JPH1055355A - Routine document preparing and preserving method - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide the routine document preparing and preserving method which can prevent a field format a routine document from being destroyed when a routine document is newly prepared, automate part of manual operation, and prevent a prepared routine document form being lost. SOLUTION: A document file name specified at the time of registration and preserving in routine document formats 20 and 21 is provided with a document serial-number area by document classifications, and when the format 21 or routine document 23 is read to newly prepare a routine document 23, a document serial number corresponding to a document classification is automatically embedded in the document serial-number area. The document serial number embedded in the document serial-number area is set to the number (plus 1) right after the maximum document number read out of the routine document file storage area 24 where the routine document 23 is preserved. When the document serial number is automatically embedded in the document serial- number area, a zero-byte document is registered in the routine document file preserving area 24 and updated when a newly prepared routine document is registered.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a method for creating and editing a fixed-form document based on a fixed-form document format using software of a word processor, and registering and saving the fixed-form document in a document file. The present invention relates to a method for creating and saving a fixed form document which can prevent the stored format or fixed form document from being destroyed when newly registering and saving.

[0002]

2. Description of the Related Art Normally, fixed forms such as minutes, reports, and order forms frequently created in the business of a company have a template format set as a company standard. Office Auto
mation) It is created in advance by software related to the word processor on the device. The standard document is created by copying or citing a standard document format or a document created based on this format, and is saved in a file with a different document name.

Conventionally, in this type of fixed form document creation and storage method, for example, as described in Japanese Patent Application Laid-Open No. 4-119449, a document name of a document to be edited / created is input, and Starts the document creation device to be used from the name, reads the specified document from the document storage device, edits and creates the read document with the document editing device, and starts the document creation device. It achieves the purpose of omitting the settings required for reading and simplifying the operation.

A technique for improving the operability of inputting a document name with respect to an input operation of a document name is disclosed in, for example, Japanese Patent Laid-Open No. 4-3 / 1993.
No. 28676.

[0005]

However, the above-mentioned conventional fixed document creation and storage method has the following problems.

The first problem is that the format of a fixed document or a document created based on this format may be erroneously destroyed by a newly registered fixed document.

[0007] The reason is that when a fixed-form document having a new content is created by copying or citing a fixed-form document or a document created based on this format, and the fixed-form document is registered and saved in a file, the fixed-form document is saved. If the creator of the document is aware of only the contents of the document and forgets to change the document name specified when calling from the file, despite the message that "the same document name exists" is displayed , You may register by mistake,
This is because previous fixed-form documents are destroyed or disappear.

The second problem is that, when editing and creating a fixed form document and newly registering the fixed form document, it takes time and effort to create the fixed form document, and it is necessary to pay sufficient attention to avoid mistakes. is there.

[0009] The reason is that the fixed form document which has been stored before, especially in many cases of the same classification, often registers the document name or the document number in the file, so that the creator of the fixed form document has paid sufficient attention. Because it becomes manual work.

SUMMARY OF THE INVENTION An object of the present invention is to prevent the destruction of a file format or a fixed-form document when editing and creating a new form or editing a document created based on this format. An object of the present invention is to provide a method for creating and storing a fixed form document with good operability, productivity and maintainability, which can automatically perform at least a part of manual work at the time of registration.

[0011]

According to the present invention, there is provided a fixed-form document storage method for creating and editing a fixed-form document based on the fixed-form document format by software of a word processor, and registering and storing the fixed-form document in a document file. The document file name specified when registering and saving this format in the above format is provided with a document serial number area for each document classification, and the document classification is specified to newly create a fixed form document in this format or from the document file. When a standard document is called, the document serial number for the document classification in this format is automatically embedded in the document serial number area.

According to this method, a document serial number for each document classification of a format or a fixed-form document called for new creation and which is not included in the fixed-form document filed in the fixed-form document file is automatically embedded in the document serial number area. Therefore, the format or fixed-form document which has already been filed is not destroyed at the time of registration.

Further, in the method for creating and storing a fixed document according to the present invention, the document serial number embedded in the document serial number area is the next number (the largest document number) after the maximum document number read from the fixed document file storage area for storing the fixed document. When a document serial number is automatically embedded in the document serial number area of the format, this format is registered as a zero-byte document in a fixed-form document file, and a new number is set. When registering the created fixed form document, the zero byte document is deleted and stored and updated, and the document number is quoted and embedded.

According to this method, when a fixed-form document is filed, missing of the document serial number is prevented, so that the created fixed-form document is prevented from being lost.

[0015]

Next, embodiments of the present invention will be described with reference to the drawings.

FIG. 1 is a functional block diagram showing an embodiment of the present invention.

