WO2016042769A1 - Information processing method, computer program product, and information processing apparatus - Google Patents

Information processing method, computer program product, and information processing apparatus Download PDF

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Publication number
WO2016042769A1
WO2016042769A1 PCT/JP2015/004738 JP2015004738W WO2016042769A1 WO 2016042769 A1 WO2016042769 A1 WO 2016042769A1 JP 2015004738 W JP2015004738 W JP 2015004738W WO 2016042769 A1 WO2016042769 A1 WO 2016042769A1
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WO
WIPO (PCT)
Prior art keywords
user
access
document
electronic data
information
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Application number
PCT/JP2015/004738
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English (en)
French (fr)
Inventor
Itaru Kodaira
Hiroaki Ikkanzaka
Fumihiro Umetsu
Takashi Toriumi
Naoki Shimizu
Akira Yokoyama
Fumiyoshi Kittaka
Hiroyuki Sakuyama
Tadashi Sato
Original Assignee
Ricoh Company, Limited
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Application filed by Ricoh Company, Limited filed Critical Ricoh Company, Limited
Publication of WO2016042769A1 publication Critical patent/WO2016042769A1/en

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    • G—PHYSICS
    • G06—COMPUTING; CALCULATING OR COUNTING
    • G06F—ELECTRIC DIGITAL DATA PROCESSING
    • G06F21/00—Security arrangements for protecting computers, components thereof, programs or data against unauthorised activity
    • G06F21/60—Protecting data
    • G06F21/62—Protecting access to data via a platform, e.g. using keys or access control rules
    • G06F21/6218—Protecting access to data via a platform, e.g. using keys or access control rules to a system of files or objects, e.g. local or distributed file system or database

Definitions

  • the present invention relates to an information processing method, a computer program product, and an information processing apparatus.
  • Patent Literature 1 discloses a technique in which when an electronic mail server detects, from electronic mails to be transmitted, an electronic mail including a link to a predetermined document stored in a file server, the server extracts an address of a link destination and sets access authority for accessing the link destination with respect to a transmission destination address of the electronic mail.
  • Patent Literature 2 discloses a technique in which only a document creator who has stored a document in a document management server is allowed to access the document, thereafter, when the document creator transmits an electronic mail including a document identifier that indicates a position of the document, a mail server analyzes, before a transmission, the document identifier and sets an access right for accessing the document included in the electronic mail in the document management server with respect to a transmission destination address of the electronic mail.
  • An object of the present invention is to easily provide an environment in which stored electronic data is securely received and transmitted even between users other than a user who has first stored the electronic data.
  • an information processing method is performed by an information processing apparatus or by a plurality of information processing apparatuses in cooperation with each other.
  • the method includes: accumulating electronic data in an accumulation unit; storing, in a management unit, the electronic data accumulated in the accumulation unit and identification information of a user who is permitted to access the electronic data, in association with each other; transmitting an access destination notification to an address of a first user, the access destination notification including first access destination information used to access specified electronic data accumulated in the accumulation unit and second access destination information used to perform a setting for allowing another user to access the specified electronic data; registering, in response to access to the information processing apparatus performed by the first user using the second access destination information, a second user designated by the first user in the management unit, as a user who is permitted to access the specified electronic data; and transmitting the access destination notification to the address of the second user.
  • Fig. 1 is a diagram of a network configuration including a document server according to one embodiment of the present invention.
  • Fig. 2 is a diagram of a hardware configuration of the document server according to one embodiment of the present invention.
  • Fig. 3 is a functional block diagram of the document server illustrated in Fig. 2.
  • Fig. 4 is a view of an exemplary message of an electronic mail including a URL for acquiring electronic data accumulated in a document data accumulation unit illustrated in Fig. 3.
  • Fig. 5 is a table of exemplary data stored in a document access management table illustrated in Fig. 3.
  • Fig. 6 is a flowchart of processing performed by a CPU when the URL for electronic data acquisition, included in the message of the electronic mail illustrated in Fig. 4, is accessed.
  • Fig. 1 is a diagram of a network configuration including a document server according to one embodiment of the present invention.
  • Fig. 2 is a diagram of a hardware configuration of the document server according to one embodiment of the present invention.
  • FIG. 7 is a view of exemplary messages of the electronic mail that includes the URL for acquiring the electronic data accumulated in the document data accumulation unit illustrated in Fig. 3 and a URL for document transfer.
  • Fig. 8 is a diagram of a transition of screens displayed on a browser of an information processing terminal when the URL for document transfer described in the messages of the electronic mail illustrated in Fig. 7 is accessed from the information processing terminal.
  • Fig. 9 is a sequence diagram of a processing procedure in which a user accesses the URL for document transfer and creates the electronic mail illustrated in Fig. 7.
  • Fig. 10 is a flowchart of processing performed by a CPU in the document server in the processing for creating the electronic mail illustrated in Fig. 7.
  • Fig. 11 is a flowchart following the flowchart illustrated in Fig.
  • Fig. 12 is a table of exemplary data stored in an account management table illustrated in Fig. 3.
  • Fig. 13 is a table of exemplary data stored in the document access management table illustrated in Fig. 3.
  • Fig. 14 illustrates views of exemplary messages of electronic mails each including a URL for acquiring the electronic data accumulated in the document data accumulation unit illustrated in Fig. 3, and a URL for document transfer.
  • Fig. 15 is a diagram of an exemplary screen displayed on the browser of the information processing terminal when the URL for acquiring a document included in the message of the electronic mail illustrated in Fig. 14 is accessed from the information processing terminal.
