JP4344605B2 - Document transmission / reception system and transmission / reception control program - Google Patents

Description

  The present invention relates to a document transmission / reception system and a transmission / reception control program capable of transmitting a document to a predetermined destination.

  The frequency of use of e-mail is increasing year by year, both in business and private. Along with that, e-mails have been used for inquiries and applications, as well as simple communications and notifications.

  In business, various documents are exchanged during contracts / negotiations and when projects are in progress. At this time, the user must check the format of the document and the destination of the document every time the document is created / sent, and as a result, send mail to another similar address. Mistakes can occur. Even in the application, the user is often confused about what content should be filled in using which form. In addition, since the submission destination is different for each application, there is a problem that it takes time to check the destination.

For example, Patent Document 1 proposes a system that efficiently manages a large number of data items by using a form database and an item-specific database in which data of each item related to field names in the form is registered. ing.
JP 2002-117368 A

  The above-described prior art has an advantage that various documents can be efficiently managed, and the sender / receiver can send or receive documents in units of forms, so that the contents can be easily understood. However, it is important not only to understand the contents of a document but also where to send it. In this technique, the sender of a document needs to be specified for each document as before.

  In recent years, a system has also been proposed in which a form is presented on a so-called web page and necessary items are entered in an input field in the form. However, in such a system, it takes technology and cost to develop web content, and there are cases where it is not profitable considering the cost effectiveness of development.

  An object of the present invention is to provide a system and a program that allow a user to easily create a predetermined document without mistakes and transmit the document to an appropriate destination. It is another object of the present invention to provide a system and a program that allow a user to transmit a document to an appropriate destination without using an existing computer and being aware of the destination.

  An object of the present invention is a document transmission / reception system including a web server and a mail server, wherein the web server uniquely identifies a document in accordance with an instruction from a registrant. A document storage database that stores information together with information, and an identification information storage unit that stores the document identification information in an information storage area of the document form, and the mail server includes the document identification information of the document, the document identification information, A document management database stored in association with an actual transmission mail address that is an original destination; a transaction management database stored in association with a transaction serial number and the document identification information in order to manage transactions in the mail server; Document form downloaded from web server Stored in the information storage area of the document attached to the received mail and the mail receiving means for receiving the document attached to the mail sent to the single mail address of the mail server. Based on the document identification information, referring to the document management database, the actual transmission mail address associated with the document identification information is specified, a transaction serial number is assigned, and the transaction identification number is associated with the document identification information. This is achieved by a document transmission / reception system comprising transmission destination specifying means stored in a DB and mail transmission means for transmitting the mail to the actual transmission mail address together with the attached document.

  As a result, the person (user) who fills in the necessary information on the document form can send an e-mail with the document attached to a single e-mail address (e-mail address of the e-mail server) regardless of the type of the document. That's fine.

  As the document identification information, a document ID that uniquely identifies a document may be used. Further, it is desirable that the information storage area of the document is basically inaccessible to the user so that the user cannot modify it. Of course, even if it is accessible, a hidden information area that the user is not aware of is usually used as the information storage area.

  In a preferred embodiment, the document management database can store document identification information of another document related to the document in association with the document identification information, and the transmission destination specifying means is attached to the mail. If it is determined that there are a plurality of related documents by referring to the document management database, the plurality of related documents are attached to a mail having a single transaction serial number.

  In another preferred embodiment, the transmission destination specifying means stores information specifying a mail sender in association with the transaction serial number in the transaction management database, and the information storage area of the document stores the information. If the transaction serial number is already added to the information storage area of the document attached to the mail received by the mail receiving means and configured to append the numbered transaction serial number, Based on the information for identifying the sender stored in association with the transaction serial number in the transaction management database, the data is transmitted to the identified sender.

  In still another preferred embodiment, the document management database is capable of storing information specifying a transmission right person indicating that the document management database has a right to transmit an email in association with the document identification information, and When the means includes a document management database including information identifying the right holder in association with the document identification information stored in the information storage area of the document, the mail is sent by the sender If there is, the mail is configured to be transmitted to the actual transmission mail.

