JP7059476B2 - Electronic data management system and electronic data management program - Google Patents

Description

The present invention relates to an electronic data management system and an electronic data management program for centrally managing electronic data.

With the spread of computers, users engage in various tasks using computers such as personal computers, and collect various electronic data such as text data, drawing data, image data, video data, and sound source data created using the computer. Increasingly, it is stored and managed on a computer. It is desired that such electronic data be managed so that the desired electronic data can be easily accessed later.

However, when multiple users save the electronic data created by each user, each user gives a name that is easy for him / her to understand and saves it in a place that is easy for him / her to understand, so that another person searches for the desired electronic data. At that time, there was a problem that it was very difficult to find. As a result, there is a problem that necessary electronic data cannot be found immediately when a customer makes a sudden inquiry, and the response may be delayed.

In order to solve such a problem, for example, the idea of managing electronic data in association with a group, which is disclosed in Patent Document 1 and the like, is known.

Japanese Unexamined Patent Publication No. 2004-302981

However, when managing electronic data in association with a group, the user has to find a place of a predetermined group to which the electronic data is associated and save the electronic data there, which causes a problem that it takes time and effort.

The present invention has been made to solve the above problems, and to provide an electronic data management system in which a user can easily store electronic data and another user can easily access desired electronic data. With the goal.

The present invention is an electronic data management system for centrally managing electronic data. The electronic data management system has an information reception unit that receives customer information and matter information, an information management department for managing customer information and matter information acquired by the information reception department, and customer information and matter acquired by the information reception department. Create a folder in a specific area of the data storage determined by the specific area determination unit and the specific area determination unit that determines the specific area for storing electronic data based on the information, or create a folder in the specific area of the data storage. It has a folder management unit to open . The folder management unit creates a folder when the customer information and the matter information acquired by the information reception department are new customer information and the matter information, and opens the folder in other cases.

In the electronic data management system of the present invention, the user simply inputs the customer information and the matter information, and the folder is automatically generated in the specific area of the data storage based on the customer information and the matter information. The electronic data may be saved in this folder, and the user can easily save the electronic data. Further, when another user tries to access the desired electronic data, only the customer information and the matter information are specified, and the folder in the specific area of the data storage is opened based on the customer information and the matter information. As a result, the folder in which the electronic data is stored can be easily identified, and the desired electronic data can be easily accessed.

In the electronic data management system of the preferred embodiment, it is managed by an ID management unit and an information management unit that assign a classification ID and a group ID to the customer information and assign a status ID to the matter information. It further includes an information extraction unit that extracts desired customer information and case information from existing customer information and case information. The information management unit stores the classification ID, the group ID, and the status ID assigned by the ID management unit, and the information extraction unit is assigned the classification ID, the group ID, the status ID, the classification ID, and the group ID. Customer information and matter information are extracted based on at least one of the customer information that does not exist and the matter information to which the status ID is not given.

With such a configuration, the acquired customer information and matter information are stored in the electronic data management system in a state of holding the classification ID, the group ID, and the status ID. Then, by designating at least one of the required classification ID, group ID, status ID, customer information to which the classification ID and group ID are not assigned, and the matter information to which the status ID is not assigned. , Customer information or matter information can be extracted based on the specified classification ID, group ID, status ID, customer information or matter information. This makes it possible to easily extract and confirm the customer information and the matter information required by the user, such as the customer information and the matter information belonging to the desired classification.

A more preferred embodiment of the electronic data management system further includes a portfolio creation unit that creates a list of customer information and matter information extracted by the information extraction unit.

With such a configuration, it is possible to easily create a portfolio in which customer information or matter information required by the user, such as customer information and matter information belonging to a desired classification, is put together in a list. This makes it possible to easily create materials used for meetings, sales, and the like.

In the electronic data management system of a more preferable embodiment, the information management unit holds thumbnails related to customer information and matter information, and the portfolio creation unit acquires thumbnails held in the information management department. Display in the list of customer information and matter information .

With such a configuration, an image is inserted into a material used for a meeting or the like, and a material that is easy to see can be created.

