JP2002342342A - Document management method and its execution system, and its processing program and recording medium - Google Patents

Abstract

(57) [Summary] [PROBLEMS] To provide a technique capable of utilizing a document group provided with appropriate bibliographic information as an effective information sharing means. SOLUTION: A step of specifying a document creation application used for creating a document to be registered, analyzing a fixed document type and description contents of the document to be registered, and assigning each paragraph in the document to the paragraph. Converting the style name into a tag name, converting a character string included in the paragraph into structured document description language data as the content of the tag, and outputting the structured document description language data; and extracting bibliographic information from the structured document description language data. Extracting a partial structure corresponding to bibliographic information from the structured document description language data by applying a definition rule, and outputting bibliographic information setting screen data reflecting the extraction result; and And receiving a document registration request from a registrant.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

[0001] 1. Field of the Invention [0002] The present invention relates to a document management system for storing and managing documents, and more particularly to a document management system for storing and managing documents in a data format unique to an application created using various commercially available document creation applications. It relates to technology that is effective when applied to a system.

[0002]

2. Description of the Related Art In recent years, it has become commonplace to accumulate documents created in each department in a document management system and use them as information sharing means between departments in order to increase office productivity. In each department, various commercially available document creation applications are used for document creation, and documents in a data format unique to the application are created.

In the conventional document creation application, a font, a character size,
It is possible to set a format such as a character arrangement, and a name that collectively names the set contents is called a style.
In addition, in order to facilitate creation of standard documents such as reports and quotes, character strings, formats,
A collection of styles and the like can be saved as a template document. For example, when a user wants to create a report, the user can create a standard document according to the report format by editing the report template document.

In many document management systems, certain bibliographic information (title, creation date, creator, etc.) is given to each stored document, and these bibliographic information can be used for retrieval. In such a document management system, a bibliographic information setting screen as shown in FIG. 4 is displayed at the time of document registration, and prompts the user to input bibliographic information. The data input on the screen is managed by the document management system as bibliographic information of the document to be registered, and is used when a user searches for a desired document from a stored document group. By storing documents in which bibliographic information that accurately expresses the contents of the documents is stored, the user can search for a desired document based on the bibliographic information without referring to the contents of the documents.

[0005]

However, when the document is registered, the entry into the bibliographic information setting screen is forced.
This makes the document registration work cumbersome. Moreover, if the bibliographic information to be input is not based on the description of the document and is not enough information to uniquely identify the document, it is not sufficient as information for search.

[0006] As the division of labor for improving productivity progresses, a user who creates a document (hereinafter referred to as a creator) determines bibliographic information on the created document and registers the document in a document management system. It is often the case that the user (hereinafter, referred to as a registrant) is not the same. In such a case, in order for the registrant to determine bibliographic information that can uniquely identify the document to be registered, the registrant must understand the description content of the document, and the registrant's work load is further increased. . For that reason,
In reality, a phenomenon has occurred in which only bibliographic information is added to the extent that it is not necessary to grasp the description content of a document. As a result, documents are accumulated without appropriate bibliographic information, and the places where the accumulated documents are utilized are also limited. Also, even if the creator of the document himself registers,
It is troublesome to input the contents once described in the document as bibliographic information again, and as a result, sufficient bibliographic information is often not provided.

[0007] An object of the present invention is to solve the above-mentioned problem and eliminate the need for a registrant to input bibliographic information in document registration work.
It is an object of the present invention to provide a technology capable of utilizing a document group to which appropriate bibliographic information is assigned as an effective information sharing means.

[0008]

According to the present invention, in a document management system for storing and managing document data created by a document creation application, the document data is converted into structured document description language data and corresponds to bibliographic information. This is to extract the partial structure.

In the document registration according to the present invention, standard document data generated in a unique data format by a document creation application is accepted as a document to be registered, and the document creation application used to create the document is specified.

[0010] Next, the standard document type and description contents of the document to be registered are analyzed, and each paragraph in the document is designated by a style name given to the paragraph as a tag name, and a character string included in the paragraph is designated by the tag. Is converted into structured document description language data having the contents described above and output.