In addition, the object of the present invention is to provide a document storage database for storing a document form together with document identification information for uniquely identifying the document in accordance with an instruction from the registrant, and an information storage area for the document form. A mail server that cooperates with a web server having identification information storage means for storing document identification information, and stores the document identification information of the document in association with the actual transmission mail address that is the original destination of the document A mail server comprising a document management database and a transaction management database that stores a transaction serial number and the document identification information in association with each other in order to manage transactions in the mail server;
Mail receiving means for receiving a document created from a document form downloaded from the web server and sent to a single mail address of the mail server, and a document attached to the received mail Based on the document identification information stored in the information storage area, the document management database is referred to, an actual transmission mail address associated with the document identification information is specified, a transaction serial number is assigned, and the document Transmission / reception control, wherein the transmission / reception control functions in association with identification information, and functions as a transmission destination specifying means for storing in the transaction DB, and a mail transmission means for transmitting the mail together with the attached document to the actual transmission mail address. It is also achieved by the program.

  In a preferred embodiment, the document management database can store document identification information of another document related to the document in association with the document identification information, and causes the mail server to function as the transmission destination specifying means. When it is determined that there are a plurality of related documents by referring to the document management database among the plurality of documents attached to the mail, the mail having a single transaction serial number is included in the related The mail server is operated so as to attach a plurality of documents to be attached.

  In another preferred embodiment, when the mail server functions as the transmission destination specifying means, the transaction management database stores information specifying a mail sender in association with the transaction serial number, and When the transaction sequence number is added to the information storage area of the document, and the transaction sequence number is already added to the information storage area of the document attached to the mail received by the mail receiving means in the information storage area of the document, The mail server is operated so that the mail is transmitted to the specified sender based on the information specifying the sender stored in association with the transaction sequence number in the transaction management database.

  In yet another embodiment, the document management database is capable of storing information identifying a transmission right person indicating the right to transmit mail in association with the document identification information, and the mail server When functioning as a transmission destination specifying means, if the document management database includes information specifying the transmission right holder associated with the document identification information stored in the information storage area of the document, an email is transmitted. If the person is a transmission right holder, the mail server is operated so that the mail is transmitted to the actual transmission mail.

  According to the present invention, it is possible to provide a system and a program that allow a user to easily create a predetermined document without mistake and transmit it to an appropriate destination. Furthermore, according to the present invention, it is possible to provide a system and a program that allow a user to transmit a document to an appropriate destination without using an existing computer and being aware of the destination.

  Hereinafter, embodiments of the present invention will be described with reference to the accompanying drawings. FIG. 1 is a block diagram showing an overall configuration including a document transmission / reception system according to the present embodiment. The document transmission system 10 according to the present embodiment includes a web server 12 and a mail server 14. As shown in FIG. 1, the web server 12 and the mail server 14 may be arranged adjacent to each other in a management center or the like and may be connected via a LAN, or may be arranged apart from each other and connected via a VPN or the like. good. The web server 12 and the mail server 14 are connected to client computers 16-1, 16-2,... Via a network (LAN or VPN). The web server 12 includes a form storage DB 18 in which a form creator stores forms to be used by other users. The mail server 14 also includes a document management DB 20 that manages transmitted and received documents and a transaction management DB 22 that manages communication transactions.

  As will be described later again, in the present embodiment, the person in charge of the company registers the form of the in-house document, and when the employee creates the necessary document, the client computer 16 operates the desired form. The data is downloaded from the web server 12 and necessary items are entered and transmitted to the mail server. As will be described later, the mail server 14 can determine the destination of the document from the information embedded in the document, and can transmit the document to an appropriate destination. Hereinafter, a person who registers a document form (in this embodiment, a person in charge of a company) is referred to as a “registrant”, and a person who downloads a document form and fills in necessary items is referred to as a “user”.

  FIG. 2A is a diagram for explaining a record configuration in the document management DB 20 connected to the mail server 14 according to the present embodiment. As shown in FIG. 2A, the record of the document management DB includes, as items, “document ID”, “document name”, “actual transmission address”, and “actual transmission address (broadcast)” used at the time of broadcast. , “Related document presence / absence”, “transmission right setting presence / absence”, and “transmission right person e-mail address”.

