JP6787768B2 - Document management system, search device and search program - Google Patents

Description

The present invention is a technique relating to an easy-to-search document management system.

The sales representative of company A creates sales materials and proposes future transactions at the business partner. At that time, the points to be appealed are slightly different between companies B and C, which are in different industries, and the materials to be created are also slightly different.

Therefore, Company A prepares a template document of sales materials in advance. The sales person obtains the template document, customizes it to be applied to company B or C, and creates the sales material for company B or the sales material for company C. When customizing to company B, we often refer to sales materials proposed to company B and other companies in the same industry in the past. The same applies to Company C.

Also, when creating sales materials for the same company B, the points to be appealed are slightly different depending on whether you go to sales for the first time or just before the contract, and the materials to be created are also slightly different. When customizing to go to sales for the first time, we often refer to sales materials that we have proposed to other companies in the same industry for the first time.

In this way, when a sales person creates a new sales document, both the template document and the document related to the past business (business document) are referred to.

Similarly, a company's training planner creates training materials and uses them at the training site. At that time, the points to be appealed are slightly different between new employees and mid-career employees, and the materials to be created are also slightly different. In addition, an external training planner entrusted by a company creates training materials and uses them at the training site. At that time, if the target companies are in different industries, the points to be appealed are slightly different, and the materials to be created are also slightly different. When the person in charge of training planning creates new training materials, he / she refers to both the template document and the past training materials (business documents).

By the way, in the Internet where a huge amount of information is overflowing, a robot-type search engine searches for information corresponding to the input search word and returns the search result based on a predetermined algorithm (for example, Patent Document 1). .. In many robot-type search engines, based on the access history of each information, the information with the highest number of accesses is ranked at the top, and the search results are displayed in the order of rank.

JP 2001-325269

As mentioned above, when the sales staff creates new sales materials, and when the training planner creates new training materials, refer to both the template document and the documents related to past work (business documents). To do. At that time, the template document and the business document are searched from the sales person or the database.

However, when an algorithm similar to that of a robot-type search engine is applied to the above search, template documents and business documents are mixed and displayed as search results, which is not suitable for the above situations. That is, while the template documents and business documents required by the sales staff and training planning staff cannot be properly obtained, unnecessary documents are also included in the search results.

Therefore, the present invention has been invented in view of the above problems, and an object of the present invention is to provide a technique capable of appropriately searching a template document and a business document when a document creator newly creates a document. It is in.

One aspect of the means for solving the above problems is a first database in which a template document file is stored, a second database in which a business document file is stored, a search word input means for inputting a search word, and the search. Based on the word, the corresponding template document file is searched from the first database, the first search result is output, the corresponding business document file is searched from the second database based on the search word, and the second It is a document management system including a search means for outputting a search result and a display means for displaying the first search result and the second search result.

As a result, when the document creator creates a new document, the template document and the business document can be appropriately searched by inputting one search word.

In the document management system, preferably, at least the target person name of the document and the target date of the document are not described in the template document file, and at least the target person name of the document and the target of the document are described in the business document file. The date is listed.

As a result, the document creator can easily create a new business document by referring to the past business document and adding the circumstances peculiar to the template document.

In the document management system, preferably, the display means displays the first search result and the second search result on the same screen.

This facilitates the comparison of search results.

The document management system preferably includes a template document file registration means for storing the template document file in the first database, and when the template document file registration means acquires approval information, the template document file is stored in the first database. to register.

This makes it possible to register a useful template document. As a result, the first database can be made compact.

In the document management system, the second database preferably also serves as a database for the business management system.

That is, the document management system does not need to separately provide a second database. Therefore, it is easy to introduce.

In the document management system, preferably, the search means outputs a second search result when an additional search command is acquired after outputting the first search result.

As a result, the search time can be significantly reduced. As a result, the convenience of the document creator is improved, and the system resources can be effectively utilized.

One aspect of the means for solving the above problems is a search word input unit for inputting a search word, a first search unit for searching a corresponding template document file from an external first database based on the search word, and the above-mentioned. The first search result output unit that outputs the search results of the first search unit, the second search unit that searches the corresponding business document file from the external second database based on the search word, and the second search unit. It is a search device including a second search result output unit that outputs the search result of.

