an example of the data structure of the file storage setting 600 of the MFP 103. This setting shows a data structure when information specified by the file storage setting UI of the MFP 103 described with reference to FIG. 5 is stored as setting information.

  Reference numeral 601 denotes information that defines the folder path of the received fax file storage destination, which indicates that the path of the shared folder “¥¥ 111.111.11.11 ¥ fax” on the network is designated. ing.

  Reference numeral 602 denotes user information, which indicates user name and password information necessary for accessing the folder specified in 601. Here, it is shown that the user name “administrator” and the password “password” are specified.

  Reference numeral 603 denotes information that defines a naming rule for the file name, and shows a delimiter 604, a leading character string 605, a central character string 606, and a trailing character string 607. Here, “hyphen”, head “destination name”, center “fax number”, and tail “date” are designated as delimiters.

  Reference numeral 608 denotes information that defines a folder structure, and indicates a folder hierarchy when a file is saved. Here, it is indicated that it is designated to create a folder and save a file with a structure (<root> ¥ 2016 ¥ 05) of “month” in the first layer and “day” in the second layer.

  When the MFP 103 receives the fax, the MFP 103 converts the received image into a format such as PDF and stores the file according to the above settings. Further, this setting is recorded in a format such as XML as shown in FIG. 6 and is arranged in a place where it can be referred from an external system. Specifically, it can be placed in the root of the file storage destination specified in 601 and referenced by the fax transmission application 300 of the client PC 101. As a result, even if the file naming rule setting is changed in the MFP, the changed setting can be reflected on the client PC without direct communication between the MFP and the client PC.

[Fax Sending Flow]
FIG. 7 is a diagram illustrating an example of a flowchart relating to a fax transmission instruction process of the fax transmission application 300 of the client PC 101. This processing is started by selecting a file to be faxed by the fax sending application 300 and receiving a fax sending execution operation (not shown). When an execution instruction is received from the user via the input unit 302, the communication unit 301 is notified and processing is started.

  In step S <b> 701, the communication unit 301 that has received a fax transmission instruction instructs the file management unit 304 to check whether there is a file storage setting of the MFP 103 applied to a file designated as a fax transmission target. Specifically, the communication unit 301 searches the upper folder of a file designated as a fax transmission target, and confirms the presence of setting information indicated by the file storage setting 600 of the MFP 103. The setting information is defined by the data structure shown in FIG.

  In step S <b> 702, the file management unit 304 determines whether there is setting information for file storage settings. If it is determined that the setting information does not exist, the process advances to step S709, and the fax transmission setting UI 400 is displayed without specifying a destination. If it is determined that the setting information exists, the process advances to step S703 to move to a process for acquiring destination information from the file name.

  In step S703, the file management unit 304 reads the setting information found in steps S701 and S702, and refers to the setting value defined in the setting information.

  In step S704, the file management unit 304 determines the position of the character string used for searching for the destination in the file name based on the setting value read in step S703. For example, when “Fax number” is used to search for destination information when “Destination name”, “Fax number”, and “Date” are separated by “hyphen”, the file name string is set to “Hyphen”. And the second character string indicating the “fax number” is set as the extraction position. Instead of “fax number”, “destination name” may be used for the search, and both “fax number” and “destination name” may be used for the search. In this case, the character string of the file name is separated by “hyphen”, and the first character string indicating “destination name” is set as the extraction position.

  In step S <b> 705, the file management unit 304 determines in step S <b> 704 and acquires a character string from the file to be faxed based on the character string extraction position. In the case of explanation using the above example, the character string of the file name is separated by “hyphen”, and the second character string is acquired. For example, if the file name is “(AAAAA-1111111111-20160530)”, the second character string “1111111111” that is delimited by the hyphen is acquired. The file management unit 304 returns the acquisition result to the communication unit 301.

  In step S <b> 706, the communication unit 301 passes the character string acquired by the file management unit 304 to the destination management unit 305, and executes a search using the character string “1111111111” as a key. The destination management unit 305 refers to an address book used for selecting a destination, and searches for a destination that matches a character string whose fax number is a key among a plurality of destinations included in the address book.

  In step S707, the destination management unit 305 refers to the search result and confirms the presence of a matching destination. If there is no matching destination, the communication unit 301 is notified of the result, and the process proceeds to S709. If there is a matching destination, the process proceeds to S708, the matching destination is designated as a transmission destination, the result is notified to the communication unit 301, and the process proceeds to S709.

