JP2010056770A - Document management system, image forming apparatus, server, document management method, and program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To reflect a document management policy of a groupware in creation of an electronic document, to make a user selectively determine formats and attributes of the electronic document which is permitted to be created, and to reliably and simply handle the electronic document on the groupware. <P>SOLUTION: In a document management system, an image forming apparatus which functions as a terminal of the groupware is connected to a server of the groupware which registers documents transmitted from the image forming apparatus, the server has a document DB which stores groupware documents including electronic files and in which document management provision information about electronic files capable of being stored in the document DB is stored, and the image forming apparatus has: a document management provision acquisition means for acquiring the document management provision information from the document DB; a conversion processing means for performing conversion processing of the electronic files to be stored in the document DB based on the document management provision information; and a transmitting means for transmitting the electronic files, to which the conversion processing is performed, to the server. <P>COPYRIGHT: (C)2010,JPO&INPIT

Description

  The present invention relates to the fields of a document management system, an image forming apparatus, a server, a document management method, and a program.

  In recent years, paper documents have been digitized in various businesses from the viewpoint of improving business efficiency. For example, when a paper document is digitized by conventional groupware and stored as document data in a groupware server, the user first scans the paper document with an image forming apparatus (scanner) to obtain digitized document data. The document data is once stored in the user's computer or file server, and preparation processing such as renaming the document data is performed. Then, it is necessary to perform processing for re-storing the document data subjected to the preparation processing in a predetermined area of the groupware server.

In this regard, a system related to groupware that can handle an electronic document in cooperation with an image forming apparatus is known from the viewpoint of efficiency and simplification of a business flow. For example, the system described in Patent Document 1 reads a paper document optically (scans), and causes an image forming apparatus that converts it into an electronic document as image information to function as a groupware terminal. It can be registered directly in the groupware (server) from the forming apparatus. This system registers the attributes of a document to be created in the document DB of the groupware server from the image forming apparatus in advance in the attribute DB of the groupware server, so that the document to the groupware server can be easily operated from the image forming apparatus. Realize registration.
JP 2007-306405 A

  Incidentally, one of the effects of introducing the groupware server is that it is easy to manage the document management policy. For example, for the purpose of long-term storage, document storage is often recommended in a format such as TIFF (Tagged Image File Format) or PDF (Portable Document Format) that places importance on file readability. In addition, setting an encrypted password on the file itself may not be recommended. In addition, when a paper document is digitized by a scanner, it is often recommended that the scanner has resolution or color settings with emphasis on readability. Thus, electronic documents are managed by groupware under a predetermined document management policy.

  However, according to the conventional technology, a paper document is converted into an electronic file and directly registered as an electronic document on the groupware from the image forming apparatus. The document management policy could not be reflected in the electronic document.

  Accordingly, in the present invention, in view of the above problems, the groupware document management policy is reflected in the creation of the electronic document, and the format and attributes of the electronic document that can be created are selectively determined by the user. Another object of the present invention is to provide a document management system, an image forming apparatus, a server, a document management method, and a program that can handle electronic documents reliably and simply.

  In order to solve the above problems, a document management system according to the present invention includes an image forming apparatus functioning as a groupware terminal and a server of the groupware that registers a document transmitted from the image forming apparatus. The server stores a groupware document including an electronic file, and document management specification information about the electronic file that can be stored in the document DB is stored. The image forming apparatus has a document DB, and the image forming apparatus is based on the document management rule acquisition unit that acquires the document management rule information from the document DB, and the document management rule information acquired by the document management rule acquisition unit. Conversion processing means for converting an electronic file stored in the document DB; and conversion processing performed by the conversion processing means The child file, and having a transmitting means for transmitting to said server.

  In order to solve the above problem, in the document management system according to the present invention, the conversion processing means is obtained by scanning a paper document according to a document management format setting and an image reading setting restricted by the document management definition information. It is characterized in that a conversion process is performed on the electronic file.

  Further, in order to solve the above-mentioned problem, in the document management system according to the present invention, the conversion processing means converts the electronic file obtained by e-mail and permitted by the document management rule information based on the document management rule information. It is characterized by performing processing.

  In order to solve the above-described problem, in the document management system according to the present invention, in the screen display of the image reading setting and the document management format setting, the setting items restricted by the document management definition information are displayed so that they cannot be selected. Display means.

In order to solve the above problems, an image forming apparatus according to the present invention is connected to a groupware server for registering a document transmitted from the image forming apparatus via a network and functions as a terminal of the groupware. A forming apparatus, which stores a groupware document including an electronic file, and stores the document management rule from the document DB of the server in which document management rule information about the electronic file that can be stored in the document DB is stored. A document management rule acquisition unit for acquiring information; a conversion processing unit for converting an electronic file stored in the document DB based on the document management rule information acquired by the document management rule acquisition unit;
And a transmission unit configured to transmit the electronic file converted by the conversion processing unit to the server.

  In order to solve the above problem, in the image forming apparatus according to the present invention, the conversion processing unit is obtained by scanning a paper document according to a document management format setting and an image reading setting restricted by the document management definition information. It is characterized in that a conversion process is performed on the electronic file.

  Further, in order to solve the above-described problem, in the image forming apparatus according to the present invention, the conversion processing unit converts the electronic file obtained by e-mail and permitted by the document management rule information based on the document management rule information. It is characterized by performing processing.

