JPH11120049A - Document management device - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide the document management device through which a revised place and the contents of the revised part before revision can easily be known by viewing a displayed document and the document before revision can be browsed without saving the document before revision. SOLUTION: The document management device which saves a plurality of documents is provided with a document storage part 2 which stores the document contents of the documents and a history information storage part 3 which stores revision history information including the contents of revised parts before revision. When the contents of a revised document in the document storage part 2 are displayed on a display device 4, a control part 1 reverses and displays the revised parts of the document and when one of the revised parts which are reversed and displayed is indicated, the revision history information on the revised part is read out of the history information storage part 3 and displayed. Further, the document contents before revision are restored by using the revised document contents read out of the document storage part 2 and the revision history information read out of the history information storage part 3.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document management apparatus capable of storing a plurality of documents and browsing and revising a desired document. The present invention relates to a document management device that allows a user to view a document before revision without storing the document before revision.

[0002]

2. Description of the Related Art There has been provided a document management apparatus capable of automatically classifying and storing digitized documents, and easily searching for and browsing a desired document from the stored documents. . For example, in a document search system disclosed in Japanese Patent Application Laid-Open No. 2-188873, documents are automatically classified and stored according to titles and material types added to the documents. In the above document search system, when a document is revised, the archived document is replaced with the revised document, and the document before revision is discarded, or the version number is added and all documents before revision are kept. Alternatively, a printed document whose revision history can be understood is left. That is, when a document is revised, a revision history table is attached, a revision page with a suffix or the like at the revision location is replaced with a page before revision, and the page before revision is discarded.

[0003]

However, in the above-mentioned conventional technique, the revision history cannot be known unless the user searches for and views each printed document one by one, and the printed document cannot be viewed. However, you cannot view the document before revision. Also, storing all the documents before revision in the document management device wastes the capacity of the storage device, which is a problem in effectively utilizing the device resources. SUMMARY OF THE INVENTION An object of the present invention is to solve the above-mentioned problems of the conventional technology and to use a display means of a document management apparatus to easily know a revised portion and a content of the revised portion before revision. An object of the present invention is to provide a document management apparatus which can restore a document before revision and browse it without storing all documents before revision.

[0004]

According to a first aspect of the present invention, there is provided a document management apparatus for inputting and storing respective document contents of a plurality of documents. Document storage means for storing and storing document contents; display means for displaying a revised portion of the document in a state where the contents of the revised document in the document storage means are displayed, History information storage means for storing and storing revision history information including the contents of the revised part before revision, and when one revision part displayed by the display means is designated, revision history information of the revision part And a history information reading means for reading and displaying the history information from the history information storage means. According to a second aspect of the present invention, there is provided the document for restoring a document content before revision from the revised document content read from the document storage means and the revision history information read from the history information storage means. It is characterized by further comprising restoring means. The invention according to claim 3 is the invention according to claim 1 or 2, in which the edition number of the document before revision is specified from the designated word included in the revision history information, and the specified edition number is revised. A document restoring unit for restoring a previous document is further provided. Also,
According to a fourth aspect of the present invention, in the invention of any one of the first to third aspects, the document management information associated with each document stored in the document storage means determines whether or not the document is being revised. A flag indicating that the document is being revised is output only when the document that has the flag being revised is specified when outputting the document. According to a fifth aspect of the present invention, in the fourth aspect of the present invention, if an instruction is issued to output a document with a flag currently being revised without designating the reviser identification code, the contents of the document immediately before the start of the revision are output. It is characterized by having a configuration.

According to the first aspect of the present invention, when the revised document content is displayed, the revised portion is displayed by the display means so as to be distinguished. When one revision is designated, revision history information including the content of the revision before the revision is displayed, so that the user can easily know the revision and the content of the revision before the revision. According to the second aspect of the present invention, the document content before revision is restored from the revised document content read from the document storage means and the revision history information read from the history information storage means. The document before revision can be restored and shown without storing the document in the storage means. According to the third aspect of the present invention, since a document before revision having a desired version number is restored by designating a word included in the revision history information, any version of the document before revision is stored. In other words, it is possible to use the document storage means efficiently and to view a desired version of the document before revision. According to the fourth and fifth aspects of the present invention, at the time of outputting a document, a document with a flag under revision is output only when a reviser identification code associated with the document is designated, and the reviser identification code is output. If the output of the document under revision is instructed without instructing the revision, the contents of the document immediately before the start of the revision are restored and output, so that the revision can be performed without copying the document before revision, and Other than the above, you can see the document just before the revision started during the revision.

