JP2019121089A - Electronic data management system and electronic data management program - Google Patents

Abstract

To provide an electronic data management system that enables a user to easily store electronic data and enables other users to easily access desired electronic data.SOLUTION: An electronic data management system 10 includes an information reception unit 12 configured to receive customer information and item information, a specific area determination unit 14 configured to determine a specific area for storing electronic data based on the customer information and the item information acquired by the information reception unit 12, and a folder management unit 15 configured to create a folder in the specific area of a data storage determined by the specific area determination unit 14 or develop a folder in the specific area of the data storage.SELECTED DRAWING: Figure 1

Description

  The present invention relates to an electronic data management system and an electronic data management program for managing electronic data in a centralized manner.

  With the spread of computers, users engage in various tasks using a computer such as a personal computer, and create various electronic data such as text data, drawing data, image data, moving image data, sound source data etc. created using the computer. Storage and management on computers are increasing. Such electronic data is desired to be managed so as to facilitate access to desired electronic data later.

  However, when a plurality of users save their created electronic data, each user gives the user an easily understandable name, etc., and stores it in a place easy to understand. In that case, there was a problem that it was very difficult to find. As a result, there is a problem that necessary electronic data can not be found immediately upon a sudden inquiry from a customer or the like, and the response may be delayed.

  In order to solve such a problem, for example, a concept of managing electronic data in association with a group, which is disclosed in Patent Document 1 etc., is known.

Unexamined-Japanese-Patent No. 2004-302981

  However, when managing electronic data in association with a group, the user has to find a place of a predetermined group to which electronic data is to be associated and store the electronic data there, resulting in a problem that it takes time and effort.

  The present invention has been made to solve the above problems, and it is an object of the present invention to provide an electronic data management system in which a user can easily store electronic data and other users can easily access desired electronic data. With the goal.

  The present invention is an electronic data management system for centrally managing electronic data. The electronic data management system includes an information reception unit for receiving customer information and item information, an information management unit for managing customer information and item information acquired by the information reception unit, and customer information and items acquired by the information reception unit. A specific area determination unit that determines a specific area for storing electronic data based on information, and a folder is created in a specific area of data storage determined by the specific area determination unit, or a folder in a specific area of data storage And a folder management unit for expanding The folder management unit creates a folder if the customer information and the case information acquired by the information reception unit are new customer information and case information, and otherwise expand the folder.

  In the electronic data management system of the present invention, a folder is automatically generated in a specific area of data storage based on the customer information and the case information only when the user inputs the customer information and the case information. The electronic data may be stored in this folder, and the user can easily store the electronic data. In addition, when another user tries to access desired electronic data, a folder in a specific area of data storage is expanded based on the customer information and the case information only by specifying the customer information and the case information. . As a result, the folder in which the electronic data is stored can be easily identified, and desired electronic data can be easily accessed.

  In the electronic data management system of the preferred embodiment, an ID management unit that assigns classification ID and group ID to customer information and assigns a status ID to case information, and is managed by an information management unit The information processing apparatus further includes an information extraction unit for extracting desired customer information and item information from among the existing customer information and item information. The information management unit stores the classification ID, group ID and status ID assigned by the ID management unit, and the information extraction unit is provided with the classification ID, group ID, status ID, classification ID and group ID. The customer information and the case information are extracted based on at least one of the no customer information and the case information to which the status ID is not assigned.

  With such a configuration, the acquired customer information and item information are stored in the electronic data management system while holding the classification ID, the group ID, and the status ID. Then, by specifying at least one of the necessary classification ID, the classification ID, the status ID, the classification ID and the customer information to which the classification ID is not assigned, and the case information to which the status ID is not attached. The customer information or the case information can be extracted based on the designated classification ID, the group ID, the status ID, the customer information or the case information. This makes it possible to easily extract and check customer information and item information required by the user, such as customer information and item information belonging to a desired classification.

  In the electronic data management system of a further preferred embodiment, the electronic data management system further includes a portfolio creation unit that creates a portfolio by listing the customer information and the case information extracted by the information extraction unit.

  With such a configuration, it is possible to easily create a portfolio in which customer information or item information required by the user, such as customer information and item information belonging to a desired category, are listed. This makes it possible to easily create materials to be used for meetings or sales.

