JP4592253B2 - Document management device - Google Patents

Description

[0001]
BACKGROUND OF THE INVENTION
The present invention relates to a document management technique, and more particularly to a technique for setting a macro execution process for a document file.
[0002]
[Prior art]
With the development of network technology, information devices such as computers, printers and fax machines have been connected to the network. Networking is not limited to a local area network (hereinafter simply referred to as “LAN”) within a limited range, for example, in-house or in a building, but is a global network, so-called wide area network (hereinafter simply referred to as “WAN”). It has expanded to.
As such infrastructure has been developed, e-mail, FTP (File Transfer Protocol), web pages, etc. have been widely used in business scenes, for example.
[0003]
As network technology is used in business, the actual business system is gradually changing. One of them is the introduction of a workflow system. This system improves the efficiency of work by electronically transmitting the conventional work, which was done by sequentially circulating paper-based circulation documents such as slips, forms, and approval documents, to the computers of each person in charge. (Patent Document 1). In addition, as represented by an intranet, an electronic bulletin board is also used to realize information sharing among specific users.
[0004]
[Patent Document 1]
JP 11-219393 A [Problems to be solved by the invention]
In managing document files, it is common practice to set processing for document files in advance. However, a method for changing the processing contents according to the progress of the processing for the document file has not been proposed so far, and the merit of networking cannot be fully enjoyed.
[0005]
The present invention has been made in view of the above problems, and an object of the present invention is to provide a technique for setting a process corresponding to a browsing state for a document file.
[0006]
[Means for Solving the Problems]
One embodiment of the present invention is a document management apparatus .
This device includes a presentation means an electronic document file is presented in a given authorized user to browse the document file,
Displays a macro setting screen for setting a macro that describes a series of processing instructions to be executed when the document file is browsed by a predetermined monitoring target person among the predetermined browsing target persons. Display means;
The series of processing commands set in accordance with the macro setting screen, which are executed when the document file is browsed by the predetermined monitoring target person among the predetermined browsing target persons, are described in the macro Registration means for registering in association with the document file;
Detecting means for detecting that the predetermined monitoring subject has viewed the document file;
Macro execution means for executing a macro corresponding to the document file when the detection means detects that the predetermined monitoring subject has viewed the document file;
The macro setting screen
A setting for selecting one or more browsing target persons from among the predetermined browsing target persons browsing the document file and designating the predetermined monitoring target person, or a condition that satisfies certain conditions as the monitoring target person A monitoring target person setting area that accepts settings for specifying a specific person,
When a plurality of the monitoring subjects are set in the monitoring subject setting area, the macro is triggered when the document file is browsed by all or one of the set monitoring subjects. A macro execution condition setting area for accepting the setting of a macro execution condition for specifying whether to execute processing by the execution means;
A macro processing content setting area that accepts processing content settings to be set in the document file,
The registration means includes
The monitoring target set according to the macro setting screen, the macro execution condition, and the processing content are received, and according to the received content, according to the received processing content, as in (i) or (ii) below. Describe the series of processing instructions to be processed in a macro,
(I) When one person to be monitored or an unspecified person who meets certain conditions is set as the person to be monitored in the person to be monitored setting area, the document file is created by the person to be monitored. A macro that is executed by the macro execution means in response to being viewed;
(Ii) When a plurality of the monitoring subjects are set in the monitoring subject setting area, the plurality of monitoring set based on the macro execution conditions set in the macro execution condition setting area A macro to be executed by the macro execution means when the document file is viewed by all or any of the target persons,
Register the described macro in association with the document file,
The detection means specifies the predetermined monitoring target person using the macro execution condition, and detects browsing of the specified predetermined monitoring target person . As a result, processing registered in advance is executed when a predetermined monitoring target person or an unspecified person who meets certain conditions browses the document file. Therefore, the macro can be set and executed according to the browsing situation.
