JP2004110692A - System and method for managing file - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To reflect state change in accordance with revision and setting, etc. performed to a file to be managed by a version management server even on a duplicate file of a file managed by a file to be managed. <P>SOLUTION: A document management server 10 has a document data base 13 which stores a document created by a provider and a document revised by editing the document by clarifying its version system by version management information. A user client 30 stores a copy of a document desired to be used in a use document storage part 36 by a document acquisition processing part 31. After that, when the copied document is reused, a version management information confirmation processing part 32 automatically inquires of the document management server 10 the version of the document, when the copied document is not the latest version, takes out a copy of the latest version of the document from the document management server 10 and stores it in the use document storage part 36. <P>COPYRIGHT: (C)2004,JPO

Description

[0001]
TECHNICAL FIELD OF THE INVENTION
The present invention relates to a file management system, and more particularly to file management including a duplicate file of a file managed by a version management server that performs version management of a file.
[0002]
[Prior art]
In order to efficiently use documents managed in a file format shared by a plurality of users, it is common to install a document management server and centrally manage the documents. If the document creator registers the newly created document in the document management server, it can be efficiently used by a plurality of users. Also, when a registered document is revised, if the document on the document management server is updated as the latest version, the user of the document can always obtain the latest version.
[0003]
By the way, it is common practice to download a document from a document management server to a client to create a copy for referencing or printing the content. In the case of a document that is not updated, such reuse of a duplicate document is considered to be an effective method in consideration of the access speed and the like. However, if the document is revised and revised accordingly, even if the document is considered to be the latest version when downloaded from the document management server, there is no guarantee that the document will be the latest version when it is used again. Absent.
[0004]
Conventionally, if a document is held and managed by the document management server, the latest version of the document can always be provided to the user by managing the version. Further, it is possible to provide various functions associated with the revision of the document, such as setting whether or not the document can be used and notifying the user of the update information of the document.
[0005]
[Problems to be solved by the invention]
However, in the conventional document management system, even the copied document is not managed. For this reason, the document user may refer to information that has already been revised or old information by using the duplicated document again, which may hinder operations using the document. was there. It may be possible to avoid this situation by copying the document from the document management server each time it is used, or asking the document management server whether the copied document is the latest version. Such a processing operation is operationally undesirable and troublesome.
[0006]
Further, similarly to the above-mentioned document version, various settings made by the document provider for the document cannot be reflected in the duplicate document.
[0007]
SUMMARY OF THE INVENTION The present invention has been made to solve the above problems, and an object of the present invention is to make a file managed by the version control server when a file to be managed is copied. It is an object of the present invention to provide a file management system and a file management method that can reflect a change in a state caused by revision, setting, or the like performed on a file.
[0008]
[Means for Solving the Problems]
In order to achieve the above object, a file management system according to the present invention includes a version management server that performs version management of a file, and a user used by a user of a file that is version-controlled by the version management server. A file management means provided in the version management server, the file management means for managing a version by associating file identification information and version management information with a file created or revised by a file provider, Provided in the user client, when the copy of the file that is version-controlled by the version control server is used again, the availability status of the file set as version control information is automatically sent to the version control server. And a version management information confirmation processing means for confirming.
[0009]
In addition, the client for a user has a file output processing means for confirming the availability status of the file when outputting the file.
[0010]
Further, the file output processing means outputs the file together with information indicating the availability status of the output file.
[0011]
Further, a file management system according to another invention is a file management system having a version management server that performs version management of a file, and a user client used by a user of a file that is version-controlled by the version management server. In the version management server, file management means for managing a version by associating file identification information and version management information with a file created or revised by a file provider, and provided in the user client, When a copy of a file that is version-controlled by the version management server is reused, the version management information confirmation processing unit that automatically confirms the version of the file to the version management server is provided.
[0012]
Further, the client for the user has latest version acquisition processing means for copying the latest version of the file when the version management information confirmation processing means confirms that the copy file is not the latest version. I do.
[0013]
Further, the user client has a file output processing means for confirming the version of the file when outputting the file.