  In order to solve the above problems, in the image forming apparatus according to the present invention, in the screen display of the image reading setting and the document management format setting, the setting items restricted by the document management regulation information are displayed so that they cannot be selected. Display means.

  In order to solve the above problems, a server according to the present invention is connected to an image forming apparatus functioning as a groupware terminal via a network, and registers a document transmitted from the image forming apparatus. A document DB that stores a groupware document including an electronic file and stores document management provision information about the electronic file that can be stored in the document DB, and responds to a request from the image forming apparatus. A transmission unit that transmits and receives the document management definition information from the document DB; and a reception unit that receives an electronic file converted based on the document management definition information from the image forming apparatus. Features.

  In order to solve the above problems, a document management method according to the present invention stores an image forming apparatus functioning as a groupware terminal, a groupware document including an electronic file, and can be stored in the document DB. A document in a document management system having a document DB storing document management definition information about an electronic file and connected to the groupware server for registering a document transmitted from the image forming apparatus via a network A management method, wherein the image forming apparatus acquires a document management rule information from the document DB, and a document management rule information acquired by the document management rule acquisition step. A conversion processing step for converting an electronic file stored in the document DB; and conversion processing by the conversion processing step The child file, and having a transmitting step of transmitting to the server.

  In order to solve the above problems, in the document management method according to the present invention, the conversion processing step is obtained by scanning a paper document according to a document management format setting and an image reading setting restricted by the document management definition information. It is characterized in that a conversion process is performed on the electronic file.

  Further, in order to solve the above-mentioned problem, in the document management method according to the present invention, the conversion processing step converts to an electronic file acquired by e-mail and permitted by the document management rule information based on the document management rule information. It is characterized by performing processing.

  In order to solve the above-described problem, in the document management method according to the present invention, in the screen display of the image reading setting and the document management format setting, the setting items restricted by the document management definition information are displayed so that they cannot be selected. And a display step.

  In order to solve the above problems, a document management method according to the present invention is an image that is connected to a groupware server that registers a document transmitted from the image forming apparatus via a network and functions as a terminal of the groupware. A document management method in a forming apparatus, wherein a groupware document including an electronic file is stored, and document management specification information about the electronic file that can be stored in the document DB is stored from the document DB of the server. A document management rule acquisition step for acquiring the document management rule information; a conversion processing step for converting an electronic file stored in the document DB based on the document management rule information acquired by the document management rule acquisition step; A transmission step of transmitting the electronic file converted by the conversion processing step to the server. And wherein the Rukoto.

  In order to solve the above problems, a document management method according to the present invention is connected to an image forming apparatus functioning as a groupware terminal via a network, stores a groupware document including an electronic file, and the document A document management method in the server of the groupware for registering a document transmitted from the image forming apparatus, wherein the document DB has a document DB storing document management definition information about the electronic file that can be stored in the DB, In response to a request from the image forming apparatus, a transmission step of transmitting and receiving the document management definition information from the document DB, and receiving an electronic file converted based on the document management definition information from the image forming apparatus And a receiving step.

  In order to solve the above problems, a program according to the present invention is a program for causing a computer to execute any one of the document management methods described above.

  In addition, what applied the arbitrary combination of the component of this invention, expression, or a component to a method, an apparatus, a system, a computer program, a recording medium, etc. is also effective as an aspect of this invention.

  According to the present invention, the groupware document management policy is reflected in the creation of the electronic document, and the format and attributes of the electronic document that can be created are selectively determined by the user, so that the groupware can be surely and simply used. It is possible to provide a document management system, an image forming apparatus, a server, a document management method, and a program that can handle electronic documents.

  The best mode for carrying out the present invention will be described below with reference to the drawings in each embodiment. In the embodiment, as an image forming apparatus, a copy function, a facsimile (FAX) function, a print function, a scanner function, an input image (a document image read by a scanner function, an image input by a printer or a FAX function), etc. An example of application to a digital color multi-function peripheral called a so-called MFP (Multi Function Peripheral) is shown.

<System configuration>
FIG. 1 is an example showing a system configuration diagram of a document management system 100 according to the present invention. A document management system 100 of the present invention is configured by connecting an image processing apparatus 1 and a groupware server 2 via a network 3 such as a LAN (Local Area Network). The image forming apparatus 1 is the above-described digital color multifunction peripheral and includes a module for accessing the groupware server 2 (groupware software for clients is installed), and has the same function as the groupware client. Is an apparatus that can implement the instruction to the groupware server 2. The groupware is preferably, for example, Lotus Notes / Domino (registered trademark), but may be any groupware having a function equivalent to this. The groupware server 2 is obtained by installing server groupware software on a computer having an arithmetic processing unit such as a CPU and a storage device such as a memory.

  FIG. 1 shows an example of the configuration for explaining an embodiment of the present invention. The groupware server may be constructed on another server, or an internal functional unit described later. Alternatively, a DB (Data Base) may be constructed on a different server and arranged (connected) on a network.

(hardware)
Next, the hardware configuration of the image processing apparatus 1 and the groupware server 2 will be briefly described. FIG. 2 is a diagram illustrating an example of a hardware configuration of the image forming apparatus 1 according to the embodiment of the present invention. The image forming apparatus 1 according to the present embodiment includes an operation panel 11, a storage medium I / F 12, a controller 13, a data communication I / F 14, an HDD (Hard Disk Drive) 17, a scanner 15, and a plotter 16. Are connected to each other.

