JP2009098938A - Document managing program and document managing device - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document managing program for treating a paper document with an approval seal sealed thereon, as an electronically approved document in electronic documents, and also to provide a document controlling device. <P>SOLUTION: The paper document, where the approval seal is sealed and also document information and paper document identification information associated with electronic document identification information are recorded, is optically read with a scanner and computerized. Seal imprint information of the approval seal and the paper document identification information are acquired from the computerized second electronic document, thereby storing approval information and the paper document identification information, based on the acquired seal imprint information, in a storage part. <P>COPYRIGHT: (C)2009,JPO&INPIT

Description

  The present invention relates to a document management program and a document management apparatus.

  In a workflow system, an electronic document management system including a paper document flow has been proposed (for example, see Patent Document 1).

  In a conventional electronic document management system, when an electronic document is examined and the examination information is registered in a database, the workflow server generates ID information and prints the ID information and the document information of the electronic document on a paper document. After the ID information and document information are printed and approved, the ID information and the document information are read from the paper document by the scanner, and the examination information in the database is updated. That's it.

  According to this configuration, the electronic document and the paper document can be mixed in the examination / approval flow.

JP 2004-265140 A

  An object of the present invention is to provide a document management program and a document management apparatus that handle a paper document with an approval mark as electronically approved for an electronic document.

  In order to achieve the above object, an aspect of the present invention provides the following document management program and document management apparatus.

[1] A first storing step of storing document information and electronic document identification information of the first electronic document and approval information when the first electronic document is approved in the storage unit; A second electronic device in which a paper document on which the approval mark is stamped and the document information and the paper document identification information related to the electronic document identification information are recorded is optically read and digitized by an image reading device. A receiving step for receiving a document; an acquisition step for acquiring the imprint information of the approval stamp and the paper document identification information from the second electronic document; an approval information based on the imprint information acquired in the acquisition step; A document management program for causing a computer to execute a second storing step of storing paper document identification information and the approval information for the first electronic document in association with each other in the storage unit.

[2] In the electronic document creation screen including the column to which the approval information is added, a creation completion portion indicating creation completion, and a paper document creation instruction portion for instructing creation of the paper document, the creation completion portion has received an instruction. An electronic document creation step of creating the electronic document identification information and creating the first electronic document including the generated electronic document identification information, and instructing by the paper document creation instruction unit in the electronic document creation screen Is received, the field for adding the approval information is edited to create printing information with a stamp field, and the paper information is created by printing the printing information on paper. The document management program according to [1], further causing the computer to execute a printing step.

[3] The document according to [2], wherein the first electronic document created according to the instruction received by the creation completion unit includes the paper document creation instruction unit with respect to the first electronic document. Management program.

[4] The document management program according to [1], wherein the receiving step digitizes the paper document based on an instruction from a person who satisfies the proxy condition when the proxy's proxy condition is satisfied.

[5] First storage means for storing document information and electronic document identification information of the first electronic document, and approval information when the first electronic document is approved, in a storage unit; A second electronic device in which a paper document on which the approval mark is stamped and the document information and the paper document identification information related to the electronic document identification information are recorded is optically read and digitized by an image reading device. Receiving means for receiving a document; acquisition means for acquiring the imprint information of the approval stamp and the paper document identification information from the second electronic document; approval information based on the imprint information acquired by the acquisition means; A document management apparatus comprising: a second storage unit that stores paper document identification information and the approval information for the first electronic document in association with each other in the storage unit.

  According to the document management program of the first aspect, it is possible to treat a paper document with an approval stamp as an electronic document that has been electronically approved.

  According to the document management program of the second aspect, it is possible to create an electronic document and a paper document from the same screen.

  According to the document management program of the third aspect, it is possible to create a paper document after approving the electronic document, further stamp the approval mark on the paper document, and digitize it.

  According to the document management program of the fourth aspect, it is possible to entrust work other than the approver to work relating to digitization of paper documents.

  According to the document management apparatus of the fifth aspect, it is possible to treat a paper document with an approval mark as being electronically approved for an electronic document.

