JP4286624B2 - Document management search system - Google Patents

Description

  The present invention relates to a system for managing document files and e-mail groups created along with the passage of time in project operations such as steel manufacturing and power plants, and systematically and efficiently searching for these document files and e-mail groups. In particular, the present invention relates to a system for retrieving documents that has played a major role in solving various problems that have occurred in large-scale plant projects and the like that have been performed in the past.

  Projects for establishing various plant facilities are generally based on made-to-order production, and user companies that want to optimize their facilities and equipment supplier companies that must comply with the constraints on equipment production while responding to this requirement are companies. It is necessary to work together to achieve the objectives. For this purpose, formal communication is required by exchanging technical documents within the same company or between different companies such as a user company and a supplier company. In recent years, there are many cases where information is exchanged by e-mail instead of communication using documents on paper. However, it is sometimes difficult to ensure security when exchanging technical documents across companies. Paper documents are still widely exchanged today. In many cases, Japanese documents are used for sending and receiving technical documents across Japan and neighboring countries. In this case, if electronic files are sent and received as they are, display or Since printing troubles occur, there is no choice but to send and receive paper documents containing faxes. As described above, the combination of information exchange by e-mail and exchange of official technical documents by paper documents is a basic aspect of communication within a company or between companies in a recent build-to-order project.

  One of the characteristics of such a project is that there are very many stakeholders. On the user company side, there are three parties: the production operator who uses the equipment finally delivered, the mechanical engineer responsible for the mechanical aspects of the equipment, and the electrical engineer responsible for the electrical aspects. Can be considered first. Furthermore, since user companies often place orders for construction companies, construction companies, etc., these companies are also interested parties. In addition, there are mechanical equipment suppliers and electrical equipment suppliers among the supplier companies that deliver equipment, and each has a planning department, a design department, a production department, etc., so there are more than 10 stakeholders in this project. There are many. For this reason, once a problem occurs in the course of a project, it often takes a complicated process to solve it. Under these circumstances, for large projects, we have appointed an experienced project manager (PM) to coordinate the inside of each company at the user company and each supplier company and serve as a negotiating contact outside the company, The project is often promoted smoothly. Also, when any problem occurs, it may be difficult to solve as a pure technical problem due to the complicated structure such as the number of stakeholders. For this reason, as a usual solution, for example, a similar project (hereinafter referred to as a “reference project”) in which the PM of the company most responsible for the occurrence of the problem has existed in the past is investigated, and the same problem occurs. If so, it is often aimed at a solution based on experience, such as presenting a solution that most of the stakeholders are satisfied by referring to the solution at that time.

  For example, if the current PM is also appointed as the reference project PM in the above survey, the solution to the problem is naturally within the scope of the PM experience, and the specific content survey is relatively It will be easy. However, if this PM is not appointed as a reference project PM, the solution to the problem is out of the scope of experience, and it will be difficult to perform a specific survey. In such a case, generally, the PM of the reference project or the person who participated in the reference project is interviewed about the occurrence of the problem and the experience about how to solve it. In this case, however, there is a possibility that it may be inaccurate because there is a part that relies on memory, and it is desirable to confirm the documents and materials of the reference project in parallel with the hearing. However, it is difficult to investigate the vast amount of documents and materials related to the reference project. Furthermore, there are also frequent cases where there are no experienced people in the company that should be interviewed. Under these circumstances, even for those who have not experienced the reference project, the emergence of a method for systematically and efficiently investigating the documents and materials of the reference project regarding the occurrence of problems and their solutions has been strongly desired. .

  2. Description of the Related Art Conventionally, a material creation support system that supports management of a material file group created along with the passage of time and creation of a new material file in the business as described above has been shown (for example, Patent Document 1). ).

JP-A-8-22470 (columns 1, 0015, 0060)

  However, in the above-mentioned Patent Document 1, if the location of a necessary material file is not known, a date with a large amount of creation is set based on the knowledge that an important material exists on a date with a large amount of material file creation. It is shown to specify and search. However, the above knowledge has not been qualitatively and quantitatively understood, and it has been difficult to handle it in an expansive manner. Further, the combination of information exchange by e-mail and official technical document exchange by paper document is a basic aspect of communication within a company or between companies in a recent build-to-order project. However, it is difficult to deal with the situation where a plurality of means such as e-mail and paper documents are used in combination as described above.

