JP2020135795A - File conversion system - Google Patents

Abstract

To increase the productivity of operators by automatizing simple tasks including file collection.SOLUTION: The file conversion system includes: a cloud storage 3 in which a predetermined storage region is set on a network; an operator terminal 4 capable of accessing the cloud storage by the network; and a file converter 5 capable of accessing the cloud storage by the network, the file converter converting the file processed by the operator terminal to a predetermined format. The cloud storage has an unprocessed folder 30 for storing an unconverted file and a processed folder 31 for storing a converted file. When a file is updated in the unprocessed folder from the operator terminal, the file converter updates the converted file converted in a predetermined format into a processed folder.SELECTED DRAWING: Figure 4

Description

The present invention relates to a file conversion system.

Conventionally, a client-server system in which a plurality of terminals are used as client machines and these client machines and server machines are connected by a network has been put into practical use. Since each of these terminals has a different character code system and file format, it is necessary to appropriately convert the character code system and file format in order to exchange files with other terminals and server machines. There is.

Therefore, if a conversion program unique to each terminal and server machine is prepared, a conversion program is required according to the character code system and the number of file formats. In this case, it is difficult to maintain and manage a huge number of conversion programs on each terminal. Therefore, conventionally, a system has been proposed in which all conversion programs are integrated in a server machine, and the trouble of selecting and managing the conversion program on each terminal side is saved (see, for example, Patent Document 1).

In Patent Document 1, each terminal issues a read request for a shared file to a server machine by designating information about a client-specific file format and character code. The server machine converts the shared file into the specified file format and character code system and transfers it to the terminal machine. Therefore, each terminal does not need to be aware of the file format and character code system of the shared file, and does not need to maintain or manage the conversion program.

Further, Patent Document 2 discloses a data transfer system for transferring digital data such as voice and video from a personal computer (PC) to a mobile terminal. In Patent Document 2, when the file format of the digital data on the PC is different from the file format supported by the mobile terminal, the PC requests the format conversion device to convert the file format and transfers the digital data. The format conversion device converts the digital data into a desired file format and transfers it to the PC. In this way, the PC converts the digital data into the corresponding file format of the mobile terminal via the format conversion device, and then transfers the converted digital data to the mobile terminal.

Japanese Unexamined Patent Publication No. 8-123714 Japanese Unexamined Patent Publication No. 2008-65546

By the way, Robotic Process Automation (RPA) has become a hot topic as a technology for automating simple white-color indirect operations in companies. RPA is realized by software that can identify applications and system screens on the screen and operate them in the same way as humans. According to RPA, by using cognitive technology (rule engine, machine learning, artificial intelligence, etc.), it is possible to automate simple tasks such as numerical input to document files and aggregation processing of multiple files. is there.

However, the automation of the file aggregation work using RPA traces the operation of the mouse and keyboard of the worker, and the work time is highly redundant. Therefore, there is a problem that it takes time in terms of work efficiency.

It is also conceivable to introduce a new terminal (information processing device) in order to improve work efficiency, but such an information processing device always requires time to learn how to use it. Therefore, the time and cost for learning how to use it have been an obstacle to the introduction.

The present invention has been made in view of such a problem, and one of the objects of the present invention is to provide a file conversion system capable of automating simple work such as file aggregation and improving the productivity of workers. To do.

The file conversion system of one aspect of the present invention includes a cloud storage in which a predetermined storage area is set on the network, a worker terminal that can access the cloud storage via the network, and the file conversion system via the network. A file conversion system including a file conversion device that can access the cloud storage and converts a file processed by the worker terminal into a predetermined format, wherein the cloud storage is the file before conversion. The file conversion device has an unprocessed folder for storing a file and a processed folder for storing a converted file after the file has been converted, and the file conversion device has the unprocessed folder for the file from the worker terminal. After being uploaded to, the converted file obtained by converting the file into a predetermined format is uploaded to the processed folder.

Further, in the file exchange system of one aspect of the present invention, the file conversion device has an unprocessed file check unit that confirms the unprocessed folder, downloads the file, and deletes the file from the unprocessed folder. A file conversion unit that creates a conversion file obtained by converting the file downloaded by the unprocessed file check unit into a predetermined format based on a predetermined processing content.

