JPH1125077A - Device, system and method for managing document - Google Patents

Abstract

PROBLEM TO BE SOLVED: To make it possible to identify annotation preparer in the case of storing and managing document data and annotation data added to the document data. SOLUTION: Plural stored document data have page substance data 601 and page information 44 including added annotation data in each page. Log-in names 73 indicating users capable of accessing document data and annotation using colors 75 allocated to respective users are included in user information 45. In the case of adding an annotation to document data, annotation data are generated from the substance data 67 of the annotation and color data 66 allocated to a user adding the annotation. The operation for the document data is controlled based on the color data included in the annotation data and the annotation using color of each user managed by user information.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

[0001] 1. Field of the Invention [0002] The present invention relates to a document management apparatus, system and method for managing a large amount of document information such as characters and drawings.

[0002]

2. Description of the Related Art Conventionally, a large-scale system using a large-sized computer, a large-capacity external storage device, a scanner, a dedicated database, and the like has been required to manage characters, graphics, and image information printed on paper. . In this type of system, information on paper is first read by a scanner, converted into image data, and managed by a database system. In order to handle such a system, some knowledge and skill were required.

However, in recent years, the spread of high-performance personal computers and graphic user interfaces
With improvements in database processing technology and image processing technology, a document management system that can be processed at a sufficiently high speed by a general-purpose personal computer and scanner has been realized. Further, in terms of operability, for example, the operability is realized such that the list of read document data can be easily identified by displaying a list of reduced displays that can confirm the contents of each document. But the system has become easier to handle.

Thus, on each desk of the office,
2. Description of the Related Art A document management system has been realized that can perform high-speed processing as if checking or filing documents.

Further, with the advancement of network processing technology, a document management database for storing document data on a network has been realized, and a document management system for realizing and operating document management by a plurality of persons can be easily realized. By using such a system, an arbitrary document can be referred to by a plurality of names, and document data can be easily referred to or edited.

In addition, in such a document management system, when it is desired to add a comment or correction (hereinafter collectively referred to as an annotation) to a certain document, paint software or the like is added to the document data displayed on the screen. Can be used to add characters and quote arrows. By combining and displaying the annotation data with the document data, it is possible to give the user the same feeling as if a line marker is drawn on the document or writing for instructing erroneous writing is added.

The annotation data is combined with the document data on the display device and displayed as one document. However, since the annotation data itself is managed separately from the original document data, the content of the annotation data is searched. It is also possible to target.

[0008] Further, the work of adding an annotation to an arbitrary shared document by a plurality of persons includes a document lock process for performing exclusive control such that editing cannot be performed while others are accessing the document for network sharing, and an unauthorized user does not have access to the document. This can be realized by using access authority determination processing or the like so as not to be possible.

[0009]

However, the above-mentioned conventional document management system which can add annotation data has the following problems.

First, when performing an operation of adding an annotation to an arbitrary shared document by a plurality of names, when a document to which an annotation is added is finally displayed, it is not possible to recognize who added the annotation. For this reason, when it is desired to inquire about the annotation added to the document, there is a problem that it is necessary to inquire a plurality of users who has added the annotation.

In such a document management system,
It is possible to detect a document to which an annotation has been added from stored document data, but there is no information on who has filled in the document. For this reason, there is a problem that the only way to detect a document to which an annotation has been added by a specific user is to display all the documents and manually search for them.

In addition, when annotations are added to a single document by a large number of people, there is a problem that it is very difficult to refer to the annotations if there are many locations where the annotations are added.

SUMMARY OF THE INVENTION The present invention has been made in view of the above problems, and has as its object to provide a document management apparatus, system, and method capable of determining a creator of annotation data added to document data.

[0014]

A document management apparatus according to the present invention for achieving the above object has the following arrangement. That is, storage means for storing a plurality of document data, annotation data added to each document data for each document data, a user capable of accessing the plurality of document data stored in the storage means, Management means for managing the unique color data assigned to the user; and, when an annotation is added to the document data, the entity data of the annotation and the color data assigned to the user to which the annotation is added. Generating means for generating annotation data to be stored in the storage means, color data included in the annotation data,
Control means for controlling operations on document data based on the color data for each user managed by the management means.

Further, the document management system of the present invention for achieving the above object has the following configuration. That is, a document management system including a client device and a server device, wherein the server device stores a plurality of pieces of document data and annotation data added to each piece of document data for each piece of document data; A user capable of accessing a plurality of document data stored in the means, a managing means for managing the unique color data assigned to each user, and a method in which an annotation is added to the document data. Generating means for generating annotation data to be stored in the storage means with the actual data of the annotation and the color data assigned to the user to which the annotation has been added; the color data included in the annotation data; Control operations on document data based on color data for each user to be managed And a control means.

Further, according to the present invention, there is provided a document management method comprising: a plurality of document data; and a storage unit for storing annotation data added to each document data for each document data. Control method,
A management information generating step of generating management information for managing a user who can access a plurality of document data stored in the storage unit and unique color data assigned to each user, and holding the management information; An obtaining step of obtaining, from the management information, a color assigned to the user to which the annotation is added when the annotation is added to the document data; the entity data of the annotation; and the color obtained by the obtaining unit. An annotation data generating step of generating annotation data to be stored in the storage means with data; and document data based on color data included in the annotation data and color data for each user managed by the management information. And a control step of controlling an operation on.