One aspect of the means for solving the above problems is a search word input process for inputting a search word from an external search word input device, and a search for a corresponding template document file from an external first database based on the search word. The first search process, the first search result output process that outputs the result of the first search process, and the second search process that searches the corresponding business document file from the external second database based on the search word. , A search program that causes a search device to execute a second search result output process that outputs the result of the second search process.

In the present invention, when a document creator newly creates a document, a template document and a business document can be appropriately searched.

It is a block diagram of the document management system including the search apparatus which concerns on 1st Embodiment. This is a functional block of the search device according to the first embodiment. This is a configuration example of the search device according to the first embodiment. This is a control flow of the search device according to the first embodiment. This is a functional block of the search device according to the second embodiment. It is a control flow of the search apparatus which concerns on 2nd Embodiment.

<First Embodiment>
~System configuration~
FIG. 1 is a configuration diagram of a document management system 1 including a search device according to the first embodiment. The document management system includes a search device 10, databases 20, 30 and a user terminal 40.

The search device 10 is connected to the user terminal 40 via a network, and is also connected to the database 20 (first database) and the database 30 (second database 30) via a network.

In the above example, the search device 10 is an independent server, but it may be a part of the control device 43 of the user terminal. Further, in the above example, the first database 20 and the second database 30 are independent database servers, but may be a part of the search device 10. The database 20 and the database 30 may be divided and used by physically the same database server.

The user terminal 40 is, for example, a personal computer. It has an input device 41 such as a mouse and a keyboard, a display (display output device 42), and a control device 43. The input device 41 and the display output device 42 are controlled via the control device 43.

In FIG. 1, for convenience of explanation, the input device 41 and the display output device 42 are shown as being connected to a network, but the input device 41 and the display output device 42 are connected to the control device 43. You are connected to the network.

The template document file is stored in the first database 20. The template document is an extract of items common to a specific business by referring to a plurality of past business documents. Therefore, in the template document, at least the target person name of the document and the target date of the document are blank.

The template document file is registered in the database 20 by the template document file registration means 21. The template document file registration means 21 may be a database operation device provided in the database 20, or a terminal device similar to the user terminal 40. It may also be used as the user terminal 40.

The business document file is stored in the second database 30. Business documents are those used in daily work. Therefore, in the business document, at least the name of the target person of the document (for example, the business destination) and the target date of the document (for example, the date of business) are described.

The business document file is routinely managed by the business management system 2 which is different from the document management system 1. That is, the database 30 is originally the database of the business management system 2. The second database 30 is updated each time each business document file is created.

FIG. 2 is a functional block of the search device 10. The search device 10 includes a search word input unit 11, a first search unit 12, a first search result output unit 13, a second search unit 15, a second search result output unit 16, and a selected file viewing / downloading unit. It has 17.

The search word input unit 11 inputs the search word from the input device 41 via the network.

When the first search unit 12 receives the search command (also serving as the search word input) from the input device 41 via the network, the first search unit 12 accesses the database 20 via the network, and the template document corresponding to the search word from the database 20. Search for files.

The first search result output unit 13 outputs the search result (file name) of the first search unit 12 to the display output device 42 of the user terminal via the network.

When the second search unit 15 receives the search command (same as above) from the input device 41 via the network, the second search unit 15 accesses the database 30 via the network and searches the database 30 for the business document file corresponding to the search word. ..

The second search result output unit 16 outputs the search result (file name) of the second search unit 15 to the display output device 42 of the user terminal via the network.

The first search result display unit 13 and the second search result display unit 16 display their respective search results on the same screen of the display 42.

When the selection file viewing / downloading unit 17 receives the selection command from the input device 41 via the network, the selection file viewing / downloading unit 17 accesses the database 20 via the network, acquires the selected template file, and uses the user terminal via the network. Is output to the display output device 42. Alternatively, it is stored in the control device 43 of the user terminal.

Further, when the selection file viewing / downloading unit 17 receives the selection request from the input device 41 via the network, the selection file viewing / downloading unit 17 accesses the database 30 via the network, acquires the selected business file, and uses it via the network. Output to the display output device 42 of the personal terminal. Alternatively, it is stored in the control device 43 of the user terminal.

It is possible to configure each of the above parts with hardware, but it is also possible to realize it with a computer program. In this case, the operation in the functional block diagram is realized by the processor that operates in the program stored in the memory.