  FIG. 1 is a block diagram illustrating a schematic configuration of a workflow system to which a document management apparatus according to an embodiment of the present invention is applied.

  The workflow system 1 includes a terminal 2, a multifunction device 3, and a server 4, and the terminal 2, the multifunction device 3, and the server 4 are connected by a network 5. In the figure, the terminal 2 and the multifunction device 3 are illustrated one by one, but the number is not limited.

  “Workflow” means a work flow, and the workflow system 1 is a system that automates or semi-automates the work flow. “Work” includes application, examination, approval, registration, deletion, browsing, etc. for a document. Approval includes the addition of approval information to an electronic document, the approval stamp on a paper document, a signature, and the like. The “document” may include an image such as a photograph.

(Terminal)
The terminal 2 has a control unit 20 configured by a CPU or the like that controls each unit of the terminal 2 and controls communication with the server 4. The control unit 20 includes a keyboard, a mouse, an electronic pen, and the like. The input unit 21 provided, a display unit 22 such as a liquid crystal display or a touch panel display, a storage unit 23, and a communication unit 24 are connected.

  The storage unit 23 includes a ROM, a RAM, a hard disk (HDD), and the like, and stores a definition description application 23a, a work operation application 23b, a paper work substitution condition input application 23c, and a paper form definition application 23d. .

  The definition description application 23a is for defining a workflow such as application, manager approval, department manager approval, accounting processing, and the like. 41a.

  The work operation application 23b is an interface for defining an electronic form, and the electronic form definition information is stored in the definition storage unit 41a by the routing management unit 41 (to be described later) of the server 4. When the definition target is switched from the electronic form to the paper form, the process is passed to the paper form definition application 23d.

  The paper work surrogate condition input application 23c is an interface for inputting a surrogate condition for scanning in with paper. Stored.

  The paper form definition application 23 d is an interface for defining a paper form, and the paper form definition information is stored in the paper input form storage unit 42 b by the paper work determination unit 42 described later of the server 4.

(Multifunction machine)
The multifunction device 3 controls each unit of the multifunction device 3 and also includes a control unit 30 including a CPU that communicates with the server 4, a storage unit 31, a communication unit 32, a scanner 33, and a paper A printer 34 for printing form data and the like on a sheet and an operation display unit 35 such as a touch panel display are provided.

  The storage unit 31 includes a ROM, a RAM, a hard disk (HDD), and the like, and stores a paper work input application 31a and an imprint information input application 31b.

  The paper work input application 31a controls the scanner 33 to accept input from a paper form.

  The imprint information input application 31b controls the scanner 33 and accepts input of imprint information from the imprint information input sheet. The “imprint information” includes a handwritten signature in addition to information formed by the stamp of the approval mark.

  The scanner 33 includes a photoelectric conversion element that optically reads a paper form image from a paper form, and an A / D conversion element that performs A / D conversion on the output of the photoelectric conversion element.

(server)
The server 4 controls each unit of the server 4 and also includes a control unit 40 including a CPU that controls communication between the terminal 2 and the multifunction machine 3, a routing management unit 41, a paper work determination unit 42, and the like. The authentication unit 43 and the communication unit 44 are provided.

  The routing management unit 41 performs routing of a proposed case and execution processing of a work, and is connected to a definition storage unit 41a and a work history storage unit 41b.

  The definition storage unit 41a stores workflow and electronic form definition information. The work history storage unit 41b stores work history information for electronic forms and paper forms. That is, in the work history storage unit 41b, paper form ID, approval information for the electronic form, approval information based on the imprint information of the paper form, and the like are stored as work history information corresponding to the electronic form ID described later. The imprint information extracted from the paper form and the scan data obtained by scanning the paper form may be stored in the work history storage unit 41b as work history information.

  The paper work determination unit 42 receives input of paper form data from the multifunction machine 3, and determines whether the person who scanned in satisfies the substitution condition, and whether the imprint information of the worker in charge exists at a predetermined position. Make a decision. To the paper work determination unit 42, a paper work proxy condition storage unit 42a, a paper input form storage unit 42b, and an imprint information storage unit 42c are connected.