[0017]

DESCRIPTION OF THE PREFERRED EMBODIMENTS Preferred embodiments of the present invention will be described below in detail with reference to the accompanying drawings.

<Summary> In the present embodiment, the color of the annotation is used to determine the annotation data for each user. Colors can be used for annotations, and annotations can be searched for by color. Therefore, the creator of the annotation data is determined by assigning a unique annotation color to each user registered in the document management system.

That is, a unique color that can be used for creating an annotation for each user is registered in “user information (described later)” for managing users registered in a document management system (hereinafter, “DMS”). . Then, when the name of the user who created the annotation is specified as the search key, a color that can be used by the specified user is acquired by referring to “user information”,
The document data to which the annotation created with the acquired color is added is detected. Also, in order to display only the annotation data created by the designated user, the annotation data created in the color used by the designated user is extracted by referring to "user information" and combined with the document. It is also possible to display.

As described above, a document management system capable of easily recognizing who has added the annotation data is constructed.

That is, in the DMS system, when a specific user is designated as a search key of the annotated document data, the user refers to the item of “annotation data color” of the user information managed by the document management system, and the user creates the annotation. Detect colors that can be used for
Then, by using the detected color as a search key to detect a document using that color in the annotation data, document data having an annotation created by the designated user can be detected.

In the case where the document data and the annotation data are combined and displayed on the screen for displaying the document data, a specific user is designated, and only the annotation created in a color corresponding to the designated user is combined. In this mode, only annotations created by a specific user are combined with document data and displayed.

Also, in a mode in which the annotation data is combined and displayed on the display screen of the document data, by referring to the list of colors used in the annotation data of the document, who can add the annotation data to the document By determining whether the annotation data has been created, a list of users who have created the annotation data can be displayed.

In the first embodiment, a document management system for searching for document data having annotation data created by a designated user will be described.
In the third embodiment, a document management system that displays a list of creators of annotation data added to certain document data will be described. In the third embodiment, the document data is specified when the annotation data is combined with the document data and displayed. A document management system that combines and displays only the annotations created by the created user will be described.

<First Embodiment> FIG. 1 is a block diagram showing a schematic configuration of a DMS system according to a first embodiment. As shown in FIG. 1, the DMS system is built on a network system, and 11 is a network cable, which indicates that each device is connected by a network. This document management system is basically composed of a DMS server 12 and a DMS client 13.

Reference numeral 12 denotes a DMS server, which is a computer for managing the entire DMS system. In addition to the role of network processing realized by known technology, mainly stores document data, manages transmission and reception of document data between devices,
It performs security management, exclusive control processing among a plurality of users, management of a database for storing document data, and the like. Details will be described later with reference to FIG. 13 is a DMS client,
This is a personal computer on which a user actually performs operations such as input, reference, and output of document data. Although not shown in FIG. 1 because it is a conceptual diagram, a plurality of DMS clients 13 are connected to a network 11 in an actual DMS system. The DMS client will be further described later with reference to FIG.

A scanner 14 reads data such as characters, figures, and images printed on paper, converts the data into image data, and outputs the image data. The scanner 14 is connected to the network 11 and shared by a plurality of DMS clients 13 using a known technique, and can control the operation of the scanner 14 via the network. Reference numeral 15 denotes a printer, and a scanner 1
As in the case of No. 4, it is shared by a plurality of DMS clients 13 using a known technique. Each of the DMS clients 13 can control the printer 15 via the network 11. In the present embodiment, mainly D
It serves to print out the document data stored in the MS server 12.

Reference numeral 16 denotes a modem for transmitting and receiving electronic mail to and from another network system and for transmitting and receiving a fax. The modem 16 is also provided with a plurality of DMs using a known technique.
Shared by the S client 13. Each of the DMS clients 13 can control the modem 16 via the network.

In this embodiment, the scanner 14, the printing device 15, and the modem 16 are connected to a network, but may be a device directly connected to the DMS client 13.

FIG. 2 is a block diagram showing the configuration of the DMS server 12 of FIG. 1 in more detail. In FIG. 2, 2
Reference numeral 2 denotes a CPU (Central Processing Unit) which mainly controls programs 281 and 282 stored in the external storage device 28
The DMS system is controlled according to the following to realize the determination and processing of the processing as shown in the flowchart described later. Reference numeral 23 denotes a ROM (read only memory), which is a basic determination program of a flowchart described later, a character font used for display and printing, and a character code corresponding to an electric signal output when a key is pressed from the keyboard 25. A character code table for outputting, and a value set in advance are stored. A RAM (random access memory) 24 has a work area required by the CPU 22 during various processes. The control program stored in the external storage device is loaded on the RAM and executed by the CPU 22.

Reference numeral 25 denotes a keyboard as an input device. Reference numeral 26 denotes a pointing device as an input device.
Mouse 26). Reference numeral 27 denotes a display device,
Various displays are performed by the control of 2. It should be noted that the administrator of the DMS system displays the progress of the operation by displaying on the display device 27,
Judge the result.

