JP7559484B2 - Document management method and document system - Google Patents

Description

The present invention relates to a document management method for managing document data used in various tasks, and a document system for managing document data.

In recent years, systems and services that allow paper-based operations to be carried out efficiently in a paperless manner have come into widespread use. For example, a system is known that displays document data in a predetermined format on a terminal and inputs the information required for various types of management, such as production management and equipment management, in a plant into this document data, thereby performing various types of management in a paperless manner (see, for example, Patent Document 1).

JP 2014-089569 A

In order to properly manage various types of data in large factories, plants, etc., when new report data is created for various types of management, it is necessary to notify the workers associated with the new report data that new report data has been created so that they can check the contents of the new report data, request editing of the contents, etc.

In conventional systems, when notifying that new report data had been created, the workers associated with the new report data were identified, and the new report data was sent to each of the identified workers by email. When many workers were involved in various management tasks, the task of identifying these many workers was a heavy burden.

The object of the present invention is to enable a report system that manages report data to efficiently notify a large number of users that new report data has been created.

In the following, several aspects will be described as means for solving the problems. These aspects can be arbitrarily combined as necessary.
A form management method according to one aspect of the present invention is a form management method in a form system including a form management server and a chat server. The form management server manages form data. The chat server delivers messages to one or more users who belong to a room defined by a predetermined attribute. The form management method includes the following steps:
The report management server creates new report data.
A step of determining whether the document management server has created new document data.
◎When it is determined that new report data has been created, the report management server sends a new report creation message indicating that new report data has been created to the chat server, addressed to the related room to which the user related to the new report data belongs.
When the chat server receives a new form creation message from the form management server, the chat server identifies a related room that is the destination of the received new form creation message.
The chat server distributes the received new form creation message to users who belong to the identified related room.

In the above-mentioned document management method, when new document data is created in the document management server, the document management server sends a new document creation message indicating that new document data has been created to the chat server, addressed to the related room to which the user related to the new document data belongs.
In addition, the chat server that receives the new form creation message identifies the related room to which the received new form creation message is addressed, and distributes the received new form creation message to one or more users who belong to the identified related room.

A related room can contain many users related to new form data, and the chat server can distribute messages addressed to the related room to all users belonging to that related room at once. Therefore, in the above-mentioned form management method, when new form data is created in the form management server, simply by sending a new form creation message to the related room of the chat server, it is possible to efficiently notify many users related to the new form data that new form data has been created.

The above-mentioned form management method may further include a step in which the form management server edits the content of the new form creation message. This allows the content of the new form creation message to be changed as desired.

The above-mentioned form management method may further include the following steps.
The document management server generates a token for accessing the document management server and transmits the token to the chat server.
The chat server sends a predetermined notification to the document management server using the token received from the document management server.
This allows not only the form management server to send a new form creation message to the chat server, but also the chat server to send a predetermined notification to the form management server, enabling two-way communication between the form management server and the chat server.

A form system according to another aspect of the present invention includes a form management server and a chat server. The form management server manages form data. The chat server distributes messages to one or more users who belong to a room defined by a predetermined attribute.
The form management server includes a creation unit, a determination unit, and a transmission unit.
The creating unit creates new form data. The determining unit determines whether or not new form data has been created.
When it is determined that new report data has been created, the sending unit sends a new report creation message indicating that new report data has been created to the chat server, addressed to the related room to which the user related to the new report data belongs.

The chat server has an identification unit and a distribution unit. When the identification unit receives a new form creation message from the form management server, it identifies the related room that is the destination of the received new form creation message. The distribution unit distributes the received new form creation message to users who belong to the identified related room.

In the above-mentioned document system, when new document data is created in the creation section of the document management server, the transmission section of the document management server sends a new document creation message notifying the chat server that new document data has been created, addressed to the related room to which the user related to the new document data belongs.
In addition, the identification unit of the chat server that receives the new form creation message identifies the related room that is the destination of the received new form creation message, and the distribution unit of the chat server distributes the received new form creation message to users who belong to the identified related room.

A related room can contain many users related to new report data, and the chat server can distribute messages addressed to the related room to all users belonging to that related room at once. Therefore, in the above report system, when new report data is created in the report management server, simply by sending a new report creation message to the related room of the chat server, it is possible to efficiently notify many users related to the new report data that new report data has been created.

The form management server may further include an editing unit. The editing unit edits the content of the new form creation message. This allows the content of the new form creation message to be changed as desired.