In the illustrated fixed form document creation and storage method, a format creation function 11, a format creation screen 12,
Format registration function 13, fixed form document creation and editing function 1
4. Document creation / edit screen 15, and fixed form document registration function 1
6, a format file storage area 22 for registering and saving a standard document format 21 created from the standard document format 20 on a memory disk, and a standard form for registering and storing a standard document 23 It is assumed that a document file storage area 24 is provided.

The difference from the prior art is that when creating the standard document format 21, a document classification area, a heading area, and a document serial number area are designated as document file name areas to be referred to when calling from a file. When the format 21 is registered in the format file storage area 22, the document classification is set. On the other hand, when the standard document 23 is edited and created and registered in the standard document file storage area 24, at least the document serial number is automatically set. That is.

That is, as shown in the figure, in the fixed document format 21 stored in the format file storage area 22, the document classification A, for example, "minutes" is registered in the document classification area, and one fixed document format is formed and stored. It is assumed that at least the document classification A is automatically embedded in the document classification area of the fixed document 23 stored in the fixed document file storage area 24 and the document serial number is automatically embedded in the document serial number area.

Next, the operation procedure of each of the above functions will be described with reference to FIG.

First, the format creation function 11 requests the user when the user calls up the standard document format 20 or creates it on the format creation screen 12, and refers to the document to be referred to when calling up from the file. A document classification area for storing a document classification as a file name area, a heading area for storing a headline sentence, and a document serial number area for storing a document serial number, each of which is designated to an arbitrary part in the document file of the standard document format 20. I do.

Next, the format creation function 11 requests the user to write the "document classification A" in the document classification area, so that the standard document format "document classification A"
The format registration function 13 receives the registration request and saves the fixed document format “document classification A” as one of the fixed document formats 21 in the format file storage area 22.

Next, the operation procedure of the standard document creation / editing function 14 will be described with reference to FIG. 1 and FIG.

When a request to create and edit a document class A of a standard document is received from the user (step S1), the standard document creation / editing function 14 firstly enters a format file storage area 22.
Is searched for the standard document format "document classification A" (step S2).

If the procedure S2 is "YES" and the standard document format "document classification A" can be indexed, the user is inquired whether to newly create or re-edit the existing document (procedure S2).
3).

The fixed-form document creation / editing function 14 accepts a new creation in response to the inquiry (YES in step S4), and has a fixed-form document format "document classification A" in the fixed-form document file storage area 24 and has been indexed. In the case (YES in step S5), the next number (the number obtained by adding “1” to the maximum document number) of the maximum document number in the standard document “document classification A” existing in the standard document file storage area 24 is used. S
The document is set in the document serial number area of the standard document format “document classification A” indexed in step 2 (step S6).

At the same time, the fixed form document creation / editing function 14
"Document classification A: (heading area is space): Document serial number x
“xxn” is used as the document file name, and the fixed-form document “document classification A” of the document file “0” bytes is registered and saved in the fixed-form document file storage area 24 and displayed on the document editing screen 15 (step S8).

If the step S2 is "NO" and the document class A cannot be indexed, the standard document creation / editing function 14 displays an error message on the document editing screen 15 and ends the procedure.

If the above step S4 is "NO" and re-editing is performed,
The standard document creation / editing function 14 inquires the document number (document serial number) of the target standard document to the user, receives the answer document number (document serial number) (step S12), and accepts the received document number (document serial number). ) Is searched for the fixed-form document “document classification A” in the fixed-form document file storage area 24 (step S13).

If step S13 is "YES" and a fixed document having the accepted document number (document serial number) can be indexed, the fixed document creation / editing function 14 proceeds to step S8, where the indexed fixed document "Document Classification A Is displayed on the document editing screen 15 (step S14).

If the step S13 is "NO" and the fixed document cannot be indexed without the accepted document number (document serial number), the fixed document creation / editing function 14 proceeds to the step S11 to edit the error message. The screen is displayed on the screen 15.

If the above-mentioned step S5 is "NO" and the standard document "document classification A" does not exist in the standard document file storage area 24 and cannot be indexed, the standard document creation / editing function 14
The document number “1” is set in the document serial number area of the standard document format “document classification A” indexed in step S2 (step S15), and the process proceeds to step S7, where “document classification A: (heading area is space)” : The document file name is “document serial number 1”, and the fixed-form document “document classification A” of the document file “0” bytes is registered and saved in the fixed-form document file storage area 24 and displayed on the document editing screen 15.

Next, returning to FIG. 1, the subsequent procedure will be described with reference to FIG.

The user edits / creates the document displayed on the document editing screen 15 to complete a target fixed document. At this time, the user also embeds a necessary headline sentence in the headline area of the standard document “document classification A”. Upon completion of the work, the user requests the fixed form document registration function 16 to register the created document.

