JP2012118702A - Electronic data management server - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a system for determining whether or not notification via E-mail is given depending on a status and kind of electronic data and kind of a party concerned and, when it is given, for selecting an appropriate notification content from among a plurality of contents.SOLUTION: The electronic data management server gives notification to a party concerned via E-mail on the basis of a status of the electronic data registered to electronic data storage means, a database of party concerned, and a notification E-mail information database and has: notification E-mail information database search means for conducting search with the status as a condition; kind of party concerned acquisition means for acquiring the kind of party concerned on the basis of the party concerned database; notification E-mail generation means for generating a notification E-mail on the basis of the notification content included in the notification E-mail information searched for; notification determination means for determining whether or not to give notification to the party concerned; and notification E-mail distribution means for distributing the created notification E-mail to the party concerned to whom the notification is decided to be given by the notification determination means.

Description

  The present invention relates to an electronic data management system that notifies a person concerned with electronic data by e-mail according to the status of the electronic data to be managed.

  Conventionally, in electronic document management systems and workflow systems, there has been work to send notification e-mails to the persons concerned with data that satisfy certain conditions, but this work can be enormous, and in order to prevent mistakes and improve efficiency, Various assistive technologies are provided to the elderly.

  In Patent Document 1, in a document management system that manages patent application documents, a request for examination of an application for the invention is requested from the inventor within a certain period before the final deadline for requesting examination of the application. Provides technology to check whether or not. Since confirmation is performed by e-mail at regular intervals, a large amount of e-mail transmission is required, but the inventor information recorded in the document management system that manages patent application documents and the HR master are linked to automate and save labor. ing.

JP 2003-108721 A

  In Patent Document 1, when the inventor is confirmed about a request for examination of an application, if the inventor is a retired employee or a leave employee, the e-mail is not transmitted.

  However, in general, there are various electronic data statuses in an electronic data management system, and notification may be required according to each status even if the person concerned is not an employee. Further, the determination condition for determining whether or not to notify differs depending on the status, and even if notification is made, the notification content is not unique, and if the status is different, the content is also different. There was a problem that could not cope.

The present invention has been made to solve the above-described problems, and determines whether or not to notify by e-mail according to the status, type, and type of the related party of electronic data. In this case, it is an object to provide a mechanism for selecting appropriate notification contents from a plurality of contents.

  The present invention relates to a status of electronic data registered in the electronic data storage means, a related party database for registering related parties of the electronic data, a notification mail for managing information to be notified and related party type information to be notified An electronic data management server for notifying related parties by e-mail based on an information database, a notification mail information database searching means for searching a notification mail information database on condition of the status of the electronic data, and the related party database A party type acquisition unit that acquires a party type based on the notification mail generation unit that generates a notification mail based on the notification content included in the notification mail information searched by the notification mail information database search unit, Obtained by the concerned person type obtaining means for the concerned person of the electronic data. Generated by the notification determination means for determining whether to notify based on the related party type and the related party type included in the notification mail information, and the related party to be notified by the notification determination means And a notification mail distribution means for distributing the notification mail.

  According to the present invention, it is determined whether or not to notify by e-mail on condition of status, type and parties of electronic data, and when notifying, selecting appropriate notification contents from a plurality of contents. Depending on the situation, an appropriate content can be sent to an appropriate person.

1 is a diagram illustrating an example of a system configuration of an electronic data management server, a personnel DB server, an electronic data manager client PC, and a data party client PC according to an embodiment of the present invention. It is a block diagram which shows an example of each hardware constitutions of an electronic data management server, a personnel database server, an electronic data manager client PC, and a data party client PC. It is a figure which shows an example of the functional block of an electronic data management server. It is a figure which shows an example of the data structure of an electronic data storage means. It is a figure which shows an example of the database which associates one electronic data registered into an electronic data memory | storage means, and the employee (a retired person etc. are included) among the persons concerned with this data. It is a figure which shows an example of the data structure of the database which manages an external party. It is a figure which shows an example of the database which links | relates one electronic data registered into the electronic data storage means, and the external party of this data. It is a figure which shows an example of the data structure of the database which manages the information regarding a notification mail. It is a figure which shows an example of the data structure of a personnel database. It is an example of the flowchart explaining the registration process of electronic data. It is an example of the flowchart explaining the process which transmits a notification mail to the concerned person of electronic data. It is a figure which shows an example of GUI which searches the electronic data made into notification object, and displays it as a list. It is a figure which shows an example of GUI at the time of registration of electronic data, and edit. It is an example of a notification mail. It is an example of a notification mail. It is an example of a notification mail.