  The present invention has been made to solve the above-described problems, and in the aspect of communication in a build-to-order project or the like that combines the exchange of information by e-mail and the exchange of official technical documents by paper documents, In order to solve problems that occurred in a project, etc., documents that contributed to problem solving can be searched systematically and efficiently, and the search can be easily performed by those who have not participated in the project. An object of the present invention is to provide a document management / retrieval system configured as described above.

A document management search system according to a first invention includes an e-mail receiving / transmitting processing unit, an e-mail storing unit, an e-mail search processing unit, a document file receiving / sending processing unit, a document file storing unit, a document file search processing unit, An e-mail receiving / transmitting processing unit and the document file receiving / sending processing unit that converts the received e-mail and the document file into a database, and stores the e-mail storing unit and the document file storing unit. Is to save each
By input from the operation unit, the e-mail search processing unit extracts the e-mail number data within the search target period from the e-mail storage unit as an arbitrary period, and displays the time-series graph on the display unit. Using the cycle of the start point of the search target period as the first cycle of the search start, the number of emails in the first cycle is compared with the number of emails in the second cycle following the first cycle, and further the second cycle. The number of e-mails until the end period of the search period is reached for each period so as to compare the number of e-mails and the number of e-mails in the third period following the second period. If it is detected that the number of e-mails in the period located later in time series is decreasing beyond the threshold set to a predetermined value from the thresholds that can be increased or decreased, the corresponding Cycle It performs a highlight on the graph,
Also, in response to input from the operation unit, the document file search processing unit extracts the document file number data within the search target period from the document file storage unit with an arbitrary period as one unit, and displays the graph in time series on the display unit At the same time, the contents of the document file having a cycle corresponding to the highlighting of the graph displaying the electronic mail count data are displayed on the display unit.

A document management search system according to a second invention includes an e-mail receiving / sending / processing unit, first to third e-mail storage units, an e-mail search processing unit, an operation unit, and a display unit. The receiving / sending processing unit creates a database of the first e-mail sent from the product receiving side and stores the second e-mail sent from the ordering side of the product and received by the receiving side to the first e-mail storage unit. In the second e-mail storage unit, the third e-mail other than the first and second e-mails and received by the order receiving side is stored as a database and stored in the third e-mail storage unit,
In response to input from the operation unit, the e-mail search processing unit extracts e-mail number data within the search target period from the first to third e-mail storage units as an arbitrary period, and displays the time series on the display unit. And the number of e-mails in the first period is compared with the number of e-mails in the second period following the first period, with the period of the start point of the search target period as the first period of the search start, Further, as compared with the number of e-mails in the second period and the number of e-mails in the third period following the second period, the number of e-mails in the end of the search period is set every one period with respect to the adjacent period. The number of e-mails is compared until it reaches, and it is detected that the number of e-mails in the period located later in time series is less than the threshold set to a predetermined value from the thresholds that can be increased or decreased If Performs highlight those periodically on a graph,
The e-mail search processing unit extracts the e-mail number data within the search target period from the first and second e-mail storage units with an arbitrary period as one unit, and displays the time-series graph on the display unit. At the same time, the contents of the e-mails with a period corresponding to the highlighting of the graph displaying the e-mail number data are displayed on the display unit.

  A document management search system according to a first aspect of the present invention is a stored database that matches a search condition for each designated period in communication using both information exchange by e-mail and information exchange by paper document in a project or the like. The number of e-mails and document files is extracted and displayed on the display unit, so that documents that contribute to solving problems that occurred in the project can be searched systematically and efficiently. However, it has an excellent effect that it can be easily performed and problem solving can be performed quickly.

  Further, the document management search system according to the second invention systematically and efficiently searches for e-mails that contribute to problem solving by the same technique as the first invention in so-called paperless project work by e-mail. It is effective in that it can be performed easily and easily, and the problem can be solved quickly.