The form management server may further include a token generating unit that generates a token for accessing the form management server and transmits the token to the chat server.
In this case, the chat server may further include a notification unit that issues a predetermined notification to the form management server by using the token received from the form management server.
This allows not only the form management server to send a new form creation message to the chat server, but also the chat server to send a predetermined notification to the form management server, enabling two-way communication between the form management server and the chat server.

A new report creation message can be sent to related rooms related to the new report data, efficiently notifying relevant users that new report data has been created.

FIG. 1 is a diagram showing the overall configuration of a form system. FIG. 2 is a diagram showing the functional block configuration of a form management server and a chat server. FIG. 1 is a diagram showing an example of form data (part 1). FIG. 2 shows an example of form data (part 2). FIG. 13 is a diagram showing an example of a first user interface for creating an empty form. 2 is a diagram showing transmission and reception of information between a client terminal, a form management server, and a chat server of a form system. 11 is a flowchart showing the operation of the form management server when new form data is created. FIG. 13 is a diagram showing an example of a start screen. 11 is a flowchart showing the operation of the chat server when new form data is created. FIG. 13 is a diagram showing an example of a chat screen. FIG. 13 is a diagram showing an example of a chat screen on which a new form creation message is displayed.

1. First embodiment (1) Overview of the form system The form system 100 according to the first embodiment will be described below. The form system 100 according to the first embodiment is a system that realizes "4M variation management" in a paperless manner in, for example, a factory, a plant, etc. in which the form system 100 is installed. The 4M variation management is a concept that includes (i) management related to raw materials (Material) used in the production of products, (ii) management related to workers (Man) of the factory, plant, etc., (iii) management related to the operation (Method) of the factory, plant, etc., and (iv) management related to equipment (Machine) of the factory, plant, etc.

In the management of raw materials, for example, a raw material shortage notification is sent to notify the user that a raw material has been depleted, and raw material information is managed.
Management of workers includes, for example, management of worker information, multilingual support for various information, and calling a person in charge (trouble call) when a problem occurs in a factory, plant, etc.
Operational management includes, for example, management of product inspection results, management of work-related documents such as work procedures, and management of information related to production lots.
In the management of facilities, for example, notifications of troubles occurring in the facilities and management of facility inspections are carried out.

In the report system 100 of this embodiment, 4M fluctuation management is performed using electronic data (hereinafter referred to as report data) that has a unique format for each of the above-mentioned types of management and notification.

(2) Overall Configuration of the Form System The overall configuration of a form system 100 according to the first embodiment will be described with reference to Fig. 1. Fig. 1 is a diagram showing the overall configuration of the form system. The form system 100 mainly includes a form management server 1 and a chat server 3.
The form management server 1 is a computer system including a processor, a storage device (for example, RAM, ROM, hard disk, SSD, etc.), and a network interface, and manages form data D.

The document management server 1 is connected to the chat server 3 via a network (e.g., a WAN, the Internet, etc.) and is capable of sending messages to the chat server 3.

The document management server 1 is also capable of communicating with a first client terminal T1 and a second client terminal T2 via a network. The first client terminal T1 is a mobile terminal such as a tablet terminal or a smartphone, and is used by a worker who works in a factory, plant, etc. in which the document system 100 is installed. Using the first client terminal T1, the worker can refer to the contents of the document data D and edit the contents of the document data D as necessary.

The second client terminal T2 is a terminal such as a personal computer, and is primarily used by the administrator of the form management server 1. The administrator of the form management server 1 can use the second client terminal T2 to create forms for the form data D.

The first client terminal T1 may have the same functions as the second client terminal T2. Specifically, the administrator of the form management server 1 can log in to the form management server 1 as the administrator using the first client terminal T1 and create a form for the form data D.
The second client terminal T2 may have the same functions as the first client terminal T1. Specifically, the administrator of the form management server 1 can use the second client terminal T2 to refer to the contents of the form data D and edit the contents of the form data D as necessary.

For example, based on commands from the first client terminal T1 and the second client terminal T2, the document management server 1 can use information contained in the document data D to analyze various data related to the factory, plant, etc. in which the document system 100 is installed. The results of the analysis of the various data are sent to the first client terminal T1 and the second client terminal T2, and workers, etc. can view the contents.

