JP4609528B2 - Document management apparatus and document management program - Google Patents

Description

  The present invention relates to a document management apparatus and a document management program which are applied to an image forming apparatus or the like and have a box function capable of sorting and storing documents (including image data).

  In recent years, in addition to the function of printing out received print data and facsimile data immediately, image forming apparatuses have a function of temporarily storing electronic data in a storage device such as a hard disk and printing out it at a timing desired by the user. ing.

  Furthermore, there is an image forming apparatus that stores the electronic data in a divided storage area called “box” for each user or for each group.

  As a technique related to such a box, there is disclosed a facsimile apparatus that includes a step of sorting received facsimile information, and distributes the received facsimile information to destination dedicated boxes divided for each destination recognized from the information (Patent Document). 1).

  In addition, when a confidential document is received, the confidential document is stored in the personal box of the confidential user, and the storage destination of the confidential document is registered in its own Web server, and then the confidential document is received by the confidential user. When a confidential user who has received the access accesses the facsimile apparatus from a personal computer and enters an ID and password, the link destination to the confidential document is notified and the confidential document A facsimile apparatus capable of browsing is disclosed (Patent Document 2).

In addition, as an image forming apparatus equipped with such a box technology, an image forming apparatus is further provided with a so-called “private box” that is protected so as to allow access only to a specific user or group by a password or the like There is also a device. In consideration of user convenience, there are also two types that have a private box and a so-called “public box” that does not restrict access.
JP 11-196206 A JP 11-239238 A

  However, when the box function of the image forming apparatus as described above is used, there are cases where it is not desired for an unspecified number of people to access, but a specific number of people want to share a document. At this time, if the document is put in a public box, an unspecified number of people can access it. If it is put in a private box, only a user who is permitted to access the box can access it.

  Although it is possible to make a private box as a group box, the number of people you want to share may change from time to time, so you can create a private box or change the password of the private box each time. There is a problem that it is extremely inconvenient to use.

  Further, it is possible to share a document by storing a copy of the document in the private boxes of all users to share, but in this case, there is a problem that a large storage area is required.

  The present invention has been made in view of the above circumstances, and when a box function is used in an image forming apparatus or the like, a document with a plurality of specific names is used without impairing usability and without requiring a large storage area. It is an object to provide a document management apparatus and a document management program that can share the document.

The above problem is solved by the following means.
(1) Sharing request receiving means for receiving a sharing request for sharing a document stored in a first box among the boxes that are the divided storage areas, and the document for which the sharing request has been made Box information receiving means for receiving box information for designating a second box used for sharing a document, and shared user information reception for receiving identification information of a plurality of users for sharing documents stored in the first box And link information to the document stored in the first box and identification information of all users who share the document in the second box specified by the box information received by the box information receiving unit. Shortcut creation means for creating the described shortcut, and access to the shortcut created by the shortcut creation means. User authentication means for determining whether or not to allow access to the shortcut depending on whether or not the user identification information input in this manner matches any of the user identification information described in the shortcut, and access by the user authentication means And a linking unit that processes the access to the shortcut by replacing it with the access to the document that is the link destination described in the shortcut only when it is permitted. Management device.
(2) The document management apparatus according to (1), wherein the user identification information is a user name and a password.
(3) The preceding paragraph further comprising shortcut creation notification means for notifying a notification destination associated with each user identification information described in the shortcut when a shortcut is created by the shortcut creation means The document management apparatus according to 1.
(4) Timekeeping means for timing the elapsed time after the shortcut creation by the shortcut creation means, and first shortcut deletion means for deleting the shortcut whose elapsed time measured by the timekeeping means has reached a predetermined time is further provided. 2. The document management apparatus according to item 1 above.
(5) A shared document deleting unit that deletes the shared document stored in the first box, and all of the link information to the document described in conjunction with the deletion of the shared document by the shared document deleting unit 2. The document management apparatus according to item 1, further comprising second shortcut deletion means for deleting a shortcut.
(6) Access count counting means for counting the number of accesses to the shortcut created by the shortcut creation means for each user identification information, and user identification when the access count counted by the access count counting means reaches a predetermined number 2. The document management apparatus according to item 1, further comprising an access frequency limiting unit that prohibits an information user from accessing a shortcut.
(7) Function setting means for setting an executable function for each of the user identification information, and can be executed for each user identification information for the shortcut only within a range set by the function setting means. 2. The document management apparatus according to item 1, further comprising function restriction means for recognizing the function.
(8) The document management apparatus according to (1), further comprising an access history recording unit that records a history of access for each user identification information to the shortcut created by the shortcut creation unit.
(9) When the shortcut describing the link information to the shared document is accessed by all the users indicated by the user identification information, the fact is notified to the notification destination associated with the first box. 2. The document management apparatus according to item 1, further comprising access completion notification means.
(10) causing the receiving means to receive a sharing request for sharing a document stored in a first box among the boxes that are storage areas into which the storage means is divided; and Receiving the box information specifying the second box used for sharing the document made, and receiving the identification information of a plurality of users sharing the document stored in the first box; A step of receiving means, and in a second box specified by the received box information, link information to the document stored in the first box and identification information of all users to share the document. Shortcut creation step for creating the described shortcut, and user identification information input to access the created shortcut Determining whether to allow access to the shortcut depending on whether it matches any of the user identification information described in the shortcut, and only if the access is permitted by the determination. A document management program for causing a computer of the document management apparatus to execute a process of replacing the access to the shared document that is the link destination described in the shortcut.
(11) The document management program according to item 10 above, wherein the user identification information is a user name and a password.
(12) When a shortcut is created by the shortcut creation step, a shortcut creation notification step for notifying the notification destination associated with each user identification information described in the shortcut to that effect is further executed on the computer 11. The document management program according to item 10 above.
(13) A computer further comprising: a time measuring step for measuring an elapsed time after the shortcut is created in the shortcut creating step; and a first shortcut deleting step for deleting a shortcut in which the elapsed time measured in the time measuring step has reached a predetermined time. 11. The document management program according to item 10, which is executed by
(14) a shared document deletion step of deleting the shared document stored in the first box, and all of the link information to the document described in conjunction with the deletion of the shared document by the shared document deletion step 11. The document management program according to item 10 above, further causing the computer to execute a second shortcut deletion step of deleting the shortcut.
(15) An access count counting step for counting the number of accesses to the shortcut created in the shortcut creation step for each user identification information, and a user identification in which the access count counted in the access count counting step reaches a predetermined number 11. The document management program according to item 10 above, further causing the computer to execute an access frequency limiting step for prohibiting access to the shortcut to an information user.
(16) A function setting step that sets an executable function for each of the user identification information, and can be executed for each user identification information with respect to the shortcut only within a range set by the function setting step. 11. The document management program according to item 10 above, further causing a computer to execute a function restriction step for recognizing a function.
(17) The document management program described in (10), further causing the computer to execute an access history recording step of recording a history of access for each user identification information to the shortcut created in the shortcut creation step.
(18) When the shortcut describing the link information to the shared document is accessed by all the users indicated by the user identification information, the fact is notified to the notification destination associated with the first box. 11. The document management program according to item 10 above, further causing the computer to execute an access completion notification step.

