JP3571794B2 - Electronic filing device and registered document notification method - Google Patents

Description

[0001]
[Industrial applications]
The present invention relates to an electronic filing apparatus for managing document data and a method of notifying a user of the electronic filing apparatus of a registered document.
[0002]
[Prior art]
At present, analog information on paper, which accounts for the majority of office information, is becoming more and more popular due to the spread of computer peripherals such as computers, scanners and printers. Data is once converted to digital data. The converted digital data is stored in a hard disk device or a magneto-optical recording device and used as document data that can be handled by a computer.
[0003]
Further, the amount of document data created by general application software such as a word processor and desktop publishing (DTP) software on a computer is increasing steadily as personal computers are spread.
[0004]
In order to manage such a large amount of document data, an electronic filing apparatus or a document management system is more frequently introduced. Notification of whether a document has been registered has recently become a problem.
[0005]
FIG. 6 is an explanatory view showing a registered document notification method of a conventional electronic filing device. First, a document 601 printed on paper is converted from analog data to digital data by document data input means 602 such as a scanner. Registration data 604 having text data 605 and image data 606 is created by a pre-registration processing means 603 which performs processing such as character recognition and image compression of the converted digital data. The registration data 604 is finally registered in the document data management unit 608 through a registration unit 607 for adding a document attribute such as a document name and a document registrant.
[0006]
The document data management unit 608 stores the document data and responds to registration and search requests. The document data management unit 608 notifies the user that the document has been registered through the registration notification unit 610 according to the information set by the registration notification user setting unit 609.
[0007]
[Problems to be solved by the invention]
However, in the above-described conventional electronic filing apparatus, all registered documents are notified to a user who is set to receive a registration notification, and even a registered document which is not related to or interested in the user is notified. There was a problem.
[0008]
That is, the conventional electronic filing apparatus has no means for determining what registered document is related or interested in the user. Therefore, means for knowing that the document data that is relevant or interesting to the user has been registered has been limited to a method in which the user recognizes the existence of the document only by spontaneously searching and browsing.
[0009]
Therefore, it cannot be said that a sufficient user support function is provided in terms of selecting information in an environment with a large amount of information in recent years.
[0010]
Accordingly, the present invention is that the desired conditions are satisfied document (e.g. document the user relevant or interest) is newly registered, the user electronic filing apparatus and which makes it possible to easily know an object of the present invention is to provide a registration document notification method.
[0011]
[Means for Solving the Problems]
The electronic filing apparatus according to claim 1 of the present invention provides a user setting unit for registering a user who is notified when a document is registered, and a notification from the newly registered document to the user. a selection condition setting means for setting a selection condition for selecting a document, a document selection means for selecting a document that matches the newly registered document, the set selection condition by the selection condition setting unit, the document Notification data generation means for generating notification data including information on the document selected by the selection means, and the notification data generation means for notifying the user that a document meeting the selection condition has been newly registered. and a notification means for transmitting notification data generated by the unit.
[0012]
In the electronic filing apparatus according to claim 2, in the electronic filing apparatus according to claim 1, selected condition set by the selection condition setting means is a character string, the document selection means, a pre Kibun string The method is characterized in that the user selects the containing document.
[0013]
Characters in an electronic filing apparatus according to claim 3 is the electronic filing apparatus according to claim 2, wherein the notification data generating means, set by the selection condition setting unit from the text data of the document selected by the document selection means A character string in a predetermined range including a column is extracted, and notification data including the extracted character string is generated.
[0014]
In the electronic filing apparatus according to claim 4, in the electronic filing apparatus according to claim 3, wherein the predetermined range, wherein the range of a predetermined number of selection condition setting before and after the character string set by means .
[0015]
That in electronic filing apparatus according to claim 5, in the electronic filing apparatus according to claim 3, wherein the predetermined range is a range determined based on the punctuation character string vicinity set by the selection condition setting section Features.
[0016]
In the electronic filing apparatus according to claim 6 is an electronic filing apparatus according to claim 1, selected condition set by the selection condition setting means is document attributes, the document selection means, matching the document attribute Attribute Is selected .
[0017]
In the electronic filing device according to claim 7, in the electronic filing device according to claim 1 , the notification data generating unit extracts a character string in a predetermined range from text data of the document selected by the document selecting unit, and It is characterized in that notification data including the extracted character string is generated .
[0018]
In the electronic filing apparatus according to claim 8, characterized in that in the electronic filing apparatus according to claim 7, wherein the predetermined range is a range from the beginning of the predetermined number of characters in the text data of the document selected by the document selection means And
In the electronic filing apparatus according to the ninth aspect, in the electronic filing apparatus according to the seventh aspect, the predetermined range is a range determined based on a first punctuation mark of text data of the document selected by the document selecting unit. It is characterized by the following.
[0019]
Engaging Ru registration document notification method in claim 10 registers the user the notification when the document is registered is made, from the newly registered document, to select a document to be notified to the user Is set, a document that matches the set selection condition is selected from newly registered documents, notification data including information on the selected document is generated, and the selection condition is matched. to notify the document is newly registered to the user, to send notifications data equivalent the product, to control the electronic filing apparatus.
[0021]
【Example】
An embodiment of the electronic filing apparatus of the present invention will be described. FIG. 1 is a block diagram illustrating the configuration of the electronic filing apparatus according to the embodiment. In the figure, 201 is a central processing unit (CPU) for calculation and control, and 211 is a storage unit such as a ROM and a RAM. The ROM stores an electronic file program 212 and a general application program 213.
[0022]
The RAM stores document data 214 managed by an electronic file program. Reference numeral 203 denotes a floppy disk (FD) device that stores programs and the like that are loaded into a RAM and executed, 202 denotes a display unit (CRT) that displays document data or instruction icons, and 204 denotes analog data of a document printed on paper. Is a scanner for converting document data into digital data, and 205 is a printer for printing document data.
[0023]
