JP4345726B2 - Document management device - Google Patents

Description

  The present invention relates to a document management technique, and more particularly to a technique for handling an electronic document file.

  With the development of network technology, information devices such as computers, printers, and fax machines have come to be connected to the network. Networking is not limited to a local area network (hereinafter simply referred to as “LAN”) within a limited range, for example, in-house or in a building, but is a global network, so-called wide area network (hereinafter simply referred to as “WAN”). It has expanded to. As such infrastructure development progresses, e-mail, FTP (File Transfer Protocol), web pages, and the like have been widely used even in business scenes, for example (Patent Document 1).

  As network technology is used in business, the actual business system is gradually changing. One of them is the introduction of a workflow system. This system improves the efficiency of work by electronically transmitting the conventional work, which was done by sequentially circulating paper-based documents such as slips, forms, and approval documents, to the relevant person's computer. It is intended.

JP 2004-326269 A

  However, in the conventional workflow system, the processing conditions of the document file, for example, the processing time limit, the person who is authorized to change the setting of the person in charge of processing, etc. are not limited. It may be changed illegally.

  An object of the present invention is to provide a document management apparatus capable of preventing unauthorized changes in the processing conditions of a document file.

According to the present invention, the storage unit that stores the processing condition of the document file and the identification information of the change authority holder who has the authority to change the processing condition in association with the document file, together with the specification of the document file When there is a request for changing the processing condition of the document file, the change requester is identified based on the authentication information of the change requester, and the change requester identifies the document file with reference to the storage unit. An authentication processing unit that determines whether or not the change authority is present, and when the authentication processing unit determines that the change requester is the change authority holder, accepts a change request for the processing condition, a changing unit for changing the stored in the storage unit the processing conditions, and a receiver for receiving the processing condition of the document file and the document file, the type of processing content of the document file, A setting condition storage unit that stores a change authority holder that can change processing conditions for the type of document file in association with each other, and when the reception unit receives the document file, the document file is processed. When it is determined whether or not the change authority holder is associated with the processing content type in the setting condition storage unit based on the content type, and the change authority holder is associated Includes a setting unit that sets the change authority holder as the change authority holder of the document file .
Here, the document file is digital data including, for example, a character string, an image, sound, and the like.
The processing conditions for the document file include processing time limit information for processing the document file, information on a person in charge for processing the document file, and the like.

According to the document management apparatus having this configuration, the identification information of the change authority holder who has the authority to change the setting of the processing conditions is stored in advance in the storage unit, and the authentication processing unit includes the authentication information of the change requester. Based on this, the change requester is identified, and it is determined whether or not the change requester is a change authority holder by referring to the storage unit.
When the authentication processing unit determines that the change requester is the change authority holder, the change unit accepts a change in the processing condition setting. Therefore, it is possible to prevent an unauthorized person from changing the processing conditions illegally.
Further, according to this configuration, the setting unit can automatically set the change authority holder based on the setting conditions stored in the setting condition storage unit. For this reason, it is not necessary for the requester to set a person who has the authority to change the processing conditions of the document file for every document file, and the time and effort of the requester can be saved.

  In this case, in the present invention, it is preferable that the processing condition is information on a person in charge who processes the document file.

Further, according to the present invention, the storage unit stores requester information of a requester who has requested processing of the document file in association with the document file, and the change unit sets the processing condition of the document file. It is preferable to provide a notifying unit for notifying the requester of a change in the processing condition setting of the document file based on the requester information stored in the storage unit when the setting is changed.
According to this configuration, the requester can grasp that the setting of the processing condition of the document file has been changed.

  ADVANTAGE OF THE INVENTION According to this invention, the document management apparatus which can prevent the unauthorized change of the processing conditions of a document file is provided.

Hereinafter, embodiments of the present invention will be described with reference to the drawings.
FIG. 1 is a configuration diagram of a document management system 1 according to the present embodiment.
The document management system 1 includes a document management apparatus 10 and a plurality of user terminals 14 connected to the document management apparatus 10 via a network 11.
The document management apparatus 10 is a part of a network multifunction peripheral. Here, a configuration of a part of the network multifunction peripheral that is not related to the essence of the present invention is omitted, and for example, a document reading unit and an image processing unit are not shown.
Here, the network multifunction peripheral can be, for example, a network facsimile apparatus having a facsimile transmission / reception function, a scanner function, a printer function, a document management function, an MFP (Multi Functional Peripheral), or the like.

