JP2003030035A - Document management and distribution system and method - Google Patents

Abstract

(57) [Summary] [Problem] In a document management / delivery system,
A document having a large amount of data is obtained almost without being affected by a network connection state, and a communication response is not impaired. A function of storing and managing documents is provided.
The system consists of multiple servers that have the function of delivering documents to clients. The server stores the document management information at the time of registering the document data, and the same document is copied to another server by the synchronization function of the document between the plurality of servers, and the connection destination server of the client of the distribution destination is copied. Enabled recipients to retrieve documents from.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a technique for realizing storage and management of documents, automatic distribution to recipients, etc., almost unaffected by the network connection status and without impairing response. .

[0002]

2. Description of the Related Art In a document distribution system for providing a client with a desired document from a file server on a network, a file on the server can be browsed through a browser (browsing software) started on the client, or You can browse various documents linked to the file.

For example, in a document management and distribution system used for notification of design changes, manufacturing changes, etc., each of the receivers obtains necessary data and the like from a server, so that the data can be exchanged with the distributor (sender). It is important that information can be transmitted quickly and reliably. In other words, it is necessary to avoid as much as possible the adverse effects caused by delays in communication of design changes and the like.

[0004]

In the conventional system,
Response deteriorates when you want to acquire a document with a large amount of data (for example, a file containing image information such as drawings) in an environment where the capacity or quality of the network line connecting the client and server on the data acquisition side is insufficient. Or, in the worst case, the line connection is disconnected.

As a result, there is a problem in that, for example, when the notification of a design change or manufacturing change intended by the sender is delayed, it causes a hindrance to the overall work efficiency.

In view of the above, the present invention aims to enable a client to acquire a document having a large amount of data in a document distribution system without being substantially affected by the connection status of the network and to prevent the communication response from being impaired. It is an issue.

[0007]

According to the present invention, in order to solve the above problems, a system is constituted by a plurality of servers having a document storage and management function and a document distribution function to a client. The server stores the document management information when registering the document data, and the document synchronization function between multiple servers copies the document to another server and connects to it from the other server. It is configured so that the client can retrieve the document.

Therefore, according to the present invention, in general, a document having a large amount of data is copied to the connection server of the client, which is the delivery destination, by the synchronization function between the servers. Can be obtained.

[0009]

BEST MODE FOR CARRYING OUT THE INVENTION The present invention relates to a document management and distribution system which is composed of a plurality of servers each having a function of storing and managing a document and its management information and distributing the document to a client. It is a thing. When registering the document data, the management information of the document is stored in the server, and the document synchronization function between multiple servers copies the document to another server, and the client connected to it from the server. Can get the document. Further, the management information can be retrieved without the recipient being aware of the existence of a plurality of servers.

FIG. 1 shows an example of a configuration in which the present invention is applied to a system that manages and stores documents for design change notifications and manufacturing change notifications and distributes them. As far as the present invention is concerned, the number of servers does not matter, but for convenience of description, the figure shows an example of a system configuration including two servers (server 1 and server 2) and an overall view of a client. For example, assume that the server 1 is in country A and the server 2 is in country B, and each client 3 connects to the server 1 or server 2 to perform data registration or data acquisition.

Since the configurations of the server 1 and the server 2 are the same, one of them (server 1)
Only the following will be described (for the other server 2,
In the following description, the code "1" may be replaced with "2". ).

A server program (or process) "1p" in the server 1 sends a mail to the client 3 connected to the server, or
Web page "1w" (only "web" in the figure)
Is written. ), Access from the user is processed.

A shared directory "1d" for document data (simply referred to as "shared" in the figure).
In addition to the above, an information management unit "1m" that stores and manages document management information (or management information)
A management database (denoted as "management DB" in the figure) is constructed as Examples of attribute items related to data stored in this management database (relational database, etc.) are, for example, titles of design change notifications, manufacturing change notifications, data registration dates, distributors, categories, comments, and a list of recipients. , Attached document name,
The reference status (presence / absence of reference) of each recipient can be mentioned, and various data can be used as management information according to the purpose of use and configuration of the system. However, the management database stores and manages information for managing a document having a large amount of data, and the document itself is a shared directory 1d or a storage unit (not shown) such as a large-capacity storage. .) And file management is performed.

According to the present invention, the server has a document data synchronizing function, and when the data is registered, the same document data is copied between the servers as necessary. That is, when a document is distributed to recipients in countries A and B, for example, when the sender in country A registers data in the server 1, the registered document data is stored in the server 1, and The same document is copied to the server 2 via the synchronous communication unit 4 (referred to as "synchronization" in the figure) and stored in the server, so that the recipient of the country B receives the desired document from the server 2. It can be obtained (when there is no such synchronization function, the recipient of country B must obtain the desired document from server 1 via server 2).