[0007]
The “document file” is digital data including, for example, a character string, an image, sound, and the like. In an actual system, this digital data is transmitted to a circulation target person's computer (hereinafter, simply referred to as “client”), analyzed on the client side, and output as display or sound. Thus, the “document file” includes not only a conventional paper-based document converted into an image file but also digital data such as a file generated by a predetermined application and an audio file.
[0008]
The user here refers to a person who browses a document file, but in the case of using it in the sense of a person who is authorized to view a predetermined document file, it is referred to as a “viewing person”. “Presentation” includes not only active means for prompting the user to know the document file by e-mail but also passive means for posting the document file on the electronic bulletin board and waiting for the user's notice. Including. The “predetermined user” may mean a person who is to view the document file, but among those who are to be read, the person whose browsing can trigger the macro (hereinafter referred to as “monitored person”) May also mean. The “macro” includes not only a series of processing commands to be executed, but also settings of a browsing target person and a monitoring target person.
[0009]
The browsing detection timing may be when the user opens the document file, or when the user notifies the user that the contents of the document file have been acknowledged. Alternatively, when a predetermined process such as an approval process is completed on a document file, or when a user notifies it, the time may be detected.
[0010]
The apparatus may further include means for providing a macro setting screen to the client terminal via the network , and using the macro setting screen to accept registration of the monitoring subject from the client terminal via the network. Alternatively, the apparatus may further include means for providing a macro setting screen to the client terminal via the network, and using the macro setting screen to receive a series of processing command registrations from the client terminal via the network. . For example, when the personal computer is a client terminal, this terminal generally has a keyboard and a mouse, and various inputs are easy. On the other hand, especially when the document management device is a server-dedicated device, the document management device often does not have a so-called graphical user interface, and the input is not efficient. Therefore, according to this apparatus, since registration of users and macros can be realized by an efficient user interface of the client terminal, setting to the document management apparatus can be performed efficiently.
[0011]
In addition , the registration means, in the macro processing content setting area of the macro setting screen, print processing of the document file and printer to be printed, deletion processing, mail transmission processing and mail transmission destination, fax transmission processing and fax transmission destination, archive storage processing It is possible to accept a setting for performing a bulletin board publishing process or a deleting process from the bulletin board.
It should be noted that any combination of the above-described constituent elements and a conversion of the expression of the present invention between a method, an apparatus, a system, a recording medium, a computer program, etc. are also effective as an aspect of the present invention.
[0012]
DETAILED DESCRIPTION OF THE INVENTION
FIG. 1 shows an outline of the embodiment. This embodiment is used for the following purposes. That is, depending on the document file, there is a situation that “if the general manager class browses, it may be disclosed in the section manager class”. In such a case, in general, the manager class browses and sets the release to the manager manually. However, there is a more convenient browsing method in a situation where the document file is digitized. Here, it is automatically detected that a specific manager has browsed, and triggered by that, a macro that has been set in advance is opened, and the document file is made public to the section manager class. To automate. Thereby, more convenient document management is realized.
[0013]
This figure shows a process of presenting a document file named “in-house project progress” by utilizing a macro. This document file is first circulated to the three directors (A, B, C) in turn, and when the manager C browses it, the eight managers (D, E,..., K) are e-mailed. Sent by. In this example, the person to be browsed is three general managers (A, B, C), and the person to be monitored is the general manager C. The browsing target person, the monitoring target person, and the setting of “e-mail transmission processing to the section manager class” correspond to the macro. With this macro, it is possible to set the processing for a document file that “may be notified to all section managers after circulation to the general manager class”. As a result, a person who manages the document file (hereinafter simply referred to as “document manager”) can realize a desired process without monitoring the browsing state of the document file. Note that conditions for macro execution, such as “the manager C has browsed the document file” in the present embodiment, are hereinafter referred to as “macro execution conditions”.