FIG. 2 is a functional block diagram of the document management apparatus 10.
Each component of the document management apparatus 10 is centered on an arbitrary computer CPU, memory, a program that realizes the components shown in the figure loaded in the memory, a storage unit such as a hard disk for storing the program, and a network connection interface. It is realized by any combination of hardware and software. It will be understood by those skilled in the art that there are various modifications to the implementation method and apparatus. Each drawing described in the embodiment shows a block of functional units, not a configuration of hardware units.

  The document management apparatus 10 according to this embodiment includes a processing request information storage unit (storage unit) that stores processing conditions of a document file and identification information of a change authority holder who has authority to change the processing conditions in association with the document file. ) 105, the change requester is identified based on the authentication information of the change requester and a change request is made with reference to the processing request information storage unit 105. An authentication processing unit 106 that determines whether or not the person who has changed authority for the document file and the authentication processing unit 106 determines that the change requester is the holder of change authority, a request for changing the processing condition is issued. A change unit 107 that receives and changes the processing conditions stored in the processing request information storage unit 105 is provided.

Hereinafter, the configuration of the document management apparatus 10 will be described in detail.
The document management apparatus 10 includes a reception unit 101, an acquisition unit 102, a control unit 113, a monitoring unit 109, a setting unit 111, a user list storage unit, in addition to the processing request information storage unit 105, the authentication processing unit 106, and the change unit 107 described above. 104, a document file storage unit 103, a setting condition storage unit 110, a notification unit 115, a reading unit 114, and an output unit 112.

The acquisition unit 102 acquires the document file, the type of processing contents of the document file as the document file attribute, and the document file name via the reception unit 101.
The document file acquired by the acquisition unit 102 and its attributes (type of processing contents of the document file, document file name) are stored in the document file storage unit 103.
The acquisition unit 102 also receives requester information (requester name and requester ID) that requested processing of the document file via the reception unit 101.
Further, the acquisition unit 102 also receives the processing conditions of the document file via the reception unit 101. The processing conditions include information on the person in charge of processing the document file (name of person in charge and ID of the person in charge), processing time limit information on the document file, and the like.

  Information such as the person-in-charge information of the document file acquired by the acquisition unit 102, the processing time limit information of the document file, and information of the requester who requested processing of the document file are associated with the document file and stored in the processing request information storage unit 105. The

  The control unit 113 controls the monitoring unit 109, the setting unit 111, the notification unit 115, and the reading unit 114.

  The monitoring unit 109 monitors the processing request information storage unit 105.

The setting unit 111 has authority to change the setting of the processing condition of the document file (in this embodiment, person-in-charge information) in accordance with the type of processing content of the document file acquired via the receiving unit 101 (hereinafter, person information). The person in charge of changing the person in charge).
The setting condition storage unit 110 stores the person in charge of changing the person in charge for each type of processing content of the document file.
For example, when the type of processing content of the document file is circulation, as the person in charge of changing the person in charge, the requester who requested the processing of the document file, the person in charge who requested the processing, and the administrator of the document management apparatus 10 Is remembered.
For example, when the type of processing content of the document file is approval, an administrator is set as the person in charge of changing the person in charge.
When an administrator is registered as the person in charge of changing the person in charge, the ID of the administrator is also stored in the setting condition storage unit 110.
The setting unit 111 refers to the setting condition storage unit 110 and sets a person in charge change authority holder for the document file.

When the person in charge of changing authority is set in the setting unit 111, the type of person in charge of changing authority and the ID of the person in charge of changing authority are associated with the document file and stored in the processing request information storage unit 105. The
In this embodiment, the setting condition storage unit 110 stores the type of requester, person in charge, etc. as the person in charge of changing authority for each type of processing content of the document file. The person-in-charge changing authority name and the person-in-charge changing authority ID may be stored for each type of processing content of the document file.

  The processing request information storage unit 105 stores a table as shown in FIG. This table includes a document file name, processing contents of the document file, requester information (requester name, requester ID), person in charge information (person in charge name, person in charge ID), processing deadline information, person in charge change authority The person name and the identification information of the person in charge of changing authority (in this embodiment, the ID of the person in charge of changing authority) are associated and stored.

When the user tries to change the setting of the person-in-charge information in charge of processing the document file stored in the processing request information storage unit 105, the user who is the change requester changes the person-in-charge authority. It is discriminate | determined whether it is a holder.
The authentication processing unit 106 receives a document file specification (document file name) via the receiving unit 101 and acquires an ID and a password as user authentication information. Thus, the user is identified, and it is determined whether or not the identified user has the person-in-charge change authority.

