JP7685865B2 - File management system, management device, management method and program - Google Patents

Description

The present invention relates to a file management system, a management device, a management method, and a program.

Generally, when constructing a plant, a construction company uses drawings prepared by a design company to construct the plant at the plant site. In such cases, the drawings prepared by the design company are often distributed to the construction company on paper. Systems are also being considered for sharing design drawings as electronic files over the Internet (see, for example, Patent Document 1).

JP 2003-085219 A

When design drawings are distributed to construction companies on paper, the distribution is time-consuming. Furthermore, the system described in Patent Document 1 is a system that allows external requests to use or provide CAD drawings, which are electronic files registered in a single database. In this system, an environment must be created in which all communication terminals operated by users who require electronic files can access the database in which the electronic files are registered. Thus, there is a problem in that the required electronic files cannot be easily obtained.

The object of the present invention is to provide a file management system, management device, management method, and program that allows users to easily obtain required electronic files.

The file management system of the present invention comprises:
an input unit for inputting an electronic file based on an external operation;
a first file storage unit that stores the electronic file input by the input unit;
a plurality of second file storage units accessible from a plurality of communication terminals;
a first table for storing, as association information, a predetermined keyword and a plurality of pieces of storage unit identification information assigned to the plurality of second file storage units;
a search unit that, when the first file storage unit stores the electronic file, searches the first table for the second file storage unit to which the electronic file is to be moved based on a keyword included in the file name of the electronic file;
and a moving unit that moves the electronic file from the first file storage unit to the second file storage unit searched for by the search unit.

In addition, the management device of the present invention comprises:
a table that stores, as association information, a predetermined keyword and a plurality of folder identification information assigned to a plurality of folders accessible from a plurality of communication terminals;
a search unit that, when the server stores an electronic file, searches the table for the folder to which the electronic file is to be moved based on a keyword included in the file name of the electronic file;
and a mover for moving the electronic file from the server to the folder searched for by the searcher.

In addition, the management method of the present invention includes the steps of:
When the server stores an electronic file, a process of searching for a folder to which the electronic file is to be moved based on a keyword included in the file name of the electronic file from a table that stores correspondence information by associating a predetermined keyword with a plurality of folder identification information assigned to each of a plurality of folders accessible from a plurality of communication terminals;
A process of moving the electronic file from the server to the searched folder is performed.

In addition, the program of the present invention is
A program for causing a computer to execute the program,
When the server stores an electronic file, a folder to which the electronic file is to be moved is searched for based on a keyword included in the file name of the electronic file from a table that stores, as association information, a predetermined keyword and a plurality of folder identification information assigned to each of a plurality of folders accessible from a plurality of communication terminals;
and a step of moving the electronic file from the server to the searched folder.

In the present invention, the required electronic files can be easily obtained.

1 is a diagram showing an embodiment of a file management system of the present invention; 2 is a diagram illustrating an example of an internal configuration of a management device illustrated in FIG. 1 . 3 is a diagram showing an example of association information stored in a first table shown in FIG. 2 . FIG. 3 is a diagram showing an example of association information stored in a second table shown in FIG. 2 . FIG. 2 is a flowchart illustrating an example of a management method in the file management system shown in FIG. 1 .

Below, an embodiment of the present invention will be described with reference to the drawings.

Figure 1 is a diagram showing one embodiment of a file management system of the present invention. As shown in Figure 1, the file management system in this embodiment has a management device 100, an input unit 200, a server 300, a number of folders 400-1 to 400-m (m is a natural number), a number of communication terminals 500-1 to 500-n (n is a natural number), and a printing company device 600.

The input unit 200 inputs electronic files based on external operations. The input unit 200 is, for example, an information processing device such as a computer operated by an engineer who creates drawings, documents, etc. The input unit 200 is a device that has a function for creating and editing drawings, documents, etc., and supports the engineer in creating and editing drawings, documents, etc. The input unit 200 inputs electronic files such as drawing data and document data created and edited by the engineer. The input unit 200 has a communication function, and transmits the input electronic file to the server 300.

The server 300 is a first file storage unit that stores the electronic files input by the input unit 200. The server 300 has a communication function, and receives and stores the electronic files transmitted from the input unit 200. When storing the electronic files, the server 300 assigns a file name to each electronic file and stores the file. The file names assigned to the electronic files follow rules predetermined by this system.

The management device 100 is an information processing device that manages this file management system. FIG. 2 is a diagram showing an example of the internal configuration of the management device 100 shown in FIG. 1. As shown in FIG. 2, the management device 100 shown in FIG. 1 has tables 110, 120, a search unit 130, a movement unit 140, a notification unit 150, an update information creation unit 160, a disclosure unit 170, and a date and time information assignment unit 180. Note that FIG. 2 shows only the main components related to this embodiment among the components of the management device 100 shown in FIG. 1.