FIG. 3 is a configuration example of a computer operated by a program. This can be realized by a general-purpose computer including a processor 101, a memory (ROM 102, RAM 103, etc.), a storage device (hard disk, etc.) 104, an input / output device 106, and a communication device 107. In this case, the ROM 102 or the storage unit 103 stores a program that performs processing corresponding to the search. Then, when the processor 101 executes the program, the functions of each part of the search device 10 are realized. The RAM 103 is a working area of the processor 101.

FIG. 4 is a control flow of the search device 10. First, the search word is input from the user terminal 40 (step S10). At this time, the search word input also serves as the search commander.

Then, the template document file corresponding to the search word is searched from the database 20 (step S20). Then, the search result (file name) related to the template document file is displayed and output to the user terminal 40 (step S30).

Further, the business document file corresponding to the search word is searched from the database 20 (step S50). Then, the search result (file name) related to the business document file is displayed and output to the user terminal 40 (step S60).

At this time, the process related to step S20 → 30 and the process related to step S50 → 60 may be performed at the same time, or after the process related to step S20 → 30 is completed, the process related to step S50 → 60 is subsequently performed. You may.

The selection command is received from the user terminal 40, and the corresponding template document and business document file can be viewed or downloaded on the user terminal 40 (step S70).

~ System operation and operation ~
Next, in the overall flow, the operation of the business management system 2 and the operation of the document management system 1 will be described.

(Operation Example 1) First, the operation of the business management system 2 will be described. Company A has started trading for product X by connecting it to an order after having sold to company B multiple times. In the business management system 2, the sales person in company A, the sales person in company B, the negotiation process thereof, the person in charge of transactions in company A, the person in charge of transactions in company B, the transaction results, and the like are managed in chronological order. This information is stored in the database 30 of the business management system 2. Further, when a new transaction occurs, the database 30 is sequentially updated.

Company A has also started trading with company C, which is in a different industry from company B, for product X after sales. A series of business flows are managed by the business management system 2 and stored in the database 30.

That is, the business management system 2 is a system that manages the entire business of the company A.

Next, in the operation of the document management system 1, the operation of the template document creator and the operation of the business document creator will be described.

(Operation example 2) The operation of the template document creator will be described. The template document creator of company A is trying to create a sales document template document for product X. The sales materials for company B and the sales materials for company C created in the past are managed by the business management system 2 as a part of the business and stored in the database 30.

The template document creator inputs the search word "product X" into the user terminal 40.

The search device 10 accesses the database 20. However, since there is no template document file related to the sales material of the product X in the database 20, a blank is displayed on the display 42. If the sales material template document file of the related product Y exists, the template document file name related to the sales material of the product Y may be displayed as a search result for reference.

The search device 10 accesses the database 30. The business document business document file name for company B and the business document file name for company C of product X are listed as search results on the display 42.

The template document creator downloads and browses the business document business document file for company B and the business document business document file for company C. You may browse on the network.

From business documents for company B and business documents for company C, business documents such as the name of the person to be documented (company B or company C), the date of the document (the date of business), and other industry-specific circumstances. While deleting the description of, the common items of each business document are extracted. Common items are indispensable items in the sales materials of product X. As described above, the template document creator creates the template document related to the sales material of the product X.

Further, the template document creator registers the template document file related to the newly created sales material of the product X in the database 20. The template document creator has access rights (including approval information) related to registration in the database 20. For example, a so-called department manager such as a department head of a sales department or a department head of a development department of product X is assumed. When a person other than the department manager registers the template file, the consent of the department manager (for example, approval information) is required. That is, in principle, general employees who are engaged in daily work, such as sales staff, cannot register the template document file in the database 20 except with the consent of the department manager.

(Operation example 3) The operation of the business document creator will be described. The sales person (business document creator) of company A is trying to create sales materials (business documents) for company D related to product X. Company D is in a different industry from Company B and Company C.

The business document creator inputs the search word "product X" into the user terminal 40.

The search device 10 accesses the database 20. The template document file name related to the sales material of the product X is displayed on the display 42 as a search result.

The search device 10 accesses the database 30. The business document business document file name for company B and the business document file name for company C of product X are listed as search results on the display 42.