Reference numeral 206 denotes a keyboard (KBD) having keys for character input or operator instruction, 207 denotes a mouse for clicking a displayed instruction icon or moving a cursor, and 208 denotes data of the electronic file program 212 or general application program 213. An external storage device such as a hard disk (HDD) or a magneto-optical disk (MO) for storing files, a communication interface (I / F) 209 for transmitting and receiving document data, and a bus 210 for connecting the above-described units.
[0024]
The document data 214 has information 215 such as classification of newspapers and magazines, document names, registration dates, registrants, document keywords assigned to each document, document text data, document image data, and the like.
[0025]
A registration notification method of the electronic filing apparatus having the above configuration will be described. FIG. 2 is an explanatory diagram showing a registration notification method in the electronic filing device. When the document 101 printed on paper is read by the document data input unit 102 such as the scanner 204, the analog data of the document 101 is converted into digital data.
[0026]
Subsequently, registration data 104 having text data 105 and image data 106 is created by the registration preprocessing means 103 included in the electronic file program 212 for performing processing such as character recognition and image compression or provided as another program. You. The registration data 104 is finally registered in the document data management unit 108 through the registration unit 107 that adds a document attribute such as a document name or a registrant indicated as the information 215.
[0027]
The document data management means 108 stores the document data and responds to requests such as registration and search.
[0028]
The registration notification user setting unit 109 sets a user who notifies that the document has been registered. The document data management means 108 notifies the user registered by the registration notification user setting means 109 via the registration notification means 113 that the document has been registered. The user here is a person registered as a user of the electronic file device.
[0029]
Further, the electronic filing apparatus of the present embodiment is provided with a registration notification document selection setting unit 110. The registration notification document selection setting unit 110 sets a document selection condition to be notified to the user registered in the registration notification user setting unit 109 at the time of document registration. The registration notification document selection setting means 110 can set, as selection conditions, document attributes such as the classification, registrant, and document keywords shown in the information 215 or a character string arbitrarily set by the user.
[0030]
Further, the electronic filing apparatus includes a registration notification document selection unit 111 for selecting a document based on the selection conditions set by the registration notification document selection setting unit 110, and registration notification data for creating notification data of the selected document. Generation means 112 is provided.
[0031]
FIG. 3 is a flowchart showing a registration document notification processing routine executed by the central processing unit 201. The notification processing routine is processing performed by the registration notification document selection unit 111.
[0032]
When a new registration is made in the document data management means 108 (step S301), a character string whose condition is set is searched from the text data of the newly registered document based on the selection condition set by the registration notification document selection setting means 110. . Alternatively, the document attributes such as the classification, the registrant, and the document keyword for which the conditions are set are compared with the document attributes of the newly registered document (step S302).
[0033]
It is determined whether or not the selected condition is satisfied (step S303). If the selected condition is satisfied, notification data of the registered document is generated by the registration notification data generating means 112 (step S304), and the generated notification is generated. The data is transmitted (step S305), and this routine ends. On the other hand, if the condition is not satisfied in step S303, the present routine is terminated.
[0034]
FIG. 4 is a flowchart showing a notification data generation processing routine in step S304. The notification data is generated by the registration notification data generation unit 112. When the generation of the notification data of the registered document is started (step S401), the document attribute is acquired from the document management unit 108 (step S402). It is determined whether or not an arbitrary character string is set as a selection condition by the registration notification document selection setting unit 110 (step S403). If the character string is set, characters in an arbitrary range including the set character string A column is extracted from the text data of the registered document (step S404).
[0035]
Further, even when a character string is not set, a character string set in an arbitrary range from the first text data of the text data of the registered document is extracted as notification data (step S405), and generated as a part of the notification data. The process ends (step S406). The notification data that finally notifies the registration is a document name, a registration name, and an arbitrary text string.
[0036]
FIG. 5 is an explanatory diagram showing an example of extraction of text data performed in steps S404 and S405. In the figure, reference numeral 501 denotes text data of a document that has been registered. A character string “character string search” indicated by an underline 502 is a character string set as a selection condition.
[0037]
503 is an example in which 15 characters before and after “character string search” are extracted, 504 is an example in which the reading point (,) before and after “character string search” is extracted, and 505 is a punctuation mark before and after “character string search” ( )).
[0038]
Furthermore, 506, 507, and 508 are examples in which text data is extracted when “character string search” is not set, and are examples showing the first 30 characters, up to the first reading point, and up to the first period, respectively. is there.
[0039]
As described above, by using a part of the character string of the registered document as a part of the notification data, the user can know the contents of the document to some extent.
[0040]
The document data managed by the document data management means 108 can manage not only document image data obtained by reading paper by a scanner and converting it into digital data, but also document data created by a general application such as a word processor. Therefore, the electronic filing apparatus of the present invention can be applied to general application data as well as document image data.
[0041]
Further, the electronic filing apparatus of the present invention may be applied to a system including a plurality of devices, or may be applied to an apparatus including a single device. Furthermore, it may be achieved by supplying a program to a system or an apparatus.
[0042]
【The invention's effect】
According to the onset bright, it is possible to know that the desired conditions are satisfied document (e.g. document the user relevant or interest) is newly registered, the user easily.
[Brief description of the drawings]
FIG. 1 is a block diagram illustrating a configuration of an electronic filing apparatus according to an embodiment.
FIG. 2 is an explanatory diagram showing a registration notification method in the electronic filing device.
FIG. 3 is a flowchart illustrating a registration document notification processing routine executed by a central processing unit 201;
FIG. 4 is a flowchart illustrating a notification data generation processing routine in step S304.
FIG. 5 is an explanatory diagram showing an example of extraction of text data performed in steps S404 and S405.
FIG. 6 is an explanatory diagram showing a registered document notification method of a conventional electronic filing device.
[Explanation of symbols]
102 document data input means 103 pre-registration processing means 104 registration data 107 registration means 108 document data management means 109 registration notification user setting means 110 registration notification document selection setting means 111 registration notification document selection means 112 registration notification data generation means 113 registration notification means