  Hereinafter, embodiments of the present invention will be described in detail with reference to the drawings.

  FIG. 1 is a diagram illustrating an example of a system configuration of an electronic data management server, a personnel DB server, an electronic data manager client PC, and a data party server PC according to an embodiment of the present invention. The electronic data management server 101, the personnel data server 102 (HR database server), the electronic data manager client PC 103, and the data party client PC 104 are connected to each other via the network 105.

  FIG. 2 is a block diagram illustrating an example of each hardware configuration of the electronic data management server, the personnel database server, the electronic data manager client PC, and the data party client PC. A CRT 201, an input device 202, a CPU 203, a RAM 204, a ROM 205, an external storage device 206, and a network interface 207 are provided.

  The CPU 203 reads and executes a control program stored in the ROM 205 and controls the information processing apparatus. The RAM 204 functions as a buffer and work area for temporarily storing data and the like, and is used as a work area for executing various programs including the OS.

  The external storage device 206 is a storage device such as a hard disk drive, and is used as a short-term and permanent storage device for various programs and various data including programs of the OS and file management system.

  The input device 202 is a user input device represented by a keyboard, a mouse, and the like, and the CRT 201 is a device for displaying a processing result of the information processing apparatus. A bus 208 is a system bus that connects the above-described units to each other. In the electronic data management server 101 and the personnel data server 102, the CRT 201 and the input device 202 are not essential.

  FIG. 3 is a diagram illustrating an example of functional blocks of the electronic data management server. Reference numerals 301 to 309 are functions that are central to the electronic data management server, and include a function group that manages electronic data and a function group that manages other functions.

  As the details of the function group for managing electronic data, electronic data registering means 301 for registering electronic data in electronic data storing means 323 (corresponding to FIG. 4) for storing electronic data, and updating of electronic data in electronic data storing means 323 are updated. Electronic data updating means 302, electronic data search condition designating means 303 for designating conditions for retrieving electronic data from the electronic data storage means 323 (details are retrieval condition designating parts in FIG. 12), electronic data based on the conditions Electronic data search means 304 for searching the electronic data, electronic data search result display means 305 for displaying the electronic data as the search results, electronic data detailed content display means for displaying in detail one electronic data in the search results or at the time of registration 306 (details are shown in FIG. 13 and can be updated in FIG. 13).

  Details of the function group for managing other functions include automatic notification means 307 for notifying a person concerned with electronic data by e-mail in cooperation with a notice mail DB management described later, a personnel affairs DB or an external party DB (external relations). In association with a function related to the party database), there is a party type acquisition unit 308 for acquiring the party type of the electronic data and a party type determination unit 309 for determining the type of the party. Here, as an example of this specification, explanations will be given by the types of employees (incumbents, retired employees, leaved employees, etc.) and outside parties as related parties. Even outside parties, for example, employees of a group company and parties related to a business partner may be freely configured. In that case, the related party type acquisition unit 308 and the related party type determination unit 309 cooperate with an external program or use an external setting file in order to flexibly correspond to the types of employees related to external parties and personnel DBs described later. The configuration may be such that the type of the person concerned can be changed. This configuration is only one example.

  Next, electronic data related person DB management will be described. The electronic data related person DB 324 (corresponding to FIG. 5) associates electronic data managed by the electronic data storage means 323 with employees (existing persons, retired persons, absentees, etc.) among persons related to each electronic data. Is remembered. When the electronic data is registered in the electronic data storage unit 323, the electronic data related person DB registration unit 310 registers employees (incumbents, retired persons, absentees, etc.) among the related persons in the electronic data related person DB 324. . On the other hand, the electronic data related person DB search means 311 refers to the electronic data related persons (employees, retired persons, absentees, etc.) among the related persons when the electronic data registered in the electronic data storage means 323 is referred to. From the user DB 324.