  • Fig. 12 is a table of exemplary data stored in an account management table illustrated in Fig. 3.
  • Fig. 13 is a table of exemplary data stored in the document access management table illustrated in Fig. 3.
  • Fig. 14 illustrates views of exemplary messages of electronic mails each including a URL for acquiring the electronic data accumulated in the document data accumulation unit illustrated in Fig. 3, and
  • FIG. 16 is a diagram of an exemplary transition of the screens displayed on the browser of the information processing terminal when the URL for document transfer described in the message of the electronic mail illustrated in Fig. 14 is accessed from the information processing terminal.
  • Fig. 17 is a sequence diagram of a processing procedure for creating the electronic mail exemplified in (2) of Fig. 14 by access of the user to the URL for document transfer.
  • Fig. 18 is a diagram following the sequence diagram illustrated in Fig. 17.
  • Fig. 19 is a flowchart of processing performed by the CPU in the document server in the processing for creating the electronic mails illustrated in Fig. 14.
  • Fig. 20 is a flowchart following the flowchart illustrated in Fig. 19.
  • Fig. 21 is a flowchart following the flowcharts illustrated in Figs.
  • Fig. 22 is a view of an exemplary screen displayed on the browser of the information processing terminal in case of setting an access period with respect to a user of a transfer destination when the electronic mail including the URL for document acquisition is transmitted.
  • Fig. 23 is a table of exemplary data stored in the document access management table illustrated in Fig. 3.
  • Fig. 24 is a view of exemplary messages of an electronic mail including a URL for acquiring the electronic data accumulated in the document data accumulation unit illustrated in Fig. 3, a URL for document transfer, and an access period.
  • Fig. 25 is a flowchart of processing controlled and performed by the CPU in the document server in processing for creating the electronic mail illustrated in Fig. 24.
  • Fig. 26 is a flowchart following the flowchart illustrated in Fig. 25.
  • Fig. 27 is a table of exemplary data stored in the document access management table illustrated in Fig. 3.
  • Fig. 28 is a conceptual diagram of transfer when the maximal number of transfers of an electronic mail including a URL for document acquisition is set to three.
  • Fig. 29 is a view of exemplary messages of an electronic mail including a URL for acquiring the electronic data accumulated in the document data accumulation unit illustrated in Fig. 3, a URL for document transfer, and the number of transfers allowed.
  • Fig. 30 is a flowchart of processing controlled and performed by the CPU in the document server in processing for creating the electronic mail illustrated in Fig. 29.
  • Fig. 31 is a flowchart following the flowchart illustrated in Fig. 30.
  • FIG. 1 a system configuration including a document server according to one embodiment of the present invention is illustrated.
  • a network illustrated in Fig. 1 includes the document server 10, a mail server 20, an information processing terminal 30, a scanner 40, and a printer 50 connected to each other through a network 60.
  • the document server 10 is a server that, for example, accumulates and manages electronic data, such as document data, and manages a user who accesses the accumulated electronic data.
  • the mail server 20 is a server that receives and transmits a mail.
  • the information processing terminal 30 is a terminal unit, such as a personal computer, operated by a user, and may be a portable terminal, such as a tablet computer or a smartphone when available in processing in a document system.
  • the scanner 40 is an apparatus with an image reading function for a document, a picture, or the like.
  • a read image can be accumulated in the document server 10.
  • the printer 50 is an apparatus with a printing function and can print the document accumulated in the document server 10.
  • the network 60 is a communication channel for connecting the respective apparatuses so that the apparatuses can communicate with each other. Regardless of whether wired or wireless, an arbitrary standard can be used. A local area network (LAN) and the Internet may be used.
  • LAN local area network
  • the Internet may be used.
  • the number of the respective apparatuses included in the above system is not limited.
  • An apparatus to be connected to the system is not limited to the apparatuses illustrated in Fig. 1.
  • Fig. 2 is a hardware configuration diagram of the document server 10 according to one embodiment of the present invention.
  • the document server 10 includes a CPU 101, a RAM 102, a ROM 103, a hard disk drive (HDD) 104, and a network interface (I/F) 105. These are connected to each other through a system bus 106.
  • the CPU 101 uses the RAM 102 as a work area and executes a program stored in the ROM 103 or the HDD 104 so as to control the entire document server 10 and implement various functions to be described later.
  • the network I/F 105 is an interface for connecting the document server 10 to the network 60.
  • Pieces of hardware illustrated here are basically included in the document server 10 in order to implement a system to be described later, and an additional piece of hardware may also be included.
  • Fig. 3 is a functional block diagram of the document server 10. Each function of the document server 10 will be described with reference to Fig. 3.
  • the document server 10 includes an access right management unit 121, an account management table 122, a document access management table 123, a document data accumulation unit 124, a registration acceptance unit 125, a transfer unit 126, a web server functional unit 127, and a communicating unit 128.
  • the access right management unit 121 includes an account management unit 121a and a document access management unit 121b.
  • the account management unit 121a has a function of storing and managing, in the account management table 122 to be described later, user’s identification information, such as an account, a password, and an electronic mail address (hereinafter, “mail address” means “electronic mail address”) serving as user’s authentication information in association with each other for each user.
  • user s identification information, such as an account, a password, and an electronic mail address (hereinafter, “mail address” means “electronic mail address”) serving as user’s authentication information in association with each other for each user.
  • the document access management unit 121b has a function of storing and managing, in the document access management table 123 to be described later, electronic data, such as document data accumulated in the document data accumulation unit 124, and user’s identification information that permits access to the electronic data in association with each other.