By applying the bibliographic information extraction definition rule to the structured document description language data, a partial structure corresponding to the bibliographic information is extracted from the structured document description language data, and the result of the extraction is reflected. After outputting the bibliographic information setting screen data, the bibliographic information setting screen data is displayed, and a document registration request from a registrant is accepted.

As described above, according to the present invention, structured document description language data in which the description content of a document is replaced with a structured document description language expression is output, and bibliographic information is extracted from the data based on bibliographic information extraction definition rules. Since the information is extracted and the extraction result is displayed to the registrant in a state of being reflected on the bibliographic information setting screen, the registrant does not need to input the bibliographic information. As a result, appropriate bibliographic information based on the description content of the document can be given to the registration target document, and the document group stored in the document management system can be used as an effective information sharing means. .

As described above, according to the document management system of the present invention, document data is converted into structured document description language data to extract a partial structure corresponding to bibliographic information. No need to enter information,
It is possible to use a group of documents to which appropriate bibliographic information has been added as an effective information sharing means.

[0014]

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS A document management system according to an embodiment for storing and managing document data created by a document creation application will be described below.

FIG. 1 is a diagram showing an outline of the processing of a document registration unit that receives standard document data according to the present embodiment as a document to be registered and stores it in a document database. As shown in FIG. 1, the document management system according to the present embodiment includes a document data receiving unit 21, a bibliographic information extracting unit 22, a full-XML
It has an output unit 221, a definition rule application unit 222, and a bibliographic information setting screen display unit 23.

The document data receiving unit 21 is a processing unit that receives standard document data 1 created by a commercially available document creating application as a document to be registered, and specifies the document creating application used for creating the document.

The bibliographic information extraction unit 22 determines the standard document type, extracts a partial structure corresponding to the bibliographic information from the description contents of the registration target document, and sets bibliographic information setting screen data reflecting the extraction result. Is a processing unit that outputs the data.

A full-XML output unit 221 analyzes the fixed document type and description contents of the document to be registered, and includes each paragraph in the document as a tag name using the style name given to the paragraph as a tag name. A structured conversion output unit that converts a character string to be converted into structured document description language data having the contents of the tag and outputs the data.

A definition rule application unit 222 extracts a partial structure corresponding to bibliographic information from the structured document description language data by applying a bibliographic information extraction definition rule to the structured document description language data. A processing unit that outputs bibliographic information setting screen data reflecting the extraction result. The bibliographic information setting screen display unit 23 includes a bibliographic information extraction unit 2
2. Display the bibliographic information setting screen data output by step 2.
The processing unit receives a document registration request from a registrant.

The document management system is connected to the document data receiving unit 2
1. Bibliographic information extraction unit 22, full-XML output unit 22
1. A program for functioning as the definition rule application unit 222 and the bibliographic information setting screen display unit 23 is a CD-RO
After being recorded on a recording medium such as M and stored on a magnetic disk or the like, it is assumed to be loaded into a memory and executed. The recording medium for recording the program may be a recording medium other than the CD-ROM. The program may be installed from the recording medium to the information processing apparatus and used, or the recording medium may be accessed through a network to use the program.

The definition rule database 3 shown in FIG. 3 includes bibliographic information extraction definition rules 31, 32,.
Are managed in association with the fixed document type to which the application is applied. Each bibliographic information extraction definition rule is XM
This is for extracting a partial structure corresponding to bibliographic information included in document data described in L (extensible Markup Language), and its output format can be freely defined by the creator of the bibliographic information extraction definition rule. In the present embodiment, the extraction result is output as bibliographic information setting screen data for embedding as an initial value of the input area of the bibliographic information setting screen.

In the present embodiment, the specification of the document creation application used for creating the registration target document in the document data receiving unit 21 is performed based on the extension of the registration target document file.

The bibliographic information extraction unit 22 analyzes the fixed document type of the document to be registered and the description thereof, and makes each paragraph in the document a style name given to the paragraph, as a tag name.
A full-XML output unit 221 that outputs full-XML data 5 in which a character string included in the paragraph is replaced with an XML element enclosed by a tag having the tag name, and bibliographic information corresponding to a fixed document type of the registration target document A definition rule application unit 222 outputs bibliographic information setting screen data 6 reflecting the bibliographic information extraction result by applying the extraction definition rule to the full-XML data.

