JP2011070338A - Electronic document management device, program and electronic document management system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide an electronic document management device for preventing a circulated electronic document from being browsed. <P>SOLUTION: The electronic document management device includes: a circulation setting means that configures settings such that an electronic document is circulated among predetermined persons; a circulation stop setting means that configures settings such that a first electronic document circulated based on the content set by the circulation setting means is associated with a second electronic document different from the first electronic document, and that the circulation of the first electronic document is stopped; and a transmission means transmitting instruction information to circulate the second electronic document based on the content set by the circulation setting means and instruction information to stop circulation of the first electronic document based on the content set by the circulation stop setting means. <P>COPYRIGHT: (C)2011,JPO&INPIT

Description

  The present invention relates to an electronic document management apparatus, a program, and an electronic document management system.

Patent Document 1 discloses an electronic document circulation device or the like that creates a circulation sheet by digitizing a circulation list including items necessary for circulation of an electronic document, and circulates the electronic document to which the circulation sheet is attached. ing.
Patent Document 2 discloses a document circulation server device that controls circulation of an electronic document based on circulation management information.
In Patent Document 3, after ascertaining a circulation route for circulating a plurality of documents independently, a circulation destination included in at least one of the circulation routes of the plurality of documents is extracted, and the extracted circulation destination is determined in advance. An electronic document circulation method is disclosed in which a circulation route for circulating a plurality of documents at once is set by arranging them in this order.

JP 09-2224050 A JP 2004-102483 A Japanese Patent Laid-Open No. 2002-083103

  An object of the present invention is to provide an electronic document management apparatus, a program, and an electronic document management system that can prevent a circulated electronic document from being browsed.

[Electronic document management device]
According to the first aspect of the present invention, there is provided circulation setting means for setting an electronic document to be circulated among predetermined persons, and first electronic mail circulated based on setting contents set by the circulation setting means. Circulation stop setting means for setting the document to be associated with a second electronic document different from the first electronic document and stopping circulation of the first electronic document, and setting contents set by the circulation setting means Based on the instruction information for instructing the second electronic document to be circulated, and instructing the circulation of the first electronic document to be stopped based on the setting contents set by the circulation stop setting means. An electronic document management apparatus having transmission means for transmitting instruction information.

  The present invention according to claim 2 further includes transmission setting means for setting that the second electronic document or the presence of the second electronic document is transmitted to the predetermined person, and the transmission means Transmits instruction information for instructing that the second electronic document or the presence of the second electronic document exists to be transmitted to the predetermined person based on the setting content set by the transmission setting means The electronic document management apparatus according to claim 1.

  The present invention according to claim 3 further includes browsing setting means for setting the first electronic document to be browsed together with the second electronic document, and the transmitting means is configured by the browsing setting means. The electronic document management apparatus according to claim 1, wherein instruction information for instructing the first electronic document to be browsed together with the second electronic document is transmitted based on the set content.

  The present invention according to claim 4 is characterized in that the circulation stop setting means circulates the first electronic document based on a browsing state indicating whether or not the first electronic document has been browsed by a predetermined person. The electronic document management apparatus according to claim 1, wherein the electronic document management apparatus is set to be stopped.

[program]
According to the fifth aspect of the present invention, the step of setting the electronic document to be circulated among predetermined persons and the first electronic document circulated based on the set content are the first electronic document. A step of setting the circulation of the first electronic document to be stopped, and instructing the circulation of the second electronic document based on the set content. A program for causing a computer to execute instruction information and instruction information for instructing to stop circulation of the first electronic document based on setting contents set by the circulation stop setting unit.

[Electronic document management system]
The present invention according to claim 6 has a transmitting terminal for transmitting an electronic document and a receiving terminal for receiving the electronic document, and the transmitting terminal is set so that the electronic document is circulated among predetermined persons. Circulation setting means and a first electronic document circulated based on the setting contents set by the circulation setting means are associated with a second electronic document different from the first electronic document, and the first electronic document Circulation stop setting means for setting the circulation to be stopped, instruction information for instructing the second electronic document to be circulated based on the setting content set by the circulation setting means, and the circulation stop setting Transmitting means for transmitting instruction information for instructing the circulation of the first electronic document to be stopped based on the setting content set by the means, wherein the receiving terminal receives the instruction information received from the transmitting means. Based on an electronic document management system having a control means for controlling the circulation and stopping circulation of the first electronic document of the second electronic document.