[0014]
FIG. 2 is a configuration diagram of the document management system 10 according to the embodiment. The document management apparatus 100 provides a document file to a plurality of terminals (hereinafter simply referred to as “client 14”) such as the first client 14a and the second client 14b connected via the LAN 16. In the present embodiment, the document management apparatus 100 is, for example, an apparatus having a fax function, a scanner function, a printer function, a printer server function, a fax server function, a copy function, or an MFP (Multi Functional Peripheral) having a plurality of functions. It may be incorporated into. The document management apparatus 100 uses such a function to acquire a document file via, for example, the WAN 12 or the LAN 16 or directly acquires a document file using a scanner function, but the acquisition method itself does not matter.
[0015]
FIG. 3 is an internal configuration diagram of the document management apparatus 100 of FIG. Each component of the document management apparatus 100 is centered on an arbitrary computer CPU, memory, a program for realizing the components shown in the figure loaded in the memory, a storage unit such as a hard disk for storing the program, and a network connection interface. However, it will be understood by those skilled in the art that there are various modifications in the implementation method and apparatus. Each drawing described below shows a functional unit block, not a hardware unit configuration.
[0016]
The input unit 102 receives a document file via the receiving unit 104 that is an interface with the WAN 12 or the LAN 16 using any one of functions such as a fax function, a scanner function, an e-mail receiving function, and a file server function. Further, the input unit 102 receives an operation from the client terminal via the receiving unit 104 for macro setting from the client 14. Further, there is a case where an input is directly received from a key of the document management apparatus 100 without going through the receiving unit 104. The “key” here includes not only the general operation means on the front panel of the document management apparatus 100 main body but also a soft key displayed on the screen of the document management apparatus 100. The input processing of the input unit 102 described above is an example, and the input unit 102 is a block for responding to some input signal to the document management apparatus 100.
[0017]
The document storage unit 180 stores the document file received from the input unit 102. The user information storage unit 320 stores user information received from the input unit 102. The “user information” is information about all users who can be browsing users of document files stored in the document storage unit 180. The macro storage unit 250 stores a macro associated with the document file.
[0018]
The macro setting unit 400 sets a macro for a document file according to an instruction from the input unit 102. The macro setting unit 400 reads the user information from the user information storage unit 320 and sets the browsing target person and the monitoring target person in the macro storage unit 250. The macro setting unit 400 sets macro processing contents and macro execution conditions for each document file.
[0019]
The document presentation unit 200 presents a document file via the providing unit 700. Presentation of the document file is performed in response to an instruction to present the document file from the input unit 102 or the macro execution unit 500. When the document presentation unit 200 receives a document file presentation instruction, the document presentation unit 200 reads a document file to be presented from the document storage unit 180. Next, the user information stored in the user information storage unit 320 is searched for a person to be browsed for the document file designated by the macro storage unit 250, and the document file is presented via the providing unit 700.
[0020]
The browsing detection unit 300 detects browsing of a document file via the input unit 102. The browsing detection unit 300 reads macro execution conditions from the macro storage unit 250 when browsing is detected via the input unit 102. When the browsing detection unit 300 determines that the macro execution condition is satisfied, the browsing detection unit 300 instructs the macro execution unit 500 to execute it. The macro execution unit 500 executes the macro specified via the providing unit 700. Based on the user information read from the user information storage unit 320, the macro execution unit 500 provides predetermined processing via the providing unit 700 to the user who is the execution target of the macro. Referring to FIG. 1, the macro execution unit 500 reads the e-mail address information of all section managers from the user information storage unit 320 through browsing by the manager C, and through the providing unit 700, Execute mail transmission processing to the section manager class.
[0021]
The providing unit 700 provides the service of the document management apparatus 100 to the client 14. The providing unit 700 transmits data held by the document management apparatus 100 such as a document file and a macro content to the client 14. The providing unit 700 provides the service via the transmitting unit 702 when transmission processing is necessary for executing the macro. In the case where the execution of the macro can be realized only by the main body function of the document management apparatus 100, for example, printing processing by the main body of the document management apparatus 100, the providing unit 700 provides a predetermined service without using the transmission unit 702. Do.