Incidentally, "data" shown in the drawing indicates document data, which is data from the synchronous communication unit 4 or data from a shared directory, for example, image data, drawings, etc. Many are included. In addition, the synchronization function on multiple servers can be easily implemented as a background process by a processing program that has file comparison and copy functions. For example, whether a document file exists in the recipient's reference server, etc. It is sufficient to always check (whether the file is present or not, whether the file is old or new) and decide whether to send the file. As a result, the file required for the recipient's reference is sent to the other server by specifying the destination.

The server program 1p includes document data itself, files in the shared directory 1d,
The data of the management database in the information management unit 1m can be processed, so that the document can be managed and stored together with the management information.

In the figure, an (electronic) mail 5 and a (Web) browser 6 are shown in a frame showing a client 3, and the web page 1w (or 2w) can be accessed from this browser. .

FIG. 2 shows an example of transitions of processing / display windows in the server, and shows only essential parts necessary for explanation. In this example, the window system is used for data registration and retrieval by the graphical user interface.

Regarding login from the menu screen,
Since it appears only once for each user (first time), the user can enter the necessary information (identification information, personal identification number, password, etc.) from the mailer etc. and confirm the user's authentication, then enter the system and use the service. .

The meanings of the page screens shown in each square frame are as follows.

"Folder Create" = page for data registration (refer to the screen example shown in FIG. 3) "Folder List" = page for displaying a list of data (for example, the next screen or the previous screen by the page feed operation) It can be displayed.) "Folder Detail" = data detail display page (see the screen example shown in Fig. 4) ・ "Folder Selection Criteria" = registered data search page (screen example shown in Fig. 5・ "Folder Delete Confirm" = confirmation page when deleting data ・ "Folder Distribute Confirm" = confirmation page when distributing data ・ "Document Download" = page when downloading document data Regarding the transition between pages, for example, there are various routes from the login to the “Folder List”, and with this as a reference, to each page as described below.

(I) When moving to the page screen of "Folder Selection Criteria" and inputting information necessary for search, or when moving to "Folder List" after inputting the information (II) Moving to "Folder Detail" In case of displaying the desired data in detail (III) In case of shifting to “Document Download” to obtain the desired data from the list shown in “Folder List” (IV) In case of deleting the data, “Folder Delete Confir
When moving to "m".

Regarding the transition from "Folder Detail" to other pages, in addition to "Document Download" in order to obtain the data displayed in detail,
There is a case of moving to “derDistribute Confirm”. As will be described later, when an email is received, the details can be displayed by moving to “Folder Detail”.

Further, after registering the data in "Folder Create", the details can be displayed by shifting to "Folder Detail".

FIG. 3 shows an example of a data registration screen, and shows an example of a "Folder Create" page screen.

[0026] In the figure, "Folder name" represents a title and the like, and "Description" is a description of contents, requirements and the like. Also, "Category" represents the type, and "Attached fil"
“E” is an attached file (a document file name, regardless of its storage format, compressed or uncompressed, or encrypted).

In addition to this, "Server" (server name), "Di
"stributor" (distributor), "Distribution Date" (delivery date) fields, "Recipient" (recipient), "Commen"
There is a column for "t" (comment).

It should be noted that a plurality of file names can be displayed in the "Attached file" column, and "Recipi
In the "ent" column, a plurality of recipient names are displayed in the frame of the list box. Then, a "Select" button object for selection is arranged in these fields. Also, under the "Comment" column, "Close"
Button objects for (close), “Save”, and “Distribute” are provided.

FIG. 4 shows an example of the screen for displaying the details of the registered data, which is "Folder Detail".
Shows an example of a page screen.

Since this screen is similar to FIG. 3, in order to avoid duplication of description, only the points different from FIG. 3 are itemized as follows.

The "Recipient" field is wide, and the layout is such that a plurality of recipients can be seen at a glance, and the browsing state of the distribution data can be visually displayed (that is, Whether or not the distributed data is received is distinguished by color coding of the recipient name, presence / absence of underline, different typeface, presence / absence of blink display, etc. For example, underline is added in FIG. It indicates that the recipient has not been viewed and has not yet received the distribution data.) ・ "Selec" is displayed in the "Attached file" and "Recipient" fields.
There is no "t" button object-Only a "Close" button object is provided under the "Comment" column (because no other command buttons are required on the detailed display screen). ).

FIG. 5 shows an example of the registration data search screen for the recipient.
Criteria ”page screen example.