  In the electronic data management system according to a further preferred embodiment, the information management unit holds the thumbnails related to the customer information and the case information, and the portfolio creation unit acquires the thumbnails held in the information management unit. Display in the portfolio.

  With such a configuration, an image can be inserted into the material used for a meeting or the like, and easily viewable data can be created.

  Further, the present invention is an electronic data management program that is executed by a computer and is for managing electronic data in a centralized manner. The information reception unit acquires customer information and item information, and the information management unit manages the customer information and item information acquired by the information reception unit. The specific area determination unit acquires the customer information and items acquired by the information reception unit. Based on the information, the specific area for storing electronic data is determined, and the folder management unit determines the specific area when the customer information and the case information acquired by the information reception unit are new customer information and case information. Create a folder in the specific area of the data storage determined by the unit, and otherwise expand the folder in the specific area of the data storage determined by the specific area determining unit.

  According to the electronic data management system of the present invention, a user can easily store electronic data, and another user can easily access desired electronic data.

It is a figure which shows the structure of one Embodiment of the electronic data management system of this invention. It is a sequence diagram which gives classification ID of customer information and case information, group ID, and status ID. It is a sequence diagram which creates a folder based on customer information and matter information. It is a figure which shows an example of the structure of the folder created by FIG. It is a sequence diagram which extracts electronic data based on customer information and case information.

  Hereinafter, an embodiment of an electronic data management system and an electronic data management program according to the present invention will be described with reference to the attached drawings.

  The electronic data management system 10 according to the present embodiment is configured by a computer such as a personal computer. As shown in FIG. 1, the electronic data management system 10 includes an input unit 11, an information receiving unit 12, an ID management unit 13, a specific area determination unit 14, a folder management unit 15, a display unit 16, an information management unit 17, and information extraction. A section 18 and a portfolio creation section 19 are provided.

  The input unit 11 is realized by an input device such as a mouse or a keyboard, for example, and receives an operation of the user. The information reception unit 12, the ID management unit 13, the specific area determination unit 14, the folder management unit 15, the information management unit 17, the information extraction unit 18 and the portfolio creation unit operate according to a program stored in a computer, Execute the process In addition, the display unit 16 is realized by, for example, a display device, and displays results of execution of various processing.

  The electronic data management system 10 has an electronic data management program installed, and is used to centrally manage electronic data.

  As shown in FIG. 2, in the electronic data management system 10, the user uses the input unit 11 to input customer information and item information (S21). As the customer information, in addition to the customer name, the customer's address, and the customer's contact address (telephone number, fax number, e-mail address, etc.), information predetermined by the user can be input. Information defined by the user includes, for example, the relationship between the user and the customer (a classification indicating the relationship between a customer, a cooperating company, a prospective customer, etc.), and the type of the customer (classes such as industry and location) It is. When managing issues in your company, you can set the relationship between users and customers as your company. As the case information, in addition to the contents of the case, the date of receipt, the delivery date, etc., it is possible to input information predetermined by the user, such as the state (status) of the case.

  The input customer information and item information are notified to the information accepting unit 12 (S22), and are accepted by the information accepting unit 12 (S23). The customer information and the case information acquired by the information accepting unit 12 are given an ID previously determined by the user in the ID management unit 13. Here, the ID includes a classification ID based on the relationship between the user and the customer, a group ID based on the type of the customer, and a status ID based on the status of the case. These IDs (classification ID, group ID and status ID) are registered in advance in the ID management database by the user. The ID management unit 13 compares each of the customer information and the case information input by the user with the ID management database (S24), and assigns the corresponding ID (S25). Then, the customer name, the customer's address, the customer's contact point, and the assigned classification ID and group ID are registered and managed in the customer management database by the information management unit 17 as customer information. Further, the contents of the case, the date of receipt, the delivery date, etc., and the assigned status ID are registered in the case management database by the information management unit 17 as case information (S26).

  Further, as shown in FIG. 3, in the electronic data management system 10, the specific area determination unit 14 determines a specific area for storing electronic data based on the customer information and the case information acquired by the information reception unit 12 ( S31). Specifically, an area for storing electronic data is provided in an arbitrary area of the data storage designated by the user. Then, in the area, a specific area is determined so that electronic data can be stored systematized based on the customer information and the case information.