Reference numeral 28 denotes an external storage device, which is a basic program Prog 281 for managing a network and a DMS Prog 282 which is a program for managing a DMS system.
And DM, which is an area for storing and managing document data
Sdata 283 and the like.

FIG. 3 is a block diagram for explaining the configuration of the device DMS client 13 of the embodiment shown in FIG. 1 in further detail.

In FIG. 3, reference numeral 32 denotes a CPU (Central Processing Unit), which is mainly a DMS control program 371 (DMSProg 371) stored in the external storage device 37.
Performs the processing of the DMS system as shown in the flowchart described later. ROM (read only memory) 3
Reference numeral 3 denotes a basic determination program of a flowchart described later, a character font used for display and printing, and a character for outputting a character code corresponding to an electric signal output when a key is pressed from a keyboard of the input device 34. A code table, a preset value, and the like are stored. A RAM (random access memory) 35 has a work area required during each process. The control program stored in the external storage device 37 is R
It is loaded into the AM 35 and executed by the CPU 32.

Reference numeral 34 denotes a keyboard as an input device. Reference numeral 36 denotes a pointing device as an input device.
Mouse 36). Reference numeral 38 denotes a display device,
Various displays are performed by the control of 2. The user working on the DMS client can display the DM displayed on the display device 38.
The progress of the operation and the result can be determined on the user interface of S. 37 is an external storage device, which is a DMS
DMSProg 371 which is a program for performing data communication with a client, a DMS server, or the like;
An area DMSdata 372 for storing document data managed locally by the client is provided.

FIG. 4 is a diagram showing an example of the data structure of document data stored in the area DMSdata 283 of the external storage device 28 shown in FIG. Note that such document data is DMSdata 37 which is client-side data.
2 can also be stored.

In FIG. 4, reference numeral 41 denotes DB management information, which is management information of a database itself for managing document data. The DB management information 41 includes data such as a database creation date, a database name, and security. Reference numeral 42 denotes folder information, which is data for hierarchically managing the document data stored in the database, and includes the configuration and names of the hierarchy. This information can be recognized by the user in an area 81 of FIG. 8 representing the user interface screen.

Reference numeral 43 denotes document information, which includes document data management information. Details of the document information 43 will be described later with reference to FIG. Reference numeral 44 denotes page information, which includes, for each page, the actual state of the document data, information indicating the size and orientation of the paper read as the document data of the page, annotation data, and the like. It should be noted that the page information 44 has thumbnail data for each page, which is a region 83 in FIG.
Can be recognized by the user. Details of the page information will be described later with reference to FIG. Reference numeral 45 denotes user information, which includes information on users registered in the DMS system of the present embodiment, for example, information on security such as a login name and a password of each user. Details of the user information will be described later with reference to FIG.

Reference numeral 46 denotes category information, which is an area for storing keywords for classifying document data registered in the DMS system. Reference numeral 47 denotes document access management information, which stores information used for exclusive control and the like.

FIG. 5 is a diagram showing a detailed data configuration example of the document information 43. The document information 43 includes information on a plurality of registered document data, and forms document data for one document within a range of reference numeral 50 in the figure. That is, the information of the document data indicated by the reference number 50 exists for the number of registered documents. FIG. 5 shows a five-page document “report2” among the stored document data. What follows before and after is another registered document data.

Reference numeral 51 denotes a document name. In the example of FIG.
rt2 "is stored. 52 indicates a document type, and stores an identifier of image data or text data. In the present embodiment," I "is stored and the document is image data. (In the case of text data, for example, it is represented by “T”).

Reference numerals 53 and 54 denote categories assigned to documents for use in document search. This category is selected from the categories registered in the DMS system. In the present embodiment, they are classified into categories of “product information” and “improvement points”. It is assumed that the user registers the category in the system using another function.

Reference numeral 55 denotes a document lock, which is a flag indicating whether or not another network user is using the document.
When a plurality of DMS clients 13 share, refer to, or edit a document, an exclusive process is performed by referring to this flag to prevent other DMS clients from editing if there is another user editing. In FIG. 5, "O
FF "is stored, indicating that the document data is not referenced by anyone. Reference numeral 56 denotes the number of pages, which represents the number of pages of the document data. In this example, the number is 5 pages. .

FIG. 6 is a diagram showing a more detailed data configuration example of page information. The page information stores information necessary for displaying the document information 43 in page units. Each document information is stored in this format for the number of pages. In the example of FIG. 5 described above, the document data is composed of five pages. FIG. 6 shows a part of the second page (reference number 60), the third page (reference number 61), A part of the page (reference numeral 62) is shown.

Reference numeral 63 denotes a page number, which indicates a page number in a document. The page number 63 indicates that the page information is information of the third page. Similarly, page number 69 is 4
The page number of the page is shown. Reference numeral 64 denotes a paper size, and 65 denotes a direction, which indicate the paper size and direction, respectively. In the example of FIG. 6, this means that the paper size is A4 and the direction is the vertical direction.

