JP4207471B2 - Document management device - Google Patents

Description

[0001]
BACKGROUND OF THE INVENTION
The present invention relates to a document management apparatus that manages and provides a document according to a user's request.
[0002]
[Prior art]
2. Description of the Related Art Document management apparatuses have been developed that manage documents created, edited, and revised by users in a predetermined network environment such as in a company and share them among users. In addition, taking into account that application software used to create a document (for example, word processing software such as Microsoft's Word (trademark)) is not necessarily available to each person, a document edited with such software is used. In some cases, a file (rendition data) that is converted into a format such as text or PDF (Portable Document Format) as a browsing format is generated and shared with the original document.
[0003]
In such a conventional document management apparatus, when a document generated by, for example, a word (trademark) is received from a certain user as a registration target, the document is stored in a storage and predetermined rendition data for the document is generated. , Publish documents and rendition data for sharing. That is, when each user requests presentation of a specific document, the document and its rendition data list are provided, and the document or rendition data is provided in response to the request.
[0004]
Further, the document creator may revise the document. In this case, the revised document is newly registered as another document, and rendition data for the revised document is newly generated and released.
[0005]
[Problems to be solved by the invention]
As described above, in the conventional document management apparatus, every time a revised document is registered, rendition data about the revised document is generated and released. For this reason, in order not to publish rendition data for a document that is being revised, it is necessary to take a method of not publishing the document as a whole, such as making it possible to set the document to non-public. . Therefore, for example, a document in the Word (trademark) format (editable format) is desired to be disclosed and shared, but as rendition data that is a browsing format, it is desired to disclose the document created for the document before revision. It cannot meet detailed requirements and is not convenient.
[0006]
In addition, when a new document is registered for each revision of the document, there is a problem that only the revised document remains. Therefore, as a method of managing the document before and after the revision, the revised version of the editing document is managed for each document to be edited, and the current version of the document and the past version are provided in association with each other. There is a so-called reversion tool that makes it possible to browse documents. However, the reversion tool cannot specify the disclosure target in detail.
[0007]
The present invention has been made in view of the above circumstances, and an object thereof is to provide a document management apparatus capable of improving convenience.
[0008]
[Means for Solving the Problems]
The present invention for solving the problems of the above conventional example is a document management apparatus, for each document that has been sequentially revised, version data that holds the contents at the time of each revision in an edit format, Means for managing at least one rendition data as a viewing format generated in relation to the version data, and receiving the specification of the version data to be published out of the version data, A means for setting the designated version data as a publication target, and the designation of the rendition data to be published among the rendition data, and the designation is made regardless of the version data to be published. Means for setting the rendition data to be disclosed, and providing the document to the user When Shimesuru includes a version data has become the public interest, it is characterized by presenting a rendition data became public interest.
[0009]
The version / access right management includes means for setting the version data set as the disclosure target as non-public, and version / access right management means for managing the user's access right to each version data. The means retains the history of access right setting for each version data, and when the version data set as the disclosure target becomes private, the history about the version data is referred to as the disclosure target. It is also preferable that the access right before being set is set for the version data.
[0010]
The rendition data set as the disclosure target includes means for setting it as non-public, and rendition / access right management means for managing the user's access right to each rendition data. For each rendition data, the access right management means retains a history of setting the access right, and when the rendition data set as the disclosure target becomes private, the history about the rendition data is It is also preferable that the access right before being referred to and set as the disclosure target is set for the rendition data.
[0011]
Also, Reference example How to manage documents Is For each document that has been sequentially revised, at least one version as a viewing format generated in association with version data that retains the contents at the time of each revision in an editing format and any version data Rendition data, receiving the designation of the version data to be published among the version data, setting the designated version data as the publication target, and among the rendition data, Regardless of the version data that has been subject to publication, the designated rendition data is set as the publication target and the publication target is presented when the document is presented to the user. Present version data and rendition data to be disclosed It is characterized by a door.
[0012]
Further, according to an aspect of the present invention, in relation to any version data, the version data that holds the contents at the time of each revision in an edit format for each document that has been sequentially revised. Upon receiving the specification of the version data to be disclosed among the version data, the procedure for managing the generated at least one rendition data as a viewing format and publishing the specified version data In response to the procedure to set as a target and the specification of the rendition data to be disclosed among the rendition data, the specified rendition data is set as the disclosure target regardless of the version data to be disclosed When setting up and presenting the document to the user, And over John data, and the procedure for presenting the rendition data that became a public target, and document management program to be run.
[0013]
further, Reference example Document data structure Is For each revision made in the past for the document, a first data element that identifies version data that is an edit format of the revised version, and rendition data generated for the version data for each version data And the second data element that specifies the public attribute information that indicates whether or not the first data element and the second data element are to be disclosed.