  In step S <b> 709, the communication unit 301 instructs the display unit 303 to display a fax transmission setting UI 400 for performing fax transmission settings. If there is a transmission destination notified as a result of S708, the screen is displayed in a state where the destination information is designated as the transmission destination 408 of the fax transmission setting UI 400. As a result, the user can issue a fax transmission instruction by executing the transmission button 412 without selecting a destination or performing an input operation.

  When it is ensured that the fax number is correctly described in the file name, the fax number acquired from the file name may be set as the transmission destination without searching the address book.

  Note that the means for the image forming apparatus to transmit and receive data corresponding to a file is not limited to a fax. For example, SEND may be used. Further, the image forming apparatus that has received the fax and the image forming apparatus that performs the fax transmission may be different MFPs.

  In this embodiment, information indicating the file naming rule set in the image forming apparatus is stored in the file server 102, and the information processing apparatus refers to the file naming rule. According to the present exemplary embodiment, even when the file naming rule is changed in the image forming apparatus, the changed setting is made without the image forming apparatus and the information processing apparatus communicating directly to notify the change. It can be reflected in the information processing apparatus. Specifically, according to the present exemplary embodiment, the setting information indicating the file naming rule is stored in the server, so that even when the image forming apparatus is turned off and cannot communicate, the information processing apparatus The setting information can be acquired. Further, according to the present embodiment, the information processing apparatus is notified of the change every time the naming rule is changed in the image forming apparatus, and the information processing apparatus saves the naming rule stored in the local folder based on the notification. There is no need to make the service that manages the service resident.

Second Embodiment
In the first embodiment, when the file storage setting of the MFP 103 exists in the upper folder of the fax transmission target file, an example in which the transmission destination is automatically set from the file name based on the naming rule defined in the setting is shown. It was. That is, an example is shown in which automatic destination setting is enabled only when a file located in a lower level of a folder designated as a storage destination (601 in FIG. 6) of the MFP 103 is targeted. Although automatic destination setting is effective as a function for reducing the trouble of fax transmission, there is also a possibility of unintended transmission to a destination (mistransmission). Therefore, this is to limit the targets for which the automatic selection of the destination is valid.

  However, there are cases where it is desired to enable automatic destination selection even for files located outside the folder. For example, when a received fax is assigned to each person for processing, the file may be moved to each person's folder and sent by the person in charge (returned to the reception source).

  The present embodiment takes such a configuration into consideration, and shows an example in which a setting value for automatically setting a destination is held as a setting of the fax transmission application 300 of the client PC 101. In other words, when sending a file other than the storage destination of the MFP 103 by fax, the automatic destination setting is processed according to the settings of the fax transmission application 300 so that the automatic destination setting is used even in the above case. Show.

  Hereinafter, a description will be given with reference to FIGS. 8 and 9. It should be noted that all processes that are not explicitly described are the same as those in the first embodiment.

[Automatic destination setting UI]
FIG. 8 is a diagram illustrating an example of a destination automatic setting UI 800 of the fax transmission application 300. A check box 801 designates whether automatic destination setting is enabled or disabled. When ON, a process for searching for a transmission destination is executed based on the file name of a fax transmission target, and when OFF, this process is not executed. .

  A selection 802 designates a character for delimiting a character string in a file name. Here, “hyphen (“ − ”)” is designated, but “underbar (“ _ ”)”, “space (“ ”)”, etc. can be selected. Reference numeral 803 denotes a selection for designating a character string to be used for searching for a destination, which designates which character string information of character string information (destination name, fax number, etc.) included in the destination information is to be searched. . Here, “fax number” is designated, but “destination name” or the like can be selected.

  804 is a selection for specifying the position of a character string to be used as a search key in the character string included in the file name. The character string of the file name is delimited by a delimiter, and the character string divided by the delimiter is This is for specifying what number string to use. Here, “second” is selected, but “first”, “end” and the like can be selected in addition.

  For example, in the case of the setting shown in the figure, the file whose file name is “(AAAAA-1111111111-20160530)” is targeted. Here, the character string “1111111111” positioned at the “second” in the character string delimited by “hyphen” is used as a search key, and the destination matching the character string of the fax number of the destination information is searched. An example is shown.