  The operation panel 11 includes an input device 11a and a display device 11b. The input device 11a includes hardware keys and is used to input each operation signal to the image forming apparatus 100. Further, the display device 11b is configured by a display or the like, and displays, for example, various types of information related to the image forming operation. The data communication I / F 14 has an interface device 14a, and is an interface for connecting the image forming apparatus 1 to a data transmission path such as a network 3 or an analog line (for FAX). The HDD 17 stores various data such as document data and read image data handled by the image forming apparatus 1. Further, the HDD 17 manages these various data by a predetermined file system or DB.

  The various data stored in the HDD 17 includes, for example, electronic data recorded by an external device. In such a case, it is provided to the image forming apparatus 1 by a recording medium 12b such as a memory card or uploaded via a network or the like that is a data transmission path. The recording medium 12b is set in the drive device 12a included in the storage medium I / F 12, and various data are stored in the HDD 17 from the recording medium 12b via the drive device 12a.

  The controller 13 includes a ROM (Read Only Memory) 13a, a RAM (Random Access Memory) 13b, and a CPU (Central Processing Unit) 13c. The ROM 13a is executed when the image forming apparatus 1 is activated. Program and various data are stored. The RAM 13b temporarily stores various programs and data read from the ROM 13a and the HDD 17. Further, the CPU 13c executes a program temporarily stored in the RAM 13b. For example, when the print data is received via the data communication I / F 14, the controller 13 reads a program (PDL parser) that can read PDL (Page Description Language) read from the ROM 13a onto the RAM 13b by the CPU 13c. Execute and interpret the print data to generate a bitmap image.

  The scanner 15 includes an image reading device 15a, and optically reads a document placed on a reading surface and generates image data. The plotter 16 has a printing device 16a and prints a bitmap image on a recording sheet by, for example, an electrophotographic process method.

  As described above, the image forming apparatus 1 according to the present embodiment realizes a plurality of functions such as a copy, a printer, a facsimile (FAX), and a scanner by the above hardware configuration.

  Next, the groupware server 2 may be an information processing apparatus such as a so-called personal computer or workstation. The main components are a CPU, a ROM, a RAM, an auxiliary storage device, a storage medium reading device, an input device, a display device, and the like. A communication device is provided (not shown).

  The CPU includes a microprocessor and its peripheral circuits, and is a circuit that controls the print server 2 and the terminal 3 as a whole. The ROM is a memory that stores a predetermined control program (software component) executed by the CPU. The RAM executes various control operations by executing a predetermined control program (software component) stored in the ROM. This is a memory used as a work area (work area) when performing.

  The auxiliary storage device is a device that stores a general-purpose OS (Operating System), a program according to the present invention, and the like, and an HDD that is a nonvolatile storage device is used. In addition to the auxiliary storage device, the various types of information may be stored in a storage medium such as a CD-ROM (Compact Disk-ROM) or a DVD (Digital Versatile Disk) or other media. Various stored information can be read through a drive device such as a storage medium reader. Therefore, various information can be obtained by setting the recording medium in the storage medium reading device as necessary.

  The input device is a device for a user to perform various input operations. The input device includes a mouse, a keyboard, and the like. The display device is a device that displays a display screen. For example, it is composed of LCD (Liquid Crystal Display), CRT (Cathode Ray Tube) and the like. Next, the communication apparatus is an apparatus that communicates with other apparatuses including the image forming apparatus 1 via the network 3. Supports communication according to various network forms including wired and wireless networks.

(function)
FIG. 3 is a functional block diagram showing functions in an embodiment of the image forming apparatus 1 and the groupware server 2 according to the present invention.

  The groupware server 2 includes a control DB (Data Base) 320 and document DBs 321 to 323 that store groupware documents and document management specification information.

  The control DB 320 stores control information unique to the document DBs 321 to 323. In the control information, initial values of elements in the document when creating a groupware document, input options, items of cooperative operation after document creation, and the like are defined. For example, the initial value corresponds to a groupware document name, an attached file name, an approver name, or the like that is first displayed on the input screen when the user creates a document to the groupware with respect to the image processing apparatus 1. A character string list or the like displayed as an item that can be selected in advance when inputting information is applicable. The item of the sequence operation is a cooperative operation of the groupware function executed at the time of document creation, and corresponds to, for example, a business workflow for sending an approval request mail to a person set as an approver.

  The document DBs 321 to 323 are DBs having storage areas for storing document data. In addition, for each document DB, document management specification information of an electronic file that can be stored in the document DB is stored. The document management rule is created for each document DB based on a document management policy in a company or the like, and the document management rule information reflects this document management policy. The document management regulation information can be created and edited only by an authorized administrator (document manager). The electronic file stored in the document DB needs to comply with the document management rule, that is, only the document data according to the document management rule information is stored (can be stored) in the document DB. The image forming apparatus 1 (groupware client) refers to this document management rule information corresponding to the document DB, and converts the acquired electronic file (electronic data) into an electronic file according to the document management rule (image processing or the like). ), The processed electronic file is transmitted (registration request) to the groupware server 2.

  Next, the image processing apparatus 1 includes an application program that operates on the operation system 314 and a hardware device. A general-purpose OS can be used as the operation system.

