JP2001318868A - Document management method, device for executing the method, and recording medium recording the processing program - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a technique capable of supporting the quick grasp of information directly related to drafting. SOLUTION: This method for managing a document for managing a document and an electronic mail by relating them to each other comprises a step for making mail item information for identifying an electronic mail related with the drafting of a drafted document correspond to the drafted document and a step for obtaining and displaying electronic mail data identified by the mail item information corresponding to the drafted document.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a document management apparatus for managing an electronic document including an electronic mail, and more particularly to a technique effective when applied to a document management apparatus for managing a document in association with an electronic mail. It is.

[0002]

2. Description of the Related Art When a company or organization obtains the approval of a supervisor or a related department, a main person (hereinafter referred to as a drafter) prepares a draft (hereinafter referred to as a draft document) and then prepares the draft document. A method of circulating and obtaining approval from the approver is adopted.
In most cases, draft a draft document (hereinafter referred to as draft)
There has been some discussion between stakeholders before. Recently, e-mail has been increasingly used as a means of discussion before drafting. Japanese Patent Application No. 11-2 filed earlier by the applicant of the present application
No. 63157 describes an e-mail information management system that manages a plurality of e-mails exchanged up to drafting as one case. In this system, the discussion process before drafting is managed in three types of units: an "email matter" that bundles multiple e-mails, an individual "e-mail" belonging to an e-mail matter, and an "attached file" attached to an e-mail. I have. On the other hand, a draft document after drafting is managed by a drafting received document management system centered on a document management function. This drafting receipt document management system creates a drafting form based on index information such as the subject name, document classification name and approval route input from the drafter, and drafting text such as drafting content, and generates a document related to this drafting form. It has a registration function for registering as a draft document in an attached form, and a decision function for an approver or the like to make a decision process with reference to the registered draft document.

[0003]

In such a conventional method, the process of discussion before drafting and the drafting document after drafting are separately managed. Of the discussions before drafting, such as what kind of exchanges were made between the documents and how the related materials were modified), making it difficult for the approver to obtain the material to judge approval / disapproval. There is a problem that is. In addition, there is a problem that it is difficult to confirm the drafting status (whether drafted or not, progress of approval, etc.) of a certain item for which discussion has been completed. An object of the present invention is to solve the above-mentioned problem and to provide a technology capable of supporting more quickly grasping information directly related to drafting.

[0004]

SUMMARY OF THE INVENTION The present invention relates to a document management apparatus for managing a document and an electronic mail in association with each other, in which a draft document and an electronic mail relating to drafting of the draft document are managed in association with each other. .

In the present invention, when a draft document is registered in the document management system, mail case information for referring to a mail case related to drafting of the draft document is added to the draft document. Thus, when referring to the draft document, it is possible to easily refer to the background before drafting the document, and it becomes easier for the approver to determine approval / non-approval. In addition, since the draft document and the mail item are managed in association with each other even after the approval is completed, it is easy to refer to the entire process before drafting and the content after drafting as a whole.

According to the present invention, in addition to the addition of the mail case information, when the draft document is registered in the document management system, the mail and the attached file included in the mail case related to the draft document, particularly, Information for referring to a document closely related to the draft document is added to the draft document. As a result, a specific mail or attached file directly related to the drafting can be quickly referenced from the drafting document. As a result, the approver can more quickly grasp the information directly related to the drafting, and the approval / non-approval determination is further facilitated.

According to the present invention, when a draft document is registered, information for referring to the draft document is added to a mail case related to the draft document. As a result, it is possible to easily refer to the drafting status such as whether or not a draft based on the email draft has been made from the email draft.

As described above, according to the document management apparatus of the present invention, a document is managed in association with an e-mail associated with the drafting of the document, so that it is possible to more quickly grasp information directly related to the drafting. Is possible.

[0009]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS (Embodiment 1) A document management apparatus according to a first embodiment for adding mail case information for referring to a mail case related to drafting of a draft document to the draft document will be described below.