Reference numeral 66 denotes annotation color data, which stores the colors used in the annotation data added to this page. There is a one-to-one correspondence with the annotation entity data 67. Reference numeral 67 denotes annotation entity data, which is the entity of the annotation data added in the form of an image or a figure. The annotation entity data 67 is stored in the order corresponding to the annotation color data 66.

Reference numeral 68 denotes thumbnail data, which stores the substance of data used for displaying a reduced list of images. Reference numeral 601 denotes page entity data, which is entity data of the page.

Each page of the document data is displayed based on the page information 44 as described above.

Next, the user information 45 will be described. FIG. 7 is a diagram showing a more detailed data configuration example of the user information.
The user information 45 includes various information of the user registered in the DMS system, and the main information is shown in FIG. The information indicated by reference numeral 71 forms management information for one user, and this management information exists for the number of registered users. In the example of FIG.
The user data of the user “aga” is shown. Areas 70 and 72 that follow before and after are data of other registered users.

The user information 45 mainly includes management information relating to a user who works in the DMS system using the DMS client 13. A login name 73 performs security management by referring to the DMS system when the user uses the system from the DMS client 13. In this example, “naga” is stored. Reference numeral 74 denotes a password, which is password data registered for each user. Like the login name 73, the DMS system uses it for security management. In this example, "Tokyo"
Is stored. Reference numeral 75 denotes an annotation use color, which indicates a user-specific color that can be used when creating an annotation. In this example, “252”, “85”,
“67” is stored. This is a number representing the RGB component. That is, when a user whose login name is “naga” creates annotation data (R, G,
B) = Annotation data of the color of (252,85,67) is generated.

The part related to the annotation data in the DMS data described above will be further described with reference to FIG. FIG. 8 is a view for explaining the relationship between the portions shown in FIGS. 4 to 7 relating to the annotation data.

FIG. 8A shows the document name 51 and the number of pages 56 in the document information 43. Document name "report
"2" has page information of five pages, and is linked to corresponding page information of five pages as shown in FIG. 8B. FIG. 8B shows the page number 63, the page entity data 601, the annotation color data 66, and the annotation entity data 67 of the page information 44.

FIG. 8C shows a display example of the document data in which the annotation data is synthesized.
Here, it is assumed that the third page of the document name report2 is displayed. Document 1 based on page entity data of page information 601
The image of the page is displayed, and the annotation added to the page is displayed in combination with the annotation color data and the annotation substance data. In this example, three annotations are added, and the annotation entity data is image-formed in the color specified by the annotation color data. Similarly, the annotation entity data is formed by the color specified by the annotation color data, and the annotation entity data is formed by the color specified by the annotation color data.

FIG. 8D shows the login name 73 and the annotation use color 75 of the user information 45. In this embodiment, the creator of the annotation data can be specified by the annotation color 75 and the annotation color data 66 in the page information 44.

FIG. 9 is a diagram showing an example of a user interface on the DMS client device in the DMS system of the present embodiment. 81 is the DM of the DMS server 12
This is an area in which a list of document information 43 registered in Sdata 283 is represented in a hierarchical structure. The hierarchical structure is recognized and displayed with reference to the “folder identifier” in FIG. Reference numeral 82 denotes an area for displaying a list of document data registered in one layer having the above-mentioned hierarchical structure. In the present embodiment, each document data is displayed in a reduced display format (hereinafter, thumbnail format). Reference numeral 83 denotes one of the document data, which is obtained by reducing actual document data by using a known technique. In this example, the thumbnail data 68 of the page information 44 is displayed (hereinafter, a thumbnail image 83).
).

Reference numeral 84 denotes a tool button for selecting and activating a function when working with the DMS client.
For example, reading document data from a scanner, printing,
Functions such as deletion and search of document data are executed by selecting and activating these buttons. Note that the selection and activation processing is realized by a known technique, and thus details are omitted. Reference numeral 85 denotes a tool button used in a flowchart described later in the present embodiment, and a search function is executed by selecting and executing this button.

FIG. 10 is a view showing an example of a detailed display of a document. This is a state in which the thumbnail image 83 is double-clicked with the mouse 36 to enter a detailed display mode. The purpose of this window is to refer to document data and edit annotation data. The figure shows an annotation being added to an arbitrary document.

Reference numeral 91 denotes the page actual data displayed on the screen as an actual image. Reference numerals 92 to 94 denote examples in which annotations are added, which are combined and displayed on the screen. Are stored in another area. Reference numeral 92 denotes a DMS client 13 in which a text format annotation is added to the document data 91. Reference numeral 93 denotes an annotation added using a graphic drawing tool. Reference numeral 94 designates an annotation data similarly written using a graphic drawing tool and can be transmitted. Note that the annotations 92 to 94 are added using red. The annotations 95 to 97 similarly use blue. Further, the annotations 98 to 9A use green.

9B is a tool for adding and adding annotations, and the user edits the annotations using these tools by using a known method. Reference numeral 9C denotes a tool button for selecting and executing a function of displaying a list of users who have created annotation data of the currently displayed document.