Further, in the file exchange system of one aspect of the present invention, the file conversion device further includes an error check unit for checking the presence or absence of an error in the file or the conversion file downloaded by the unprocessed file check unit. When the error check unit finds an error, it creates an error file that describes the content of the error and uploads it to the processed folder.

Further, in the file exchange system of one aspect of the present invention, the file conversion unit has a plurality of processing programs according to the processing contents, and is based on the format of the file downloaded by the unprocessed file check unit. Select a predetermined processing program to convert the file.

Further, in the file exchange system of one aspect of the present invention, the file conversion device has a restriction unit that restricts access to the unprocessed folder according to the current time.

Further, in the file exchange system of one aspect of the present invention, when the current time is not within the business hours, the restriction unit creates a prohibition message indicating that the work is prohibited and uploads it to the processed folder.

According to the present invention, it is possible to improve the productivity of workers by automating simple tasks such as file aggregation.

It is a schematic diagram which shows the schematic structure of the file conversion system which concerns on this embodiment. It is a block diagram which shows a part function of each configuration shown in FIG. It is a sequence diagram of the file conversion which concerns on this embodiment. It is a conceptual diagram which embodied the sequence diagram shown in FIG. 3 for each configuration. It is a table which shows the productivity of the worker before and after applying this invention.

Hereinafter, embodiments of the present invention will be described in detail with reference to the accompanying drawings. FIG. 1 is a schematic diagram showing a schematic configuration of a file conversion system according to the present embodiment. FIG. 2 is a block diagram showing a partial function of each configuration shown in FIG. The file conversion system shown below is only an example, and can be changed as appropriate without being limited to this.

As shown in FIG. 1, the file conversion system 1 according to the present embodiment converts the file uploaded to the cloud storage 3 on the network 2 into a predetermined format, and uploads the converted conversion file to the cloud storage 3. It is configured to do.

Specifically, the file conversion system 1 includes a cloud storage 3 in which a predetermined storage area is set on the network 2, a worker terminal 4 capable of accessing the cloud storage 3 via the network 2, and a worker terminal 4. It is provided with a file conversion device 5 for converting the file processed by the above into a predetermined format. The network 2 includes various networks such as the Internet, a mobile network, a LAN (Local Area Network), and a WAN (Wide Area Network).

As shown in FIG. 2, each of these configurations has a plurality of functional blocks. These functional blocks are merely examples, and are not limited to the functional blocks shown below, and other functional blocks may be appropriately provided as needed.

The cloud storage 3 is composed of, for example, a computer such as a server having a predetermined storage area. Specifically, as shown in FIG. 2A, the cloud storage 3 has an unprocessed folder 30 for storing a file before conversion and a processed folder for storing a converted file after the file is converted as a predetermined storage area. It has 31 and. Although the details will be described later, a predetermined file to be converted is uploaded from the worker terminal 4 to the unprocessed folder 30. The converted conversion file is uploaded from the file conversion device 5 to the processed folder 31. The cloud storage 3 is a storage area provided by an existing cloud service, and it is preferable that only a person having a specific access authority can access the cloud storage 3.

The worker terminal 4 is a so-called computer that can be directly operated by a worker. As the worker terminal 4, for example, a personal computer, a mobile phone, a tablet terminal, or the like can be used. The worker terminal 4 has a processor, a memory, and the like for executing various processes. Specifically, as shown in FIG. 2B, a control unit 40 that comprehensively controls the operation of the entire worker terminal 4 and a predetermined control unit 40. The storage unit 41 for storing the file (data) of the above and the communication unit 42 for communicating with other devices are included.

The storage unit 41 is composed of one or a plurality of storage media such as a ROM (Read Only Memory) and a RAM (Random Access Memory) depending on the intended use. The storage unit 41 stores the file to be converted in the present embodiment. The communication unit 42 is configured to be able to communicate with other devices (cloud storage 3, file conversion device 5, etc.) via the network 2.

