JP2001297300A - Document management system and device - Google Patents

Abstract

(57) [Summary] [Problem] To manage a plurality of documents created by different persons as one group, and to easily create / update documents by each person. A folder for collecting a plurality of documents is registered in a folder management server. The folder 20 holds a link to the original 10 of each document.
The document creator creates and updates the original 10 on the document storage server 300 selected by himself. The user receives, from the folder management server 100, a ticket 30 including information for accessing the folder. When the user causes the ticket server 200 to read the ticket 30, the contact server 200 accesses the folder management server 100 and attempts to acquire information on the corresponding folder 20. At this time, the folder management server 100
0 to each document storage server 30
0, and sends it to the contact server 200.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

[0001] 1. Field of the Invention [0002] The present invention relates to a system and an apparatus for distributing and updating documents in a network environment in which a plurality of computers are connected.

[0002]

2. Description of the Related Art When an organization such as a company proceeds with one operation, a number of documents related to the operation are created and shared by its members. In recent years, circulation and distribution of documents in the form of electronic documents via a network have been widely performed. The electronic document and the conventional paper document are used complementarily by making use of their respective characteristics, and many document management mechanisms integrating the electronic document and the paper document have been proposed.

As one example, Japanese Patent Application Laid-Open No. 10-143414
There is a technique disclosed in Japanese Patent Publication No. In this technology, a paper document as a media document is created on a computer that performs document management,
Distribute it to users. Information on the storage location of the electronic document corresponding to the medium document is printed in a barcode on the medium document. By reading the medium document into the computer with a scanner or the like, the user can acquire an electronic document corresponding to the medium document and perform printing, updating, and the like.

[0004]

In the above prior art, 1
One medium document is associated with one electronic document.
However, there are many related documents in the collaborative work of the organization, and it is inconvenient for the user to manage the medium documents one by one for each related document.

[0005] In the above-mentioned prior art, an electronic document is updated by a user accessing the electronic document on a database using a medium document. Therefore, the document cannot be updated without using a scanner or a specific computer system having a medium document recognition program.

In order to collectively manage a plurality of related documents, it is common to use a folder (or directory) of a file system and collectively store the related documents in one folder. is there. However, in this case, in order to update the document, it is necessary to access the folder in which the document is registered. For example, if one person is involved in multiple projects, the person cannot update the document unless he knows which document he created is in which project folder.
It is complicated.

SUMMARY OF THE INVENTION The present invention has been made to solve such a problem. In a system for managing a plurality of related documents collectively, the related document group can be easily accessed and the updating of each document can be easily performed. It is an object of the present invention to provide a system with improved convenience.

[0008]

According to the present invention, there is provided a document management system, comprising: a group management device for managing a plurality of constituent documents stored in a plurality of storage locations on a network into one group document; A contact device that receives a processing request related to a group document from a user and responds to the processing request in cooperation with the group management device, wherein the group management device includes an original indicating the storage location of each constituent document of the group document. Location information and a group database that stores the constituent documents in association with each other, and with reference to the original location information, collects the constituent documents of the group document from their respective storage locations, and stores the collected documents in the group database. A document collection unit to be registered and an access request from the window device are received, and a group related to the request is received. Access response means for acquiring each constituent document of the document from the group database and providing the document to the window device of an access request source, wherein the window device receives a processing request for a group document from a user. Access request means for requesting the group management device to access the group document in response to the received processing request; and each constituent document of the group document supplied from the group management device in response to the access request And a response processing means for performing processing in response to the processing request using

In this configuration, since the group management server automatically collects each constituent document of the group document and provides it to the window server (and thus the user), each constituent document can be stored in a free place. . The document creator does not need to be aware of which group document the document being created / updated belongs to.

[0010] In a preferred aspect of the present invention, the group management device transmits the group document registered in the group database to the group document including location information of the group management device on the network. A ticket issuing unit for issuing a ticket for access, wherein in the counter device, the access request unit receives a processing request from a user by reading the ticket, and the access request unit includes the location included in the ticket. An access request is made by specifying the group management device that manages the group document according to the position information.

According to this aspect, access to the group document can be managed depending on whether or not the ticket is distributed. Even if the user does not know which group management server manages the group document, the user can access the group document by reading the ticket into the window server known by the user.

Further, the document management apparatus according to the present invention is characterized in that the original location information indicating the storage location of each of the constituent documents of the group document, a database storing the respective constituent documents in association with each other, and the original location information. With reference to the above, each constituent document of the group document is collected from its respective storage location, and a document collection unit for registering in the database, a request for access to the group document is received, and the group document related to this request is stored in the database. Access response means for responding to the access request.

Further, the document management device according to the present invention stores a database storing original location information indicating the storage location of each constituent document of the group document and, when receiving a request for access to the group document, stores the original location information in the database. An access response unit that collects the constituent documents of the group document by referring to the storage locations, and responds to the access request using the constituent documents.

[0014]

Embodiments of the present invention (hereinafter referred to as embodiments) will be described below with reference to the drawings.

[First Embodiment] First, an outline of a document management system of the present embodiment will be described with reference to FIG.

This system has a function of collectively managing a plurality of documents (files) at different locations in a virtual space on the network 400 into one group document. For example, a group of shared documents used for collaborative work is collectively managed in one group document. And
In order to manage this group document, the present embodiment uses a data structure called a “folder”. Folder 20 is 1
One document is generated for one group document, and for each document (referred to as a constituent document) constituting the group document,
It holds link information to the original (original) of the document (for example, the storage location of the original document in the virtual space) and a copy 10a of the constituent document.

The folder 20 is held and managed by the folder management server 100 provided on the network 400. This folder management server 100 is managed by a specific folder manager A. The ticket user B, who is a general user, uses the contact server 2 on the network 400.
00 via a computer called folder management server 1
00 to obtain the desired group document. When receiving an access request to a certain folder 20 from the contact server 200, the folder management server 100 communicates with the storage location of each constituent document in the folder 20,
Each constituent document in the folder 20 is updated, and the information of the folder is sent to the contact server 200. The window server 200 performs a process according to the request of the ticket user B using the received folder information.