FIG. 11 is a diagram showing a user registration dialog used when registering a user who is permitted to work using the DMS client 13 in the DMS system. In FIG. 11, the login name "naga"
A state in which an MS client user is created and registered is shown. The operation performed in this dialog is performed by the DMS administrator in the DMS server 12, and cannot be performed by a normal network user.

Reference numeral 101 denotes a login name input area for inputting a name that can be identified by each user. Reference numeral 102 denotes an area for inputting a password for authenticating a user input in the login name input area 101. In the present embodiment, only the number of characters is represented by a symbol “*” so as not to be seen by a third party. An area 103 is used to set a color used for annotation. The user of the login name can input the annotation using only the color set in the area 103. In the present embodiment, red, green,
It is assumed that an arbitrary color can be created by arbitrarily adjusting the blue component. Reference numeral 104 denotes a create button. When the create button 104 is pressed (clicked), data in each area is authenticated and registered as a DMS client in the DMS system.

The registration process using the user registration dialog shown in FIG. 11 will be described below with reference to the flowchart shown in FIG. FIG. 12 is a flowchart illustrating a procedure of a client registration process to the DMS system according to the present embodiment. This control is performed by the DMS of the DMS server 12.
The management program DMSProg 281 performs the processing.

First, in step S1, the entire DMS system and each device are initialized as necessary.
Since this process can be realized by a known technique by turning on the power, activating each device, initial setting of each variable, and the like, detailed description will be omitted.

Next, in step S2, the administrator of the DMS system executes a user registration command in order to perform DMS user creation processing. This is a task that only the administrator has the right to perform. As a method of executing the user registration command, an execution instruction can be given from the menu 84 of the user interface (FIG. 9). The process of authenticating whether or not the user is the administrator of the DMS system at the time of executing the user registration command is realized by a known technique, and thus the description is omitted here. When the user registration command is executed, the user registration dialog shown in FIG. 11 is displayed on the display device 27 in step S3.

Next, in step S4, an input operation for each area is performed. In step S5, the creation execution button 10
It is determined whether or not 4 has been pressed (clicked). If it is determined that the button has not been pressed, the process returns to step S4 to prompt the input of each area. On the other hand, if it is determined in step S5 that the execute button 104 has been pressed, the process proceeds to step S6.

In step S6, authentication of the login name is performed. Here, confirmation processing is performed to determine whether or not the same login name is registered and managed in the user information 45 (FIG. 7). Next, in step S7, a password authentication process is performed. In this embodiment, the number of characters and the like are checked. Then, in step S8, it is confirmed whether or not there is a user using the same color by referring to the user information 45.

After the above-mentioned authentication work, if there is no problem in the input contents, the process proceeds from step S9 to step S10.
Then, the user information 45 is newly registered. Then, in step S11, the user registration dialog is closed, and the main registration work ends. If an abnormality is confirmed in the authentication work, the process returns to step S4 and prompts for an input again.

In the present embodiment, the above operation is performed, for example, as shown in FIG.
, The login name “naga” and the “t
With the password “okkyo”, the RGB components of the annotation use color are registered in 252, 85, and 67, respectively.

Each user registered in the above operation can register document data in the DMS data 283 of the present DMS system by using, for example, the scanner 14 or register an e-mail or the like received by the modem 16. it can. Also, each registered user can edit and add an annotation to an arbitrary document as described with reference to FIG. Next, registration of annotation data to page information as a result of editing work will be described.

FIG. 19 is a flowchart illustrating a procedure for registering annotation data according to the first embodiment. Annotation information is DM from DMS client
When transmitted to the S server, the DMS server performs step S8.
At step 1, the annotation information is received. The annotation information received here includes the entity data of the annotation, the login name of the user who performed the addition operation, the name of the document data to be added, the page number, and the like.

In step S82, the name of the document data to be annotated, the page number, and the user who performed the adding operation are specified from the received annotation information. Then, in step S83, the annotation color data assigned to the user specified in step S82 is acquired with reference to the user information. Step S
At 84, the acquired annotation color data and the annotation entity data received at step S81 are used as annotation data, and these are respectively used as the annotation color data 66 corresponding to the page specified at step S82 in the page information 44, and the annotation entity. Register as data 67.

As described above, in the present DMS system, a plurality of documents are registered, and a document to which a plurality of users have added annotations is also registered.
Next, a procedure for searching for a document to which an annotation created by a desired user has been added will be described.

FIG. 13 is a diagram showing a display example of a search dialog for inputting a condition for searching for a document from the document data registered in the DMS system. 121, 122, 1
Reference numeral 23 denotes a switching tag for selecting a search target area of the document data. The tag 121 displays a dialog when the document information is targeted, the tag 122 displays a dialog when the document data entity is searched, and the tag 12
No. 3 displays a dialog when targeting an annotation. FIG. 13 shows the display state of the dialog when the tag 123 is selected and the annotation is to be searched.

Reference numeral 124 denotes an item for designating the creator of the annotation. In the example of FIG. 13, since “naga” is specified, the login name “na” is selected from all the document data.
ga ”indicates that the user detects an annotated document. Reference numeral 125 denotes a button for instructing to execute a search based on input conditions.