The files that can be processed by the worker terminal 4 include, for example, electronic spreadsheet files such as Excel (registered trademark), document files such as word (registered trademark), and presentation files such as PowerPoint (registered trademark). It shall include document files. Further, the worker in the present embodiment refers to a person who creates the above-mentioned various standard document files.

The file conversion device 5 is composed of a computer that can access the cloud storage 3 via the network 2. Although the details will be described later, when the file is uploaded from the worker terminal 4 to the unprocessed folder 30, the file conversion device 5 uploads the converted file obtained by converting the file into a predetermined format to the processed folder 31.

The file conversion device 5 has a processor, a memory, and the like for executing various processes. Specifically, as shown in FIG. 2C, the unprocessed file check unit 50, the file conversion unit 51, and the error check unit 52. , A storage unit 54 that stores a predetermined file and a converted conversion file after conversion, and a communication unit 55 that communicates with other devices.

The unprocessed file check unit 50 periodically checks the unprocessed folder 30 and checks whether a file to be processed (conversion target) has been uploaded to the unprocessed folder 30. When the file to be processed is uploaded to the unprocessed folder 30, the unprocessed file check unit 50 downloads the file from the unprocessed folder 30 and transfers the file to the file conversion unit 51 (may be the storage unit 54). To do. When the file transfer is successful, the unprocessed file check unit 50 deletes the file from the unprocessed folder 30.

The file conversion unit 51 has a processing program in which predetermined processing contents are set. The file conversion unit 51 creates a conversion file obtained by converting the file into a predetermined format based on the preset processing contents. The details will be described later, but the file conversion includes, for example, creating a document file in another format by aggregating predetermined data in the file. Further, the file conversion unit 51 uploads the document file (conversion file) newly created after the conversion to the processed folder 31.

The error check unit 52 checks whether there is an error during various processes in the unprocessed file check unit 50 and the file conversion unit 51. That is, the error check unit 52 checks whether or not there is an error in the file before processing or the conversion file after processing. When the error check unit 52 finds an error, the error check unit 52 uploads an error file describing the error content to the processed folder 31.

The restriction unit 53 checks whether the current time is within business hours. The restriction unit 53 restricts the processing of the unprocessed file check unit 50 when the current time is not within the business hours, that is, during the time zone when the business is prohibited. Specifically, the unprocessed file check unit 50 prohibits downloading a file from the unprocessed folder 30 or uploading a file to the unprocessed folder 30.

The storage unit 54 is composed of one or a plurality of storage media such as a ROM (Read Only Memory) and a RAM (Random Access Memory) depending on the intended use. The storage unit 54 stores the file to be converted in the present embodiment. The communication unit 55 is configured to be able to communicate with other devices (cloud storage 3, worker terminal 4, etc.) via the network 2.

In the above example, the file conversion device 5 has a configuration in which the unprocessed file check unit 50, the file conversion unit 51, the error check unit 52, and the restriction unit 53 are provided as a plurality of functional blocks, but the present invention is not limited to this. These functional blocks are merely examples for convenience, and the file conversion device 5 is not limited to these functional blocks and may have other functional blocks. Further, the file conversion device 5 does not have to clearly include these functional blocks, and the file conversion device 5 itself may comprehensively perform processing based on each of the above functions.

By the way, a simple indirect work of white-collar workers (workers who work in clerical work) in a company includes a document file aggregation work. Such file aggregation work is often monotonous, and when humans work, simple mistakes such as typos and copy and paste mistakes are likely to occur. In addition, if the file to be aggregated is a file that only a specific employee has the authority to view in the company, the work cost will be high even though the aggregation work itself is a simple work due to the high work unit price. There is a problem. In addition, there is a problem that the decrease in motivation of workers due to performing simple work for a long time cannot be ignored, and the subsequent work efficiency is also affected.

It is also possible to outsource the aggregation work using external human resources, but if the file to be modified contains information related to corporate confidentiality, the aggregation work has the authority to access the file contents. Limited to people. Therefore, it is an obstacle to outsourcing operations to external human resources.