In this embodiment, information called a "ticket" is used to access the folder 20 from the ticket user B. The ticket 30 is stored in one folder 20
(Group document), and holds information necessary for accessing the folder 20 (for example, a storage location of the folder in a virtual space). In the present embodiment, both the ticket 30 in the electronic data format and the ticket 30 in the format printed on paper are supported. The ticket 30 of a physical medium such as paper contains a folder 2
The access information to 0 is printed in a machine-readable format such as a barcode.

The folder management server 100 includes a ticket issuing unit 110 for issuing the ticket 30. User B who wants to use the folder requests folder administrator A to issue a ticket. Then, folder administrator A
Issues a ticket for the folder using the ticket issuing unit 110 of the folder management server 100 and distributes the ticket to the user B. When the user B reads the ticket 30 into the window server 200 at hand, the window server 200
Accesses the folder management server 100 based on the access information included in the ticket, and acquires information on the corresponding folder.

A computer on the network incorporates a program for interpreting the ticket and communicating with the folder management server 100 (in the case of handling a paper ticket, a scanner and a program for recognizing ticket information from a scanned image). As a result, the contact server 20
It can function as 0.

Next, an example of the system configuration of the present embodiment will be described with reference to FIGS.

As shown in FIG. 2, the system is LA
The server includes three types of servers: a folder management server 100, a contact server 200, and a document storage server 300, which are connected via a network such as N or WAN.

The document storage server 300 is a device that stores the originals 10 of the individual configuration documents managed in the folder 20 and provides the latest version of the configuration document in response to a document update request from the folder management server 100. Provide functions. FIG. 3 shows an example of the internal configuration of the document storage server 300. The document storage server 300 includes a database 305 that stores a group of documents, and a document management unit 310 that manages the database 305. The document management unit 310 includes a document addition unit 312 that performs processing for adding a new document to the database 305, and a document update unit 314 that performs processing for updating a document already registered in the database 305. Further, the document storage server 300 has a function for providing the latest document in response to a request from the folder management server 100. This function is provided by the document synchronization unit 320.

The document synchronizing unit 320 is used for the document storage server 30
0 and the folder management server 100
This is a means for performing document synchronization processing with the database 105 in the server. Here, the synchronization process is a process of unifying data of the same document (that is, the original and its copy) in a plurality of databases to the latest one of them. If the document is not in a database, the document is copied to the database by the synchronization process. The document synchronization unit 320 synchronizes in units of “documents” (constituent documents). The folder management server 100 described below includes a unit that performs synchronization processing in units of “folders” (group documents).

The document synchronization section 320 includes a synchronization request reception section 322 for receiving a document synchronization request from the folder management server 100, and a DB synchronization processing section 324 for performing document synchronization processing between databases according to the received synchronization request. . The synchronization request from the folder management server 100 includes information designating a document to be synchronized. If the document is in the server 100, information indicating the newness of the document (update date and time, version information, etc.) Is further included.
The DB synchronization processing unit 324 determines whether the document in the database 305 in the own server 300 has been updated from the viewpoint of the folder management server 100 based on the request information. The data of the document is returned to the folder management server 100, and if the document has not been updated, a code indicating that fact is returned. When this synchronization processing is completed, the constituent document in the folder management server 100 becomes the same as the original in the document storage server 300 (that is, the latest one).

The document storage server 300 can be easily constructed on the basis of a computer system used by an individual user when creating a normal document. For example, a personal computer (PC) of each user or a file server for each department in a company corresponds to this. In this case, since the document management unit 310 is realized by a word processing and file management function originally provided in the computer system, resources such as a program for the function of the document synchronization unit 320 may be newly added. . In this way, if the document storage server 300 is configured based on a conventional file server or the like, the document creator does not need to be particularly aware of the group document management, and can use the PC or the like that he or she normally uses as usual. Can be created and updated. In a typical system, many document storage servers 300 exist on a network.

Next, regarding the folder management server 100,
This will be described with reference to FIGS. Folder management server 10
0 creates a folder 20 corresponding to the group document,
It has a function to hold and manage.

FIG. 4 shows an example of the data structure of the folder 20. The folder 20 includes a list of constituent documents of the group document (document list 21) and a list of information on the tickets 30 issued for the folder 20 (ticket list 25).

The document list 21 includes document information 22 of each constituent document. Each piece of document information 22 includes information on an internal link 22a and an external link 22c. The internal link 22a is link information to the file 10a of the constituent document in the database 105, and includes information (path and the like) of the file position 22b of the document file. The external link 22c is link information to the original 10 of the constituent document, and the document storage server 300 in which the original document 10 is stored.
And the file location 22e of the original document 10 in the server 300. “Identical” documents in the file management server 100 and the document management server 300 are linked by a pair of the internal link 22a and the external link 22c.

The document information 22 includes the database 1
05 of the configuration document file 10a
2f, update date and time 22g, and creator 22 of the constituent document
h (name, ID, etc.) can also be included.

The ticket list 25 includes ticket information 26 of each issued ticket. The individual ticket information 26 includes a unique ticket ID 26a assigned to the ticket, information (name and ID, etc.) of the owner 26b of the ticket, and authority information 26c indicating operation authority given to the ticket. Is included. In the system according to the present embodiment, the processing contents permitted for each ticket to be issued, such as permitting a certain ticket to take out documents in a folder only and allowing another ticket to update documents in the folder. Can be set. The contents of such processing authority are authority information 26c.

Next, referring to FIG. 5, the folder management server 1
A configuration example of 00 will be described.

The folder management server 100 includes the above-described folder 20 and a database 105 for storing files of individual constituent documents. The document 10a included in the database 105 typically includes the document storage server 30.
Although the original document 10 is a copy of the original document 10, the document 10 a in the database 105 may be the original document. In this case, for the document, the folder management server 100 itself also functions as the document storage server 300.

The folder management server 100 further includes a ticket issuing unit 110, a document management unit 120, and a document synchronization unit 13.
0 is provided.