  In the invention described in (1), the second box used for sharing the document stored in the first box has link information to the document and identification information of all users who share the document. A shortcut describing is created. Then, whether or not the shortcut can be accessed is determined based on whether or not the user identification information input when accessing the created shortcut matches any of the user identification information described in the shortcut. Only when the access is permitted, the access to the shortcut is replaced with the access to the linked document described in the shortcut and processed. For this reason, since the shared user can access the shared document by accessing the shortcut created in the second box, even if the shared document is not stored in each user's private box or has a private box. Even non-users can share documents. In addition, since user authentication is performed based on the input user identification information and the user identification information described in the shortcut, even if the second box is a public box, an unspecified user can access the shared document. There is no inconvenience and documents can be shared while ensuring security.

  In addition, it is not necessary to create a private box for the group sharing the document, and even if the configuration of users in the group changes, it is possible to easily cope with this simply by re-creating a shortcut.

  Furthermore, there is no need to store documents in each shared user's private box, and there is no need to create a shortcut for each private box, and only one shortcut needs to be created in the second box. Document sharing can be realized without requiring a large storage capacity of the box.

  In the invention described in item (2), the user name and the password are used as the user identification information, so that user authentication can be easily and reliably performed when accessing the shortcut.

  In the invention described in (3) above, when a shortcut is created in the second box, the notification destination associated with each user identification information described in the shortcut is notified to that effect. Can recognize that a shortcut has been created and the document has been shared.

  In the invention described in the preceding item (4), the shortcut created in the second box is deleted when a predetermined time elapses after the creation. For example, a highly confidential document is in a shared state indefinitely. In addition, it is possible to prevent the storage capacity of the second box from being occupied by a shortcut that is no longer necessary.

  In the invention described in the preceding item (5), when the shared document stored in the first box is deleted, all shortcuts describing link information to the document are deleted in conjunction with the deletion, so this is unnecessary. The remaining shortcuts can be prevented.

  In the invention described in the preceding item (6), when the number of times the shortcut is accessed reaches a predetermined number, access to the shortcut is prohibited. For example, a highly confidential document is accessed without limitation. Can be prevented.

  In the invention described in item (7) above, the functions that can be executed for the shortcut created in the second box are limited for each user identification information, so that it is possible to optimally handle documents according to the users to be shared It becomes.

  In the invention described in the preceding item (8), since the history of accessing the shortcut created in the second box is recorded, it is possible to refer to the history later.

  In the invention described in item (9), when a shortcut describing link information to a shared document is accessed by all shared users, a notification destination associated with the first box in which the shared document is stored Therefore, the user who shared the document can recognize that another shared user has accessed the shared document.

  In the invention described in the preceding item (10), the effect of the invention described in the preceding item (1) can be produced when the computer of the document management apparatus executes the document management program.

  Hereinafter, an embodiment of the present invention will be described.

  FIG. 1 is an explanatory diagram of a system configuration including an image forming apparatus to which a document management apparatus according to an embodiment of the present invention is applied.

  This system includes an image forming apparatus 1 and a terminal device 2. Both the image forming apparatus 1 and the terminal apparatus 2 are connected via the network 3.

  Here, the network 3 may be any one of a network using a dedicated line such as a LAN (Local Area Network), a network using a general line, and a network using wireless communication.

  The image forming apparatus 1 is an apparatus that forms on a sheet a copy image of a scanned original image and an image generated from print data transmitted from the terminal device 2. The scanned document image can also be transmitted to the terminal device 2 and other image forming apparatuses via the network 3.

  The terminal device 2 is a general computer device to which a CPU, a RAM, a fixed storage device, a monitor, a keyboard, a mouse, and the like are connected. The terminal device 2 generates print data based on a user instruction, and transmits the generated print data to the image forming apparatus 1.

  FIG. 2 is a diagram showing an internal configuration of the image forming apparatus 1.