[0014]
Further, the file output processing means outputs the file together with information indicating that the output file is the latest version or the old version.
[0015]
The file output processing means outputs a file together with file identification information.
[0016]
In addition, it has a provider client used by a provider of the file managed by the version management server, and the provider client uses the status of availability as version management information according to an instruction of the file provider. It is characterized by having a use state setting processing means for setting for each version and registering it in the version management server.
[0017]
In addition, the system has a provider client used by a provider of a file managed by the version management server, and the provider client registers version management information on a new or revised file in the version management server. It is characterized by having a version management information registration processing means.
[0018]
The version management server further includes a provider client used by a provider of a file that is version-controlled by the version management server, and the provider client registers a newly created file in the version management server. Processing means, and a revision registration processing means for registering a revision file of a file version-controlled by the version management server to the version management server, wherein the version management server is a file to be version-managed as a file management server It is characterized in that it also manages its own retention.
[0019]
Further, the version management server is characterized in that it has an access recording means for recording a use status of a file to be version-controlled.
[0020]
The version management server further includes a provider client used by a provider of the file that is version-controlled by the version management server, and the provider client obtains a usage status for the created duplicate file from the version management server. It is characterized by having information acquisition processing means.
[0021]
Further, the version management server has additional information storage means for storing additional information read and written by a user of the version in association with the version, and the user client transmits the additional information to the additional information storage means. It is characterized by having additional information processing means for reading and writing additional information.
[0022]
Further, when the additional information input by the user of the version is registered in the additional information storage unit, the version management server sends the additional information corresponding to the version to the user client as a copy destination of the version. It is characterized by having additional information management means for automatically distributing the information.
[0023]
Alternatively, when the additional information requiring a response is referred to by the user, the additional information processing unit associates a response to the additional information input by the user with the additional information and registers the response in the additional information storage unit. It is characterized.
[0024]
A file management method according to the present invention includes a version management server for managing a version by associating file identification information and version management information with a file created or revised by a file provider, and a file managed by the version management server. In a file management system having a user client used by a user, the user client is set as version management information when reusing a copy of a file version-controlled by the version management server. A version management information confirmation step of automatically confirming whether the file is usable or not to the version management server.
[0025]
In addition, when outputting the file, the user client includes a file output step of confirming whether the file can be used.
[0026]
Further, the file output step includes outputting the file together with information indicating whether the output file is usable.
[0027]
Also, a file management method according to another invention includes a version management server that manages a version by associating file identification information and version management information with a file created or revised by a file provider, and version management by the version management server. In the file management system having a user client used by a user of the file to be copied, the user client re-uses a copy of the file that is version-managed by the version management server. A version management information confirmation step of automatically confirming a version to the version management server is included.
[0028]
In addition, the client for the user includes a latest version acquisition step of copying the latest version of the file when the version management information checking step determines that the copy file is not the latest version.
[0029]
Further, when outputting the file, the user client includes a file output step of checking a version of the file.
[0030]
Further, the file output step outputs the file together with information indicating that the output file is the latest version or the old version.
[0031]
Further, the file output step outputs a file together with file identification information.
[0032]
The provider client used by the file provider managed by the version management server sets the availability status as version management information for each version in accordance with an instruction of the file provider, and performs the version management. It is characterized by including a use state setting step of registering in the server.
[0033]
Further, the provider client used by the provider of the file managed by the version management server may include a version management information registration step of registering version management information on a new or revised file in the version management server. It is characterized.
[0034]
Further, each version of the file that is version-controlled by the version management server is managed by associating additional information read and written by a file user with each version.
[0035]
Further, when the additional information input by the user of the version is associated with the version, the version management server automatically transmits the additional information corresponding to the version to the user client as a copy destination of the version. It is characterized by including an additional information distribution step of distributing.
[0036]
Alternatively, the user client includes a registration step of, when the additional information requiring a response is referred to by the user, registering a response to the additional information input by the user in association with the additional information. I do.