  The paper work proxy condition storage unit 42a stores a paper work proxy condition. Information input by the paper form is stored in the paper input form storage unit 42b. The imprint information storage unit 42c stores imprint information and the like input using the imprint information input sheet.

  The authentication unit 43 authenticates a person who intends to log in or scan in, and is connected to an authentication data storage unit 43a. The authentication data storage unit 43a stores authentication data such as name, user ID, and password. “Login” means that the terminal 2 accesses the server 4. “Scan-in” refers to scanning in from the terminal 2.

  The authentication unit 43 performs authentication based on whether the authentication information stored in the authentication data storage unit 43a includes the authentication information of the name, the user ID, and the password input from the person who intends to log in or scan in.

  Each of the storage units 41a, 41b, 42a, 42b, 42c, 43a of the server 4 includes a ROM, a RAM, a hard disk (HDD), and the like.

  Part or all of the applications stored in the storage unit or storage unit of the terminal 2, the multifunction device 3, and the server 4 constitute a document management program.

(Workflow system operation)
Next, the operation of the workflow system 1 according to the present embodiment will be described.

(Workflow)
FIG. 2 illustrates a workflow for purchasing an article as an example of the workflow. The workflow in the workflow system 1 according to the present embodiment includes a workflow A for electronically performing the work from the first to the last, a workflow B for performing a part other than the last digitization with paper, and a workflow from the middle of the workflow B. There is a workflow C that shifts to A and a workflow D that shifts to workflow B from the middle of workflow A. For workflows C and D, there is a case where the first approval is made by shifting to another flow at the time of the first approval, or a case where the next approval is made by moving to another flow at the time of the next approval. The electronic document or document flowing along the workflows A to D is managed based on the identification information. In the present embodiment, the number of times of approval is described for the upper manager and the department manager twice, but the number of approvals is not limited to two, but may be one or three or more times.

(A) As a case where the workflow A for electronic approval is desirable, the following cases can be cited.
(I) Senior manager and department head are on a business trip.
(Ii) Printing restrictions are imposed due to energy conservation.
(B) As a case where the workflow B for paper approval is desirable, the following cases can be cited.
(I) Senior managers and department heads want paper and approval stamps.
(Ii) I want you to approve in a hurry, but my supervisor or department head doesn't log in to the system very much.
(Iii) There is useful information in the margin description.
(Iv) There are many application items, and it is easier to grasp the description if it is output on paper.

  When executing each of the above workflows, the following imprint information registration and paper substitution settings are performed in advance.

(Registration of seal information)
FIG. 3 is a diagram illustrating an example of the registration operation of the seal stamp information. As shown in FIG. 3, the user prepares an imprinting information input sheet 200 with a stamping area (stamping column) 201 imprinted with an approval stamp and imprinting information 202 added thereto. Next, the user operates the operation display unit 35 of the multifunction machine 3 to input his / her name, user ID, and password authentication information, and makes an authentication request. The control unit 30 of the multifunction machine 3 makes an authentication request to the server 4 based on the input authentication information.

  The authentication unit 43 of the server 4 performs authentication depending on whether the authentication information transmitted from the multifunction machine 3 exists in the authentication data stored in the authentication data storage unit 43a. If the corresponding authentication information exists, the MFP 3 is notified of the authentication establishment result, and if it does not exist, the authentication failure result is notified.

  When the authentication establishment result is notified from the server 4, the control unit 30 of the multifunction machine 3 accepts the input of seal imprint information using the seal imprint information input sheet 200. The user causes the scanner 33 to read the imprint information input sheet 200. The control unit 30 performs an imprint information input process using the imprint information input application 31b. The scanner 33 optically reads a paper image from the seal imprint information input paper 200 and inputs it after A / D conversion. The imprint information input application 31b acquires imprint information 202 from the paper image output from the scanner 33 based on the position information of the stamp area 201, and further acquires attribute information such as the shape and color of the imprint information 202 from the imprint information 202. The imprint information, attribute information, and user name are transmitted to the server 4 via the communication unit 32 and the network 5.