The ticket issuing unit 110 includes a ticket creating unit 112, a thumbnail creating unit 114, and a ticket output unit 1.
16 is provided. The ticket creation unit 112 receives a ticket creation request from the folder manager, and creates a ticket in response to the request. At the time of the ticket creation request, the folder administrator sends information specifying the folder to be the target of the ticket and the user to whom the ticket is assigned to the ticket creation unit 1.
Input to 12. Then, the ticket creating unit 112 searches the database 105 for the designated folder, and acquires the position information (path and the like) of the folder and the information (for example, the name and the like) of each constituent document included in the folder. Also, the page content of each of the constituent documents is passed from the database 105 to the thumbnail creating unit 114, and a thumbnail image (reduced image) of each constituent document is generated by the thumbnail creating unit 114 and passed to the ticket creating unit 112. This thumbnail image, for example, the first page,
A predetermined representative page of the constituent documents is created. Of course, thumbnails may be created for all pages of each constituent document. The ticket creation unit 112 creates a ticket using the folder position information acquired in this way, the thumbnail images of each constituent document, and the like.

The ticket creating unit 112 creates the above-described ticket information 26 for the created ticket,
Ticket list 2 of the corresponding folder of the database 105
Register to 5.

The ticket created by the ticket creation section 112 is output to the outside by the ticket output section 116. The ticket is, for example, printed out from a printer connected to the folder management server 100, transmitted to a remote facsimile machine and output on paper, or incorporated in an electronic mail (e-mail) in the form of electronic data. Output in the form of transmission. The designation of the output destination is made by the folder administrator.

FIG. 6 shows an example of the ticket 30 to be output. This example is an example of a paper ticket. The ticket 30 includes a title 31 of a corresponding folder (group document) and a machine-readable code 32 representing various information related to the ticket. The code 32 includes access information for accessing a folder corresponding to the ticket 30, a ticket ID assigned to the ticket, and the like. The access information includes the address of the folder management server 100 that holds the folder (that is, the folder management server that has issued the ticket) and the location information of the folder in the server 100. In the ticket 30, a thumbnail image 33, a document name 34 of the document, and a check box 35 are displayed for each constituent document included in the folder. The user can specify each constituent document by the thumbnail image 33 and the document name 34, and writes a check mark in the check box 35 with a pen to select the constituent document to be processed. In addition, the ticket 30 has a document output destination ("local printer" or "F
AX ”) is provided, and a destination FAX number entry field 37 for FAX output is also provided. Although illustration is omitted, a column for entering an e-mail address may be provided as a document output destination.

The folder 20 stores such check boxes 35 to 36 and information on the association between individual constituent documents, output destinations, and the like. Ticket 30
By reading the information in the folder 20, the device or the like that has read the document specifies the check-marked document and its output destination, and executes the document output process according to the document.

The document management unit 120 stores the database 105
And a folder operation unit 122 for operations such as new registration of a folder (group document) with respect to, and registration and deletion of a document in the folder. In addition, the document management unit 120 has a function similar to that of a unit having the same name in the document storage server 300 for newly registering or updating each constituent document in the database 105, and a document adding unit 124 and a document updating unit 126.
Is provided.

The document synchronizing section 130 is provided for the document storage server 30.
0 and a means for performing document synchronization processing with the contact server 200, and includes a synchronization request unit 132, a DB synchronization processing unit 134, and a synchronization request reception unit 136. Synchronization request unit 132
Is a means for making a document synchronization request to the document storage server 300, and the synchronization request receiving unit 136
This is a means for receiving a folder synchronization request from. DB
The synchronization processing unit 134 performs database synchronization processing with the document storage server 300 in document units, and performs database synchronization processing with the contact server 200 in folder units.

Synchronization with the document storage server 300 is performed in units of individual constituent documents, and there are two cases.
One is a case where a new constituent document is registered in a folder by the folder operation unit 122, and the other is a case where a folder synchronization request is received from the window server 200. In the former case, the newly registered constituent document is synchronized with the document storage server 300 having the original of the document. On the other hand, in the latter case, synchronization processing is performed on each constituent document included in the folder for which synchronization is requested, with the document storage server 300 having each original.

Synchronization with the contact server 200 is performed on an individual folder basis. When the document synchronization unit 130 receives a synchronization request for a folder from the contact server 200,
Each document storage server 3 for each constituent document of the folder
By performing a synchronization process with the folder 00, the constituent documents of the folder in the database 105 are updated. Then, based on the folder having the latest content, the folder is synchronized with the window server 200. In this case, if the window server 200 does not originally have the folder, the information of the entire folder is passed to the window server 200. On the other hand, if the window server 200 has a folder for which synchronization is requested, only the information that has been updated compared to the folder in the folder management server 100 is passed to the window server 200.

Next, an example of the configuration of the window server 200 will be described with reference to FIGS.

As shown in FIG. 2, the contact server 200
The input of the ticket 30 is received from the user, and the information of the folder 20 a corresponding to the ticket 30 is obtained from the folder management server 100. And this folder 20
Based on the information a, processing is performed according to the user's instruction content indicated in the ticket 30. The folder 20a in the window server 200 is a copy of the folder 20 in the folder management server 100. The folder 20a contains a copy 10b of each constituent document.

For example, a ticket 30 as shown in FIG.
When a certain constituent document is selected (checked) and its output is instructed, the contact server 2 that has read it
00 is a process of synchronizing the folder with the folder management server 100 having the folder corresponding to the ticket 30 to update the contents of the folder 20a, and from the folder 20a, the document specified by the user. 1
0c is extracted and output by printing or the like.

FIG. 7 shows an example of the internal configuration of the contact server 200. The contact server 200 includes a database 205 that holds a group of folders 20a, a ticket processing unit 210
And a document synchronization unit 220.

The ticket processing unit 210 is a mechanism for providing services such as reading and interpreting the ticket 30 and outputting a document in accordance with the ticket. The ticket processing unit 210 includes a ticket receiving unit 211, a ticket recognition unit 212, a folder search unit 213, and a ticket authentication unit 214. , A document acquisition unit 215 and a document output unit 216.