Embodiment 1 FIG.
The first embodiment of the present invention will be described below with reference to the document search system block diagram shown in FIG.
In FIG. 1, an e-mail receiving / sending processor 1 is a first manager who operates the document management / retrieval system according to the first embodiment, for example, a project manager (hereinafter referred to as a project manager of a large-scale plant such as an iron manufacturing plant or a power plant construction plant). In order to store the e-mail received and transmitted by PM) in the e-mail storage unit 2 described later, only the necessary e-mail is extracted and processed into a database.
The e-mail storage unit 2 stores what is processed and databased by the e-mail receiving / sending processing unit 1. The paper document 3 and the electronic file document 4 that are document files received and transmitted by the PM are received and transmitted based on the interactive operation of the operator (PM or PM assistant) through the input unit 7 and the input display unit 6. Only those required by the processing unit 5 are taken out and converted into a database. The document file storage unit 8 stores what is processed and converted into a database by the document file reception / transmission processing unit 5. The e-mail search processing unit 10 and the document file search processing unit 12 operate the operation unit 9 to perform a specified cycle described later from the databases stored in the e-mail storage unit 2 and the document file storage unit 8. Then, the number of e-mails or document files that match the search condition is extracted and displayed on the display unit 11.

Next, the operation will be described in detail. FIG. 1 is a block diagram for making a database and searching for e-mails and document files sent and received by PMs in the performance of a business, for example, a steel plant that has been completed in the past. The e-mail database construction procedure by the e-mail receiving / sending processor 1 will be described.
In general, e-mail basically has a strong personality and has a shortcoming in the mechanism of creating a database. Therefore, special software functions such as groupware are especially useful for sharing information at the same time. Although used, the e-mail storage function according to the first embodiment stores e-mail data of the reference project as described above. Therefore, the person representing the project in the reference project, specifically, the project E-mail data sent and received by the PM of a participating company regarding the project is stored. In particular, regarding the occurrence of problems in the progress of a project and the solutions to which the first embodiment is aware, most of the problems that occur are communicated to the PM, and the resolution proceeds through examination and judgment by the PM. Groupware that is located at the end of the network and that includes communication between each person in charge who does not make an important judgment is basically unnecessary. Accordingly, the e-mail receiving / sending processing unit 1 uses a commercially available personal computer (hereinafter abbreviated as “PC”) and an e-mail software function installed in the PC to send and receive all e-mails sent and received by the PM of the reference project. This can be achieved by separating and collecting only the emails related to the reference project from the email. In addition, this collection process is not special, and a commercially available email software function can be used to create a folder for sorting emails and place related emails under that folder. This is possible because the PM of the reference project sequentially performs this work for each e-mail transmission / reception in the course of the project progress. The e-mail receiving / sending processing unit 1 naturally has an input unit 7 and an input display unit 6. As described above, this unit is usually a commercially available PC and an e-mail software function installed on the PC. Since it is realized by the above, it is not shown as obvious.

  The document file receiving / transmitting processing unit 5 handles both the paper document 3 and the electronic file document 4 which are document files. In general, this processing is performed in the course of the progress of the reference project, or the PM of the project. The assistant gives an interactive instruction to the document search system shown in FIG. The reason is that the PM or assistant of the project is most appropriate to give an appropriate file name that is useful for subsequent searches to the paper document 3 and the electronic file document 4 to be sent and received. . The paper document 3 is converted into digital image information via a scanner (not shown), and the electronic file document 4 is already digitized, so that the operator can send the document file reception / transmission processing unit 5 to the document file reception / transmission processing unit 5. That is, the PM of the reference project performs an input operation. At this input timing, the document file reception / transmission processing unit 5 displays the contents of the input document on the input display unit 6 and at the same time requests the operator to input the location of the folder for storing the document and the file name of the document. . This situation is basically the same as the operation of saving a document with a file name as digital information in a general PC operation, but in the first embodiment, the file name is in a fixed format. Interactive operation.