  According to the first aspect of the present invention, compared with the case where the present configuration is not provided, the electronic document management in which the circulated electronic document is associated with a different electronic document and the circulated electronic document can be prevented from being browsed. An apparatus can be provided.

  According to the second aspect of the present invention, in addition to the effect of the first aspect of the invention, it is possible to reduce the browsing of the circulated electronic document compared to the case where the present configuration is not provided. A management device can be provided.

  According to the third aspect of the present invention, there is provided an electronic document management apparatus capable of reducing the burden on a predetermined person in addition to the effect of the first aspect of the invention compared to the case where the present configuration is not provided. be able to.

  According to the fourth aspect of the present invention, compared to the case where the present configuration is not provided, in addition to the effect of the first aspect of the invention, it is less likely that the circulated electronic document is browsed based on the browsing state. It is possible to provide an electronic document management apparatus capable of doing so.

  According to the fifth aspect of the present invention, there is provided a program capable of associating a circulated electronic document with a different electronic document and preventing the circulated electronic document from being browsed as compared with the case without this configuration. can do.

  According to the sixth aspect of the present invention, compared with the case where the present configuration is not provided, the electronic document management in which the circulated electronic document is associated with a different electronic document and the circulated electronic document can be prevented from being browsed. A system can be provided.

It is a figure which shows the electronic document management system containing the electronic document management apparatus which is one Embodiment of this invention. It is a figure which illustrates the hardware constitutions of an electronic document management apparatus. It is a figure which shows the structure of the electronic document management program which operate | moves with an electronic document management apparatus. It is an example of the screen displayed when browsing an electronic document. It is an example of a screen displayed when a circulation sheet is newly created. It is an example of a screen when it is displayed when a circulation sheet created in the past is read and reused. It is an example of a screen displayed when a circulation sheet is pasted to create a circulation document. When a related document is not set in the circulation sheet, it is a figure for demonstrating the relationship of a setting item. FIG. 6 is a diagram for explaining a relationship between setting items when a related document is set in a circulation sheet. It is a flowchart of the circulation document preparation process (S10) performed by the circulation document preparation part. It is a flowchart of the circulation document browsing process (S20) performed by the circulation document browsing part. It is a figure for demonstrating the case where the urgency level of a circulation document is high and there are few errors of a circulation document. It is a figure for demonstrating the case where the urgency level of a circulation document is high and there are many errors of a circulation document. It is a figure for demonstrating the case where the urgency level of a circulation document is low.

  Embodiments of the present invention will be described below. In addition, the following description is only an example in implementing this invention, and this invention is not necessarily limited to the matter demonstrated below, It can change suitably as needed.

[Electronic document management system]
FIG. 1 is a diagram showing an electronic document management system 1 including an electronic document management apparatus 10 according to an embodiment of the present invention. As shown in FIG. 1, electronic document management apparatuses 10-1 to 10-n, an image forming apparatus 12, and a shared server 14 are connected to each other via a network 16.
The electronic document management apparatuses 10-1 to 10-n have general computer functions such as storing electronic documents created using an application such as WORD (registered trademark) in a folder and sharing the folder. In addition, an electronic document management program (details will be described later) is installed.
The image forming apparatus 12 has a function as a so-called multifunction device, such as storing an electronic document in a confidential box or the like.
The shared server 14 has a general file server function such as sharing a folder in which an electronic document is stored.
With such a configuration, the electronic document created in the electronic document management apparatuses 10-1 to 10-n is stored in a predetermined storage location (for example, in the electronic document management apparatuses 10-1 to 10-n). Shared folders, confidential boxes in the image forming apparatus 12 and shared folders in the shared server 14) and circulated to the viewer.