The difference from FIG. 3 and FIG. 4 is that "Distribution
In the "date" column, senders and receivers are displayed and the date is displayed. Also, the "Viewed status" column and the "order by" column (file name order or delivery date order as radio buttons are available. In addition, either of them can be designated and displayed in line.) Is provided. In addition, for “Server”, “Distributor”, “Recipient”, etc., it is possible to directly enter data in each field or select from a list.

Next, an example of the procedure for registering the document file of the design change notification or the manufacturing change notification in this system will be described with reference to FIG.

First, the registrant creates a document required for notification of change in advance, or creates a file of drawings, images, etc. by using a scanner, digitizer or the like.
Then, the file is stored in a directory (repository) in a server designated in advance.

After that, the registrant accesses the main menu with a browser and accesses the page screen of "Folder Create" to newly register the document. It should be noted that login occurs only once for each user.

On the "Folder Create" screen (see FIG. 3), data is input and selected for each input item (name, recipient, etc.), and a document file registered in advance is specified. That is, the data of the file name is recorded as an attribute item of the management database. When registering this data, management information including the document name and distribution partner is input or selected. After distribution of the document, the management information is displayed as a list or detailed display, and data search and result display are performed. Because it is needed to do.
Then, the recipient who sees the management information can select the document as needed and download the data to the client machine.

When the above registration action is executed,
After moving to the "Folder Detail" screen and displaying detailed information (see Fig. 4), after confirming the displayed contents ("Fo
lder Distribute Confirm ”), and execute the document distribution command.

When registering the document file, the document file from the client is copied to the shared directory of the server. For management information necessary for managing the file, access the web page of the server from the browser and enter "Folder" for registration. Input from the "Create" screen. Then, at the time of registration, the copied document file can be designated and attached to the shared directory. Also, regarding the designation of the recipient to whom the document file is to be distributed, it is possible to appropriately select from the group list registered in the server in advance, so that it is possible to save the trouble of inputting the recipient name each time.

After inputting or selecting registration data and after confirming the registration data, the distribution button may be clicked with the pointing device. As a result, the description content of the registered data is delivered to each recipient by electronic mail by the server program.

Regarding the distributed data, the contents and status of the distributed data are registered and managed in the management database in the server accessed by the registrant. That is,
It means that the data registered by the registrant of the country A by accessing the server-1 is stored and managed in the information management unit 1m in the server 1. On the other hand, if the recipient of the document file is in country A and wants to access the server 1, the document file stored in the server 1 can be downloaded, but
When distributing the same document to recipients in the country, the document file is copied from server 1 to server 2 by the synchronization function between the servers. That is,
If the server referenced by the recipient is not the same as the server referenced by the registrant, and there is another server, only the document file that is the attachment will be automatically copied by synchronizing between the servers. It has become so. As a result, the recipient of country B can obtain the desired document file from the server 2 to which the recipient refers.

FIG. 7 shows an example of a procedure for receiving a mail.

First, the recipient receives an issuance guide mail such as a design change notification at the mailer and clicks a URL (Uniform Resource Locator) described therein, for example, a URL for displaying the contents of the change notification.

Then, detailed contents such as the design change notification designated by the URL are displayed on the browser as a "Folder Detail" screen. It should be noted that login occurs only once for each user.

After the recipient knows the requirements from the contents displayed on the "Folder Detail" screen, proceed to "Document Download" and, if necessary, the document file (drawing, design change notice, etc.) attached to the folder. ) Can be downloaded.

As described above, the recipient notified by the e-mail can grasp the outline of the notification based on the content described in the e-mail, and click the URL described in the e-mail to know the details. By doing so, the "Folder Detail" page on the server side having the information such as the design change notification is automatically displayed on the web browser, which is highly convenient.

It should be noted that if the login page is displayed every time the recipient uses this system, the usability is not good.
The login page will be displayed only when the recipient uses this system for the first time, and the session management of the user will be performed on the server side, and the login will be unnecessary from the next time.

Further, since the recipient can access the corresponding page of the server by clicking the URL, he / she can operate without being aware of what kind of server there is, which is easy to use. Note that the server has a mechanism in which the administrator registers and manages information on which server the recipient should access (user information), so when sending mail from the system to the recipient, , User information (or user management information)
Can be automatically reflected in the URL of the mail. In addition, user information is stored and managed in a relational database on the server side, and is replicated on multiple servers at the same time (that is, user information on any server is kept the same). .).

As described above, when the recipient clicks the URL that is the location information (or address information) described in the guide mail, the page specified by this is accessed and the management information is displayed on the browser. Therefore, the recipient can download the data of the attached document to the client (machine) as needed.

FIG. 8 shows an example of a procedure at the time of data retrieval.

First, the user accesses the main menu of the system with a browser.