The full-XML output unit 221 processes document data created by various commercially available document creation applications. In the present embodiment, macros provided by respective document creation applications are used to analyze the standard document type and description contents of document data in a data format specific to the document creation application used for document creation. A function shall be used. That is, the full-XML output unit 221 is prepared for each document creation application used for document creation.

When the standard document data 1 is input to the document registration unit 2, first, the document data receiving unit 21 specifies the document creation application used to create the standard document data 1.

Next, the bibliographic information extraction unit 22 outputs a full-XML output unit 221 for the document creation application.
Thus, the standard document type is determined for the standard document data 1 and full-XML output is performed, and the bibliographic information extraction definition rule associated with the standard document type is applied by the definition rule application unit 222, thereby obtaining the bibliography. It extracts information and outputs bibliographic information setting screen data reflecting the result of the extraction.

Next, the bibliographic information setting screen display unit 23 displays the bibliographic information setting screen data output by the definition rule applying unit 222. FIG. 10 shows an example of a bibliographic information setting screen displayed by the bibliographic information setting screen display unit 23.
The registrant confirms the bibliographic information extraction result displayed as the initial value of each input area on this screen, corrects the extraction result if necessary, and then selects the OK button 404 to display the screen. A character string displayed in each input area can be set as bibliographic information of the standard document data 1 and a request can be made to register the standard document data 1 in the document database 4.

FIG. 2 is a diagram showing a system configuration of the document management system according to the present embodiment. The document management server 10 connected to the network 15 is a computer having a document management function including the document registration unit 2 and a client terminal 2.
Reference numeral 0 denotes a computer that can access the document management server 10 via the network 15.

Although the present embodiment does not specify the communication means between the document management server 10 and the client terminal 20, this embodiment will be described on the premise of communication using the HTTP protocol on the Internet.
That is, the document management server 10 is connected to the HTTP server unit 14
2 and has a function as an HTTP server.

The document management server 10 has a display 11
, A data input device 12 such as a keyboard, and a CPU 13
, A memory 14, a definition rule database 3 for managing bibliographic information extraction definition rules, and a document database 4 for storing document data created using a commercially available document creation application. The memory 14 holds a document management unit 141 including the document registration unit 2 and an HTTP server unit 142.

The client terminal 20 is connected to the display 2
01, a data input device 202, a CPU 203, and a memory 24. The memory 24 holds a document creation application 241 and a Web browser unit 242.

In the above system configuration, the registrant
Start a Web browser on the client terminal 20 and enter W
By communicating with the document management server 10 via the web browser, the document database 4 on the document management server 10
You can request document registration to

FIG. 3 shows the client terminal 20 of this embodiment.
FIG. 7 is a diagram showing an example of a document registration screen displayed on a Web browser started in the step (a). The registrant inputs a document file name to be registered in the registration target file name input area 304,
When the bibliographic information setting button 306 is selected, the document registration unit 2 on the document management server 10 is called.

FIG. 4 is a diagram showing an example of a bibliographic information setting screen according to a conventional method. As shown in FIG. 4, the bibliographic information setting screen according to the conventional method is used to input a title, a creator, an outline, a material ID, a project name, and a distribution destination as bibliographic information to be added to a registration target document. The registrant
Title input area 402 in bibliographic information input area 402
1, creator input area 4022, summary input area 4023,
Material ID input area 4024, project name input area 4
025, when data is input to the distribution destination input area 4026 and the OK button 404 is selected, the document registration screen 30
The bibliographic information input on this screen is added to the document file specified in step (1), and registered in the document database 4.

FIG. 5 is a diagram showing an example of a document to be registered according to the present embodiment. This is created in accordance with a predetermined report format, and this fixed document type is referred to as “report”.

In the paragraph 505 in the figure, a “title” style is set. This means that for a paragraph containing the character string "XX Interim Report", the format "Font = Gothic, Character size = 14 points, Character arrangement = Centered" is set, and The title "Title" style.