However, n is an integer greater than or equal to 1, and n does not always show the same number.
In the following drawings, substantially the same components are denoted by the same reference numerals.
Hereinafter, when any of a plurality of components such as “electronic document management apparatuses 10-1 to 10-n” is indicated without being specified, it is simply abbreviated as “electronic document management apparatus 10” or the like. Sometimes.
In FIG. 1, only one image forming apparatus 12 and one shared server 14 are provided, but a plurality of image forming apparatuses 12 and shared servers 14 may be provided.

[Electronic document management device]
FIG. 2 is a diagram illustrating a hardware configuration of the electronic document management apparatus 10 of FIG.
As shown in FIG. 2, the electronic document management apparatus 10 includes a main body 104 including a CPU 100 and a memory 102, an input device 108, an output device 110, a communication interface (communication IF) 112, a storage device 114, and a storage medium 116. The
That is, the electronic document management apparatus 10 has a component as a computer capable of information processing and communication with other apparatuses.
The memory 102, the storage device 114, or the storage medium 116 includes an electronic document management program, an electronic document and circulation sheet created in the electronic document management device 10, and an electronic document and circulation created in another electronic document management device 10. Memorize sheets.
The CPU 100 controls the operation of the electronic document management apparatus by executing predetermined processing based on the electronic document management program stored in the memory 102, the storage device 114, or the storage medium 116.
The input device 108 is a keyboard, a mouse, and a joystick, the output device 110 is a display device such as a display, and the storage medium 116 is a CD device, an FD device, an HDD device, or the like.

[Electronic document management program]
FIG. 3 is a diagram showing the configuration of the electronic document management program 18 that operates in the electronic document management apparatus 10 of FIGS. 1 and 2.
As shown in FIG. 3, the electronic document management program 18 includes a general electronic document (hereinafter “general document”) creation unit 180, a general document browsing unit 182, a circulation electronic document (hereinafter “circulation document”) creation unit 184, and The circulation document browsing unit 186 is configured. Further, the circulation document creation unit 184 includes a circulation sheet creation unit 188, a circulation sheet pasting unit 190, a circulation control unit 192, and a browsing state storage unit 194. The circulation document browsing unit 186 includes a circulation document acquisition unit 196, a circulation sheet. An acquisition unit 198 and a browsing control unit 200 are included.
Note that not all of the above may be installed in all electronic document management apparatuses 10. For example, when the operator of the electronic document management apparatus 10 has only the authority to view the electronic document, only the general document browsing unit 182 and the circulation document browsing unit 186 may be installed in the electronic document management apparatus 10. Absent.
In addition, among electronic documents, an electronic document attached to circulation is a circulation document, and an electronic document other than the circulation document is a general document. The flag added as additional information differs between the circulation document and the general document. For example, when the flag for the circulation document is “0”, the flag for the general document is “1”.

[General Document Creation Department and General Document Reading Department]
The general document creation unit 180 creates a general document based on an input instruction received from an operator of the electronic document management apparatus 10 and stores it in the storage device 114 of FIG.
The general document browsing unit 182 presents a screen for browsing an electronic document to which a general document flag is added, among the electronic documents stored in the storage device 114, to the operator.
The general document creation unit 180 and the general document browsing unit 182 are functions provided in general document management software such as Documents (registered trademark), and detailed description thereof is omitted.

[Circular Document Creation Department]
The circulation sheet creation unit 188 creates a circulation sheet (details will be described later) for setting the circulation order and the like. The created circulation sheet is stored in the storage device 114 or the like.
The circulation sheet affixing unit 190 affixes the circulation sheet created by the circulation sheet creation unit 188 to a general document read from the storage device 114 or the like. A general document becomes a circulation document by attaching a circulation sheet.
Specifically, the circulation sheet pasting unit 190 changes the flag added for the general document to the flag for the circulation document when there is an input instruction from the operator to paste the circulation sheet to the general document. To do. Note that the reader set in the circulation sheet and the browsing state thereof (“unviewed (not)” or “viewed (finished)”. The initial value is “not yet”) are stored in the browsing state storage unit 194. .