  Reference numeral 805 denotes an OK button, which determines the setting specified in the automatic destination setting UI 800 by executing the button. A cancel button 806 cancels the setting by executing the button. The setting value specified in the automatic destination setting UI 800 is stored as a file such as XML, and is read and used when the fax transmission application 300 is activated.

  In 802 to 804, the setting value acquired from the setting information of the file storage setting shown in FIG. 6 may be automatically input.

[Setting reflection flow]
FIG. 9 is a diagram illustrating an example of a setting reflection flow of the fax transmission application 300. This flow shows processing for reflecting the automatic setting of the destination of the fax transmission application 300 in the storage setting of the MFP 103 when a file or folder under the storage destination (601 in FIG. 6) of the MFP 103 is operated. That is, this process is a process for reflecting the setting value specified and stored in the automatic destination setting UI 800 in the setting of the fax transmission application 300.

  Here, when a file or folder under the storage destination (601 in FIG. 6) of the MFP 103 is operated, a file under the folder is sent by fax, or an operation for designating a folder as a monitoring target for new arrival monitoring (not shown). Point to. New arrival monitoring (not shown) is a function for monitoring a file stored under a folder to be monitored and notifying a user as a new arrival when the file is stored.

  By reflecting the storage settings of the MFP 103 in the settings of the fax transmission application 300, the automatic destination setting can be used even when a file other than the storage destination folder of the MFP 103 is faxed. Next, the processing flow will be described.

  As described above, this flow starts processing by detecting an operation on a file or folder under the storage destination of the MFP 103 by the input unit 302 and notifying the communication unit 301 of the operation. This process is executed when the storage setting of the MFP 103 can be confirmed in the target folder (upper folder in the case of a file) (omitted here (S701 and S702 in FIG. 7)).

  In step S901, the communication unit 301 instructs the setting management unit 307 to check whether automatic destination setting is set. Upon receiving the instruction, the setting management unit 307 refers to the presence of the setting information stored in the external memory 206 or the setting value that has been read from the setting information, and confirms whether the automatic setting of the destination is valid (801). The result is notified to the communication unit 301. If the setting information exists and the automatic destination setting is valid, the process advances to step S902. If the setting information does not exist or is set to invalid, the process proceeds to S903.

  In step S902, the communication unit 301 compares the setting value of the storage setting of the MFP 103 with the setting value of the destination automatic setting of the fax transmission application 300. If there is a difference between the setting values, the process proceeds to step S903. Exit. The setting values of the MFP 103 to be compared here are the delimiters (504, 604) and the position (501, 502, 503, 605, 606) of the character string (for example, “fax number”) used for searching for the destination. 607). The setting values of the fax transmission application 300 are a delimiter (802) and a character string (803) used for search.

  In step S <b> 903, the communication unit 301 instructs the display unit 303 to display a message for confirming whether or not to set the automatic destination setting of the fax transmission application 300 so as to follow the file name specified by the save setting of the MFP 103. .

  In step S <b> 904, when the input unit 302 accepts the user's selection for the message in step S <b> 903, the input unit 302 notifies the communication unit 301 of the result. The communication unit 301 refers to the result and proceeds to S905 if the selection by the user is “Yes” (set), and ends this process if “No” (does not set).

  In step S <b> 905, the communication unit 301 reflects the setting value of the MFP 103 in the setting value of the fax transmission application 300, and further instructs the setting management unit 307 to store the setting information. The setting values of the MFP 103 are the delimiters (504, 604) and the position (501, 502, 503, 605, 606, 607) of a character string (for example, “fax number”) used for searching for a destination. The setting values of the fax transmission application 300 are a delimiter (802) and a character string (803) used for search.

  Through the above processing, the automatic setting of the destination can be validated for files other than the storage destination of the MFP 103 by reflecting the storage setting of the MFP 103 on the setting of the fax transmission application 300 of the client PC 101. Also, manual setting of the fax transmission application 300 can be omitted.

[Fax transmission flow (2)]
FIG. 10 is a diagram illustrating an example of a flowchart relating to a fax transmission instruction process of the fax transmission application 300. The fax transmission application 300 selects a file for fax transmission, and accepts an operation (not shown) for fax transmission to start processing. This processing is the same as the processing in FIGS. 7S701 to S709 in the first embodiment, and is omitted here.

  If the file management unit 304 determines in step S702 that the file management unit 304 does not exist based on the search result of the setting information, that is, if a file other than the storage destination of the MFP 103 is to be transmitted, the process advances to step S1001.