[0022]
Hereinafter, a process in which the document manager sets a macro to be executed when the monitoring target person browses a document for performing business communication with the development department will be specifically described. When the document manager requests the document manager 100 to create a new macro, the document manager displays various setting screens shown in FIG. When the document manager requests the document management apparatus 100 to create a new macro from the client 14, the document management apparatus 100 may transmit the user interface screen image itself, or the document management apparatus 100. May send only the setting data, and the client 14 may construct an image of the user interface screen.
[0023]
FIG. 4 shows the document file selection screen 202. In the document file selection screen 202, the document manager selects a document file that is a target for macro setting and editing. The document file selection area 204 displays a list of document files stored in the document storage unit 180. The document ID display area 206 displays information (hereinafter referred to as “document ID”) for specifying a document file. The document file name display area 208 displays the name of the document file. The macro setting state display area 210 displays whether or not a macro is set for each document file. You can also select a document file for which macro settings have already been made and edit the macro. The document manager selects a desired document file using the document file name display area 208 and the document file selection button 212.
[0024]
In the figure, a document file named “development department business communication” is selected. This document file has no macro set. When selecting a document file, simple incidental information such as the first few lines of the document file or a memo about the document file may be displayed.
[0025]
FIG. 5 shows the macro setting screen 214. The macro setting screen 214 is displayed when the document manager selects a document file on the document file selection screen 202. On the macro setting screen 214, the document administrator sets a desired macro by making various inputs to a predetermined document file. It is also possible to define only the macro and associate the macro with the document file later. This figure shows a macro setting screen 214 for setting a macro for a document file named “development department business communication” described above.
[0026]
The macro setting selection area 220 accepts selection of whether or not to set a macro. In the figure, since “set processing” is selected, macro setting is accepted in the macro setting area 222. The monitoring target person setting area 224 receives selection of the monitoring target person. There may be a plurality of monitoring subjects. Further, as shown in the figure, an unspecified person who satisfies a certain condition such as “final reader” as well as the name of the person to be browsed may be set as the person to be monitored. In the figure, “tanaka” and “oka” are selected. The macro execution condition setting area 226 receives macro execution condition settings when a plurality of monitoring subjects are selected in the monitoring subject setting area 224. In this figure, since “all” is selected, as a result, “all of Tanaka and oka have browsed”, that is, “AND condition” becomes the macro execution condition. In the macro execution condition setting area 226, more complicated conditions may be set.
[0027]
The macro processing content setting area 230 shows the specific content of the macro processing set for the document file. A process can be specified by checking the macro process check box 232 from various processes listed in the macro process content setting area 230. In the figure, “print” processing and “delete” processing are designated. The printer selection button 234 selects a printer that performs printing processing. By pressing the printer select button 234, the setting screen of the printer is displayed, it is possible to set the printer. The mail transmission destination input field 236 accepts designation of a destination when performing mail transmission processing. The fax transmission destination input field 238 accepts designation of a destination when performing fax transmission processing. In the mail transmission destination input column 236 and the fax transmission destination input column 238, a plurality of destinations may be designated. After completing the process setting, the macro setting button 240 is pressed to complete the macro setting for the document file. With the above operation, processing for sending an e-mail and deleting the document file is set for the document file “development department business communication” when the aforementioned macro execution conditions are satisfied.
[0028]
FIG. 6 shows the data structure of the macro storage unit 250. A document ID column 252 indicates a document ID. The document file name column 254 displays the name of the document file stored in the document storage unit 180. The monitoring target person column 256 displays the monitoring target person of each document file. The macro execution condition column 258 displays macro execution conditions. “AND” means that the macro associated with the document file is not executed unless all of the monitoring subjects listed in the supervisory subject column 256 browse the document. “OR” indicates that the macro associated with the document file is executed if any of the monitoring subjects listed in the supervisory subject column 256 views the document. In the figure, the document file “sales report 2002-B” with the document ID 4 has a monitoring target “final viewer” and only one person is set. Therefore, the macro execution condition is not displayed in the macro execution condition column 258.