The chat server 3 is a computer system having a processor, a storage device (e.g., RAM, ROM, hard disk, SSD, etc.), and a network interface, and is a server that provides a chat function between users of the document system 100 (managers and workers of the factory or plant in which the document system 100 is installed).
The chat server 3 is capable of communicating with the first client terminal T1 via the network. A worker can log in to the chat server 3 using the first client terminal T1 and use a chat function provided by the chat server 3 to exchange messages with other workers.

The chat server 3 may also be capable of communicating with the second client terminal T2 via the network. This allows the administrator of the form management server 1 to log in to the chat server 3 using the second client terminal T2 and exchange messages with other workers, etc.

In this embodiment, the chat server 3 manages users who use the chat function in groups called "rooms" that are defined by specific attributes. Rooms are defined, for example, by organization, department, team, etc. to which workers belong. In other words, each room contains workers who belong to the same organization, department, team, etc.

The chat server 3 of this embodiment is capable of providing a closed chat function for each room. Specifically, the chat server 3 allows message exchange only between client terminals of users belonging to one room, and can prohibit message exchange and viewing between client terminals of users not belonging to that one room.
The chat server 3 can also provide a message function for sending messages addressed to one or more rooms. Specifically, the chat server 3 can deliver a message addressed to a room only to the client terminals of users who belong to the addressed room.

The chat server 3 is capable of two-way communication with the form management server 1. For example, the chat server 3 can not only receive messages from the form management server 1, but also notify the form management server 1 of information regarding messages that have been viewed on the chat server 3.

The form system 100 of this embodiment includes a production management system 5. The production management system 5 is a computer system including a processor, a storage device (e.g., RAM, ROM, hard disk, SSD, etc.), and a network interface, and manages various information related to production management of products produced in a factory, plant, etc. in which the form system 100 is installed.
The production management system 5 manages, for example, lot information of products produced in a factory, plant, etc., information on raw materials used in the production of the products, information on workers in charge of specific products, etc. The production management system 5 is capable of communicating with the form management server 1 via a network, and the form management server 1 can input information obtained from the production management system 5 into the form data D.

In the form system 100 of this embodiment, the form management server 1 is capable of communicating, via a network, with equipment 7 provided in a factory, plant, etc. in which the form system 100 is installed. As a result, when the form management server 1 acquires information about a trouble that has occurred in the equipment 7, for example, it can create form data D to be used for a trouble call to the equipment 7 in which the trouble has occurred. Examples of equipment 7 that can communicate with the form management server 1 include sensors (e.g., cameras, thermometers, hygrometers, vibration meters, etc.) provided in product manufacturing equipment, factories, plants, etc.

(3) Functional Block Configuration of the Form Management Server The functional block configuration of the form management server 1 and the chat server 3 will be described with reference to Fig. 2. Fig. 2 is a diagram showing the functional block configuration of the form management server and the chat server. Some or all of the functional blocks of the form management server 1 are realized by executing a program stored in a storage device of the computer system that constitutes the form management server 1.
As shown in FIG. 2, the document management server 1 mainly includes, as functional blocks, a storage unit 11, a creation unit 12, a determination unit 13, and a first transmission/reception unit 14 (an example of a transmission unit).

The memory unit 11 stores the document data D managed by the document management server 1. Examples of the document data D include document data used for inspection work of equipment 7 as shown in FIG. 3, and document data used for supplying parts required for the production of a product as shown in FIG. 4. FIGS. 3 and 4 are diagrams showing examples of document data.

The report data D shown in Figure 3 lists the check items for equipment 7, and the check results for these check items are listed along with check boxes. Meanwhile, the report data D shown in Figure 4 lists the date when the shortage of raw materials occurred, the part number of the part that needs to be supplied, and a button for requesting the supply of that part. In addition, a button for taking a picture and attaching it is located at the end of the part number.

The memory unit 11 also stores a new form creation message M1. The new form creation message M1 is a message indicating that new form data ND has been created by the creation unit 12 of the form management server 1, and is sent to a specific room (called a related room) of the chat server 3.

The creation unit 12 creates new form data ND. The creation unit 12 adds information input by operating the input devices (e.g., touch panels, keyboards, mice, etc.) of the first client terminal T1 and the second client terminal T2 to the target form data D or a blank form described later to create the new form data ND.
In addition, the creation unit 12 can also create new form data ND by adding information obtained from the production management system 5 and the equipment 7 to the form data D or a blank form.