The two search results are displayed on the same screen of the display 42 in a contrastable manner (see FIG. 1).

The business document creator downloads and browses the template document file related to the sales material of product X, the business document file for company B, and the business document file for business material for company C. You may browse on the network.

The business document creator compares the template document with the business document. From this, it is possible to understand the essential items for sales related to product X and how the past sales staff added distinctive words when creating the sales document business document. Then, a persuasive sales document (business document) is created by adding the circumstances peculiar to Company D to the template document.

Further, the business document creator registers the business document file related to the newly created business document for company D of the product X in the database 30. The business management system 2 stores a business document file in the database 30 as a part of business management.

It should be noted that, between companies A and D, operations such as multiple sales, orders, and repeated transactions occur for the product X. The business document creator uses the document management system 1 to sequentially create business documents. The business document is managed by the business management system 2 and stored in the database 30 (see operation example 1).

(Operation Example 4) A modified example of the operation of the business document creator will be described. In the database 20, in addition to the template document file related to the sales material of the product X, the template document file related to the sales material to the company D is also stored.

Further, the business materials for company D related to the related product Y and the related product Z created in the past are managed by the business management system 2 and stored in the database 30.

The template document related to the sales material to the company D is created based on the sales material (business document) for the company D related to the related product Y and the related product Z created in the past (see operation example 2). ).

The business document creator inputs the search words "product X" and "company D" into the user terminal 40.

The search device 10 accesses the database 20. The template document file name related to the sales material of the product X and the template document file name related to the sales material to the company D are displayed on the display 42 as the search result.

The search device 10 accesses the database 30. Product X company B sales document business document file name, product X company C sales document business document file name, related product Y company D sales document business document file name, related product Z company D sales The document business document file names are listed on the display 42 as search results.

The two search results are displayed on the same screen of the display 42 in a contrastable manner (see FIG. 1).

The business document creator downloads and browses these template document files and these business document files. You may browse on the network.

The business document creator compares the template document with the business document. As a result, items that are essential for sales related to product X, items that are essential for sales to company D, and how unique words are added when past sales representatives create sales materials business documents. I can understand what I did.

Then, either add the circumstances peculiar to company D to the template document related to the sales material of product X, or add the circumstances peculiar to product X to the template document related to the sales material to company D, and the persuasive sales material ( Create a business document).

Further, the business document creator registers the business document file related to the newly created business document for company D of the product X in the database 30. The business management system 2 stores a business document file in the database 30 as a part of business management.

~effect~
According to the document management system 1, it is possible to search by inputting one search word so that the template document and the business document can be compared without being mixed.

As a result, when the business document creator creates a new document, the template document and the business document can be viewed while being compared, and a persuasive business document can be created.

<Second Embodiment>
~Overview~
In the first embodiment, the first search (step S20 → 30) and the second search (step S50 → 60) are performed at the same time, or the second search is automatically performed after the completion of the first search.

On the other hand, in the second embodiment, after the first search is completed, an additional search command is received and the second search is performed.

~Constitution~
The document management system 1 includes a search device 10, databases 20, 30 and a user terminal 40 (see FIG. 1). The database 30 is also the database of the business management system 2. Hereinafter, the differences from the first embodiment will be mainly described.

FIG. 5 is a functional block of the search device 10. In the second embodiment, the search device 10 further includes an additional search command unit 14. Hereinafter, the additional search command unit 14 will be mainly described.

The first search result output unit 13 outputs the search result of the first search unit 12 to the display output device 42 of the user terminal via the network.

The additional search command unit 14 outputs the necessity message of the additional search related to the business document file to the display output device 42 via the network in accordance with the search result output of the first search result output unit 13. Further, an additional search command from the input device 41 is input via the network.

Upon receiving the additional search command, the second search unit 15 accesses the second database 30 via the network and searches the second database for the business document file corresponding to the search word.

Others are the same as those in the first embodiment.

FIG. 6 is a control flow of the search device 10. A process (step S40) related to the additional search command has been added. Hereinafter, step S40 will be mainly described.

Enter the search word, first search the template document file, and output the search result (step S10 → 20 → 30). According to the output of the search result related to the template document file,
The necessity message of the additional search related to the business document file is output to the display of the user terminal 40. Further, it is determined whether or not there is an additional search command from the user terminal 40, and if there is an additional search command, the additional search command is input. (Step S40).