[0037]
BEST MODE FOR CARRYING OUT THE INVENTION
Hereinafter, a preferred embodiment of the present invention will be described with reference to the drawings. In each of the embodiments described below, a case where the file management system according to the present invention is applied to a document management system that centrally manages document files will be described as an example.
[0038]
Embodiment 1 FIG.
FIG. 1 is a block diagram showing a document management system according to the present embodiment. The document management system according to the present embodiment includes a document management server 10 for centrally managing the management of documents handled by the system and version management of the documents, and one or more provider clients 20 and user clients 30 via a LAN. (Local Area Network) 1. In FIG. 1, one client 20 and 30 is shown for convenience. The document management server 10 can be realized by a general-purpose server computer in terms of hardware. The provider client 20 is used by a user (document provider) who creates a document and updates the created document. The user client 30 is used by a user (document user) who uses a document created or revised by a document provider for reference, printing, and the like. Each of the clients 20 and 30 can be realized by a general-purpose personal computer (PC) in terms of hardware. In the present embodiment, the clients constituting this system are shown and described separately for convenience as a client 20 used by a document provider and a client 30 used by a document provider. One PC can be both the provider client 20 and the user client 30 because the user can be a user of a document created by himself or a user of a document created by another user.
[0039]
The provider client 20 includes a new registration processing unit 21, a revision registration processing unit 22, a document state setting processing unit 23, and a use status monitoring unit 24. The new registration processing unit 21 newly creates a document to be managed by the present system and registers it in the document management server 10. Alternatively, an existing document may be registered as a new document. The edition registration processing unit 22 updates the document by updating the created document. Then, the revised document is registered in the document management server 10 as the latest version. Alternatively, a newly created document may be registered as a new version of a registered document. To create and edit a document, general-purpose document creation software is used. In addition, the new registration processing unit 21 and the revision registration processing unit 22 add document identification information to the created document, and when registering the document in the document management server 10, also add the version management information of the document. register. This version management information will be described later. The document state setting processing unit 23 sets the state of the version such as the use state such as whether the created or revised document can be used (valid / invalid). The state of the version is included in the version management information, the details of which will be described later. The use status monitoring unit 24 causes the document management server 10 to record the use status of the document provided by the document provider, and acquires the recorded content.
[0040]
The user client 30 includes a document acquisition processing unit 31, a version management information confirmation processing unit 32, a document information display processing unit 33, and a print processing unit 34. The document acquisition processing unit 31 downloads a document to be used from the document management server 10 and stores it in the used document storage unit 36. The document obtained by this download is a copy of the latest version of the document. The document user basically uses the document stored in the used document storage unit 36. The version management information confirmation processing unit 32 acquires version management information including the version of the acquired document. The document information display processing unit 33 displays the version management information acquired by the version management information confirmation processing unit 32. The print processing unit 34 prints out the acquired document from a printer (not shown).
[0041]
The document management server 10 has a database management unit 11 and a document management unit 12. The database management unit 11 registers a document in the document database 13 and downloads a document in response to a request from a document user. The document management unit 12 manages a version by associating version management information with a document created or revised by a document provider. Further, the document management unit 12 records the registration / deletion of the document in the document database 13 and the use status of the registered document in the management log file 14.
[0042]
In the present embodiment, various functions are provided by the above-described components. A list of functions including the above functions and provided by the document management system according to the present embodiment is shown in FIG. Each processing function in the document management server 10 and each of the clients 20 and 30 is realized by software. Further, the document database 13 and the used document storage unit 36 are realized by a disk device, and are accessed by a general-purpose database management system and a file system, respectively.
[0043]
By the way, in the present embodiment, the version of the document is managed. The use of the version of the document and the use of the document will be described below.
[0044]
FIG. 3 is a conceptual diagram showing a basic model of a document and a plate. The created document is generally assigned a serial number in ascending order such as the first edition and the second edition, and is version-managed. Usually, a newly created document is the first edition, and the second edition and the third edition are updated every time a revision is made. However, both versions must be document A. In this way, each document is superimposed on a new edition. Then, the latest version in time series becomes the latest version. Although details will be described later, in the present embodiment, whether or not each version can be used (valid / invalid) can be set. Strictly speaking, the latest version is the version of the version that is in a valid use state. It can be defined as the latest version in time series.