Table 110 associates a specific keyword with a plurality of pieces of storage unit identification information assigned to each of folders 400-1 to 400-m, and stores the association information. A keyword is a character string included in the file name of an electronic file. The storage unit identification information is information that can identify folders 400-1 to 400-m, and can access a desired folder among folders 400-1 to 400-m by specifying this storage unit identification information. The association information stored in table 110 can be edited externally.

Figure 3 is a diagram showing an example of the association information stored in the table 110 shown in Figure 2. As shown in Figure 3, the table 110 shown in Figure 2 stores keywords and destination folder names in association with each other. The keywords are predetermined character strings, and may include multiple character strings as shown in Figure 3. The destination folder name is the storage unit identification information described above. It is preferable that the destination folder name also includes the hierarchy of the corresponding folder (e.g., link information, path information, etc.). For example, as shown in Figure 3, the keyword character string 1 "L-6252-", the character string 2 "A001-", and the destination folder name "A001_Flowsheet" are stored in association with each other. This indicates that electronic files whose file names include "L-6252-" and "A001-" are stored in a folder named "A001_Flowsheet". Additionally, the keyword string 1 "L-6252-", the string 2 "A002-", and the destination folder name "A002_LayoutDrawing" are stored in association with each other. This indicates that electronic files whose file names include "L-6252-" and "A002-" are stored in a folder named "A002_LayoutDrawing".

When the server 300 stores an electronic file, the search unit 130 searches the table 110 for storage unit identification information (storage destination folder name shown in FIG. 3) of the folders 400-1 to 400-m to which the electronic file is to be moved, based on the keyword contained in the file name of the stored electronic file. The search unit 130 uses the keyword as a search key to search for the storage destination of the electronic file whose file name contains the keyword.

The moving unit 140 moves the electronic file from the server 300 to the folder 400-1 to 400-m to which the storage unit identification information searched for by the search unit 130 has been assigned. The moving unit 140 reads the corresponding electronic file from the server 300 and writes it to the folder 400-1 to 400-m that is the storage destination searched for by the search unit 130. A commonly used method may be used to read and write the electronic file.

Table 120 stores a plurality of storage unit identification information (for example, "storage destination folder names" shown in FIG. 3) in association with terminal identification information assigned to each of a plurality of communication terminals 500-1 to 500-n that can access folders 400-1 to 400-m to which the storage unit identification information is assigned. The terminal identification information is information that is assigned uniquely to each of communication terminals 500-1 to 500-n and is information that allows each of the communication terminals to be identified from each other. The terminal identification information is information that can be used by notification unit 150 for notification as a notification destination. The association information stored in table 120 can be edited from outside.

Figure 4 is a diagram showing an example of the association information stored in the table 120 shown in Figure 2. As shown in Figure 4, the storage destination folder name and the notification destination information are stored in the table 120 shown in Figure 2 in association with each other. The storage destination folder name is the same as that shown in Figure 3. The notification destination information is the terminal identification information described above. For example, as shown in Figure 4, the storage destination folder name "A001_Flowsheet" and the notification destination information "T001, T002" are stored in association with each other. This indicates that the folder with the folder name "A001_Flowsheet" can be accessed by the communication terminal with "T001" and the communication terminal with "T002". It also indicates that when an electronic file is stored in the folder with the folder name "A001_Flowsheet" or when the stored electronic file is updated, the notification destination is the communication terminal with "T001" and the communication terminal with "T002". In addition, the storage destination folder name "A002_Layout" and notification destination information "T001, T002, T003" are stored in association with each other. This indicates that the folder named "A002_Layout" can be accessed by the communication terminal assigned with "T001", the communication terminal assigned with "T002", and the communication terminal assigned with "T003". It also indicates that when an electronic file is stored in the folder named "A002_Layout", or when the stored electronic file is updated, the notification destinations are the communication terminal assigned with "T001", the communication terminal assigned with "T002", and the communication terminal assigned with "T003".

When the moving unit 140 moves an electronic file from the server 300 to a folder 400-1 to 400-m, the notification unit 150 issues a predetermined notification to the communication terminal to which the terminal identification information associated in the table 120 with the storage unit identification information assigned to the destination folder 400-1 to 400-m is assigned. Here, the correspondence shown in FIG. 4 is stored in the table 120, and an example will be described in which the storage unit identification information of the folder 400-1 is "A001_Flowsheet". For example, when the moving unit 140 moves an electronic file from the server 300 to the folder 400-1, the notification unit 150 reads out the notification destination information "T001" and "T002" associated in the table 120 with the storage destination folder name "A001_Flowsheet". The notification unit 150 issues a predetermined notification to the communication terminal to which the notification destination information "T001" read from the table 120 is assigned and to the communication terminal to which the notification destination information "T002" is assigned. The predetermined notification may be a notification that an electronic file has been created or updated. At this time, the notification unit 150 notifies the destination communication terminal of the name of the storage destination folder. The notification unit 150 also issues a notification at a predetermined timing. For example, the notification unit 150 may issue a notification at a predetermined time every day, or may issue a notification at a timing corresponding to when an electronic file is created, issued, or updated. The notification unit 150 may issue a notification using, for example, a predetermined application equipped with a chat function.