  The mail server 301 is a mail server that transmits / receives electronic mail to / from a mail client. The mail service 302 provides a mail transmission / reception function to the user. The mail service 302 has a function of managing mail of a mail account designated by the user, transmitting an electronic mail, and receiving an electronic mail. The e-mail reception function includes a function for automatically executing a cooperation process designated in advance by a user. For example, when an e-mail is received by a specific e-mail account, the e-mail reception function or the attached document of the personal computer designated. Can be stored in a folder. In addition, when a mail is received, a groupware service 309 is activated via a job control unit 310 (to be described later), thereby providing a function of creating a groupware document and transmitting an attached file under pre-registered conditions.

  The FAX server 303 has a FAX communication function with a FAX client, and includes hardware that analyzes analog signals and software that decodes data. The FAX service 304 is an application that provides FAX transmission / reception data to the user. In addition to sending an arbitrary image to the FAX number designated by the user, starting the groupware service 309 via the job control unit 310 when receiving a FAX, a groupware document is created under conditions registered in advance and received by FAX. A function to transmit contents is provided.

  The scan service 305 controls the scanner (unit) 15 to instruct scan execution (image reading) according to the scan execution condition selected from the screen by the user and acquire image data.

  The media service 306 controls the storage media I / F (slot) 12 to read / write various recording media and recognize the file format that can be handled in the image processing apparatus 1.

  The authentication management unit 307 authenticates a user who uses the image processing apparatus 1. In addition to determining the right to use the image processing apparatus 1, it also has a function of managing the access right to an external DB such as the groupware server 2 for each user.

  The destination management unit 308 manages a destination to be connected for each user, and provides a function of storing a FAX number, a mail address, a folder path, a groupware DB path, and the like designated by the user in the DB 313.

  The groupware service 309 communicates with the groupware server 2. The groupware service 309 has functions for user authentication, information browsing and writing of the document DBs 321 to 323 and the control DB 320 to the groupware server 2, and a window for the image processing apparatus 1 to access the groupware server 2. Become.

  The job control unit 310 is a block that controls execution of a job that is a processing unit of the image processing apparatus 1. Job types include, for example, mail transmission / reception, FAX transmission / reception, network folder transmission, HTTP (Hypertext Transfer Protocol) transmission, groupware transmission, image processing, and the like. Assigns responsibilities to modules and takes charge of starting service startup in a prescribed order and exclusive control of execution order.

  The screen control unit 311 is a block that controls a display serving as a user interface. Since the image forming apparatus 1 according to the present embodiment uses a touch panel as a display, the image forming apparatus 1 has not only information display but also a function of receiving user input. In response to a user operation, each service is called to perform screen transition and job input. carry out.

  The image processing service 312 is a block that processes document data and image data input from the scan service 305, media service 306, mail server 301, FAX server 303, and the like. It also has an OCR (Optical Character Recognition) function which is a file format conversion and character recognition means.

  Next, in order to facilitate understanding of the function of the document management system 100 according to the present invention, it will be further described with reference to FIG. FIG. 4 is a functional block diagram focusing on the functions according to the present invention. The image forming apparatus 1 includes a document management rule acquisition unit 401, an acquisition unit 402, a (setting screen) display unit 403, a conversion processing unit 404, and a transmission unit 405 as its main functions. This will be described below. Since the groupware server 2 is as described above, the description thereof is omitted here.

  The document management rule acquisition unit 401 has a function of acquiring document management rule information from the document DB 321-323 of the groupware server 2. This corresponds to the function of the groupware service 309.

  The acquisition unit 402 has a function of acquiring an electronic file (electronic data). For example, the acquired electronic file includes the mail received by the mail server 301 described above, the FAX data received by the FAX server 303, the scan data (image data) scanned by the scan service 305, and the media input by the media service 306. Includes data.

  The display unit 403 has a function of generating a user interface such as a setting screen according to the present invention. The setting screen is displayed on the touch panel (display) by the screen control unit 311.

  The conversion processing unit 404 has a function of performing conversion processing of document data stored in the document DBs 321 to 323 based on the document management rule information acquired by the document management rule acquisition unit 401. The document data to be converted is document data acquired (input) by the above-described acquisition unit 402 or the like. Although this conversion process will be described later, for example, it is a process capable of converting file specifications such as a document management method, file format, presence / absence of a file browsing password, presence / absence of full text search data, resolution, presence / absence of color, and the like. This corresponds to the function of the image processing service 3312.

  The transmission unit 405 has a function of transmitting the electronic file converted by the conversion processing unit 404 to the groupware server 2. The transmitted document data satisfies the document management rules of the document DBs 321 to 323 stored by the conversion process. Therefore, the electronic file transmitted to the groupware server 2 is stored in the document DB 321-323. At this time, not only the electronic file is transmitted, but the image forming apparatus 1 also functions as a groupware client to make a groupware document registration request. Therefore, on the groupware server 2, for example, the electronic file is created in the document DB as a groupware document, and the electronic file is linked in a format attached (attached) to the document. Therefore, it corresponds to the function of the groupware service 309.