[0006]

Embodiments of the present invention will be described below in detail with reference to the drawings. FIG. 1 is a block diagram showing the configuration of the document management device according to the first embodiment of the present invention. As shown in the figure, a document management apparatus according to this embodiment includes a control unit 1 for controlling and managing the entire apparatus, a document storage unit 2 for storing and storing the contents of a plurality of documents, and a document storage unit. 2, a history information storage unit 3 for storing and keeping revision history information of a plurality of documents stored in the document 2, a display device 4 for displaying document contents, etc. An input unit 5 for inputting a document created by the apparatus, a printer 6 for printing the document on paper, and the like are provided. The control unit 1 includes a CPU, a ROM having a built-in program, a RAM for temporarily storing document data (document contents) and the like. Also,
The document storage unit 2 and the history information storage unit 3 are configured by a common or individual hard disk device or the like. The input unit 5 includes a keyboard, a mouse, a floppy disk device (FDD), and the like. The above-mentioned revision history information includes a revision date, a revision person, contents before revision, a reason for revision, and the like.

The operation at the time of document revision will be described below with reference to the operation flow shown in FIG. First, a reviser inputs a reviser identification code (hereinafter, referred to as a reviser ID) through an input unit 5 using a menu or the like displayed on the display device 4, and instructs revising (S1). Then, the control unit 1 recognizes the instruction, stores the acquired reviser ID in a predetermined area in the RAM, and causes the display device 4 to display a stored document list having the same registrant ID as the reviser ID. In this stored document list, for example, only the document name, registration date, and revision date are displayed based on the document management table as shown in FIG. In this way, the reviser selects the document to be revised,
The control unit 1 that has obtained the selection information reads the selected document from the document storage unit 2 via the file management unit in the control unit 1 (S2). Subsequently, the control unit 1 reads out a revision history information table as shown in FIG. At this time, an entry column is added as shown in FIG. 5A in association with the document number to be revised (document number 00 in this example).
This is shown as column 3. ), The acquired revision person ID is written, and the date at that time acquired from the clock circuit in the control section 1 is written as the revision date (S3). Further, the control unit 1 causes the display device 4 to display a message requesting the user to specify the revision location, and the revision person designates the revision location in the displayed document using a mouse or the like belonging to the input unit 5 accordingly. Then (S4), the revised partial information including the page number and the line number (see FIGS. 4 and 5 (b)) is obtained.
In addition, the contents before revision described in the revised part in the above document are obtained. Then, the revision part information and the contents before revision are written in the corresponding columns of the revision history information table (S5).
Subsequently, when the reviser inputs the contents of the revision through the input unit 5 (S6), the control unit 1 replaces the revised portion of the document to be revised with the above-mentioned revision contents, and also enters the revised contents in the revision history information table. Write the above revised contents (S
7). Similarly, the revision reason input by the revision person is written in the revision reason column (S8). In this way, the revision process for one revision point is completed, but if there is another revision point (No in S9), the processing from step S4 is repeated.
When the revision is completed (Yes in S9), the updated revision history information table is stored in the history information storage unit 3 (S10). FIG. 5B shows an example in which there are two revised parts.

Next, the operation at the time of browsing a document will be described according to the operation flow shown in FIG. First, the control unit 1 controls the display device 4
When the reader designates one document with a mouse or the like in response to the instruction, the designated document is read from the document storage unit 2 and displayed on the display device 4 (S11). And by menu selection etc.
When the display of the revision part is instructed (Yes in S12), the control unit 1 reads the revision history information table from the history information storage unit 3, and the one or more revision part information associated with the document number and the corresponding revision part information are displayed. The content after the revision with the location indicated by the partial information as the top position is acquired, and the portion on which the content after the revision is displayed is, for example, highlighted (S13). At this time, the viewer can specify whether to display the latest revision history information or display all revision history information as necessary, and only display the revision location according to the designation. Then, when one of the revision parts displayed as described above is designated by the viewer (Yes in S14), the control unit 1 refers to the revision history information table that has been read, and designates the designated revision part. Is read from the table, and the display device 4 causes the display device 4 to display, for example, a display form as shown in FIG. 7 (S15). In FIG. 7, reference character A denotes a character string of the highlighted revised portion, reference character B denotes the revision history information of the revised portion A, and reference character C denotes a character string of the document displayed on the screen 11 of the display device 4. Is shown.

