JPH10326285A - Document management system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a document management system in which the registration or deletion of large amounts of documents can be easily attained. SOLUTION: Data necessary for document management are read from an existing data base system 2, and a management data file 1 in a CSV format is prepared, and document data to be registered are prepared as an end batch registration file 3 in a CSV format by the reading and edition of this file. Then, the document is registered in a batch in an object directional data base 5 according to a data array for registration generated from this file by an end batch registration interface 4. Also, the interface generates the file for end batch deletion from the management data file, and operates the end batch deletion.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

The present invention relates to a document management system for registering and deleting documents in a database system such as an object-oriented database system.

[0002]

2. Description of the Related Art A document management system for registering and deleting documents such as documents and design drawings in a database uses a dedicated screen interface to register and delete documents.

FIG. 4 shows a registration screen interface.
FIG. 7A shows an interface screen for registering items one by one, and registration is performed by inputting necessary items (file names, attributes, etc.) one by one and operating a registration button.

FIG. 1B shows a batch registration file screen based on a system-specific format created by an editor, and the system analyzes the file by selecting a “batch registration” menu and creates a batch registration file. It is created and displayed on a screen, and batch registration is performed using this.

[0005] Deletion of documents involves searching and deleting documents one by one in the same manner as registration of individual documents.

[0006]

In a database system, it is necessary to register a large number of documents especially when a new database system is introduced. For the registration work for this purpose, the conventional registration method for each case requires the registration worker to perform an enormous amount of input work, and input errors easily occur.

On the other hand, the method of using a system-specific batch registration file simplifies the registration operation if the batch registration file is created, but since the batch registration file is system-specific, it has already been collected in other systems. When registering a document that exists in a form, a batch registration file must be created from scratch so as to match the system, and there is the same problem as registration of individual documents.

[0008] When deleting a document, a large number of documents exist when the database system is operated for a long period of time. For efficient operation of the system, it is necessary to delete a large number of documents. The same problem as registering a document.

An object of the present invention is to provide a document management system that simplifies registration or deletion of a large number of documents.

[0010]

According to the present invention, a management data file in CSV format is edited and created from an existing database system using a spreadsheet application or the like, and a batch registration file or a batch deletion file is created from this file. In addition, these files are used to collectively register or delete documents by an interface, and are characterized by the following configuration.

In a document management system for registering or deleting a document in a database system, data necessary for document management is read from an existing database system, and a management data file created in CSV format and reading of the management data file are performed. Document data to be registered or deleted by editing CSV
Documents are registered in a database in a batch according to a batch registration / deletion file created in a format and a registration data array generated from the batch registration / deletion file, or a document retrieved from the file and searched based on search information is batch deleted. And a batch registration / deletion interface.

Further, the interface is characterized in that when there is an error in the generation of the registration data array or the retrieval of the deletion document, an error log file in CSV format is created.

[0013]

BEST MODE FOR CARRYING OUT THE INVENTION

(First Embodiment) FIG. 1 is a configuration diagram of a document batch registration processing system according to an embodiment of the present invention.

The management data file 1 is created by reading data from the database system 2 in a CSV format (a format in which data necessary for document management (attributes, file names, etc.) are separated by field delimiters). In the figure, the items of "title", "person in charge", and "file name" are delimited by fields.

The creation of the management data file 1 is realized by an editing function of a general spreadsheet application. Further, as the database system 2, any existing database system such as a relational database system or an object-oriented database system has a function of outputting registered data in CSV format.

The batch registration file 3 is created as a CSV format batch registration file by reading and editing the created management data file 1.

The batch registration interface 4 reads the batch registration file 3 and registers a document in the object-oriented database system 5 by the same operation as the conventional batch registration process.