Similarly, a paragraph 501 has an “item name” style, a paragraph 502 has a “material ID” style, and a paragraph 503.
, “Item name” style, paragraph 504, “distribution destination” style, paragraph 506, “date” style, paragraph 507
, "Affiliation" style, paragraph 508 "Name" style, paragraph 509 "Summary" style, paragraph 510 "Heading" style, paragraph 511 "Paragraph" style, etc. It is assumed that some style is set for all paragraphs.

In the present embodiment, a template for each document creation application is created in advance for each fixed document type such as a report, a business daily report, minutes of a meeting, etc., and a document to be registered is created using this template. Shall be In addition, the description content of the document to be registered is full.
-It is assumed that macro functions to be output in XML have also been created according to the format of the template.

FIG. 6 is a flowchart showing the processing procedure of the bibliographic information extraction process performed by the bibliographic information extraction unit 22 of the present embodiment. First, in step 2201, bibliographic information extraction unit 2
2 receives from the document data receiving unit 21 the standard document file to be registered and the name of the document creation application used to create it.

At step 2202, the bibliographic information extraction unit 22
Starts the full-XML output unit 221 corresponding to the received document creation application, and reads out a macro function created in accordance with the template of the standard document file to be registered.

In step 2203, the full-XML output unit 221 uses the macro function to
In step 2204, the macro function is executed by an interpreter or the like, and the contents of the standard document file received in step 2201 are output in full-XML. Full- output based on the document data of FIG.
FIG. 7 shows an example of the XML data.

FIG. 7 is a diagram showing an example of full-XML data output based on the document data of FIG. 5 of the present embodiment. Since the registration target document shown in FIG. 5 is a report, a report template is used when the registration target document is created. Therefore, the registration target document is associated with a report macro function. I have. For this reason, full of this embodiment
When the XML output unit 221 executes the macro function,
First, after outputting the tag <report> in FIG. 7, the item name “material ID” in FIG. 5 is read, and the tag <item name> material ID </ item name> in FIG. 7 is output. Fu like 7
Outputs 11-XML data.

In step 2205, a bibliographic information extraction definition rule associated with the fixed document type obtained in step 2203 is extracted from the definition rule database 3. FIG. 8 shows an example of the bibliographic information extraction definition rule associated with the standard document type “report”.

FIG. 8 is a diagram showing an example of a bibliographic information extraction definition rule associated with the standard document type “report” of the present embodiment. As shown in FIG. 8, the bibliographic information extraction definition rule describes a conversion rule for XML data in XSLT1.0 (W3C recommendation 1999.11.16). This corresponds to “title” included in full-XML data as shown in FIG.
Screen data in which a partial structure such as “affiliation” is extracted and embedded as initial values of each input area such as “title” and “creator” of the bibliographic information setting screen is written in HTML (HyperTextMark).
up Language) format.

In the document to be registered, description contents such as "title", "affiliation", and "name" exist according to the type of the standard document. However, as shown in FIG. An item name different from the registration target document such as “creator” is used. In the bibliographic information extraction definition rule of FIG.
A rule for extracting a description used on the bibliographic information setting screen from description contents different for each of the fixed document types is shown.

Step 2206 consists of the definition rule application unit 2
22 is a definition rule application process, which applies the bibliographic information extraction definition rule extracted in step 2205 to the full-XML data output in step 2204, thereby obtaining the full-XML
Bibliographic information is extracted from the data, and bibliographic information setting screen data reflecting the extraction result is output. Full- in FIG.
FIG. 9 shows an example of bibliographic information setting screen data output by applying the bibliographic information extraction definition rule of FIG. 8 to XML data.

FIG. 9 is a diagram showing an example of bibliographic information setting screen data in HTML format output from full-XML data according to the present embodiment. When this screen data is displayed on the bibliographic information setting screen display section 23, a bibliographic information setting screen as shown in FIG. 10 is displayed.