  The CPU 101 of the image forming apparatus 1 is backed up by a battery 102 which stores a ROM 102 storing a control program including a document management program, a working S-RAM (Static Random Access Memory) 103, and various settings relating to image formation. An NV-RAM (nonvolatile memory) 104 and a clock IC 105 having a calendar function are connected via a bus to constitute a control unit 100.

  The control unit 100 includes an image reading device 120 that reads a document image, an operation panel 130 that includes keys and a display unit for performing various inputs, and external devices such as the terminal device 2 connected via the network 3. A network interface (hereinafter referred to as a network I / F) 160 for transmitting and receiving various types of information between the printers, a printer controller 150 that generates a copy image from print data received by the network I / F 160, and a copy image on a sheet The image output devices 140 to be formed are connected to each other via a bus.

  A fixed storage device 110 is connected to the control unit 100 via a bus. The fixed storage device 110 is, for example, a hard disk device.

  The fixed storage device 110 includes “boxes” 111, 112, 113... That are divided storage areas, and is generated from a document image read by the image reading device 120 and print data transmitted from the terminal device 2. A copy image and various types of information can be stored in a box as a document. The document stored in the box can be printed out or transmitted to the terminal device 2 via the network I / F 160.

  There are two types of boxes 111, 112, 113... "Public box" that does not restrict access to stored documents and "Private box" that allows access only to specific users or user groups. There is. The private box is configured so as to restrict access by a password, for example. By assigning a password to a specific user or group, only the assigned user or group can access the document stored in the box.

  The fixed storage device 110 can include one or more boxes, both public and private boxes. Individual boxes are uniquely identified by box numbers. Moreover, it is possible to give a name so that human beings can easily identify.

  Both public and private boxes can store one or more documents in one box. Documents stored in the boxes are assigned document numbers that uniquely identify the documents across all boxes. In addition, a document name can be assigned in the same manner as a box.

  Boxes 111, 112, 113... Are created by operations on the operation panel 130. At this time, the box number, box name, and box type (public box or private box) are input via the operation panel 130 and stored in the fixed storage device 110. In the case of a private box, a password is further input and stored in the fixed storage device 110. The box can be deleted by an operation on the operation panel 130.

Hereinafter, the flow of processing in the image forming apparatus 1 will be described.
[1] Overall Process of Image Forming Apparatus 1 First, the overall process flow of the image forming apparatus 1 will be described with reference to the flowchart shown in FIG. This process is performed by the CPU 101 executing a program stored in the ROM 102.

  In the CPU 101, processing is started by turning on the power. First, initialization processing such as clearing the memory and setting the standard mode is performed (step S301).

  When the initialization process is completed, it is checked whether any processing request (document print processing, various setting processes, etc.) has been made from an external device such as the terminal device 2 via the network 3 (step S303). If not requested (NO in step S303), the process proceeds to step S305.

  If any processing request is made from an external device (YES in step S303), it is determined in S311 whether or not it is an accumulation job for accumulating documents in a box, and if it is an accumulation job (in step S311). In the case of YES, document accumulation processing is executed (step S313). The document accumulation process will be described in detail later.

  If the processing requested from the external device is not an accumulation job (NO in step S311), in S315, it is determined whether or not the processing request is sharing of a document already accumulated in the box, If the document already stored in the box is shared (YES in step S315), the stored document is shared (step S317). The stored document sharing process will be described in detail later.

  If the processing requested from the external device is not one of the above (NO in step S315), the requested processing is executed (step S319). Here, the other processing includes, for example, document printing processing, processing for changing various settings stored in the NV-RAM 104, and the like.

  When all the processes requested from the external device are completed, the process proceeds to step S305.

  In step S305, whether or not there is any processing request (document scanning and copying processing, various setting processing, etc.) from the user by an operation on the key switch group on the operation panel 130 of the image forming apparatus 1 and the display unit. Check. If not requested (NO in step S305), the process proceeds to step S307.

  If any processing request is made by the user (YES in step S305), it is determined in step S321 whether or not it is a deletion request for stored documents. If it is a deletion request (YES in step S321), An accumulated document deletion process is executed (step S323). The accumulated document deletion process will be described in detail later.

  If the process requested by the user is not a deletion request (NO in step S321), it is determined whether the output is a stored document output request (step S325), and if it is a stored document output process (YES in step S325). In this case, the output processing of the stored document is executed (step S327). The accumulated document output process will be described in detail later.

  If the process requested by the user is none of the above (NO in step S325), the requested process is executed (step S329). Here, the other processing includes, for example, scanning and copying of a document, changing processing of various settings stored in the NV-RAM 104, and the like.

  When all the processes requested by the user via the operation panel 130 are completed, the process proceeds to step S307.

  In step S307, it is checked whether the shortcut created in the box has expired. The shortcut expiration date check will be described in detail later.

Then, it returns to step S303 and repeats the above-mentioned process.
[2] Document Accumulation Processing Next, step S313 in FIG. 3: Document accumulation processing (accumulation job processing) will be described separately for a case where a shortcut is created in a private box and a case where a shortcut is created in a public box. .

  When creating a shortcut in a private box, create a shortcut in the private box of each shared user. For example, when three people share a document, one shortcut is created in three private boxes.

On the other hand, when creating a shortcut in the public box, only one shortcut is created in the public box, and user identification information of all users who share the document is described in the shortcut.
[2-1] Creating Shortcut in Private Box First, document accumulation processing when creating a shortcut in a private box will be described in detail based on the flowchart of FIG.

  In the accumulation job, print data is transmitted from the terminal device 2 to the image forming apparatus 1 in the same manner as normal printing in which a document is transmitted from the terminal device 2 to the image forming apparatus 1 to form a copy image on paper. However, in the case of an accumulation job, it is written in the print data that it is an accumulation job. At this time, the box number of the storage destination box for storing the document is simultaneously designated.