  “Document ID” is for uniquely classifying a document. “Document ID” is a key for specifying a record in the document management DB 20. The value of “document ID” may be determined in advance by department, application content, or the like. For example, the first predetermined digit (for example, 6 digits) represents a department, and the remaining predetermined digits (for example, 4 digits) are serial numbers. In the case of “jin001-0001”, “jin001” represents the personnel department, and “0001” represents the first in the serial number.

  The “document name” can be arbitrarily set by the registrant so that the user can easily identify the document. In this embodiment, since “document ID” is a key item, “document name” may be duplicated.

  The “real transmission address” allows the registrant to give a desired mail address as the destination of the document. For example, it is possible to set a mail address of the registrant himself or a mail address to be a destination for each document. When it is necessary to set another destination (transmission destination) such as a copy (so-called “cc”), a mail address is given to “actual transmission address (broadcast)”.

  “Presence / absence of related document” is a kind of flag. For example, when documents having different file formats are used in a set, it is desirable that these documents are simultaneously sent to a transmission destination (destination). Therefore, when the value of “document ID” is given to this flag, as will be described later, the associated set of documents can be sent to the transmission destination as an attached file of the same mail.

  “Transmission right setting presence / absence” is a flag, and it is possible to set whether or not to restrict the right to download the document and transmit it to the transmission destination. If this value is “1”, the transmission right setting is turned on. That is, it is set so that only those having the transmission right can transmit. The “transmission right person e-mail address” is given the e-mail address of the person in order to specify the person who has the transmission right when the “transmission right setting” is “1”.

  FIG. 2B is a diagram for explaining a record configuration in the transaction management DB. As shown in FIG. 2B, the record of the transaction management DB includes “transaction serial number”, “document ID”, “transaction status”, and “sender address” as items.

  The “transaction serial number” is a number assigned to the mail received by the mail server 14 and is a key item that uniquely identifies the mail itself. The “transaction serial number” may take the form of “date (yymmdd) −serial number 1 (sss) −serial number 2 (tt)”, for example. In this example, “serial number 1 = sss” is a three-digit integer that identifies a normal transaction. On the other hand, “sequential number 2 = tt” is a two-digit integer and is not within the scope of the present invention. However, when a certain mail is circulated sequentially to a plurality of recipients, “sequential number 2” is incremented. It can be used in the form.

  “Document ID” corresponds to a key item in the document management DB. “Transaction status” indicates the processing status. In this example, “0” indicates “reception status”, “1” indicates a state in which an email is transmitted to the “real address” that is the transmission destination, and “2” indicates a transmission completion notification. Each state transmitted to the caller is shown. “Sender address” corresponds to the mail address of the person who sent the mail. This “originating address” can be used, for example, when issuing a warning or notifying when a failure occurs in a transaction.

  Next, document registration by a registrant will be described. As shown in FIG. 3, when the registrant operates the client machine 16 to access the web server 12 (step 301), the web server 12 transmits an input form for document registration (step 302). FIG. 4 is a diagram showing an example of an input form for document registration. As shown in FIG. 4, the document registration form includes, as input items, “document type”, “document name”, “actual transmission address”, “actual transmission address (broadcast)”, “related document presence / absence”, “Transmission right setting presence / absence”, “transmission right person e-mail address”, “registration form storage location”, and “registered document name” are included. Among these input items, “document name”, “actual transmission address”, “actual transmission address (broadcast)”, “related document presence / absence”, “transmission right setting presence / absence”, and “sender right e-mail address” This corresponds to the item of the record in the management DB 20.

  In the present embodiment, the “document type” is used to specify the first predetermined line in the “document ID”. A list of “document types” is displayed by clicking a button, and a desired one can be selected from the list. As for the “registration form storage location”, the registrant can specify a desired location on the web server.

  When the registrant operates the client machine 16 to input or select necessary information in the input form and then turns on the send button, the input file in which the information has been input and the document file specified by the registered document name are displayed. Is transmitted to the web server 12 (step 303). The web server 12 assigns a document ID based on the received information (step 304). In this embodiment, the first predetermined digit (for example, 6 digits) is determined based on the “document type” input by the user, and serial numbers are assigned to the remaining digits (for example, 4 digits).