FIG. 14 is a flowchart for explaining the procedure of a search process using the creator of the annotation as a key according to the present embodiment. The search process is started by selecting and pressing the search start tool button 841 in FIG. 9 with the mouse 16 of the DMS client 13.

First, in step S21, the entire DMS system and each device are initialized as necessary. Since this process can be realized by a known technique by turning on the power, activating each device, initial setting of each variable, and the like, detailed description will be omitted. Next, in step S22, DMSdata2 of the DMS server of the DMS system
A search function is selected and activated in order to perform a search under arbitrary conditions from the document data registered in 83. In the present embodiment, an example will be described in which a document “naga” is searched for documents in which annotations have been created by document data.

Next, in step S23, a document search condition entry dialog is opened, and the tag 123 is selected. In step S24, as shown in FIG.
A dialog box for searching annotations is displayed.

In step S25, search conditions are input. In this example, in order to input a condition for retrieving a document to which an annotation created by a user “naga” is added, input is performed as indicated by reference numeral 124 in FIG.

In step S26, it is determined whether the search execution button 125 has been pressed in order to determine whether or not to execute the search based on the input conditions. Here, the search execution button 12
If it is determined that 5 has not been pressed yet, the process returns to step S25.

On the other hand, if it is determined that the search execution button 125 has been pressed, the search dialog of FIG. 13 is closed to execute the search function, and the process proceeds to step S27. In step S27, the DMS data MDSdat
The user information 45 shown in FIG. 7 is opened from a284. Then, in step S28, step S25
Is searched for the data of the user whose login name ("naga" in this example) is inputted. Then, in step S29, the annotation use color 75 registered in association with the login name is extracted. In this embodiment, as shown in FIG. 7, the annotation use colors (252, 85, 67) with the login name “naga” are extracted.

Then, in step S30, the document data is searched using the annotation use color detected in step S29 as a search key. That is, page information 44
For all the page information data contained in the document information, the annotation data 64 of the page information data shown in FIG. 6 is referred to, and a known technique is used to detect document data meeting the conditions.

At step S31, it is determined whether or not all data retrieval has been completed. If there is any unretrieved data, the process returns to step S30 to execute retrieval of all data. If it is determined that all data has been referred to, the process proceeds to step S32, and a list of document data detected by the above search is displayed.

FIG. 15 is a diagram showing a display example of a search result. 141 indicates the number of detected documents, and 142 indicates the name of the detected document. A function execution button 143 is selected when the user wants to perform the search again.

As described above, according to the first embodiment, it is possible to efficiently search for a document to which an annotation created by a desired user is added.

<Second Embodiment> Next, a second embodiment will be described. In the second embodiment, when a document in which an arbitrary annotation is created is referred to on an annotation editing screen as shown in FIG. 10, it is possible to easily grasp who created the annotation given to this document. I do.

FIG. 16 is a flowchart for explaining the procedure of the annotation creator detection process according to the second embodiment.

First, in step S41, the entire DMS system and each device are initialized as necessary. Since this process can be realized by a known technique by turning on the power, activating each device, initial setting of each variable, and the like, detailed description will be omitted.

Next, in step S42, an annotation editing screen as shown in FIG. 10 is displayed. In the present embodiment, a plurality of users create annotations. It is determined whether or not the execution button 9C of the annotation user list display function included in the tool button 9B is clicked to execute the selection. If not, the process returns to step S42. If the execution button 9C has been clicked, the process proceeds from step S44 to step S45, where the DM
The page information 44 corresponding to the currently displayed document is opened from the Sdata 284.

Next, in step S46, from the annotation color data 64 of the page information of the currently displayed document, all the color data of the created annotation attached to the document is detected. Next, in step S47, the user information 45 shown in FIG. 7 is opened from the DMSdata 284.

In step S48, a login name (login name) corresponding to each of the color data detected in step S46 is obtained. Specifically, referring to the annotation use color data of all the users registered in the DMS,
If there is a piece that matches the annotation color data detected in step S46, the login name is detected from the login name 73.

In step S49, it is determined whether or not the processing for all the annotation color data detected in step S46 has been completed. If it is determined that the processing has not been completed, the process returns to step S48. If it is determined that the processing has been completed, the process proceeds to step S50. In step S50, a dialog for an annotation user list as shown in FIG. 17 is opened, and a list of users who are creating annotations is displayed in this document.

FIG. 17 is a diagram showing an example of a search result display according to the second embodiment. In the list displayed by the above processing, the user who has created the annotation on the document is displayed as a list (162).

In this example, annotation color data is extracted from all pages of the document including the page being displayed, and a user who has added an annotation to the document is searched. On the other hand, if only the annotation color data added to the currently displayed page is used, it is apparent that the user who has added the annotation in page units can be searched. Needless to say, it may be configured to be able to select the page unit or the entire document.

In FIG. 17, reference numeral 163 denotes a color corresponding to each user. By referring to this color, it is possible to know which annotation is created by which user.

As described above, according to the second embodiment,
It is easy to know who created the annotation for the currently referenced document.