FIG. 1 is a diagram showing a schematic configuration of a document management apparatus according to this embodiment. As shown in FIG. 1, the document management system server 10 of the present embodiment
06 and a mail case display processing unit 107.

The mail item association processing unit 106 is a processing unit for associating mail item information for identifying an electronic mail related to drafting of a draft document with the draft document. The mail case display processing unit 107 is a processing unit that acquires and displays electronic mail data identified by the mail case information associated with the draft document.

The document management system server 10 is connected to the mail case association processing unit 106 and the mail case display processing unit 107.
It is assumed that a program for functioning as is recorded on a recording medium such as a CD-ROM, stored on a magnetic disk or the like, and then loaded into a memory and executed. The recording medium for recording the program may be a recording medium other than the CD-ROM.

In the document management system according to the present embodiment, the document management system server 10 includes user terminals 20 and 30 and a network 4 such as a LAN, the Internet, or a public line.
0 is provided. Although FIG. 1 shows two user terminals, more user terminals can be connected.

On the document management system server 10, a draft received document management system 100, an electronic mail system 11
0, three systems of the e-mail information management system 120 are operating. Note that it is also possible to operate these three systems on separate servers and connect the servers via a network.

The draft received document management system 100 includes a document registration processing unit 101, a document search processing unit 102, a draft received document management table 103 for managing data relating to a draft received document (hereinafter abbreviated as a draft document), A cooperative processing unit 104 that performs processing for registering information on correspondence between a document and a mail matter, processing for extracting mail matter data attached from a draft document, and the like, and a mail matter associated with the draft document and the draft document And a correspondence management table 105 for managing the correspondence information. In the present embodiment, the document registration processing unit 101 registers and updates a document from a user. The document search processing unit 102 searches for a document based on a search condition input by a user.

The electronic mail system 110 comprises a mail control processing unit 111 and a sent / received mail management table 112 for managing sent / received mail data. In the present embodiment, the mail control processing unit 111 controls transmission / reception of electronic mail data.

The electronic mail information management system 120
Is composed of a mail case registration processing unit 121, a mail case search processing unit 122, and a mail case management table 123 for managing data on mail cases. In the present embodiment, the mail matter registration processing unit 121 extracts a mail from the sent / received mail management table 112, registers it in the mail matter management table 123, and updates it. The mail matter search processing unit 122 searches for mail matter data based on search conditions input by a user. The user terminal 20 includes a processing device 21, a display device 22, and an input device 2.
3 and the user terminal 30 has the same function.

FIG. 2 is a view showing an example of the draft received document management table 103 according to this embodiment. Next, an example of items of the draft received document management table 103 in the draft received document management system 100 will be described with reference to FIG.

The draft received document management system 100 manages draft document data input by a user in a draft received document management table 103. The draft receipt document management table 103 includes a draft document number 201 for identifying the draft document.
, A subject 202 which is the title of the draft, a draft date 203 indicating the draft date, a draft 204 indicating the content of the inquiry at the time of drafting, a drafter 205 drafting the draft document, and a decision route after drafting , A document classification name 207 indicating the class name of the draft document, a storage period 208 indicating the storage period of the draft document, an attachment number 209 for identifying the attached document of the draft sheet, It consists of an attached document name 210 indicating the title and an attached document body 211 storing the body of the attached document.

Here, the draft received document management table 103
The concept of a unit for managing data will be described below. In the draft received document management system of the present embodiment, the draft document is composed of a draft slip and a plurality of attached materials related to the draft. The drafting form is composed of data such as a subject, drafting date, drafter, approval route, document classification name, storage term and the like, which are index information of drafting, and drafting content which is drafting text. On the other hand, the attached material is composed of the material text and the material name related to the drafting. In the present embodiment, an example will be described in which a document and a mail matter are attached as the attached material.

