TWM530429U - System capable of establishing relationship between electronic files and data - Google Patents

Description

a system that can associate electronic files with materials

This creation is a system that allows electronic files to be retained electronically, especially a system that associates electronic files with data.

It is a trend for all industries to electronically retain business-related physical documents (ie, paper documents). In the insurance industry, there is an insurance broker role, which is the agent of the customer (ie the general public). And according to its professional knowledge, it provides customers with insurance products matching of many insurance companies, and insurance brokers usually convert the customer's paper policy into electronic file retention.

Please refer to FIG. 1 for a flow chart for associating an electronic file with data. In the past, the most common method of electronically texting documents was to first create data manually (for example, to create a form); then to extract a unique identification value from the data (usually a unique and unrepeated acceptance number); A general scanner scans a paper document into an electronic file, and finally manually pairs the unique identification value with the file name of the electronic file, and then uploads and stores the electronic file, and each paper document must be repeatedly operated as described above. It can be seen from the above that it is inefficient to associate the electronic file with the data by manually matching the unique identification value with the file name of the electronic file, and if there is a slight loss, the electronic file and the data association are easily lost (that is, the electronic file must be re-opened, Look for relevance to the content from the content).

Please refer to Figure 2 for another flow chart for correlating electronic files with materials. In recent years, another method of electronically developing a paper document has been developed. First, the data is manually created in the same manner; then the printer is used to print the unique barcode page uniquely identified by the data; then the exclusive barcode page is placed on the paper. On the first page of the document; the above operation can be repeated several times depending on the number of copies of the paper document; then the paper file is converted into an electronic file by a dedicated scanner; then the dedicated scanner identifies the first page of the electronic file. Exclusive barcode, change the file name to barcode value, and remove the first page of the electronic file; then see if you need to scan other paper files, then manually match the barcode value and file name, and finally upload and delete the file. Store. As can be seen from the above, although this method is more efficient than the conventional method, if the printer must be placed beside the operator, and the uniquely identified unique barcode pages cannot be duplicated, the barcode papers are immediately invalidated after scanning ( That is, the cost of consumables is high, which is both wasteful and environmentally friendly. In addition, the use of dedicated scanners, its procurement costs and maintenance costs are high, so that the overall equipment prices remain high.

In view of the above problems, the present invention provides a system for associating electronic files with materials, which can reduce overall equipment cost, consumable cost and time cost, and can effectively perform comprehensive and large-volume electronic filing operations.

This system is a system for associating electronic files with data. The system is mainly composed of an operation interface, a tag identifier, an electronic file generator and a server. The operation interface is used to establish a data to be associated with the physical file in the future; the tag identifier is electrically connected to the operation interface, and the tag identifier can identify a reusable tag placed on the first page of the physical file, and The reusable tag code is input into the data of the operation interface; the electronic file generator is electrically connected to the operation interface, and the electronic file generator can at least one home page The physical file with the reusable label is converted into a transition electronic file; the server is electrically connected to the operation interface, and the server has at least one processing unit and a storage unit, and uploads any number of transition electronic files to the servo in parallel. The storage unit of the device, when each transition electronic file is uploaded, the transition electronic file is opened by one of the processing units of the server, and the tag code of the first page of the transition electronic file is paired with the same tag code in the data, and Renaming the transition electronic file to the final electronic file, establishing an association between the final electronic file and the paired data, and synchronously removing the tag code of the final electronic file first page and the paired data.

1‧‧‧Systems that link electronic files to data

10‧‧‧ Front-end device

11‧‧‧Operation interface

12‧‧‧ tag identifier

13‧‧‧Electronic file generator

20‧‧‧Backstage installation

21‧‧‧Server

210‧‧‧Processing unit

220‧‧‧ storage unit

D‧‧‧ entity documents

T, T1, T2‧‧ label

[FIG. 1] A flow chart for associating an electronic file with data is known.

[Fig. 2] Another flow chart for correlating electronic files with materials.

[Fig. 3] System architecture diagram of this creation.

[Fig. 4] This creation creates a flow chart for linking electronic files to materials.

[Fig. 5] Schematic diagram of the cut electronic file of this creation.