[0014]
DETAILED DESCRIPTION OF THE INVENTION
Embodiments of the present invention will be described with reference to the drawings. According to the present embodiment, when managing a document that can be revised sequentially, it is specified in detail which revision version (version data) and browsing format (rendition data) are disclosed. By making it possible, convenience is improved. Specifically, as shown in FIG. 1, the document management apparatus 1 according to the present embodiment is configured to include a control unit 11, a storage unit 12, a storage 13, and a network control unit 14, via a network. Connected to the client device 2 on the user side.
[0015]
The control unit 11 of the document management apparatus 1 operates in accordance with a program stored in the storage unit 12, and performs document registration processing, document revision processing, rendition creation processing, disclosure setting processing, and access right setting processing. And basically running. Each of these processes will be described in detail later.
[0016]
The storage unit 12 holds a program executed by the control unit 11. The storage unit 12 also operates as a work memory for the control unit 11. The storage 13 stores the document and its related version data and rendition data. This storage 13 corresponds to means for managing version data and rendition data of the present invention. Specifically, the storage 13 manages each document with a data structure as shown in FIG. That is, the document includes an index information part (I), one or more version data parts (V), and one or more rendition data parts (R). The index information part (I) includes a document title and information for specifying version data to be published. Version data includes the title of the version, information identifying the rendition data (public rendition) that is set as a public target, and the rendition data (initial rendition) generated when the version data is registered Includes information for identifying and the entity of the version data. The rendition data portion includes the title of the rendition and the substance of the rendition data.
[0017]
The network control unit 14 distributes version data, rendition data, and the like via the network in accordance with instructions input from the control unit 11. Further, the network control unit 14 outputs a request for registration, revision, and provision of the document received via the network to the control unit 11.
[0018]
[Document Registration Process]
Here, the content of the specific process of the control part 11 is demonstrated. First, the control unit 11 receives a registration request for a new document from the client apparatus 2 via the network, generates a new index part of the document, and sets the document to be registered as editing format data (version data). The version data portion is generated based on the version data. Further, predetermined rendition data is created from the version data, and a rendition data portion is generated. These are associated with each other and stored in the storage 13 as a document.
[0019]
[Document revision processing]
The control unit 11 receives a revision request for the document thus registered, obtains a revised document, generates a new version data portion for the revised document, and generates a predetermined rendition from the version data. Generate data and rendition data part. Then, the newly generated version data portion and rendition data portion are associated with the document before revision and stored in the storage 13.
[0020]
[Rendition creation process]
The rendition creation process of the control unit 11 is a process for converting Microsoft Word (trademark) data registered as version data into a browsing format such as PDF (Portable Document Format). In addition, data in which the version data is held as it is as a browsing format is also used as rendition data.
[0021]
The control unit 11 generates rendition data in a format predetermined by the user or the administrator of the document management apparatus. Note that it is preferable that the type of rendition data to be generated can be set for each document. In this case, information indicating which type of rendition data is generated is stored in the index information part, and the control unit 11 refers to the information in the rendition creation process.
[0022]
[Setting process]
The control unit 11 receives a request to perform various setting processes for version data and rendition data from the client device 2, authenticates the user who made the request (for example, by a user name and a password), and the user Provides a list of documents registered by. Also, when a document to be set is specified from here, an interface for displaying property information (mainly information included in the index information portion) about the document is provided to the client apparatus 2 (FIG. 3). In the present embodiment, the control unit 11 operates as a Web server, and the interface screen is provided as a Web page.
[0023]
As shown in FIG. 3, the control unit 11 includes a button (B) for setting a version, an access right, and the like in this interface. When the user clicks the “version” button (requests a link associated with the version button), the control unit 11 presents version information (mainly included in the version data portion) (FIG. 4). ). In the interface shown in FIG. 4, the control unit 11 includes a list of registered version data (LV), a symbol (S) for identifying version data set as a disclosure target, and a version A list (LR) of rendition data generated for each data, and an “Edit” button (B) to be clicked when editing the version data portion such as setting of the disclosure target are included.
[0024]
[Publishing Settings]
When the user clicks the “Edit” button in FIG. 4, the control unit 11 provides an interface for changing the version data to be published as shown in FIG. 5 in response thereto. In this interface, a list of registered version data (LV), a list of rendition data (LR) generated for each version data, a radio button associated with each version data, and no disclosure A radio button group (BG) including radio buttons for designating and an “Apply” button (B) for registering the set contents are included.
[0025]
Here, when the user clicks a radio button associated with any version data to turn it on and clicks the “Apply” button, the corresponding version data is registered in the index information portion as a disclosure target. When the radio button for designating “not published” is clicked to turn it on, and when the “Apply” button is clicked, information indicating that there is no version data to be published is registered in the index information portion.