The ticket receiving section 211 is means for receiving an input of the ticket 30. In the present embodiment, a paper ticket can be input from a scanner, a fax machine, or the like. The ticket receiving unit 211 has a function of receiving scan image data and facsimile image data for this purpose. In addition, a function of receiving a ticket in an electronic data format in a format such as an attached file of an e-mail is provided.

The ticket recognizing unit 212 recognizes the contents of the ticket by analyzing the received image data of the paper ticket or the data of the ticket in the electronic data format. In the example of the ticket shown in FIG. 6, the information to be recognized here is a code 32 representing the ID of the ticket and access information to the corresponding folder, and a check box 35 for the document to be operated, the operation content, the output destination, and the like. , 36, the contents of the FAX number entry field 37, and the like. The recognized ticket ID is stored in the folder search unit 213 as access information (folder location information, folder management server address, etc.).
Is output to the synchronization request unit 221 of the document synchronization unit 220, and output destination information (designation of an output destination, a FAX number, etc.) is output to the document output unit 216.
Passed to. In addition, the recognition result of the specification of the operation target document is:
The document is passed to the document acquisition unit 215.

The ticket authentication section 214 is a means for determining whether or not the recognized ticket is validly issued. For a paper ticket, for example, a code (for example, a watermark or the like) that is degraded by copying or the like may be embedded, and the validity may be determined based on whether the code has been correctly recognized. In the case of a ticket in an electronic data format, for example, authentication processing using mathematical encryption may be performed with the folder management server 100.

The folder search section 213 is means for searching the database 205 for a folder corresponding to the input ticket. The document acquisition unit 215 is a unit for acquiring the document data of the constituent document specified by the ticket from the searched folder. Document output unit 216
Outputs the data of the composition document obtained in this way to the output destination (printer, fax, e-mail address, etc.) specified in the ticket.

The document synchronizing unit 220 is a means for synchronizing folders with the folder management server 300.
It includes a synchronization request unit 221 and a DB synchronization processing unit 222. The synchronization request unit 221 issues a synchronization request to the folder management server 100 indicated by the server address obtained from the ticket recognition unit 212 for the folder indicated by the folder position information obtained from the ticket recognition unit 212. DB synchronization processing unit 222
Is the DB synchronization processing unit 134 of the folder management server 100
In synchronization with the folder for which synchronization has been requested. By this synchronization processing, the database 2
05 stores the latest information of the folder corresponding to the input ticket. The folder search unit 2 described above
13 and the document acquisition unit 215 search the folder after this synchronization processing to acquire a document.

Next, a series of processing procedures in the system of the present embodiment will be described with reference to FIGS.

FIG. 8 shows a procedure from the creation of a group document folder to the issuance of the ticket. First, the folder administrator inputs the name of the group document and the like to the folder management server 100, and requests the folder management server 100 to newly create a folder (S10). Then, the folder management server 10
0 creates a new folder in the database 105 (S12). Next, the folder manager requests the folder management server 100 to register individual configuration documents to be stored in the folder (S14). At this time, the folder administrator specifies the constituent document to be registered, for example, by inputting the location of the file of the document. For example, if the constituent document is in the folder management server 100, the path of the document may be input.
What is necessary is just to input the server address and path of 00. Upon receiving the request, the folder management server 100 determines whether the document requested to be registered exists in the server 100 (S1).
6) If present, add the document to the folder (S1)
8). This addition is realized by adding new document information 22 in the data structure of the folder shown in FIG. 4 and writing information on the file position of the document to the internal link 22a and the external link 22c. At this time, it is also possible to acquire the version, update date, and information of the document creator from the file system of the document and incorporate the information into the document information 22.

If the registration-requested constituent document is not in the folder management server 100, the synchronization requesting unit 132 of the document synchronizing unit 130 of the server 100 sends the document storage server 300 having the constituent document to the document storage server 300. A synchronization request is made (S20). When the document storage server 300 receives this request (S22), both servers 100 and 300
DB synchronization processing units 134 and 324 perform synchronization processing, and as a result, the data of the constituent documents is read from the document storage server 300 to the folder management server 100 (S2).
4). The folder management server 100 adds the read constituent document to the folder (S26). Here, the folder management server 100 copies the data of the read constituent document to the database 105, writes the position information of the copied file to the internal link 22a of the document information 22 of the folder, and sets the server address of the document storage server. Then, the information of the file position in the server is written to the external link 22c.

When the processing from S14 to S26 is completed for all the constituent documents included in the group document (S2
8), a folder for the group document is completed.

For the folder completed in this way, the folder manager can request the creation of a ticket. When the user issues a ticket issuance request, the folder administrator specifies a folder and inputs a ticket creation request to the folder management server 100 (S3).
0). Then, the ticket creating unit 112 of the ticket issuing unit 110 searches the database 105 for the designated folder, and acquires information on the folder and information on each constituent document in the folder (S32). Further, the thumbnail creating unit 114 creates a thumbnail image of the page of each of the constituent documents and passes it to the ticket creating unit 112 (S3).
4). The ticket creating unit 112 writes the acquired information in the ticket (S36), and passes the information of the ticket created in this way to the ticket output unit 116. In parallel with this, the ticket creating unit 112 adds information of the created ticket to the ticket list 25 of the folder in the database 105. The ticket output unit 116 converts the information of the ticket according to the format of the output destination (printer, fax, electronic mail, etc.) and outputs it (S38). The folder manager passes the ticket thus created to the user who has requested the ticket (S40). In this case, the administrator hands over the ticket print result, sends the ticket image to the user by fax modem, etc., sends the ticket file in electronic data format to the user by e-mail, etc. I do.

Next, a procedure for a user to obtain a desired constituent document in a group document by using a ticket will be described with reference to FIG. First, the user receives a ticket from the folder manager (S50). The user checks the check box 35 of the document desired by the user on this ticket, enters the output destination of the document (S52),
The ticket is read into the window server 200 by a scanner or a facsimile (S54). Then, the ticket receiving unit 211 of the window server 200 receives the ticket (S56), and the ticket recognizing unit 212 recognizes the content of the ticket (S58). Then, the ticket authentication unit 214 checks the recognition result of the ticket (S60),
It is determined whether the ticket has been issued correctly (S62).