Please refer to Figure 3 for the system architecture diagram of this creation. In this embodiment, a system 1 for associating an electronic file with data is mainly composed of an operation interface 11, a tag identifier 12, an electronic file generator 13 and a server 20. The operation interface 11 is, for example, a browser (Desktop Application or Mobile Application) interface, and the like, which can input an electronic data interface for establishing a material to be associated with the physical file D in the future. This entity file D (ie, a paper document) is, for example, a policy. The data is created on the operation interface 11, and in the embodiment, at least one field is set on the operation interface 11, and is selectively associated with the entity. The information on document D, such as: name, birthday, etc., is filled in. The tag identifier 12 is electrically connected to the operation interface 11, and the tag identifier 12 can recognize a reusable tag T placed on the first page of the physical file D, and input the reusable tag code into the operation interface. 11 information. In this embodiment, the label T can be a one-dimensional barcode, a two-dimensional barcode, a text, and the like having an image, a symbol or a character with a recognizable force; the label identifier 12 can be a one-dimensional barcode scanner or a two-dimensional barcode scanner. , text recognizer and other devices with image, symbol or text recognition capabilities. The electronic file generator 13 is electrically connected to the operation interface 11, and the electronic file generator 13 can convert at least one physical file D having the reusable label T on the top page into a transition electronic file. In this embodiment, the electronic file generator 13 can be an image capture device, such as a scanner, a mobile phone with camera function, a camera, and the converted file format can be a file or a picture, such as a PDF file or a TIFF image. Files, etc. can store file or text file format. The server 21 is electrically connected to the operation interface 11. The server 21 is mainly composed of at least one processing unit 210 and a storage unit 220. In this embodiment, the operation interface 11, the tag identifier 12, and the electronic file generator 13 can form a front end device 10 (ie, a client), and the server 21 can form a background device 20 (ie, a server). .

Next, please refer to Figure 3 and Figure 4 simultaneously. Figure 4 is a flow chart for linking the electronic file with the data. In this embodiment, the step of the present process is as follows: Step 1: establish a data to be associated with the entity file D on an operation interface 11; Step 2: identify the object file by the tag identifier 12 a reusable tag T on the D home page, and inputting the reusable tag code into the data of the operation interface 11; Step 3: at least one home page is repeatable by an electronic file generator 13 Converting to a transition electronic file by using the physical file D of the label T; and step 4: uploading any number of transition electronic files in parallel to the server 21 by the operation interface 11 A storage unit 220, wherein the parallel upload means that at least one transition electronic file is being uploaded at the same time. When each transition electronic file is uploaded, the processing unit 210 of the server 21 executes the program to enable the transition electronic file. This means that the software is processed in parallel. When there are a plurality of labels in the transition electronic file, the transition electronic file is cut into a number of transition electronic files according to the tabs (the file format can be the same as the format of the transition electronic file) And storing, after each sub-transition electronic file is stored, the tag code of the homepage of the sub-transition electronic file is paired with the same tag code in the data, and the sub-transition electronic file is renamed to the final electronic file, and the The final electronic file is associated with the paired data, and the tag number of the last electronic file first page and the matched data is synchronously removed.

The above-mentioned reusable tag T can be reused in the above steps 1 to 4 after being paired, meaning that only a single data in the system can have the tag code of the tag T at the same time, in other words, If the tag T has not been paired, it cannot be reused. If the tag T is not used in the above steps, it is reused in the above steps 1 to 4, which may result in the system being unable to uniquely label the tag T. Pairing has established one of the materials.

The number of the above-mentioned reusable tags T may be one or more. When the number of reusable tags T is one or more, the cycle time of the reuse may be shortened, so that the step 2 is not reusable due to no re-use. One of the labels T was blocked.

The above description is exemplified by the policy retention. Therefore, when the information to be associated with the physical file D is established on the operation interface 11, a part of the information on the policy is required to be input. However, the case can be applied to establish any association between any material and any file. For example, when establishing a food introduction article and a restaurant menu, it is not necessary to input any information in the restaurant menu in the food introduction article, and can also establish a restaurant menu. The relationship between. Therefore, one that is to be associated with the entity file D is established later. When the data is available, only the tag code is the necessary input data.

The above description is given as an example of policy retention, but the case can be applied to establish any association between any data and any file, such as establishing a link between the contract record and the contract electronic file in the contract management system, and establishing an invoice record in the invoice management system. The association with the electronic file of the invoice, the association between the signing record and the electronic file of the signing document in the signing system, and the association between the meeting record and the electronic file of the signed meeting record in the meeting record management system.