It is also conceivable to introduce a new terminal (information processing device) in order to improve work efficiency, but such an information processing device always requires time to learn how to use it. Therefore, the time and cost for learning how to use it have been an obstacle to the introduction.

In addition, automation programs (for example, VBA (Visual Basic for Applications (registered trademark))) realized by scripts in the format distributed with each data file, such as Excel macro, are provided to each worker with the file. The script will be distributed. For this reason, it becomes necessary to track the distribution destination when modifying the program, and there is a problem that the cost increases.

In addition, Robotic Process Automation (RPA) has been proposed as a technique for automating the above-mentioned file aggregation work. RPA is realized by software that can identify applications and system screens on the screen and operate them in the same way as humans. However, the automation of the file aggregation work using RPA traces the operation of the mouse and keyboard of the worker, and the work time is highly redundant. Therefore, there is a problem that it takes time in terms of work efficiency.

Therefore, the present inventor focused on the cloud storage accessible on the network, and came up with the present invention in order to improve the productivity of workers. Specifically, the file conversion system 1 according to the present embodiment is a work in which the cloud storage 3 in which a predetermined storage area is set on the network 2 and the cloud storage 3 can be accessed via the network 2 as described above. It includes a user terminal 4 and a file conversion device 5 that can access the cloud storage 3 via the network 2 and converts a file processed by the worker terminal 4 into a predetermined format. The cloud storage 3 has an unprocessed folder 30 for storing the file before conversion and a processed folder 31 for storing the converted file after the file is converted. When the file is uploaded from the worker terminal 4 to the unprocessed folder 30, the file conversion device 5 uploads the converted file obtained by converting the file into a predetermined format to the processed folder 31.

According to this configuration, for example, when a worker uploads a predetermined file to be processed to the unprocessed folder 30, the file conversion device 5 automatically converts the file into a conversion file in a desired format and has processed the file. It will be uploaded to the folder 31. The worker can download the conversion file from the processed folder 31. That is, the worker can acquire the desired conversion file simply by uploading the file to a predetermined folder on the cloud. For this reason, it is possible to reduce the work of totaling from several tens of minutes to several hours from several seconds to several minutes in the past. In this way, by shortening the time required for the simple work of the worker, it is possible to secure the time required for the original work (creative work) of the worker. Therefore, it is possible to improve the productivity of workers by automating simple tasks such as file aggregation.

Next, a specific sequence of the file aggregation process (file conversion) according to the present embodiment will be described with reference to FIGS. 3 and 4. FIG. 3 is a sequence diagram of file conversion according to the present embodiment. FIG. 4 is a conceptual diagram embodying the sequence diagram shown in FIG. 3 for each configuration. The sequence shown below is merely an example, and the sequence is not limited to this and can be changed as appropriate. For example, the order of each step can be changed to the extent that there is no inconsistency in processing.

The worker creates or prepares a file to be processed in advance on the worker terminal 4. Then, as shown in FIGS. 3 and 4, the worker uploads the file from the worker terminal 4 to the unprocessed folder 30 (step S1). The worker can copy the file to the unprocessed folder 30 by dragging and dropping the file on the worker terminal 4, for example.

As described above, the unprocessed file check unit 50 periodically checks the unprocessed folder 30. When the unprocessed file check unit 50 detects that the file is stored in the unprocessed folder 30, the unprocessed file check unit 50 downloads the file from the unprocessed folder 30 and temporarily stores the file in the storage unit 54 (see FIG. 2) (step S2). ).

Further, the restriction unit 53 checks whether the current time is within the business hours (step S2a). The restriction unit 53 prohibits the unprocessed file check unit 50 from downloading a file from the unprocessed folder 30 or uploading a file to the unprocessed folder 30 when the current time is not within business hours. That is, the restriction unit 53 has a function of restricting access to the unprocessed folder 30 according to the current time. The access to the unprocessed folder 30 includes both the access from the worker terminal 4 and the access from the file conversion device 5. As a result, work outside business hours can be prohibited, and the work-life balance of workers can be maintained. When restricting access to the unprocessed folder 30 or restricting processing (file download) of the unprocessed file check unit 50, the restriction unit 53 creates a prohibition message indicating that it is a work prohibition time. It may be uploaded to the processed folder 31 (step S2b).