(Document Management Regulation Information)
FIG. 5 is a diagram illustrating an example of document management definition information stored in the document DB 311-323. In general, the document management rule is created based on a document management policy in a company or the like. The document management policy information reflecting this document management policy for each document DB is stored (stored) for each document management DB. The document management regulation information can be created and edited only by an authorized administrator (document manager). The groupware document (and electronic file) stored in the document DB needs to follow the document management rules defined for each document DB. That is, only groupware documents (and electronic files) according to the document management regulation information are stored (can be stored). The image forming apparatus 1 (groupware client) acquires (refers to) the document management rule information corresponding to the document DB, and converts the acquired electronic file into an electronic file according to the document management rule information (image processing or the like). ), The electronic file after the conversion process is transmitted to the groupware server 2 (registration request).

  A specific description will be given with reference to FIG. 5 again. The document DB 321 has, for example, a document management specification information, a file format, a browsing password (presence / absence), full-text search data (presence / absence), resolution, color, mail domain, and the like as document management definition information. The document management method is character string information indicating under what kind of management a document stored in the document DB is stored. Here, it is defined as ISO9001, which is widely recognized as a quality management system. The file format is a format definition of a file attached to a document. Here, a PDF widely used as a document container is defined. The browsing password is a rule for whether or not to permit the browsing password to be attached to the electronic file attached to the groupware document. Full-text search data is a rule for whether or not to permit the addition of text data for search to a file attached to a document. The resolution is a resolution specification that can be selected by the user when an electronic file attached to the groupware document is generated from a paper document using the scanner (device) 15. The color is a color rule that can be selected by the user when an electronic file attached to the groupware document is generated from a paper document using the scanner (device) 15. The mail domain is a mail domain rule that permits access to the document DB when an electronic file attached to a groupware document is generated from an attached file of a received mail.

(Control document)
FIG. 6 is a diagram illustrating an example of a control document (information) stored in the control DB 320. The control document has a role of assisting creation of the groupware document when the user creates and updates the groupware document in the document DB 321 to 323 (also referred to as a document creation support document). A plurality of control documents can be created for one document DB, and a user (user) can customize the form according to the application. As an example of control document contents, initial values and options of document names on the document DB, initial values and options of attached file names, initial values and options of the text of the document, initial values and options of the distribution destination of the document, documents There are initial values and options of the approver to request, and the user can define (customize) these.

  The control document information (initial values, etc.) includes the groupware document name, attached file name, approver name, etc. that are displayed first on the input screen when the user creates a groupware document in the groupware in the image processing apparatus 1. It is reflected in. Similarly, the options are reflected in a character string list displayed as an item that can be selected in advance when inputting information.

  These control documents can be customized by an appropriate person depending on the application. Referring to FIG. 6 again, the control document 601 has the editing authority by the design department manager who is the manager of the design department, and can customize the contents according to the needs of the design department. The control document 602 has the editing authority by the branch A administrator who is the manager of the branch A, and can customize the contents according to the needs of the branch A. Similarly, the control document 603 has the editing authority by the branch B manager who is the manager of the branch B, and can customize the contents according to the needs of the branch B.

  The managers of the design department, branch A, and branch B are not given access authority to the document management provision information stored for each document DB. Only the document manager who supervises the document management of the entire company has the editing authority, and the degree of freedom of change is not given to each department or branch. This is because the document management regulation information is information related to the document management policy of the company and should be managed collectively throughout the company.

  The functions (units) of the image forming apparatus 1 and the groupware server 2 have been described above using the document management system 100. Next, based on the above, the operation of the document management system 100 will be described. Note that these functions (units) are actually realized by a program executed by the CPU 13c.

<Operation>
First, the processing sequence of the image processing apparatus 1 when the image processing apparatus 1 of the present embodiment creates a groupware document in the groupware server 2 is compared with the user operation from the screen (touch panel) of the image processing apparatus 1. This will be described with reference to FIG. Description will be made assuming that the user scans a paper document with the image forming apparatus 1 and registers (stores) the scan data in a predetermined document DB of the groupware server 2.

  The groupware document creation start is started by the user's intention (operation). In step S701, the user selects a groupware (server) destination. Also, authentication information (ID, password, etc.) is input.

  In step S702, the groupware service 309 communicates with the groupware server 2 to perform user authentication. User authentication may be performed with a combination of a normal ID and a password. The ID and password can be input by the user on the screen of the image processing apparatus 1 during user authentication, or can be stored in advance as user information in a memory area (such as the ROM 13a or the HDD 17) provided in the image processing apparatus 1 (authentication). Managed by the management unit 307). In step S702, information on the list of document DBs is acquired from the control DB 320 in communication with the groupware 2.

  In step S703, after user authentication, the display unit 403 displays a list of groupware document DBs on the touch panel. For example, the document DBs 321 to 323 are displayed in a list format. The document DB displayed in the list is controlled by information on the control DB 320, and the DB to be displayed is determined from the contents of the control DB 320 at the time of display.

  In step S704, the user selects a document DB to be accessed from the displayed document DB list.

  When a specific document DB is selected in step S705, the groupware service 309 acquires existing document information in the selected document DB from the groupware 2, and the display unit 403 displays it as a list. In step S705, the document management specification information and control document of the document DB are also acquired from the document DB in communication with the groupware 2 (details will be described later).

  Step S706 is a step in which the user selects on the screen whether to create a new document or edit (update) an existing document on the groupware (on the selected document DB).

  If creation of a new document is selected in step S706, the display unit 403 creates and displays a new document input screen in step S707. On the new document screen, initial input values and the like are input and displayed according to the control document (information) in the control DB 320.