Claims (10)

User setting means for registering a user to be notified when a document is registered ;
From the newly registered document, the selection condition setting means for setting a selection condition for selecting a document to be notified to the user,
A document selecting unit that selects a document that matches the selection condition set by the selection condition setting unit from the newly registered document;
Notification data generation means for generating notification data including information on the document selected by the document selection means ,
A notification unit that transmits notification data generated by the notification data generation unit to notify the user that a document that matches the selection condition is newly registered. Filing device. The selection condition set by the selection condition setting means is a character string,
It said document selection means, before an electronic filing apparatus according to claim 1, wherein the selecting a document containing Kibun string. The notification data generation unit extracts a character string in a predetermined range including a character string set by the selection condition setting unit from text data of the document selected by the document selection unit, and sends a notification including the extracted character string. electronic filing apparatus according to claim 2, characterized in that to generate the data. 4. The electronic filing apparatus according to claim 3 , wherein the predetermined range is a range of a predetermined number of characters before and after a character string set by the selection condition setting unit . 4. The electronic filing apparatus according to claim 3 , wherein the predetermined range is a range determined based on a punctuation mark near a character string set by the selection condition setting unit . The selection condition set by the selection condition setting means is a document attribute,
2. The electronic filing apparatus according to claim 1 , wherein the document selecting unit selects a document having an attribute matching the document attribute . The notification data generating means, said extracted character string having a predetermined range from the text data of the selected document in the document selection means, according to claim 1, wherein the generating notification data including the extracted character string Electronic filing equipment. 8. The electronic filing apparatus according to claim 7 , wherein the predetermined range is a range of a predetermined number of characters from a head of text data of the document selected by the document selection unit . 8. The electronic filing apparatus according to claim 7, wherein the predetermined range is a range determined based on a first punctuation mark of text data of the document selected by the document selecting unit. Register the user to be notified when the document is registered ,
From among the newly registered documents, set a selection condition for selecting a document to be notified to the user ,
From the newly registered documents, select a document that meets the set selection conditions ,
Generate notification data including information about the selected document;
The fact that documents that match the selection criteria is newly registered to notify the user, to send notifications data equivalent the product, the registered document notification method for controlling the electronic filing apparatus.

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