If a plurality of revisions are displayed, and another revision is specified (Yes in S14)
s) The revision history information is similarly displayed for the revision location (S15). On the other hand, when the return key or the like is pressed, for example, the control unit 1 determines that the end of the display of the revised portion has been instructed (No in S14), ends the reverse display of the revised portion (S16), and ends this operation flow. Let it. If it is determined in step S12 that the instruction is not a revised part display instruction (No in S12), the operation flow is immediately terminated. In addition, as a display method of the above-mentioned revised portion, it is also possible to display in color or add a suffix instead of inversion. As described above, according to the first embodiment, the revised portion of the document is displayed on the display device 4 in a distinguishable manner.
By specifying one of the revisions, the revision history information including the content of the revision before the revision is displayed, so the revision history information can be displayed only when the viewer wants to see it, regardless of the printed document. The revision history information including the document content can be easily viewed on the screen.

FIG. 8 is an operation flow chart showing a second embodiment of the present invention. The operation of this embodiment will be described below with reference to FIG. In this embodiment, first,
The control unit 1 reads out the document specified by the viewer from the document storage unit 2 (S21). Then, when the viewer gives an instruction to display the document before revision through the displayed menu or the like (S22).
(Yes), the control section 1 reads the revision history information table from the history information storage section 3 (S23). Subsequently, the control unit 1
Prompts the user to display the message on the display device 4 and specify which version of the pre-revision document is to be displayed (S24). For example, if the document is the immediately preceding pre-revision document, the latest revision of the document of the document number is issued. The contents before the revision of the date, the revised part information, and the contents after the revision are read from the revision history information table. Then, the content after the revision starting from the location indicated by the revision partial information is retrieved from the read revised document, and the content after the revision is replaced with the content before the revision. At this time, if there are a plurality of revisions on the latest revision date, the above operation is repeated a plurality of times to restore the document before revision (S25) and display the restored document (S26). In the above description, if the designated edition is, for example, the first edition, the revisions of all revision dates of the document with the document number are replaced with the contents before revision. Further, when displaying the document before revision, it is also possible to reversely display a portion that has been revised thereafter. Also, if the display of the document before revision is instructed without the version designation function,
The immediately preceding document before revision may be automatically displayed.

Also, as shown in FIG. 9, the apparatus has a search unit 7 and, when specifying a version, specifies one or a plurality of keywords instead of specifying how many versions. It is also possible to allow the search unit 7 to search for a version including the keyword specified in, and to automatically specify the version. For example, in the case of the example shown in FIG. 5, the viewer has “kilobit” and “missing description” as keywords.
Is specified by an AND condition, the search unit 7 that has obtained those keywords searches the revision history information associated with the document number, specifies the corresponding version, and notifies the control unit 1 of the version number. It is. Then, the control unit 1 restores the pre-revision document of the version as described above. As described above, according to the second embodiment, the previous version or the desired version of the pre-revised document can be browsed without storing the entire text of the pre-revised document as it is.

Next, the operation of the third embodiment will be described with reference to the operation flow shown in FIG. In this embodiment, as shown in FIG. 10, a document management table is provided with an under-revision flag column (field) so that a document under revision can be viewed only by the rewriter (document registrant). The document management apparatus is in an idle state (waiting for an event) from the input unit 5 when not in use (S31), and if there is any input at such time, the control unit 1 outputs the input to the document (display). ) It is determined whether it is a request (S32). If the request is a document output request (Yes in S32), it is determined whether or not the specified document is being revised by referring to the document management table as shown in FIG. 10 (S33). If it is determined that the document is being revised (Yes in S33), it is determined from the document management table whether or not the identification code input at the time of the output request is the rewriter ID (registrant ID) (S34).
If so (Yes in S34), the designated document under revision is read from the document storage unit 2 (S35), and the contents of the document are displayed (output) (S39). On the other hand, if it is not the reviser ID (No in S34), the designated document being revised is read (S36), the revision history information is further read from the history information storage unit 3 (S37), and the document is partially revised. The document to be revised is returned to the document content of the immediately preceding document based on the revision history information of the document number, and the document before revision is restored (S3).
8). Then, the restored document content is displayed on the display device 4 (S39). If it is determined in step S33 that the document is not being revised (No in S33), the designated document is read out (S35) and displayed as it is (S39). Conventionally, a document before revision and a copy thereof are stored in the document storage unit 2 so that one of them is revised, and a person other than the revision person can view the document before revision. According to this embodiment, Since the same document output (display) as before can be performed without making a copy, the storage capacity of the document storage unit 2 can be effectively utilized.