The circulation control unit 192 controls circulation based on the circulation sheet pasted by the circulation sheet pasting unit 190.
Specifically, the circulation control unit 192 transmits that there is a circulation document to the first viewer set in the circulation sheet, and stores the circulation document in a predetermined storage location.
In addition, when a related document (details will be described later) is set in the circulation sheet and special processing (details will be described later) is set in the related document, the circulation control unit 192 performs special processing on the related document. Apply. When broadcast is set in the circulation sheet, the circulation control unit 192 transmits a message indicating that there is a new circulation document or the new circulation document itself to all viewers.
Further, the circulation control unit 192 receives from the other electronic document management apparatus 10 via the communication IF 112 of FIG. 2 that the browsing state has been changed from “not yet” to “done”. When the circulation control unit 192 receives a change in the browsing state, the change is reflected in the browsing state stored in the browsing state storage unit 194 and can be referred to by the operator via the output device 110 in FIG. Become. Therefore, the operator can set related documents, special processing, and broadcast in the circulation sheet with reference to the browsing state.

[Circulation document browsing department]
The circulation document acquisition unit 196 acquires, as a circulation document, an electronic document with a flag for the circulation document among the electronic documents stored in the storage device 114 of FIG.
The circulation sheet acquisition unit 198 acquires the attached circulation sheet from the circulation document acquired by the circulation document acquisition unit 196.
The browsing control unit 200 controls browsing of the circulation document based on the setting contents of the circulation sheet acquired by the circulation sheet acquisition unit 198.
Specifically, the browsing control unit 200 determines that the related document is not set in the circulation sheet, the related document is set in the circulation sheet, but the special processing is not set in the related document, and the circulation When the circulation document acquired by the document acquisition unit 196 does not match the related document set in the circulation sheet, browsing of the circulation document is started and a screen for browsing the circulation document is presented to the operator. When the circulation document permitted to be browsed is actually browsed by the viewer, the browsing control unit 200 further changes the browsing state of the circulation sheet attached to the circulation document and creates the circulation document. Send browsing status changes to the user. On the other hand, when the related document for which special processing is set in the circulation sheet matches the circulation document acquired by the circulation document acquisition unit 196, the circulation control unit 200 performs special processing on the circulation document that is the related document. Apply. The circulation control unit 200 may present this fact to the operator as an alarm screen.

FIG. 4 is an example of a screen presented by the general document browsing unit 182 of FIG. 3 and displayed on the output device 110 of FIG. When browsing is permitted, a similar screen is also presented by the circulation document browsing unit 186 of FIG.
As shown in FIG. 4, a title bar 202, a minimize button 204, a maximize button 206, a close button 208, a scroll button 210, a scroll bar 212, a menu bar 214, and a display unit 216 are displayed. Further, the electronic document 218 is displayed on the display unit 216.
When a general document is displayed on the display unit 216, a circulation sheet creation button and a circulation document creation button (both not shown) are displayed by pressing one of the buttons displayed on the menu bar 214. Pull down is displayed.

FIG. 5 is an example of a screen displayed as a screen different from the screen of FIG. 4 and superimposed on the screen of FIG. 4 by pressing the circulation sheet creation button on the screen of FIG.
FIG. 5A is an example of a screen displayed when a circulation sheet is newly created, and FIG. 5B is an example of a screen displayed when a circulation sheet created in the past is read and reused.
As shown in FIGS. 5A and 5B, the screens of FIGS. 5A and 5B are the title bar 202, the close button 208, the circulation sheet name input unit 222, the author name input unit 224, the use input unit 226, and the circulation order name. Although the input unit 228, the circulation order detail button 230, the OK button 232, and the cancel button 234 are displayed, the circulation sheet reading button 220 is displayed only on the screen of FIG. 5A, and the related document setting button 236 is displayed only on the screen of FIG. 5B. A special processing setting button 238 and a broadcast setting button 240 are displayed.