  The paper work determination unit 42 of the server 4 stores the imprint information, attribute information, and user name transmitted from the multifunction machine 3 in the imprint information table of the imprint information storage unit 42c.

  FIG. 4 shows an example of an imprint information table of the imprint information storage unit 42c. In the imprint information table 210, user name, imprint information, and attribute information (shape, color, etc.) of the imprint information are registered. It should be noted that a plurality of pieces of imprint information such as an official seal and a date stamp may be registered for one user, or a signature may be used.

(Paper input proxy settings)
The person who approves with the approval mark (approver) inputs the conditions of the person who acts on his / her own scanning on the paper input substitution setting screen.

  FIG. 5 illustrates a paper input proxy setting screen displayed on the display unit. The paper input proxy setting screen 300 includes setting items 310, 320, and 330 for “substitution target work”, “substitution condition”, and “substitution work content”, and a “create” button 301. Based on the operation of the approver made on the paper input proxy setting screen 300, the paper work proxy condition input application 23c sets conditions for proxy scanning for each user.

  The setting item 310 for “substitution target work” includes a selection button 311 for selecting a work to be scanned from a work list that can be worked on a paper form, and a selection box 312 for displaying the work list. . By operating the selection button 311, a work list is displayed in the selection box 312 and a work is selected. The work list includes, for example, upper approval of “purchase processing”, upper approval of “transportation expense settlement”, upper approval of “attendance management”, and the like.

  In the setting item 320 of “substitution condition”, an input box 321 for inputting a substitution condition, a selection box 322 for selecting a condition in which the substitution condition input in the input box 321 is AND or OR, and a condition are added. An “add condition” button 323 is provided. In the input box 321, the user is allowed to perform scanning, and a condition that may be the work performed by the user is input. In this case, if there is no imprint information, the reliability of who has input is significantly lowered. Therefore, it is preferable to include his / her imprint information as a condition. In the case shown in the figure, “imprint information in the upper approval column” = “your own imprint information”, and the team to which the scanned-in human belongs = “your own team” are input.

  In the setting item 330 of “proxy work content”, a selection button 331 and a selection box 332 for selecting whether to make provisional approval or approval, and “Yes” check for specifying the presence / absence of “email notification” A box 333, a “none” check box 334, and a “grace (stay) period” input box 335 are provided. “Mail notification” notifies the approver by mail of “who” and “which work has been performed” when the proxy is performed. The “grace (staying) period” is a grace period in which, when the proxy work content is the end of “approval”, the work is not finished immediately, but an email is received and the proxy content can be grasped.

(Form creation operation)
FIG. 6 is a diagram illustrating a form creation operation.

(1) Workflow A (flow for electronically performing work from the beginning to the end)
(1-1) Creation of Electronic Form by Applicant Here, a case where the upper manager and the department manager log in and approve will be described. The applicant operates the input unit 21 to activate the definition description application 23a. The definition description application 23a displays the electronic form creation screen 400 shown in FIG.

  On the electronic form creation screen 400, an item input field 410 input by the applicant, an upper input field 420 input by the superior, a department manager input field 430 input by the department manager, and “Create paper form” are also displayed. A check box 401 as a paper document creation instruction section to be selected and a “creation” button 402 as a creation completion section for instructing “creation” are provided. The paper document creation instruction section and the creation completion section may be icons or menus made up of pictures or pictographs.

  In the item input column 410, for example, contents (item values) corresponding to items such as the applicant name 411, the purchased article 412, the application amount 413, the application reason 414, and the like are input.

  The upper manager input field 420 includes a radio button 421a of “Yes” as approval information indicating that the upper manager has approved, a radio button 421b of “No” indicating that the upper manager does not approve, and the upper manager comments. An upper comment field 422 for input is provided.

  The department head input field 430 includes a radio button 431a of “Yes” as approval information indicating that the department head has approved, a radio button 431b of “No” indicating that the department head does not approve, and a comment from the department head. A department manager comment field 432 for input is provided.

  When the “Create paper form” check box 401 is checked, a paper form creation screen to be described later is displayed.