  • the access right management unit 121 includes the account management unit 121a, the document access management unit 121b, and has a function of generating an access right in response to a request from the transfer unit 126.
  • the account management table 122 has a function of storing the identification information, such as an account, a password, and a mail address serving as user’s authentication information, in association with each other for each user.
  • the document access management table 123 has a function of storing, for each document, information which user is permitted to access the document in association with a mail address and a user’s account, and also storing, for each document, an access period and the number of transfers of the document.
  • the document data accumulation unit 124 has a function of accumulating electronic data, such as document data and image data.
  • the registration acceptance unit 125 has a function of accumulating, in response to a request for accumulating electronic data, such as document data from a user, the electronic data in the document data accumulation unit 124 with an access right given only to the user.
  • the registration acceptance unit 125 also has a function of transmitting, to the user who has issued the request for accumulating the electronic data, an electronic mail including a URL for document acquisition and a URL for document transfer as illustrated in Fig. 7 so that the user can easily acquire and transfer (through a distribution of a URL) the document data.
  • the transfer unit 126 has a function of: accepting access performed using the URL for document transfer; setting, in response to a request from the user of an access source (transfer source user), an access right to the electronic data such as document data, to a second user (transfer destination user); creating, for the second user (transfer destination user), an electronic mail including a URL for document acquisition for accessing the document, and a URL for document transfer; and transmitting the electronic mail to the second user (transfer destination user) through a mail server.
  • the web server functional unit 127 has a function of providing a screen, corresponding to a transfer process, displayed on a browser of the information processing terminal 30 on the network 60 with an HTTP protocol, and accepting URL access from the information processing terminal 30.
  • the communicating unit 128 has a function of connecting the document server 10 and the network 60, and transmitting and receiving information to and from an external apparatus through the network 60.
  • the electronic data accumulated in the document data accumulation unit 124 is acquired by making access to the URL for document acquisition.
  • the URL for document acquisition is created in the registration acceptance unit 125 and transmitted to the user through an electronic mail.
  • the second user of a transfer destination cannot acquire the electronic data by making access to the URL for document acquisition included in the electronic mail. This is because the second user has no access right to the document.
  • the user accesses the transfer unit 126 using the URL for document transfer, instructs a transfer of a document to be described later, and sets an access right so that the second user of the transfer destination can access the document.
  • the user can transmit an electronic mail including the URL for document acquisition and the URL for document transfer from the document server 10 to the user of the transfer destination. Therefore, the user of the transfer destination having received the transferred electronic mail can access the electronic data from the URL for document acquisition included in the electronic mail.
  • the transfer unit 126 is accessed through the URL for document transfer so that the instruction can be performed.
  • One of features of the document server 10 is that, in accordance with access using the URL for document transfer, an access right with respect to a (mail address of a) user designated as a transfer destination is set and the electronic mail including the URL for document acquisition and the URL for document transfer is transmitted to the user of the transfer destination so that the user of the transfer destination can access the electronic data.
  • an access right with respect to a (mail address of a) user designated as a transfer destination is set and the electronic mail including the URL for document acquisition and the URL for document transfer is transmitted to the user of the transfer destination so that the user of the transfer destination can access the electronic data.
  • Fig. 4 illustrates a message of an electronic mail that is created and transmitted to a user who has access authority to access electronic data, such as document data accumulated in the document data accumulation unit 124 in the document server 10.
  • the electronic mail is referred to as a mail for designated document distribution.
  • the mail for designated document distribution is created in the registration acceptance unit 125 in the document server 10.
  • the mail for designated document distribution includes a URL for document acquisition serving as first access destination information for accessing the specified electronic data accumulated in the document data accumulation unit 124. Note that the message illustrated here does not take a transfer to a second user into consideration.
  • a transmission destination mail address of the mail for designated document distribution is “aaa@xxx” and a transfer destination mail address of the mail for designated document distribution is “bbb@yyy”.
  • the URL for document acquisition includes “012345” for a document ID (docid) for identifying the document accumulated in the document data accumulation unit 124, and “bbb@yyy” for a mail address (madr) for identifying the user.
  • a document specified with a document ID included in a URL for document acquisition is referred to as “designated document”.
  • Fig. 5 illustrates exemplary data stored in the document access management table 123.
  • a user who has a mail address of “aaa@xxx” and a user who has a mail address of “bbb@yyy” are permitted to access a designated document with a document ID “012345”. It can be seen that the user who has a mail address of “aaa@xxx” is permitted to access a document with a document ID “111111”.
  • mail addresses of a plurality of users can be registered for one document ID.
  • the user transmit destination user with the mail address of “bbb@yyy” who has received the mail for designated document distribution illustrated in Fig. 4, using the information processing terminal 30, accesses the URL for document acquisition included in the received mail so as to acquire a designated document.
  • Fig. 6 illustrates a flowchart of processing performed by the CPU 101 in the document server 10 when the user accesses the URL for document acquisition included in the mail for designated document distribution.
  • the CPU 101 in the document server 10 starts the processing in Fig. 6 upon detection of access to the URL for document acquisition.
  • the CPU 101 acquires, from the URL for document acquisition, a document ID of the designated document and a mail address of the user who has received the electronic mail (step S11).
  • the CPU 101 refers to the document access management table 123 (step S12) and determines whether the acquired mail address matches a mail address permitted to access the document ID acquired at step S11 (step S13). In case of Yes at step S13, the CPU 101 transmits the designated document to the information processing terminal 30 through the web server functional unit 127 (step S14).
  • the CPU 101 issues an instruction so that a screen indicating that access is impossible is displayed on the browser of the information processing terminal 30 (step S15), and then the processing is completed.