By pressing a circulation sheet reading button 230 on the screen of FIG. 5A, a designated one of the circulation sheets created in the past is read, and the setting items of the read circulation sheet are displayed on the screen of FIG. 5A. Transition to the screen of FIG. 5B.
A circulation sheet name is input to the circulation sheet name input unit 222, and an author name (that is, an operator) of the circulation sheet is input to the author name input unit 224. Further, the usage of the circulation sheet is input to the usage input unit 226, and the circulation order name of the circulation sheet is input to the circulation order name input unit 228. By pressing the circulation order detail button 230, the screen in FIG. 5A shifts to a screen for setting the details of the circulation order (eg, associating the storage order for storing the viewer and the circulation document with the circulation order). By pressing the OK button 232, a circulation sheet is created with the contents set on the screen of FIG. 5A, and then the screen of FIG. 5A is closed. By pressing the cancel button 234, the screen of FIG. 5A is closed. .
Note that when a circulation sheet is newly created, a circulation sheet ID, which is an identifier for identifying the circulation sheet, is automatically allocated, but it may be manually allocated by the operator.

When the related document setting button 236 is pressed on the screen of FIG. 5B, the screen of FIG. 5B shifts to a screen for setting a related document. Related documents include circulation documents that are being routed (circulation documents being circulated), but the circulation document being circulated is incorrect or the circulation document itself being circulated is incorrect For this reason, when there is a circulation document (new circulation document) to be newly added to the circulation, it means the circulation document being circulated. The electronic document before the circulation sheet is attached to the circulation document being circulated may be created before the electronic document before the circulation sheet is attached to the new circulation document, It may be created later.
By pressing the special process setting button 238, the screen in FIG. 5B shifts to a screen for setting a special process. The special process is a process for stopping the circulation of the related document, for example, prohibiting the browsing of the related document and discarding the related document.
In addition, when setting special processing that prohibits browsing of related documents, for example, conditions such as until a new circulation document is browsed, and when a new circulation document is browsed, a new circulation document and related It is possible to further set a condition result such as a document being browsed collectively (or being merged and viewed).
By pressing the broadcast setting button 240, the screen of FIG. 5B shifts to a screen for setting broadcast. Broadcasting means that there is a new circulation document or the new circulation document itself is transmitted to all viewers.

FIG. 6 is an example of a screen displayed in place of the screen of FIG. 4 by pressing the circulation document creation button on the screen of FIG.
As shown in FIG. 6, a title bar 202, a minimize button 204, a maximize button 206, a close button 208, a scroll button 210, a scroll bar 212, a menu bar 214, and a display unit 216 are displayed. Further, the display unit 216 displays the circulation sheet 236 created on the screen of FIG. 5 and the general document 238 displayed on the screen of FIG.
For example, as indicated by an arrow, the operator can create a circulation document by clicking and dropping the circulation sheet 236 on the general document 238 to attach the circulation sheet 236 to the general document 238.
When a circulation document is created, a circulation binder ID that is an identifier for identifying a circulation binder (for collecting a plurality of circulation documents) and a circulation document ID that is an identifier for identifying a circulation document are automatically assigned. However, it may be assigned manually by the operator.

FIG. 7 is a diagram for explaining a circulation sheet attached to a circulation document on the screen of FIG.
FIG. 7A is a diagram for explaining a relationship between setting items when a related document is not set in the circulation sheet. As shown in FIG. 7A, the setting items constitute tables (a) to (d), and the tables (a) to (d) are associated with items that can be uniquely identified, such as IDs and names.
The table (a) includes items (“circulation sheet name”, “creator”, and “circulation order name”) set by the operator, and items automatically allocated when the circulation sheet is created (“circulation sheet”). ID ”and“ circulation binder ID ”).
The table (b) includes the “circulation document ID” and the “circulation document name” of the circulation document included in the circulation binder identified by the “circulation binder ID” and the “circulation binder ID” of the table (a).
The table (c) includes items set for the circulation document identified by the “circulation document ID” of the table (b).
The table (d) includes items set for the “circulation order name” in the table (a) (“order”, “name of (viewer)”, and “storage location”), and a browsing state.

FIG. 7B is a diagram for explaining a relationship between setting items when a related document is set in a circulation sheet. As shown in FIG. 7B, the tables (a) to (d) in FIG. 7B have substantially the same configuration as the tables (a) to (d) in FIG. 7A, but in the table (b) in FIG. The circulation binder identified by the “circulation binder ID” is different in that it includes a plurality of circulation documents and that related documents, special processing, and broadcast are set in the table (c) of FIG. 7B.
Here, while the approval document A is being sent to the circulation, the approval document B is attached to the circulation as a related document, and the inspection of the approval document A is prohibited, and the approval document B exists (or the approval document B itself) Is set to broadcast.