Further, the present invention is an electronic data management program that operates a computer as an electronic data management system for centrally managing electronic data. The electronic data management program was acquired by the information reception department that receives customer information and matter information , the information management department that manages the customer information and matter information acquired by the information reception department, and the information reception department. Based on customer information and matter information, create a folder in the specific area determination unit that determines the specific area for storing electronic data, and the specific area of the data storage determined by the specific area determination unit, or for data storage. It is a computer program that operates as a folder management unit that opens a folder in a specific area. The folder management unit creates a folder when the customer information and the matter information acquired by the information reception department are new customer information and the matter information, and opens the folder in other cases.

According to the electronic data management system according to the present invention, a user can easily store electronic data, and another user can easily access desired electronic data.

It is a figure which shows the structure of one Embodiment of the electronic data management system of this invention. It is a sequence diagram which gives the classification ID, the group ID and the status ID of the customer information and the matter information. It is a sequence diagram which creates a folder based on customer information and matter information. It is a figure which shows an example of the structure of the folder created by FIG. It is a sequence diagram which extracts electronic data based on customer information and case information.

Hereinafter, an embodiment of the electronic data management system and the electronic data management program according to the present invention will be described with reference to the accompanying drawings.

The electronic data management system 10 according to the present embodiment is composed of a computer such as a personal computer. As shown in FIG. 1, the electronic data management system 10 includes an input unit 11, an information receiving unit 12, an ID management unit 13, a specific area determination unit 14, a folder management unit 15, a display unit 16, an information management unit 17, and information extraction. It has a unit 18 and a portfolio creation unit 19.

The input unit 11 is realized by an input device such as a mouse or a keyboard, and accepts a user's operation. The information reception unit 12, the ID management unit 13, the specific area determination unit 14, the folder management unit 15, the information management unit 17, the information extraction unit 18, and the portfolio creation unit operate according to the programs stored in the computer. Execute the process. Further, the display unit 16 is realized by, for example, a display device, and displays the result of executing various processes.

The electronic data management system 10 is installed with an electronic data management program and is used for centrally managing electronic data.

As shown in FIG. 2, in the electronic data management system 10, the user inputs customer information and matter information in the input unit 11 (S21). As the customer information, in addition to the customer name, the customer's address, and the customer's contact information (telephone number, fax number, e-mail address, etc.), the user can input predetermined information. The information defined by the user is, for example, the relationship between the user and the customer (classification indicating the relationship between the customer, cooperating company, prospective customer, etc.) and the type of customer (group such as industry, location area, etc.). Is. When managing the projects within the company in a comprehensive manner, the relationship between the user and the customer can be set as the company. As the matter information, in addition to the contents of the matter, the acceptance date, the delivery date, etc., information predetermined by the user, for example, the status of the matter can be input.

The input customer information and matter information are notified to the information reception unit 12 (S22) and accepted by the information reception unit 12 (S23). The customer information and the matter information acquired by the information reception unit 12 are given an ID predetermined by the user in the ID management unit 13. Here, the ID includes a classification ID based on the relationship between the user and the customer, a group ID based on the type of the customer, a status ID based on the state of the matter, and the like. These IDs (classification ID, group ID and status ID) are registered in advance by the user in the ID management database. The ID management unit 13 compares each of the customer information and the matter information input by the user with the ID management database (S24), and assigns the corresponding ID (S25). Then, the customer name, the customer's address, the customer's contact information, the assigned classification ID, and the group ID are registered and managed in the customer management database by the information management unit 17 as customer information. Further, the content of the matter, the acceptance date, the delivery date, etc., and the assigned status ID are registered and managed in the matter management database by the information management unit 17 as the matter information (S26).

Further, as shown in FIG. 3, in the electronic data management system 10, the specific area determination unit 14 determines a specific area for storing electronic data based on the customer information and the matter information acquired by the information receiving unit 12 (in the electronic data management system 10). S31). Specifically, an area for storing electronic data is provided in an arbitrary area of the data storage designated by the user. Then, within that area, a specific area is determined so that electronic data can be systematically stored based on customer information and case information.