If the ticket is not issued correctly, the window server 200 stops the processing related to the ticket, and as a result, the document acquisition fails (S64). If the ticket has been issued correctly, the ticket recognition unit 212 passes information such as folder position information read from the ticket to the synchronization request unit 221 (S66). The synchronization request unit 221 uses this information to notify the folder management server 100 having the folder corresponding to the ticket
A synchronization request is made for the folder (S68).

When receiving the synchronization request for the folder from the contact server 200 (S70), the folder management server 100 checks the information of the internal link 22a for each of the constituent documents in the folder, and determines whether the original of the document is another. It is determined whether or not the server exists (the document storage server 300) (S72). If the original of the constituent document is present on another server, the document is synchronized with that server (S74), whereby the folder management server 1
Update the relevant document in 00 to the latest one. This process is repeated until the update is completed for all the constituent documents in the folder for which synchronization has been requested (S76).

When the update of the group of constituent documents in the folder is completed, the folder management server 100 synchronizes the folder with the contact server 200 that has issued the synchronization request (S).
78). By this synchronization processing, the contents of the folder in the counter server 200 are updated. When the folder synchronization process is completed, the folder search unit 21 that detects the completion of the folder synchronization process
3 is the ticket ID acquired from the ticket recognition unit 212
Database 205 based on the
Is searched for the folder (S80). Then, the document acquisition unit 215 acquires the document selected by the ticket from the searched folder (S82), and outputs it to the output destination read from the ticket via the document output unit 216 (S84). The ticket user can receive and output the output document (S86).

The system configuration and the processing procedure of the present embodiment have been described above. As can be seen from the above description, the system of the present embodiment has the following advantages.

First, in the present system, the folder management server 100 synchronizes with the original storage location (document storage server 300) of each constituent document of a folder (group document) to update the latest version of each constituent document. Collect and provide to users. Therefore, when creating or updating an individual document of a group document, the creator himself does not need to access the folder of the group document. The creator
If a document is created or updated on a file server or the like that the user normally uses (however, it must have the function of the document storage server 300), the result is automatically stored in the group document folder. Will be reflected.

Further, in the present system, access control to the group document can be easily performed by adopting a mechanism in which the right to access the group document is individually given to the user as a “ticket”. By receiving a ticket from the folder manager, the user can obtain the latest versions of the plurality of constituent documents displayed on the ticket.

In this system, the ticket server reads the ticket, obtains information on the folder corresponding to the ticket from the folder management server, and provides the user with the information. Therefore, even if the ticket user does not know which folder management server manages the folder of each group document, if he or she knows one window server,
Information of the group document can be obtained. In addition, if the counter server is provided with a function of receiving a ticket by facsimile or electronic mail, the user can send a ticket from the destination to the counter server by facsimile or the like to acquire a group document.

Further, in the present system, when a folder synchronization request is received from the window server 200 (ie, when a ticket is input to the window server 200), the folder management server 100 Since the document synchronization process is performed with each of the document storage servers, the latest document can always be provided according to the ticket input without waste in the process.

As a modification, however, the folder management server 100 periodically performs document synchronization processing on each constituent document of each folder with the original in each document storage server 300, and responds to the folder synchronization request from the contact server 200. In response, a response may be made using the information of the folder in the own database 105. In this case, it is not necessary to synchronize individual constituent documents in the folder in response to the folder synchronization request, so that the response is quick. However, in this case, it is desirable that the folder management server synchronize the document in each folder with the original document at a certain frequency so that the document provided to the ticket user is always new.

Further, in the above system, it is determined whether or not the copy in the folder management server has been updated based on the original document in the document storage server, and the document data is exchanged only when the copy has been updated. Therefore, the load on the network is not unnecessarily increased.

Further, in the above system, when folder synchronization is performed between the window server and the folder management server, among the constituent documents in the folder, those that have not been updated are not transmitted, so that the load on the network can be reduced.

In the above system, the window server holds, for a group document that has been synchronized with the folder management server, the folder and the data of each constituent document in the database. When communication is not possible with the corresponding folder management server when a ticket is input from the user, it is also preferable to respond using the data of the folder in the window server. In this way, even when there is a failure in the folder management server or the communication line up to the folder management server, it is possible to respond to the user's request. However, in this case, since the document provided to the user may not be the latest one, it is desirable to provide a mechanism for notifying the user to that effect.

Similarly, since the folder management server has a copy of each constituent document of each group document, if there is no synchronization request from the window server and communication with the document storage server is not possible, the folder management server itself will It is also preferable to respond to the synchronization request using the copy that the user has. Also in this case, since the document provided to the user may not be the latest, it is preferable to provide a mechanism for notifying the user of the fact via a window server.

In the above example, the folder information obtained by folder synchronization is stored in the window server, but a mechanism for not storing this information is also within the scope of the present invention. In the above example, a copy of each constituent document is stored in the folder management server. However, a copy is not placed in the folder management server, and each time a request is received from the counter server, the constituent document is obtained from each document storage server. It may be.

Further, in the above example, a system using three types of servers, that is, a folder management server, a document storage server, and a contact server, has been described. However, these three types of servers need to be mounted on separate hardware. There is no sex. It is also possible to provide two or three types of server functions in one piece of hardware. For example, when the functions of the folder management server and the contact server are incorporated in one device, the ticket read by the contact server function of the device corresponds to the folder managed by the folder management server function of the device. If so, the single device functions as a contact server and a folder management server, synchronizes each constituent document, and provides the document to the user.

[Second Embodiment] The system of the second embodiment is obtained by adding a function for handling a document to be created to the system of the first embodiment. The document to be created is a document that does not yet exist at the time of folder creation or at the time of issuing an individual ticket, but is known to be created soon and included in the folder.

For example, it is known that the minutes of a meeting are not created at the time of holding the meeting, but are created after the meeting. Therefore, it is convenient if a ticket for acquiring the minutes of a meeting created later can be distributed to each participant at the meeting. The present embodiment provides a mechanism for realizing such a service.

For this purpose, in this embodiment, as shown in FIG. 10, a creation schedule flag 22i is provided in the document information 22 of each constituent document in the folder 20 of the group document.
Other information included in the folder 20 may be the same as that of the first embodiment.