[0026]
When the user selects any version data and displays information about the selected version data (hereinafter referred to as “selected version”), as shown in FIG. 6, based on the version data. A list (L) of the created “Rendition data”, a symbol (S) indicating which rendition data is currently disclosed, and an “Edit” button (for editing information on the rendition data) B) is provided.
[0027]
If the user clicks the “Edit” button, a list of rendition data (L) as shown in FIG. 7, radio buttons associated with each rendition data, and “no public rendition” are displayed. An interface including a radio button group (BG) including radio buttons and an “Apply” button (B) for registering the set contents is provided.
[0028]
When the user clicks the radio button associated with any of the rendition data to turn it on and clicks the “Apply” button, the corresponding rendition data is made public and the version for the selected version is displayed. Registered in the data part. If you click the radio button to specify “Never published” to turn it on, and click the “Apply” button, information indicating that there is no rendition data to be published will be displayed in the version data part for the selected version. be registered. In this example, the rendition data to be published is selected from the list. However, in the setting of the publication target, an instruction on the format of the rendition data to be generated is received and the designated format is received. The rendition data may be generated, and the generated rendition data may be set as a disclosure target.
[0029]
There may be a plurality of version data and rendition data to be disclosed. That is, a plurality of radio buttons may be turned on. Also, other interface elements such as check boxes may be used instead of radio buttons.
[0030]
[Access right settings]
In the present embodiment, the access rights for each version data and each rendition data are individually managed, the access rights setting history for these is held, and the history is referred to in conjunction with the public settings, Access rights are set. Here, the access right is set for each user or each user group, for example, whether or not it is readable or writable.
[0031]
Specifically, the control unit 11 records, for each object data, a history of access right changes performed by the user on version data and rendition data (hereinafter collectively referred to as “object data”). keeping. Also, in this history, information indicating whether or not the object data has been made public when the change is made is associated with the contents of the change of the access right. Then, the control unit 11 sets the access right so that the object data set as the disclosure target can be read by each user.
[0032]
Further, when the object data to be disclosed is no longer disclosed (not disclosed), the control unit 11 determines the state of the access right before being disclosed from the access right change history for the object data. Refer to and set the access right of the object data so that it will be in the state of the access right before the disclosure target, and the access right that the user other than the user who registered the object data is unreadable Set.
[0033]
The access right setting process linked to the public setting is not necessarily required, and the administrator may select whether or not to perform the setting process.
[0034]
[Information provision processing]
Next, processing when the control unit 11 receives a request from the client device 2 to provide information regarding a registered document will be described. In this case, the control unit 11 starts the process shown in FIG. 8, and first specifies the document requested to be provided (S1). Then, information regarding the document is read from the storage 13, and the index information portion is referred to, and it is checked whether there is version data set as a publication target (S2). Here, if there is version data set as a disclosure target (if Yes), entity information of the version data (for example, a word (trademark) document itself) is copied to the storage unit 12 (S3). Next, each version data part included in the document is referred to, and it is checked whether or not there is rendition data set as a publication target in each version data part (S4), and the rendition set as the publication target is checked. If there is data (if Yes), the rendition data is copied to the storage unit 12 (S5). Then, a Web page that is an interface for providing a list of version data and rendition data copied to the storage unit 12 is generated and provided to the client device 2 that is a request source (S6).
[0035]
If there is no version data set as a disclosure target in process S2 (if No), the version data with the newest registration date is copied to the storage unit 12 (S7), and the process proceeds to process S4. If there is no rendition data set as the disclosure target in process S4 (if No), the rendition data generated from the version data with the newest registration date is copied to the storage unit 12 (S8), and process S6 is performed. Migrate to
[0036]
Further, when a request for obtaining version data or rendition data is made via the interface provided in step S <b> 6, the control unit 11 transmits a copy of the data to the storage unit 12 to the client device 2 that is the request source. .
[0037]
Here, the object data to be provided is temporarily stored in the storage unit 12, but instead, if a link (URL or the like) to each object data is provided in the process S6, the object data is stored. Copying to the section 12 is not always necessary.
[0038]
[Operation]
Next, the operation of the document management apparatus 1 according to this embodiment will be described. First, when a user makes a request to newly register a document “aaa.doc”, the document management apparatus 1 includes an index information part for the document “aaa.doc” and the “aaa.doc” in an edit format. A version data portion included as certain version data is generated and stored in the storage unit 13 in association with each other.
[0039]
Further, the document management apparatus 1 rendition data (here, “aaa.txt” (text format) and “aaa.pdf”) (“reading format”) according to a predetermined setting based on “aaa.doc”. PDF format) and a rendition data part including these are generated and stored in the storage unit 13 in association with the version data part. Here, the rendition data is generated when the document is registered. However, the rendition data may be generated not only when the document is registered but also when requested by the user. It is also preferable to be able to switch by setting whether to generate rendition data.