  Next, external party database management will be described. The outside party DB 325 (corresponding to FIG. 6) registers the party registered in the electronic data storage means 323 as an alternative to managing an employee in the personnel database when it is determined that the party is an outside party. It is a database to be managed. First, whether or not the person is an outside person is determined by the outside person judging means 312, and if it is an outside person, it is registered in the outside person DB 325 by the outside person DB registration means (outside person database registration means) 313. To do. Whether or not the person is an outside party can be determined by, for example, the company name described in the electronic data. However, this is merely an example, and it is explicitly stated that the outside party is originally in the electronic data. It may be described in. On the other hand, when the electronic data registered in the electronic data storage unit 323 is referred to, the external party DB search unit 314 acquires the external party among the parties from the external party DB 325.

  Next, electronic data external party DB management will be described. The electronic data external party DB 326 (corresponding to FIG. 7) stores the electronic data managed by the electronic data storage means 323 and the external parties among the related parties of each electronic data. When the electronic data is registered in the electronic data storage unit 323, the electronic data external party DB registration unit 315 registers external parties among the related parties in the electronic data external party DB 326. On the other hand, when the electronic data registered in the electronic data storage unit 323 is referred to, the electronic data outside party DB search unit 316 acquires the outside party from among the parties from the electronic data outside party DB 326.

  In addition, the structure divided into the electronic data related person DB and HR DB for managing employees and the electronic data external related person DB and external related person DB for managing external parties is for convenience of detailed description. Actually, it may be an integrated related party DB (related party database) as long as it can distinguish between employees and external parties internally. Furthermore, as described above, the classification of the parties in the detailed description of the present invention is merely an example, and the same processing may be realized for any classification.

  Next, management of notification mail information DB (notification mail information database) will be described. The notification mail information DB 327 (corresponding to FIG. 8) determines what kind of mail is distributed to whom of the parties under what conditions. The notification mail information DB search means 317 searches the notification mail information DB 327 for information related to mail to be notified under a specific condition. The notification determination unit 318 determines a party to be notified and a party not to be notified according to the type of the party under the conditions specified at the time of mail notification. The notification determination unit 318 may cooperate with the aforementioned outside party determination unit 312 or the retired person determination unit 322 described later. The notification mail generation unit 319 generates a headline and a body of the mail to be notified, and the notification mail distribution unit 320 actually distributes the mail to the parties determined to be notified by the notification determination unit 318.

  Next, HR DB management will be described. The personnel DB 328 (corresponding to FIG. 9) is a database storing personnel information managed by the personnel department, for example. The personnel DB retrieval means retrieves corresponding employees (incumbents, retired employees, absentees, etc.) from the personnel DB 328 using the employee's personal ID as a key. Further, the retired employee determining means 322 determines the type of employee used in the present invention, such as an incumbent and an employee who has already retired, or a member of absence from work.

  As described above, the management has been described by dividing it into six categories. However, the description and the classification of FIG. 3 are merely for convenience, and the functions do not need to be managed as a group according to these descriptions. The database is divided into five (6 including the personnel DB), but this is for convenience of explanation, and the actual configuration does not necessarily need to be five (or six). Be free. Further, in the detailed description of the present invention, the personnel DB is configured to access a server managed by the personnel department. For example, the personnel DB downloads data from the server of the personnel department at any time, and the server of the present invention. You may manage within.

  4 to 9 are databases for managing various information. A database is an expression for convenience, and may be realized as a different table of one database, and does not require the use of a so-called RDB or the like.

  FIG. 4 is a diagram showing an example of the data structure of the electronic data storage means. That is, it is a database for managing electronic data that is central in the present invention. Electronic data here refers to a structured document, but the original input data is automatically extracted even if it is an unstructured document file, etc. Information on items that cannot be extracted is necessary. Electronic data that has been manually added and modified accordingly, and since it is drafted from the PC like workflow form data, it is virtually arbitrary as structured from the beginning as described above. .

  The electronic data storage means has a different table for each document type. For example, the table 401 may be dedicated to electronic data for which a patent application has been filed, or various data such as the table 402 may be stored in the same table, You may make it use properly by the side.

  In the present invention, description will be made by taking an example of managing patent-filed data using the table 401 of FIG. For example, a patent application document, which is data in a format filed by the Patent Office, is structured in data and can be displayed on a GUI as shown in FIG. Any errors may be corrected and registered with electronic data.

  The data ID 403 is an ID uniquely assigned to each electronic data.

  The data type 404 represents the type of electronic data. Since the table 401 is dedicated to electronic data for which a patent application has been filed, all of the tables 401 are described as “A01: patent”.