When a specific area for storing electronic data is determined, the operating system (OS) that drives the computer is notified of the specific area (S32), and the operating system places the customer folder and the matter folder in the specific area of the data storage. It is confirmed whether or not there is (S33). In the case of new customer information, since the customer folder does not exist in the specific area, the folder management unit 15 requests the operating system to create the customer folder (S34), and the operating system requests the customer folder in the specific area of the data storage. Is created (S35). Similarly, in the case of new matter information, since the matter folder does not exist in the specific area, the folder management unit 15 requests the operating system to create the matter folder (S36), and the operating system is in the specific area of the data storage. Create a matter folder in (S37). The created customer folder and matter folder (hereinafter, may be collectively referred to simply as "folder") can be confirmed by the display unit 16.

FIG. 4 shows an example of the structure of the folder created in this way. In FIG. 4, folders are systematically created based on the customer name. The method of systematizing is not limited to the customer name, but can be systematized based on any category specified by the user, for example, the case name, classification, group, status, and the like.

Next, with reference to FIG. 5, a method of searching for stored electronic data using the electronic data management system 10 will be described.

The user inputs customer information or matter information of the electronic data to be searched for (S41). Customer information includes customer name, classification, taxon, etc., and project information includes project name, acceptance date period, status, etc., and at least one of these is input. The input customer information or matter information is notified to the information reception unit 12 (S42), and is acquired by the information reception unit 12 (S43). When the customer information or matter information acquired by the information reception unit 12 includes a taxon or a status, the ID management unit 13 classifies the taxon or the status into the ID management database as shown in FIG. The acquisition of the ID is requested, and the ID corresponding to the classification, taxon, or status is notified from the ID management database. Based on the information (customer information such as customer name, case name, case information such as acceptance date period) or ID (classification ID, group ID, status ID), the information extraction unit 18 has a customer management database and a case. Request customer information and matter information regarding the corresponding information or ID from the management database (S44). Then, the customer information or matter information of the corresponding information or ID is extracted from the customer management database and the matter management database (S45).

Based on the customer information and the matter information extracted by the information extraction unit 18, the specific area determination unit 14 determines the specific area in which the electronic data of the customer information and the matter information is stored (S46), and the folder management unit 15 determines. Open the folder that exists in the specific area (S47). The opened folder is displayed on the display unit 16.

Further, the information extraction unit 18 displays the extracted customer information and the matter information as a list on the display unit 16 (S48). On the screen displayed by the display unit 16, a link to a folder in which electronic data related to the extracted customer information and matter information is stored is displayed. Therefore, the user instructs the input unit 11 to access the link on the screen of the display unit 16, so that the folder of the customer information and the matter information extracted by the information extraction unit 18 is opened . As a result, the desired customer information and case information folders can be easily accessed, and the electronic data stored in the folders can be easily viewed.

Further, when the user wants to create a portfolio based on the customer information and the matter information extracted by the information extraction unit 18, when the user makes a portfolio creation request (S51), the portfolio creation unit 19 causes the extracted customer information. And create a portfolio by listing the matter information (S52). At this time, if the information management unit 17 holds thumbnails in the customer information and matter information folders, the portfolio creation unit 19 acquires the thumbnails from the folders and displays them in the list.

As described above, in the electronic data management system 10 of the present embodiment, the user simply inputs the customer information and the matter information, the customer information and the matter information are acquired, and a folder is automatically generated in a specific area of the data storage. Will be done. The electronic data may be saved in this folder, and the user can easily save the electronic data. Further, when another user tries to access the desired electronic data, only the customer information and the matter information are specified, and the folder in the specific area of the data storage is opened based on the customer information and the matter information. As a result, the folder in which the electronic data is stored can be easily identified, and the desired electronic data can be easily accessed.

By comprehensively storing and managing electronic data based on customer information and matter information in this way, it is not necessary for a user to explain the location of electronic data when handing over a customer or matter to another user. , Customers or deals can be taken over easily. Further, even if a customer makes a sudden inquiry when the person in charge is absent, other users can easily check the electronic data and can promptly respond to the customer. Further, since the folders of customer information and matter information can be shared and operated, by storing them in the folders, it is possible to easily share and confirm the information.