[0040]
Here, when the user modifies the registered document “aaa.doc”, the revised “aaa.doc” is stored in the storage unit 13 as new version data, and the revised “aaa.doc” is stored. Rendition data based on “.doc” is generated and stored in the storage unit 13.
[0041]
Thereby, the storage unit 13 is in a state where two version data and a total of four rendition data in both text / PDF format for each version data are registered in association with the document. In the following explanation, the object data related to the pre-revision is marked with “(1)” as “aaa.doc (1)” to indicate that it is the first version. For object data related to things, “(2)” is added as in “aaa.doc (2)” to indicate that it is the second version. Since both are identified by identifiers unrelated to the name, the same name “aaa.doc” is assigned.
[0042]
For example, when the user wants to publish the revised version data and the rendition data before the revision, for example, from the interface illustrated in FIG. (2) "is the subject of disclosure. Also, version data before revision is selected from the interface illustrated in FIG. 4, information about version data before revision is displayed, and an instruction to edit a list of rendition data generated from the version data is given (FIG. 4). 6), the interface shown in FIG. 7 is displayed, and the rendition data “aaa.txt (1)” and “aaa.txt” generated from the version data before revision are displayed here. pdf (1) ”is set as the disclosure target.
[0043]
When another user requests the provision of the document, the document management apparatus 1 sends the revised version data set as the disclosure target and the rendition data based on the version data before the revision to the other document. Provide to users. That is, “aaa.doc (2)”, “aaa.txt (1)”, and “aaa.pdf (1)” are presented.
[0044]
As described above, according to this embodiment, for example, a document in a word (trademark) format (editable format) is desired to be disclosed and shared. However, as rendition data that is a browsing format, It is possible to meet the detailed demands of wanting to publish the document created, and the convenience can be improved.
[Brief description of the drawings]
FIG. 1 is a block diagram showing a configuration of a document management apparatus and its connection state according to an embodiment of the present invention.
FIG. 2 is an explanatory diagram illustrating an example of a data structure of a document in the document management apparatus according to the embodiment of the present invention.
FIG. 3 is an explanatory diagram showing an example of an interface provided by the document management apparatus according to the embodiment of the present invention.
FIG. 4 is an explanatory diagram showing an example of an interface provided by the document management apparatus according to the embodiment of the present invention.
FIG. 5 is an explanatory diagram showing an example of an interface provided by the document management apparatus according to the embodiment of the present invention.
FIG. 6 is an explanatory diagram showing an example of an interface provided by the document management apparatus according to the embodiment of the present invention.
FIG. 7 is an explanatory diagram showing an example of an interface provided by the document management apparatus according to the embodiment of the present invention.
FIG. 8 is a flowchart illustrating an example of a document providing process.
[Explanation of symbols]
DESCRIPTION OF SYMBOLS 1 Document management apparatus, 2 Client apparatus, 11 Control part, 12 Storage part, 13 Storage part, 14 Network control part.

Claims (4)

For each document that has been sequentially revised, at least one lenght as a viewing format is generated in association with version data that retains the contents at the time of each revision in an editing format and any version data. Means for managing the condition data;
Means for receiving the specification of the version data to be published out of the version data, and setting the designated version data as the publication target;
Receiving designation of rendition data to be published among the rendition data, regardless of the version data to be published, means for setting the designated rendition data as a publication target;
Including
When presenting a document to a user, a document management apparatus characterized by presenting the version data to be disclosed and the rendition data to be disclosed. The document management apparatus according to claim 1,
Means for setting the version data set as the disclosure target as non-public,
Version / access right management means for managing user access rights to each version data,
The version / access right management means holds the history of access right setting for each version data, and when the version data set as the disclosure target becomes private, the history about the version data is A document management apparatus characterized in that an access right before being set as a disclosure target is set for the version data. The document management apparatus according to claim 1 or 2,
Means for setting the rendition data set as the disclosure target as non-public,
Rendition / access right management means for managing the user's access rights to each rendition data,
The rendition / access right management means keeps a history of the access right settings for each rendition data, and when the rendition data set as the disclosure target becomes private, the rendition data The document management apparatus is characterized in that the access right before being set as a disclosure target is set for the rendition data. On the computer,
  For each document that has been sequentially revised, at least one lenght as a viewing format is generated in association with version data that retains the contents at the time of each revision in an editing format and any version data. The procedure for managing the condition data,
  Among the version data, receiving a specification of version data to be published, and setting the designated version data as a publication target;
  Among the rendition data, receiving the designation of the rendition data to be published, regardless of the version data to be published, the procedure for setting the designated rendition data as the publication target;
  A procedure for presenting the version data to be published and the rendition data to be published when the document is presented to the user;
  A document management program characterized by causing

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