  When the “Create” button 402 is selected without checking the “Create paper form” check box 401, the contents of the electronic form are confirmed, and the electronic form (first electronic form) shown in FIG. Document) 440 is created. When the check box 401 is checked and selected, the contents of the electronic form are confirmed and a paper form creation screen described later is displayed.

  In the above-described embodiment, the “create” button 402 has only the electronic form creation instruction function, and instead of the “create paper form” check box 401, a “paper form” instruction is issued. A “Create” button may be provided.

  The applicant inputs contents in the items 411 to 414 in the item input field 410 and selects the “Create” button 402 without checking the “Create paper form” check box 401. The definition description application 23 a creates an electronic form and displays it on the display unit 22, and transmits definition information of the created electronic form to the server 4 via the communication unit 24 and the network 5.

  Under the control of the control unit 40 of the server 4, the routing management unit 41 stores the definition information of the electronic form from the terminal 2 in the definition storage unit 41a.

  FIG. 6B shows an example of an electronic form. As shown in FIG. 6B, the electronic form 440 includes a QR code 403 </ b> A in which the creation contents of the electronic form 440 are two-dimensionally coded together with an electronic form ID as electronic document identification information for identifying the electronic form 440. To be recorded. The electronic form ID and QR code 403A are generated by the definition description application 23a.

(1-2) Approval of upper manager to electronic form The upper manager logs in by inputting user ID and password authentication information from the input unit 21 of the terminal 2. In order for the superior to log in, the authentication information of the superior needs to be present in the authentication data of the authentication data storage unit 43a.

  Next, the superior inputs the electronic form ID from the input unit 21, reads the corresponding electronic form from the definition storage unit 41 a of the server 4, and causes the display unit 22 to display the electronic form. The superior clicks the radio buttons 421a and 421b in the upper-form input column 420 of the electronic form 440 and enters necessary comments in the upper-comment comment column 422. The click approval information and comment information by the superior are stored as work history information in the work history storage unit 41b by the routing management unit 41 of the server 4 in correspondence with the electronic form ID.

(1-3) Approval of Department Manager to Electronic Form The department manager logs in by entering user ID and password authentication information from the input unit 21 of the terminal 2. In order for the department head to log in, the department head authentication information must exist in the authentication data of the authentication data storage unit 43a.

  Next, the department head inputs the electronic form ID from the input unit 21 and causes the display unit 22 to display the corresponding electronic form. The department head clicks the radio buttons 431 a and 431 b in the department head input field 430 of the electronic form 440 and enters necessary comments in the department head comment field 432. The approval information and comment information by the click by the department head are stored as work history information in the work history storage unit 41b by the routing management unit 41 of the server 4 in correspondence with the electronic form ID.

(1-4) Accounting Processing The accounting officer inputs the user ID and password authentication information from the input unit 21 of the terminal 2 and logs in. In order for the accountant to log in, the authentication information of the accountant needs to be present in the authentication data of the authentication data storage unit 43a.

  The accountant inputs the electronic form ID from the input unit 21 and causes the display unit 22 to display the corresponding electronic form. The accounting staff performs accounting processing after confirming that the manager's approval and the department manager's approval have been made. Information on accounting processing by the accounting staff is stored as work history information in the work history storage unit 41b by the routing management unit 41 of the server 4 in correspondence with the electronic form ID.

(2) Workflow B (Flow where the part except the last digitization is done with paper)
(2-1) Creation of Paper Form Here, a case will be described in which an upper manager and a department head approve using an approval stamp, and an accountant performs a scan-in. In the electronic form creation screen 400 shown in FIG. 6A, the applicant inputs contents in the items 411 to 414 in the item input field 410, and checks the “Create paper form” check box 401, "Button 402 is selected. The work operation application 23b passes the processing to the paper form definition application 23d.

  The paper form definition application 23d displays a paper form creation screen 450 shown in FIG.

  Similar to the electronic form creation screen 400, the paper form creation screen 450 is provided with an item input field 410, an upper length input field 420, a department head input field 430, and a “Create” button 402. Check boxes 423 and 433 are added next to the input field 420 and the department head input field 430. In each item 411 to 414 in the item input field 410, the contents input on the electronic form creation screen 400 are displayed.