After the unprocessed file check unit 50 downloads the file, the error check unit 52 checks the file for errors (step S3a). The error may be, for example, that the file has not been created in a given format. When an error is found, the error check unit 52 creates an error file in which the error content is described and uploads it to the processed folder 31 (step S3b). As a result, the operator can check the processed folder 31 and recognize the error included in the file.

If no error is found in the file, the unprocessed file check unit 50 transfers the file to the file conversion unit 51 (step S3). The file may be stored in the storage unit 54 without being transferred.

The unprocessed file check unit 50 deletes the file from the unprocessed folder 30 when no error is found in the file and the transfer is successful (step S4). The file may be deleted by the cloud storage 3.

After the file is deleted from the unprocessed folder 30, the file conversion unit 51 creates a conversion file obtained by converting the file into a predetermined format based on the predetermined processing content (step S5). The error check unit 52 checks whether there is an error in the conversion file (step S5a). When an error is found, the error check unit 52 creates an error file in which the error content is described and uploads it to the processed folder 31 (step S5b). As a result, the operator can check the processed folder 31 and recognize the error included in the conversion file.

If no error is found in the converted file, the file conversion unit 51 uploads the converted file to the processed folder 31 (step S6). The worker downloads the conversion file from the processed folder 31 to the worker terminal 4 (step S7). This allows the operator to obtain a conversion file converted into a desired format.

As described above, according to the present embodiment, the work performed by the worker is to upload the file to be processed to the unprocessed folder 30 (step S1) and to upload the processed conversion file from the processed folder 31. It can only be downloaded (step S7). Therefore, there is no need to learn the operation, and it is possible to automate the aggregation work without lowering the motivation of the worker. Further, since the above-mentioned automation process is performed only between the cloud storage 3, the worker terminal 4, and the file conversion device 5, it is possible to maintain the confidentiality of the file. Further, since the file conversion process is performed by directly reading the contents of the file before the process, redundant processing when RPA is used is unnecessary. Therefore, high-speed processing can be performed. Further, since the automation process is performed only in the file conversion device 5, it is possible to prevent the problem that the scripts in VBA are distributed. In addition, when an error occurs in the input file or the conversion process, it is possible to accurately notify the operator of the error content while suppressing the work from being delayed.

Next, with reference to FIG. 5, the productivity of the worker for each processing content will be described. FIG. 5 is a table showing the productivity of workers before and after applying the present invention for each processing content. The processing content shown in FIG. 5 is merely an example, and is not limited thereto.

As shown in FIG. 5, the vertical items represent variations of the processing content. The items on the side show the processing content, the processing time by hand, the processing time by automation of the present invention, the productivity improvement rate, and the annual reduction time in order from the left.

The processing content A is, for example, a process of creating a comparison sheet for comparing the monthly total sales of company A1 and A2 for each business.
The processing content B is, for example, a process of downloading the weekly progress of the project of the B1 part from the in-house system by Excel and processing the Excel file into a weekly report.
The processing content C is, for example, a process of downloading the weekly progress of the project of the C1 section from the in-house system by Excel and processing the Excel file into a weekly report.
The processing content D is, for example, a process of totaling the monthly working hours for each department of the D1 station for each project.
The processing content E is, for example, a processing for totaling the monthly working hours for each department of the E1 station.
The processing content F is, for example, a process of downloading the weekly progress of the project of the F1 section from the in-house system by Excel and processing the Excel file into a weekly report.

In all of the processing contents A to F, the processing took several tens of minutes to several hundred minutes or more by hand, whereas when the present invention was applied, the processing time was shortened from several minutes to ten and several minutes. You can see that. For this reason, it was found that the productivity improvement rate is tens to hundreds of times, and the processing time can be reduced from a dozen hours to a thousand hours or more in a year.

In the above embodiment, the file before processing is not limited to a single file, and may be composed of a plurality of files (file groups). For example, one aggregate list may be created from a plurality of files as the processing content.