  If creation of a new document is not selected in step S706, the user selects a specific document to be edited from the existing document volume in step S708.

  In step S709, the display unit 403 displays an existing document editing screen. In the existing document editing screen, the current input value of the existing document is displayed.

  In step S710, the user changes (updates) the initial value and the like as necessary, and inputs the value to determine the document information.

  When document information is determined in step S711, the display unit 403 according to the present invention displays a setting screen for selecting / setting file specifications and the like after reflecting already acquired document management definition information. 8 and 9 are diagrams showing examples of setting screens operated by the user from the touch panel. Details of this will be described later.

  In step S712, the user operates the setting screen from the touch panel to determine setting conditions.

  In step S713, the scan service 305 scans (reads) document data from a paper document. Here, it means that the scanner 15 optically reads a paper document, and it is assumed that image processing or the like has not yet been performed on the scan data.

  In step S714, the conversion processing unit 404 creates an electronic file (electronic data) based on the setting in step S712 after the scan is executed. Specifically, conversion processing such as file format and resolution is performed according to the setting conditions.

  In step S715, the transmission unit 405 transmits the electronic file after the conversion process to the groupware server 2. Since the transmitted electronic file satisfies the document management rules of the stored document DBs 321 to 323 by being converted, the electronic file is stored in the document DBs 321 to 323.

  FIG. 8 is a flowchart for explaining the process of reflecting the document management rule information on the user interface. Specifically, through communication with the groupware 2 in step S805 described above, the document management regulation information and control document of the document DB are acquired from the selected document DB, and the display unit 403 displays the user interface (setting screen). ).

  In step S801, the groupware service 309 connects to the document DB. If the connection is successful in step S802, the process proceeds to step S803.

  In step S803, the document management rule acquisition unit 401 acquires document management rule information stored in the document DB. Since the document management regulation information can be updated (changed) at any time, it is desirable to obtain it immediately after the user selects (determines) the document DB. However, depending on the operation of the document management, it may be obtained periodically by a timer or the like. Alternatively, it can be acquired at any opportunity by a user operation.

  In step S804, the groupware service 309 connects to the control DB 320. If the connection is successful in step S805, the process proceeds to step S806.

  In step S806, the groupware service 309 obtains a control document (information such as initial values and option items) corresponding to the selected document DB from the control DB 320.

  In step S807, the display unit 403 creates a setting screen serving as a user interface reflecting the document management rule information. When the setting screen is created, for the items whose initial values and option items acquired from the control DB 320 conflict with the document management specification information, a setting screen giving priority to the document management specification information is created. As described above, the document management regulation information is information related to the document management policy of the company and should be managed collectively throughout the company. Therefore, the document management regulation information is given priority over the control document created by the manager of each department or branch.

  If connection fails in step S802 or step S805, the process proceeds to step S808, and the process ends as a connection error. Next, an example of the setting screen created in step S807 will be described.

(Setting screen example)
FIG. 9 is an example of a diagram illustrating an example of a user interface in which document management specification information is reflected. Specifically, a setting screen related to a document management format such as a file type to be created and incidental attributes is shown. The image processing apparatus 1 can create files of extensions such as PDF, TIFF, JPEG (Joint Photographic Experts Group), PNG (Portable Network Graphics), and DOC (Document). However, when only the PDF file format is permitted in accordance with the document management regulation information, the file format is displayed in a masked state so that other than PDF cannot be selected, and the PDF is displayed in a selected state. Has been. Similarly, the viewing password is a setting that requires a password to be entered when viewing a file, but the option to assign a password is masked by the document management provision information, and the option “Yes” is masked, and “No” is selected. It is displayed in the state. In addition, the image processing apparatus 1 can arbitrarily select the addition of full-text search data when PDF is selected, but the option of “Yes” is masked by the document management regulation information as the option for giving full-text search data. , “No” is displayed in a selected state. The full-text search data is data in which the result of character recognition of the original image by the optical character recognition means is stored in a text format together with the image in a file.

  FIG. 10 is an example of a diagram illustrating an example of a user interface in which document management regulation information is reflected. Specifically, a setting screen related to image reading setting (format) is shown. The resolution is an option for the document reading resolution. The image processing apparatus 1 according to the present embodiment can select a resolution from 100 dpi (dot per inch), 200 dpi, 300 dpi, and 400 dpi according to specifications, but is defined (restricted) to only 300 dpi and 400 dpi by document management definition information. Therefore, 100 dpi and 200 dpi are masked on the screen (display) and excluded from the options. The color setting is an option for reading color. The image processing apparatus 1 according to the present embodiment can select from full color, gray scale, and black and white according to the specifications. However, since it is defined (restricted) to full color by the document management definition information, 100 dpi and 200 dpi are masked and options are selected. It is excluded from. Since the quality and the read size are not limited by the document management regulation information, there is no particular limitation on selection.

  By configuring the user interface in this manner and reflecting the groupware document management policy in the creation of an electronic document (electronic file), the user can selectively select the format and attributes of the electronic document that can be created during image acquisition (reading). By making the decision, it is possible to ensure compliance with the document management policy of the electronic document on the groupware, and it is possible to prevent an error (registration error) due to a user operation error or the like.

  In this embodiment, the image processing apparatus 1 in which the image processing apparatus 1 of this embodiment registers electronic data received by e-mail as a groupware document in the groupware server 2 will be described.