  If the superior desires approval by paper, the applicant checks a check box 423 next to the superior input field 420 as shown in FIG.

  As shown in FIG. 6E, the paper form definition application 23d edits the radio button 421a and changes it to the upper manager approval area (stamping column) 451.

  Next, as shown in FIG. 6 (f), the applicant moves the cursor 452 from the position of the upper manager approval area 451 to the upper right by dragging and dropping, and the upper manager approval area 451 is displayed in FIG. 6 (g). As shown in FIG.

  When the department head desires paper approval, the applicant checks the check box 433 next to the department head input field 430 as shown in FIG.

  As shown in FIG. 6I, the paper form definition application 23d edits the radio button 431a and changes it to the department manager approval area (stamping field) 453.

  Next, as shown in FIG. 6 (j), when the applicant moves the cursor 452 to the right from the position of the department manager approval area 453 by drag and drop, the department manager approval area 453 is displayed in FIG. 6 (k). As shown in FIG. 4, the right side of the upper manager approval area 451 is moved.

  Next, the applicant selects the “Create” button 402 on the paper form creation screen 450 shown in FIG.

  The paper form definition application 23d creates a paper form (paper document) 460 as shown in FIG. The QR code 403B including the document content of the paper form 460 and the paper form ID as the paper document identification information of the paper form 460 is added to the paper form 460.

  The paper form ID included in the QR code 403B added to the paper form 460 may be the same as or associated with the electronic form ID included in the electronic form 440. For example, an additional code (A or B) for identifying the electronic form and the paper form may be added to the common code (1234) to set the electronic form ID to 1234A and the paper form ID to 1234B.

  The paper form definition application 23 d transmits paper form definition information to the server 4 via the communication unit 24 and the network 5. The paper work determination unit 42 of the server 4 stores the paper form definition information transmitted from the terminal 2 in the paper input form storage unit 42b.

  FIG. 7 is a diagram showing an example of a paper form definition table stored in the paper input form storage unit 42b. When a paper form is defined by the paper form definition application 23d, as shown in the figure, an input indicating the definition name indicating the title of the paper form in the paper form definition table 500 and the attribute of the person who inputs using the approval mark. The attribute name, X and Y coordinates indicating the position on the paper form where the approval mark is input, and the height and width of the approval mark input area are stored in the paper input form storage unit 42b. The X coordinate and the Y coordinate represent the coordinates of the upper left point of the approval mark input area.

  The applicant instructs printing of the paper form. The control unit 30 of the multifunction machine 3 controls the printer 34 to print and output paper form data on paper.

(2-2) Approval of the senior manager on the paper form When the senior manager approves the distributed paper form 460, the manager stamps the approval stamp on the senior manager approval area 451 and is required for the senior manager comment field 422. Enter a comment and circulate the paper form 460 to the department head.

(2-3) Approval of department manager to paper form When the department manager approves the distributed paper form 460, the department manager stamps the approval mark in the department manager approval area 453 and is required in the department manager comment field 432. Make a comment and circulate it to the accountant.

(2-4) Accounting processing When the accounting person confirms that the approval mark of the superior and the approval mark of the department head are stamped on the circulated paper form 460, the accounting person performs accounting processing. The accountant inputs the user ID and password authentication information from the operation display unit 35 of the multifunction machine 3 and scans in. In order for the accountant to scan in, the authentication information of the accountant needs to be present in the authentication data of the authentication data storage unit 43a.

  The accountant causes the scanner 33 to read the paper form image from the paper form 460. The paper work input application 31a acquires the QR code 403B included in the paper form image, acquires the paper form ID (application ID) from the QR code 403B, and identifies the corresponding case.

  The work input application 31 a digitizes (digitizes) the characters and seal information input on the paper form, and transmits the scan data (second electronic document) to the server 4. The routing management unit 41 of the server 4 stores the scan data in the work history storage unit 41b together with the paper form ID corresponding to the corresponding electronic form ID. At this time, the routing management unit 41 extracts the approver information (user name) from the seal imprint information table 210 based on the seal imprint information, and stores the approval information that the user has approved corresponding to the electronic form ID. Stored in the unit 41b.