[Circuit document creation process]
FIG. 8 is a flowchart of the circulation document creation process (S10) executed by the circulation document creation unit 184 of FIG. The circulation document creation process is executed with the electronic document created by the operator (or the electronic document read by the operator) displayed on the display unit 216 of FIG.
As shown in FIG. 8, in step 100 (S100), it is determined whether or not the circulation sheet creation button of FIG. 4 has been pressed. If the circulation sheet creation button has been pressed, the process proceeds to step 104; otherwise, the process proceeds to step 102.

In step 102 (S102), the created electronic document (or the read electronic document) is stored as a general document in the storage device 114 of FIG.
In step 104 (S104), it is determined whether or not the circulation sheet reading button 220 in FIG. 5A is pressed after the circulation document creation button is pressed. If the circulation sheet reading button 220 is pressed, the process proceeds to step 118, and if not, the process proceeds to step 106.

In step 106 (S106), the circulation sheet name input unit 222 in FIG. 5A accepts the input of the circulation sheet name.
In step 108 (S108), the creator input unit 224 in FIG. 5A accepts an input of the author name (that is, the operator) of the circulation sheet.

In step 110 (S110), the usage input unit 226 in FIG. 5A receives an input of the usage of the circulation sheet.
In step 112 (S112), the circulation order name input unit 228 in FIG. 5A accepts the input of the circulation order name.

In step 114 (S114), when the circulation order setting button 230 in FIG. 5A is pressed, the detailed setting of the circulation order is accepted.
In step 116 (S116), it is determined whether or not the OK button 232 in FIG. 5A has been pressed. If the OK button 232 is pressed, the screen of FIG. 5A is closed and then the screen of FIG. 4 is displayed, and the process proceeds to step 128. Otherwise, the process ends.

In step 118 (S118), the screen in FIG. 5A transitions to the screen in FIG. 5B, reads the circulation sheet designated by the operator, and displays the setting contents of the read circulation sheet on each input unit. The displayed setting contents may be corrected by the operator.
In step 120 (S120), the related document setting button 236 in FIG. 5B accepts the setting of the related document.

In step 122 (S122), the special process setting button 238 in FIG. 5B accepts special process settings.
In step 124 (S124), the broadcast setting button 240 in FIG. 5B accepts a broadcast setting.

In step 126 (S126), it is determined whether or not the OK button 232 in FIG. 5B has been pressed. If the OK button 232 is pressed, the screen of FIG. 5B is closed, and then the screen of FIG. 4 is displayed and the process proceeds to step 128. Otherwise, the process ends.
In step 128 (S128), it is determined whether or not the circulation document creation button in FIG. 4 has been pressed. If the circulation document creation button is pressed, the process proceeds to step 132; otherwise, the process proceeds to step 130.

In step 130 (S130), the created electronic document (or the read electronic document) is stored as a general document in the storage device 114 of FIG. 2, and the created circulation sheet (or the read and corrected circulation sheet). ) Is stored in the storage device 114 or the like.
In step 132 (S132), the circulation sheet created through the processing of steps 104 to 116 (or the processing of steps 118 to 126) is pasted on the created electronic document (or the read electronic document). Further, the fact that there is a circulation document is transmitted to the first viewer set in the circulation sheet, and the circulation document is stored in a predetermined storage location. A new circulation document itself or a new circulation document itself is transmitted to all viewers.

[Circulation document browsing process]
FIG. 9 is a flowchart of the circulation document browsing process (S20) executed by the circulation document browsing unit 186 of FIG. The circulation document browsing process is executed by using, as a trigger, an attempt to open an electronic document to which a circulation document flag is attached by an operator who desires to browse.
As shown in FIG. 9, in step 200 (S200), it is determined whether or not the related document ID is set in the circulation sheet attached to the circulation document that the operator wants to browse. If the related document ID is set, the process proceeds to step 202, and if not, the process proceeds to step 210.