To register a document to be created in a folder,
The folder administrator registers the location and file name of the document to be created in the folder of the folder management server 100, and sets the creation schedule flag 22i of the document information 22 of the document to be created to “true”. For example, the location and file name may be set by asking the person in charge of the document to be created with what file name and where the document is to be created, or the folder administrator may decide them. And the person in charge of creating the document may follow it.

In this case, the location of the document registered by the folder manager is set in the external link 22c of the document to be created, but no document data exists at that time. The file position assigned to the document to be created by the folder management server 100 is set in the internal link 22a.

At the time of issuing a ticket, the folder management server 100 checks the creation schedule flag 22i of each constituent document, creates a thumbnail image for a document whose value is “false”, incorporates the thumbnail image into the ticket, and sets the “true” Is displayed in the ticket. FIG. 11 shows an example of a ticket including a display of a document to be created. In this example, a display 38 indicating the scheduled creation of the minutes is made, and the document to be created can be selected with the check box 35.

When this ticket is input to the window server 200, the window server 200 requests the folder management server 100 to synchronize the folder corresponding to the ticket, as in the first embodiment. The folder management server 100 synchronizes the documents of each constituent document of the folder. If the document to be created is created at that time, the data of the document is stored in the folder management server 1.
00, and provided to the counter server 200. At this time, the creation schedule flag of the document is set to “false”. On the other hand, if the document to be created has not yet been created at the time of document synchronization, the folder management server 100 fails to acquire the document. In this case, the folder management server 10
0 notifies the requesting window server 200 that the document to be created has not been created. When receiving the request, the contact server 200 notifies the user that the document has not been created, when the user has requested the output of the document to be created.

As described above, in the present embodiment, a document to be created can be put in a folder and managed, so that when the document is created, it can be obtained smoothly. In particular, by displaying the document to be created on the ticket and selecting it, the user can easily obtain the document to be created.

[Third Embodiment] In the third embodiment, in the system of the first embodiment, a mechanism for increasing the flexibility of updating a configuration document is added.

That is, in the first embodiment, the original of the constituent document is updated by the document storage server 300 holding the original. However, this requires access to a specific document storage server 300 for updating a document, which may be inconvenient. Therefore,
In the present embodiment, a mechanism for updating a configuration document from an arbitrary contact server 200 is provided.

In this embodiment, a document update can be instructed using a ticket. FIG. 12 shows an example of a ticket used in this embodiment. This ticket has a check box 39 for designating the content of an operation on a folder, in addition to the ticket of the first embodiment (see FIG. 6). In this example, the operation content includes “output” and “update” of the document. If a document is selected in the check box 35 and an “output” operation is selected in the check box 39, the document can be obtained. The processing in this case is the same as that described in the first embodiment.

On the other hand, if a document is selected by the check box 35 and “update” is selected by the check box 39, the document can be updated to a new document. In this case, the user must select the "updated document" to replace the selected document.
The location of the in the entry box at 40. This may be entered in a format such as a directory path or a URL.

The user who wants to update any of the constituent documents creates an updated document for that purpose, writes the URL of the updated document in the entry column 40 of the ticket 30, and sets the check box 35 of the constituent document to be updated. select. And
The ticket server 200 reads the ticket.

Then, the window server 200 specifies the folder 20 corresponding to the ticket 30 and the folder management server 100 that manages the folder 20, detects that the ticket specifies “update”, and detects the update target to be updated. Information on the location of the constituent document and the “updated document” that replaces it is acquired from the ticket, and the “updated document” is obtained from the location.
Retrieve the data of When requesting folder synchronization to the folder management server 100, the contact server 200 adds the identification information of the configuration document to be updated and the "updated document".
Is transmitted to the folder management server 100.

The folder management server 10 receiving this
0 replaces the constituent document to be updated in the folder with the data of the “updated document” sent. Further, the folder management server 100 performs a document synchronization process of each of the constituent documents with a document storage server having the original of each constituent document of the folder. As a result, the original of the updated constituent document can also be updated.

Instead of synchronizing the updated document with the original, the "updated document" specified by the ticket itself may be considered as the original. In this case, the folder management server 100 rewrites the external link 22c (see FIG. 4) of the constituent document of the folder to the location of the “updated document” specified in the ticket. At the time of updating, it is also preferable that whether or not to change the original can be designated by a ticket.

As described above, since the document can be updated using the ticket, even if the user cannot access the document storage server 300 having the original configuration document, the user can download the configuration document from the nearby window server. Can be updated.

As a modification of the document update from the contact server 200, there is a method as shown in FIG. In this method, when the configuration document 10 is updated, the contact server 20
The component document 10d in the folder 20a held at 0 is updated. Required folder 2 in window server 200
If 0a does not exist, it is acquired from the folder management server 100, and the configuration document 10d is updated on the contact server 200. Then, the ticket corresponding to the folder is read into the window server 200 and an update process is instructed. The window server 200 performs folder synchronization processing with the corresponding folder management server 100 according to the instruction of the ticket. By this folder synchronization processing, the information of the updated configuration document 10d in the contact server 200 is reflected on the corresponding configuration document 10a in the folder management server 100. In the example of FIG. 13, after this update, the original of the updated document is switched to the document 10d in the window server 200. Instead of this, at this time, the folder management server 100 performs a document synchronization process with each of the document storage servers 300 for each of the constituent documents in the folder 20 so that the update is reflected on the original in the document storage server 300. It may be.

Further, instead of the ticket shown in FIG. 12, it is also preferable to use a ticket provided with a check box for designating “output” and “update” for each constituent document. In this way, individual operations are performed for each document with one ticket, such as “output” for one constituent document, “update” for another document, and “update” and “output” for another document. Can be indicated.

[Fourth Embodiment] In the first embodiment, the access control to the group document is performed by distributing the "ticket" only to the person who permits the browsing of the group document by the folder manager. In this embodiment, more detailed document management is achieved by setting “authority” for the operation content in the ticket.