  Further, the web server 12 stores the generated document ID in a predetermined area (information storage area) in the received document (step 305). For example, a property information area can be used as an information storage area. It is desirable that the information storage area of the document is basically inaccessible to the user so that the user cannot modify it. However, even if accessible, an area of hidden information that the user is not aware of usually may be used as the information storage area.

  Next, the web server 12 stores the file together with the received information in the form storage DB 18 (step 306), and also sets the document ID and the value of the record item in the document management DB 20 among the received information as the mail server. 14 (step 307). The mail server 14 uses the received document ID as a key to perform other items (“document name”, “actual transmission address”, “actual transmission address (broadcast)”, “related document presence / absence”, “transmission right setting presence / absence”. , “Transmission right person e-mail address”) is generated (step 308) and stored in the document management DB 20 (step 309). In this way, registration of the document is completed.

  Next, processing after the user downloads a document will be described with reference to FIG. The user accesses the web server 12 (step 501), refers to the list of registered documents, and downloads necessary documents (step 502). The user refers to the downloaded document (form), fills in necessary items, activates the mailer, and sends a mail with the document filled with necessary items as an attached file to the mail server 14 (step 503). ). Here, for any document, the user may send a mail with the document attached to a unique mail address (the mail address of the mail server 14 in the present embodiment).

  When the mail is received, the mail server 14 executes automatic transmission processing for the real address (step 504), and transmits the mail to the destination of the document (step 505). 6 and 7 are flowcharts showing the automatic transmission process. Note that in a mail with a document attached, information such as a document ID is stored in an information storage area in the attached document, “with information”, and no information is stored as “no information”. Also called. In addition, the document attached to the e-mail will be verified as an attached file.

  When the mail server 14 receives the mail (step 601), the mail server 14 acquires the number of attached documents (number of attached files) in the mail (step 602). Next, for each attached document, it is checked whether there is information or not, and the number of attached files with information and the number of attached files without information are calculated (step 603). Hereinafter, the number of attached files with information is represented as “with information”, and the number of attached files without information is represented as “without information”.

  When “with information = 0” and “without information = 0”, since there is no attached file, a warning mail is returned to the caller (step 604). Even when “with information> 1” and “without information> 0”, a warning mail is returned to the caller (step 605). In this case, since there are two or more attached files with information and one or more attached files without information, the combination of the attached file with information and the attached file without information becomes unknown.

  On the other hand, if “with information = 1” and “without information = 0”, or “with information = 1” and “without information> 0”, the mail server 14 performs a transaction for the received mail. A serial number is assigned and the transaction management DB is updated (step 606). For example, when “with information = 1” and “without information = 0”, or “with information = 1” and “without information> 0”, “transaction number” indicates “sequential number 1” for each mail. It is only necessary that a serial number is assigned so that the serial number is incremented and a transaction serial number is assigned so that “serial number 2 = 00”. Next, the mail server 14 determines whether or not additional writing exists in the information storage area in the attached file (document) (step 607) In the present embodiment, the additional writing is information storage of the attached file. Transaction serial number already added to the area (not already assigned in step 606, but already exists in the information storage area when the mail is received) This is whether the received mail is a new mail As will be described later, when an e-mail is sent to the real address via the mail server 14, the information storage area of the attached file (document) contains a transaction. The serial number is also stored, so that the transaction serial number already exists means that the mail is a reply mail.

  If NO in step 607, the mail server 14 acquires the document ID from the information storage area of the attached file, searches the document management DB 20 using the acquired document ID as a key, and applies. A record is read (step 608). Next, the mail server 14 determines whether or not the document ID is included in “related document presence / absence” in the read record (step 609). If YES is determined in step 609, the mail server 14 refers to another attached file to identify the corresponding document and sends the document by the same mail. Necessary processing is executed (step 610). If “with information = 1” and “without information = 0”, or “with information = 1” and “without information> 0”, since there is one attached file with information, step 609 is performed. Even if it is determined to be No (No), or if it is determined to be Yes (Yes) in Step 609, no other attached file can be found, and therefore the related document is not specified by the processing in Step 610.

  Next, the mail server 14 refers to “transmission right setting presence / absence” in the record and determines whether transmission right is set (step 701). If the “transmission right setting presence / absence” is “0” (No in step 701), the mail server 14 adds a transaction serial number to the information storage area of the attached file (step 702). Next, the mail server 14 refers to the record acquired from the document management DB 20 and transmits a mail with an attached file to the “actual transmission mail address” (step 703). When the mail is transmitted, the mail server 14 changes the “transaction status” of the record in the transaction management DB 22 to “1” (step 704). Thereafter, the mail server 14 notifies the sender that the transmission of the mail with the attached file addressed to the actual transmission mail address is completed (step 705), and the “transaction status” of the record in the transaction management DB 22 is set to “ 2 "and the process ends (step 706).

  On the other hand, when the “transmission right setting presence / absence setting” is “1” (Yes in step 701), the mail server indicates that the mail address of the mail sender is “send” in the record of the document management DB 20. It is determined whether or not it is included in the “authority e-mail address” (step 707). If YES is determined in step 707, the process proceeds to step 702. On the other hand, if it is determined NO in step 707, the mail sender does not have the right to send the mail in the first place, so a warning message is sent to the sender by mail (step 708). ). Thereafter, the mail server 14 sets the “transaction status” of the record in the transaction management DB 22 to “22” (step 709).

  Next, a case where it is determined in step 603 that “with information> 1” and “without information = 0” will be described. This includes a plurality of mails with attached files, and necessary data such as a document ID is included in the information storage area of all attached files (documents). In this case, the processing from step 606 is repeated for the number of attached files. Since the transaction management DB 22 manages each attached file with “information”, in principle, a record of the transaction management DB 22 is generated for each mail with an attached file even if it is a single mail. However, since the related documents are attached together in a single mail, in that case, a record of the transaction management DB 22 is generated for the mail to which a plurality of attached files are added.

  If a transaction serial number is assigned to the attached file (step 606) and no additional writing exists in the attached file (No in step 607), the presence / absence of a related document is determined (step 608). The mail server 14 determines whether or not the document ID is included in the “related document presence / absence” in the record of the document management DB 20. If the document ID is included, the mail server 14 stores an unprocessed attached file (document). With reference to each document ID, a document including the same document ID as the document ID included in the “related document presence / absence” item is found, and processing for attaching this to the same mail is executed (step 610). ). The attached file (document) found here is excluded from the processing target from the next step 616. In this manner, if related documents are included in an attachment file of a single mail, they are attached to the mail having a single transaction serial number and transmitted to the real address.

  Next, if a transaction sequence number has been added to the information storage area of the attached file (document) (Yes in step 607), the mail server 14 uses the added transaction sequence number as a key and the transaction management DB 22 (Step 611), “sender mail address” is acquired from the record including the transaction serial number, and mail is transmitted to “sender mail address” (step 612). Thereafter, the “transaction status” of the record in the transaction management DB is changed to “1”. Next, the mail server 14 notifies the mail responder that the transmission of the mail with the attached file has been completed (step 614), and changes the “transaction status” of the record in the transaction management DB 22 to “2”. Then, the process ends (step 615).

  As described above, in the present embodiment, a document storing an identifier (“document ID” in the present embodiment) associated with the original mail address (real address) in the information storage area The document can be delivered to a predetermined person in charge by downloading it from the server and sending the document as an attached file to an e-mail addressed to a unique address. As a result, it is sufficient to send a mail to a single address (for example, “Allsection@jri.co.jp”) without checking the mail address of the person in charge who is the original address of the document.

  Further, in the present embodiment, the mail server extracts the real address associated with the registered document ID based on the document ID stored in the information storage area of the attached file (document) of the received mail. , Forward the mail with the attached file attached to the real address. Here, a plurality of related documents can be transmitted as a single mail attachment. Thereby, the person in charge who is the destination of the mail with the attached file can easily sort the attached file when the mail is received.