This operation is shown in FIG. In FIG. 2, it is the outline of the input document 21 displayed on the input display unit 6, and a part 22 of the content of the displayed document is displayed. A first window 23 for requesting a save operation is displayed in front of the input document 21. In FIG. 2, “PM transmission”, that is, a document transmitted by the PM is shown as a storage destination folder. In the second window 24, the file name of the PM transmission document saved so far is shown. As shown in FIG.
“□” “Date” “∪” “Document type” (“File contents”). “Extension”
The format is as follows. Here, “□” indicates an icon, which is actually attached with some pattern but not shown. “Date” is the date of the file, and is configured in the order of the year, month, and day. “∪” indicates a space. The “document type” is the same as the folder name in FIG. 2, but it can be freely named such as a specific personal name in consideration of the convenience of subsequent searches. This is followed by “file contents”. The last is an extension that indicates the type of file. A third window 25 for requesting the operator to name a file name is provided at the bottom of the second window 24. The default value of the third window 25 is as follows.
Date: Date when the corresponding file was input Document type: Folder name File content: If the input form was a scan of paper document 3, enter a new one. If it is an electronic file document 4, the original file name of the input electronic file File type: If the input form is a scanned paper document 3, the extension of the image file, the electronic file document 4 If so, the original extension of the input electronic file

However, considering the convenience of subsequent searches, it is preferable to take the following considerations at the discretion of the operator.
Date: The date when the document or file was issued, considering the causal relationship.
Document type: The company name or personal name of the sender is used as necessary.
File content: Include keywords as much as possible. In particular, when the input is an electronic file document 4, the file name newly includes a keyword, regardless of the original file name.
The document database of the reference project is constructed in the document file storage unit 8 by performing the above input and storage operations sequentially until the end of the reference project while creating a folder as necessary.

  In general, when a document database is constructed, a method of associating a plurality of keywords with individual files is performed, but such a method is not employed in the first embodiment of the present invention. This is because there is still a possibility of utilizing peripheral information such as searching for a target file by sequentially browsing the file name as a final means even if no hit is found by keyword search. Such a method is particularly effective in a case where a file is searched only by a function included in the operating system in a system such as a PC that is restricted by resources.

  Next, a procedure for searching for a target document from the reference project e-mail stored in the e-mail storage unit 2 in FIG. 1 and the document stored in the document file storage unit 8 according to the above procedure will be described. As described above, the document search function in the first embodiment is to search for a process in which a problem that has occurred in the reference project is solved, and a document that contributes to the problem solving. Is characterized by utilizing the number data of e-mails or document files at regular intervals. Here, a case where the database stored in the e-mail storage unit 2 is searched will be described first. In FIG. 1, a person who searches for a document of a reference project as a second administrator inputs a keyword from the operation unit 9. As a matter of course, the second administrator who searches for the document of the reference project is the first administrator (PM of the reference project or its assistant) who handled the e-mail receiving / transmission processing unit 1 and the input unit 7 in the reference project. ) Is basically a different person. First, the keyword reaches the e-mail search processing unit 10. The e-mail search processing unit 10 searches the e-mail storage unit 2 for e-mails having e-mail titles or texts that match the keyword as search conditions. Then, the number of corresponding mails is counted every designated period, here, every week, and displayed on the display unit 11. The reason for counting every week is that one week is considered as a business cycle for those who participate in the project. Next, the concept of display is shown in FIG. In FIG. 3A, a line graph 301 displays the number of e-mails matching the search result in time series. In the graph, the horizontal axis 302 corresponds to the date, and the designated period is displayed with the last day as a representative. A vertical axis 303 indicates the number of e-mails that match the search condition. In general, a build-to-order project will last for a period of several years, but this graph displays time-series data for half a year to make it easier for the operator to see. The vicinity of a desired date can be displayed by clicking with a pointing device such as.