  The status 405 describes the position of the electronic data viewed from the manager's standpoint. In the case of patent application data, the “IP application completion” indicates that the IP officer has completed the application procedure, “confirmation of examination request” indicates that a request for examination is being made, and a registration assessment is made. For example, “registration” indicating that the registration is completed can be considered.

  The previous status 406 describes the previous status when the status changes, and the date and time when the status was changed is described in the status update date 407. For example, the data ID “1000-0003” represents that “the invention that was“ developing the specification ”on“ November 30, 2010 ”was“ application completed ””.

  The title of the invention is described in the title 408, the abstract in the summary 409, the claim in the claim 410, and the filing date in the filing date 411.

  The above is an example of the structure of electronic data storage means for managing electronic data. Actually, one record (one line of the table 401) may store all other elements of data at the time of patent application, such as information on the applicant, patent application number, etc. The long part may be stored in a file, and there may be an item that refers to the file. Moreover, you may manage separately about an inventor like FIGS. 5-7 shown as an example of this invention. That is, as described above, the management of application patent data in the table 401 is merely an example.

  Since the outline of FIGS. 5 to 9 is described in FIG. 3 described above, details will be described based on the operations in FIG.

  FIG. 10 is an example of a flowchart for explaining electronic data registration processing.

  In step S1001, data that is the source of electronic data is acquired. For example, data in a format filed by the JPO is stored in a folder on a specified file server and is read at regular intervals, or manually entered for each case as input for this registration process.

  In step S1002, items necessary as electronic data from the data acquired in step S1001, that is, in this example, the title 408, summary 409, claim 410, filing date 411, electronic data in the table 401 of FIG. , That is, an employee who becomes the inventor, an externally related person (an employee of another company who becomes the joint inventor), the name of the company to which the related person belongs, the whereabouts of the company, etc. are extracted.

  From step S1003 to step 1011, information on the parties concerned (that is, the inventor) is processed one by one. First, in step S1004, attention is focused on data for one person to be processed.

  In step S1005, it is determined whether the interested party data being noticed belongs to an employee or an outside party. In the flowchart of FIG. 10, the related party type determination (related party type determination unit 309 in FIG. 3) is used, but the external party determination unit (external related party determination unit 312 in FIG. 3) is changed from the related party type determination unit. You may call, and you may replace the process of step S1005 by the outside party determination means. In order to determine the data of interest in the outside party determination means, for example, the inventor's name and company name (affiliation information) are lined up in the inventor's list in the application documents, so the company name can be used. it can.

  In step S1006, depending on the determination result in step S1005, the process is branched between the internal and external parties. In the case of an employee, the process proceeds to step S1007.

  In step S1007, since it is an employee, the personnel database is searched and a personal ID is acquired. Here, the purpose of acquiring the personal ID is that the first and last names may change due to marriage or the like. By registering not only the employee name but also the personal ID in the above-mentioned electronic data, it is possible to cope with the case where the first and last names change. Furthermore, for example, when there is an employee with the same family name, a warning is issued in step S1010 for confirmation before registration (corresponding to GUI 1301 in FIG. 13) described later, the correct inventor is selected, and future processing is appropriately performed. Can respond to do.

  On the other hand, if it is not an employee, the process proceeds to step S1008. In step S1008, the external party DB search means 314 searches the external party DB 325 (FIG. 6) for the interested party.

  Here, the external party DB (FIG. 6) will be described. In this description, a personal ID 601, a name 602, a company name 603, an applicant identification number 604, and a mail address 605 are stored in the external party DB. That is, the search results of the external party DB search means 314 include these pieces of information, but these are only examples.

  In order to avoid searching for different persons with the same first name and last name as much as possible in the external party DB search means 314, the company name or the applicant identification number may be used as the search condition in addition to the last name of the related party. However, even in this case, if there is a possibility that a search cannot be performed due to a change in the surname or a plurality of persons who cannot distinguish the same surname and the same name may be searched (because the personal IDs of external parties concerned are unknown at this stage) The search results may be “candidates” and require manual confirmation later. This confirmation may also be performed in step S1010 (GUI 1301 in FIG. 13) of confirmation before registration described later.

  As described above, the process from step S1004 to step S1008 completes the process for one person extracted from the data that is the source of the electronic data.

  When the above-described processing is completed for all parties concerned, the loop from step S1003 to step S1009 is completed, and the process proceeds to step S1010.