FIG. 10 shows the HTM of this embodiment shown in FIG.
FIG. 10 is a diagram illustrating a display example when bibliographic information setting screen data in L format is displayed on a Web browser. Bibliographic information extraction unit 22
"Title", "Affiliation", "Name" etc. extracted by
.. Are displayed in a state of being embedded in a title input area 4081, a creator input area 4082,..., Respectively. The registrant can correct the character string in each input area as needed. When an OK button 404 is selected, a character string in each input area is added to the registration target document as bibliographic information of the registration target document, and the document is registered in the document database 4.

As described above, according to this embodiment, structured document description language data in which the description content of a document is replaced with a structured document description language expression is output, and bibliographic information is extracted based on bibliographic information extraction definition rules. Since the extraction result is displayed on the bibliographic information setting screen, the registrant does not need to input bibliographic information. As a result, for documents to be registered,
Since bibliographic information can be added based on the description content of the document, the document group stored in the document management system can be used as an effective information sharing means.

As described above, according to the document management system of this embodiment, document data is converted into structured document description language data to extract a partial structure corresponding to bibliographic information. It is possible to eliminate the need for inputting bibliographic information, and to make it possible to utilize a document group to which appropriate bibliographic information is added as an effective information sharing means.

[0051]

According to the present invention, the document data is converted into structured document description language data to extract the partial structure corresponding to the bibliographic information. It is possible to utilize a document group to which bibliographic information is added as an effective information sharing means.

[Brief description of the drawings]

FIG. 1 is a diagram illustrating an outline of processing of a document registration unit that receives standard document data as a registration target document and stores the document data in a document database.

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

FIG. 3 is a diagram illustrating an example of a document registration screen displayed on a Web browser activated on the client terminal 20 of the embodiment.

FIG. 4 is a diagram showing an example of a bibliographic information setting screen according to a conventional method.

FIG. 5 is a diagram illustrating an example of a registration target document according to the present embodiment.

FIG. 6 is a flowchart illustrating a bibliographic information extraction process performed by a bibliographic information extraction unit 22 according to the embodiment.

7 is a diagram illustrating an example of full-XML data output based on the document data of FIG. 5 according to the embodiment;

FIG. 8 is a diagram illustrating an example of a bibliographic information extraction definition rule associated with a standard document type “report” according to the embodiment;

FIG. 9 is a diagram illustrating an example of bibliographic information setting screen data in HTML format output from full-XML data according to the present embodiment.

FIG. 10 is a diagram showing a display example when bibliographic information setting screen data in HTML format shown in FIG. 9 of the present embodiment is displayed on a Web browser.

[Explanation of symbols]

1 ... fixed document data, 2 ... document registration section, 3 ... definition rule database, 31, 32 ... bibliographic information extraction definition rule,
4 Document database, 5 XML data, 6 Bibliographic information setting screen data, 21 Document data receiving unit, 22 Bibliographic information extraction unit, 221 full-XML output unit, 22
2 ... definition rule application unit, 23 ... bibliographic information setting screen display unit, 10 ... document management server, 11 ... display, 12
... data input device, 13 ... CPU, 14 ... memory, 14
DESCRIPTION OF SYMBOLS 1 ... Document management part, 142 ... HTTP server part, 15 ... Network, 20 ... Client terminal, 201 ... Display, 202 ... Data input device, 203 ... CPU, 2
4. Memory, 241, Document creation application, 24
2 Web browser section, 30 Document registration screen, 302
Registered file name reference button, 304: Registered file name input area, 306: Bibliographic information setting button, 308
... Cancel button, 40 ... Bibliographic information setting screen, 402
... Bibliographic information input area, 404 ... OK button, 406 ... Cancel button, 4021 ... Title input area, 402
2 ... creator input area, 4023 ... summary input area, 402
4 ... material ID input area, 4025 ... project name input area, 4026 ... distribution destination input area, 501 to 511 ... paragraph, 4081 ... title input area, 4082 ... creator input area.