  The change unit 107 obtains an authentication result that the ID of the person in charge of changing authority stored in the processing request information storage unit 105 matches the ID of the user who is the change requester in the authentication processing unit 106. The change of the person-in-charge information stored in the processing request information storage unit 105 is accepted. Then, the person-in-charge information in the processing request information storage unit 105 is changed.

  The notification unit 115 refers to the processing request information storage unit 105 when there is a change in the person in charge information in the processing request information storage unit 105, and responds to the requester stored in the processing request information storage unit 105. Notify that the person has changed and the new person in charge.

Next, the flow of a document file processing request will be described with reference to FIG.
First, a requester sets a processing request original as a document file source in an original reading unit of the network multifunction peripheral. As a result, the document file is received by the reception unit 101 of the document management apparatus 10, and the document file received by the reception unit 101 is sent to the acquisition unit 102. The document file acquired by the acquisition unit 102 is stored in the document file storage unit 103 (processing S10).

Further, the requester inputs the file name of the document file, the document file attributes indicating the processing contents of the document file, the requester information, and the processing time limit information to the network multifunction peripheral. These pieces of information are acquired by the acquisition unit 102 via the reception unit 101.
The acquisition unit 102 stores, in the processing request information storage unit 105, the document file attributes indicating the processing contents of the acquired document file, requester information, and processing time limit information.
Further, when the acquisition unit 102 acquires the attribute of the document file indicating the processing content of the document file, the requester information, and the processing time limit information, the fact that the acquisition is performed is sent to the control unit 113, and the control unit 113 To start monitoring the processing request information storage unit 105.
Next, when the monitoring unit 109 detects that the file name of the document file, the document file attribute indicating the processing content of the document file, the requester information, and the processing time limit information are stored in the processing request information storage unit 105, The detection is sent to the control unit 113. Then, the control unit 113 requests the reading unit 114 to output a user list.
The reading unit 114 reads the user list from the user list storage unit 104 and presents the user list to the requester via the output unit 112.
The requester selects a person in charge from the presented user list and inputs it to the reception unit 101. The person-in-charge information input to the reception unit 101 is acquired by the acquisition unit 102 and stored in the processing request information storage unit 105.

Next, when the monitoring unit 109 detects that the person-in-charge information is stored in the processing request information storage unit 105, the control unit 113 requests the setting unit 111 to set the person-in-charge changing authority. .
The setting unit 111 detects the type of processing content of the document file stored in the processing request information storage unit 105 and stores the type of processing content of the document file stored in the processing request information storage unit 105 as a setting condition storage. It is confirmed whether or not it matches the type of processing content stored in the section 110 (processing S11).

If the type of processing content of the document file stored in the processing request information storage unit 105 does not match the type of processing content stored in the setting condition storage unit 110, the setting unit 111 has authority to change the person in charge. Cannot set owner.
If the setting unit 111 determines that the person in charge change authority holder cannot be set (No in step S11), the control unit 113 informs the requester that the person in charge change authority holder cannot be set. The notification unit 115 is requested to present it. The notification unit 115 notifies the requester that the person in charge change authority cannot be set via the output unit 112.
The requester who has received the notification receives the person-in-charge change authority holder information (the person in charge change authority name and the ID of the person in charge change authority holder) having the authority to change the setting of the person in charge of the document file. To enter. The acquisition unit 102 acquires person-in-charge change authority information (person-in-charge change authority name and person-in-charge change authority ID) (processing S14). The person-in-charge changing authority information is stored in the processing request information storage unit 105 in association with the document file.

When the type of processing content of the document file stored in the processing request information storage unit 105 matches the type of processing content stored in the setting condition storage unit 110 (Yes in processing S11), the setting unit 111 Refers to the setting condition storage unit 110 and has the authority to change the person in charge who has the authority to change the setting of the person in charge of the document file in accordance with the type of processing contents of the document file stored in the processing request information storage unit 105. A person is selected (step S12).
When the person in charge of changing authority is selected in the setting unit 111, the person in charge of changing authority in charge and the ID of each person in charge of changing authority are stored in the processing request information storage unit 105 in association with the document file. It will be.
If the person in charge and the requester are selected as the person in charge of changing the person in charge in the setting unit 111, the person in charge ID and the client ID are already stored in the processing request information storage unit 105. Based on the person-in-charge ID and the requester ID stored in the information storage unit 105, the ID of the person in charge of changing the person in charge is registered.
In addition, since the administrator ID is registered in the setting condition storage unit 110, when the administrator is selected as the person in charge of changing authority in the setting unit 111, the setting unit 111 causes the administrator to change the administrator's ID. The ID is read and stored in the processing request information storage unit 105.