(3) Workflow C (flow that moves from workflow B to workflow A)

  FIG. 8 is a flowchart showing an outline of an example of processing after a paper form is input from the multifunction peripheral. Here, a case will be described in which the superior or department head approves with an approval mark, and the supervisor of the upper department or department head scans in.

  As described in (2) Workflow B above, it is assumed that the applicant creates a paper form and the manager or department head approves it.

  Thereafter, the supervisor of the superior or the department manager inputs the scan-in substitute conditions such as the substitute work, the affiliation team, the substitute work contents, and the like from the operation display unit 35 of the multifunction machine 3. Further, the substitute causes the scanner 33 to read the paper form image from the paper form 460. The paper work input application 31a acquires the QR code 403B included in the paper form image, acquires the paper form ID (application ID) from the QR code 403B, and identifies the corresponding case (S10).

  The control unit 30 of the multifunction machine 3 transmits the input proxy condition for scan-in to the server 4. The paper work determination unit 42 of the server 4 determines whether or not the transmitted proxy condition satisfies the proxy condition stored in the paper work proxy condition storage unit 42a (S11). If not satisfied (S11: No), an error is displayed on the operation display unit 35 of the multifunction machine 3 (S12).

  If the proxy condition is satisfied, it is determined whether or not the seal imprint information is present at a predetermined position (upper manager approval area 451 and department manager approval area 453) (S13). If the imprint information does not exist at a predetermined position (S13: No), the user is inquired whether or not the same paper form 460 is to be printed again (S14). When the same paper form 460 is printed again (S14) : No), the multifunction device 3 is caused to print the paper form 460 (S15).

  If the seal imprint information exists at a predetermined position (S13: Yes), the characters handwritten on the paper form 460 (handwritten information) and the seal imprint information are converted into digital data. Approver information (user name) is extracted from the seal imprint information table 210 based on the seal imprint information, and the work history information in the work history storage unit 41b is internally converted into the same input that the user has approved. For example, if there is an imprint of the user “Tanaka G long”, it is assumed that Tanaka G long inputs “approval = OK” in the “superior approval” input.

  Workflow work is advanced using digital data (S17).

  The user is inquired whether to save the scanned image of the paper form (S18). When the user instructs to save the scan image (S18: Yes), the scan image is saved in the storage unit 31 of the multifunction machine 3, the work history storage unit 41b of the server 40, or the like (S19).

(4) Workflow D (flow that moves from workflow A to workflow B)
As shown in FIG. 6 (b), the electronic form is provided with a check box 401 for "Create paper form", so if the upper manager or the department head decides to approve with an approval stamp, The superior or department head, or a representative of these, can transfer to workflow B from the middle of workflow A by logging in and creating a paper form.

[Other embodiments]
The present invention is not limited to the above-described embodiments, and various modifications can be made without departing from the spirit of the present invention, and between the embodiments without departing from the spirit of the present invention. The components can be arbitrarily combined.

  The program used in the above embodiment may be read from a recording medium such as a CD-ROM into a storage unit in the apparatus, or downloaded from a server connected to a network such as the Internet to the storage unit in the apparatus. May be.

  A part or all of the document management program may be realized by hardware such as an application specific integrated circuit (ASIC).

  In the above embodiment, the electronic form ID and the paper form ID are generated on the terminal side, but may be generated on the server side.