FIG. 3 shows a correspondence management table 10 according to this embodiment.
FIG. 5 is a diagram showing an example of a fifth example. Next, an example of items of the correspondence management table 105 in the draft received document management system 100 will be described with reference to FIG. The correspondence management table 105 includes a draft document number 301 for identifying a draft document when a draft document is associated with an email case, and an email case as data relating to the email case associated as an attachment to the draft document. Attached email matter number 302, a specific email number 303 that identifies a specific email directly related to drafting in emails belonging to the attached email matter, and an email file number directly related to drafting in an attached file belonging to the attached email matter. It consists of an item of a specific attached file number 304 for identifying a specific attached file.

FIG. 4 is a diagram showing an example of the mail case management table 123 of the embodiment. Next, an example of items of the mail case management table 123 in the electronic mail information management system 120 will be described with reference to FIG. The e-mail information management system 120 transmits and receives e-mail information
Is managed in the mail case management table 123. The mail case management table 123 includes a case number 401 identifying a mail case, a case name 402 indicating a case title, a mail number 403 identifying a mail belonging to the case, and a transmission indicating a sender of the mail belonging to the mail case. 404, a recipient 405 indicating the recipient of the mail, a transmission date 406 indicating the transmission date and time of the mail, and a mail title 4 indicating the title of the mail.
07, a mail body 408 for storing the body of the mail,
The file includes an attached file number 409 for identifying an attached file attached to the mail, an attached file name 410 indicating the title of the attached file, and an attached file body 411 for storing the attached file body.

Here, the concept of a unit for managing data in the mail case management table 123 will be described. In the e-mail information management system 120 of the present embodiment, the mail matter is composed of a plurality of mails, and individual mails among them are index information of mails such as a sender, a receiver, a transmission date and time, a mail title, and a mail. It consists of a text and multiple attachments. Here, the email matter will be described in detail. The transmission and reception of individual e-mails that users exchange on different agendas are managed by the concept of "item". It is assumed that a certain user can send a new agenda by e-mail and start a discussion, so that one case can be made, and e-mails that the user subsequently exchanged with other users are grouped as a "matter". By providing such a concept, with respect to a certain discussion, all users who have been involved in sending and receiving e-mail can be managed as one unit including e-mail sent and received by others.

The processing of each of the document management system server 10 and the user terminals 20 and 30 according to the system configuration shown in FIG. 1 will be described below. FIG. 5 is a flowchart showing a processing procedure of the mail matter attachment processing according to the present embodiment.
First, the process of attaching the mail item data to the drafting slip as an attachment will be described with reference to FIG.

First, the mail case association processing unit 106 of the cooperative processing unit 104 searches the electronic mail information management system 120 for a mail case based on the search conditions input from the input device 23 of the user terminal 20. The result is displayed on the user terminal 20, and the selection of the corresponding mail item from the user is accepted (step 501).

Next, the mail item association processing unit 106
Accepts an input from the user indicating whether or not to attach the mail matter selected by the user to the drafting form and determines the content (step 502). If the mail matter is not to be attached to the drafting form, the mail matter The attachment processing 500 ends. When attaching the mail matter to the drafting form, the draft document number 201 is obtained from the draft receipt document management table 103, and the case number 401 is obtained from the mail matter management table 123.
Is acquired and stored in the correspondence management table 105 (step 503).

Next, the mail item association processing unit 106
An input indicating whether the specific mail or the specific attached file is to be emphasized is received from the user, and the content is determined (step 504). If neither is emphasized, the mail matter attachment process 500 ends.

When the specific mail is emphasized in step 504, an input for selecting the corresponding mail is received from the user (step 505), the mail number 403 is obtained from the mail case management table 123, and the corresponding management table 105 is obtained. Store (step 506), step 50
Return to 4. When the specific attached file is emphasized, an input for selecting the corresponding mail is received from the user, and the contents of the mail are displayed on the user terminal 20 (step 51).
1) After receiving an input to select an attached file from the user (step 512), the mail matter management table 12
3 and obtains the attached file number 409, stores it in the correspondence management table 105, and returns to step 504.