  • the CPU 101 serves as an access control unit in a series of processing from step S11 to step S15.
  • a user In the case where a user is specified with an account of the user, it can be determined whether there is an account associated with the document ID in the document access management table 123. When the account exists, the document can be acquired. When the account does not exist, access is rejected.
  • the user transmits and receives an electronic mail, and accesses the document server 10 using the information processing terminal 30.
  • operation of the document server 10 when the user transfers the designated document to a second user using the document system will be described with reference to Figs. 7 to 11.
  • the document server 10 transmits a mail for designated document distribution as illustrated in Fig. 7 to the user instead of the mail for designated document distribution illustrated in Fig. 4.
  • an electronic mail including a URL for document transfer as second access destination information in addition to the URL for document acquisition as the first access destination information is transmitted so that the user is notified of these access destinations.
  • the URL for document transfer includes a document ID (docid) for identifying the designated document and a mail address (madr) for identifying the user who has received the mail for designated document distribution including the URL for document acquisition and the URL for document transfer.
  • the mail address of the user who has received the electronic mail is “bbb@yyy” and the document ID of the document accessible with the URLs is “012345”.
  • the user who has received the electronic mail accesses the URL for document acquisition when desiring acquisition of the designated document with the document ID “012345”.
  • the CPU 101 in the document server 10 performs the processing of the flowchart illustrated in Fig. 6 and transmits appropriate document data.
  • the user wants a second user to acquire the document with the document ID “012345”, namely, the user wants to transfer the document to the second user, the user accesses the URL for document transfer.
  • Fig. 8 is a diagram of sequential processing of screens displayed on the browser of the information processing terminal 30, used by the user who has received the mail for designated document distribution illustrated in Fig. 7, until a transfer of the designated document is completed after the user accesses the included URL for document transfer.
  • the web server functional unit 127 basically provides data of the screens displayed on the browser.
  • a screen which prompts the user to input a transfer destination is displayed first.
  • a screen inquiring whether the electronic mail is transmitted to the input mail address is displayed.
  • a screen indicating that transfer is being performed is displayed.
  • a screen indicating that transfer has been completed is displayed.
  • a procedure of processing performed by the document server 10 when transfer processing illustrated in Fig. 8 is performed, will be described with reference to a sequence diagram illustrated in Fig. 9.
  • the transfer unit 126 in the document server 10 is accessed through the web server functional unit 127 in the document server 10.
  • the transfer unit 126 in the document server 10 acquires, from the URL, a document ID of a designated document and a mail address of the user of a transfer source (step S202). Communication between the information processing terminal 30 and the document server 10 is performed through the web server functional unit 127, but the description of the web server functional unit 127 will be omitted in the following descriptions.
  • the transfer unit 126 delivers the document ID and the transfer source mail address to the access right management unit 121 and inquires whether the user of the transfer source can access the designated document (step S203).
  • the document access management unit 121b determines whether the access is permitted with reference to the document access management table 123.
  • the access right management unit 121 notifies the transfer unit 126 that the access is permitted (step S204).
  • the transfer unit 126 issues an instruction for displaying a transfer destination input screen on the browser of the information processing terminal 30 (step S205).
  • the information processing terminal 30 detects the input and notifies the transfer unit 126 of the transfer destination mail address (step S206). Upon receiving the notification, the transfer unit 126 instructs the information processing terminal 30 to display a transfer destination confirmation screen (step S207).
  • the transfer destination confirmation screen is displayed on the browser of the information processing terminal 30 and the user presses an execution button that means an execution instruction, the information processing terminal 30 detects the execution instruction and instructs the transfer unit 126 to execute a transfer (step S208).
  • the transfer unit 126 Upon receiving the execution instruction of step S208, the transfer unit 126 issues an instruction for displaying a screen (an under-transfer screen) indicating that transfer is being performed on the browser of the information processing terminal 30 (step S209). The transfer unit 126 also requests the access right management unit 121 to give an access right of the transfer destination mail address to the designated document (step S210).
  • the account management unit 121a confirms whether the transfer destination mail address is a mail address that is permitted to access, with reference to the document access management table 123. Here, it is assumed that the access permission is confirmed.
  • the access right management unit 121 notifies the transfer unit 126 that the access right is given (S211).
  • the transfer unit 126 having received the notification creates a mail for designated document distribution for the transfer destination mail address (step step S212), delivers the created electronic mail to the mail server 20 in order to transmit the electronic mail to the transfer destination address (step S213), and instructs the information processing terminal 30 to display a transfer completion screen (step S214).
  • FIGs. 10 and 11 are flowcharts of processing controlled by the CPU 101 in the document server 10 when the document server 10 performs the above processing.
  • the processing performed by the CPU 101 will be described below with reference to Figs. 10 and 11.
  • the CPU 101 upon acquiring the document ID (docid) of the designated document and the transfer source user mail address (madr) from the URL for document transfer used for the access (step S21), the CPU 101 refers to the document access management table 123 (step S22). The CPU 101 determines whether the acquired mail address matches the mail address permitted to access the acquired document ID in the document access management table 123 (step S23). In case of No at step S23, an instruction for displaying a screen indicating that access is impossible on the browser of the information processing terminal 30 is issued to the information processing terminal 30 (step S25), and then the processing is completed.
  • step S23 the CPU 101 instructs the information processing terminal 30 to display a transfer destination input screen on the browser (step S24).
  • the information processing terminal 30 notifies the document server 10 of the mail address.
  • the CPU 101 receives the notification so as to acquire the transfer destination mail address (step S26).