  In step S1010, for example, by using the GUI 1301 in FIG. 13, it is confirmed in advance that the content of the electronic data registered in the electronic data storage unit is correct. Reference numeral 1302 in FIG. 13 is information relating to the inventor (the person concerned with the electronic data), and there is an employee who has the same surname and the same surname as described above, and the case where the surname is changed due to marriage or the like cannot be obtained. However, it can happen in the case of employees or outside parties. Therefore, the name 1303 may need to be corrected. Further, in the case of an outside party, there are cases where it is not registered in the outside party DB, such as when it becomes a joint inventor for the first time, and since it is newly managed, it is given a unique personal ID 1305, the source of electronic data Information that cannot be extracted from the data (for example, mail address 1306) is described. Further, if there is necessary data, it may be attached as a file (1307).

  Electronic data after confirmation with the GUI 1301 and correction if necessary is registered by pressing a save button 1308.

  In step S1011, a new external party is first registered in the external party DB (FIG. 6).

  In step S1012, a unique data ID such as “1000-001” is issued for the electronic data.

In step S1013, information related to electronic data is registered. First, in association with the data ID issued in step S1012, employees among the related parties (inventors) are registered in the electronic data related DB (FIG. 5) by the electronic data related DB registration means. In the example of FIG. 13, the inventor as an employee is “Taro Ando”
, “Jiro Sasaki” and “Hanako Kaneko” (from the employee ID in the personnel database in FIG. 9), “10001”, “10002”, “20010” are acquired, and the data ID acquired in the data ID 501 in FIG. Three records of “1000-001” and “10001”, “10002”, and “20010” are registered in the personal ID 502.

  Similarly, “1000-001” is registered in the electronic data external party DB and “Z1000” (personal ID registered in Mr. Ichiro Tanaka's external party DB) is registered in association with the personal ID 702.

  Finally, the electronic data body is registered in the table 401 of FIG. Although the first record in the table 401 has a corresponding data ID, the initial status 405 is “application completed” or the like. This completes the description of the electronic data registration process.

  Next, a process for sending a notification mail to an electronic data related person will be described using the flowchart of FIG. This flowchart shows a process of searching for electronic data of a specific condition by a manual operation and transmitting a notification mail for the electronic data that is the search result.

  For example, it is necessary to file an examination request within 3 years after the filing of a patent application, so the intellectual property person in charge will notify the inventor of patent application data filed two to two and a half years ago around the end of 2010 To do.

  In step S1101, a condition for searching for electronic data to be notified is specified (electronic data search condition specifying means 303 in FIG. 3). For example, the GUI 1201 in FIG. 12 is displayed and the search condition 1202 is input. As an example of the search condition of FIG. 12, the data type 1203 is electronic data of “A01: patent”, and the status 1204 is “confirmation of examination request”. "Is it necessary to do this?" Means that the status is to be confirmed).

  The application period 1205 covers a patent application whose start 1206 is “July 1, 2008” to end 1207 “December 31, 2008”.

  In addition, the GUI 1201 can use status change as a condition. That is, what is the previous status 1208 and when is the update period 1209 from the previous status to the current status (designated by the start 1210 and the end 1211). These conditions are merely examples, and arbitrary data stored in the electronic data may be used as the search conditions. Further, although the GUI 1201 uses the data of patent application documents as an example, it may be changed as long as it is another type of data. For example, if the electronic data of the workflow is to be confirmed, items such as an amount, a drafter, and an approver may be used as the search condition.

  When the search condition 1202 is set on the GUI 1201, the search button 1212 is pressed. Thereby, step S1102 is executed.

  In step S1102, the electronic data search unit 304 of FIG. 3 is called and electronic data is collected based on the condition set in the search condition 1202.

  In step S1103, the data collected in step S1102 is confirmed. For example, a result list 1213 is displayed under the search condition 1202 of the aforementioned GUI 1201 (FIG. 12). In this example, two results “1000-0001” and “1000-0004” are displayed. When the details are to be confirmed, the data to be confirmed is selected with the mouse or the cursor, and for example, the GUI 1301 of FIG. 13 is displayed by double clicking the mouse or the enter key of the keyboard. This is the same as the confirmation screen at the time of registration, but a different GUI may be prepared. Since time has passed since registration, if there is a change in the first name, last name, e-mail address, etc., it may be corrected here and saved with the save button 1308. When the details are confirmed, the GUI 1301 is closed with a close button 1309.