  In step S1001, the communication unit 301 instructs the setting management unit 307 to check whether automatic destination setting is set. Upon receiving the instruction, the setting management unit 307 refers to the presence of the setting information stored in the external memory 206 or the setting value that has been read from the setting information, and confirms whether the automatic setting of the destination is valid (801). The result is notified to the communication unit 301. If the setting information exists and the automatic destination setting is valid, the process advances to 1002. If the setting information does not exist or is set to invalid, the process proceeds to S709.

  In step S1002, the communication unit 301 determines the position of the character string used for searching for destination information in the file name based on the setting value of the automatic destination setting of the fax transmission application 300 referred to in step S1001. For example, it is assumed that the delimiter character (802) is set to “hyphen”, the character string (803) used for the destination search is set to “fax number”, and the character string position (804) is set to “second”. . In this case, the character string of the file name is separated by “hyphen”, and the second character string indicating “fax number” is the extraction position. Further, information to be compared in the search for destination information is referred to as “fax number”. The character string extraction position is determined, and the subsequent processing is executed to determine a destination to be designated as a transmission destination in accordance with the rules (S705 to S708).

  In step S1003, it is confirmed whether the transmission target is a file other than the storage destination of the MFP 103. If the transmission target is other than the storage destination of the MFP 103, the process advances to step S1004.

  In step S1004, the communication unit 301 instructs the display unit 303 to display a message indicating that the transmission destination is set by automatic destination setting of the fax transmission application 300. In step S709, the communication unit 301 displays the fax transmission setting UI 400. The message here is for alerting the user in order to avoid sending it to an unintended destination.

  In this embodiment, when a file outside the file storage destination folder by the MFP 103 is faxed, automatic destination setting is used according to the settings of the fax transmission application 300. According to the present embodiment, after the MFP stores a file in a designated folder, a fax number as a file transmission destination can be automatically set for a file moved from the folder.

<Third Embodiment>
In the second embodiment, an example in which a setting value is held as a setting of the fax transmission application 300 of the client PC 101 so that the destination is automatically set even when a file other than the storage destination of the MFP 103 is faxed. It was.

  The second embodiment assumes a configuration in which the client PC 101 refers to the file storage destination of one MFP 103. On the other hand, there are cases where a plurality of MFPs are used, the naming rules for file names when storing files differ from one MFP to another, and the client PC 101 cannot hold all the settings of the plurality of MFPs.

  The present embodiment considers such a problem. When the fax transmission application 300 moves a file under the file storage destination of the MFP, the destination is searched from the file name, and the transmission setting (FIG. 11) indicating the destination information searched as the transmission destination is moved. An example of creating first is shown. If there is a transmission setting at the time of fax transmission, automatic setting of the destination can be enabled and used even if the file is moved outside the file storage destination of the MFP by automatically setting the destination based on the information.

  Hereinafter, description will be made with reference to FIGS. 11, 12, and 13. It should be noted that all processes that are not explicitly described are the same as those in the first embodiment. In this embodiment, a plurality of MFPs are assumed, but the description will be made using the MFP 103.

[Data structure of transmission settings]
FIG. 11 is a diagram showing an example of the data structure of the transmission setting 1100. The transmission setting 1100 temporarily stores destination information obtained by performing a search using a character string of a file name when a file existing under a file storage destination folder of the MFP 103 is moved out of the folder. .

  Reference numeral 1101 denotes a transmission setting, which indicates information necessary for execution of fax transmission, and includes 1102 indicating destination information as the transmission setting. The destination information 1102 includes information on the destination name 1103 of the transmission destination, the fax number 1104, the communication mode 1105, and the F code 1106. Here, an example is shown in which “(AA) AAAA” is specified as the destination name, “1111111111” as the fax number, “G3” as the communication mode, and no F-code is specified (not used).

  When the MFP 103 receives the fax, the MFP 103 converts the received image into a format such as PDF and stores the file according to the above settings. Further, this setting is recorded in a format such as XML as shown in FIG. 6 and is arranged in a place where it can be referred from an external system. Specifically, it can be placed in the root of the file storage destination specified in 601 and referenced by the fax transmission application 300 of the client PC 101.