Furthermore, the creation unit 12 can create a blank form (form data D with no information entered) for the form data D. For example, the creation unit 12 provides the first user interface INF1 shown in Fig. 5 to the second client terminal T2, and a user (administrator of the form management server 1) of the second client terminal T2 can create a blank form by operating the first user interface INF1. Fig. 5 is a diagram showing an example of the first user interface for creating a blank form.
The first user interface INF1 has a form display section DIS1 that displays a blank form being created, and a parts list display section PL that displays a list of parts PA (user interfaces) to be arranged on the blank form.

A user of the second client terminal T2 can easily create an empty form, for example, by dragging and dropping a part PA placed in the parts list display unit PL to the desired position of the empty form displayed in the form display unit DIS1.
Depending on the type of the form data D, a blank form may be used as the new form data ND. The blank form may be created using the first client terminal T1 by logging in to the form management server 1 as an administrator using the first client terminal T1.

The determination unit 13 determines whether or not new form data ND has been created in the creation unit 12. When information is input to the form data D in the first client terminal T1 or the second client terminal T2, the determination unit 13 can determine that new form data ND has been created by detecting, for example, that the input of information has been completed and the registration button B1 of the form data D has been pressed.
Depending on the type of the document data D, the determination unit 13 may determine that new document data ND has been created when a blank form for the document data D has been created.

Furthermore, the determination unit 13 can also determine that new report data ND has been created, for example, when information is acquired from the production management system 5 and equipment 7 and input into report data D. In this case, the creation unit 12 may issue an event notification similar to that issued when the registration button B1 is pressed when input of information into report data D is completed.

When the determination unit 13 determines that new form data ND has been created, the first transmission/reception unit 14 transmits a new form creation message M1 indicating that new form data ND has been created to the chat server 3 (the second transmission/reception unit 32).

The form management server 1 has an editing unit 15. The editing unit 15 accepts input operations from the first client terminal T1 and the second client terminal T2, and edits the new form creation message M1 stored in the memory unit 11 in accordance with the accepted input operations. This allows the contents of the new form creation message M1 to be changed arbitrarily as necessary. For example, the new form creation message M1 can include information about the worker related to the new form data ND, the location where a problem occurred in the equipment 7, etc.

The document management server 1 has a second token generation unit 16. In response to a request from the chat server 3, the second token generation unit 16 generates a second token TOK2 for the chat server 3 to access the document management server 1, and transmits it to the chat server 3.

With the above configuration, the form management server 1 can create form data D including blank forms, store the form data D in the storage unit 11, and manage the form data D.
In addition, when report data D to which information has been added, or a blank form is created as new report data ND, a new report creation message M1 indicating that new report data ND has been generated can be sent to the chat server 3, addressed to the room (room ID) indicated in the first token TOK1.

(4) Functional Block Configuration of Chat Server Next, the functional block configuration of the chat server 3 will be described with reference to Fig. 2. Some or all of the functional blocks of the chat server 3 are realized by executing a program stored in a storage device of the computer system that constitutes the chat server 3.
As shown in FIG. 2, the chat server 3 has a memory unit 31, a second transmission/reception unit 32 (an example of a notification unit), an identification unit 33, a message transmission/reception unit 34 (an example of a distribution unit), and a first token generation unit 35.

The storage unit 31 stores various types of information used in the chat server 3 .
Specifically, the storage unit 31 stores room information ROI. The room information ROI is information for exchanging messages between users on a room-by-room basis (chat function). The room information ROI includes room identification information ID, which is a room ID for identifying a room, and user information UI of a user who belongs to the room identified by the room identification information ID.

The memory unit 31 also stores a second token TOK2 for the chat server 3 to access the document management server 1. The second token TOK2 is generated by the second token generation unit 16 of the document management server 1 and transmitted to the chat server 3, for example, when the new document creation message M1 is read and document read information RI (described later) is transmitted to the document management server 1.

Furthermore, the memory unit 31 stores document read information RI (an example of a specified notification). The document read information RI is information about a new document creation message M1 that has been read and whose contents have been confirmed by the user. Specifically, the document read information RI includes, for example, information about the user related to the new document data ND, the time when the new document creation message M1 became read, the time from the time when the document data D was registered to the time when some work related to the new document data ND was started (received), and the time from the start of the work to the completion of the work.

As described below, the above-mentioned document read information RI is notified to the document management server 1 after the new document creation message M1 has been read in the chat server 3. This allows the document management server 1 to refer to the document read information RI and recognize the document data D on which some work has been done, the worker who performed the work, and the time when the work was done, thereby realizing more appropriate management of the document data D (i.e., 4M change management).