When the additional search command is input in step 40, the business document file is searched and the search result is output (step S50 → 60).

The selection command is received from the user terminal 40, and the corresponding template document and business document file can be viewed or downloaded on the user terminal 40 (step S70).

If there is no additional search command in step 40, the search for the business document file is not performed and the process waits. When the selection command is received in step 70, the corresponding template document can be viewed or downloaded on the user terminal 40.

~ Operation / Effect ~
The operation of the business management system 2 (operation example 1) and the operation of the template document creator (operation example 2) are the same as those in the first embodiment.

(Operation Example 5) The operation of the business document creator will be described. The sales person (business document creator) of company A is trying to create sales materials (business documents) for company D related to product X.

The business document creator inputs the search word "product X" into the user terminal 40. The search device 10 accesses the database 20. The template document file name related to the sales material of the product X is displayed on the display 42 as a search result.

The business document creator downloads and browses the template document file related to the sales material of product X. You may browse on the network. If it is determined that a persuasive sales material can be created by examining the template document and adding the circumstances peculiar to Company D to the template document, the material creation work is started without additional search.

(Operation example 6) In operation example 5, if the template document alone is not sufficient and you want to refer to the past business documents, issue an additional search command.

The search device 10 accesses the database 30. The business document business document file name for company B and the business document file name for company C of product X are listed as search results on the display 42.

The business document creator downloads and browses the business document business document file for company B and the business document file for business material C. You may browse on the network.

The business document creator creates a convincing business document by comparing the template document with the business document and adding the circumstances peculiar to Company D to the template document.

By the way, the database 30 is originally the database of the business management system 2, and the amount of information is enormous as compared with the database 20. Therefore, the search for the business document file (second search) requires more time than the search for the template document file (first search).

When the template document is sufficient as in the operation example 5, the search time can be significantly shortened. As a result, the convenience of the business document creator is enhanced, and the resources of the search device 10 can be effectively utilized.

Although the present invention has been described above with reference to preferred embodiments, the present invention is not necessarily limited to the above embodiments, and can be variously modified and implemented within the scope of the technical idea.

1 Document management system 2 Business management system 10 Search device 11 Search word input unit 12 First search unit 13 First search result output unit 14 Additional search command unit 15 Second search unit 16 Second search result output unit 17 Select file viewing / Download unit 21 Template document file registration means 30 Second database 40 User terminal 41 Input device 42 Display output device 43 Control device 101 Processor 102 RAM
103 ROM
104 Storage device 105 Input / output device 106 Communication device

Claims (7)

The first database that stores the template document file and
The second database that stores business document files and
Search word input means and search word input means
Based on the search word, the corresponding template document file is searched from the first database, and the first search result is output.
A search means that searches the corresponding business document file from the second database based on the search word and outputs the second search result.
A document management system including a display means for displaying the first search result and the second search result in different areas on the same screen in a contrastable manner. At least the target person name of the document and the target date of the document are not described in the template document file.
The document management system according to claim 1, wherein at least the target person name of the document and the target date of the document are described in the business document file. A template document file registration means for storing the template document file in the first database is provided.
The document management system according to any one of claims 1 and 2, wherein the template document file registration means registers the template document file in the first database when the approval information is acquired. The document management system according to any one of claims 1 to 3, wherein the second database also serves as a database for a business management system. The document management system according to any one of claims 1 to 4, wherein the search means outputs a second search result when an additional search command is acquired after outputting the first search result. Enter the search word The search word input section and
Based on the search word, the first search unit that searches the corresponding template document file from the external first database, and
A first search result output unit that outputs the search results of the first search unit to an external display device, and
A second search unit that searches for the corresponding business document file from an external second database based on the search word, and
A search device including a second search result output unit that outputs the search results of the second search unit in a different area from the search result display of the first search unit on the same screen of the display device. Search word input processing to input a search word from an external search word input device,
The first search process for searching the corresponding template document file from the external first database based on the search word, and
The first search result output process that outputs the result of the first search process to an external display device, and
A second search process for searching the corresponding business document file from an external second database based on the search word, and
A search program that causes a search device to execute a second search result output process that outputs the result of the second search process in a different area from the search result display of the first search process on the same screen of the display device.