[0045]
As described above, when a document is referred to, it is the document of whatever edition. That is, the document A is the document A regardless of the difference between the first edition, the second edition, and the third edition. A version refers to a specific version of a document, and refers to a document in one of the first, second, and third editions. Speaking of the first edition (document A), the same document A is not the second edition or the third edition.
[0046]
Here, it is assumed that the document A is copied to the user client 20 when the second version is the latest version in FIG. 3 (that is, before the third version is created). The user client 20 can edit the duplicate document and create a new version (document). In the present embodiment, creating a new document by editing the duplicate document is referred to as modification, and a document created by modification is referred to as a derivative document. This derivative document is treated as a document independent of the original document A managed by the document management server 10, and is not managed by the present embodiment. Of course, it is possible to use the document management server 10 as a management target by a special processing procedure.
[0047]
The document copied to the user client 30 by the document acquisition processing unit 31 is normally used under the personal management of the user of the user client 30. Since the document user generally uses a disk device mounted on the user client 30 used by the document user as a copy destination of the document, the present embodiment will be described in accordance with this. Alternatively, another storage means such as a shared disk device or a database server on another client may be used as a copy destination. The user of the document A usually does not access the document database 13 every time the user refers to the document A, but instead accesses the second version of the document A downloaded to the used document storage unit 36 of the user client 30 in consideration of the access speed and the like. Will be accessed.
[0048]
Subsequently, the state of the plate including whether or not each plate can be used (valid / invalid) will be described with reference to FIGS.
[0049]
If there is no restriction on access to each document, it is possible to access any document regardless of the new or old version.However, in this embodiment, each version created or revised by the document provider is used. Enabled / disabled status settings for. In the present embodiment, each version has a valid / invalid state from the time of creation. The valid state of a version is the state where the version can be used (usable state), and the invalid state of the version is the state where the version cannot be used (unavailable state). Means In addition to the validity / invalidity that can be set for each version as described above, the version status includes the deletion of registration of all the versions included in the document and the termination due to the termination of the system. The state of each plate can transition in the direction of the arrow shown in FIG. Further, the invalidation of a version includes a temporary invalidation in which the state of the version can be changed to valid or deregistration, and a permanent invalidation in which transition can be made only to deregistration. This is determined by the document provider and can be recognized only by the document provider. In this embodiment, the status of each version can be set only by the document provider, but this can be given to a desired person such as a system administrator according to the operation of the system. The state of the version is included in the version information constituting the version management information. In the present embodiment, the new registration processing unit 21 and the revised version registration processing unit 22 set each version at the time of creation, and the document management server 10 Will be registered with the version. The status registered in the document management server 10 is updated by the document status setting processing unit 23, so that the status can be dynamically changed.
[0050]
Although the state of the plate is as described above, FIG. 5 illustrates five states of each plate up to the third version. Document A is all valid, and document B is unregistered, so all versions are unavailable. The document C is valid only in the third edition and the first and second editions are invalid, the document D is valid only in the second edition, the first and third editions are invalid, and the document E is all invalid. In such a use state, the latest version corresponds to the third version of the document A, the third version of the document C, and the second version of the document D. Documents B and E do not have the latest version. Also, the third version in the document D is in an invalid state, and does not correspond to the latest version according to the definition described above. In the present embodiment, the second edition corresponding to the old edition can be used as the effective latest edition as exemplified in the document D, instead of the created latest edition (third edition).
[0051]
Next, a data structure of the document database 13 and a process of registering a new document and a revised document in the document management server 10 according to the present embodiment will be described. When a newly created document or an existing document is newly registered in the document database 13, the document is treated as a new document. In the following description, the former will be described as an example. In addition, by editing a specified existing document or making a separately created document a new version, those documents can be treated as a revised document. In the following description, the former will be described as an example.