  For example, PJL (Print Job Language), which is a general language for controlling print jobs, is used in print data such as “@PJL SET STOREINBOX = ON” and “@PJL SET BOXTOSTORE = 123”. It is possible to specify that the job is a storage job and the storage destination box number.

  When the CPU 101 receives an accumulation job from an external device such as the terminal device 2 via the network I / F 160, the CPU 101 first checks whether or not the designated box exists (step S401). If the designated box does not exist (NO in step S401), a warning to that effect is displayed on the display device such as the CRT of the terminal device 2, and the process is terminated.

  If the designated box exists (YES in step S401), the image data generated from the print data is accumulated as an accumulated document in the designated box (step S405).

  Next, it is checked whether sharing of the stored document is designated (step S407). If sharing is not specified (NO in step S407), this process ends.

  For example, “@PJL SET BOXTOSHARE1 =“ 1344, au@abc.com ””, “@PJL SET BOXTOSHARE2 =“ 1506, bd@abc.com ””, ... and so on, in the format of ““ box number, notification destination ”” (“notification destination” is “notification destination for various notifications related to shortcuts” described later), the private box of the user sharing the document Describe as many PJLs.

  Note that the method for specifying a private box for creating a shortcut is to specify a user name from the terminal device 2 in addition to directly specifying a box number from the terminal device 2, and store it in the NV-RAM 104 of the image forming apparatus 1 in advance. A method of specifying the box number from the correspondence between the user name and the box number of the private box may be used.

  If sharing of the stored document is designated (YES in step S407), the following processing is executed for the number of boxes designated for sharing.

  That is, it is checked whether or not the box i designated for sharing exists (step S413). If box i does not exist (NO in step S413), the shortcut creation process for box i is skipped and the process proceeds to step S419. If box i exists (YES in step S413), a shortcut to the document stored in box i is created (step S415).

  Next, the created shortcut is registered in the shortcut management ledger (step S417).

  The following information is recorded in the shortcut management ledger.

1) Box number of the box in which the shortcut link destination document is stored 2) Document number of the stored document 3) Notification destination for various notifications regarding the stored document 4) Box number of the box in which the shortcut is created 5 ) Shortcut number for uniquely identifying the shortcut across all boxes 6) Creation date and time of the shortcut 7) User name and password of the user permitted to access the document via the shortcut 8) Various notifications regarding the shortcut Notification destination when performing 9) Functions that can be executed for individual shortcuts (function restrictions)
10) Number of accesses to shortcuts An example of a shortcut management ledger is shown in FIG. The function (function restriction) that can be executed for each shortcut in the above “9)” will be described later.

When creating a shortcut in a private box, leave "7) User name and password of the user who is allowed to access the document via the shortcut" blank (do not use when creating a shortcut in a public box) To do). The initial value of “10) Number of times of access to shortcut” is “0”. As described above, “8) Notification destination for various notifications related to stored documents” is “@PJL SET BOX” in PJL in the print data. ADDRTONOTIFY = “yama@abc.com” can be specified.

  When the creation of shortcuts in all designated private boxes has been completed (YES in step S421), the fact that the shortcut has been created is notified to the notification destination related to the shortcut registered in the shortcut management ledger (step S423). By this notification, the user of the private box for which the shortcut has been created can recognize that the document has been shared. The notification content includes, for example, the document name of the stored document.

  Finally, the shortcut creation result is notified to the destination designated as the notification destination regarding the stored document (step S425). By this notification, the user who has requested sharing of the document can recognize that sharing has been completed.

In any of the notifications, the notification means may be E-mail or other means.
[2-2] Case of Creating Shortcut in Public Box Next, document accumulation processing when a shortcut is created in the public box will be described in detail with reference to the flowchart of FIG.

  When receiving a stored job from an external device such as the terminal device 2, the CPU 101 first checks whether or not a designated box exists (step S601). If the designated box does not exist (NO in step S601), a public box having the designated box number is automatically created (step S603), and the process proceeds to step S605. The box name is the same as the box number. If the designated box exists (YES in step S601), the process directly proceeds to S605.

  Next, after storing the image data generated from the print data in the designated box as an accumulated document (step S605), it is checked whether sharing of the accumulated document is designated (step S607). If sharing is not specified (NO in step S607), this process ends. If sharing is specified (YES in step S607), the process proceeds to step S609.

  For example, “@PJL SET BOXTOSHARE1 =” 1332, yamada, yamada, tt @ abc.com ”,“ @PJL SET BOXTOSHARE2 = “1332, ito, ito, "@box number, user name, password, notification address" "(" Notification address "is" Notification address for various notifications related to shortcuts "described later) Describe as many PJLs as there are users or groups sharing the document.

  Next, it is checked whether or not there is a public box designated for sharing (step S609). If there is no public box designated for sharing (NO in step S609), the process advances to step S617.

  If there is a public box designated to be shared (YES in step S609), a shortcut to the document stored in the public box is created (step S611). The shortcut created in the public box includes the box number and document number in which the associated original document is stored, and the user names and passwords of all users or groups designated for sharing.

  Next, the created shortcut is registered in the shortcut management ledger (step S613).

  The shortcut management ledger is the same as that for creating a shortcut in a private box. However, when creating a shortcut in the public box, all the specified user names and passwords are listed in the user name and password fields as shown in the fourth to fifth lines of the table of FIG.

  Next, the fact that the shortcut has been created is notified to the notification destination related to the shortcut registered in the shortcut management ledger (step S615). However, when a shortcut is created in the public box, notification is sent to the notification destinations of all users or groups designated for sharing. By this notification, all users or groups designated for sharing can know that the document has been shared.