[0013]

As described above, according to the present invention, the following excellent effects can be exhibited. According to the first aspect of the present invention, when the revised document content is displayed,
The revised part is displayed in a distinguishable manner, and when one of the revised parts is designated, the revision history information including the previous contents of the revised part is displayed. The revision history information including the previous content can be viewed. According to the second aspect of the present invention, the document content before revision is restored from the revised document content read from the document storage means and the revision history information read from the history information storage means. Without storing the documents,
That is, it is possible to efficiently use the document storage means and view the document before revision. According to the third aspect of the present invention, since a document before revision having a desired version number is restored by designating a word included in the revision history information, any version of the document before revision is stored. In other words, it is possible to use the document storage means efficiently and to view a desired version of the document before revision. According to the fourth and fifth aspects of the present invention, at the time of outputting a document, a document with a flag under revision is output only when a reviser identification code associated with the document is designated, and the reviser identification code is output. If the output of the document under revision is instructed without instructing the revision, the contents of the document immediately before the start of the revision are restored and output, so that the revision can be performed without copying the document before revision, and Other than the above, you can see the document just before the revision started during the revision.

[Brief description of the drawings]

FIG. 1 is a configuration block diagram of a document management device according to a first embodiment of the present invention.

FIG. 2 is an operation flowchart of the document management apparatus according to the first embodiment of the present invention.

FIG. 3 is a data configuration diagram of a main part of the document management apparatus according to the first embodiment of the present invention.

FIG. 4 is another data configuration diagram of a main part of the document management apparatus according to the first embodiment of the present invention.

FIGS. 5A and 5B are other data configuration diagrams of a main part of the document management apparatus according to the first embodiment of the present invention.

FIG. 6 is another operation flowchart of the document management apparatus according to the first embodiment of the present invention.

FIG. 7 is a screen view of the document management apparatus according to the first embodiment of the present invention.

FIG. 8 is an operation flowchart of the document management apparatus according to the second embodiment of the present invention.

FIG. 9 is a configuration block diagram of a document management device according to a second embodiment of the present invention.

FIG. 10 is a data configuration diagram of a main part of a document management device according to a third embodiment of the present invention.

FIG. 11 is an operation flowchart of the document management apparatus according to the third embodiment of the present invention.

[Explanation of symbols]

1 control unit, 2 document storage unit, 3 history information storage unit, 4
Display device, 5 input unit, 7 search unit

Claims (5)

[Claims] 1. A document management device for inputting and storing respective document contents of a plurality of documents, a document storage means for storing and storing respective document contents of the plurality of documents, and a revision in the document storage means. Display means for displaying the revised portion of the document in a distinguishable manner when the content of the revised document is displayed, and history information for storing and storing revision history information including the content of the revised portion before revision. Storage means;
And a history information reading means for reading and displaying revision history information of the revised part from the history information storage means when one of the revised parts displayed by the display means is designated. apparatus. 2. The apparatus according to claim 1, further comprising document restoring means for restoring the document content before revision from the revised document content read from said document storage means and the revision history information read from the history information storage means. Item 1. The document management device according to Item 1. 3. A document restoring means for identifying a version number of a document before revision from a designated word included in the revision history information and restoring a document before revision of the identified version number. The document management device according to claim 1 or 2, wherein 4. A document management information associated with each document stored in the document storage means, and a revision flag indicating whether or not the document is being revised and a revision person identification code are added, and the document is output. The document according to any one of claims 1 to 3, wherein the document in which the flag under revision is set is output only when a reviser identification code associated with the document is indicated. Management device. 5. The system according to claim 4, wherein when the output of the document with the in-revision flag is instructed without indicating the reviser identification code, the content of the document immediately before the start of the revision is output. Document management device as described.