When a request for document registration is received, the fixed-form document registration function 16 stores a fixed-form document having the same document serial number of “document classification A” registered in the fixed-form document file storage area 24 and a document file “0” byte. The registration is updated to register the fixed form document that has been deleted and created on the document editing screen 15.
At this time, the document file name is “document classification A, headline sentence,
Document number No. xxxn ".

In the above description, there is no fixed document file.
A general procedure was also considered in consideration of the creation of the first fixed-form document in which the document number “1” was set.
1) New creation of a fixed form document is accepted by “document classification A / document number xxxn”, and in the next procedure (procedure S2 above),
The operation may proceed to the above-described step S6 of setting the number next to the maximum document number of the file in the document serial number area when the index can be obtained from the fixed-form document file.

In the above description, the headline sentence is embedded by the user. However, when a document registration request is received, the fixed-form document registration function 16 detects a space (blank space) in the headline area and deletes the content of the document. By embedding a predetermined phrase selected from the first sentence as a headline sentence, automatic embedding may be performed similarly to the document serial number. In this case, since it is also embedded in the heading area of the editing screen, the user only has to correct it again if necessary.

In the above description, when a new fixed-form document is created, the zero-byte document is displayed on the screen in step S8. However, the document serial number is inquired, and the document serial number of the already-filed fixed-form document “document classification A” is entered. Then, the fixed form document “document classification A” is displayed on the screen, and the existing document can be modified to create a new fixed form document “document classification A”.

In the above description, the document file name includes "headline sentence". However, only "document classification, document serial number" may be used. Furthermore, although the procedure has been specifically described in part with reference to the drawings, for example, the order of the file registration in step S7 and the screen display in step S8 may be changed. in this way,
Separation and merging of functions, exchange of procedures before and after, parallel simultaneous operation, and the like are free as long as the above functions are satisfied, and the above description does not limit the present invention.

[0040]

As described above, according to the present invention, the following effects can be obtained.

The first effect is that when a new fixed-form document is edited, created and registered using a fixed-form document registered and stored in a file, the fixed-form document format or the fixed-form document stored and cited in the file is used. Destruction can be prevented, and a part of the manual work can be automatically performed.

The reason is that a document serial number area is provided in the document file name to be referred to when calling from a file, and a file format is added to the document serial number area when a format or a standard document to be quoted for creating a new standard document is indexed from the file. When a registered document is registered, it is automatically set to a number that is not included in the document. This is because that.

The second effect is that the created fixed-form document can be prevented from being lost.

The reason is that a document serial numbering system for automatically numbering the next number after the filed maximum number is adopted, and a fixed-size document of a zero-byte document is registered in the fixed-form document file with the same document number. This is because the document is updated with the edited and created new prescribed document.

[Brief description of the drawings]

FIG. 1 is a functional block diagram showing an embodiment of the present invention.

FIG. 2 is a flowchart showing one embodiment of a main operation procedure of a partial function of the present invention.

[Explanation of symbols]

 11 Format creation function 12 Format creation screen 13 Format registration function 14 Standard document creation and editing function 15 Document creation and editing screen 16 Standard document registration function 20 Standard document format 21 Standard document format 22 Format file storage area 23 Standard document 23 24 Standard document file saving region

Claims (5)

[Claims] 1. A method of creating and saving a fixed form document based on a fixed form document format using software of a word processor and registering and saving the fixed form document in a document file. A document serial number area is provided for each document classification in the document file name. When this format is called for creating a new fixed-form document by designating the document classification, the document serial number for the document classification in this format is automatically stored in the document serial number area. A method for creating and storing fixed-form documents, which is characterized by being embedded. 2. A document serial number according to claim 1, wherein when a fixed document is called from said document file for newly creating a fixed document by designating a document class, a document serial number corresponding to the document class of said fixed document is stored in said document serial number area. A fixed form document creation and storage method characterized by automatic embedding. 3. The document serial number embedded in the document serial number area according to claim 1, wherein the document serial number is set to a number other than the document number already read and read from the fixed document file storage area for storing the fixed document. A method for creating and saving a fixed form document. 4. The document serial number embedded in the document serial number area according to claim 1, wherein the document serial number embedded in the document serial number area is the number next to the maximum document number read from the standard document file storage area for storing the standard document (the maximum document number). Number added to "1")
A method for creating and storing a fixed form document, characterized in that a serial number is set for the document. 5. A format according to claim 1, 2, 3 or 4, wherein when a document serial number is automatically embedded in the document serial number area of the format, the format is registered as a zero-byte document in a standard document file. When registering a newly created fixed document, the fixed byte document is deleted and stored and updated.