  The transmission setting 1100 is created at the movement destination so as to be paired with the file to be moved when the file is moved out of the storage destination of the MFP 103. In other words, the file name excluding the extension is the same and the extension is named with a definition unique to the transmission setting so that it can be uniquely associated with the file to be moved. For example, consider a case where the file is “(AAAAAA) 11111111111-20160530.pdf” and the extension of the transmission setting is “.address”. In this case, the file name of the transmission setting 1100 is “(AAAAA-1111111111-20160530.address)”. In addition, when the file server 102 is configured to be able to add the above-described destination information value as file attribute information, the configuration may be such that the destination information is added as attribute information of the file to be moved.

[Fax move flow]
FIG. 12 is a diagram illustrating an example of a flowchart relating to file movement processing by the fax transmission application 300. This flow shows processing for generating a transmission setting 1100 that is generated by searching from a file name to be moved together with file movement when the movement destination is outside the file storage destination of the MFP 103 during file movement. By creating the transmission setting 1100, the automatic setting function can be validated even during fax transmission within a range where the automatic setting of the destination by the storage setting of the MFP 103 is not applied.

  This process starts when the fax transmission application 300 accepts a file movement operation (not shown). Specifically, when an execution instruction from the user is received at the input unit 302, the communication unit 301 is notified and the processing of S1201 is started. The destination search processing in this flow is the same as the processing in FIGS. 7S703 to S707 in the first embodiment, and description thereof is omitted here.

  Upon receiving the file move instruction in S1201, the communication unit 301 instructs the file management unit 304 to check whether there is a file storage setting of the MFP 103 applied to the file designated as the file move target. More specifically, the upper folder of the file to be moved is searched, the presence of setting information indicating the file storage setting of the MFP 103 is confirmed, and the result is notified to the communication unit 301. The setting information is defined by the data structure shown in FIG.

  In step S1202, the communication unit 301 refers to the confirmation result in step S1201 and further determines whether the destination of the movement instruction received by the input unit 302 is within the application range of the file storage setting when the file storage setting exists. . Specifically, it is determined whether or not the path is located under the folder where the file storage setting is located (the root of the file storage destination of the MFP 103) by referring to the destination path information. Here, when it is determined that it is out of the range, the process proceeds to steps S703 to S707, and a destination search process necessary for transmission setting generation is executed. If it is within the range, the process advances to step S1203, and normal file movement without creating a transmission setting is executed.

In step S1203, the communication unit 301 instructs the file management unit 304 to move the file designated as the movement target by the input unit 302 to the path designated as the movement destination.
As a result of S703 to S707, if a matching destination is found, the process proceeds to S1204, and if not found, the process proceeds to S1203.

  In step S1204, the communication unit 301 acquires the destination information of the search result from the destination management unit 305, instructs the file management unit 304, and creates a transmission setting 1100 in the temporary area. The temporary area refers to, for example, a Temporary folder prepared by an OS (Operating System).

  In step S1205, the communication unit 301 instructs the file management unit 304 to move the file specified as the movement target in the input unit 302 and the transmission setting 1100 created in step S1204 to the destination path.

[Fax transmission flow (3)]
FIG. 13 is a diagram illustrating an example of a flowchart relating to fax transmission processing of the fax transmission application 300 of the client PC 101. This processing is started by selecting a file to be faxed by the fax sending application 300 and receiving a fax sending execution operation (not shown). When an execution instruction is received from the user via the input unit 302, the communication unit 301 is notified and processing is started.

  Upon receiving the fax transmission instruction in S1301, the communication unit 301 instructs the file management unit 304 to check whether or not there is a transmission setting 1100 that is a pair of files specified as a target of fax transmission, and notifies the communication unit 301 of the result. To do. Here, it is assumed that the transmission setting 1100 is created with the same file name excluding the extension of the file to be moved and the extension is defined with a file name defined unique to the transmission setting, and the presence or absence of a matching file is confirmed. If the transmission setting 1100 exists, the process advances to step S1302. If the transmission setting 1100 does not exist, the process advances to step S1304, and the fax transmission setting UI 400 is displayed without specifying a transmission destination.

  In step S1302, the communication unit 301 instructs the file management unit 304 to read the transmission setting 1100, and refers to the value of destination information defined in the file. Specifically, the destination information 1102 of the transmission setting 1100, that is, the values of the destination name 1103 of the transmission destination, the fax number 1104, the communication mode 1105, and the F code 1106 are referred to.

  In step S1303, the destination information referred to in step S1302 is designated as the transmission destination information for fax transmission, and the display unit 303 is instructed to display the fax transmission setting UI 400.

  In step S <b> 1304, the display unit 303 that has received the instruction to display the fax transmission setting UI 400 displays the fax transmission setting UI 400 by designating the destination as the transmission destination 408 of the fax transmission setting UI 400 when the designated transmission destination exists.

  In this embodiment, when attempting to move a file from a file storage destination folder by the MFP, the information processing apparatus adds the fax number extracted from the file name to the file. According to this embodiment, even when the client PC 101 cannot hold all the settings of the plurality of MFPs, the fax number of the file transmission destination can be automatically set. This is particularly effective when the MFP is composed of a plurality of MFPs, and the naming rules for file names when storing files are different for each MFP.

<Fourth embodiment>
In the third embodiment, the configuration in which the destination search is executed by the fax transmission application 300 of the client PC 101 that executes the file movement process is shown. In this case, whether or not there is a matching destination in the search depends on the client PC 101. Therefore, for example, the address book is managed by each person in charge (has a customer for each person in charge), and there are many cases where there are many cases where no matching address is registered in the destination table used by the person in charge of distribution. Auto-setting does not work.

  The present embodiment considers such a configuration. Assume that the fax transmission application 300 moves a file under the file storage destination of the MFP 103 and the file storage setting of the MFP 103 exists. An example in which setting information for saving a file, which is defined as information indicating the contents of the setting, is created at the destination of the file. When setting information is present when sending a fax, the destination is searched from the file name based on that information, and by specifying a matching destination as the transmission destination, automatic destination setting can be enabled and used. The information defined in the setting information includes at least naming rule information (information on the file name naming rule 603 in the file storage setting 600) necessary for searching for a destination. Therefore, the setting information in this example has the same data structure as the file storage setting 600 shown in FIG.

  The setting information is created at the destination so as to be paired with the file to be moved. In other words, the file name excluding the extension is the same and the extension is named with a definition unique to the transmission setting so that it can be uniquely associated with the file to be moved. For example, consider a case where the file is “(AA) AAAA-1111111111-20160530.pdf” and the extension of the setting information is “.save”. In this case, the file name of the transmission setting 1100 is “(AAAAA-1111111111-20160530.save)”. In addition, in a configuration in which the file server 102 can give the value of the file storage setting described above as file attribute information, a configuration in which the value of the file storage setting is given as attribute information of the file to be moved may be used.

  Hereinafter, description will be made with reference to FIGS. 14 and 15. It should be noted that all processes that are not explicitly described are the same as those in the first embodiment. In this embodiment, a plurality of MFPs are assumed, but the description will be made using the MFP 103.

[Fax move flow]
FIG. 14 is a diagram illustrating an example of a flowchart relating to file movement processing of the fax transmission application 300 of the client PC 101. This flow shows a process of generating setting information that defines the content of the file storage setting of the MFP 103 together with the file movement when the movement destination is outside the file storage destination of the MFP 103 when the file is moved. By creating the setting information, the automatic setting function is enabled by searching for the destination based on the setting information indicating the file saving setting even when sending a fax within the range where the automatic setting of the destination by the saving setting of the MFP 103 is not applied. it can.

  This process starts when the fax transmission application 300 accepts a file movement operation (not shown). Specifically, when an execution instruction from the user is received at the input unit 302, the communication unit 301 is notified and the processing of S1401 is started.

  Upon receiving the file move instruction in S1401, the communication unit 301 instructs the file management unit 304 to check whether there is a file storage setting of the MFP 103 applied to the file designated as the file move target. More specifically, the upper folder of the file to be moved is searched, the presence of setting information indicating the file storage setting of the MFP 103 is confirmed, and the result is notified to the communication unit 301. The setting information is defined by the data structure shown in FIG.

  In step S1402, the communication unit 301 refers to the confirmation result in step S1401 and determines whether the destination of the movement instruction received by the input unit 302 is within the applicable range of the file storage setting when there is a file storage setting. To do. Specifically, the destination path information is referred to, and it is determined whether or not the path is located under the folder where the file storage setting is located (the root of the file storage destination of the MFP 103). If it is determined that the value is out of the range, the process proceeds to S1404. If it is within the range, the process advances to step S1403 to execute normal file movement without creating setting information.

  In step S <b> 1403, the communication unit 301 instructs the file management unit 304 to move the file designated as the movement target by the input unit 302 to the path designated as the movement destination.