The second transmitter/receiver 32 receives the new form creation message M1 and the room ID of the destination of the new form creation message M1 from the form management server 1. The received new form creation message M1 and room ID are transmitted to the identification unit 33.
In addition, the second transmission/reception unit 32 uses the second token TOK2 acquired when the new form creation message M1 has been read to transmit form read information RI corresponding to the new form creation message M1 that has been read to the form management server 1.

In this way, in the form system 100 of this embodiment, the form management server 1 not only sends a new form creation message M1 to the chat server 3, but also the chat server 3 sends form read information RI to the form management server 1, enabling two-way communication between the form management server 1 and the chat server 3.

The identification unit 33 identifies the room (called a related room) that is the destination of the new form creation message M1 received from the second transmission/reception unit 32. Specifically, the identification unit 33 compares the room ID received together with the new form creation message M1 with the room identification information ID of each room information ROI, and identifies the room corresponding to the room information ROI having the room identification information ID that matches the received room ID as the related room that is the destination of the received new form creation message M1. The identification unit 33 transmits the new form creation message M1 received from the second transmission/reception unit 32 and the result of identifying the related room (room information ROI of the identified room) to the message transmission/reception unit 34.

The message transmission/reception unit 34 realizes the exchange of messages (chat function) between users indicated in the user information UI included in the room information ROI. In the chat server 3 of this embodiment, since each user is managed on a room basis, the message transmission/reception unit 34 can realize the chat function on a room basis (exchange of messages only between users included in one room).

In addition, when the message transmission/reception unit 34 receives a new form creation message M1 and a result of identifying a related room from the identification unit 33, the message transmission/reception unit 34 distributes the received new form creation message M1 to the first client terminal T1 and the second client terminal T2 used by the user (worker) indicated in the user information UI included in the room information ROI corresponding to the related room indicated in the identification result.

In response to a request from the document management server 1, the first token generation unit 35 generates a first token TOK1 for the document management server 1 to access the chat server 3, and transmits it to the document management server 1.

With the above configuration, chat server 3 can deliver messages to one or more users belonging to a room defined by specified attributes, thereby realizing a room-based chat function in which messages are exchanged only between that one or more users.
Furthermore, when the form management server 1 receives a new form creation message M1 notifying that new form data ND has been created, the new form creation message M1 can be transmitted to one or more users belonging to the related room that is the destination of the new form creation message M1. In other words, the chat server 3 having the above configuration can efficiently notify one or more users related to the new form data ND that the new form data ND has been created at once, simply by receiving the new form creation message M1 addressed to the related room.

(5) Operation of the Form System When New Form Data is Created (5-1) Operation in the Form Management Server The following describes the operation of the form system 100 when new form data ND is created. First, using Figures 6 and 7, the operation of the form management server 1 when new form data ND is created is described. Figure 6 is a diagram showing the transmission and reception of information between the client terminal, form management server, and chat server of the form system. Figure 7 is a flowchart showing the operation of the form management server when new form data is created. In the following description, the first client terminal T1 and the second client terminal T2 are collectively referred to as "client terminals."

When a user logs in to the form management server 1 using a client terminal and accesses the form management server 1 from the client terminal, the form management server 1 transmits a start screen INF2 as shown in Fig. 8 to the client terminal (steps S101 and S11). The client terminal that receives the start screen INF2 displays the start screen on its display. Fig. 8 is a diagram showing an example of the start screen.
8, the start screen INF2 shows form data D, into which information can be input at a client terminal, by a first icon ICO1. The start screen INF2 also has a second icon ICO2 in the shape of a "+" for adding form data D to the start screen INF2.

In parallel with step S101, the chat server 3 transmits a chat screen to the client terminal, and the client terminal displays the chat screen on its display (step S102).

Thereafter, the user uses the start screen INF2 displayed on the client terminal to select the form data D into which the new information has been input.
Specifically, the user designates a specific first icon ICO1 on the start screen INF2 being displayed on the display of the client terminal (for example, by touching one of the first icons ICO1 or by clicking one of the first icons ICO1 with the mouse), and selects the report data D into which he or she wishes to enter new information.
The client terminal that has accepted the selection of the form data D transmits a transmission request for the selected form data D to the form management server 1 (step S103).