As described above, when the person in charge of changing authority is registered in the processing request information storage unit 105, the monitoring unit 109 detects that the person in charge of changing authority is registered in the processing request information storage unit 105. To do. Then, the monitoring unit 109 notifies the control unit 113 that the person in charge of changing the person in charge has been registered. Upon receiving the notification, the control unit 113 requests the reading unit 114 to send a document file to the person in charge. The reading unit 114 reads the document file from the document file storage unit 103 and provides the document file to the person in charge via the output unit 112.
Thereby, the processing of the document file is started (processing S13).
In addition, when the requester desires to change the person in charge change authority held automatically by the setting unit 111, the person in charge change authority holder may be changed.
For example, the ID of the person who can change the person in charge of changing the person in charge is stored in the processing request information storage unit in advance, and the ID of the person who can change the person in charge of changing the person in charge matches the ID of the client Only when this is done, the person in charge changing authority may be changed.

Next, a flow for changing the setting of the person in charge of processing the document file stored in the processing request information storage unit 105 will be described with reference to FIG.
First, when a user (change requester) inputs a document file name to be changed by a person in charge, a user ID, and a password, these pieces of information are acquired by the authentication processing unit 106 via the receiving unit 101. The authentication processing unit 106 authenticates whether or not the user ID is correct based on the user ID and password. Then, when it is authenticated as correct, that is, when the user can be authenticated, the processing request information storage unit 105 is referred to, the received document file name and the person-in-charge change authority stored in association with this document file are held. The ID of the person is acquired. Next, it is determined whether or not the acquired person-in-charge changing authority ID matches the user ID (processing S20).
When authenticating whether or not the user ID is correct based on the user ID and password, the authentication processing unit 106 is a password / ID storage unit (not shown) in which the password and the corresponding user ID are stored. Refer to
If the authentication processing unit 106 determines that the IDs match (Yes in step S20), the control unit 113 requests the reading unit 114 to present the user list to the user. The reading unit 114 reads the user list from the user list storage unit 104 and outputs the user list from the output unit 112.
The user selects a new person in charge of processing the document file stored in the processing request information storage unit 105 from the user list, and inputs a new person name and a new person ID. .
The input name of the new person in charge and the ID of the new person in charge are acquired by the changing unit 107 (process S21), and the changing unit 107 stores the new person in charge information in the processing request information storage unit 105.
When a new person in charge is stored in the processing request information storage unit 105, the monitoring unit 109 detects that a new person in charge has been set. When the monitoring unit 109 detects that a new person in charge has been set, the control unit 113 notifies the notification unit 115 that the person in charge has been changed and the new person in charge. To request. The notification unit 115 notifies the requester that the person in charge has been changed and the new person in charge (processing S22).
If the authentication processing unit 106 determines that the ID of the person in charge of changing the person in charge does not match the ID of the user (No in step S20), the control unit 113 sends a notification to the notification unit 115. Request error notification. And the notification part 115 notifies an error to a user (process S23).

Next, effects of the document management apparatus 10 according to the present embodiment will be described.
The ID of the person in charge of changing the person in charge is stored in the processing request information storage unit 105, and the changing unit 107 receives the received user ID and the person in charge of changing the person in charge of the person in charge of processing stored in the processing request information storage unit 105. When the IDs are compared and the IDs match, the setting of the person-in-charge information is changed. Therefore, it is possible to prevent an unauthorized person from changing the processing conditions illegally.
Further, the setting unit 111 selects and sets a person in charge change authority having the authority to change the processing conditions of the document file from the setting condition storage unit 110 according to the type of processing contents of the document file. . Therefore, it is not necessary for the requester to set a person who has the authority to change the processing conditions of the document file for every document file, and it is possible to save the requester's trouble. When a new person in charge is stored in the storage unit 105, the notification unit 115 notifies the requester that the person in charge has been changed and the new person in charge. Therefore, the requester can grasp that the setting of the person in charge of the document file has been changed.