  • the CPU 101 instructs the information processing terminal 30 to display a transfer confirmation screen on the browser (step S27).
  • the CPU 101 determines whether an instruction input on the transfer confirmation screen by the user is for execution (step S28). In case of No, the CPU 101 instructs the information processing terminal 30 to display a cancellation screen on the browser (step S30), and then the processing is completed.
  • step S28 the information processing terminal 30 is instructed to display a screen indicating that transfer being performed on the browser (step S29).
  • a mail address variable “i” is set to 0 (step S31) and whether the number of transfer destinations “dst_count” acquired at step S26 is larger than i is determined (step S32).
  • step S32 an access right of the transfer destination electronic mail “dst[i]” is given to the document ID (step S33).
  • a mail for designated document distribution addressed to the dst[i] is created and delivered to the mail server 20 (step S35).
  • the electronic mail includes a URL for document acquisition and a URL for document transfer. Both of the URLs include the document ID of the designated document, and the mail address dst[i].
  • the mail server 20 transmits the delivered electronic mail to a destination address.
  • the CPU 101 adds 1 to the variable “i" (step S36) and goes back to step S32.
  • a series of processing at steps S33, S35, and S36 continues until step S32 becomes No.
  • an instruction for displaying an access transfer completion screen on the browser is issued to the information processing terminal 30, and then the processing is completed.
  • a user designated by the access source in response to the access using the URL for document transfer, a user designated by the access source can be registered, in the document access management table 123, as a user who is permitted to access a specified document with the URL for document transfer.
  • An electronic mail that notifies of the URL for document acquisition and the URL for document transfer for accessing the specified document can be transmitted to an address of the designated user. Therefore, access management with respect to the document accumulated in the document server 10 can be performed and the user who has the access right to the document can transmit, to a second user, the access right to the document with an easy operation.
  • step S24 an instruction for displaying a screen that prompts a user to input a password may be issued, and the CPU 101 may determine whether a password associated with an acquired document ID matches a password in the document access management table 123.
  • information whether a user of the transfer destination is permitted to access the designated document is managed with a mail address of the user.
  • a management method with an account can be considered.
  • processing in which whether a user is permitted to access a designated document is managed with an account will be described with reference to Figs. 12 to 21.
  • Fig. 12 is an exemplary table in which a password and a mail address are managed in association with each other for each account in the account management table 122.
  • a password and a mail address are managed in association with each other for each of accounts of “alpha”, “beta”, and “gamma”.
  • Fig. 13 is an exemplary table in which an account permitted to access a document ID is managed in association with the document ID in the document access management table 123.
  • a user with an account of “alpha” and a user with an account of “beta” are permitted to access a document with a document ID of “012345”
  • the user with an account of “alpha” is permitted to access a document with a document ID of “111111”.
  • Fig. 14 illustrates views of messages of mails for designated document distribution each including a URL for document acquisition and a URL for document transfer.
  • the URL for document acquisition and the URL for document transfer each include a document ID (docid) for identifying the designated document and an account for identifying a user who has received the electronic mail.
  • the user who has received the electronic mail accesses the URL for document acquisition in order to access the designated document.
  • the user accesses the URL for document transfer in order to transfer the designated document.
  • the message of (1) in Fig. 14 is created in a case where an account of a user who has received the mail, namely, an account of the user designated as a transfer destination when the mail is created, has already been registered in the account management table 122.
  • the message of (2) in Fig. 14 is created in a case where since the account of the user has not been registered in the account management table 122, a new account is created so as to set an access right.
  • an account and a password of the user (transfer destination user) who has received the electronic mail are “delta” and “password”, respectively.
  • a document ID of the designated document is “012345”.
  • the newly created account is to be newly stored in the document access management table 123. Processing for creating a new account will be described below with the following descriptions.
  • Fig. 15 is a view of a download screen displayed on the browser of the information processing terminal 30 used by the user when the user accesses the URL for document acquisition so as to download a document. Since an account is displayed on the screen, the user inputs a password associated with the account, and presses an input completion button.
  • the information processing terminal 30 detects the press so as to notify the document server 10 of an execution instruction.
  • the document server 10 that has detected the execution instruction transmits electronic data identified based on a document ID, from among electronic data accumulated in the document data accumulation unit 124, to the information processing terminal 30 through the web server functional unit 127. As a result, the user acquires the designated document.
  • Fig. 16 is a transition of screens displayed on the browser of the information processing terminal 30 until a transfer is completed when the user (transfer source user) who has received the mail for designated document distribution illustrated in Fig. 14 accesses the URL for document transfer in order to transfer the designated document to a second user (transfer destination user).
  • a password input screen on which an account of the user to be a transfer source is displayed is displayed.
  • the transfer source user inputs a password associated with the account so as to select input completion.
  • a transfer destination input screen is displayed. Then, the user of the transfer source inputs a transfer destination mail address and selects an input completion button.
  • two mail addresses are input.
  • the number of mail addresses input as a transfer destination is not limited unless specifically set.
  • a screen inquiring whether the electronic mail is to be transmitted to the input mail addresses is displayed so that transfer execution is selected.
  • the user inputs an arbitrary account name into an account input column on the displayed screen and selects an account creation button.
  • an account creation button When the account creation button is selected, a new account is created.
  • a transfer starts after the creation. When the transfer starts, a screen indicating that transfer being performed (“under transfer”) is displayed. Then, a screen indicating that transfer is completed (“transfer completion”) is displayed.
  • under transfer a screen indicating that transfer being performed
  • transfer completion is displayed.