  Thereafter, the notification process is executed for each searched electronic data in a loop configured from step S1104 to step S1122.

  In step S1105, attention is focused on one piece of retrieved electronic data. Hereinafter, the first of the two cases described above, the data ID “1000-0001” will be described as an example.

  In step S1106, “data type” and “status” are acquired from the electronic data under consideration. If there is only one type of data stored in the electronic data storage means, only “status” may be acquired, but both are used in the following example.

  In step S1107, one piece of notification mail information is searched using the notification mail information DB search means (notification mail information database search means) 317 (FIG. 3) from the database for managing information related to the notification mail in FIG. Here, FIG. 8 will be described.

  The data type 801 is a value corresponding to the data type 404 in FIG. 4 and designates for which electronic data the notification mail information is used. In this example, a value such as “A01: patent” is stored. The status 802 is a value corresponding to the status 405 in FIG. 4 and designates which status the notification mail information is used for. In this example, a value such as “confirmation of examination request” is stored. The transmission destination type 803 specifies who is notified, not necessarily all of the persons involved in the electronic data (the inventor in the patent example) when notifying about a specific status of the electronic data. is there. This value is used in conditional branching in steps S1111 and S1115 described later. Further, the email subject 804 is the subject of the email to be notified, and the email body 805 is the central message of the notification content. In the example of the patent to this message, information such as the name of the invention and the inventor is added. Generate the body of the email.

  The description returns to step S1107. Since the electronic type of interest is “A01: patent” and the status is “confirmation of examination request” (according to the designation of the search condition 1202), the electronic mail under consideration is set as the search condition, and the notification mail information DB search means 317 (FIG. 3) ) Acquires the notification mail information 806 on the first line in FIG.

  In step S1108, an employee (including a retired employee) is acquired from the related parties of the electronic data under consideration. In the example of this flowchart, in order to confirm the electronic data collected in step S1103 with the GUI 1301, detailed information on the parties has already been collected from the outside party DB (FIG. 6) and the personnel database (FIG. 9). If not, detailed data may be collected in this step and step S1115 described later. As an example of the present invention, “1000-0001” is taken as an example of data of interest, so three employees, including “Taro Ando”, “Jiro Sasaki”, and “Hanako Kaneko”, are employees (including retirees). Is acquired.

  In the loop from step S1109 to step S1113, a process is performed for determining whether a notification mail is to be sent to an employee (including a retired employee) among related parties.

  In step S1110, attention is focused on information for one employee (including retired employees). In step S1111, it is a condition for determining which of the focused employees (including retired employees) is to send the mail. In the notification mail information extracted under the current conditions, the transmission destination type 803 is “employee only”. When paying attention to the employee “Taro Ando”, since the employee is in office by the personnel database (FIG. 9), the process proceeds to step S1112, and the mail address 904 of “Taro Ando” is added as a notification mail transmission destination. The same applies to “Hanako Kaneko”, but “Jiro Sasaki” is a retired employee (determined from the description of the data retirement date 906 of “Jiro Sasaki” in FIG. 9), so step S1112 is skipped. It is not added to the notification mail destination. However, when the destination type is the notification mail information 807, “employee (including retired employees)” or when the notification mail information 808 is “all” (employee (including retired persons)), there are also outside parties. Therefore, the process proceeds from step S1111 to step S1112, and “Jiro Sasaki” is also added to the notification mail transmission destination.

  In step S1114, it is determined whether the person to be notified of the mail is an external party. In the current example, that is, the notification mail information 806, the transmission destination type 803 is “employee only”, so the process proceeds to step 1120. In this embodiment, the determination whether or not to request examination of a patent application is limited to “employees only” because it is desired to notify and confirm only for employees who are currently in office.

The same applies to the notification mail information 807 because the transmission destination type 803 is “employee (including retired employees)”. In the case of the notification mail information 808, since it is “all”, the mail address of the retired “Jiro Sasaki” is also added to the notification mail transmission destination. As an example of the former, in the electronic data “1000-0002” in FIG. 4, when the patent application is in the “registered” status, the “employee (including retired employees)” is notified that the registered bounty will be paid. To do. As an example of the latter, in the electronic data “1000-0003” in FIG. 4, when the patent application is in the “application completed” status,
Notify “all” (meaning “employees (including retired employees)” and “external parties”). The setting in this description is merely an example because the circumstances (status) in which the notification is appropriate depends on the contract of the joint applicant company.