For example, when “output” and “update” of an individual constituent document are prepared as operations on a group document, the authority is, for example, “output” of the constituent document.
Only the case where only “output” and “update” are permitted is considered. When issuing a ticket to a user, the folder administrator sets “permission” allowed for the user. The set authority information is registered as authority information 26c in the ticket information 26 of the folder (see FIG. 4).

When the user inputs a ticket to the counter server 200, the counter server 200
By synchronizing the folder corresponding to the ticket with the file 00, the authority information 26c relating to the ticket is synchronized.
Get. Then, based on the authority information 26c, it is determined whether or not the operation content specified by the user with the ticket is permitted. If the operation content is not permitted,
Reject the operation. For example, even if the user designates "update" with a ticket to which only "output" authority has been given, the counter server 200 rejects the update operation.

Further, the authority given to the ticket may be coded and incorporated into the ticket itself, and the window server 200 may read the authority information directly from the ticket to make the determination.

Further, the authority may be set more finely for each constituent document.

Further, the document information 2 of the constituent document in the folder
2 (see FIG. 4), it is also possible to set the authority information and determine whether or not the operation is possible based on a combination of the authority information of the ticket and the authority information of the constituent document. For example, it is possible to perform management such as setting an access level value for each of the ticket and the constituent document, and permitting an operation on the constituent document when the access level of the ticket is equal to or higher than the access level of the constituent document. If an access level is individually set for each operation content such as "output" or "update", more detailed management is possible.

[Embodiment 5] In the present embodiment, a mechanism is provided for keeping a history of services provided to users and utilizing them for management. FIG. 14 shows the folder management server 100 used in the system of the present embodiment, and FIG. 15 shows the window server 200. In the configurations shown in these drawings, the same components as those of the first embodiment shown in FIGS. 5 and 7 are denoted by the same reference numerals, and description thereof will be omitted. The document storage server 300 may have the same configuration as that of the first embodiment.

The contact server 200 of this embodiment includes a history management unit 230 in addition to the configuration of the first embodiment. When a document is output from the document output unit 216 according to the input ticket, the document output unit 216 passes the document name and the number of the output documents and the ticket ID to the history management unit 230. Then, the history sending unit 232 of the history management unit 230 sends the information to the folder management server 100 that manages the folder corresponding to the ticket.

In the folder management server 100, the history management unit 140 receives such information sent from the history sending unit 232 of the window server 200. The received information is registered in the database 105 by the history writing unit 142. In the folder managed by the database 105,
A mechanism for holding this history information is provided.

FIG. 16 shows an example of the data structure of a folder according to the present embodiment. Items that are the same as the items included in the data structure of the folder (see FIG. 4) shown in the first embodiment are given the same reference numerals, and descriptions thereof are omitted. In the data structure of FIG. 16, the ticket information 26 of each ticket has the history information 2
6d is registered. In the history information 26d, a document name 26e and an output number 26f of the document are registered for each of the constituent documents in the folder. History writing unit 14
When receiving the notification of the ticket ID, the document name, and the number of sheets from the history sending unit 232 of the window server 200, the history information 26d of the ticket information 26 corresponding to the ticket ID becomes
The information of the document name and the number of sheets is added.

The folder manager can read history information from the history reading unit 144.

This history information can be used for managing and tracking the output status of each constituent document. Furthermore, it can also be used for accounting processing according to the type and number of output documents.

[Brief description of the drawings]

FIG. 1 is a diagram for describing an overview of a document management system according to an embodiment.

FIG. 2 is a diagram illustrating a configuration of a document management system according to the first embodiment.

FIG. 3 is a diagram illustrating a configuration of a document storage server.

FIG. 4 is a diagram illustrating an example of a data structure of a folder of a group document.

FIG. 5 is a diagram illustrating a configuration of a folder management server.

FIG. 6 is a diagram illustrating an example of a ticket.

FIG. 7 is a diagram illustrating a configuration of a window server.

FIG. 8 is a diagram showing a processing procedure from folder creation to ticket issuance.

FIG. 9 is a diagram showing a procedure of a document acquisition process using a ticket.

FIG. 10 is a diagram illustrating an example of a data structure of a folder according to the second embodiment.

FIG. 11 illustrates an example of a ticket according to the second embodiment.

FIG. 12 is a diagram illustrating an example of a ticket according to a third embodiment.

FIG. 13 is a diagram for explaining a concept of a mechanism according to a third embodiment.

FIG. 14 is a diagram illustrating a configuration of a folder management server according to a fifth embodiment.

FIG. 15 is a diagram illustrating a configuration of a window server according to the fifth embodiment.

FIG. 16 is a diagram illustrating an example of a data structure of a folder according to the fifth embodiment.

[Explanation of symbols]

10 constituent documents (original), 10a, 10b constituent documents (copy), 20, 20a folder, 30 tickets, 100 folder management server, 200 contact server, 300 document storage server.

 ──────────────────────────────────────────────────の Continued on the front page (72) Shinichi Saito, 2274 Hongo, Ebina, Ebina, Kanagawa Prefecture Inside Fuji Xerox Co., Ltd. (72) Yukio Kumazawa 2274, Hongo, Ebina, Kanagawa, Japan Fuji Xerox Co., Ltd. In-house (72) Inventor Kunikazu Ueno 2274 Hongo, Ebina-shi, Kanagawa Prefecture Fuji Xerox Co., Ltd.Ebina Office (72) Inventor Yumi Sekiguchi 2274 Hongo, Ebina-shi, Kanagawa Prefecture Fuji Xerox Co., Ltd. Person: Eriko Tamaru 134, Kobe-cho, Hodogaya-ku, Yokohama-shi, Kanagawa, Japan 13F, Fuji Xerox Co., Ltd. (72) Inventor Kanji Itaki 134, Kobe-cho, Hodogaya-ku, Yokohama, Kanagawa Prefecture Yokohama Business Park East Tower 13F Inside Fuji Xerox Co., Ltd. (72) Inventor Noriyuki Kurabayashi 2274 Hongo, Ebina-shi, Kanagawa Prefecture F-Xerox Co., Ltd. Ebina Works F-term (reference)

Claims (20)