Further, in the electronic data management system 10 of the present embodiment, the acquired customer information and the matter information are stored in the electronic data management system in a state of holding the classification ID, the group ID, and the status ID. Then, by specifying at least one of the required customer information or matter information such as the required customer name, classification, taxon, matter name, acceptance date period, status, etc., the customer information or matter information is extracted. You can create a portfolio related to the customer information or case information. At this time, if you save the thumbnail in the folder, you can insert the image into the portfolio. As a result, it is possible to easily create materials used for meetings of ongoing projects, or sales materials for developing new customers, which are a list of already-paid customer projects.

In addition, since the customer information and the matter information once acquired are stored and can be easily referred to later, the customer information and the matter information can be utilized as a data resource. In addition, since customer information and matter information can be shared, it is easy for a plurality of users to cooperate and proceed with the work. Further, considering that the company is also one customer, the projects within the company (procurement project, device management project, etc.) can be easily managed by using the electronic data management system 10 of the present embodiment.

Although one embodiment of the present invention has been described above, the present invention is not limited to this embodiment, and various modifications can be made without departing from the spirit of the present invention.

For example, in the above embodiment, the classification ID and the group ID are assigned to the customer information, but it is not always necessary to assign both the classification ID and the group ID, and only one of them may be assigned. Further, when the user wants to divide the customer information and the matter information into more categories in addition to the classification ID, the group ID, and the status ID, the number of IDs to be divided can be increased.

Further, in the above embodiment, the electronic data management system 10 includes an input unit 11, an information receiving unit 12, an ID management unit 13, a specific area determination unit 14, a folder management unit 15, a display unit 16, an information management unit 17, and information extraction. It has a unit 18 and a portfolio creation unit 19. However, not all of these configurations are mandatory. In particular, the electronic data management system 10 may not include at least one or all of the ID management unit 13, the information extraction unit 18, and the portfolio creation unit 19. If the ID management unit 13 is not provided, the customer information and the matter information received by the information reception unit 12 are stored in the information management unit 17 without being assigned an ID.

10 Electronic data management system 12 Information reception department 13 ID management department 14 Specific area determination department 15 Folder management department 17 Information management department 18 Information extraction department 19 Portfolio creation department

Claims (5)

An electronic data management system for centrally managing electronic data.
Information reception department that accepts customer information and matter information,
The information management department for managing customer information and matter information acquired by the information reception department, and
A specific area determination unit that determines a specific area for storing electronic data based on customer information and matter information acquired by the information reception unit, and a specific area determination unit.
A folder management unit that creates a folder in a specific area of the data storage determined by the specific area determination unit or opens a folder in the specific area of the data storage is provided.
The folder management unit is an electronic data management system that creates a folder when the customer information and matter information acquired by the information reception department are new customer information and matter information, and opens the folder in other cases. .. An ID management unit that assigns a classification ID and a group ID to customer information and a status ID to matter information,
Further provided with an information extraction unit that extracts desired customer information and matter information from the customer information and matter information managed by the information management department.
The information management unit stores the classification ID, the group ID, and the status ID assigned by the ID management unit.
The information extraction unit is based on at least one of the classification ID, the group ID, the status ID, the customer information to which the classification ID and the group ID are not assigned, and the matter information to which the status ID is not assigned. The electronic data management system according to claim 1, which extracts customer information and matter information. The electronic data management system according to claim 2, further comprising a portfolio creation unit that creates a list of customer information and matter information extracted by the information extraction unit. The information management department holds thumbnails related to customer information and matter information.
The electronic data management system according to claim 3, wherein the portfolio creation unit acquires thumbnails held in the information management unit and displays them in a list of customer information and case information . An electronic data management program that operates a computer as an electronic data management system for centrally managing electronic data.
The electronic data management program uses the computer.
Information reception department that accepts customer information and matter information,
Information management department for managing customer information and matter information acquired by the information reception department,
A specific area determination unit that determines a specific area for storing electronic data based on customer information and matter information acquired by the information reception unit, and a specific area determination unit.
A computer program that creates a folder in a specific area of data storage determined by the specific area determination unit, or operates as a folder management unit that opens a folder in the specific area of the data storage.
The folder management unit creates a folder when the customer information and matter information acquired by the information reception department are new customer information and matter information, and opens the folder in other cases. Electronic data Management program.

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