[0052]
When a new document is created by a document provider, the new registration processing unit 21 according to the present embodiment adds document identification information to the document. The document identification information is a unique ID in the present system, and is embedded in a header area or a unique area of the document file. The document identification information may be a random number irrespective of the difference between the documents, or may be formed based on a predetermined rule such as “document ID + version number”. When there are a plurality of document management servers, the identification information of the server to be managed is included. More specifically, a general-purpose document creation software was started to create a document, and when the created document was to be saved, the document identification information was added by a plug-in and the creator input and designated the document. Information such as the version number and the state of the version is generated as version management information. Then, the document and version management information are registered in the document management server 10. The revised registration processing unit 22 also performs the same processing as the new registration processing unit 21 except that it edits the created document. The revised document created by the revision registration processing unit 22 is the same document (for example, document A), but different document identification information is added. The document to be edited is retrieved from the document management server 10 in principle. The document management unit 12 of the document management server 10 causes the database management unit 11 to store the document and the version management information sent from the provider client 20 in the document database 13.
[0053]
In the present embodiment, an example is described in which the document itself to be version-managed is centrally managed by the document management server 10, but the storage location of the document itself is specified by the provider client 20 or another client. Or a database server. In this case, the version management information includes information on the storage location of the document, and the revision registration processing unit 22 extracts the existing document to be revised with reference to the document storage location information. If the document management server 10 does not hold and manage the document itself, the database management unit 12 may not have a database management system function.
[0054]
The document database 13 in the present embodiment has a data structure illustrated in FIG. That is, in the present embodiment, the association of the versions of each document is performed using the version series information and the version information that constitute the version management information. The version series information is created for each document, and information such as the name of the version series (document name) and the security of the version series is set. The version series information is connected in series in the order in which each version information of the same document is created. The version information includes the name of the version, the status of the version such as availability (valid / invalid), a message presented to the document user, usage information including the acquired user, etc., corresponding document identification information, The storage location of the actual document is included. The document management unit 12 performs version management of each document by associating the version management information with the document identified by the document identification information. In other words, when the document management unit 12 receives the document and the version management information from the provider client 20, the document management unit 12 causes the database management unit 11 to register the document and the like in the document database 13 according to the data structure described above, and Perform management. Further, the document database 13 stores setting information for managing its own server, such as security and operation logs, as server management information.
[0055]
Next, the use of a document performed by the user client 30 will be described with reference to the flowchart shown in FIG.
[0056]
When a document user wants to use a document managed by the document management server 10, the user inputs and specifies the document (usually a document name). The document name managed by the document management server 10 can be known by notification from the provider client 20, acquisition of a document name list from the document management server 10, and the like. When the document acquisition processing unit 31 receives the input and designated document name (step 101), the version management information confirmation processing unit 32 confirms the version and use state (valid / invalid) of the document (step 103). As described above, when all the documents to be version-managed are not held and managed by the document management server 10, the document acquisition processing unit 31 reads the version information of the version from the storage location of the version, You will get a duplicate. Alternatively, when the use of the document is started, the provider client 20 may directly distribute the document using electronic mail or the like. In this case, it is desirable to add clarifying information indicating whether or not the distributed document is managed by the document management server 10. Even when a document is not acquired from the document management server 10, the version management information is acquired from the document management server 10.
[0057]
Here, the confirmation processing in step 103 will be described in detail. The version management information confirmation processing unit 32 extracts and transmits the document identification information of the document stored in the use document storage unit 36, and thereby transmits the version and the document to the document management server 10. Inquire the usage status. The document management unit 10 searches the version management information of the document by using the document identification information added to the inquiry as a key, detects a valid latest version, and notifies the user client 30 that made the inquiry. Note that the version management information of the document may be extracted and transmitted to the user client 30 so that the user client 30 can confirm which version is the latest valid version. Here, if the document already held is not a valid and valid latest version, the document acquisition processing unit 31 downloads the valid and latest version of the document from the document management server 10 and stores it in the used document storage unit 36. It will be saved (step 105).