Please refer to Figure 5 for a schematic diagram of the cutting electronic file for this creation. In the above step 4, in more detail, it is assumed that the transition electronic file is composed of two physical files, and the labels T1 and T2 in the transition electronic file are two in total, and when the file is cut, the label T1 is added. A total of three pages of p1 and p2 are stored as sub-transition electronic files (1), and a total of three pages of tags T2 plus p3 and p4 are stored as sub-transition electronic files (2), and the label code of the top page of each sub-transition electronic file is used. Match the same tag code in the data (for example, the tag code of the tag T1 is YAO-123456, which will be automatically paired with the data containing YAO-123456; the tag code of the tag T2 is YAO-987654, which will automatically contain YAO-987654 Data pairing), and rename the sub-transition electronic file (1) to the final electronic file (1), rename the sub-transition electronic file (2) to the final electronic file (2), and establish each final electronic file to be paired with Correlate the data, and synchronously remove the label code of each final electronic file and the paired data. In this case, after the association between the final electronic file and the data is established, the labels T1 and T2 are removed. In the final electronic file (1), there are two pages left with p1 and p2, and the final electronic file (2) Finally, p3 and p4 are left in two pages, which is the same as the original two entity files.

The above description is exemplified by multiple documents of the physical file. Those skilled in the art should know that if the physical file is only one copy, the number of labels T is one, and all the processes are the same, but the above file cutting steps can be omitted.

In summary, the system that uses this creation to associate electronic files with data has at least the following advantages:

(1) Compared with the conventional technology, it is not necessary to print the paper with the exclusive barcode on the printer every time the electronic filing operation is required, so the cost of the consumable can be reduced.

(2) Compared with the conventional technology, it is not necessary to use an expensive dedicated scanner, which can reduce the overall equipment cost.

(3) Compared with the traditional technology, it is not necessary to scan each file into a separate file, but can scan multiple files into one file, and then automatically cut by the program, which can greatly reduce the waiting time required for scanning.

(4) Compared with the traditional technology, the software identification technology replaces the special hardware identification technology, and the parallel file uploading and software parallel processing capability can be used. At the same time, multiple files can be processed, and the time cost can be greatly reduced, and the overall cost can be comprehensively improved. Sexual, high-volume electronic archiving operations.

Although the technical content of the present invention has been disclosed in the above preferred embodiments, it is not intended to limit the present invention. Anyone who is familiar with the art, and some modifications and refinements that do not depart from the spirit of the present invention should be included in the creation. Therefore, the scope of protection of this creation is subject to the definition of the scope of the patent application.

1‧‧‧Systems that link electronic files to data

10‧‧‧ Front-end device

11‧‧‧Operation interface

12‧‧‧ tag identifier

13‧‧‧Electronic file generator

20‧‧‧Backstage installation

21‧‧‧Server

210‧‧‧Processing unit

220‧‧‧ storage unit

D‧‧‧ entity documents

T‧‧‧ label

Claims (6)

A system for associating an electronic file with data, suitable for electronically retaining at least one physical file, the system comprising: an operation interface for establishing a data to be associated with the physical file in the future; The device is electrically connected to the operation interface, and the tag identifier can identify a reusable tag placed on the first page of the physical file, and input the reusable tag code into the operation interface. In the data, an electronic file generator is electrically connected to the operation interface, and the electronic file generator converts at least one physical file having the reusable label on the first page into a transition electronic file; a server is electrically connected to the operation interface, the server has at least one processing unit and a storage unit, and uploads any number of transition electronic files in parallel to the storage unit of the server, when each transition electronic file When the uploading is completed, the transition electronic file is opened by one of the processing units of the server, and the label code and the data of the transition electronic file first page are used. Matching the same tag code, and renaming the transition electronic file as the final electronic file, establishing an association between the final electronic file and the paired data, and simultaneously removing the final electronic file first page and matching the paired data. Tag code. A system for associating an electronic file with a data as described in claim 1, wherein the operation interface, the tag identifier, the electronic file generator comprise a front end device, and the server is a background device. A system for associating an electronic file with a data as described in claim 1, wherein the operation interface is a browser, an application (Desktop Application or a Mobile Application) interface. A system for associating an electronic file with a data as described in claim 1, wherein the label can be a one-dimensional barcode, a two-dimensional barcode, or a text, and the label identifier can be a one-dimensional barcode scanner or a two-dimensional barcode scanner. Device, text recognizer. The system as claimed in claim 1, wherein the electronic file is associated with the data, wherein the electronic file generator is an image capture device. A system for associating an electronic file with a data as described in claim 1, wherein the file format of the transition electronic file and the final electronic file is a file PDF file and a picture TIFF file.