  • the account creation is repeated as many times as the number of the mail addresses so as to create new accounts.
  • the transfer unit 126 in the document server 10 acquires a document ID of a designated document and a transfer source user account from the URL (step S302).
  • the transfer unit 126 delivers the document ID and the account to the access right management unit 121 so as to inquire whether the transfer source user can access the designated document (step S303).
  • the document access management unit 121b determines whether the access is permitted with reference to the document access management table 123. Here, it is assumed that the access is permitted. In this case, the access right management unit 121 notifies the transfer unit 126 that the access is permitted (step S304).
  • the transfer unit 126 Upon receiving the notification, the transfer unit 126 issues an instruction for displaying a password input screen on the browser of the information processing terminal 30 (step S305).
  • the information processing terminal 30 notifies the transfer unit 126 in the document server 10 of the password input by the user (step S306).
  • the transfer unit 126 inquires of the access right management unit 121 about whether the input password matches a password of the transfer source account (step S307).
  • the access right management unit 121 notifies the transfer unit 126 that the passwords match (step S308).
  • the transfer unit 126 issues an instruction for displaying a transfer destination input screen on the browser of the information processing terminal 30 (step S309).
  • the information processing terminal 30 notifies the transfer unit 126 of the input transfer destination mail address (step S310).
  • the transfer unit 126 Upon receiving the notification, the transfer unit 126 instructs the information processing terminal 30 to display a transfer destination confirmation screen (step S311). Next, the transfer destination confirmation screen is displayed on the browser of the information processing terminal 30.
  • the information processing terminal 30 detects the execution instruction so as to instruct the transfer unit 126 to execute a transfer (step S312).
  • the transfer unit 126 that has received the instruction inquires of the access right management unit 121 about whether an account corresponding to the input transfer destination mail address exists (step S313).
  • the account management unit 121a confirms whether an account corresponding to the input transfer destination mail address exists in the account management table 122.
  • the access right management unit 121 notifies the transfer unit 126 that no corresponding account exists (step S314).
  • the transfer unit 126 that has received the notification issues an instruction for displaying a new account creation screen on the browser of the information processing terminal 30 (step S315).
  • the information processing terminal 30 When the user inputs an account into the displayed new account creation screen in response to receiving the instruction, the information processing terminal 30 notifies the transfer unit 126 of the input account (step S316).
  • the transfer unit 126 that has received the notification delivers the input account to the access right management unit 121 so as to request an account creation (step S317).
  • the account management unit 121a in the access right management unit 121 creates an account (step S318).
  • the created account and a mail address corresponding the created account are stored in the account management table 122.
  • the access right management unit 121 When the account is created, the access right management unit 121 notifies the transfer unit 126 of the creation of the account (step S319). Upon receiving the notification, the transfer unit 126 instructs the information processing terminal 30 to display a screen indicating that transfer is being performed on the browser (step S320), and requests the access right management unit 121 to set, to the created account, an access right for a designated document to be transferred (step S321).
  • the access right management unit 121 sets the access right (step S322), and notifies the transfer unit 126 that the access right has been set (step S323).
  • the transfer unit 126 creates a mail for designated document distribution (step S324) so as to deliver the created mail for designated document distribution to the mail server (step S325) and give an instruction for displaying a transfer completion screen on the browser of the information processing terminal 30 (step S326).
  • the transfer unit 126 functions as an access permission setting unit in the processing including, in case of a transfer destination user without an account, newly creating by the transfer unit 126 an account, registering the account in the account management table 122 and the document access management table 123, creating a mail for designated document distribution, and notifying the mail server of the created mail in order to transmit the mail to the transfer destination user.
  • FIGs. 19, 20, and 21 are flowcharts of processing controlled by the CPU 101 in the document server 10 when the document server 10 performs the above processing. Processing performed by the CPU 101 will be described below with Figs. 19, 20, and 21.
  • the processing starts when the CPU 101 in the document server 10 detects that a user that has acquired an electronic mail including a URL for document transfer accesses the URL for document transfer using the information processing terminal 30.
  • the CPU 101 acquires a document ID (docid) of a designated document and a transfer source user account (account) from the URL for document transfer that has been used for the access (step S41), and then refers to the document access management table 123 (step S42).
  • the CPU 101 determines whether the acquired account matches an account permitted to access the acquired document ID, with reference to the document access management table 123 (step S43). In case of No at step S43, an instruction for displaying a screen indicating that access is impossible on the browser is issued to the information processing terminal 30 (step S45), and then the processing is completed.
  • step S43 an instruction for displaying a password input screen on the browser is issued to the information processing terminal 30 (step S44).
  • the CPU 101 detects the input and acquires the password corresponding to the account (step S46).
  • the CPU 101 refers to the account management table 122 (step S47), and determines whether the input password matches a password associated with the transfer source user account (step S48).
  • step S48 the CPU 101 issues an instruction for displaying a password error screen on the browser of the information processing terminal 30 (step S49), and then the processing is completed.
  • step S50 the CPU 101 issues an instruction for displaying a transfer destination input screen on the browser of the information processing terminal 30 (step S50).
  • the information processing terminal 30 notifies the document server 10 of the mail address.
  • the CPU 101 receives the notification so as to acquire the transfer destination mail address (step S51).
  • the CPU 101 instructs the information processing terminal 30 to display a transfer confirmation screen on the browser (step S52).
  • the CPU 101 detects the input instruction and determines whether the instruction is for execution (step S53). In case of No, an instruction for displaying a cancellation screen on the browser is issued to the information processing terminal 30 (step S55), and then the processing is completed.