  Finally, the shortcut creation result is notified to the destination designated as the notification destination regarding the stored document (step S617). By this notification, the user who has requested sharing of the document can recognize that sharing has been completed.

In any of the notifications, the notification means may be E-mail or other means.
[3] Shared Document Sharing Process Next, step S317 of FIG. 3: the stored document sharing process will be described separately for a case where a shortcut is created in a private box and a case where a shortcut is created in a public box.
[3-1] Processing for Creating and Sharing Shortcuts in Stored Documents in Private Boxes First, document sharing processing for creating shortcuts in private boxes will be described in detail with reference to the flowchart of FIG.

  The terminal device 2 acquires a list of private boxes and a list of documents stored in the designated private box (hereinafter referred to as a stored document list) from the image forming apparatus 1 and displays them on a display device such as a CRT. A user operating the terminal device 2 selects a document to be shared from the stored document list, and selects one or more private boxes for creating a shortcut to the document from the list of private boxes.

  As a result of the above user operation, the terminal device 2 transmits print data including the following PJL to the image forming apparatus 1.

% -12345X @ PJL
@PJL SET SHAREDOCUMENT = ON
@PJL SET DOCUMENTTOSHARE = “123,1001”
@PJL SET BOXTOSHARE1 = "1344, au@abc.com "
@PJL SET BOXTOSHARE2 = "1506, bd@abc.com "
@PJL SET BOXTOSHARE3 = "1506, bd@abc.com "
% -12345X
“@PJL SET SHAREDOCUMENT = ON” specifies that already stored documents are shared. Further, “@PJL SET DOCUMENTTOSHARE =“ 123,1001 ”” designates the stored document to be shared in the format ““ box number, document number ””. The designation of “@PJL SET BOXTOSHAREx = ...” (x = 1, 2, 3) designates the private box for creating the shortcut and the notification destination.

  When the CPU 101 of the image forming apparatus 1 receives the print data, it first checks whether there is a document with the designated document number in the box with the designated box number (step S701). If the designated document does not exist (NO in step S701), that fact is displayed on a display device such as a CRT of the terminal device 2 (step S703), and this process is terminated.

  If the designated document exists (YES in step S701), a shortcut to the document is created in all the private boxes designated for sharing.

Steps S711 to S725, which are a process for creating the shochu cut and a process for notifying a predetermined destination, are the same as the processes of S411 to S425 in FIG. 4, and a duplicate description is omitted here.
[3-2] Process for Creating and Sharing Shortcut in Stored Document in Public Box Next, a process for storing a document when creating a shortcut in the public box will be described in detail with reference to the flowchart of FIG.

  The terminal device 2 acquires a list of all boxes and all stored documents from the image forming apparatus 1 and displays the list on a display device such as a CRT of the terminal device 2.

  The user who operates the terminal device 2 selects one document to be shared from all the stored documents, and designates one or more sets of user names and passwords of users who are permitted to access the document.

  As a result of the above user operation, the terminal device 2 transmits print data including the following PJL to the image forming apparatus 1.

% -12345X @ PJL
@PJL SET SHAREDOCUMENT = ON
@PJL SET DOCUMENTTOSHARE = “123,1001”
@PJL SET BOXTOSHARE1 = "1332, yamada, yamada, tt @ abc.com"
@PJL SET BOXTOSHARE2 = “1332, ito, ito, si @ abc.com”
% -12345X
“@PJL SET SHAREDOCUMENT = ON” specifies that already stored documents are shared. Also, “@PJL SET DOCUMENTTOSHARE =“ 123,1001 ”” specifies the stored document to be shared in the format of ““ box number, document number ””. The designation of “@PJL SET BOXTOSHAREx =” (x = 1, 2) designates the public box for creating the shortcut, the user name and password of the user permitted to access, and the notification destination.

  When the image forming apparatus 1 receives the print data, it first checks whether a document with the designated document number exists in the box with the designated box number (step S801). If the designated document does not exist (NO in step S801), a warning to that effect is displayed on the display device such as the CRT of the terminal device 2 (step S803), and this processing is terminated.

If the designated document exists (YES in step S801), a shortcut to the document is created in the public box designated for sharing. Steps S805 to S817, which are a process for creating a shortcut and a process for notifying a predetermined destination, are the same as the processes in S609 to S617 in FIG. 6, and a duplicate description is omitted here.
[4] Accumulated Document Deletion Process Next, step S323 of FIG. 3: the accumulated document deletion process will be described in detail with reference to the flowchart of FIG.

  When deleting an accumulated document, the user designates an accumulated document to be deleted by an operation on the operation panel 130. The CPU 101 determines whether or not the designated stored document is a shortcut (step S901). If the specified stored document is a shortcut (YES in step S901), the specified shortcut is deleted (step S903), and the specified shortcut information is deleted from the shortcut management ledger (step S905). If the specified shortcut is a shortcut created in the public box, the information of all users specified to be shared is deleted.

  On the other hand, if the designated stored document is not a shortcut, that is, an original document (NO in step S901), the designated document is first deleted (step S911).

  Next, it is confirmed by referring to the shortcut management ledger whether there is a shortcut to the designated document (step S913). If there is no shortcut to the designated document (NO in step S913), this process ends. If there is a shortcut to the specified document (YES in step S913), all shortcuts to the document are deleted (step S915). As a result, it is possible to prevent a shortcut that is no longer needed from existing.