 ──────────────────────────────────────────────────の Continuing from the front page (72) Inventor Masayoshi Matsumoto 890 Kashimada, Saiwai-ku, Kawasaki-shi, Kanagawa Prefecture Inside the Hitachi, Ltd.Business Solutions Division (72) Inventor Tohru Takahashi 890 Kashimada, Sai-ku, Kawasaki-shi, Kanagawa Prefecture Co., Ltd. Hitachi Business Solutions Division (72) Inventor Mitsuhiro Nagata 5030 Totsuka-cho, Totsuka-ku, Yokohama-shi, Kanagawa Prefecture Hitachi, Ltd.Software Division (72) Inventor Yoshimune Shibata 5030 Totsuka-cho, Totsuka-ku, Yokohama, Kanagawa Prefecture F-term in the Software Division of Hitachi, Ltd. (Reference) 5B009 NA05 5B075 NK04 NK31

Claims (5)

[Claims] 1. A document management method for storing and managing document data created by a document creation application, wherein the document data created by the document creation application is received as a document to be registered, and the document creation application used to create the document is received. And analyzing the fixed-form document type and the description content of the registration target document, each paragraph in the document as a style name given to the paragraph as a tag name, and a character string included in the paragraph as the Converting and outputting structured document description language data as tag contents, and applying a bibliographic information extraction definition rule to the structured document description language data, Extract the partial structure corresponding to the information and output the bibliographic information setting screen data reflecting the extraction result Step and to display the bibliographic information setting screen data, a document management method characterized by a step of accepting a document registration request from the subscriber. 2. The bibliographic information extraction definition rule is managed in association with a fixed document type of a document to which the bibliographic information extraction definition rule is applied.
The bibliographic information extraction definition rule associated with the fixed document type of the registration target document is applied to structured document description language data that outputs the description content of the registration target document. Document management method described. 3. A document management system for accumulating and managing document data created by a document creation application, wherein the document data created by the document creation application is received as a document to be registered, and the document creation application used to create the document. A document data receiving unit that specifies the type of the document to be registered and the type of the document to be registered and the description content are analyzed, and each paragraph in the document is used as a style name given to the paragraph as a tag name, and characters included in the paragraph are included. A structured conversion output unit that converts a column into structured document description language data having the content of the tag and outputs the structured document description language data; and applying a bibliographic information extraction definition rule to the structured document description language data, Bibliographic information setting that extracts the substructure corresponding to the bibliographic information from the structured document description language data and reflects the extraction result Document management system comprising: the definition rule application unit, to display the bibliographic information setting screen data, the bibliographic information setting screen display unit which receives a document registration request from the registrant to output the surface data. 4. A program for causing a computer to function as a document management system for storing and managing document data created by a document creation application, wherein the document data created by the document creation application is received as a document to be registered. A document data receiving unit for specifying a document creation application used for creation; analyzing a fixed document type and description content of the registration target document; and tagging each paragraph in the document with a style name given to the paragraph. A structured conversion output unit that converts a character string included in the paragraph into structured document description language data having the contents of the tag and outputs the structured document description language data; and a bibliographic information extraction definition rule for the structured document description language data. Is applied, the partial structure corresponding to the bibliographic information is obtained from the structured document description language data. A definition rule application unit for extracting and outputting bibliographic information setting screen data reflecting the extraction result; and a computer as a bibliographic information setting screen display unit for displaying the bibliographic information setting screen data and receiving a document registration request from a registrant A program characterized by causing a computer to function. 5. A computer-readable recording medium storing a program for causing a computer to function as a document management system for accumulating and managing document data created by a document creation application. As a document to be registered, and a document data receiving unit for specifying a document creation application used for the document creation, and analyzing a fixed document type and description contents of the document to be registered, and replacing each paragraph in the document with the corresponding paragraph. A structured conversion output unit for converting a character string included in the paragraph into structured document description language data having the contents of the tag as a tag name using the style name given to the tag, and outputting the structured document description language By applying a bibliographic information extraction definition rule to data, the structured document A definition rule application unit that extracts a substructure corresponding to bibliographic information from the predicate language data and outputs bibliographic information setting screen data reflecting the extraction result; A computer-readable recording medium on which a program for causing a computer to function as a bibliographic information setting screen display unit for receiving a registration request is recorded.