  • step S53 an instruction for displaying a screen indicating transfer is being performed on the browser of the information processing terminal 30 is issued (step S54).
  • a mail address variable “i" is set to 0 (step S56) and whether the number of transfer destinations “dst_count” is larger than i is determined (step S57).
  • step S59 the CPU 101 refers to the account management table 122 (step S59), and determines whether an account corresponding to the transfer destination mail address exists (step S60).
  • step S67 in Fig. 21 the CPU 101 issues an instruction for displaying a new account creation screen on the browser of the information processing terminal 30.
  • step S67 When the user inputs an account into the screen displayed at step S67, the CPU 101 is notified of the account and acquires the account ⁇ account ⁇ input into the browser (step S68). Next, the CPU 101 creates a password ⁇ password ⁇ for the acquired account ⁇ account ⁇ , and registers, in the account management table 122, the password in association with the mail address and the account (step S69). The processing then proceeds to step S61.
  • the document server 10 automatically sets the password.
  • a password may also be input together. Then, the account and the password may be acquired at step S68.
  • step S61 an access right is given to the transfer destination mail address dst[i] associated with the document ID (step S61), and a mail for designated document distribution addressed to the dst[i] is created (step S62).
  • a URL for document acquisition and a URL for document transfer are described in the electronic mail, and both of the URLs include the document ID ⁇ docid ⁇ of the designated document and the transfer destination user account ⁇ account ⁇ .
  • the CPU 101 determines whether the included account is newly created by the processing at steps S66 to S68 (step S63). In case of Yes at step S63, the account and the password are added to the mail for designated document distribution created at step S62 and registered, in the document access management table, in association with the document ID (step S64).
  • the created mail for designated document distribution is delivered to the mail server 20 (step S65).
  • the mail created at step S62 is delivered to the mail server 20.
  • the mail server 20 transmits the delivered electronic mail to the destination address. Registration of the newly created account into the document access management table 123 may be performed together with the processing at step S68 or performed together with the processing at step S61.
  • step S66 the CPU 101 adds 1 to the variable “i” (step S66) and the processing goes back to step S56.
  • a series of processing at steps S57 to S65 continues until No at step S57.
  • No at step S57 an instruction for displaying an access transfer completion screen on the browser is issued to the information processing terminal 30, and then the processing is completed.
  • the processing performed by the CPU 101 in the document server 10 according to one embodiment of the present invention has been described above. Even when the above account is used as user identification information, like use of a mail address, access management is performed to a document accumulated in the document server 10 and a user who has an access right to the document can transmit, to a second user, the access right to the document with an easy operation. Since the user can be authenticated with a password by using an account, security can be improved when compared with the use of a mail address.
  • Fig. 22 is a view of a screen first displayed for a transfer source user on the browser of the information processing terminal 30 when the transfer source user sets a period with respect to an access right of a transfer destination user.
  • the transfer source user inputs a transfer destination user mail address and a period during which the transfer destination user can access a designated document.
  • “the number of days” is set as a standard. However, “the number of hours” or “date and time” may be set.
  • the same screens as in Fig. 8 are displayed according to the processing.
  • Fig. 23 is an exemplary table in which a user mail address permitted to access a document ID and a period during which the access is permitted are associated with each other and managed in the document access management table 123. As illustrated in the table, an access period can be set for each mail address permitted to access the document ID.
  • limit date and time in the document access management table 123 may periodically be monitored and a mail address with limit data and time having passed may be deleted.
  • Fig. 24 is a view of exemplary messages of a mail for designated document distribution including a URL for document acquisition and a URL for document transfer, as in Figs. 7 and 14.
  • a period during which the user (transfer destination user) who has received the electronic mail can access a designated document is included. The transfer destination user cannot access the designated document after the period.
  • Figs. 25 and 26 are flowcharts of processing controlled by the CPU 101 in the document server 10 when the transfer source user transfers the mail for designated document distribution.
  • the flowcharts are similar to those in Figs. 10 and 11 in terms of basic processing. Thus, only different parts will be described.
  • the CPU 101 acquires the transfer destination mail address input by the user through the transfer destination input screen of the information processing terminal 30 at step S26 in Fig. 10. However, in addition to the transfer destination mail address, the CPU 101 also acquires an access period of days (days) input by the user at step S76 in Fig. 25.
  • the CPU 101 gives the access right of the transfer destination mail address dst[i] to the document ID at step S33 in Fig. 11.
  • the CPU 101 acquires current date and time when processing is performed at step S83 in Fig. 26.
  • registration is performed in the document access management table 123 in association with the document ID.
  • the CPU 101 creates a mail for designated document distribution with a URL for document transfer including the document ID of the designated document, the transfer destination mail address, and the period (term) during which the transfer destination user can access the designated document.
  • the CPU 101 delivers the mail to the mail server.
  • the above processing is different from that in Fig. 10 and 11. Except the above processing, the same processing as that in Fig. 10 and 11 is repeated.
  • the access to the designated document can be limited to a certain period. Permission of the access right to the user with the limitation can reduce a risk that a highly confidential document and the like leak. Since the access period is set when the mail for designated document distribution is created, an access period with the same length can be set to a user to which the mail is transferred after the creation.
  • a predetermined period from the point of the registration may be the period for which the access is permitted.
  • Fig. 27 is an exemplary table in which a user mail address permitted to a document ID and the number of transfers are associated with each other and managed in the document access management table 123.
  • Fig. 28 is a conceptual diagram illustrating a transfer flow when the number of transfer permission is set. The conceptual diagram illustrates that an access right to a designated document can be transferred up to three times counted from a first transfer source.