  In addition, if the transaction ID has already been added to the information storage area of the attached file of the received mail, the mail server determines that this is a reply mail from the person in charge, and originally sent the document. It is also possible to reply mail to the person. When sending a reply mail to the sender (steps 611 to 615 in FIG. 6), the last two digits of the transaction serial number are used so that the same attached file can be distinguished multiple times. May be.

Hereinafter, application examples of the present embodiment will be described.
[Self-assessment procedure]
There are many submissions to the Human Resources Department and Accounting Department in the company, and there are many cases where the submission destination is not one place. The related departments can easily digitize the paper application form by simply file it with a word processor or spreadsheet software and register it. Users can download the necessary documents from the web page for each document file, fill in the file, attach the file to the designated address, and send the e-mail.
For example, how to implement a performance reporting procedure system operated by the Human Resources Department will be described.

Performance reports are made every six months (second half of the first half). Each employee sets a performance target at the beginning of each period, and reports the results of the previous fiscal year when setting the target for the next period. In the past, each department manager distributed the form to the employees in the department, and each employee described the report and interviewed the immediate manager. After confirming the contents by interview, amend the report again and submit it to the superior. The report submitted was a process in which each department manager sent the report to the Human Resources Department at once. This took a lot of time from the head of the affiliation, and in departments with a large number of employees, it took a lot of time to include advisory work for unsubmitted people.
As a plan to reduce the operation of each department, there is a method in which the work of the Human Resources Department is distributed simultaneously to each employee → the content of the report received from each employee is confirmed → returned to each employee at the end of the period. Since simultaneous distribution and return are not simple sending tasks, considerable time and manpower are required.

Therefore, a process when the system according to the present embodiment is summarized for this work will be described.
(1) The personnel department registers a method for reporting performance in advance. When the reporting time comes, the user (each employee) accesses the method download web page and downloads and obtains the report.

In the performance report, two documents of “performance report cover” and “performance report details” are handled as a set. On the download web page, you can download two files by clicking on “Performance Report Format”. FIG. 8A shows an example of a record of a registered document management DB, and FIG. 9 shows an example of a download screen.
(2) The user completes the content using software suitable for the downloaded report.
(3) After the report is completed, the user has an interview with his direct supervisor. This is a traditional process, and you can use direct interviews, email or chat, and you can do things that suit your company or department.

(4) The user reflects the contents of the interview in the performance report. This is done using the adaptive software, as in the work of (2).
(5) When the report is completed, the user sends an email specifying this as an attached file to the common address. Since the performance report consists of two files, attach two at the same time.

  If the user does not send it directly to the Human Resources Department but sends it to the Human Resources Department after the final confirmation of the direct supervisor or affiliation manager, a mechanism of recollection may be incorporated. A recollection system can be realized by providing a recollection item in the document management DB or transaction management DB of the mail server and preparing a rebate management DB. In addition to the “sender information” added at the time of mail reception, it is necessary to add information such as status regarding the recollection to the information added to the information storage area of the attached file (document). By adding these, it is possible to construct a retrospective system that applies this system.

(6) Upon receiving the mail from the user, the mail server acquires the document ID from the information storage area of the attached file, searches the document management DB using it as a key, and acquires the actual transmission mail address. Also, a new record is created from the information and the transaction management DB is updated.

  In the system according to the present embodiment, when there are two or more attached files, if all of them are “information-added” documents, they are managed as a plurality of different transactions. Therefore, in principle, transmission to the recipient is also sent as a separate mail for each attached file. However, the receiving side (person in charge) receives the related files as separate mails, and therefore, if the same type of mail is received from a large number of persons, the association becomes difficult.

  Therefore, in the present embodiment, the related document is registered at the time of document registration, so that it can be understood which document ID has a set with the document. When the document ID of the attached file (document) of the received mail has related document information, other related attached files are attached to one mail together and transmitted to the actual transmission mail address. FIG. 8B is a diagram showing a record example of the transaction DB when the two documents shown in FIG. 8A are transmitted to a real transmission mail address as a single mail.