The first transmitting/receiving unit 14 of the form management server 1 that has received the transmission request for the form data D extracts the form data D requested for transmission from the storage unit 11 and transmits it to the client terminal (steps S104 and S12). The client terminal that has received the form data D displays the form data D on its display as shown in Figs. 4 and 5.
The user uses the input device of the client terminal to input information that he or she wishes to add to the displayed form data D. The information input at the client terminal is transmitted to the form management server 1 (step S105), and the creation unit 12 of the form management server 1 adds the received information to the specified position of the form data D (step S13).

The determination unit 13 of the form management server 1 determines whether or not the addition of information to the form data D has been completed and new form data ND has been created (step S14).
Specifically, after completing the addition of information to the report data D, the judgment unit 13 judges that new report data ND has been created when the client terminal notifies the report management server 1 that the registration button B1 has been pressed on the report data D displayed on the client terminal (step S106).

If the determination unit 13 does not determine that new form data ND has been created ("No" in step S14), the process waits until the registration button B1 is pressed and new form data ND is created. If the addition of information is stopped (cancelled) while the form data D is being displayed, the operation of creating the new form data ND is terminated.
On the other hand, if the judgment unit 13 judges that new document data ND has been created ('Yes' in step S14), the first transmission/reception unit 14 of the document management server 1 sends a new document creation message M1 to the chat server 3 using the first token TOK1 (steps S107, S15).

Specifically, the first transmitter/receiver 14 extracts information regarding the room that is the destination of the new form creation message M1 from the first token TOK1 (for example, the room ID of the room that is the destination of the new form creation message M1), and sends the new form creation message M1 to the chat server 3, with the room extracted from the first token TOK1 as the destination.
The first token TOK1 is obtained by the first transmitter/receiver 14 requesting the chat server 3 to generate and transmit the first token TOK1 every time the first transmitter/receiver 14 transmits a new form creation message M1.

In another embodiment, the first token TOK1 may be acquired in advance and stored in the memory unit 11, and may include information regarding the expiration date of the first token TOK1. In this case, the first transceiver 14 may request the chat server 3 to generate and transmit the first token TOK1, taking into account the expiration date of the first token TOK1.

The new form creation message M1 is displayed on the display of a client terminal used by a user belonging to the related room. After sending the new form creation message M1, the second token generation unit 16 of the form management server 1 determines whether or not a request to generate a second token TOK2 (step S110) has been sent from the chat server 3. The request to generate a second token TOK2 is made from the chat server 3 to the form management server 1 when the content of the new form creation message M1 being displayed on the client terminal is confirmed (the message has a read status) (step S109).

If a request to generate the second token TOK2 is not made ("No" in step S16), the document management server 1 waits until a request to generate the second token TOK2 is made. Note that, for example, if a request to generate the second token TOK2 is not made for a long period of time, the document management server 1 may end its operation.
On the other hand, if a request for generating the second token TOK2 has been made ("Yes" in step S16), the second token generating unit 16 generates the second token TOK2 and transmits it to the chat server 3 (steps S111, S17).

After transmitting the second token TOK2 to the chat server 3, if the first transceiver 14 of the document management server 1 receives document read information RI from the chat server 3 (step S112), the document management server 1 executes processing using the received document read information RI (step S18). For example, the document management server 1 stores information included in the document read information RI in the memory unit 11 or the like for managing new document data ND.

(5-2) Operation of the Chat Server Next, the operation of the chat server 3 when new form data ND is created will be described with reference to Fig. 6 and Fig. 9. Fig. 9 is a flowchart showing the operation of the chat server when new form data is created.
When a user logs in to the chat server 3 using a client terminal and accesses the chat server 3 from the client terminal, the chat server 3 transmits a chat screen INF3 as shown in Fig. 10 to the client terminal (steps S102 and S21). The client terminal that receives the chat screen INF3 displays the chat screen on its display. Fig. 10 is a diagram showing an example of the chat screen.

As shown in FIG. 10, chat screen INF3 has a room display field A1, a chat field A2, and an information display section DIS2. The room display field A1 displays the room names registered in the chat server 3. Below the name of the room to which the user belongs, the names of other users who belong to that room are displayed. In the example shown in FIG. 10, a "department room" and a "group room" are registered as rooms, and the user using chat screen INF3 shown in FIG. 10 is in the group room.

Chat section A2 displays speech bubbles CH that contain the contents of chats between users belonging to the room. Near the speech bubbles CH, the name of the user who posted the chat and an image (e.g., a photo of the user's face, avatar, etc.) and the date and time the chat was posted are displayed. The information display unit DIS2 displays information (e.g., images, etc.) shared in chats made in chat section A2.