In step 202 (S202), it is determined whether or not special processing is set for the circulation sheet attached to the circulation document that the operator wants to browse. If special processing has been set, the process proceeds to step 204; otherwise, the process proceeds to step 210.
In step 204 (S204), information (such as a related document name) of the related document identified by the related document ID determined to be set in step 200 is acquired.

In step 206 (S206), it is determined whether any of the related documents acquired in step 204 matches the circulation document that the operator intends to browse. If they match, go to step 208; otherwise, go to step 210.
In step 208 (S208), the special process determined to be set in step 202 is executed.
In step 210 (S210), the operator is permitted to view the circulation document, and the screen of FIG. 4 is displayed.

Hereinafter, the operation of the electronic document management system 1 including the electronic document management apparatus 10 according to an embodiment of the present invention will be described with reference to FIG.
The example shown in FIG. 10A shows a case where the urgency level of the circulation document is high and the number of errors in the circulation document is small, and the example shown in FIG. 10B shows a case where the urgency level of the circulation document is high and there are many errors in the circulation document. In the example shown in FIG. 10C, the case where the urgency level of the circulation document is low is shown.
In any case, when the circulation document A created by Mr. A is viewed by Mr. B who is the first viewer and Mr. C who is the second viewer, Mr. A is the circulation document A. It is assumed that an error has been found.

[When the urgency of the circulation document is high and there are few errors in the circulation document]
When the number of errors included in the circulation document A is small, for example, an errata table that correlates errors and correct descriptions may be circulated later. In addition, when the urgent level of the circulation document is high, it is desirable that the circulation of the circulation document A including an error is stopped early.
Therefore, Mr. A creates a circulation document B having a relatively small capacity, for example, and a related document in which the circulation document A is associated with the circulation document B by using a circulation sheet attached to the circulation document A. And the circulation document B is prohibited from being browsed until the circulation document B is browsed, and the circulation document B is broadcasted.
By setting in this way, as shown in FIG. 10A, the circulation document B is broadcast to B and C who have browsed the circulation document A, and to D and E who have not browsed the circulation document A. The circulation document A is circulated with the broadcast of the circulation document B, and Mr. D and Mr. E are the circulation binder that combines the circulation document A and the circulation document B (or the circulation document A in which the circulation document A and the circulation document B are merged). ') Will be browsed. That is, when the circulation document A and the circulation document B are browsed separately regardless of the order, the burden on the viewer increases, but the number of people who bear such a burden is reduced (hereinafter, the same applies to other cases). . Further, since the circulation sheet attached to the circulation document A is reused, the burden on the creator is small (the same applies to other cases hereinafter).
Although it has been described that Mr. A has found an error, Mr. B and Mr. C may find an error in the circulation document A and make the above settings regarding the circulation document B (hereinafter, other cases). The same).

[When the urgency of the circulation document is high and there are many errors in the circulation document]
When there are many errors included in the circulation document A, the circulation document B in which the error of the circulation document A is corrected may be circulated instead of the circulation document A. In addition, when the urgent level of the circulation document is high, it is desirable that the circulation of the circulation document A including an error is stopped early. Accordingly, Mr. A creates the circulation document B in which the error of the circulation document A is corrected, and the circulation document A becomes a related document associated with the circulation document B by using the circulation sheet attached to the circulation document A. The broadcast document B is set to be broadcast.
By setting in this way, as shown in FIG. 10B, it is broadcast to D and E who have not browsed the circulation document A that there is a new circulation document B before browsing the circulation document A. As a result, the circulation document A is less likely to be browsed. In order to eliminate the possibility that the circulation document A is browsed, in addition to the above setting, Mr. A is prohibited from browsing the circulation document A until the circulation document B is browsed, or the circulation document A is discarded. It does not matter if it is set to

If the circulation document A does not contain an error but the circulation document A itself is incorrect, Mr. A uses the circulation sheet pasted on the circulation document A, so that the circulation document A becomes the circulation document A. It is set to be related documents associated with the circulation document B to be circulated in place of, and broadcast that the circulation document B exists.
By setting in this way, D and E who have not browsed the circulation document are broadcast that there is a new circulation document B before browsing the circulation document A, and the circulation document A is browsed. The risk of being lost is reduced. As in the case described above, Mr. A may further set the browsing document A to be prohibited from being browsed until the circulation document B is browsed, or the circulation document A may be discarded.