FIG. 6 is a flowchart showing the processing procedure of the mail item display processing according to this embodiment. Next, a process of displaying the mail item data attached as an attachment to the draft sheet will be described with reference to FIG.

First, the mail case display processing unit 107 of the cooperation processing unit 104 acquires the attached mail case number 302 of the mail case associated with the draft document from the correspondence management table 105 (step 601), and the attached mail case number Based on the 302, the corresponding mail case data (case name 402, mail title 407, attached file name 410, etc.) is obtained from the electronic mail information management system 120, and a mail case display list showing the contents of the mail case is created ( Step 602).

Next, the mail item display processing unit 107 searches the correspondence management table 105 for the associated specific mail number 303 or specific attached file number 304, and determines whether there is a specific mail number or specific attached file number. It is determined whether both the specific mail number and the specific attached file number are present (step 603). If both numbers do not exist, the process proceeds to step 607.

If there is a specific mail number in step 603, the corresponding mail title 407 and the like are obtained from the mail case management table 123 in step 604, and
At step 605, emphasis processing such as adding a ★ mark beside the matching mail title in the mail case display list is performed, and the process proceeds to step 606.

If there is a specific attached file number in step 603, the corresponding attached file name 410 or the like is obtained from the mail case management table 123 in step 611, and in step 612 the matching attached file name in the mail case display list is obtained. The emphasis processing such as adding a ★ mark beside the is performed, and the process proceeds to step 606.

At step 606, it is determined whether there is any other mail case information associated with the draft document. If there is, the process returns to step 603. If not, the process returns to step 607. Is displayed on the display device 22 of the user terminal 20, and the mail item display processing 6
End 00. FIG. 7 shows an example of a screen of the mail item display list displayed on the display device 22 of the user terminal 20.

FIG. 7 is a view showing an example of a mail item display list display screen of the present embodiment. As shown in FIG. 7, on the mail matter display list display screen of the present embodiment, the mail matter associated with the draft document for the seminar attendance visit is displayed, and the mail and the attached file directly related to the draft are highlighted. ing.

In the above description, the method of adding information for referring to the mail case related to the drafting document to the drafting document has been described. However, the same items as the mail case management table 123 are added to the draft collection document management table 103. Alternatively, the mail case data may be copied from the mail case management table 123 to the draft collection document management table 103.

As described above, in the present embodiment, by associating the draft document with the mail matter, when referring to the draft document, it is possible to easily refer to the background before drafting the draft document, and the It becomes easier to determine non-approval. Also, in addition to associating the email matter with the draft document, of the emails and attached files included in the email matter,
In particular, by associating the drafting document with a closely related one, it becomes possible to quickly refer to a specific mail or attached file directly related to the drafting from the drafting document, and the approver can more quickly grasp the information directly related to the drafting. In addition, the determination of approval / non-approval is further facilitated.

As described above, according to the document management apparatus of the present embodiment, a document is associated with an e-mail related to drafting of the document and managed, so that it is possible to more quickly grasp information directly related to drafting. It is possible to

(Embodiment 2) A document management apparatus according to Embodiment 2 for associating related draft document information for identifying a draft document related to an electronic mail with the electronic mail will be described below. In the first embodiment, the method of adding information for referring to the draft matter related to the draft document to the draft document has been described. However, the information for referencing the draft document is added to the draft email related to the draft document. It is also possible. In the present embodiment, a method for adding information for referring to a draft document related to a mail matter to the mail matter will be described.

FIG. 8 is a diagram showing a schematic configuration of the document management apparatus of this embodiment. As shown in FIG. 8, the document management system server 10 of the present embodiment
3 and a draft status display processing unit 704.