[0029]
The macro processing content column 260 shows the processing content associated with each document file. In the figure, “mail transmission” processing and “deletion” processing are performed on the document file “development department business communication”, but “printing” processing is not performed. The document manager column 262 displays the document manager. The document manager may be one person or a plurality of persons belonging to a specific group. Further, a document file “sales report 2002-A” may be in a form in which a macro can be freely edited by all users without particularly placing a document manager. The macro processing status column 264 indicates whether or not the macro specified for the document file has been executed.
[0030]
FIG. 7 summarizes the data structure of the macro storage unit 250 from the relationship between the person to be viewed and the person to be monitored of each document file. A document ID column 270 indicates a document ID. The browsing target person column 272 shows a list of browsing target persons. With regard to the document file “development department business communication”, seven persons from “tanaka”, “kato” to “suzuki” are designated as viewing subjects. For the browsing target who has already been browsed, some mark may be given, such as the color of the corresponding column is reversed. The document file “development department business communication” in the figure shows that five people “tanaka”, “hirata”, “yamamoto”, “ito”, and “suzuki” have already been viewed.
[0031]
The monitoring target person column 274 shows a list of monitoring target persons. In the document file “development department business communication” in the same figure, “tanaka” and “oka” are designated as monitoring subjects. The macro execution condition column 276 indicates the macro execution condition and is the same as the macro execution condition column 258 in FIG. The macro processing status column 278 indicates whether or not the macro specified in the document file has been executed, and is in agreement with the macro processing status column 264 in FIG. In the case of the document file “development department business communication” in the figure, it is a macro execution condition that both “tanaka” and “oka” browse the document file. However, since “oka” has not been browsed yet, the macro has not been executed.
[0032]
FIG. 8 is a flowchart of processing from when the browsing detection unit 300 in FIG. 3 detects browsing until the macro execution unit 500 executes the macro. The browsing detection unit 300 in FIG. 3 detects browsing of a document file by a browsing target person via the input unit 102 (hereinafter, a signal output when browsing of a predetermined document file is detected is referred to as “browsing detection”. Signal "). If the input signal received from the input unit 102 is not a document file browsing detection signal, the browsing detection unit 300 returns to waiting for the browsing detection signal again (N in S10). If it is a browsing detection signal by the person who is browsing the document file (Y in S10), it is recorded in the macro storage unit 250 that the predetermined browsing person has completed browsing the document file (S11). ).
[0033]
If the person who performed the browsing is not the person to be monitored, the browsing detection unit 300 returns to waiting for the browsing detection signal again (N in S12). If the person who performed the browsing is a monitoring target person (Y in S12), the fact that the predetermined monitoring target person has browsed the document file is recorded in the macro storage unit 250 (S13). The browsing detection unit 300 checks the browsing state of the document file in the macro storage unit 250, and if the macro execution condition is not satisfied, the browsing detection unit 300 returns to waiting for a browsing detection signal (N in S14). If the macro execution condition is satisfied (Y in S14), the macro execution unit 500 executes a predetermined macro (S15).
[0034]
As described above, according to the embodiment, it is possible to set a predetermined macro to be executed when a document file managed by the document management apparatus is browsed by a specific viewing target person. As a result, for example, even if the document file is secretly managed, a process in a case where the document file may be disclosed in the department can be set in advance after the important browsing target person browses it. As a result, a technique for managing the document file according to the browsing situation is realized.
[0035]
The present invention has been described based on the embodiments. The embodiments are exemplifications, and it will be understood by those skilled in the art that various modifications can be made to combinations of the respective constituent elements and processing processes, and such modifications are within the scope of the present invention. .
[0036]
As a modification, the macro setting unit 400 may be able to set a plurality of macros in a single document file. That is, if one macro execution condition is satisfied, a certain macro is executed. If another macro execution condition is further satisfied, another macro is executed.