[0058]
For example, if document A is acquired, when document A is acquired, its version is the latest version. Thereafter, when the document A is used again, the user normally tries to use the document A copied to the user client 30. In the related art, since the version of the document A is not checked at this time, there is a possibility that the copied document A to be reused is not the latest version. Therefore, in the present embodiment, when a copy of a document to be used is created, the version of the copied document is automatically checked, and when the copy is not the latest version, the latest version of the document is automatically checked. Since the document is acquired, the document user can always use the latest version that is valid without being aware of the version of the version stored in the user client 30.
[0059]
Subsequently, the version management information confirmation processing unit 32 confirms the state of the version to be used when the latest version can be obtained (steps 106 and 107). The confirmation process in step 107 is an effective process when there is a time lag when a valid latest version is acquired (downloaded) and when it is actually used. This is because the document is not always used immediately after downloading. Also, the version to be used is the latest version when a new version is newly acquired, and if the saved version is still the latest version and the saved version is to be used, that version is used. Say.
[0060]
By the way, with respect to the state of the version, it has been explained with reference to FIG. 4 that the use is valid / invalid and the registration is deleted. State is possible. Unknown is a state in which the use state (valid / invalid) of the version cannot be confirmed when the document management server 10 cannot be accessed due to a communication failure or the like or when a failure occurs in the document management server 10. Unconfirmed is a state that can occur because the version confirmation process has not been performed. FIG. 7 shows a list of plate states on the user client 30 side.
[0061]
Subsequently, the document information display processing unit 33 displays the confirmed version status to notify the document user (step 108). The content to be displayed is the message illustrated in FIG. Also, the user client 30 may not be able to obtain the latest version due to a communication failure or the like (step 106). In this case, the version management information cannot be obtained either.
[0062]
As described above, when a valid latest version of a document, that is, a copy of a usable document has been acquired, the document can be used (steps 109 and 110).
[0063]
According to the present embodiment, even when a document is copied from the document management server 10 as described above, the copied document can be subjected to version management. Also, even if the latest version is created by revision after a copy of the document is created, it is automatically checked for the latest version when the copied document is used again, so the latest version is always checked. Use can be guaranteed. In the present embodiment, when the copy document is not the latest version, the latest version of the document is automatically acquired from the document management server 10, that is, the copy of the latest version is automatically created again. The user can always use the latest version that is valid without being aware of the new or old version of the version stored in the user client 30. In the present embodiment, the latest version is always used. However, the document user may decide to create a copy of the latest version only by confirming the version of the document. Further, in the present embodiment, while the use of the latest version can be guaranteed, the old version can be used as a valid latest version by invalidating the latest version.
[0064]
As described above, when a copy of the document is created in the user client 30, the print processing unit 34 prints out the copied document from a printer (not shown) according to an instruction from the document user. At this time, the print processing unit 34 checks the version of the document, and if the version is the latest version, prints the “latest version” on a blank portion of the printing paper, and if not the latest version, prints the “old version”. Print with version or old version information. In this case, either the “latest version” or the “old version” may be selectively printed, or both may always be printed. If it is not the latest version, a print confirmation message may be displayed instead of printing immediately. When printing the latest version, it is possible to confirm that the printed document is the latest version by printing “latest version”.
[0065]
However, the latest version may eventually become older as time passes. If you print “latest version”, you can guarantee that it is the latest version at the time of printing, but if the stored document is printed as “latest version”, if the document is really the latest version, , There is no guarantee. On the other hand, if the old version is printed as "old version", the document is definitely the old version regardless of the passage of time. In the present embodiment, the state of the version can be set to valid / invalid, but usually, when the document becomes an old version, it is not restored to the latest version. Therefore, if the old version is printed, the old version can be guaranteed.
[0066]
Further, when printing out the duplicated document from the printer in accordance with the instruction of the document user, the print processing unit 34 checks the use state of the document. When it is in a state where it is unavailable, "valid" is printed together with information indicating that it is valid or invalid. In this case, either “valid” or “invalid” may be selectively printed, or both may be always printed. In the invalid state, a print confirmation message may be displayed instead of printing immediately.