  FIG. 11 is a functional block diagram focusing on the functions of the image forming apparatus 1 according to the present embodiment. The image forming apparatus 1 includes a document management rule acquisition unit 401, an acquisition unit 402, a filter unit 406, a conversion processing unit 404, and a transmission unit 405 as its main functions.

  When the electronic mail received by the electronic mail is registered as a groupware document, the filter unit 406 executes an electronic mail filtering process when it is determined that the mail domain is specified in the acquired document management specification information. It has a function to exclude mail domains not defined in the document management rules. The functional units other than the filter unit 406 are the same as those described in the first embodiment, and a description thereof will be omitted.

  Next, FIG. 12 shows the sender of the e-mail based on the document management regulation information when the attached file of the mail received by the image forming apparatus 1 (mail server 301) is registered in the document DB 321 in the groupware server 2. It is a flowchart explaining the filter process by a domain. By setting document registration in a different document DB for each received mail address in the image processing apparatus 1 in advance, automatic update to the document DB in the groupware server 2 can be realized in synchronization with mail reception. .

  The groupware document registration (creation) start by e-mail is started by mail reception by the mail server 301. In step S1201, the mail service 302 determines whether the received mail address (referred to as a document registration mail address) to which document registration in the document DBs 321 to 323 is assigned.

  If it is determined in step S1202 that the received mail address matches the document registration mail address registered in advance, the process advances to step S1203.

  In step S1203, the mail service 302 identifies the user who is the owner of the received mail address. This user refers to an individual user registered in the image processing apparatus 1, and authentication information related to groupware is held for each individual user.

  In step S1204, the groupware service 309 performs user authentication for the groupware. User authentication is performed by connecting to groupware and using a user ID, password, or the like. If the authentication is successful in step S1205, the process proceeds to step S1206.

  In step S1206, the groupware service 309 connects to a specific document DB set for each received mail address.

  If connection to the document DB is successful in step S1207, the document management rule acquisition unit 401 acquires document management rule information from the connected document DB in step S1208.

  If it is determined in step S1209 that a mail domain is specified in the acquired document management specification information, the filter unit 406 executes (implements) the mail filter process in step S1210. Here, a case where the mail filtering process is performed using the sender's domain will be described. The mail filter process is a process that compares the sender's domain of the received mail with the domain specified in the document management regulation information, and if it matches, it is determined to be a permitted domain, and if not, it is determined to be a non-permitted domain. is there.

  If it is determined in step S1212 that the domain is a permitted domain, and if the mail management domain is not defined in the document management regulation information in step S1209, the process proceeds to groupware registration document creation in step S1212. On the other hand, if it is determined in step S1211 that the domain is not a permitted domain, document registration is canceled in step S1216.

  In step S1213, an electronic file to be attached at the time of groupware document registration is created. The attached file is created by the conversion processing unit 404 by performing image processing and file format conversion on the attached file of the received mail. The image processing method and file type of the attached file are set in the image processing apparatus 1 in advance by the user through the user interface reflecting the document management regulation information, but were acquired in step 1208 when the attached file was created in step S1213. The latest document management regulation information is collated, and it is confirmed whether or not a setting that does not allow the document management regulation information is made. If the setting is not permitted, the attached file is created with priority given to the latest document management specification information.

  In step S1214, after creating the attached file, the transmitting unit 405 transmits the processed attached file to the groupware server 2.

  In the present embodiment, the embodiment using the mail address has been described. However, the same processing can be realized for the fax if the above-described mail address is applied instead of the fax destination telephone number.

  As described above, the document management system 100 according to the present embodiment can register an electronic file related to a received mail as a groupware document, and can provide high security by restricting a user (sender) who is permitted to register at the time of registration. While realizing, the document management policy of the groupware can be reflected in the creation of the electronic document.

  As described above, according to the document management system 100 of the present invention, the groupware document management policy is reflected in the creation of the electronic document, and the format and attributes of the electronic document that can be created are selectively determined by the user. In addition, electronic documents can be handled reliably and easily.

  Note that the present invention is not limited to such specific embodiments, and various modifications and changes can be made within the scope of the gist of the present invention described in the claims.

It is an example which shows the system block diagram of the document management system 100 by this invention. 1 is a diagram illustrating an example of a hardware configuration of an image forming apparatus 1 according to an embodiment of the present invention. It is a functional block diagram which shows the function in one Example of the image forming apparatus 1 and groupware server 2 by this invention. It is a functional block diagram shown paying attention to the function concerning the present invention. It is a figure which shows an example of the document management prescription | regulation information memorize | stored in document DB311-323. It is a figure which shows an example of the control document (information) stored in control DB320. 6 is a processing sequence diagram of the image processing apparatus 1 when the image processing apparatus 1 according to the present exemplary embodiment creates a groupware document in the groupware server 2. It is a figure which shows the example of a setting screen which a user operates from a touch panel. It is a figure which shows the example of a setting screen which a user operates from a touch panel. It is an example of the figure which shows the example of the user interface in which document management regulation information was reflected. FIG. 2 is a functional block diagram showing attention paid to functions of the image forming apparatus 1 according to the present embodiment. It is a flowchart explaining the filtering process by the sender domain of an email based on document management regulation information.