For searching, select "Folder" from the menu.
Select and click "Selection Criteria" to display the page screen (see Figure 5). When you execute the search after entering the search conditions here, the "Folder List" screen is displayed.

In the "Folder List", those that match the search conditions are displayed, and if there is a design change notification or the like of interest, the details are displayed on the "Folder Detail" page, Alternatively, `` Document Downloa
You can move to "d" and download the required document files.

As described above, the recipient is "Folder Selecti
You can get the search result by accessing the "on Criteria" page and extracting the information that matches the input condition using the management database in the server.

The management database in the information management unit in the server is not synchronized among a plurality of servers (that is, it is a document file that is copied between the servers by the synchronization function, Information will be registered and managed in the management database in the server accessed at the time of data registration.)
However, the recipient can simultaneously search the multiple servers by using a browser.

On the "Folder Detail" page,
As described above, it is possible to refer to the data entered at the time of registration, and if there is a document file attached at that time, click the file name to download it. Or you can open it in your browser. When the recipient downloads or opens the attachment, the server program sets the transfer status to "referenced" by the server program (that is, the proof that the recipient received the attachment remains as the status. .), Record this in the management database of the server. The status value of this transfer status is the recipient name on the "Folder Detail" page,
Since it is used as information to be distinguished by the display color, underline, etc. (see the “Recipient” column in FIG. 4), the distributor can confirm the delivery status of the recipient.

In FIG. 8, an example of shifting to the search page from the main menu has been described. For example, if the URL for accessing the search page is included in the mail, the recipient clicks it. Of course, you can access the search page.

Therefore, according to this system configuration, the following advantages can be obtained.

When a client acquires data of design change notification or manufacturing change notification with a browser, the data of a document file having a large amount of data is copied to a server having a good communication environment with the client by a synchronization function. As a result, the document file can be obtained from the server. Therefore, access is not concentrated on a specific server, and each receiver can obtain desired information with almost no influence of the network condition.

When the data is registered, the management information is registered only in the registration destination server, and only the document with a large amount of data is synchronously copied in the background between the servers, so the response at the time of data registration is impaired. Never.

By using this system, for example,
When a project involving a large number of people needs to make a design change, etc., the notification can be sent to each person together with the document, so that not only mutual communication but also the delivery of the document necessary for the design change etc. You will be able to do it quickly.

[0062]

As is apparent from the above description, according to the inventions according to claims 1 and 2, for a document having a large amount of data, the synchronization function between the servers generally enables the client of the delivery destination to Copied to the connection server so that each recipient can retrieve the document. Therefore, it is possible to avoid the inconvenience that the connection is concentrated on the server in which the documents are stored and the response is deteriorated as in the conventional case, or the line connection is disconnected in the worst case.

According to the invention of claim 3, data can be displayed and searched using the management information managed separately from the document, which is highly convenient for the recipient.

According to the invention of claim 4, the receiver can acquire the data without being aware of the existence of the plurality of servers.

[Brief description of drawings]

FIG. 1 is a diagram showing a configuration example of a system according to the present invention.

FIG. 2 is an explanatory diagram showing an example of page screen transitions.

FIG. 3 is a diagram showing an example of a screen for data registration.

FIG. 4 is a diagram showing an example of a detailed display screen of registration data.

FIG. 5 is a diagram showing an example of a registration data search screen.

FIG. 6 is a diagram for explaining an example of a procedure at the time of data registration.

FIG. 7 is a diagram for explaining an example of a procedure when receiving a mail.

FIG. 8 is a diagram illustrating an example of a procedure at the time of data search.

[Explanation of symbols]

1, 2 ... Server, 3 ... Client

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Claims (4)

[Claims] 1. A document management and distribution system comprising a plurality of servers having a function of storing and managing documents and management information thereof, and distributing the documents to clients. The document management information is stored at the time of data registration, and the document is copied to another server by the document synchronization function between multiple servers, and the client connected to the other server obtains the document. A document management and distribution system characterized by being able to do so. 2. A document management and distribution method comprising a plurality of servers having a function of storing and managing documents and management information thereof and distributing the documents to clients. When registering data for a document, the document is stored and its management information is stored, and the document synchronization function between multiple servers copies the document to the delivery destination server so that the client can manage the document from the server. A document management and distribution method characterized in that the document can be acquired. 3. The document management and distribution system according to claim 1, wherein when the document data is registered, the document is stored and management information including the document name and distribution partner is input or selected, and after the document is distributed. A document management and distribution system, wherein document data selected from a list display or detailed display screen of the management information or a search result display screen is downloaded to a client. 4. The document management and distribution system according to claim 1, wherein the management information is displayed on a page designated by the location information described in the guide mail, and the attached document data can be downloaded by the client. A document management and distribution system characterized by the above.