  Then, the fact that the shortcut has been deleted is notified to the notification destination related to the shortcut registered in the shortcut management ledger (step S917). When the public box shortcut is deleted, the notification destination is notified to all users or groups specified to be shared. Thereby, the sharing user can recognize that the shortcut has been deleted.

Finally, all the shortcut information deleted from the shortcut management ledger is deleted (step S919). If the deleted shortcut is a shortcut created in the public box, the information of all users specified to be shared is deleted from the shortcut management ledger.
[5] Accumulated Document Output Processing Next, step S327 of FIG. 3: the accumulated document output processing is performed when outputting the accumulated document via a shortcut in the private box and via the shortcut in the public box. This will be explained separately for each case.

Note that the output of the stored document means that the image of the stored document is formed on a sheet and output, or the stored document is transmitted to an external device such as the terminal device 2 via the network 3.
[5-1] Processing for Outputting Stored Documents via Shortcuts in Private Box First, the process for outputting stored documents via shortcuts in the private box will be described in detail based on the flowchart of FIG.

  When outputting an accumulated document, the user designates an accumulated document to be output by an operation on the operation panel 130.

  First, the CPU 101 determines whether or not the designated stored document is a shortcut (step S1001). If the designated accumulated document is not a shortcut, that is, if it is an original document (NO in step S1001), the designated accumulated document is output (step S1003), and this process ends.

  If the designated document is a shortcut (YES in step S1001), the “function restriction” column of the shortcut management ledger is referenced to check whether or not the function to be executed is permitted (step S1011). If execution of the function to be executed is prohibited (YES in step S1011), a warning that execution of the designated function is prohibited is displayed on the operation panel 130 (step S1013). End the process.

  As described above, the functions that can be executed for the shortcut created in the box are limited. By setting the restriction content for each user, it is possible to optimally manage documents according to each user.

  If execution of the function to be executed is permitted (NO in step S1011), it is then checked whether the number of accesses to the document via the shortcut has reached the predetermined number (step S1015). The number of accesses to the document via the shortcut is recorded in the shortcut management ledger and is referred to. If the number of accesses has reached the predetermined number (in the case of YES at step S1015), a warning that the number of accesses has reached the upper limit is displayed (step S1017), and this process ends.

  As described above, when the number of times the shortcut is accessed reaches the upper limit, access to the shortcut is prohibited. For example, when the document is a highly confidential document, it is possible to prevent unlimited access. it can.

  If the access count has not reached the predetermined count (NO in step S1015), the document linked to the shortcut is output (step S1021).

  Subsequently, the access count of the shortcut management ledger is incremented (step S1023), and the access history is recorded in the access log (step S1025). The access log records 1) the date and time of access, 2) the shortcut number, and 3) the user name of the accessed user. An example of the access log is shown in FIG. Note that the user name of the accessing user is created and recorded in the public box, and is left blank when the document is accessed through a shortcut created in the private box. By recording the access history in this way, shared documents can be managed firmly.

  Next, it is confirmed whether or not all shortcuts to the original document have been accessed by this access (step S1027). This refers to the shortcut management ledger, and if the number of access times of all shortcuts to the original document is greater than 0, it is determined that all shortcuts to the document have been accessed.

  If access to all shortcuts has not been completed (NO in step S1027), this process ends. If access to all shortcuts has been completed (YES in step S1027), the fact is notified to the destination designated as the notification destination for the stored document (step S1029). By this notification, the user who gives an instruction to share the document can recognize that all other shared users have accessed the document.

  Note that the shortcut may be automatically deleted when the access count reaches a predetermined count as a result of incrementing the access count.

  Thus, in this embodiment, the shared user can process the shared document within the permitted range by accessing the shortcut created in his / her private box. For this reason, it is not necessary to store the shared document in each user's private box, but the same effect as that stored can be obtained. Moreover, since the shortcut is created in the private box, there is no inconvenience that an unspecified user can access the shared document.

  In addition, it is not necessary to create a private box for the group sharing the document, and even if the configuration of users in the group changes, it is possible to easily cope with this by simply creating or adding a shortcut, so it is easy to use Become.

Furthermore, since the documents are not accumulated in the shared user's private box, only a shortcut is created, and the storage capacity of the private box is not occupied.
[5-2] Processing for Outputting Accumulated Documents via Shortcuts in Public Box Next, processing for outputting accumulated documents via shortcuts in the public box will be described in detail based on the flowchart of FIG.

  When outputting an accumulated document, the user designates an accumulated document to be output by an operation on the operation panel 130.

    First, the CPU 101 determines whether or not the designated stored document is a shortcut (step S1201). If the designated accumulated document is not a shortcut, that is, if it is an original document (NO in step S1201), the designated accumulated document is output (step S1203), and this process ends.

  If the designated document is a shortcut (YES in step S1201), an input screen is displayed on the operation panel 130, and the user is prompted to enter a user name and password (step S1211). Is confirmed (step S1213). If not input (NO in step S1213), the process waits until it is input.

  If the user name and password are entered (YES in step S1213), is there any user name and password pair included in the specified shortcut that matches the entered user name and password? It is confirmed whether or not (step S1215). If there is no matching user name and password (NO in step S1215), a warning that access is prohibited is displayed on operation panel 130 (step S1217), and this process is terminated.

  If there is a matching user name and password (YES in step S1215), refer to the “function restriction” column of the shortcut management ledger and check whether or not the function to be executed is permitted for the user. (Step S1221). If execution of the function to be executed is prohibited (YES in step S1221), a warning that execution of the specified function is prohibited is displayed on the operation panel 130 (step S1223), and this processing is performed. Exit.

  As described above, since the functions that can be executed are limited for each user, it is possible to optimally manage documents according to each user.