[0037]
【The invention's effect】
According to the present invention, it is possible to perform macro execution processing according to the browsing state of a document file, and it is possible to provide a highly convenient document management technique.
[Brief description of the drawings]
FIG. 1 is a diagram showing an outline of an object of the present invention.
FIG. 2 is a configuration diagram of a document management system according to the present embodiment.
3 is an internal configuration diagram of the document management apparatus of FIG. 2;
FIG. 4 is a diagram illustrating an example of a document file list display screen.
FIG. 5 is a diagram illustrating an example of a macro setting screen.
6 is a diagram illustrating an example of a data structure of a macro storage unit in FIG. 3;
7 is a diagram showing another example of the data structure of the macro storage unit in FIG. 3; FIG.
8 is a flowchart of processing from a browsing detection unit to a macro execution unit in FIG. 3;
[Explanation of symbols]
DESCRIPTION OF SYMBOLS 10 Document management system, 102 input part, 180 document storage part, 200 document presentation part, 250 macro storage part, 300 browsing detection part, 320 user information storage part, 400 macro setting part, 500 macro execution part, 700 provision part.

Claims (4)

Presenting means for presenting an electronic document file to a predetermined viewer who browses the document file ;
Displays a macro setting screen for setting a macro that describes a series of processing instructions to be executed when the document file is browsed by a predetermined monitoring target person among the predetermined browsing target persons. Display means;
The document file is executed in response that it has been viewed by the predetermined person to be monitored in said predetermined authorized user, the series of processing instructions that are configured in accordance with the macro setting screen, described the macro Registration means for registering in association with the document file;
Detecting means for detecting that the predetermined monitoring subject has viewed the document file;
Macro execution means for executing a macro corresponding to the document file when the detection means detects that the predetermined monitoring subject has viewed the document file;
The macro setting screen
A setting for selecting one or more browsing target persons from among the predetermined browsing target persons browsing the document file and designating the predetermined monitoring target person , or a condition that satisfies certain conditions as the monitoring target person A monitoring target person setting area that accepts settings for specifying a specific person,
When a plurality of the monitoring subjects are set in the monitoring subject setting area, the macro is triggered when the document file is browsed by all or one of the set monitoring subjects. A macro execution condition setting area for accepting the setting of a macro execution condition for specifying whether to execute processing by the execution means ;
A macro processing content setting area that accepts processing content settings to be set in the document file,
The registration means,
The macro settings Ki監 visual subject before that is set according to the screen, the macro execution condition, and accepting the processing content in accordance with content of reception, as shown in the following (i) or (ii), the process content accepted Describe the series of processing instructions to be processed according to the macro ,
(I) When one person to be monitored or an unspecified person who meets certain conditions is set as the person to be monitored in the person to be monitored setting area, the document file is created by the person to be monitored. A macro that is executed by the macro execution means in response to being viewed;
(Ii) When a plurality of the monitoring subjects are set in the monitoring subject setting area, the plurality of monitoring set based on the macro execution conditions set in the macro execution condition setting area A macro to be executed by the macro execution means when the document file is viewed by all or any of the target persons,
Register the described macro in association with the document file ,
The document management apparatus , wherein the detection unit specifies the predetermined monitoring target person using the macro execution condition, and detects browsing of the specified predetermined monitoring target person .   The macro setting screen is provided to a client terminal via a network, and the macro setting screen is further used to receive registration of the monitoring target person from the client terminal via the network. Document management device.   The said macro setting screen is provided to a client terminal via a network, It further has a means to receive registration of the said series of process commands from the said client terminal via the said network using the said macro setting screen. Document management device.   In the macro processing content setting area of the macro setting screen, the registration unit is configured to print the document file and the printer to be printed, delete processing, mail transmission processing and mail transmission destination, fax transmission processing and fax transmission destination, archive The document management apparatus according to any one of claims 1 to 3, wherein the document management apparatus receives a setting for performing one of a storage process, a bulletin board publication process, and a deletion process from the bulletin board.

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