FIG. 1 is a block diagram illustrating a schematic configuration of a workflow system according to an embodiment of the present invention. FIG. 2 is a diagram illustrating a workflow in purchasing an article as an example of the workflow. FIG. 3 is a diagram illustrating an example of the registration operation of the seal stamp information. FIG. 4 is a diagram illustrating an example of an imprint information table of the imprint information storage unit. FIG. 5 is a diagram illustrating a paper input proxy setting screen displayed on the display unit. 6A and 6B are diagrams illustrating the form creation operation. 6C and 6D are diagrams illustrating a form creation operation. FIGS. 6E and 6F are diagrams illustrating the form creation operation. FIGS. 6G and 6H are diagrams illustrating the form creation operation. FIGS. 6I and 6J are diagrams illustrating the form creation operation. FIGS. 6K and 6L are diagrams illustrating the form creation operation. FIG. 7 is a diagram illustrating an example of a paper form definition table stored in the paper input form storage unit. FIG. 8 is a flowchart showing an outline of an example of processing after a paper form is input from the multifunction peripheral.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Workflow system 2 Terminal 3 Multifunction machine 4 Server 5 Network 20 Control part 21 Input part 22 Display part 23 Storage part 23a Definition description application 23b Work operation application 23c Paper work substitution condition input application 23d Paper form definition application 24 Communication part 30 Control part 31a Paper work input application 31b Imprint information input application 31 Storage unit 32 Communication unit 33 Scanner 34 Printer 35 Operation display unit 40 Control unit 41 Routing management unit 41b Work history storage unit 41a Definition storage unit 42 Paper work determination unit 42a Paper work substitution Condition storage unit 42b Paper input form storage unit 42c Imprint information storage unit 43 Authentication unit 43a Authentication data storage unit 44 Communication unit 200 Imprint information input sheet 201 Stamp area 202 Imprint information 210 Shadow information table 300 Paper input proxy setting screen 301 “Create” button 310 Setting item 311 Selection button 312 Selection box 320 Setting item 321 Input box 322 Selection box 330 Setting item 331 Selection button 332 Selection box 333, 334 Check box 335 Input box 400 Electronic form creation screen 401 Check box 402 “Create” button 403A, 403B QR code 410 Item input field 411 Applicant name 412 Purchased item 413 Application amount 414 Application reason 420 Upper input field 421a, 421b Radio button 422 Upper comment field 423 , 433 Check box 430 Department head input field 431a, 431b Radio button 432 Department head comment field 433 Check box 440 Electronic form 450 Paper form creation Screen 451 superiors approved area 452 cursor 453 department head approval area 460 paper form 500 paper form definition table

Claims (5)

A first storage step of storing document information and electronic document identification information of the first electronic document, and approval information when the first electronic document is approved in a storage unit;
A second electronic document that is digitalized by optically reading a paper document on which an approval mark is stamped and the document information and paper document identification information related to the electronic document identification information are recorded. A reception step for accepting,
An acquisition step of acquiring imprint information of the approval seal and the paper document identification information from the second electronic document;
A second storage step of storing the approval information based on the seal imprint information acquired in the acquisition step, the paper document identification information, and the approval information for the first electronic document in association with each other in the storage unit; Document management program for causing computer to execute. In an electronic document creation screen including a column to which the approval information is added, a creation completion portion indicating creation completion, and a paper document creation instruction portion for instructing creation of the paper document, when the instruction is received by the creation completion portion, An electronic document creation step of creating electronic document identification information and creating the first electronic document including the generated electronic document identification information;
In the electronic document creation screen, when an instruction is received by the paper document creation instruction unit, a printing information creation step of creating a printing information in which a column to which the approval information is added and a seal column is provided,
The document management program according to claim 1, further causing the computer to execute a printing step of creating the paper document by printing the printing information on paper.   The document management program according to claim 2, wherein the first electronic document created according to the instruction received by the creation completion unit includes the paper document creation instruction unit for the first electronic document.   The document management program according to claim 1, wherein the accepting step digitizes the paper document based on an instruction of a person who satisfies the proxy condition when satisfying the proxy condition of the approver. First storage means for storing document information and electronic document identification information of the first electronic document, and approval information when the first electronic document is approved in a storage unit;
A second electronic document that is digitalized by optically reading a paper document on which an approval mark is stamped and the document information and paper document identification information related to the electronic document identification information are recorded. Accepting means for accepting,
Obtaining means for obtaining the imprint information of the approval seal and the paper document identification information from the second electronic document;
Second storage means for storing the approval information based on the seal stamp information acquired by the acquisition means, the paper document identification information, and the approval information for the first electronic document in association with each other in the storage unit; Document management device with

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