  On the other hand, in parallel with the above e-mail search process, the keyword input from the operation unit 9 to the e-mail search process unit 10 is also transmitted to the document file search process unit 12 and has a file name that matches the keyword. The electronic file is searched from the document file storage unit 8. The number of electronic files that match the search condition based on the search result is simultaneously displayed for each folder in FIGS. As shown in the window 305, the bar graph 304 in FIG. 3B displays the number of files corresponding to the search condition included in the “PM transmission” folder transmitted by the first administrator in time series. Yes. Since the date range on the horizontal axis 306 is the same as that of the horizontal axis 302, no specific date is displayed. The vertical axis 307 corresponds to the number of document files. Similarly, as shown in the fifth window 309, the bar graph 308 displays the number of files corresponding to the search condition included in the “user transmission” folder received by the first administrator in time series. . Since the date range on the horizontal axis 310 is the same as that of the horizontal axis 302, no specific date is displayed. A vertical axis 311 corresponds to the number of document files. A series of these processing procedures is shown in the flowchart of FIG. In the first embodiment, “user transmission” and “PM transmission” are selected as defaults in consideration of the causal relationship as the document file folder to be displayed, but the fourth window 305 in FIG. It is also possible to display search results in other folders by inputting a desired folder name in the fifth window 309.

  Displaying the number of e-mails and the number of electronic files that match the search conditions in this way simultaneously solves various problems that occur during the progress of the project as described above. The purpose is to search for a document file having “problem solving ability”. FIGS. 3A to 3C show such a state. For example, a problem is triggered by a document transmitted by the user at a time corresponding to the bar 312 on the bar graph 308 in FIG. A large number of e-mails, etc., defending their respective positions from various stakeholders are sent, and the number of e-mails increases dramatically until it is said that "mails fly", but at the same time PM is an appropriate document At the same time, for example, at a time corresponding to the bar 314 on the bar graph 304 in FIG. 3B, and if the stakeholders are generally satisfied with this, the number of emails is the maximum in FIG. After taking the point 313, it has decreased sharply and reached the minimum point 315. It should be noted that a list of e-mail titles that match the search conditions is separately displayed separately, and clicking on an individual title displays the contents of the e-mail as in the normal e-mail function. Needless to say.

  Patent Document 1 discloses the knowledge that “an important material file is expected to exist on a date with a large amount of material file creation”. However, in the first embodiment, a problem occurs and the interest is increased. New knowledge that e-mail calms down when the person in charge of the project such as PM sends appropriate documents for problem solving in the midst of the rapid increase in the number of e-mails sent from related parties Based on. By using this knowledge, it is possible to make progressive means exceeding the prior art, that is, numerical and quantitative processing. In the first embodiment, the number of e-mails is sequentially compared between a certain week and the next week, and when there is a decrease in the number exceeding a given threshold, an option display for highlighting that week is provided. is doing. This threshold value is an interactive value that can be increased or decreased by the operator with zero as the minimum value, and a flowchart thereof is shown in FIG.

  The explanation of the flowchart shown in FIG. 5 will be described below. A request to turn on option display is input to the e-mail search processing unit 10 from the operation unit 9 of FIG. This input is made in STEP 1 in the flowchart of FIG. This operation input and its display are not shown because they are common such as inputting some instruction from a keyboard and displaying the input result on a display. Next, when a request to turn on the option display is input, it is necessary to give a threshold value in order to process the subsequent display. In the first embodiment, STEP2 is set as an initial value of the threshold value Th. Set to 0 as described. Next, in STEP 3, it is necessary to determine the variable W corresponding to the week for which the number of e-mails is compared, and the initial value is set to W = 1. Giving the variable W a value of 1 corresponds to the first week displayed. Specifically, 03/1/6 in FIG. 3A, that is, one week with the last day of January 6, 2003 corresponds to the variable W = 1.

Next, in STEP 4 of FIG. 5, the number of e-mails described above is compared between the current week and the following week. In STEP 4, F (W) indicates the number of e-mails in the week. The initial value of W is 1, and the week corresponding to W = 1 is one week with January 6th, 2003 as the last day. Therefore, as shown in FIG. Because it is 0,
F (W) = F (1) = 0
It is.
Next, in STEP 4, since W = 1 at present, the week corresponding to W + 1 is 03/1/13, that is, one week with January 13th, 2003 as the final day.
F (W + 1) = F (2)
Is the number of emails per week with January 13th, 2003 as the last day. The number is larger than the previous week as shown in Fig. 3 (a).
F (1) -F (2) <0
Therefore, the conditional expression of STEP4
F (W) −F (W + 1) ≧ Th and Th = 0
Is not satisfied when the week variable is W = 1.
Therefore, NO is determined in STEP4, and STEP5 is reached without going through the highlighted display of STEP5. In STEP 6, 1 is added to the variable W representing the week, and W = 2 is reached to reach STEP 7.