  If execution of the function to be executed is permitted (NO in step S1221), it is confirmed whether or not the number of accesses to the document via the shortcut by the user has reached a predetermined number (step S1221). S1225). The number of accesses to the document via the shortcut created in the public box is recorded in the shortcut management ledger for each user, and is referred to. If the number of accesses has reached the predetermined number (in the case of YES at step S1225), a warning that the number of accesses has reached the upper limit is displayed (step S1227), and this process ends.

  As described above, when the number of times the shortcut is accessed reaches the upper limit, access to the shortcut is prohibited. For example, when the document is a highly confidential document, it is possible to prevent unlimited access. it can.

  If the access count has not reached the predetermined count (NO in step S1225), the document linked to the shortcut is output (step S1231).

  Subsequently, the access count by the user of the shortcut management ledger is incremented (step S1233), and the access history is recorded in the access log (step S1235). By recording the access history in this way, shared documents can be managed firmly.

  Next, it is confirmed whether or not all users have accessed the original document by this access (step S1237). This refers to the shortcut management ledger, and if the number of accesses of all users to the original document is greater than 0, it is determined that the document has been reaccessed by all users. If access by all users has not been completed (NO in step S1237), this process ends. If access by all users has been completed (YES in step S1237), the fact is notified to the destination designated as the notification destination regarding the stored document (step S1239). By this notification, the user who gives an instruction to share the document can recognize that all other shared users have accessed the document.

  Thus, in this embodiment, the shared user can process the shared document within the permitted range by accessing the shortcut created in the public box. Even if the shared document is not stored or the user does not have a private box, the document can be shared. In addition, since user authentication is performed based on the user identification information entered and the user identification information described in the shortcut, even if an unspecified user can access the shortcut, the shared document cannot be accessed, thus ensuring security. However, you can share documents.

  In addition, it is not necessary to create a private box for the group sharing the document, and even if the configuration of users in the group changes, it is possible to easily cope with this simply by re-creating a shortcut.

In addition, there is no need to store documents in each shared user's private box, and there is no need to create a shortcut for each private box. Document sharing can be realized without requiring much storage capacity.
[6] Expiration Date Check of Shortcut Finally, step S307 of FIG. 3: the expiration date check of the shortcut will be described in detail based on the flowchart of FIG.

  As already described, when a shortcut is created in a private box or public box, the creation date and time is recorded in the shortcut management ledger. The CPU 101 of the image forming apparatus 1 refers to the shortcut management ledger and executes the following processing for all shortcuts registered in the management ledger.

  First, the current date / time by the clock IC 105 is compared with the creation date / time of the shortcut i, and it is confirmed whether or not the first expiration time has elapsed since the shortcut i was created (step S1303). If the first expiration date has elapsed since the shortcut i was created (YES in step S1303), the shortcut i is deleted (step S1311). Thereby, for example, it is possible to prevent a highly confidential document from being shared indefinitely. Further, it is possible to prevent the storage capacity of the box from being occupied by shortcuts that are no longer necessary.

  Then, the fact that the shortcut has been deleted is notified to the notification destination related to the shortcut registered in the shortcut management ledger (step S1313). If the shortcut i is a public box shortcut, the notification is sent to the notification destinations of all users or groups designated for sharing. Thereby, the sharing user can know that the shortcut has been deleted.

  Finally, all the shortcut information deleted from the shortcut management ledger is deleted (step S1315). If the deleted shortcut is a shortcut created in the public box, the information of all users specified to be shared is deleted from the shortcut management ledger.

  On the other hand, if the first expiration date has not yet elapsed since the creation of the shortcut i (NO in step S1303), whether the second expiration date has elapsed since the creation of the shortcut i. Confirmation is made (step S1321). Here, the second expiry time is set to a value shorter than the first expiry time, and therefore it is possible to grasp the expiry date in advance.

  If the second expiration date has not elapsed since the shortcut i was created (NO in step S1321), the process proceeds to step S1317. On the contrary, if the second expiration date has passed (in the case of YES in step S1321), the notification destination related to the shortcut registered in the shortcut management ledger is notified that the shortcut expiration date is approaching ( Step S1323). When the shortcut i is a public box shortcut, notification is sent to the notification destinations of all users or groups designated for sharing. Thereby, the user can recognize that the expiration date of the shortcut is near.

  Although one embodiment of the present invention has been described above, the present invention is not limited to the rule embodiment.

  For example, a request for storage and sharing of a shared document, a request for selection and sharing of a shared document from the stored document is made from the terminal device 2, and the CPU 101 receives these via the network I / F 160, However, the above request may be made using the operation panel 130, and the CPU 101 may receive and process the request transmitted from the operation panel 160.

  In addition, a request for deleting or outputting a shared document stored in a box, a request for deleting a shortcut, or the like is input from the operation panel 130. However, a configuration in which the request is input from the outside of the terminal device 2 or the like is also possible.