  • a first transfer source user mail address is “aaa@xxx”.
  • “aaa@xxx to bbb@yyy” is a first transfer
  • “bbb@yyy to ccc@zzz” is a second transfer
  • “ccc@zzz to fff@zzz” is a third transfer.
  • a transfer from “fff@zzz” to a fifth user is a fourth transfer and is not permitted.
  • Fig. 29 illustrates messages of a mail for designated document distribution in which a URL for document acquisition and a URL for document transfer are described. Here, the number of transfers remaining, of the designated document is described. A user who has received the mail understands whether a transfer to another user is permitted from the message.
  • the number of transfers is set and managed in the document access management table 123.
  • a predetermined number of transfer permission may be uniformly set to the electronic data accumulated in the document data accumulation unit 124.
  • the number of transfer permission may be individually set during the creation. Note that in a case where the number of transfer permission is set during the creation of the mail for designated document distribution, the number of the transfer permission is registered in the document access management table 123 in association with a document ID when an access right is given.
  • Figs. 30 and 31 are flowcharts of processing controlled by the CPU 101 in the document server 10 when a transfer source user performs a transfer.
  • the flowcharts are similar to those in Figs. 10 and 11 in terms of basic processing. Thus, only different parts will be described.
  • step S23 in case of Yes at step S23, an instruction for displaying the transfer destination input screen on the browser is issued to the information processing terminal 30.
  • step S93 in case of Yes at step S93 corresponding to step S23, the document access management table 123 is referred to (step S94) again. It is determined whether the number of transfers (trans_count) exceeds the set maximal number managed in association with the document ID in the document access management table 123.
  • step S96 since the maximal number of transfers is exceeded, access to the designated document is not permitted. Therefore, an instruction for displaying a screen indicating access is impossible on the browser of the information processing terminal 30 is issued (step S98). In case of No at step S96, an instruction for displaying a transfer destination input screen on the browser of the information processing terminal 30 is issued (step S97).
  • the subsequent processing is similar to that in Figs. 10 and 11.
  • the number of transfers to a transfer destination user is set to “trans_count + 1”.
  • “trans_count + 1” is equivalent to “the number of transfer permission - 1”
  • the subsequent transfer cannot be performed. Therefore, the mail for designated document distribution created at step S109 is made to include a message that a transfer cannot be performed any further.
  • the URL for document transfer may not be described.
  • the current number of transfers - 1 is registered in the document access management table 123.
  • the processing in which the limited number of transfers is set to the mail for transferring for accessing the designated document has been described.
  • a mail for designated document distribution as an access destination notification having no consideration of a transfer, namely, including no URL for document transfer as second access destination information, may be created.
  • the number of transfers is limited so that a document is prevented from being disorderly distributed. Therefore, leakage of a highly confidential document can be prevented.
  • both of an access period and the limited number of transfers may be included in the URL for document transfer.
  • a transfer cannot be performed.
  • the transfer cannot be performed.
  • the document server in the system storing various data has been described.
  • an external storage device may store the various data and, as necessary, the document server may access and acquire the data.
  • the document server may be an information processing apparatus.
  • An embodiment of a method according to the present invention is a method for implementing a function that performs the above processing procedure by one information processing apparatus or in cooperation among a plurality of information processing apparatuses.
  • An embodiment of a program according to the present invention is a program for causing a computer to control necessary hardware so that a function of the above document server 10 is implemented.
  • the above program may be stored in a ROM or other non-volatile storage media, such as a flash memory or an EEPROM, originally equipped in a computer.
  • the program can be recorded in an arbitrary non-volatile recording medium, such as a memory card, a CD, a DVD, or a Blu-ray disc, and provided.
  • the program recorded in the recording medium is installed in a computer and executed so that a function of the above document server 10 is implemented.
  • the program can be downloaded from an external apparatus including a recording medium recording the program, or an external apparatus in which a storing unit stores the program, connected to a network, so that the program can be installed into a computer and executed. It is clear that the configurations of the respective embodiments, the exemplary operation, and the modifications having been described above can be appropriately combined as long as they are not inconsistent with each other.
  • Document server 30 Information processing terminal 101 CPU 121 Access right management unit 121a Account management unit 121b Document access management unit 122 Account management table 123 Document access management table 124 Document data accumulation unit 125 Registration acceptance unit 126 Transfer unit 128 Communicating unit

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JP2006154945A (ja) * 2004-11-25 2006-06-15 Canon Inc 文書管理サーバクライアントシステム
US20080033955A1 (en) * 2006-08-07 2008-02-07 Fujitsu Limited Data management system, and access authorization setting method, and computer product
JP2008262293A (ja) * 2007-04-10 2008-10-30 Hitachi Ltd 共有ファイルアクセス管理方法、システム及びプログラム
JP2010191807A (ja) * 2009-02-19 2010-09-02 Fuji Xerox Co Ltd 情報中継装置及びプログラム

Patent Citations (4)

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Publication number Priority date Publication date Assignee Title
JP2006154945A (ja) * 2004-11-25 2006-06-15 Canon Inc 文書管理サーバクライアントシステム
US20080033955A1 (en) * 2006-08-07 2008-02-07 Fujitsu Limited Data management system, and access authorization setting method, and computer product
JP2008262293A (ja) * 2007-04-10 2008-10-30 Hitachi Ltd 共有ファイルアクセス管理方法、システム及びプログラム
JP2010191807A (ja) * 2009-02-19 2010-09-02 Fuji Xerox Co Ltd 情報中継装置及びプログラム

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