(7) The mail from the user is transmitted to the personnel department that is the actual transmission destination.
(8) The personnel department receives mail from the user received via the mail server.
(9) The person in charge of the personnel department adds the entry of the personnel department to the contents of the report as an attached file and performs processing such as tabulation.
(10) Return the report with the necessary information added to the employee. In that case, the report is attached to the mail server.

(11) The mail server performs processing for transferring the mail received from the personnel department to the corresponding employee. In this case, it is determined whether or not “transaction serial number” is added to the information storage area of the attached file (document). If there is a postscript, it is determined that the received mail is not a reply to the actual transmission mail address in the document management DB but a reply to the sender address in the transaction management DB, and the mail addressed to the sender address is transmitted.
(12) The employee who is the sender opens the reply mail from the personnel department and confirms the additional information in the attached report.

[Application procedure]
Lecture organizers register application forms such as correspondence courses and workshops. When a company or organization is acting as an application agent, the related application forms are collectively managed, and the user can apply by simply downloading the application required for him / her and sending it to a predetermined address.

[School and kindergarten contact, document submission]
Used to digitize what is currently done in paper, such as contact and submissions from schools and kindergartens. We digitize what is currently done on paper and place it on a web page. The user downloads when necessary for submission, fills in the necessary information, and sends it to a certain address, so that it is not necessary to check the submission destination, and it is possible to prevent the child from forgetting the deadline. Also, if you have siblings and you want to enter several similar items, you can reduce the creation time by copying.

  Schools and kindergartens can accept electronic documents simply by creating a simple word processor or the like without creating new web content. Even if you want to change the receiving place by grade or document, there is no need to manually distribute it after receiving it, and the person in charge can receive it directly by registering it as a separate document first. In addition, it can be used for submissions that are not used for a long time but only for this time, and it is also possible to contact parents directly by email from schools and kindergartens to encourage submission.

  The present invention is not limited to the above embodiments, and various modifications can be made within the scope of the invention described in the claims, and these are also included in the scope of the present invention. Needless to say.

  In the embodiment, when there is a related document at the time of document registration, the document ID is input. Here, when the mail server 14 receives the information, it is desirable not only to generate a record for input in the document management DB 20, but also to update a record having a document ID specified as a related document. Further, instead of inputting the document ID of the related document, other information for specifying the document may be input, or a method for specifying the related document using a link between the documents may be used.

FIG. 1 is a block diagram showing an overall configuration including a document transmission / reception system according to the present embodiment. FIG. 2A is a diagram for explaining a record configuration in the document management DB according to the present embodiment, and FIG. 2B is a diagram for explaining a record configuration in the transaction management DB. FIG. 3 is a flowchart showing document registration by a registrant. FIG. 4 is a diagram showing an example of an input form for document registration. FIG. 5 is a flowchart for explaining processing after the user downloads a document in this embodiment. FIG. 6 is a flowchart showing in more detail the transmission processing addressed to the real mail address according to the present embodiment. FIG. 7 is a flowchart showing in more detail the transmission processing addressed to the real mail address according to the present embodiment. FIG. 8A is a diagram illustrating a record example of the registered document management DB, and FIG. 8B is a diagram illustrating a record example of the transaction management DB. FIG. 9 is a diagram illustrating an example of a download screen.

Explanation of symbols

10 Mail transmission / reception system 12 Web server 14 Mail server 16 Client machine 18 Form storage DB
20 Document management DB
22 Transaction management DB

Claims (6)