The update information creation unit 160 creates update information for electronic files stored on the server 300. The update information may be any information that allows the user to recognize which electronic file has been updated. The update information may also include the update date and time of the electronic file and the update content.

The disclosure unit 170 discloses the update information created by the update information creation unit 160 to the notification destination, which is a specific printing company device 600 that prints the electronic file. The disclosure method may be to send the update information or to notify the location where the update information is stored. The disclosure unit 170 may also disclose the update information when a disclosure request is received from the printing company device 600. The printing company device 600 will be described later.

The date and time information adding unit 180 adds date and time information indicating the date and time to the electronic file stored on the server 300. For example, the date and time information adding unit 180 may add an approval stamp including date and time information to the electronic file (e.g., a PDF file) stored on the server 300. The date and time included in this added information is the date and time when the information is added. The timing at which the date and time information adding unit 180 adds date and time information to the electronic file may also be the timing at which the moving unit 140 moves the electronic file from the server 300 to folders 400-1 to 400-m.

The folders 400-1 to 400-m are second file storage units accessible from the communication terminals 500-1 to 500-n. The above-mentioned identification information is assigned to each of the folders 400-1 to 400-m in advance. The folders 400-1 to 400-m are placed on the cloud and managed by the management device 100. The folders 400-1 to 400-m may be configured to give the communication terminals 500-1 to 500-n the authority to operate the stored electronic files. For example, when the correspondence shown in FIG. 4 is stored in the table 120, the electronic files stored in the folder "A001_Flowsheet" may be downloaded and edited from the communication terminal "T001", and downloaded but not edited from the communication terminal "T002". This authority is set in advance for each of the communication terminals 500-1 to 500-n.

The communication terminals 500-1 to 500-n are information processing devices equipped with communication functions. The communication terminals 500-1 to 500-n are devices that are owned and operated by people involved in work using electronic files, such as workers on site and managers who manage work on site. The communication terminals 500-1 to 500-n are preferably portable devices such as mobile terminals. The communication terminals 500-1 to 500-n are capable of downloading and editing electronic files stored in the folders 400-1 to 400-m. The communication terminals 500-1 to 500-n are capable of synchronizing with the electronic files stored in the folders 400-1 to 400-m and viewing the latest electronic files. This synchronization process may be performed using a specified application. The communication terminals 500-1 to 500-n access the folders 400-1 to 400-m via wireless or wired lines.

The printing professional device 600 is a device owned by the printing professional that prints the electronic files stored in the folders 400-1 to 400-m. The printing professional device 600 has a communication function and a display function. The printing professional device 600 may also have a printing function. The printing professional device 600 can access all of the folders 400-1 to 400-m. In other words, the printing professional device 600 can acquire (download) and print the electronic files stored in the folders 400-1 to 400-m. There may be multiple printing professional devices 600, and the multiple printing professional devices 600 may share the printing of the electronic files stored in the folders 400-1 to 400-m.

The following describes a management method in the file management system shown in FIG. 1. FIG. 5 is a flowchart for explaining an example of a management method in the file management system shown in FIG. 1.

First, when the input unit 200 inputs an electronic file such as drawing data or document data based on an external operation (step S1), the server 300 stores the input electronic file (step S2). Then, the search unit 130 of the management device 100 searches for a folder that stores the electronic file from the correspondence stored in the table 110 using a keyword included in the file name of the electronic file stored in the server 300 as a search key (step S3). Next, the moving unit 140 moves the electronic file from the server 300 to the folder searched by the search unit 130 (step S4). At this time, the date and time information adding unit 180 adds date and time information to the moved electronic file. Then, the notification unit 150 searches for and specifies the notification destination from the correspondence stored in the table 120 using the folder name of the folder to which the electronic file has been moved as a search key (step S5). After that, the notification unit 150 determines whether the preset notification timing has arrived (step S6). When the preset timing arrives, the notification unit 150 notifies the specified notification destination (step S7). In addition, the update information creation unit 160 creates update information for the electronic file, and the disclosure unit 170 discloses the update information.

In this way, in the present invention, electronic files such as drawing data and document data registered on a server are moved to a folder accessible from a communication terminal that requires the electronic file based on the file name of the electronic file. This makes it possible to easily obtain the required electronic file. Furthermore, the communication terminal is notified of the move to the folder. This allows on-site workers to use the communication terminal to access only the information they need, when they need it.