[Claims] 1. A group management device that collectively manages a plurality of constituent documents stored in a plurality of storage locations on a network into one group document, and receives a processing request related to the group document from a user, and performs the group management. A contact device that responds to the processing request in cooperation with a device, the group management device comprising: original location information indicating the storage location of each constituent document of the group document; A group database that stores documents in association with each other; a document collection unit that collects constituent documents of the group documents from their respective storage locations with reference to the original location information, and registers the constituent documents in the group database; An access request from the window device is received, and each constituent document of the group document related to the request is received. An access response unit that obtains from the group database and provides the access request source to the window device, wherein the window device receives a processing request for a group document from a user, and the received processing request An access requesting unit for making an access request to the group management device to the group document in response to the request; and performing the processing by using each constituent document of the group document supplied from the group management device in response to the access request. A document management system comprising: a response processing unit that performs a process according to a request. 2. The access response means of the group management device, when receiving an access request from the window device,
Requests the document collection unit to collect the constituent documents of the group document according to the request, obtains a group of constituent documents of the group document according to the request from the group database reflecting the collection result, and provides it to the contact device. The document management system according to claim 1, wherein 3. The document collection unit of the group management device, when collecting each configuration document from each storage location, omits collection of configuration documents that have not been updated in view of those stored in the group database. The document management system according to claim 1, wherein 4. The contact device includes a contact database storing each constituent document of the group document provided from the group management device in response to the access request, and the access response unit of the group management device includes: 2. The system according to claim 1, wherein, among the constituent documents of the group document, the constituent documents that have not been updated in view of those existing in the window database of the window device are omitted from being provided to the window device. Document management system. 5. When the window device receives a processing request for a group document from the user and cannot communicate with the group management device, the window device responds to the processing request using information of the group document in the window database. 5. The document management system according to claim 4, wherein a response is made. 6. The group management device, when receiving an access request from the window device, if any of the constituent documents of the group document cannot communicate with the storage location, the group document is stored in the group database. 2. The document management system according to claim 1, wherein existing data is provided to the contact server. 7. The group management apparatus further includes means for registering, in the group database, a place where a document to be created on a network is scheduled to be created as a constituent document of the group document. When the document collection unit of the group management device detects a document at a place where the planned document is to be created when collecting each constituent document of the group document, the document collecting unit collects the document as a constituent document of the group document. 2. The document management system according to claim 1, wherein: 8. The access response means of the group management device, if any of the constituent documents of the group document relating to the access request from the window device is a document to be created, the document is replaced with document data instead of document data. 8. The document management system according to claim 7, wherein information indicating that the document is to be created is provided. 9. The update apparatus according to claim 9, wherein the contact apparatus receives a configuration document of a group document to be updated, and an update specification unit that receives specification of an update document corresponding to the configuration document. Update request means for issuing an update request according to the above, wherein, when an update request is received, the group management device replaces, in the group database, a constituent document of a group document related to the request with the update document 2. The document management system according to claim 1, further comprising an updating unit. 10. The updating means of the group management device,
10. The document management system according to claim 9, further comprising means for updating the original location information of the constituent document relating to the update request from the window device to a storage location of the update document specified in the update request. 11. The group management device, for a group document registered in the group database, issues a ticket for access to the group document including location information of the group management device on the network. A ticket issuing unit that issues a request, wherein the access request unit receives a processing request from a user by reading the ticket, and the access requesting unit receives the processing request from the group document according to the location information included in the ticket. 2. The document management system according to claim 1, wherein the group management device that manages the request is specified and an access request is issued. 12. The ticket issuing means of the group management device includes means for incorporating authentication information into the issued ticket, and the access requesting means of the window device determines the ticket based on the authentication information read from the read ticket. 12. The document management system according to claim 11, wherein it is determined whether the issuance is valid or not, and if it is determined that the issuance is not valid, the processing for the ticket is canceled. 13. The ticket has means for holding designation of an operation on a group document performed by a user, and the counter device reads the designation of operation held in the ticket and performs a process according to the designation. The document management system according to claim 11, wherein: 14. The ticket issuing means of the group management device includes means for setting operation authority for a ticket to be issued, and the window device obtains the operation authority for the read ticket, and 14. The document management system according to claim 13, wherein when the held operation designation exceeds the operation authority, the processing for the ticket is canceled. 15. The window device further comprises means for transmitting, to the group management device, history information of the processing performed in response to the read ticket in association with the ticket identification information of the ticket. 12. The document management system according to claim 11, further comprising means for associating history information and ticket identification information received from said window device with each other and registering them in said group database. 16. The ticket includes means for holding a user's selection instruction for each constituent document of the corresponding group document, and the teller apparatus reads the user's selection instruction from the ticket and relates to the selection instruction. The document management system according to claim 11, further comprising: a unit configured to acquire a constituent document or a page from the contact database and output the acquired document or page. 17. A document management apparatus for managing a plurality of documents stored in a plurality of storage locations on a network in one group document, wherein the original document indicates the storage location of each constituent document of the group document. A database that stores the location information and the respective constituent documents in association with each other; and collects the respective constituent documents of the group document from their respective storage locations with reference to the original location information and registers the collected documents in the database. A document management apparatus, comprising: a document collection unit; and an access response unit that receives a request to access a group document, retrieves the group document related to the request from the database, and responds to the access request. 18. The method according to claim 17, wherein the access response unit requests the document collection unit to collect the constituent documents of the group document according to the request when the access request is received, and stores the document in the database in response to the request. 18. The document management apparatus according to claim 17, wherein the apparatus responds to the access request by using a group of constituent documents. 19. The document collection means, when collecting each constituent document of the group document from each of the storage locations, collects only the updated document as viewed from the constituent documents stored in the database. Claim 17
Document management device as described. 20. A document management apparatus for managing a plurality of documents stored in a plurality of storage locations on a network in one group document, wherein the original document indicates the storage location of each constituent document of the group document. When a request to access a group document is received from a database that stores location information, each constituent document of the group document is collected from each storage location with reference to the original location information, and the access is performed using the constituent documents. A document management device comprising: an access response unit that responds to a request.