Draft document association processing section 703 is a processing section for associating related draft document information for identifying a draft document related to an electronic mail with the electronic mail. The draft status display processing unit 704 is a processing unit that acquires and displays draft document data identified by the related draft document information associated with the electronic mail.

A program for causing the document management system server 10 to function as the drafting document association processing unit 703 and the drafting status display processing unit 704 is recorded on a recording medium such as a CD-ROM and stored on a magnetic disk or the like. It shall be loaded into memory and executed. The recording medium for recording the program may be a recording medium other than the CD-ROM.

The basic system configuration of this embodiment is the same as that of the first embodiment. Only different points will be described with reference to FIG. The e-mail information management system 120 according to the present embodiment includes, in addition to the configuration of the first embodiment, a coordination processing unit 701 that performs processing for registering correspondence information between a mail case and a draft document, processing for determining the drafting status from the mail case, and the like. And a correspondence management table 702 for managing the correspondence information of the draft document associated with the mail case.

FIG. 9 shows a correspondence management table 70 according to this embodiment.
FIG. 2 is a diagram showing an example of the second embodiment. Next, an example of items of the correspondence management table 702 in the electronic mail information management system 120 will be described with reference to FIG. The correspondence management table 702 includes items of a case number 801 for identifying a mail case when a mail case is associated with a draft document and a related draft document number 802 for identifying a draft document associated with the mail case.

The draft document association processing unit 703 of the cooperation processing unit 701 according to the present embodiment, when an email matter is attached to a drafting slip and a draft document is registered, the mail matter number 401 of the corresponding mail matter is changed to a mail matter number. The corresponding draft document number 201 is obtained from the draft received document management table 103 from the management table 123 and stored in the correspondence management table 702.

FIG. 10 is a flowchart showing the processing procedure of the drafting status display processing of this embodiment. Next, with reference to FIG. 10, a process of displaying a draft status such as whether or not a draft based on the email draft has been made from the email draft will be described.

First, the draft status display processing unit 704 of the cooperation processing unit 701 searches whether or not the case number of the corresponding mail case exists in the correspondence management table 702 (step 9).
01). If the case number 801 is found in step 901, the related draft document number 802 associated with the mail case is acquired (step 902), and the draft document data (in the draft received document management table 103) based on the document number (step 902). The title 202, the draft date 203, the draft content 204, the drafter 205, etc.) are acquired (step 903), and the draft document data is displayed on the user terminal 20 (step 90).
4), the drafting status display processing 900 ends.

If the case number 801 does not exist in step 901, the fact that it has not been drafted is displayed on the user terminal 20 (step 911), and the drafting status display processing 900 ends. By utilizing the approval progress management function of the draft receipt document management system 100, it is possible to display the approval progress after drafting in addition to displaying the draft information.

In the above description, the method of managing the correspondence information between the draft document and the mail matter on the draft receipt document management system 100 side and the e-mail information management system 120 side has been described. The correspondence information can be managed by a server different from the server 10.

As described above, in this embodiment, the drafting document is associated with the mail case so that the drafting status such as whether the draft based on the mail case has been made from the mail case can be easily referred to. Become.

As described above, according to the document management apparatus of the present embodiment, a document is managed in association with an electronic mail associated with the drafting of the document, so that it is possible to more quickly grasp information directly related to the drafting. It is possible to

[0052]

According to the present invention, since a document and an electronic mail related to drafting of the document are managed in association with each other, it is possible to support quicker grasp of information directly related to drafting.

[Brief description of the drawings]

FIG. 1 is a diagram illustrating a schematic configuration of a document management apparatus according to a first embodiment.

FIG. 2 is a draft received document management table 103 according to the first embodiment.
It is a figure showing an example of.

FIG. 3 is a diagram illustrating an example of a correspondence management table 105 according to the first embodiment.

FIG. 4 is a diagram illustrating an example of a mail case management table 123 according to the first embodiment.