<Third Embodiment> In the third embodiment,
A desired user is selected from the list of FIG. 17 displayed in the second embodiment, and only the annotation data added by the user selected in the middle of the list is combined with the document display.

Check column 161 in the list shown in FIG.
In, the user can add and display only the annotation of the desired user by writing and deleting the check mark.

FIG. 18 is a flowchart for explaining the procedure of the annotation display processing according to the third embodiment.
This process is started by clicking the “OK” button in FIG.

First, in step S61, an image is displayed based on the page actual data. Subsequently, step s62
, A user with a check mark in the list of FIG. 17 is detected, and the annotation color data of the user is obtained from the user information 45. Needless to say, if there are a plurality of users with the check mark, a plurality of annotation color data will be obtained.

Next, in step S63, page information 4
From the page information displayed in step S61 of step 4,
The annotation entity data corresponding to the annotation color data extracted in 612 is extracted. Then, in step S64, an image is generated based on the annotation entity data extracted in step S64.
The image of the annotation is combined with the image of the page displayed at 61 and displayed.

According to the third embodiment, as in expulsion,
Since only the annotation of an arbitrary user is displayed, a page image that is easy to view can be displayed.

As described above, according to each of the above-described embodiments, even if a document has annotations written by a plurality of names, by assigning the attribute of the user to the color created by the annotation, who writes the annotations in which document It is possible to know whether the document has been edited and to perform collaborative work efficiently when sharing and editing a document.

The present invention can be applied to a system composed of a plurality of devices (for example, a host computer, an interface device, a reader, a printer, etc.), and can be applied to a single device (for example, a copier, a facsimile). Device).

An object of the present invention is to supply a storage medium storing a program code of software for realizing the functions of the above-described embodiments to a system or an apparatus, and to provide a computer (or CPU) of the system or apparatus.
And MPU) read and execute the program code stored in the storage medium.

In this case, the program code itself read from the storage medium implements the functions of the above-described embodiment, and the storage medium storing the program code constitutes the present invention.

As a storage medium for supplying the program code, for example, a floppy disk, hard disk, optical disk, magneto-optical disk, CD-ROM, CD
-R, a magnetic tape, a nonvolatile memory card, a ROM, or the like can be used.

When the computer executes the readout program code, not only the functions of the above-described embodiment are realized, but also the OS (Operating System) running on the computer based on the instruction of the program code. ) May perform some or all of the actual processing, and the processing may realize the functions of the above-described embodiments.

Further, after the program code read from the storage medium is written into a memory provided on a function expansion board inserted into the computer or a function expansion unit connected to the computer, based on the instruction of the program code, It goes without saying that the CPU included in the function expansion board or the function expansion unit performs part or all of the actual processing, and the processing realizes the functions of the above-described embodiments.

[0109]

As described above, according to the present invention, the creator of the annotation data added to the document data can be determined.

That is, according to one aspect of the present invention, it is possible to easily grasp who added the annotation regarding the annotation added to the document.

According to one aspect of the present invention, a document to which an annotation has been added by a desired user can be easily detected.

Further, according to one aspect of the present invention, even when annotations are added to one document by a large number of people, it is possible to display only annotations of a desired user.

[0113]

[Brief description of the drawings]

FIG. 1 is a block diagram illustrating a schematic configuration of a DMS system according to a first embodiment.

FIG. 2 is a block diagram showing the device configuration of the DMS server 12 of FIG. 1 in further detail.

FIG. 3 is a block diagram illustrating the configuration of a device DMS client 13 of the embodiment shown in FIG. 1 in further detail.

FIG. 4 shows an area DMSda of the external storage device 28 shown in FIG.
FIG. 3 is a diagram illustrating an example of a data configuration of document data stored in ta284.

FIG. 5 is a diagram illustrating a detailed data configuration example of document information 43.

FIG. 6 is a diagram showing a more detailed data configuration example of page information.

FIG. 7 is a diagram showing a more detailed data configuration example of user information.

FIG. 8 is a diagram for explaining the relationship between portions related to annotation data in the data shown in FIGS. 4 to 7;

FIG. 9 is a diagram illustrating an example of a user interface on a DMS client device in the DMS system according to the present embodiment.

FIG. 10 is a diagram illustrating a display example of a detailed display of a document.

FIG. 11 is a diagram showing a user registration dialog used when registering a user who is permitted to work using the DMS client 13 in the DMS system.

FIG. 12 is a flowchart illustrating a procedure of a client registration process with the DMS system according to the present embodiment.

FIG. 13 is a diagram showing a display example of a search dialog for inputting a condition for searching for a document from document data registered in the DMS system.

FIG. 14 is a flowchart illustrating a procedure of a search process using the creator of the annotation as a key according to the embodiment;

FIG. 15 is a diagram showing a display example of a search result.

FIG. 16 is a flowchart illustrating a procedure of an annotation creator detection process according to the second embodiment.

FIG. 17 is a diagram showing a search result display example according to the second embodiment.

FIG. 18 is a flowchart illustrating a procedure of an annotation display process according to the third embodiment.

FIG. 19 is a flowchart illustrating a registration procedure of annotation data according to the first embodiment.