  When the specific area for storing electronic data is determined, the operating system (OS) that drives the computer is notified of the specific area (S32), and the operating system then displays the customer folder and the case folder in the specific area of the data storage. It is confirmed whether there is any (S33). In the case of new customer information, since the customer folder does not exist in the specific area, the folder creating unit 15 requests the operating system to create the customer folder (S34), and the operating system creates the customer folder in the specific area of data storage. (S35). Similarly, in the case of new item information, since the item folder does not exist in the specific area, the folder creation unit 15 requests the operating system to create the item folder (S36), and the operating system specifies the specific area of the data storage Create an item folder in (S37). The created customer folder and item folder (hereinafter, sometimes collectively referred to simply as “folder”) can be confirmed by the display unit 16.

  An example of the folder structure created in this way is shown in FIG. In FIG. 4, folders are created systematically based on the customer name. In addition, the method of organizing can be organized based on not only the customer name but also an arbitrary category specified by the user, for example, the case name, the classification, the class, the status, and the like.

  Next, with reference to FIG. 5, a method of searching for electronic data stored using the electronic data management system 10 will be described.

  The user inputs customer information or item information of electronic data to be searched for (S41). The customer information includes the customer name, the classification, the class, and the like, and the case information includes the case name, the term of the acceptance date, the status, and the like, and at least one of these is input. The input customer information or item information is notified to the information accepting unit 12 (S42), and is acquired by the information accepting unit 12 (S43). If the customer information or the case information acquired by the information receiving unit 12 includes a classification, a group, or a status, as shown in FIG. 2, the ID management unit 13 classifies, groups, or statuses in the ID management database. The acquisition of the ID is requested, and an ID corresponding to the classification, the group or the status is notified from the ID management database. Based on the information (customer information such as customer name, item name, item information such as period of acceptance date) or ID (classification ID, group ID, status ID), the information extraction unit 18 determines the customer management database and the item Request customer information and item information on the corresponding information or ID from the management database (S44). Then, the customer information or the case information of the corresponding information or ID is extracted from the customer management database and the case management database (S45).

  Based on the customer information and the case information extracted by the information extracting unit 18, the specific area determining unit 14 determines the specific area storing the electronic data of the customer information and the case information (S46), and the folder management unit 15 The folder existing in the specific area is expanded (S47). The expanded folder is displayed on the display unit 16.

  In addition, the information extraction unit 18 displays the extracted customer information and item information as a list on the display unit 16 (S48). On the screen displayed by the display unit 16, a link to a folder in which electronic data related to the extracted customer information and item information is stored is displayed. Therefore, the user instructs the access to the link of the screen of the display unit 16 by the input unit 11, and the folder of the customer information and the case information extracted by the information extraction unit 18 is expanded. Thereby, the folder of desired customer information and item information can be easily accessed, and electronic data stored in the folder can be easily viewed.

  Also, when the user wants to create a portfolio based on the customer information and the case information extracted by the information extraction unit 18, when the user makes a portfolio generation request (S51), the portfolio generation unit 19 extracts the extracted customer information And create a portfolio by listing the case information (S52). At this time, if the information management unit 17 holds the thumbnails in the folder of the customer information and the case information, the portfolio generation unit 19 acquires the thumbnails from the folder and displays the thumbnails in a list.

  As described above, in the electronic data management system 10 according to the present embodiment, the user acquires the customer information and the case information only by inputting the customer information and the case information, and the folder is automatically generated in the specific area of the data storage. Be done. The electronic data may be stored in this folder, and the user can easily store the electronic data. In addition, when another user tries to access desired electronic data, a folder in a specific area of data storage is expanded based on the customer information and the case information only by specifying the customer information and the case information. . As a result, the folder in which the electronic data is stored can be easily identified, and desired electronic data can be easily accessed.

  As described above, by storing and managing electronic data in a centralized manner based on customer information and item information, there is no need to explain the whereabouts of the electronic data etc. when the user takes over the customer or item to another user. , Can easily take over the customer or the case. In addition, even when a person in charge is absent, when a sudden inquiry is received from the customer, other users can easily check the electronic data, and can promptly respond to the customer. Furthermore, since the folder of the customer information and the case information can be shared and operated, it is possible to easily share and check the information by storing the folder in the folder.