  If the electronic data ID “1000-0003” in FIG. 4 is taken as an example as described above, the notification mail information 808 is selected as described above, so that notification mail transmission is also set for external parties. This process will be described in steps S1115 to S1119 in the flowchart of FIG.

  In step S1115, a list of external parties with the electronic data ID “1000-0003” is acquired. In this example, one person of “Ichiro Tanaka” is acquired.

  In the loop from step S1116 to step S1119, the address of an external party is set as the transmission destination. In step S1117, attention is focused on the data for one person out of the data of external parties extracted in step S1115. In step S1118, the e-mail address of the external party in question is acquired and added as a transmission destination.

  When the processing is completed for all outside parties, the process goes from step S1116 to step S1119 and proceeds to step S1120.

  In S1120, the subject and body of the notification mail are generated based on the notification mail information acquired from the data type and status of the electronic data in S1107. If the electronic data is “1000-0001”, a notification “confirmation of examination request” is generated for “employee only” from the notification mail information 806. Similarly, if the electronic data is “1000-0002”, the notification mail information 807 is used to generate a “registration” notification for “employee (including retired employees)”. If the electronic data is “1000-0003”, the notification e-mail information 808 is used to generate a notification of “application completion” for “all” (meaning “employees (including retired employees)” and “external parties”). .

  In step S1121, the mail generated in step S1120 is distributed to the employees added to the notification destination in step S1112 (including retired persons or the like depending on conditions) and the external parties added to the notification destination in step S1118 as transmission destinations. Examples of delivered mail are shown in FIGS. 14, 15, and 16. FIG.

  In the loop from step S1104 to step S1122, the notification process is completed for all electronic data of the search results. This completes the description of the process for sending the notification mail to the parties concerned with the electronic data.

  When executing the flowchart of FIG. 11, similarly to the electronic data registration process (FIG. 10), there is step S <b> 1102 in which information on the parties to be notified can be confirmed using the GUI 1301 of FIG. 13. In this process, since the person concerned (inventor) is already managed as a personal ID, it can be specified even if the surname has been changed, but it is necessary for confirmation and update before notification. However, the confirmation in step S1102 may be skipped when this flowchart is automatically activated on a specific date or time and notification by e-mail is automated.

  Further, the decision whether to add the related person to the destination of the notification mail is hard-coded into the program by “loop of S1109 to S1113 for employees and branch for S1114 for external persons”. However, as a general-purpose implementation that can determine any condition as a program, by setting the description of the destination type 803 more detailed rules or the like, or by describing it in an external setting file, It is also possible to make a determination for an employee, a retired employee, or any other person who is not related to outside the company without changing the flowchart of FIG. This flowchart is merely an example, and is shown in FIG. 11 for ease of explanation.

  The object of the present invention is achieved by executing the following processing. That is, a storage medium that records a program code of software that realizes the functions of the above-described embodiments is supplied to a system or apparatus, and a computer (or CPU, MPU, etc.) of the system or apparatus is stored in the storage medium. This is the process of reading the code.

  In this case, the program code itself read from the storage medium realizes the functions of the above-described embodiments, and the program code and the storage medium storing the program code constitute the present invention.

  Moreover, the following can be used as a storage medium for supplying the program code. For example, floppy (registered trademark) disk, hard disk, magneto-optical disk, CD-ROM, CD-R, CD-RW, DVD-ROM, DVD-RAM, DVD-RW, DVD + RW, magnetic tape, nonvolatile memory card, ROM or the like. Alternatively, the program code may be downloaded via a network.

  Further, the present invention includes a case where the function of the above-described embodiment is realized by executing the program code read by the computer. In addition, an OS (operating system) running on the computer performs part or all of the actual processing based on an instruction of the program code, and the functions of the above-described embodiments are realized by the processing. Is also included.

  Furthermore, a case where the functions of the above-described embodiment are realized by the following processing is also included in the present invention. That is, the program code read from the storage medium is written in a memory provided in a function expansion board inserted into the computer or a function expansion unit connected to the computer. Thereafter, based on the instruction of the program code, the CPU or the like provided in the function expansion board or function expansion unit performs part or all of the actual processing.

  Further, the present invention includes a case where the functions of the above-described embodiments are realized by executing the program code read by the computer. In addition, there is a case where the OS running on the computer performs part or all of the actual processing based on the instruction of the program code, and the functions of the above-described embodiments are realized by the processing.