FIG. 5 is a flowchart illustrating a processing procedure of a mail matter attachment process according to the first embodiment.

FIG. 6 is a flowchart illustrating a processing procedure of a mail item display process according to the first embodiment.

FIG. 7 is a diagram illustrating an example of a mail case display list display screen according to the first embodiment.

FIG. 8 is a diagram illustrating a schematic configuration of a document management apparatus according to a second embodiment.

FIG. 9 is a diagram illustrating an example of a correspondence management table 702 according to the second embodiment.

FIG. 10 is a flowchart illustrating a procedure of a draft status display process according to the second embodiment.

[Explanation of symbols]

DESCRIPTION OF SYMBOLS 10 ... Document management system server, 20 and 30 ... User terminal, 21 ... Processing device, 22 ... Display device, 23 ... Input device, 40 ... Network, 100 ... Draft receipt document management system, 101 ... Document registration processing part, 102 ... Document search processing unit, 103: Draft received document management table, 104: Cooperation processing unit, 105: Correspondence management table, 110: E-mail system, 111: Mail control processing unit, 112: Transmission / reception mail management table, 120: E-mail Information management system, 121: mail case registration processing unit, 122: mail case search processing unit, 123: mail case management table, 106: mail case association processing unit, 107: mail case display processing unit, 201: draft document number, 202: subject, 203: draft date, 204: draft content, 205: drafter, 206: decision Door, 207 ... document classification name, 208
... Aging period, 209 ... Attachment document number, 210 ... Attachment document name, 211 ... Attachment text, 301 ... Draft document number, 3
02: attached email matter number, 303: specific email number,
304: specific attached file number, 401: case number, 4
02 ... case name, 403 ... mail number, 404 ... sender,
405: recipient, 406: date and time of transmission, 407: mail title, 408: mail text, 409: attached file number, 410: attached file name, 411: attached file text, 500: mail case attachment processing, 600: mail case display Processing: 701: cooperation processing unit, 702: correspondence management table, 703: drafted document association processing unit, 704: drafted status display processing unit, 801: case number, 802: related drafted document number, 900: drafted status display process

Continued on the front page (72) Inventor Tohru Takahashi 890 Kashimada, Saiwai-ku, Kawasaki-shi, Kanagawa Prefecture, Ltd.Business Solution Development Headquarters, Hitachi, Ltd. Business Solution Development Division (72) Inventor Tomoizumi Yonega 890 Kashimada, Saiwai-ku, Kawasaki-shi, Kanagawa Prefecture F-term in Business Solution Development Division, Hitachi, Ltd. 5B049 EE00 GG02

Claims (5)

[Claims] 1. A document management method for managing a document and an e-mail in association with each other, wherein a mail item information for identifying an e-mail associated with the drafting of the drafting document is associated with the drafting document;
Acquiring and displaying electronic mail data identified by the mail case information associated with the draft document. 2. The document management method according to claim 1, wherein the mail case information includes specific mail information indicating that a specific electronic mail or an attached file associated with the draft document is emphasized. Method. 3. A document management method for managing a document and an e-mail in association with each other, a step of associating related draft document information for identifying a draft document associated with the e-mail with the e-mail, Acquiring and displaying the document data identified by the related draft document information obtained. 4. A document management apparatus for managing a document and an e-mail in association with each other, comprising: a mail case association processing unit for associating mail case information for identifying an e-mail associated with the drafting of the drafting document with the drafting document; And a mail case display processing unit for acquiring and displaying electronic mail data identified by mail case information associated with the draft document. 5. A computer-readable recording medium on which a program for causing a computer to function as a document management device for managing a document and an e-mail in association with each other is used to identify an e-mail related to drafting of a draft document. The computer functions as a mail case association processing unit that associates the mail case information with the draft document and a mail case display processing unit that acquires and displays the email data identified by the mail case information associated with the draft document A recording medium characterized by recording a program for causing the program to execute.