1 is a schematic diagram showing a configuration of an image forming system using an image forming apparatus to which a document management apparatus according to an embodiment of the present invention is applied. FIG. 2 is a block diagram illustrating an internal configuration of an image forming apparatus used in the image forming system in FIG. 1. 3 is a flowchart illustrating an overall processing flow executed by a CPU of the image forming apparatus in FIG. 2. FIG. 4 is a flowchart showing the contents of stored job processing (when creating a shortcut in a private box) in the flowchart of FIG. 3. It is the table which showed an example of the shortcut management ledger. FIG. 4 is a flowchart illustrating a storage job process (when a shortcut is created in a public box) in the flowchart of FIG. 3. FIG. 4 is a flowchart showing shared document sharing processing (when creating a shortcut in a private box) in the flowchart of FIG. 3. It is a flowchart which shows the sharing process (when creating a shortcut to a public box) of the accumulation | storage document in the flowchart of FIG. It is a flowchart which shows the deletion process of the accumulation | storage document in the flowchart of FIG. FIG. 4 is a flowchart illustrating a stored document output process (when creating a shortcut in a private box) in the flowchart of FIG. 3. It is a table which shows an example of the access log to a shortcut. It is a flowchart which shows the output process (when producing a shortcut to a public box) of the accumulation | storage document in the flowchart of FIG. It is a flowchart which shows the expiration date check process in the flowchart of FIG.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Image forming apparatus 2 Terminal device 3 Network 100 Control part 101 CPU
105 Clock IC
110 Fixed storage device 111 Box 130 Operation panel 160 Network interface

Claims (18)

Sharing request receiving means for receiving a sharing request for sharing a document stored in a first box of the boxes that are the divided storage areas;
Box information receiving means for receiving box information designating a second box used for sharing the document for which the sharing request has been made;
Shared user information receiving means for receiving identification information of a plurality of users for sharing the document stored in the first box;
A shortcut describing the link information to the document stored in the first box and the identification information of all users who share the document in the second box specified by the box information received by the box information receiving means Shortcut creation means to create
Whether or not the shortcut can be accessed is determined based on whether or not the user identification information input when accessing the shortcut created by the shortcut creation unit matches any of the user identification information described in the shortcut. User authentication means;
Link means for processing only when access to the shortcut is replaced with access to the document that is a link destination described in the shortcut, only when access is permitted by the user authentication means;
A document management apparatus comprising:   The document management apparatus according to claim 1, wherein the user identification information is a user name and a password.   The shortcut creation notifying means for notifying the notification destination associated with each user identification information described in the shortcut when the shortcut creating means creates a shortcut is further provided. The document management apparatus described. Clocking means for timing the elapsed time after the shortcut creation by the shortcut creation means;
First shortcut deleting means for deleting a shortcut whose elapsed time measured by the time measuring means has reached a predetermined time;
The document management apparatus according to claim 1, further comprising: Shared document deleting means for deleting the shared document stored in the first box;
Second shortcut deletion means for deleting all shortcuts describing link information to the document in conjunction with deletion of the shared document by the shared document deletion means;
The document management apparatus according to claim 1, further comprising: An access count counting unit that counts the number of accesses to the shortcut created by the shortcut creation unit for each user identification information;
An access count limiting means for prohibiting access to the shortcut for the user of the user identification information whose access count counted by the access count counting means has reached a predetermined count;
The document management apparatus according to claim 1, further comprising: Function setting means for setting an executable function for each of the user identification information;
A function limiting unit that recognizes a function that can be executed for each user identification information for the shortcut only within a range set by the function setting unit;
The document management apparatus according to claim 1, further comprising:   The document management apparatus according to claim 1, further comprising an access history recording unit that records a history of access to the shortcut created by the shortcut creation unit for each user identification information.   When a shortcut describing link information to the shared document is accessed by all users indicated by the user identification information, an access completion notification is sent to the notification destination associated with the first box to that effect. The document management apparatus according to claim 1, further comprising means. Causing the receiving means to receive a sharing request for sharing the document stored in the first box among the boxes that are the storage areas of the storage means;
Receiving the box information designating the second box used for sharing the document for which the sharing request has been made;
Receiving the identification information of a plurality of users for sharing the documents stored in the first box with a receiving means;
A shortcut for creating a shortcut that describes the link information to the document stored in the first box and the identification information of all users who share the document in the second box specified by the received box information Creation steps,
Determining whether or not the shortcut can be accessed based on whether or not the user identification information input when accessing the created shortcut matches any of the user identification information described in the shortcut;
Only when access to the shortcut is recognized by the determination, the access to the shortcut is replaced with access to the shared document that is a link destination described in the shortcut; and
Management program for causing the computer of the document management apparatus to execute   The document management program according to claim 10, wherein the user identification information is a user name and a password.   When the shortcut is created by the shortcut creation step, the computer further executes a shortcut creation notification step of notifying the notification destination associated with each user identification information described in the shortcut to that effect. 10. The document management program according to 10. A time measuring step for measuring an elapsed time after the shortcut creation by the shortcut creation step;
A first shortcut deletion step of deleting a shortcut in which the elapsed time measured in the timing step reaches a predetermined time;
The document management program according to claim 10, further causing the computer to execute. A shared document deleting step of deleting the shared document stored in the first box;
A second shortcut deletion step of deleting all shortcuts describing link information to the document in conjunction with the deletion of the shared document in the shared document deletion step;
The document management program according to claim 10, further causing the computer to execute. An access count counting step for counting the number of accesses to the shortcut created by the shortcut creation step for each user identification information;
An access count limiting step for prohibiting access to the shortcut for the user of the user identification information whose access count counted in the access count counting step reaches a predetermined count;
The document management program according to claim 10, further causing the computer to execute. A function setting step for setting an executable function for each of the user identification information;
Only within the range set by the function setting step, a function limiting step for allowing a function that can be executed for each user identification information for the shortcut; and
The document management program according to claim 10, further causing the computer to execute.   The document management program according to claim 10, further causing the computer to execute an access history recording step of recording a history of access for each user identification information to the shortcut created by the shortcut creation step.   When a shortcut describing link information to the shared document is accessed by all users indicated by the user identification information, an access completion notification is sent to the notification destination associated with the first box to that effect. The document management program according to claim 10, further causing the computer to execute the step.

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