In the case where registration cannot be performed due to an error such as an invalid attribute in the registration processing, the interface 4 collects the record by adding an error content to the first column and compiling the record.
An error log file 6 in the SV format is created, and the batch registration file 3 is manually corrected from the log file 6 using a spreadsheet application or the like, and the unregistered data can be re-registered using the corrected file 3. To

FIG. 2 shows a processing procedure of the batch registration interface 4. First, the first line of the batch registration file 3 is read and analyzed, and the registration items are associated with the field order (S1). Next, the second and subsequent lines of the batch registration file 3 are read line by line, and a registration data array is generated based on the association obtained in step S1 (S2). Next, if there is no error, registration is performed in the database using the registration data array generated in step S2 (S3). If there is an error, write the error details and error record to the log file.
It is added in the V format (S4).

As described above, the registration of a document according to the present embodiment is performed by editing the management data file 1 using a spreadsheet application or the like from the database system 2 in which the document is stored, and converting the batch registration file 3 from this file 1. Since the file 3 is automatically created and the file 3 is used to register the document in the object-oriented database system, registering a large number of documents becomes a simple and quick operation.

Further, by creating the error log file 6, an error generated at the time of registration is created in a CSV format of an error content and a record, so that the registration operator can refer to the file 6 on the spreadsheet application. It can be edited and re-registered easily.

(Second Embodiment) FIG. 3 shows a processing procedure of a document deletion interface according to the present embodiment. First, a batch deletion file is created from the CSV format batch registration file 3 of FIG. The relationship between the batch registration file and the batch deletion file is as shown in the following table, for example.

[0023]

[Table 1]

[0024]

[Table 2]

The difference between the batch deletion file and the batch registration file is that a file name for specifying a document for registration is not required. The work of deleting this part can be easily executed by a general spreadsheet application.

In the deletion process shown in FIG. 3, the batch deletion file is read (S11), line data is read from the first line (S12), and if there is a line (S13), search information of the line to be deleted (document type or folder) The document is searched based on the name, person in charge, etc.) (S14).

If there is a corresponding document in this search (S15), the document is deleted from the database (S16). If the corresponding document does not exist, the information of the line that failed to be deleted in the CSV format is output as an error log file to enable manual deletion (S17).

As described above, when deleting a document according to the present embodiment, a batch deletion file is created from a batch registration file, a document is searched from this file based on deletion search information, and the relevant document is automatically retrieved from the database system. And can be easily deleted.

If the corresponding document does not exist, the information of the line which failed to be deleted in the CSV format is output as an error log file, so that a file error can be easily detected.

[0030]

As described above, according to the present invention, a management data file in CSV format is edited and created from an existing database system using a spreadsheet application or the like, and a batch registration file or a batch deletion file is created from this file. Is created and the documents are registered or deleted collectively by the interface using these files, so that there is an effect that registration or deletion of a large number of documents is simplified.

[Brief description of the drawings]

FIG. 1 is a configuration diagram of a batch registration processing system showing an embodiment of the present invention.

FIG. 2 is a processing procedure of a batch registration interface in the embodiment.

FIG. 3 is a collective deletion processing procedure according to another embodiment.

FIG. 4 is a screen example of conventional individual registration and collective registration.

[Explanation of symbols]

 DESCRIPTION OF SYMBOLS 1 ... Management data file 2 ... Database system 3 ... Batch registration file 4 ... Batch registration interface 5 ... Object-oriented database system 6 ... Error log file

 ────────────────────────────────────────────────── ─── Continued from the front page (72) Inventor Hiroyuki Henmi Meidensha Co., Ltd. 2-1-1-17 Osaki, Shinagawa-ku, Tokyo

Claims (2)

[Claims] 1. A document management system for registering or deleting a document in a database system, comprising: reading data necessary for document management from an existing database system; creating a management data file created in CSV format; A batch registration / deletion file in which document data to be registered or deleted by reading and editing is created in CSV format, and a document is batch registered in a database according to a registration data array generated from the batch registration / deletion file, or the file is read. And a batch registration / deletion interface for batch deleting documents searched based on the search information. 2. The document management system according to claim 1, wherein the interface creates an error log file in a CSV format when there is an error in generation of a registration data array or retrieval of a deletion document. .