In STEP 7, it is determined whether or not the variable W representing the week falls within the investigation range. Wmax corresponds to the last displayed week, that is, 03/6/23, that is, June 23, 2003, according to FIG. 3A, and the number of weeks in the meantime is 25.
Wmax = 25
It is. Here we are just starting the comparison, as mentioned above
W = 2
Because
W = 2 <Wmax = 25
Naturally, the conditional expression in STEP 4
W> Wmax
Is not satisfied, NO is determined, and the process returns to STEP4.
This flow shows one process per week, and the same process is performed by sequentially increasing the variable W representing the week as described above.

As described above, the same processing as described above is performed for the variable W = 2 representing the week, but the week corresponding to W + 1 is 03/1/20, that is, one week with January 20, 2003 as the final day. Yes,
F (W + 1) = F (3)
Is the number of emails per week with January 20th, 2003 as the last day. The number is less than the previous week, that is, the last day of January 13, 2003 as shown in FIG.
F (1) -F (2)> 0
Therefore, the conditional expression of STEP4
F (W) −F (W + 1) ≧ Th and Th = 0
Is satisfied when the variable W = 2, YES is determined in STEP 4 and the process goes through STEP 5. That is, processing for highlighting the area of the week is performed. This highlighting is realized, for example, by means such as covering the portion with a semi-transparent color. However, on the display of the figure, it is surrounded by a dotted line, which is shown in FIG. The line and bar graphs in FIGS. 6A to 6C are the same as those in FIGS. 3A to 3C described above.

In FIG. 6, the week 03/1/13, that is, the week whose last day is January 13, 2003, is highlighted because it corresponds to the conditional expression of STEP 4 in the processing flow of FIG. 5 with respect to the threshold Th = 0. It is expressed. The same processing is performed until the variable W does not satisfy the conditional expression of STEP 7 shown in FIG.
W = 24
Is repeated until the first one week in FIG. 6 satisfies all the above conditions as shown in FIG. 7, and the iteration loop from STEP 4 to STEP 7 is terminated. . The display at the end is shown in FIG. The emphasis range in the display of FIG. 7 is determined to be applicable if the threshold Th = 0, that is, the number of e-mails of the current week and the next week is compared and the number of the next week is less than or equal to the current week. Is.

However, in this case, since the threshold value Th is too low, there are too many highlight ranges that are applicable, so the operator cannot obtain useful information. In order to obtain useful information, it is necessary to narrow down by increasing the threshold value. For this reason, if the operation performed by the operator is STEP 9 and the threshold value is increased using a pointer such as a key with an arrow on the keyboard, the threshold value is increased by 1 in STEP 10. In this case, the threshold is
Th = 1
It becomes. In this case, the condition becomes stricter as compared to the case of Th = 0 before that, so the range of highlighting as a result of performing a series of processing from STEP 3 to STEP 7 becomes narrower than before. The operator sees this result and performs the next input again in STEP8.

When the above operations for increasing the threshold value are sequentially performed, for example, as shown in a typical example in FIG. 8, a location where the highlighting accurately indicates a location where the number of e-mails drastically appears. Further, when the threshold value in FIG. 8 is further increased, the condition is too strict and the corresponding portion disappears, and the highlighted display disappears at all. In such a state, in STEP 11, the operator can give an instruction to decrease the threshold Th. In this way, an interactive operation is possible in which the operator can give the next instruction according to the processing result.
If the operator determines that the highlighting is not necessary, the highlighting, that is, the option display is turned off via STEP16 by performing the highlighting end operation in STEP15.

  If the operator clicks on the bar 314 in FIG. 3, for example, corresponding to 71 of the bars surrounded by the highlighting portions 71 and 72 in FIG. 8 obtained by operating in this way, the range is included in this range. A list of document file names similar to the second window 24 of FIG. 2 is displayed. If one document file name is clicked, its contents are displayed. There is an effect that the operator can confirm this content and finally determine whether or not the document has problem solving ability.