  Further, in the electronic data management system 10 according to the present embodiment, the acquired customer information and the case information are stored in the electronic data management system while holding the classification ID, the group ID and the status ID. Then, the customer information or the case information is extracted by designating at least one of the customer information or the case information such as the required customer name, classification, group, case name, period of acceptance date, status, etc. A portfolio can be created for the customer information or the case information. At this time, if thumbnails are stored in a folder, images can be inserted into the portfolio. As a result, it is possible to easily create materials used for meetings of ongoing projects, or sales materials for new customer development in which existing customer projects are listed.

  Further, since the customer information and the case information obtained once are stored and can be easily referred to later, the customer information and the case information can be utilized as a data resource. In addition, since customer information and item information can be shared, it is possible for a plurality of users to easily work in cooperation. Furthermore, if the company itself is considered as one customer, it is possible to easily manage an in-house project (procedure of procurement project, equipment management project, etc.) using the electronic data management system 10 of the present embodiment.

  As mentioned above, although one Embodiment of this invention was described, this invention is not limited to this embodiment, A various change is possible unless it deviates from the meaning.

  For example, in the above embodiment, the classification ID and the group ID are assigned to the customer information, but it is not necessary to provide both the class ID and the group ID, and only one of them may be provided. In addition to the classification ID, the group ID, and the status ID, the number of IDs to be classified can be increased if the user wants to divide the customer information and the case information into more classifications.

  In the above embodiment, the electronic data management system 10 includes the input unit 11, the information reception unit 12, the ID management unit 13, the specific area determination unit 14, the folder management unit 15, the display unit 16, the information management unit 17, and information extraction. A section 18 and a portfolio creation section 19 are provided. However, these configurations are not all essential. In particular, the electronic data management system 10 may not include at least one or all of the ID management unit 13, the information extraction unit 18, and the portfolio creation unit 19. When the ID management unit 13 is not provided, the customer information and the case information received by the information reception unit 12 are stored in the information management unit 17 without being assigned an ID.

10 electronic data management system 12 information reception unit 13 ID management unit 14 specific area determination unit 15 folder management unit 17 information management unit 18 information extraction unit 19 portfolio creation unit

Claims (5)

An electronic data management system for centrally managing electronic data,
An information receiving unit for receiving customer information and item information;
An information management unit for managing the customer information and the case information acquired by the information reception unit;
A specific area determination unit that determines a specific area for storing electronic data based on the customer information and the case information acquired by the information reception unit;
A folder management unit for creating a folder in the specific area of the data storage determined by the specific area determination unit, or expanding a folder in the specific area of the data storage,
The folder management unit creates a folder if the customer information and the case information acquired by the information reception unit are new customer information and case information, and electronic data management for expanding the folder otherwise system. An ID management unit that assigns a classification ID and a group ID to customer information and assigns a status ID to item information;
An information extraction unit for extracting desired customer information and item information from among the customer information and item information managed by the information management unit;
The information management unit stores the classification ID, the group ID, and the status ID assigned by the ID management unit,
The information extraction unit is based on at least one of a classification ID, a group ID, a status ID, customer information to which the classification ID and the group ID are not assigned, and case information to which the status ID is not assigned. The electronic data management system according to claim 1, wherein customer information and item information are extracted.   The electronic data management system according to claim 2, further comprising: a portfolio creation unit that creates a portfolio by listing the customer information and the case information extracted by the information extraction unit. The information management unit holds thumbnails related to customer information and item information,
The electronic data management system according to claim 3, wherein the portfolio creation unit acquires thumbnails held in the information management unit and displays the thumbnails on a portfolio. It is an electronic data management program to be executed by a computer to control electronic data in a centralized manner,
The information reception unit acquires customer information and item information,
The information management unit manages the customer information and the case information acquired by the information reception unit,
The specific area determination unit determines a specific area for storing electronic data based on the customer information and the item information acquired by the information reception unit,
The folder management unit creates a folder in the specific area of the data storage determined by the specific area determination unit if the customer information and the case information acquired by the information reception unit are new customer information and item information. Otherwise, an electronic data management program for expanding a folder in a specific area of the data storage determined by the specific area determination unit.

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