  In step S1404, the communication unit 301 instructs the file management unit 304 to create setting information in the temporary area.

  In step S1405, the communication unit 301 instructs the file management unit 304 to move the file designated as the movement target by the input unit 302 and the setting information created in step S1404 to the movement destination path.

[Fax transmission flow (4)]
FIG. 15 is a diagram illustrating an example of a flowchart relating to fax transmission processing of the fax transmission application 300 of the client PC 101. This processing is started by selecting a file to be faxed by the fax sending application 300 and receiving a fax sending execution operation (not shown). When an execution instruction is received from the user via the input unit 302, the communication unit 301 is notified and processing is started.

  Upon receiving the fax transmission instruction in S1501, the communication unit 301 instructs the file management unit 304 to check the presence / absence of setting information corresponding to a file designated as a fax transmission target, and notifies the communication unit 301 of the result. . Here, it is assumed that the setting information is created with the same file name excluding the extension of the file to be moved and the extension is defined with a file name defined unique to the setting information, and the presence or absence of a matching file is confirmed. If the setting information exists, the process advances to step S1502, and if not, the process advances to step S709 to display the fax transmission setting UI 400 without specifying a transmission destination.

  In step S1502, the communication unit 301 instructs the file management unit 304 to read setting information, and refers to a setting value for saving a file defined in the setting information. Specifically, a value corresponding to the file name naming rule 603 in the file storage setting 600 is referred to. Subsequently, in steps S704 to S709, the destination is searched from the file name based on the naming rule information of the file name referenced in step S1502, and the fax transmission setting UI 400 is displayed with the matching destination specified as the destination. . Note that the processing of S704 to S709 is the same as the content already described with reference to FIG.

  In this embodiment, the setting information in the folder where the file is saved by the MFP is also saved in the folder where the file is moved. According to this embodiment, even when the address book is managed for each information processing apparatus, it is possible to enable and use automatic destination setting.

<Fifth Embodiment>
In the first and second embodiments, the destination search is executed according to the setting information indicated by the file storage setting 600 of the MFP 103. However, when the setting of the MFP 103 is changed, there is a possibility that the file created before the change is not created with a file name that conforms to the changed naming rule. Therefore, in that state, there is a possibility that the destination search does not operate as expected (unlike the extracted character string differs from the assumed character string, a matching destination cannot be obtained as a result of the search).

  In the present exemplary embodiment, it is assumed that the file storage setting of the MFP 103 is changed when the fax transmission application 300 of the client PC 101 transmits a file under the file storage destination of the MFP 103 by fax. In this embodiment, an example is shown in which the user is notified that there is a possibility that the automatic setting of the destination may not operate correctly due to a change in the setting.

  Hereinafter, a description will be given with reference to FIG. It should be noted that all processes that are not explicitly described are the same as those in the first embodiment.

[Setting change notification flow]
FIG. 16 is a diagram illustrating an example of a flowchart relating to a setting change notification process of the fax transmission application 300 of the client PC 101. This processing is started by selecting a file to be faxed by the fax sending application 300 and receiving a fax sending execution operation (not shown). When an execution instruction is received from the user via the input unit 302, the communication unit 301 is notified and processing is started.

  Upon receiving the fax transmission instruction in S1601, the communication unit 301 instructs the file management unit 304 to check whether there is a file storage setting of the MFP 103 applied to the file designated as the target of fax transmission. Specifically, the upper folder of the file designated as the fax transmission target is searched, the presence of the setting information indicated by the file storage setting 600 of the MFP 103 is confirmed, and the result is notified to the communication unit 301. The setting information is defined by the data structure shown in FIG.

  In step S1602, the communication unit 301 that has received the setting information search result by the file management unit 304 refers to the result and ends the process when determining that the file does not exist. If it is determined that the setting information exists, the process proceeds to S1603.

  In step S <b> 1603, the communication unit 301 confirms whether the file storage setting of the MFP 103 has been changed. Specifically, when there is a setting value that has been read and the setting information is temporarily stored in the memory (RAM 203), the setting value is compared with the setting value of the setting information that is read by instructing the file management unit 304.

  In step S1604, if the communication unit 301 determines that there is a change in the value of the file name naming rule 603 in the file storage setting 600, the process advances to step S1605.