  In this case, the program is supplied by downloading directly from a storage medium storing the program or from another computer or database (not shown) connected to the Internet, a commercial network, a local area network, or the like.

The form of the program may be in the form of object code, program code executed by an interpreter, script data supplied to an OS (operating system), and the like.

101 Electronic Data Management Server 102 Human Resources DB Server 103 Data Manager Client PC
104 Data related client PC
105 Network 201 CRT
202 Input device 203 CPU
204 RAM
205 ROM
206 External storage device 207 Network interface 208 Bus 301 Electronic data registration means 302 Electronic data update means 303 Electronic data search condition designation means 304 Electronic data search means 305 Electronic data search result display means 306 Electronic data detailed content display means 307 Automatic notification means 308 Participant Type Acquisition Unit 309 Participant Type Determination Unit 310 Electronic Data Party DB Registration Unit 311 Electronic Data Party DB Search Unit 312 External Party Determination Unit 313 External Party DB Registration Unit 314 External Party DB Search Unit 315 Electronic Data external party DB registration means 316 Electronic data external party DB search means 317 Notification mail information DB search means 318 Notification determination means 319 Notification mail generation means 320 Notification mail distribution means 321 Personnel DB search means 322 Retirement Determining means 323 electronic data storage means 324 electronic data related person DB
325 DB for external parties
326 External database for electronic data
327 Notification mail information DB
328 HR DB

Claims (8)

A status of electronic data registered in the electronic data storage means, a related party database for registering parties related to the electronic data, a notification mail information database for managing information to be notified and related party type information to be notified; An electronic data management server for notifying related parties by e-mail based on
A notification mail information database search means for searching a notification mail information database on condition of the status of the electronic data;
A party type acquisition means for acquiring a party type based on the party database;
A notification mail generation means for generating a notification mail based on the notification content included in the notification mail information searched by the notification mail information database search means;
Notification determining means for determining whether or not to notify a related party of the electronic data based on the related party type acquired by the related party type acquiring means and the related party type included in the notification mail information When,
Notification mail distribution means for distributing the generated notification mail to the parties who are notified by the notification determination means;
An electronic data management server comprising: Electronic data registration means for newly registering electronic data in the electronic data storage means,
The related party type includes external parties,
An external party determination unit that determines whether the party is an external party based on affiliation information of the party included in the new electronic data registered by the electronic data registration unit;
An external party database registration means for storing information as an external party in an external party database when the party is an external party;
The electronic data management server according to claim 1, further comprising: The element of the electronic data includes a data type representing the content of the data,
The electronic data management server according to claim 1 or 2, wherein the data type is also specified as a search condition of the notification mail information database search means. An administrator of the electronic data storage means, an electronic data search condition specifying means for specifying a search condition of the electronic data storage means according to at least a status;
Electronic data search means for searching the electronic data storage means based on the search conditions;
Electronic data search result display means for listing search results by the electronic data search means;
Electronic data detailed content display means for displaying, correcting, and updating the electronic data storage means for displaying details of the designated electronic data among the search results;
The electronic data management server according to claim 1, further comprising: An administrator of the electronic data storage means, an electronic data search condition specifying means for specifying a search condition of the electronic data storage means according to at least a status;
Electronic data search means for searching the electronic data storage means based on the search conditions;
Automatic notification means for executing the electronic data search means according to the search condition at a specified time or every predetermined period and delivering the notification mail;
The electronic data management server according to claim 1, further comprising: A status of electronic data registered in the electronic data storage means, a related party database for registering parties related to the electronic data, a notification mail information database for managing information to be notified and related party type information to be notified; An electronic data management method for notifying related parties by e-mail based on
A notification mail information database search means for searching the notification mail information database on condition of the status of the electronic data;
A party type acquisition unit acquires a party type based on the party database,
Based on the notification content included in the notification mail information searched by the notification mail information database search step, the notification mail generation unit generates a notification mail,
Whether or not the notification determination means notifies the related party of the electronic data based on the related party type acquired in the related party type acquiring step and the related party type included in the notification mail information. A notification determination step for determining;
A notification mail distribution unit is configured to distribute the generated notification mail to a person who is notified by the notification determination step.
An electronic data management method comprising:   A program for executing the electronic data management method according to claim 6.   A recording medium storing a computer-readable program for executing the electronic data management method according to claim 6.

Images