Explanation of symbols

DESCRIPTION OF SYMBOLS 1 Image forming apparatus 2 Groupware server 3 Network 11 Operation panel 11a Input apparatus 11b Display apparatus 12 Storage media I / F
12a Drive device 12b Recording medium 13 Controller 13a ROM
13b RAM
13c CPU
14 Data communication I / F
14a Interface device 15 Scanner 15a Image reading device 16 Plotter 16a Printing device 17 HDD
DESCRIPTION OF SYMBOLS 100 Document management system 301 Mail server 302 Mail service 303 FAX server 304 FAX service 305 Scan service 306 Media service 307 Authentication management part 308 Destination management part 309 Groupware service 310 Job control part 311 Screen control part 312 Image processing service 313 DB
314 Operation System 320 Control DB
321 Document DB
322 Document DB
323 Document DB
401 Document management provision acquisition unit 402 Acquisition unit 403 Display unit 404 Conversion processing unit 405 Transmission unit 406 Filter unit 601 Design unit control document 602 Branch A control document 603 Branch B control document

Claims (13)

An image forming apparatus that functions as a groupware terminal and a server of the groupware that registers a document transmitted from the image forming apparatus are connected via a network.
The server
A document DB that stores groupware documents including electronic files, and stores document management provision information about the electronic files that can be stored in the document DB;
The image forming apparatus includes:
Document management rule acquisition means for acquiring the document management rule information from the document DB;
Conversion processing means for converting an electronic file stored in the document DB based on the document management provision information acquired by the document management provision acquisition means;
A transmission means for transmitting the electronic file converted by the conversion processing means to the server;
A document management system comprising: The conversion processing means performs a conversion process on an electronic file obtained by scanning a paper document in accordance with a document management format setting and an image reading setting restricted by the document management definition information;
The document management system according to claim 1. The conversion processing means performs a conversion process on an electronic file acquired by an e-mail and permitted by the document management specification information based on the document management specification information;
The document management system according to claim 1. Display means for displaying the setting items restricted by the document management specification information so that the setting cannot be selected in the screen display of the image reading setting and the document management format setting;
The document management system according to claim 2, further comprising: An image forming apparatus connected via a network to a groupware server for registering a document transmitted from the image forming apparatus and functioning as a groupware terminal,
Document management for acquiring the document management specification information from the document DB of the server in which the groupware document including the electronic file is stored and the document management specification information about the electronic file that can be stored in the document DB is stored Regulation acquisition means;
Conversion processing means for converting an electronic file stored in the document DB based on the document management provision information acquired by the document management provision acquisition means;
A transmission means for transmitting the electronic file converted by the conversion processing means to the server;
An image forming apparatus comprising: The conversion processing means performs a conversion process on an electronic file obtained by scanning a paper document in accordance with a document management format setting and an image reading setting restricted by the document management definition information;
The image forming apparatus according to claim 5. The conversion processing means performs a conversion process on an electronic file acquired by an e-mail and permitted by the document management specification information based on the document management specification information;
The image forming apparatus according to claim 5. Display means for displaying the setting items restricted by the document management specification information so that the setting cannot be selected in the screen display of the image reading setting and the document management format setting;
The image forming apparatus according to claim 6, further comprising: A server of the groupware that is connected to an image forming apparatus functioning as a groupware terminal via a network and registers a document transmitted from the image forming apparatus;
A document DB that stores groupware documents including electronic files, and stores document management provision information about the electronic files that can be stored in the document DB;
In response to a request from the image forming apparatus, a transmission unit that transmits and receives the document management specification information from the document DB;
Receiving means for receiving an electronic file converted based on the document management regulation information from the image forming apparatus;
The server characterized by having. An image forming apparatus functioning as a groupware terminal;
A groupware document including an electronic file is stored, and a document DB storing document management specification information about the electronic file that can be stored in the document DB is stored, and a document transmitted from the image forming apparatus is registered. The groupware server to
A document management method in a document management system connected via a network,
The image forming apparatus includes:
A document management rule acquisition step for acquiring the document management rule information from the document DB;
A conversion processing step for converting an electronic file stored in the document DB based on the document management specification information acquired by the document management specification acquisition step;
A transmission step of transmitting the electronic file converted by the conversion processing step to the server;
A document management method characterized by comprising: A document management method in an image forming apparatus connected via a network to a groupware server for registering a document transmitted from the image forming apparatus and functioning as a terminal of the groupware,
Document management for acquiring the document management specification information from the document DB of the server in which the groupware document including the electronic file is stored and the document management specification information about the electronic file that can be stored in the document DB is stored Regulation acquisition process;
A conversion processing step for converting an electronic file stored in the document DB based on the document management specification information acquired by the document management specification acquisition step;
A transmission step of transmitting the electronic file converted by the conversion processing step to the server;
A document management method characterized by comprising: It is connected via a network to an image forming device that functions as a groupware terminal,
A groupware document including an electronic file is stored, and a document DB storing document management specification information about the electronic file that can be stored in the document DB is stored, and a document transmitted from the image forming apparatus is registered. A document management method in the groupware server,
In response to a request from the image forming apparatus, a transmission step of transmitting the document management regulation information from the document DB;
A receiving step of receiving an electronic file converted based on the document management regulation information from the image forming apparatus;
A document management method characterized by comprising:   A program for causing a computer to execute the document management method according to any one of claims 10 to 13.

Images