Although the above description has been given with each component assigned a different function (process), this allocation is not limited to the above. Furthermore, the configuration of the components is not limited to the above-mentioned form, and the above-mentioned form is merely an example.

The processes performed by each of the above-mentioned means and devices may be performed by logic circuits that are created according to the purpose. Also, a computer program (hereinafter referred to as a program) that describes the process contents as procedures may be recorded on a recording medium that can be read by the management device 100, and the program recorded on the recording medium may be read and executed by the management device 100. The recording medium readable by the management device 100 refers to a removable recording medium such as a floppy (registered trademark) disk, a magneto-optical disk, a DVD (Digital Versatile Disc), a CD (Compact Disc), a Blu-ray (registered trademark) Disc, a USB (Universal Serial Bus) memory, a memory such as a ROM (Read Only Memory), a RAM (Random Access Memory), a HDD (Hard Disc Drive), an SSD (Solid State Drive), etc., built into the management device 100. The program recorded on this recording medium is read by a CPU provided in the management device 100, and the same processing as that described above is performed under the control of the CPU. Here, the CPU operates as a computer that executes a program read from a recording medium on which the program is recorded.

REFERENCE SIGNS LIST 100 Management device 110, 120 Table 130 Search unit 140 Movement unit 150 Notification unit 160 Update information creation unit 170 Disclosure unit 180 Date and time information addition unit 200 Input unit 300 Server 400-1 to 400-m Folders 500-1 to 500-n Communication terminal 600 Printing company device

Claims (9)

an input unit for inputting an electronic file based on an external operation;
a first file storage unit that stores the electronic file input by the input unit;
a plurality of second file storage units accessible from a plurality of communication terminals;
a first table for storing, as association information, a predetermined keyword and a plurality of pieces of storage unit identification information assigned to the plurality of second file storage units;
a search unit that, when the first file storage unit stores the electronic file, searches the first table for the second file storage unit to which the electronic file is to be moved based on a keyword included in the file name of the electronic file;
a transfer unit that transfers the electronic file from the first file storage unit to the second file storage unit searched by the search unit ;
an update information creating unit that creates update information for the electronic file stored in the first file storage unit;
a disclosure unit that discloses the update information created by the update information creation unit to a printing company device owned by a specific printing company that prints the electronic file . 2. The file management system according to claim 1,
a second table that stores the plurality of storage unit identification information in association with terminal identification information assigned to each of the plurality of communication terminals that can access the plurality of second file storage units to which the storage unit identification information is assigned;
A file management system having a notification unit that, when the movement unit moves the electronic file, issues a predetermined notification to the communication terminal to which the terminal identification information is assigned in the second table corresponding to the storage unit identification information assigned to the second file storage unit that is the destination of the movement. 3. The file management system according to claim 2,
The notification unit notifies the communication terminal of the storage unit identification information assigned to the second file storage unit that is the destination of the file transfer. 4. The file management system according to claim 2,
The notification unit is a file management system that performs the notification at a predetermined timing. 5. The file management system according to claim 1,
a file management system in which the second file storage section gives each of the plurality of communication terminals the authority to operate the electronic files stored in the second file storage section; 6. The file management system according to claim 1,
a file management system comprising a date and time information adding unit that adds date and time information indicating a date and time to the electronic file stored in the first file storage unit. a table that stores, as association information, a predetermined keyword and a plurality of folder identification information assigned to a plurality of folders accessible from a plurality of communication terminals;
a search unit that, when the server stores an electronic file, searches the table for the folder to which the electronic file is to be moved based on a keyword included in the file name of the electronic file;
a moving unit that moves the electronic file from the server to the folder searched by the search unit ;
an update information creation unit that creates update information for an electronic file stored in the server;
a disclosure unit that discloses the update information created by the update information creation unit to a printing company device owned by a specific printing company that prints the electronic file . A management method performed by a management device, comprising:
When the server stores an electronic file, a process of searching for a folder to which the electronic file is to be moved based on a keyword included in the file name of the electronic file from a table that stores correspondence information by associating a predetermined keyword with a plurality of folder identification information assigned to each of a plurality of folders accessible from a plurality of communication terminals;
A process of moving the electronic file from the server to the searched folder ;
A process of creating update information for an electronic file stored in the server;
and disclosing the created update information to a printing company device owned by a specific printing company that prints the electronic file . On the computer,
When the server stores an electronic file, a folder to which the electronic file is to be moved is searched for based on a keyword included in the file name of the electronic file from a table that stores, as association information, a predetermined keyword and a plurality of folder identification information assigned to each of a plurality of folders accessible from a plurality of communication terminals;
moving the electronic file from the server to the searched folder ;
creating update information for an electronic file stored in the server;
and a procedure for disclosing the created update information to a printing company device owned by a specific printing company that prints the electronic file .

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