In addition, when there is an error that the electronic document that should have been attached to the circulation document A is not attached to the circulation document A, Mr. A is attached to the circulation document A. Using the circulation sheet, this attached document is set as the circulation document B, the circulation document A is set to be a related document associated with the circulation document B, and only the circulation document A is browsed until the circulation document B is browsed. Is set to be broadcasted to the effect that the circulation document B is present.
By setting in this way, the circulation document A is circulated along with the circulation of the circulation document B to Mr. D and Mr. E who have not browsed the circulation document A. The circulation binder in which the circulation document B is collected is browsed.

[When the urgency of the circulation document is low]
When the urgency level of the circulation document is low, Mr. A creates the circulation document B which is the errata, or the circulation document B in which the error of the circulation document A is corrected, and uses the circulation sheet attached to the circulation document A. Thus, the circulation document A is set as a related document associated with the circulation document B, and browsing of only the circulation document A is prohibited until the circulation document B is browsed.
With this setting, as shown in FIG. 10C, Mr. D and Mr. E who have not browsed the circulation document A are circulated with the circulation of the circulation document B. Mr. E browses a circulation binder (or circulation document A ′ obtained by merging circulation document A and circulation document B) in which circulation document A and circulation document B are collected.

DESCRIPTION OF SYMBOLS 1 Electronic document management system 10 Electronic document management apparatus 12 Image forming apparatus 14 Shared server 16 Network 18 Electronic document management program 180 General document creation part 182 General document browsing part 184 Circulation document creation part 186 Circulation document browsing part

Claims (6)

Circulation setting means for setting the electronic document to be circulated among predetermined persons;
The first electronic document circulated based on the setting content set by the circulation setting means is associated with a second electronic document different from the first electronic document, and the circulation of the first electronic document is stopped. Circulation stop setting means for setting so that,
Instruction information for instructing the second electronic document to be circulated based on the setting contents set by the circulation setting means, and the first electronic document based on the setting contents set by the circulation stop setting means An electronic document management apparatus comprising: transmission means for transmitting instruction information for instructing to stop circulation of a document. Further comprising transmission setting means for setting that the second electronic document or the presence of the second electronic document is transmitted to the predetermined person,
The transmission means instructs to send to the predetermined person that the second electronic document or the second electronic document exists based on the setting content set by the transmission setting means The electronic document management apparatus according to claim 1, which transmits information. A browsing setting means for setting the first electronic document to be browsed together with the second electronic document;
The transmission unit transmits instruction information instructing the first electronic document to be viewed together with the second electronic document based on the setting content set by the browsing setting unit. The electronic document management apparatus described. The circulation stop setting unit sets the circulation of the first electronic document to be stopped based on a browsing state indicating whether or not the first electronic document has been browsed by a predetermined person. The electronic document management apparatus described in 1. A step of setting the electronic document to be circulated among predetermined persons, and the first electronic document circulated based on the set content is associated with a second electronic document different from the first electronic document And setting to stop circulating the first electronic document;
Instruction information for instructing the second electronic document to be circulated based on the set contents and the circulation of the first electronic document are stopped based on the setting contents set by the circulation stop setting means. Transmitting the instruction information for instructing to be executed by a computer. A transmission terminal for transmitting an electronic document and a reception terminal for receiving the electronic document;
The transmitting terminal is
Circulation setting means for setting the electronic document to be circulated among predetermined persons;
The first electronic document circulated based on the setting content set by the circulation setting means is associated with a second electronic document different from the first electronic document, and the circulation of the first electronic document is stopped. Circulation stop setting means for setting so that,
Instruction information for instructing the second electronic document to be circulated based on the setting contents set by the circulation setting means, and the first electronic document based on the setting contents set by the circulation stop setting means Transmission means for transmitting instruction information for instructing to stop circulation of the document,
The receiving terminal is
An electronic document management system comprising: control means for controlling circulation of the second electronic document and suspension of circulation of the first electronic document based on instruction information received from the transmission means.

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