Further, in the above embodiment, the case where the unprocessed file check unit 50 periodically checks the unprocessed folder 30 has been described, but the present invention is not limited to this. For example, when a file is uploaded to the unprocessed folder 30, some message may be sent from the cloud storage 3 to the unprocessed file check unit 50. In this case, the unprocessed file check unit 50 can recognize the existence of the file in the unprocessed folder 30 by receiving the message.

Further, in the above embodiment, the case where the unprocessed file check unit 50 transfers the file to the file conversion unit 51 and then deletes the file in the unprocessed folder 30 has been described, but the present invention is not limited to this. The file in the unprocessed folder 30 may be deleted at the timing when the unprocessed file check unit 50 downloads the file. Further, the files in the unprocessed folder 30 do not necessarily have to be deleted.

Further, in the above embodiment, the file conversion unit 51 may have a plurality of processing programs depending on the processing content. In this case, it is preferable that the file conversion unit 51 converts the file by selecting a predetermined processing program based on the format of the file downloaded by the unprocessed file check unit 50. According to this configuration, it is not necessary for the operator to separate the files for each processing content, and the productivity is further improved.

Further, in the above embodiment, the case where the unprocessed folder 30 and the processed folder 31 are provided one by one has been described, but the present invention is not limited to this configuration. For example, a plurality of unprocessed folders 30 may be provided for each processing content.

Moreover, although the present embodiment and the modified example have been described, as another embodiment of the present invention, the above-described embodiment and the modified example may be combined in whole or in part.

Further, the embodiment of the present invention is not limited to the above-described embodiment, and may be variously modified, replaced, or modified without departing from the spirit of the technical idea of the present invention. Furthermore, if the technical idea of the present invention can be realized in another way by the advancement of the technology or another technology derived from the technology, the method may be used. Therefore, the scope of claims covers all embodiments that may be included within the scope of the technical idea of the present invention.

According to the present invention, there is an effect that simple work such as file aggregation can be automated with a simple configuration to improve the productivity of workers, which is particularly useful for a file conversion system.

1: File conversion system 2: Network 3: Cloud storage 4: Worker terminal 5: File conversion device 30: Unprocessed folder 31: Processed folder 40: Control unit 41: Storage unit 42: Communication unit 50: Unprocessed file Check unit 51: File conversion unit 52: Error check unit 53: Restriction unit 54: Storage unit 55: Communication unit

Claims (6)

Cloud storage with a predetermined storage area set on the network,
A worker terminal that can access the cloud storage via the network,
A file conversion system including a file conversion device that can access the cloud storage via the network and converts a file processed by the worker terminal into a predetermined format.
The cloud storage is
An unprocessed folder that stores the file before conversion, and
It has a processed folder that stores the converted file after the file has been converted.
The file conversion device is characterized in that when the file is uploaded to the unprocessed folder from the worker terminal, the conversion file obtained by converting the file into a predetermined format is uploaded to the processed folder. system. The file conversion device is
An unprocessed file check unit that checks the unprocessed folder, downloads the file, and deletes the file from the unprocessed folder.
The file according to claim 1, further comprising a file conversion unit that creates the conversion file obtained by converting the file downloaded by the unprocessed file check unit into a predetermined format based on a predetermined processing content. Exchange system. The file conversion device further has an error check unit for checking the presence or absence of an error in the file or the conversion file downloaded by the unprocessed file check unit.
The file conversion system according to claim 2, wherein when the error check unit finds an error, it creates an error file in which the error content is described and uploads the error file to the processed folder. The file conversion unit has a plurality of processing programs according to the processing content, and selects a predetermined processing program based on the format of the file downloaded by the unprocessed file check unit to convert the file. 2. The file exchange system according to claim 2 or 3. The file exchange system according to any one of claims 1 to 4, wherein the file conversion device has a restriction unit that restricts access to the unprocessed folder according to the current time. The file conversion system according to claim 5, wherein when the current time is not within business hours, the restriction unit creates a prohibition message indicating that it is a work prohibition time and uploads it to the processed folder.

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