Returning to FIG. 9, while the chat screen INF3 is displayed on the client terminal, the second transmitting/receiving unit 32 of the chat server 3 determines whether or not a new form creation message M1 has been received from the form management server 1 (steps S107, S22).
If the new form creation message M1 is not received ("No" in step S22), normal chat (exchange of messages between users) using the chat screen INF3 continues.

On the other hand, if a new form creation message M1 is received ('Yes' in step S22), the second transmission/reception unit 32 transmits the received new form creation message M1 and the destination of the new form creation message M1 to the identification unit 33 of the chat server 3.
The identification unit 33, which has received the new form creation message M1, identifies the related room that is the destination of the received new form creation message M1 (step S23). Specifically, the identification unit 33 identifies, as the related room, the room corresponding to the room information ROI having the room identification information ID that matches the information (room ID) related to the room that is the destination of the new form creation message M1 received together with the new form creation message M1. After identifying the related room, the new form creation message M1 and the identification result of the related room (room information ROI of the related room) are transmitted to the message transmission/reception unit 34.

Thereafter, the message sending/receiving unit 34 of the chat server 3 distributes the new form creation message M1 received from the identification unit 33 to the client terminals of all users included in the room information ROI of the related room (i.e., users belonging to the related room) (steps S108, S24).
On the chat screen INF3 of the user to whom the new form creation message M1 has been delivered, a speech bubble CH1 including the statement "A new form has been created" and a link LN to "Abcdef" is displayed as the new form creation message M1, as shown in Fig. 11. The link LN included in the new form creation message M1 is a link for directly accessing the new form data ND. By including such a link LN in the new form creation message M1, the new form data ND can be immediately accessed by clicking, touching, or the like on the chat screen INF3.
FIG. 11 is a diagram showing an example of a chat screen on which a new form creation message is displayed.

While the new form creation message M1 is displayed on the chat screen INF3, the chat server 3 determines whether an operation has been performed on the link LN of the new form creation message M1 and the contents of the new form creation message M1 have been confirmed (steps S109, S25).
If the contents of the new form creation message M1 have not been confirmed ("No" in step S25), the process waits with the new form creation message M1 displayed on the chat screen INF3.

On the other hand, if the contents of the new form creation message M1 are confirmed on the chat screen INF3 ('Yes' in step S25), the second transmission/reception unit 32 of the chat server 3 sends a request to generate a second token TOK2 to the form management server 1 (steps S110, S26).
If the second token TOK2 is not received from the document management server 1 as a result of the request to generate the second token TOK2 ("No" in step S27), the process waits until the second token TOK2 is received.

On the other hand, if the second token TOK2 is received from the document management server 1 ("Yes" in step S27), the second transceiver 32 of the chat server 3 uses the second token TOK2 to send document read information RI, which is information about the new document creation message M1 that has been read and whose contents have been confirmed by the user, to the document management server 1 (steps S112, S28).

(6) Summary In the document system 100 according to the first embodiment described above, when new document data ND is created in the creation unit 12 of the document management server 1, the first transceiver unit 14 of the document management server 1 sends a new document creation message M1 indicating that new document data ND has been created to the chat server 3, addressed to the related room to which the user related to the new document data ND belongs.
In addition, the identification unit 33 of the chat server 3 that receives the new form creation message M1 identifies the related room that is the destination of the received new form creation message M1, and the message sending/receiving unit 34 of the chat server 3 delivers the received new form creation message M1 to the users belonging to the identified related room.

One or many users related to the new document data ND can belong to a related room, and the chat server 3 can distribute messages addressed to the related room to all users belonging to the related room at once. Therefore, in the document system 100, when new document data ND is created in the document management server 1, by simply sending a new document creation message M1 to the related room of the chat server 3, it is possible to efficiently notify many users related to the new document data ND that the new document data ND has been created.

2. Second embodiment As described above, in the form system 100, form data D into which information can be input at the client terminal is displayed by a first icon ICO1 on the start screen INF2 displayed on the client terminal when the client terminal accesses the form management server 1. By specifying a specific first icon ICO1 on the start screen INF2, the form data D indicated by the specific first icon ICO1 can be displayed on the client terminal.
The arrangement of the first icon ICO1 on the start screen INF2 may be associated with, for example, each user who can log in to the document management server 1, each terminal used by the user, or each group of users, and stored in the storage unit 11. This allows the arrangement of the first icon ICO1 on the start screen INF2 to be set independently for each user, each terminal, and each group.