Claims (11)

[Claims] 1. A storage device for storing a plurality of document data, annotation data added to each document data for each document data, and a user who can access the plurality of document data stored in the storage device And management means for generating and holding management information for managing unique color data assigned to each user; and, when an annotation is added to the document data, entity data of the annotation; Generating means for generating annotation data to be stored in the storage means with color data assigned to the user to which the annotation has been added; color data included in the annotation data; and color for each user managed by the management means. Control means for controlling operation on document data based on the data and the document data. Place. 2. The control unit includes: a designation unit that designates a login name; an acquisition unit that acquires color data corresponding to the login name designated by the designation unit from the management information; Search means for searching the annotation data stored in the storage means using the obtained color data as a key; and extraction means for extracting the document data to which the annotation data searched by the search means is added from the storage means. The document management apparatus according to claim 1, further comprising: 3. The document processing system according to claim 2, wherein the control unit selects desired document data from a plurality of document data stored in the storage unit, and the annotation added to the document data selected by the document selection unit. Extracting means for extracting color data included in the data; acquiring means for acquiring the user to whom the color data extracted by the extracting means is assigned from the management information; and displaying the user acquired by the acquiring means. 2. The document management apparatus according to claim 1, further comprising: a user display unit that performs the following. 4. The control means further comprises: a user selection means for selecting a desired user among the users displayed on the user display means; and color data assigned to the user selected by the user selection means. From the management information, and annotation annotation means for extracting annotation data including the acquired color data from annotation data added to the selected document data; and annotation data extracted by the annotation extraction means. The document management apparatus according to claim 3, further comprising: a document display unit configured to display the selected document data together with the selected document data. 5. The control unit includes: a selection unit that selects desired document data from the storage unit; a specification unit that specifies a desired user; and color data assigned to the user specified by the specification unit. Acquiring means for acquiring from the management information, and extracting means for extracting annotation data including the color data acquired by the acquiring means from annotation data added to the document data selected by the selecting means, 2. The document management apparatus according to claim 1, further comprising a display unit configured to display the annotation data extracted by the extraction unit together with the selected document data. 6. A document management system comprising a client device and a server device, wherein the server device stores a plurality of document data and annotation data added to each document data for each document data. A user capable of accessing a plurality of document data stored in the storage unit; a management unit that generates and holds management information for managing unique color data assigned to each user; A generating means for generating annotation data to be stored in the storage means with the substance data of the annotation and the color data assigned to the user to which the annotation is added, when the annotation is added to the annotation; Based on the color data included in the data and the color data for each user managed by the management means. Document management system, characterized in that it comprises a control means for controlling an operation on the document data Te. 7. The control unit obtains color data corresponding to a login name specified from the client device from the management information, and stores the color data obtained by the obtaining unit as a key. Searching means for searching the annotation data stored in the means; extracting the document data to which the annotation data searched by the searching means is added from the storing means; and notifying the client apparatus of the extraction result. 7. The document management system according to claim 6, further comprising a notification unit that performs the notification. 8. The control unit includes: an extraction unit configured to extract, from the storage unit, color data included in annotation data added to document data accessed by the client device; and a color extracted by the extraction unit. 7. The method according to claim 6, further comprising: acquiring means for acquiring a user to whom data is assigned from the management information; and notifying means for notifying the client device of information indicating the user acquired by the acquiring means. Document management system described. 9. The control unit, according to an instruction from the client device, a selection unit that selects one of a plurality of pieces of document data stored in the first storage unit; Acquisition means for acquiring color data assigned to a user from the management information; and annotation data including the color data acquired by the acquisition means, added to the document data selected by the selection means. The document management system according to claim 7, further comprising: an extraction unit configured to extract the annotation data from the data; and an output unit configured to output the annotation data extracted by the extraction unit together with the selected document data to the client device. 10. A control method for a document management apparatus, comprising: storage means for storing a plurality of pieces of document data and annotation data added to each piece of document data for each piece of document data. A management information generation step of generating and maintaining management information for managing users who can access a plurality of document data and unique color data assigned to each user; When added,
An acquisition step of acquiring a color assigned to the user to which the annotation is added from the management information; and an annotation data to be stored in the storage unit with the entity data of the annotation and the color data acquired by the acquisition unit. An annotation data generating step of generating; and a control step of controlling an operation on document data based on color data included in the annotation data and color data of each user managed by the management information. Document management method. 11. A control unit for storing a plurality of document data and a storage unit for storing annotation data added to each document data for each document data, and controlling operation of the document data stored in the external storage unit. A storage medium storing a program, wherein the control program manages a user who can access a plurality of document data stored in the storage unit and a unique color data assigned to each user. When the management information generation process code that generates and holds the management information of the document and the annotation is added to the document data,
An annotation to be stored in the storage unit with a code of an acquisition step of acquiring a color assigned to the user to which the annotation is added from the management information, entity data of the annotation, and color data acquired by the acquisition unit A code of an annotation data generating step of generating data; a code of a control step of controlling an operation on document data based on color data included in the annotation data and color data of each user managed by the management information And a storage medium comprising: