JP4904883B2 - Document management system and document management program - Google Patents

Description

  The present invention relates to a document management system, a document management method, and a document management program for managing documents.

Conventionally, when an electronic document such as a drawing is printed and processed as a paper document, a link between the paper document and the electronic document is performed using a drawing ID (identifier, identification code) as a key.
Regarding such a document management system, there are the following techniques. Patent Documents 1 and 2 are related to document management using barcodes, and Patent Document 3, Patent Document 4 and Patent Document 5 are related to document management using workflow.

  In Patent Document 1, it is an object to enable drawing information to be easily extracted from a database by reading a bar code representing a drawing ID combined with the drawing. This drawing filing system saves drawing data by digitizing the drawing. When saving to the means, a barcode image corresponding to the identification code to be attached to the drawing is generated by the barcode generation means, and the barcode image is synthesized with the drawing image to be saved by the drawing data synthesis means. Saved in the drawing data storage means, manages the drawing information using the barcode scanner, the identification code identification means for identifying the identification code of the corresponding drawing from the barcode read by the barcode scanner, and the identification code as a search key Is attached to the drawing by using the database Reading the bar code with the bar code scanner, it is described that determines the drawings ID. In other words, this is a technique for drawing and displaying drawing information from a DB (database) by reading a barcode representing a drawing ID combined with the drawing, and only the result of combining the barcode and the drawing is statically held.

  In Patent Document 2, it is an object to simplify an input operation and prevent an input error in managing a drawing. When a drawing is created using a CAD terminal, a barcode printing program P1 is started. As a result, a predetermined barcode is printed on the drawing, and after this barcode is read by the reading device, the corresponding programs P2, P3, etc. are started to retrieve / extract information about the drawing or management information. A technique for facilitating assignment and eliminating input errors is described. In other words, this is a technique for encoding a drawing number and printing it on a drawing, and using it to simplify the display and input of drawing management information, and is intended only for information on the version corresponding to the number.

  In Patent Document 3, it is an object to provide a system capable of easily and surely managing document collection and collection. When distributing a medium printed with a document identifier for each document to be distributed, The distribution means is notified of the distribution by the communication means, the distributed document is confirmed based on the document identifier printed on the distributed medium, and the confirmation is confirmed by the communication means to the distribution source. In this case, a technique is described in which the collected document is confirmed based on the document identifier when the distributed medium is collected and the collected medium is collected. In other words, it is a system that can easily and reliably manage document delivery and collection. In this system, only a receipt report is received, and no further notification is considered.

  Patent Document 4 detects the occurrence of a document with respect to a conventional workflow system for the purpose of notifying the person who is scheduled to circulate the document of the occurrence and schedule data of the document at the time of occurrence. If a new generation document detection unit is added to the document and a schedule data calculation unit for calculating the schedule data of the document is added, and it is known before the arrival of the document, an activity plan for the document is obtained. A technology that can make a more appropriate activity plan including the processing of other documents by notifying the arrival of documents when the deadline of one document is imminent Is described. In other words, this is a technique for notifying a person who is scheduled to circulate a document at the time when the document is generated and schedule data. In this system, it is necessary to set a notification destination in advance in the workflow.

Further, Patent Document 5 has an object to provide a workflow management system in which a person whose personal information is not managed by the system can be incorporated into a workflow as an approver / viewer. Create a document using the above application document creation means, specify the ID of the contact person of the approver and viewer within the management, specify the email address of the approver and viewer outside the management, contact the approval and reference password setting means Add the password set in the ID, add the document ID (consistent number) and register it in the application document management database, and the contact determination means will use the password if the contact address of the newly registered document is an email address. Activating the contact mail creation / issuing means, issuing a password for approval / browsing dedicated to document ID, and electronically approving / browsing requests to unmanaged users Issue a Lumpur, unmanaged user that received this e-mail is a technique for accessing to input document ID and a password is described. In other words, this is a workflow management system in which a person whose personal information is not managed by the system can be incorporated into the workflow as an approver / viewer. In this system, a method of registering an unmanaged user with an email address as an ID Have taken.
Japanese Patent Laid-Open No. 11-353317 Japanese Patent Laid-Open No. 06-223123 JP 2000-151581 A JP 08-212259 A JP 2001-216222 A

The conventional techniques have the following problems.
(1) Conventionally, since a document such as a drawing for production requires time from completion to printing / distribution, there is usually a slight time lag until the latest version reaches the operator. Therefore, even though the received paper document is already or is becoming old at the distribution source, work has been carried out based on that document, and redoing (returning) will occur later. As a result, there was a loss.

  (2) Also, in the conventional document transfer management, even if the distribution department or distribution company can be managed up to the contact person in charge, the distribution is performed with the authority of the person in charge of the department or the contact person. Until the distribution management was not possible. Therefore, in the case of an urgent document change, it is difficult to contact the person in charge at the end of the distribution destination directly.

  (3) As a response to the above (1), a measure to notify the distribution destination in advance when a document is updated or when a predetermined condition of the update workflow is satisfied can be considered. Due to circumstances, it has been difficult to set a notification destination for a document or workflow. Also, if the access rights are changed due to the change of the distribution destination or the handling of the distribution destination at a later date, all notification settings must be changed, which is difficult to manage.

  However, in the invention described in Patent Document 1, the result of combining the barcode and the drawing is only statically held. In the invention described in Patent Document 2, only the information of the version corresponding to the number is targeted, and other information is not targeted. In the invention described in Patent Document 3, only the receipt report is included, and the subsequent notification is not targeted. In the invention described in Patent Document 4, it is necessary to set a notification destination in advance in the workflow. In the invention described in Patent Document 5, a mail address must be registered as an ID for an unmanaged user.

  The present invention has been made paying attention to such problems of the prior art, and the distribution destination at the end that really needs the drawing can easily perform the action of the receipt report, and whether the latest version is present or not. Document management system and document management method capable of at least one of facilitating the action of requesting to know, and automatically notifying the distribution destination in advance after receiving it. And document management program.

The gist of the present invention for achieving the object lies in the inventions of the following items.
[1] Document management means for storing a document used in the workflow in association with a document identifier for uniquely identifying the document;
Receiving means for receiving information on the access source together with the document identifier transmitted from the access source of the document;
Document change detection means for detecting that there is a change in the document stored by the document management means;
When a change is detected by the document change detection unit, it is determined whether the access source received by the reception unit has an access right to the target document, and the workflow corresponding to the document is configured. A document change notification judging means for judging whether or not there is an access right to an item which is a process being processed;
When the document change notification determining means determines that there is an access right to the target document and an access right to the workflow item , the access source that received the detection result by the document change detection means by the receiving means A document management system comprising document change notification means for notifying to

[2] A notification destination storage unit that stores the access source received by the reception unit in association with the document identifier,
The document change notifying unit notifies that the change of the document is detected by the document change detecting unit, that the latest version of the document can be requested, or that the change can be confirmed. ,
The document management system according to [1], wherein the notification destination storage unit stores a request for sending the latest version of a document or a request for confirmation of a change in association with a document identifier.

[3] The document change notification means indicates that when the change is detected by the document change detection means and the access source has a print function, the latest version of the document can be requested to be printed from the access source. Notify
The document management system according to [1] or [2], wherein the notification destination storage unit stores a notification method to an access source in association with a document identifier.

[4] The document change notification means notifies that a request to notify that the document has been updated can be made,
The document management system according to [1], [2], or [3], wherein the notification destination storage unit stores a notification event that is a notification timing in association with a document identifier.

[5] Document management means for storing a document used in the workflow in association with a document identifier for uniquely identifying the document;
Receiving means for receiving information on the access source together with the document identifier transmitted from the access source of the document;
Document processing detection means for detecting that there has been processing related to the document stored by the document management means;
When processing is detected by the document processing detection unit, it is determined whether the access source received by the reception unit has an access right to the target document, and the workflow corresponding to the document is configured. A document change notification judging means for judging whether or not there is an access right to an item which is a process being processed;
If the document change notification determining means determines that there is an access right to the target document and an access right to the workflow item, the access received by the receiving means is the detection result by the document processing detecting means. Document processing notification determination means for determining whether or not to notify the original;
A document management system comprising: a document processing notification unit that notifies a detection result of the document processing detection unit to an access source that has been received by the reception unit in accordance with a determination result by the document processing notification determination unit.

[6] A notification destination storage unit that stores a process related to the document to be notified and the access source received by the receiving unit in association with the document identifier,
The document processing notifying unit determines the detection result by the document processing detecting unit according to a result of collating the processing related to the document stored in the notification destination storage unit and the processing related to the document detected by the document processing detecting unit. The document management system according to [5], wherein the access source received by the receiving means is notified.

[7] The document identifier accepted by the accepting means is recorded in an information image that can be extracted by an image input device. [1], [2], [3], [4] , [5] or [6].

[8] The document identifier accepted by the accepting means is stored in an information recording medium attached to a paper document. [1], [2], [3], [4], [ The document management system according to [5] or [6].

[ 9 ] To the computer,
A document management function for storing a document used in a workflow in association with a document identifier for uniquely identifying the document;
A reception function for receiving information on the access source together with the document identifier transmitted from the access source of the document;
A document change detection function for detecting a change in the document stored by the document management function;
When a change is detected by the document change detection function, it is determined whether the access source received by the reception function has an access right to the target document, and the workflow corresponding to the document is configured. A document change notification determination function that determines whether or not there is an access right to an item that is a process being processed,
If the document change notification determination function determines that there is an access right to the target document and an access right to the workflow item , the access source that received the detection result by the document change detection function by the reception function A document management program characterized by realizing a document change notification function for notifying a user.

[ 10 ] To the computer,
A document management function for storing a document used in a workflow in association with a document identifier for uniquely identifying the document;
A reception function for receiving information on the access source together with the document identifier transmitted from the access source of the document;
A document processing detection function for detecting that there has been processing related to a document stored by the document management function;
When processing is detected by the document processing detection function, it is determined whether the access source received by the reception function has an access right to the target document, and the workflow corresponding to the document is configured. A document change notification determination function that determines whether or not there is an access right to an item that is a process being processed,
When it is determined by the document change notification determination function that there is an access right to the target document and an access right to the item of the workflow, the detection result by the document processing detection function is received by the reception function. Document processing notification determination function that determines whether or not to notify the original,
A document management program that realizes a document processing notification function that notifies a detection result obtained by the document processing detection function to an access source that is received by the reception function in accordance with a determination result by the document processing notification determination function.

The present invention operates as follows.
The document management system, the document management method, and the document management program according to the present invention perform management related to automatic exchange notification of document exchange and document update.
The document management means accepts information relating to the access source together with the document identifier transmitted from the access source for the document stored in association with the document identifier uniquely identifying the document, and changes to the document stored by the document management means Is detected, and the detection result is notified to the access source received by the receiving means.

  Further, the document management means accepts information about the access source together with the document identifier transmitted from the access source for the document stored in association with the document identifier for uniquely identifying the document, and the document processing detection means uses the document management means. Detecting that there is a process related to the stored document, and determining whether or not the document processing notification determining unit should notify the access source received by the receiving unit of the detection result by the document processing detecting unit; In accordance with the determination result, the detection result is notified to the access source received by the receiving means.

  This facilitates the action of paper document receipt reporting. In addition, it is possible to easily perform a request action for knowing whether or not there is a latest version of the document. In addition, after receipt, the system can automatically notify the distribution destination of the change in advance.

  According to the document management system, the document management method, and the document management program according to the present invention, the end distribution destination that really needs the drawing can easily perform the action of the receipt report, and the request for knowing whether or not there is the latest version. After the receipt, etc., the system can easily notify the change destination of the change in advance from the system.

Hereinafter, a preferred embodiment of the present invention will be described with reference to the drawings.
Each figure shows an embodiment of the present invention. An overall outline of an embodiment will be described with reference to FIG.
The entirety includes a document change notification system 10, a document management system 20, and a reading device 30 provided with communication means. The document change notification system 10 includes a detection system 11, a determination system 12, a notification system 13, a notification destination management device 14, and an inquiry reception system 15. The document management system 20 includes a workflow 21 and a repository 22. The reading device 30 provided with communication means is a mobile phone 31 or a multifunction device 32.

The module generally refers to a component such as software or hardware that can be logically separated. Therefore, the module in the present embodiment indicates not only a module in a program but also a module in a hardware configuration. Therefore, the present embodiment also serves as an explanation of a program, a system, and a method. In addition, the modules correspond almost one-to-one with the functions. However, in mounting, one module may be composed of one program, or a plurality of modules may be composed of one program. A plurality of programs may be used. The plurality of modules may be executed by one computer, or one module may be executed by a plurality of computers in a distributed or parallel environment. Hereinafter, “connection” includes not only physical connection but also logical connection.
In addition, the system is configured by connecting a plurality of computers, hardware, devices, and the like through a network or the like, and includes a case where the system is realized by a single computer and a case where a plurality of systems are realized by a single computer. It is.

Hereinafter, the drawings used for design and the like will be mainly exemplified and described as documents.
A document manager 40 in the document management system 20 performs operations such as editing a document stored in the repository 22 and storing it again in the repository 22. A workflow 21 in the document management system 20 performs workflow management for documents. Workflow management is one of the typical functions of groupware. For example, a document flow is an electronic message flow, and message distribution according to a necessary route, message distribution process management, and the like are performed. For example, it is possible to manage workflows such as drawing creation, inspection, approval, and registration. The workflow 21 here performs an operation such as editing a document stored in the repository 22 and storing it again in the repository 22 according to a predetermined workflow.

The mobile phone 31 as a reading device 30 provided with communication means has an image input function of a camera, and the multifunction device 32 has an image input function of a scanner. The mobile phone 31 and the multifunction device 32 can communicate with the document change notification system 10 via a communication medium such as the Internet. In addition to the image input function, a reader that can read the contents of an IC chip or the like may be provided (described later). The multi-function device 32 may have an image output function, an image communication function, and the like in addition to the image input function. Functions of the scanner, printer, copier, FAX, multi-function device (scanner, printer, copier, FAX, etc.) Etc.).
The operator reads the information image of the drawing using the mobile phone 31 or the multifunction device 32 and inquires of the document change notification system 10 that the drawing has been received and whether the drawing is the latest version. Do things. At that time, the mobile phone 31 and the multifunction device 32 notify the inquiry reception system 15 of the access source for the device itself.

The document change notification system 10 receives a notification from the reading device 30 provided with communication means, or conversely notifies the reading device 30 provided with communication means. Further, information about whether or not the target document has been changed is exchanged with the document management system 20.
The inquiry reception system 15 receives a notification such as an inquiry from the reading device 30 provided with communication means via a communication medium such as the Internet. At this time, the mobile phone 31 that is the access source and the access source of the multifunction device 32 are also received. As for the inquiry, an inquiry is made to the repository 22 as to whether or not the target document is the latest version, and the access source is stored in the notification destination management device 14 together with the target document identifier. As a result, subsequent notifications can be automatically made.
The notification destination management apparatus 14 stores the document identifier received from the inquiry reception system 15 and information related to the access source in association with each other. Then, upon receiving access from the determination system 12 and the notification system 13, it is determined whether or not notification is necessary.

The detection system 11 detects whether or not a target document has been changed based on a document in the repository 22 or a notification from the workflow 21. Then, the determination system 12 is notified of the result.
Based on the notification from the detection system 11, the determination system 12 stores the result in the notification destination management device 14 or searches the notification destination management device 14 to determine whether or not to notify the revision of the target document. To do. The determination result is notified to the notification system 13.
The notification system 13 searches the notification system 13 according to the determination result from the determination system 12, obtains the notification destination, and notifies the mobile phone 31 or the multifunction device 32 of the revision of the target document.

A module configuration example according to the embodiment will be described with reference to FIG.
The document reading module 231 and the communication module 232 correspond to the reading device 30 including the communication unit in FIG. Specifically, the document reading module 231 corresponds to a camera in the mobile phone 31 or a scanner in the multifunction device 32. The communication module 232 is a communication interface. The operator reads the information image printed on the received drawing using the document reading module 231 and takes out the document identifier stored therein as code information. Information related to the access source (for identifying the document reading module 231 and the communication module 232 and notifying the access source) is transmitted to the inquiry reception module 215 together with the document identifier.
Further, the communication module 232 receives information transmitted from the document change notification module 213. The received information is displayed using the user interface of the document reading module 231. If necessary, interactive transmission / reception is performed with the document change notification module 213 and the inquiry reception module 215.

The inquiry reception module 215 corresponds to the inquiry reception system 15 of FIG. 1 and is connected to the document management module 221, the access source identification module 216, and the notification destination management module 214, and the document transmitted from the communication module 232. Receive information about identifiers and access sources. The document management module 221 is accessed using the received document identifier. Further, the access source identification module 216 is notified of information related to the access source. The received document identifier and information on the access source are stored in the notification destination management module 214 in association with each other.
The access source identification module 216 is connected to the inquiry reception module 215 and the document management module 221, and is an account that is qualified to access using information about the access source obtained from the inquiry reception module 215. It is determined by making an inquiry to the document management module 221.
The document management module 221 is connected to the inquiry reception module 215, the document change detection module 211, the document change notification determination module 212, and the access source identification module 216, and associates the document with a document identifier that uniquely identifies the document. Stores and has a database function. Here, the document management module 221 may be configured to include a workflow. In this case, the document management module 221 can handle the workflow item as a notification event (detection target) in addition to the document change, and further notify the workflow item access right in addition to the access right of the document itself. Make a decision. Alternatively, the document management module 221 may not include a workflow. Such a document management module 221 functions as a document repository, in which only document changes are handled as notification events (detection targets), and notification determination is performed only with the access rights of the document itself.

  The notification destination management module 214 corresponds to the notification destination management apparatus 14 of FIG. 1 and is connected to the inquiry reception module 215, the document change detection module 211, the document change notification determination module 212, and the document change notification module 213. Corresponding to the document identifier, the access source received by the inquiry reception module 215, a notification event that is a notification timing, a request for sending the latest version of the document or a change confirmation request, a notification method to the access source, etc. are stored. . Specifically, it has a notification destination management table 600, which includes a target document column 601, an account column 602, an access source column 603, an inquiry content column 604, a notification event column 605, a notification method column 606, and a notification destination. There is a column 607. This will be described in detail later with reference to FIG.

The document change detection module 211 is connected to the notification destination management module 214, the document change notification determination module 212, and the document management module 221, and the document stored by the document management module 221 has changed, or the document Detect that there was a process related to. Then, the detection result is notified to the document change notification determination module 212 and the notification destination management module 214.
The document change notification determination module 212 is connected to the document change detection module 211, the document change notification module 213, the document management module 221, and the notification destination management module 214, and uses a notification event stored in the notification destination management module 214. Thus, it is determined whether or not the detection result by the document change detection module 211 should be notified. Then, the document change notification module 213 is notified of the determination result. The notification event includes document processing as a notification time. The document processing includes not only a document change but also a notification to that effect when a document correction request is received.
The document change notification module 213 is connected to the document change notification determination module 212 and the notification destination management module 214, and the detection result of the document change detection module 211 is notified to the notification destination according to the determination result of the document change notification determination module 212. Communication with the access source (communication module 232, document reading module 231) stored by the module 214 is possible.
In addition, as contents to be notified to the communication module 232 by the document change notification module 213, the document has been updated to the effect that it is possible to request the sending of the latest version of the document and the request to confirm the change. If the access source has a print function (in the case of the multifunction device 32 instead of the mobile phone 31), the access source can make a print request. There is a meaning.

Next, the function and operation (operation) will be described.
The inquiry processing flow will be described with reference to FIG.
When printing for document drawing / delivery, an information image 710 in which an inquiry address including a document identifier is encoded in a machine-readable format is printed on the document. For example, as shown in FIG. 7, an information image 710 is printed on the lower left portion of the drawing 700 which is a document. Further, when there are a plurality of documents, etc., as shown in FIG. The document 800 is divided into an instruction column 810, an inquiry destination column 820, and a thumbnail image column 830. The instruction field 810 includes an information image 811, a check field 812, and a comment field 813, and an inquiry address including a document identifier is stored in the information image 811. In the check column 812 and the comment column 813, instructions to the operator or the workflow 21 are described. In the inquiry destination column 820, notification destinations necessary for processing are stored. For example, an information image in which the inquiry destination is stored is printed for convenience when making an inquiry using the mobile phone 31. More specifically, the reception number information image 821 stores a destination for notification of receipt when the document is received. In the thumbnail image column 830, a reduced image of the first page of the document processed together with the document 800 is printed. This is to make the target document easier to understand.

  As the information image 710, the information image 811, and the receipt number information image 821, for example, a barcode, a two-dimensional barcode (QR code, etc.), a glyph code (for example, disclosed in JP-A-6-75795) Etc. These cannot easily recognize the information described from the pattern with human eyes. Further, the pattern itself may be difficult to be seen by human eyes such as a watermark. Furthermore, the image is not limited to an image, and a minute IC chip may be embedded in paper. In that case, the reader 30 provided with the communication means is provided with not only an image input but also a reader for reading the contents of the IC chip.

  In step S302, the operator who has received the printed drawing 700, the document 800, etc. reads the image information of the drawing by using the document reading module 231 to know whether or not the document is the latest version. Is transmitted to the inquiry reception module 215 using the communication module 232. Then, the inquiry reception module 215 receives information on the access source together with the document identifier. The transmission destination may be a URL (Uniform Resource Locator) format. Specifically, as shown in FIG. 5, a URL including an address part 501 and a document ID part 502 may be used. The address portion 501 indicates the location of the inquiry reception module 215, and the document ID portion 502 is a document identifier to be sent. This URL is printed in a dynamically synthesized form when the drawing is output. That is, every time printing is performed, the latest URL is embedded in the output sheet of the drawing so that it can be read as code data. Thus, the transmission destination and the document identifier can be acquired together only by analyzing the image information. Then, by using a general browser function of the mobile phone 31, the URL can be automatically accessed and the document identifier can be automatically sent. In this example, the inquiry destination is expressed by a URL, but the address format is not limited to this.

In step S303, it is determined whether or not the user is authenticated, that is, a person who can access the system, using information on the access source.
Specifically, the inquiry reception module 215 determines whether or not it has a qualification to access by using a login form or the like as necessary. Here, the identification unit is a set of a unique number that identifies an account (not necessarily an individual, but may be a shared account) and a reading device 30 provided with communication means. If user authentication fails, the process proceeds to step S310, and if successful, the process proceeds to step S304.

In step S304, the inquiry reception module 215 presents an action (receipt report, latest version inquiry, latest version request, etc.) according to the document and recipient's authority to the reading device 30 provided with the communication means as the access source. To do.
In step S305, the operator (recipient) of the reading device 30 provided with the communication unit selects an action to be performed. There is a case where input is performed according to the action.
In step S306, the system performs processing according to the action specified in step S305, and returns the result of the action to the reading device 30 provided with communication means.
In step S307, the present system inquires of the operator of the reading device 30 provided with the communication means about the setting of whether to perform future automatic notification. As a result, when the automatic notification is set by the operator of the reading device 30 provided with the communication means, the process proceeds to step S308, and when not set, the process proceeds to step S311 and ends.
In step S308, the automatic notification setting is selected, and notification event selection (for example, “when document update occurs”, “when document update workflow starts”, etc., may be restricted depending on authority. And a notification deadline and a notification method (such as telephone, e-mail, FAX, etc., which may be restricted by the reading device 30 provided with communication means).
In step S309, the system records the target document identifier, inquiry content, notification event, account, access source, notification destination, and notification method in the notification destination management module 214.
Step S310 is a case where user authentication has failed in step S303, and an authentication error is displayed on the user interface of the present system.

A flowchart of the notification process will be described with reference to FIG.
The document change detection module 211 detects a preset event such as a document update or an update workflow start. This is performed by detecting that the target document in the document management module 221 has been revised, or when the document change detection module 211 receives a message such as a check from the workflow 21.
In step S402, the document change notification determination module 212 checks whether the account recorded by the inquiry process described with reference to FIG. 3 has an access right to the current document. If there is an access right, the process proceeds to step S403, and if there is no access right, the process proceeds to step S405. It is necessary to check at the time of notification. For example, if the distribution destination is changed after the first inquiry, it is different from the first case, so a check is necessary.
In step S403, the document change notification determination module 212 checks whether the account recorded by the inquiry process described with reference to FIG. 3 has an access right for the current workflow item. If there is an access right, the process proceeds to step S404, and if there is no access right, the process proceeds to step S405.
In step S404, the document change notification module 213 notifies the notification destination recorded by the inquiry process described with reference to FIG. 3 using the recorded notification method.
Step S405 is a case where it is determined in step S402 or step S403 that there is no access right, and no notification is given.
Note that the processing in step S404 may not be performed. For example, the process of step S404 is not performed when there is no workflow itself or when notification from the workflow 21 is not necessary.

An example of a notification destination management table in the notification destination management device 14 (notification destination management module 214) will be described with reference to FIG.
The notification destination management table 600 includes a target document column 601, an account column 602, an access source column 603, an inquiry content column 604, a notification event column 605, a notification method column 606, and a notification destination column 607.
The target document column 601 stores the document identifier of the target document.
The account column 602 stores accounts that can use this system. For example, an account for identifying an individual may be used, or an account may be provided for the entire company. The confirmation of the account is performed not only with the account stored in the account column 602 but also with the unique number of the reading device 30 having the communication means stored in the next access source column 603. Because. This eliminates the need for pre-registration for all persons who intend to use the system, and the unique number of the mobile phone 31 or the multi-function device 32 is used to improve individuality, so anyone can access the system. It's not possible.
The access source column 603 stores a unique number such as the telephone number of the mobile phone 31 that is the access source and the machine number of the multifunction device 32.
The inquiry contents column 604 stores the contents that have been inquired so far from the reading device 30 provided with the communication means. For example, confirmation of receipt, confirmation of presence / absence of latest version, and the like.
The notification event column 605 stores registered events to be notified (step S308 in FIG. 3). For example, when a new version is issued, before design change approval, or when a design change is started.
The notification method column 606 stores the registered notification method (step S308 in FIG. 3). For example, telephone, e-mail, FAX, etc. If it is “FAX” here, it is found that the notification destination can output an image. Therefore, when a print request is received from the access source for the latest version of the document, the document may be transmitted to the FAX. it can. As described above, since the notification method can be selected in accordance with the function of the access source, the latest information can be obtained more easily for the operator.
The notification destination column 607 stores a notification destination. If the notification method column 606 is a telephone, it is a telephone number, if it is an e-mail, it is an e-mail address, and if it is a FAX, a FAX number is stored.

An example of an inquiry by the mobile phone 31 will be described with reference to FIG.
In step S901, the operator uses the mobile phone 31 to capture a document information image (such as the information image 710 in FIG. 7) and performs code conversion.
In step S902, since the address of the inquiry destination is recorded as a URL in the photographed information image, the URL is displayed and asked whether the URL can be connected. If the OK button is selected, the process proceeds to step S903.
In step S903, a login screen is displayed, and the operator inputs a login name and a password. Here, even if the login name is not the operator's individual login name but a joint login name, the telephone number of the mobile phone 31 is also notified to the inquiry reception module 215 at the time of transmission. For example, in the case of a cooperating company, a shared account indicating the cooperating company may be used.

In step S904, the document identifier recorded together with the URL is also notified to the inquiry reception module 215, and the receipt of the document is registered in the notification destination management module 214. As a result, a message “acknowledgment confirmed” is transmitted to the mobile phone 31. Then, the notified document is compared with the current document stored in the document management module 221. If the notified document is old (that is, not the latest version), a message “There is a new version of this document” is transmitted to the mobile phone 31. In addition, “request for sending” or “confirmation of change” can be selected. When “Request to send” is selected, a new version of the document is arranged to be delivered by mail. When “confirm change” is selected, the notified version of the document is compared with the latest version, or a document prepared in advance is searched and the mobile phone 31 is notified of the change. To do. As a result, when only a slight correction is made, it is possible to determine that the document of that version can be handled.
In step S 905, a message indicating that “automatic notification at the time of update is possible” is transmitted to the mobile phone 31 in the process of step S 307 in FIG. Then, the operator can select "-notify this mobile phone, -e-mail the specified address, -no notification required". The screen in step S905 is displayed only for the first time.
In step S <b> 906, for example, a message when “notify this mobile phone” is selected in step S <b> 905 is transmitted to the mobile phone 31.

An example of an inquiry by the multifunction device 32 will be described with reference to FIG.
In step S1001, the operator uses the multifunction device 32 to read an instruction such as the document 800 shown in FIG. This system is notified from the information image 811 or the like.
Step S1002 is the same as step S903 in FIG. In the case of the multi-function device 32, it is possible to log in by causing a card reader of the multi-function device 32 to read a specific card.

Step S1003 is the same as step S904 in FIG. Since the access source (machine number of the multifunction device 32, etc.) is notified to the inquiry reception module 215, it is determined that it has a printing function, so the latest version of the document is composed. The fact that printing can be performed by the machine 32 is also displayed. In addition, since the size of the printable document and the latest version of the document size are also known from the machine number, a message such as “A0 version will be reduced” may be displayed by comparing it. Is possible.
Step S1004 is the same as step S905 of FIG. Unlike the mobile phone 31, the message is for the multifunction device 32.
Step S1005 is the same as step S906 in FIG.
If all instructions related to the document are stored in the information image 811 or the like, the display from step S1002 to step S1005 may not be performed. In that case, a document receipt notification is forcibly sent to the system.

An example of notification to the mobile phone 31 will be described with reference to FIG.
FIG. 11A shows a notification example when “Mail to designated address” is selected in step S905 of FIG.
Note that the content notified here is a notification of a document change schedule. In this way, the system informs the reporter / inquiry source that the next change is likely to take place in a timely manner. Can be predicted and acted, and further efficiency can be expected. In order to do this, the detection system 11 presets a scene where the prediction notification can be performed, and the detection system 11 detects the progress of the workflow 21 and performs the prediction notification when the detection scene 11 becomes the set scene. I have to. On the other hand, for the distribution source system, it is not necessary to perform pre-setting such as account management including the distribution destination at the end and a notification workflow. As described above, both the distribution source and the distribution destination have improved business reliability, and the distribution destination has a rebound loss reduction effect and a speed-up effect by advance notice.
FIG. 11B shows a notification example when “notify this mobile phone” is selected in step S905 of FIG. 9, and a document update is notified by voice mail or telephone contact from the person in charge.

An example of notification to the multifunction device 32 will be described with reference to FIG.
FIG. 12A shows a notification example when “FAX notification to this printer” is selected in step S1004 of FIG. A notification of document update notice is printed on the multifunction device 32.
FIG. 12B shows an example of notification when “notify by e-mail to specified address” is selected in step S1004 of FIG. A notice of document update notice is mailed to the mail address designated by the operator of the multifunction machine 32.
According to this embodiment, the person in charge of the distribution destination can easily report the receipt by using a reading device equipped with a communication means such as a mobile phone or a network compatible multifunction peripheral, and whether or not the latest version is present. Inquiries can be made, and notifications related to document changes can be set.

  In the embodiment, the drawings are mainly shown as examples of documents, but general documents may be used.

In addition, about the program demonstrated, it is also possible to store in a recording medium, and it can also be grasped | ascertained also as the following invention in that case.
On the computer,
A document management function for storing a document and a document identifier for uniquely identifying the document in association with each other;
A reception function for receiving information on the access source together with the document identifier transmitted from the access source of the document;
A document change detection function for detecting a change in the document stored by the document management function;
A computer-readable recording medium storing a document management program, which realizes a document change notification function for notifying a detection result of the document change detection function to an access source received by the reception function.

On the computer,
A document management function for storing a document and a document identifier for uniquely identifying the document in association with each other;
A reception function for receiving information on the access source together with the document identifier transmitted from the access source of the document;
A document processing detection function for detecting that there has been processing related to a document stored by the document management function;
A document processing notification determination function that determines whether or not to detect the detection result by the document processing detection function to the access source received by the reception function;
A document management program for realizing a document processing notification function for notifying the access source that has received the detection result by the reception function according to the determination result by the document processing notification determination function is recorded. Computer-readable recording medium.

The “computer-readable recording medium on which a program is recorded” refers to a computer-readable recording medium on which a program is recorded, which is used for program installation, execution, program distribution, and the like.
The recording medium is, for example, a digital versatile disc (DVD), which is a standard established by the DVD Forum, such as “DVD-R, DVD-RW, DVD-RAM,” and DVD + RW. Standards such as “DVD + R, DVD + RW, etc.”, compact discs (CDs), read-only memory (CD-ROM), CD recordable (CD-R), CD rewritable (CD-RW), etc. MO), flexible disk (FD), magnetic tape, hard disk, read only memory (ROM), electrically erasable and rewritable read only memory (EEPROM), flash memory, random access memory (RAM), etc. It is.
The program or a part of the program can be recorded on the recording medium and stored or distributed. Also, by communication, for example, a local area network (LAN), a metropolitan area network (MAN), a wide area network (WAN), a wired network used for the Internet, an intranet, an extranet, etc., or wireless communication It can be transmitted using a transmission medium such as a network or a combination of these, and can also be carried on a carrier wave.
Furthermore, the above program may be a part of another program, or may be recorded on a recording medium together with a separate program.

It is explanatory drawing which shows typically the whole outline | summary of embodiment. It is a figure which shows the module structural example which concerns on embodiment. It is an example of the flowchart of an inquiry process. It is an example of a flowchart of notification processing. It is a figure explaining an inquiry destination. It is a figure explaining the example of a notification destination management table in a notification destination management module. It is a figure explaining the example of printing of the code for inquiry. It is a figure explaining the example of printing of the code for inquiry. It is a figure explaining the example of an inquiry with a mobile telephone. 6 is a diagram illustrating an example of an inquiry by a multifunction peripheral. FIG. It is a figure explaining the example of notification to a mobile telephone. FIG. 6 is a diagram illustrating an example of notification to a multifunction machine.