  In step S <b> 1605, the communication unit 301 instructs the display unit 303 to display a message notifying that the file storage setting of the MFP 103 has been changed and the automatic destination setting does not operate normally, and ends this processing.

  As described above, when there is a change in the file storage setting of the MFP 103, the user is notified that the automatic destination setting does not operate normally, and the automatic setting of the unintended destination is performed by disabling the automatic destination setting. Deter. It is also possible to store the settings before the change and operate the automatic setting of the destination using the settings before the change (not shown). In this case, it can be realized by referring to and using the corresponding past setting from the generation time of the file to be faxed (the property value of the file, the time in the file name).

(Other examples)
The present invention includes an apparatus or system configured by appropriately combining the above-described embodiments and a method thereof.

  Here, the present invention is an apparatus or system that is a main body that executes one or more software (programs) that realizes the functions of the above-described embodiments. Further, a method for realizing the above-described embodiment executed by the apparatus or system is also one aspect of the present invention. The program is supplied to the system or apparatus via a network or various storage media, and the program is read and executed by one or more computers (CPU, MPU, etc.) of the system or apparatus. That is, as one aspect of the present invention, the program itself or various storage media readable by a computer storing the program are included. The present invention can also be realized by a circuit (for example, ASIC) that realizes the functions of the above-described embodiments.

101 Client PC
103 MFP
201, 211 CPU
301 Communication Unit 302 Input Unit 303 Display Unit 304 File Management Unit 305 Destination Management Unit 306 Instruction Unit 307 Setting Management Unit

Claims (10)

A file management system including an image forming apparatus capable of communicating with a server for managing files, and an information processing apparatus capable of communicating with the server,
The image forming apparatus includes:
Setting means for setting a file name naming rule when storing a file corresponding to received data in the server;
Storage means for storing information indicating the setting by the setting means in the server,
The information processing apparatus includes:
Confirmation means for confirming information indicating the setting by the setting means stored by the storage means;
Using the information indicating the setting confirmed by the confirmation means, obtaining means for obtaining destination information from the file name;
An instruction unit that instructs the image forming apparatus to transmit a file based on the destination information acquired by the acquisition unit.   The file management system according to claim 1, wherein the image forming apparatus has a fax function for data transmission / reception. The file management system manages an address book in which a plurality of pieces of destination information including a destination name and a fax number are described.
The instructing unit searches the address book with the destination information acquired by the acquiring unit, sets the corresponding fax number as the destination of the file, and instructs the image forming apparatus to transmit the file by fax. The file management system according to claim 1 or 2.   4. The file management according to claim 1, further comprising an input unit that allows a user to input whether or not to use information indicating the setting in order to acquire destination information from the file name. 5. system. The information processing apparatus further includes moving means for moving the file from a storage area in the server in which a file corresponding to data received by the image forming apparatus is faxed to another storage area.
The acquisition unit acquires destination information from the file name using information indicating the setting confirmed by the confirmation unit before the movement unit moves the file.
5. The file management system according to claim 1, wherein the moving unit moves the file in association with destination information acquired by the acquiring unit. 6. The information processing apparatus further includes moving means for moving the file from a storage area in the server in which a file corresponding to data received by the image forming apparatus is faxed to another storage area.
The file management system according to claim 1, wherein the acquisition unit moves information indicating the setting by the setting unit and the file.   7. The information processing apparatus according to claim 1, further comprising notification means for notifying a user that information indicating the setting by the setting means stored in the server has been changed. The file management system described in the section.   The file management system according to claim 1, wherein the image forming apparatus stores a file named in accordance with a naming rule set by the setting unit in the server.   The acquisition unit acquires a destination name or a fax number from the file name as the destination information using a file name naming rule included in the information indicating the setting confirmed by the confirmation unit. The file management system according to claim 1. A control method of a file management system including an image forming apparatus that can communicate with a server that manages files, and an information processing apparatus that can communicate with the server,
A setting step for setting a file name naming rule when the image forming apparatus stores a file corresponding to received data in the server;
The image forming apparatus has a storage step of storing information indicating the setting in the setting step in the server;
A confirmation step in which the information processing apparatus confirms information indicating the setting in the setting step stored in the storage step;
The information processing apparatus uses the information indicating the setting confirmed in the confirmation step to obtain destination information from the file name; and
A control method, comprising: an instruction step in which the information processing apparatus instructs the image forming apparatus to transmit data corresponding to a file based on the destination information acquired in the acquisition step.

Images