Embodiment 2. FIG.
In the first embodiment, as shown in FIG. 1, the e-mail storage unit 2 and the document file storage unit 8 coexist. As described above, the combination of information exchange by e-mail and exchange of official technical documents by paper documents is the basic aspect of communication within and between companies in recent build-to-order projects. That is why. However, in many large-scale companies, one department often orders equipment and operations from other departments in the company. In this case, communication between the ordering side and the order-receiving side is basically performed using only e-mail. Is often achieved. In this case, various documents are attached to e-mails or installed on a shared server installed on the company intranet. The present invention can also be applied to such a so-called paperless in-house ordering project.

FIG. 9 shows a block diagram of the second embodiment for such a paperless in-house ordering business. Since it is paperless, the portions corresponding to the paper document and electronic file document of FIG. 1 shown in the first embodiment, that is, 3 to 8 and 12 of FIG. 1, are not necessary, and instead, as shown in FIG. The e-mail storage unit 100 sends a first e-mail storage unit 81 sent by the order-side manager, who is the first manager, and a first manager sent by the order-side manager, who is the second manager. A second e-mail storage unit 82 for storing a database of second e-mail received by the person, and other than the first and second e-mails, the e-mail received by the first administrator The third e-mail storage unit 83 stores the database. Here, the first administrator corresponds to the PM in the first embodiment. When an e-mail search is performed using the document management search system according to the second embodiment, when a search keyword is input from the operation unit 9, all stored e-mails, that is, the first to first items are stored. 3 is retrieved to obtain a line graph similar to the line graph 301 of FIG. 3, which is a display output corresponding to the first embodiment. Next, a bar graph similar to the bar graph 304 of FIG. 3 is obtained by searching only the first e-mail storage unit 81 that is the order-side responsible person e-mail transmission. Finally, by searching only the second e-mail storage unit 82 that is the ordering side transmission, a bar graph similar to the bar graph 308 of FIG. 3 is obtained. According to such a procedure, it is possible to search for the person in charge of the order receiving person who has the problem solving ability, that is, the PM outgoing e-mail in the same manner as described above, and by knowing the contents, it is possible to determine the presence or absence of problem solving ability. Become.
As described above, since the second embodiment is a system that performs document retrieval using information by electronic mail as a database, the same effects as those of the first embodiment can be obtained.

  For the first and second embodiments, a time-series display of the number of e-mails per count cycle (one week in the first and second embodiments) is a broken line as shown by 301 in FIG. The number of graphs and documents is a bar graph as shown by 304 and 308 in FIG. 3, but any graph type can be used as long as it can be displayed in time series. The count cycle may be changed according to the characteristics of the project, and may not be constant throughout the life cycle of the project. It is a reasonable choice to extend the cycle, especially when the exchange information drops drastically, such as at the end of the project. In addition, regarding the processing procedure of the option display whose flowchart is shown in FIG. 5, the difference in the number of emails between adjacent weeks is obtained and compared with a threshold value. It is also possible to apply a more advanced mathematical process such as smoothing and performing differentiation.

  As described above, when the first and second embodiments of the present invention are applied to a project for newly establishing various plant facilities, the manager of the project can more easily and efficiently solve various problems that occur in the project execution. Can be done.

It is a block diagram in Embodiment 1 of this invention. It is a figure which shows the operation display at the time of the preservation | save of the document file in Embodiment 1 of this invention. It is a figure which shows the example of a display of the search result in Embodiment 1 of this invention. It is a figure which shows the flowchart of the process sequence in Embodiment 1 of this invention. It is a figure which shows the flowchart of the process sequence of the option display in Embodiment 1 of this invention. It is a figure which shows the initial screen of the option display in Embodiment 1 of this invention. It is a figure which shows the typical screen of the option display in Embodiment 1 of this invention. It is a figure which shows the typical screen of the option display in Embodiment 1 of this invention. It is a block diagram in Embodiment 2 of this invention.

Explanation of symbols

1 e-mail receiving and sending processing unit, 2 e-mail storage unit,
5 Document file reception / transmission processing unit, 8 Document file storage unit, 9 operation unit,
10 E-mail search processing unit, 11 Display unit, 12 Document file search processing unit,
81 a first e-mail storage unit; 82 a second e-mail storage unit;
83 Third e-mail storage unit, 100 E-mail storage unit.