In addition, settings such as the placement of the first icon ICO1 on the start screen INF2 for each user may be associated with a specified identification code. This specified identification code may be printed and affixed to a specified location in the factory, plant, etc. in which the document system 100 is installed. The above-mentioned specified identification code may be, for example, a QR code (registered trademark), a barcode, or an AR marker. This makes it possible to easily reproduce the placement of the first icon ICO1 previously set by the user, simply by reading this identification code with the client terminal.

3. Other embodiments Although one embodiment of the present invention has been described above, the present invention is not limited to the above embodiment, and various modifications are possible without departing from the gist of the invention. In particular, the multiple embodiments and modifications described in this specification can be arbitrarily combined as necessary.
(A) In the first embodiment described above, the processing order and/or processing content of each step shown in the flowcharts shown in FIGS. 6 to 8 and 10 can be changed without departing from the spirit and scope of the present invention.

(B) The form management server 1 and the chat server 3 may be realized in a single computer system. For example, this can be realized by installing a program that functions as the form management server 1 and a program that functions as the chat server 3 in the single computer system.

(C) The first token TOK1 may be associated with a registration button B1 for new form data ND, and when the registration button B1 for new form data ND is pressed, the first transmitter/receiver 14 may extract information about the room that is the destination of the new form data ND from the first token TOK1. In this case, the first token TOK1 is associated with the registration button B1 when a template for the new form data ND is created.

In addition, the first token TOK1 to be associated with the registration button B1 may be obtained by the document management server 1 requesting the chat server 3 to generate and transmit the first token TOK1 when associating the first token TOK1 with the registration button B1.
Alternatively, the user may select one of the tokens that have been created in advance in the chat server 3, and associate the selected TOK with the registration button B1 as the first token TOK1.

The present invention can be widely applied to a report management method for managing report data used in various tasks, and a report system for managing report data.

100 Form system 1 Form management server 11 Memory unit 12 Creation unit 13 Determination unit 14 First transmission/reception unit 15 Editing unit 16 Second token generation unit 3 Chat server 31 Memory unit 32 Second transmission/reception unit 33 Identification unit 34 Message transmission/reception unit 35 First token generation unit 5 Production management system 7 Equipment T1 First client terminal T2 Second client terminal D Form data ND New form data M1 New form creation message

Claims (6)

A form management method in a form system including a form management server that manages form data having a registration button, and a chat server that delivers messages to one or more users who belong to a room defined by a predetermined attribute, comprising:
a step in which the form management server detects an event that the registration button is pressed and determines whether new form data has been created;
when it is determined that the new form data has been created, the form management server transmits a new form creation message indicating that the new form data has been created to the chat server, the new form creation message being associated with the registration button of the new form data and extracted from a first token acquired from the chat server;
When the chat server receives the new form creation message from the form management server, the chat server identifies the related room that is the destination of the received new form creation message;
a step of the chat server distributing the received new form creation message to users who belong to the identified related room;
A document management method comprising: 2. The form management method according to claim 1, further comprising the step of: said form management server accepting an input operation from a client terminal , and editing the content of said new form creation message in accordance with the accepted input operation. a step of the document management server generating a second token for accessing the document management server and transmitting the second token to the chat server;
a step of the chat server sending a predetermined notification to the document management server using the second token received from the document management server;
The document management method according to claim 1 or 2, further comprising: A form system including a form management server that manages form data having a registration button, and a chat server that delivers messages to one or more users who belong to a room defined by a predetermined attribute,
The form management server includes:
a determination unit that detects an event that the registration button is pressed and determines whether new form data has been created;
a transmission unit that, when it is determined that the new form data has been created, transmits a new form creation message indicating that the new form data has been created to the chat server, the message being associated with the registration button of the new form data and extracted from a first token obtained from the chat server;
having
The chat server,
an identification unit that identifies the related room that is the destination of the received new form creation message when the new form creation message is received from the form management server;
a distribution unit that distributes the received new form creation message to users who belong to the identified related room;
A report system having the above structure. 5. The form system according to claim 4, wherein the form management server further comprises an editing unit that receives an input operation from a client terminal and edits the content of the new form creation message in accordance with the received input operation. the form management server further includes a token generating unit that generates a second token for accessing the form management server and transmits the second token to the chat server;
the chat server further includes a notification unit that issues a predetermined notification to the form management server by using the second token received from the form management server;
6. A form system according to claim 4 or 5.

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