It should be noted that the present invention is not limited to the above-described embodiments, and modifications, improvements, and the like within the scope that can achieve the object of the present invention are included in the present invention.
For example, in the embodiment, the person in charge change authority who can change the person in charge information of the document file is set. However, the present invention is not limited to this. For example, the processing time limit information of the document file can be changed. A person who can do it (change authority holder) may be set.
In this way, the processing deadline is not changed illegally.

  Furthermore, in the embodiment, the setting unit 111 refers to the setting condition storage unit 110 and automatically sets the person in charge of changing the person in charge according to the type of processing content of the document file. It is not limited. The setting unit 111 may not be provided, and the requester may arbitrarily set the person in charge change authority for all document files.

  Furthermore, in the above-described embodiment, the setting unit 111 sets the person in charge change authority according to the type of processing content of the document file acquired via the reception unit 101. The person in charge change authority may be set according to other attributes of the document file, for example, the urgency and importance of processing the document file. In this case, it is only necessary to store the person-in-charge change authority holder information according to the urgency or importance of processing of the document file in the setting condition storage unit. The urgent level and importance level of the processing of the document file may be detected by the setting unit, and the person in charge changing authority may be selected from the setting condition storage unit based on the detected urgency level and importance level.

In the above embodiment, when the setting of the person in charge of processing the document file is changed, the user inputs the ID and password. However, the present invention is not limited to this. For example, the user inputs only the password. Also good. In this case, the authentication processing unit may acquire the user ID from the password, and collate the ID of the person in charge of changing personnel stored in the processing request information storage unit 105 with the user ID.
Further, when the user inputs an ID or password when logging in, the authentication processing unit may perform an authentication process based on the ID and password at the time of login.

  In the above embodiment, when requesting processing of a document file, the setting section 111 sets the person in charge change authority holder, and the process request information storage section 105 stores the person in charge change authority holder. It is not limited to this. For example, when requesting processing of a document file, it is not necessary to store the person in charge change authority in the processing request information storage unit. When changing the setting of the person in charge of processing the document file, the setting unit 111 reads out the type of the document file stored in the processing request information storage unit 105 and refers to the setting condition storage unit 110 to determine the processing contents of the document file. The person in charge change authority may be selected according to the type. In this case, the setting condition storage unit 110 and the processing request information storage unit 105 constitute a storage unit according to the present invention.

It is a figure which shows the structure of the document management system concerning embodiment of this invention. It is a functional block diagram of a document management apparatus. It is a figure which shows the data structure of a process request information storage part. It is a flowchart which shows the flow of a process request of a document file. It is a flowchart which shows the flow which changes the setting of the person in charge of processing a document file.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Document management system 10 Document management apparatus 11 Network 14 User terminal 101 Reception part 102 Acquisition part 103 Document file storage part 104 User list storage part 105 Processing request information storage part 106 Authentication processing part 107 Change part 109 Monitoring part 110 Setting condition storage part 111 Setting unit 112 Output unit 113 Control unit 114 Reading unit 115 Notification unit

Claims (3)

A storage unit that stores processing conditions of a document file and identification information of a change authority holder having authority to change the processing conditions in association with the document file;
When there is a request for changing the processing condition of the document file together with the specification of the document file, the change requester is identified based on the authentication information of the change requester, and the change requester is referred to by referring to the storage unit An authentication processing unit for determining whether or not the document file has the change authority for the document file;
When the authentication processing unit determines that the change requester is the change authority holder, the change processing unit receives a change request for the processing condition and changes the processing condition stored in the storage unit ;
A receiving unit for receiving the document file and processing conditions of the document file;
A setting condition storage unit that stores a type of processing content of the document file and a change authority holder that can change the processing condition for the document file of the type in association with each other;
When the receiving unit receives the document file, based on the type of processing content of the document file, whether or not the change authority holder is associated with the type of processing content in the setting condition storage unit. When the change authority holder is associated, a setting unit that sets the change authority holder as the change authority holder of the document file;
A document management apparatus comprising: The document management apparatus according to claim 1,
The document management apparatus, wherein the processing condition includes information on a person in charge of processing the document file. The document management apparatus according to claim 1 or 2 ,
In the storage unit, requester information of a requester who requested processing of the document file is stored in association with the document file,
When the setting of the processing condition of the document file is changed by the changing unit, the setting of the processing condition of the document file is changed to the requester based on the requester information stored in the storage unit. A document management apparatus comprising a notification unit for notification.

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