Claims (12)

A document management search system that manages documents that are created and received over time, and that searches the documents,
The document management search system includes an e-mail receiving / transmitting processing unit, an e-mail storing unit, an e-mail search processing unit, a document file receiving / sending processing unit, a document file storing unit, a document file search processing unit, an operation unit, and a display unit. The e-mail receiving / transmitting processing unit and the document file receiving / sending processing unit store the received e-mail and document file in a database and store them in the e-mail storage unit and the document file storage unit, respectively. And
In response to an input from the operation unit, the e-mail search processing unit extracts e-mail number data within a search target period from the e-mail storage unit with an arbitrary period as one unit, and displays the time-series graph on the display unit. Display the period of the search target period as a first period of search start, and compare the number of e-mails in the first period and the number of e-mails in the second period following the first period, Further, the number of e-mails in the second period and the number of e-mails in the third period following the second period are compared with each other in the search period. The number of e-mails is compared until the end point period is reached, and the number of e-mails in the period located later in time series decreases beyond the threshold set to a predetermined value from the thresholds that can be increased or decreased. If it is detected that there performs highlight period that appropriate on the graph,
Further, in response to an input from the operation unit, the document file search processing unit extracts the document file number data within the search target period from the document file storage unit with the arbitrary period as one unit, and displays it on the display unit. A document management / retrieval system for displaying a graph showing time-series graphs and displaying the contents of a document file with a period corresponding to highlighting a graph in which the number-of-e-mails data is displayed on the display unit. 2. The document management / retrieval system according to claim 1, wherein the e-mail receiving / sending / processing unit and the document file receiving / sending / processing unit provide one keyword to form a database. 3. The document management and retrieval system according to claim 2, wherein the database is created with a file name attached. The document management search system according to claim 3, wherein the file name includes a date, a sender name, and contents of the file. The document management search system according to claim 4 , wherein the search by the e-mail search processing unit and the document file search processing unit is performed on the file name. The document management search system according to claim 1 , wherein the number of e-mails or document files that match the extracted search condition is highlighted on the display unit. A document management search system for managing e-mails that are created and received over time when performing operations in a build-to-order project of a product, and that searches the e-mails,
The document management search system includes an e-mail transmission / reception processing unit, first to third e-mail storage units, an e-mail search processing unit, an operation unit, and a display unit. The first e-mail sent from the order-receiving side of the product is made into a database, and the second e-mail sent from the ordering side of the product and received by the order-receiving side is made into a database in the first e-mail storage unit. In a second e-mail storage unit, a third e-mail other than the first and second e-mails and received by the order receiving side is stored in the third e-mail storage unit. Yes,
By the input from the operation unit, the e-mail search processing unit extracts the e-mail number data within the search target period from the first to third e-mail storage units with an arbitrary period as one unit, and the display unit And a second period following the first period and the number of e-mails in the first period, with the period of the search target period as the first period of the search start. The number of e-mails in the second period and the number of e-mails in the third period following the second period are compared with the one period. Each time, the number of e-mails is compared until reaching the end point period of the search period, and among the thresholds that can be set to increase or decrease, the period of the period that is located in the time series later than the threshold value set to a predetermined value e-mail If it is detected that the number is reduced, it performs a highlight period that appropriate on the graph,
The e-mail search processing unit extracts the e-mail number data within the search target period from the first and second e-mail storage units with the arbitrary period as one unit, and displays the time series in the display unit. A document management search system characterized in that the contents of an electronic mail with a period corresponding to highlighting are displayed on the display unit while the graph is displayed in a graph and the graph in which the electronic mail number data is displayed. 8. The document management / retrieval system according to claim 7, wherein the e-mail receiving / sending processor provides a database with one keyword. 9. The document management search system according to claim 8, wherein the database is created with a file name attached. 9. The document management search system according to claim 8, wherein the file name includes a date, a sender name, and contents of the file. The document management search system according to claim 10 , wherein the search by the e-mail search unit is performed on the file name. The document management search system according to claim 7 , wherein the number of e-mails that match the extracted search condition is highlighted on the display unit.

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