Explanation of symbols

DESCRIPTION OF SYMBOLS 10 ... Document change notification system 11 ... Detection system 12 ... Judgment system 13 ... Notification system 14 ... Notification destination management device 15 ... Inquiry reception system 20 ... Document management system 21 ... Workflow 22 ... Repository 30 ... Reading device 31 provided with communication means ... mobile phone 32 ... multifunction device 40 ... document manager 211 ... document change detection module 212 ... document change notification determination module 213 ... document change notification module 214 ... notification destination management module 215 ... inquiry receiving module 216 ... access source identification module 221 ... Document management module 231 ... Document reading module 232 ... Communication module 501 ... Address part 502 ... Document ID part 600 ... Notification destination management table 601 ... Target document field 602 ... Account field 603 ... Access source field 604 ... Inquiry content column 605 ... Notification event column 606 ... Notification method column 607 ... Notification destination column 700 ... Drawing 710 ... Information image 800 ... Document 810 ... Instruction column 811 ... Information image 812 ... Check column 813 ... Comment column 820 ... Inquiry column 821 ... Reception number information image 830 ... Thumbnail image column

Claims (10)

A document management means for storing a document used in a workflow and a document identifier for uniquely identifying the document in association with each other;
Receiving means for receiving information on the access source together with the document identifier transmitted from the access source of the document;
Document change detection means for detecting that there is a change in the document stored by the document management means;
When a change is detected by the document change detection unit, it is determined whether the access source received by the reception unit has an access right to the target document, and the workflow corresponding to the document is configured. A document change notification judging means for judging whether or not there is an access right to an item which is a process being processed;
When the document change notification determining means determines that there is an access right to the target document and an access right to the workflow item , the access source that received the detection result by the document change detection means by the receiving means A document management system comprising document change notification means for notifying to A notification destination storage means for storing the access source received by the reception means in association with the document identifier;
The document change notifying unit notifies that the change of the document is detected by the document change detecting unit, that the latest version of the document can be requested, or that the change can be confirmed. ,
2. The document management system according to claim 1, wherein the notification destination storage unit stores a request for sending the latest version of the document or a request for confirming a change in association with the document identifier. The document change notification means notifies that the latest version of the document can be requested to be printed from the access source when the change is detected by the document change detection means and the access source has a print function.
The document management system according to claim 1, wherein the notification destination storage unit stores a notification method to an access source in association with a document identifier. The document change notification means notifies that a request to notify that the document has been updated can be made,
The document management system according to claim 1, wherein the notification destination storage unit stores a notification event that is a notification timing in association with a document identifier. A document management means for storing a document used in a workflow and a document identifier for uniquely identifying the document in association with each other;
Receiving means for receiving information on the access source together with the document identifier transmitted from the access source of the document;
Document processing detection means for detecting that there has been processing related to the document stored by the document management means;
When processing is detected by the document processing detection unit, it is determined whether the access source received by the reception unit has an access right to the target document, and the workflow corresponding to the document is configured. A document change notification judging means for judging whether or not there is an access right to an item which is a process being processed;
If the document change notification determining means determines that there is an access right to the target document and an access right to the workflow item, the access received by the receiving means is the detection result by the document processing detecting means. Document processing notification determination means for determining whether or not to notify the original;
A document management system comprising: a document processing notification unit that notifies a detection result of the document processing detection unit to an access source that has been received by the reception unit in accordance with a determination result by the document processing notification determination unit. In correspondence with the document identifier, further comprising a notification destination storage means for storing processing related to the document to be notified and the access source received by the reception means,
The document processing notifying unit determines the detection result by the document processing detecting unit according to a result of collating the processing related to the document stored in the notification destination storage unit and the processing related to the document detected by the document processing detecting unit. 6. The document management system according to claim 5, wherein notification is made to the access source received by the receiving means. The document management according to claim 1, 2, 3, 4, 5 or 6, wherein the document identifier received by the receiving means is recorded in an information image that can be extracted by an image input device. system. The document management system according to claim 1, 2, 3, 4, 5 or 6, wherein the document identifier received by the receiving unit is stored in an information recording medium attached to a paper document. On the computer,
A document management function for storing a document used in a workflow in association with a document identifier for uniquely identifying the document;
A reception function for receiving information on the access source together with the document identifier transmitted from the access source of the document;
A document change detection function for detecting a change in the document stored by the document management function;
When a change is detected by the document change detection function, it is determined whether the access source received by the reception function has an access right to the target document, and the workflow corresponding to the document is configured. A document change notification determination function that determines whether or not there is an access right to an item that is a process being processed,
If the document change notification determination function determines that there is an access right to the target document and an access right to the workflow item , the access source that received the detection result by the document change detection function by the reception function A document management program characterized by realizing a document change notification function for notifying a user. On the computer,
A document management function for storing a document used in a workflow in association with a document identifier for uniquely identifying the document;
A reception function for receiving information on the access source together with the document identifier transmitted from the access source of the document;
A document processing detection function for detecting that there has been processing related to a document stored by the document management function;
When processing is detected by the document processing detection function, it is determined whether the access source received by the reception function has an access right to the target document, and the workflow corresponding to the document is configured. A document change notification determination function that determines whether or not there is an access right to an item that is a process being processed,
When it is determined by the document change notification determination function that there is an access right to the target document and an access right to the item of the workflow, the detection result by the document processing detection function is received by the reception function. Document processing notification determination function that determines whether or not to notify the original,
A document management program that realizes a document processing notification function that notifies a detection result obtained by the document processing detection function to an access source that is received by the reception function in accordance with a determination result by the document processing notification determination function.

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