A document transmission / reception system including a web server and a mail server,
The web server, in accordance with an instruction from a registrant, a document storage database that stores a form of the document together with document identification information that uniquely identifies the document;
An identification information storage means for storing the document identification information in the information storage area of the document form;
The mail server includes a document management database that stores the document identification information of the document in association with the actual transmission mail address that is the original destination of the document;
A transaction management database for storing transaction serial numbers and the document identification information in association with each other in order to manage transactions in the mail server;
Mail receiving means for receiving one or more documents created from a document form downloaded from the web server and attached to a mail sent to a single mail address of the mail server;
Based on the document identification information stored in the information storage area of the document attached to the received mail, referring to the document management database, the actual transmission mail address associated with the document identification information is specified, and the transaction A transmission destination specifying means for assigning a serial number and storing it in the transaction DB in association with the document identification information;
A mail transmission means for transmitting the mail together with the attached document to the actual transmission mail address;
The document management database can store document identification information of another related document to be transmitted as an attached file of the same mail as the document having the document identification information in association with the document identification information.
When a plurality of documents are attached to the mail, the transmission destination specifying unit stores a certain first document among the attached documents in the information storage area of the first document. When there is another document related to the first document with reference to the document management database based on the document identification information,
In the plurality of documents attached to the e-mail, a second document storing in the information storage area the same document identification information as the document identification information of the other related document stored in the document management database. Search for
A document transmission / reception system configured to attach the first document and the second document to a mail having a single transaction serial number. The transmission destination specifying means stores information specifying a mail sender in association with the transaction serial number in the transaction management database, and additionally writes the numbered transaction serial number in the information storage area of the document. And configured as
The mail sending means determines that the mail is a reply mail when a transaction serial number has already been added to the information storage area of the document attached to the mail received by the mail receiving means, and the transaction The mail is addressed to the specified sender based on the information specifying the sender of the mail stored in association with the transaction serial number in the management database. Item 4. The document transmission / reception system according to Item 1. The document management database is capable of storing information specifying a transmission right person indicating that the document management database has a right to transmit mail in association with the document identification information;
When the transmission destination specifying means includes information specifying the transmission right person in association with the document identification information stored in the information storage area of the document in the document management database, 3. The document transmission / reception system according to claim 1, wherein the document transmission / reception system is configured to transmit the mail to an actual transmission mail if it is a transmission right holder. In accordance with an instruction from the registrant, a document storage database that stores the document form together with document identification information that uniquely identifies the document, and identification information that stores the document identification information in an information storage area of the document form A mail server cooperating with a web server having storage means, a document management database storing the document identification information of the document in association with the actual transmission mail address that is the original destination of the document, and a mail In order to manage transactions in the server, a mail server comprising a transaction management database that stores transaction serial numbers and the document identification information in association with each other,
Mail receiving means for receiving one or more documents created from a document form downloaded from the web server and attached to a mail sent to a single mail address of the mail server;
Based on the document identification information stored in the information storage area of the document attached to the received mail, referring to the document management database, the actual transmission mail address associated with the document identification information is specified, and the transaction A destination identification unit that assigns a serial number, associates it with the document identification information, and stores it in the transaction DB; and
Along with the attached document, let it function as a mail transmission means for transmitting to the actual transmission mail address,
The document management database can store document identification information of another related document to be transmitted as an attached file of the same mail as the document having the document identification information in association with the document identification information.
When a plurality of documents are attached to the mail, the transmission destination specifying unit stores a certain first document among the attached documents in the information storage area of the first document. When there is another document related to the first document with reference to the document management database based on the document identification information,
In the plurality of documents attached to the e-mail, a second document storing in the information storage area the same document identification information as the document identification information of the other related document stored in the document management database. Search for
A transmission / reception control program configured to attach the first document and the second document to a mail having a single transaction serial number. When functioning the mail server as the destination specifying means,
In the transaction management database, the information identifying the sender of the mail is stored in association with the transaction serial number, and the numbered transaction serial number is added to the information storage area of the document, and
When the mail server functions as the mail transmission means,
If a transaction serial number has already been added to the information storage area of the document attached to the mail received by the mail receiving means, it is determined that the mail is a reply mail, and the transaction serial number is stored in the transaction management database. 5. The mail server is operated so as to send a mail addressed to the specified sender based on the information specifying the sender of the mail stored in association with the mail. The transmission / reception control program described in 1. The document management database is capable of storing information specifying a transmission right person indicating that the document management database has a right to transmit mail in association with the document identification information;
When functioning the mail server as the destination specifying means,
If the document management database includes information for identifying a right holder associated with the document identification information stored in the information storage area of the document, if the sender is a mail, The transmission / reception control program according to claim 4 or 5, wherein the mail server is operated so that the mail is transmitted to an actual transmission mail.

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