[0067]
Further, the print processing unit 34 prints the duplicate document together with the document identification information when printing the duplicate document in accordance with an instruction from the document user. Printing document identification information is useful in the following respects.
[0068]
First, a person working on a paper document can check the state of the document from anywhere. For example, in an environment where there is a PC but a printer is not nearby, such as in a factory, if the document identification information printed on the work manual document at hand is keyed in from the PC, it is determined whether the manual is a valid latest version. Can be confirmed. Second, a person who obtains a document in a paper state can obtain an electronic document based on the document identification information. Third, in order to cope with access from a client PC that does not have the function of the user client 30, for example, a Web client or the like is provided in the document management server 10 and software that provides the function is provided by the client. There is no need to install it on a PC.
[0069]
Further, the document management unit 11 in the present embodiment has a function of recording user access to a document to be managed in the management log file 14. The user can instruct the document management server 10 to record the use status of the document provided by the document provider. Further, the recorded contents can be obtained through the document management unit 11. Therefore, the provider client 20 can perform document management, such as acquiring the usage status of the document created or revised by itself and changing the status of the version according to the usage status of the document by the user. The access history may be managed by the user by associating the access content with the document or version to be accessed instead of the management log file 14.
[0070]
According to the present embodiment, a document copied from the document management server 10 is also managed, and a user of the copied document is notified of a revision of the document managed by the document management server 10 and a change in status. Notify and get the latest version automatically. When a valid old version is designated by the document user, the corresponding old version can be acquired.
[0071]
In the present embodiment, the document created or revised by the document provider is transmitted to the document management server 10 by the new registration processing unit 21 or the revised registration processing unit 22 and is retained and managed by the document management server 10. As described above, instead of sending the document itself to the document management server 10, only the storage location of the document may be registered in the document management server 10 to manage each document. In other words, the storage location of the document managed by the document management server 10 may be another client (not shown) or a database server other than the document management server 10 or the provider client 20.
[0072]
Embodiment 2 FIG.
FIG. 8 is a block diagram showing a document management system according to the present embodiment. In the present embodiment, the function is added to the document management unit 15 of the document management server 10, the additional information is stored in the document database 16, and the additional information processing unit 35 is added to the user client 30. Except for the addition, the configuration is the same as that of the first embodiment, so the same reference numerals are given and the description is omitted.
[0073]
In the first embodiment, the information setting relating to the document such as the document and the version management information is performed by the document provider, and cannot be set by the document user. However, for example, when a document requires confirmation of attendance at a meeting or when it is desired to comment on the document, it is convenient if additional information such as a reply of attendance / absence or a comment can be retained and managed in association with the corresponding document. Yes, it is considered efficient in information management.
[0074]
Therefore, the present embodiment is characterized in that information input and set by the user for each version can be stored as additional information in association with the corresponding version. In other words, an area where the user can freely read and write additional information is provided in the document management server 10.
[0075]
The version information in the present embodiment includes the storage location of the additional information in addition to the information described in the first embodiment, such as the name of the version and the availability status. This relationship is shown in FIG. Note that the association with the actual document storage location is not the gist of the present embodiment, and is omitted in FIG. The document management unit 15 registers the additional information input by the document user in the document database 16 and distributes the additional information for reference to the user client 30 that is the destination of the version. The additional information processing unit 35 sets additional information for the used document, and displays the additional information from the document management server 10 together with the document or the content of the document.
[0076]
Hereinafter, the operation of the present embodiment will be described with a specific example of the additional information. First, a case where a comment is written as additional information will be described as an example.
[0077]
For example, a document is a specification, and it is assumed that a plurality of users check the contents of the specification. The creator of the specification registers the specification in the document management server 10 from the provider client 20, and the confirmer stores a copy of the specification in the user client 30 used by himself and refers to the contents of the document. Then, the confirmer inputs a comment such as a criticism, an improvement, or a problem with the specification in the comment column displayed by the plug-in of the document viewing software. The additional information processing unit 35 adds the document identification information of the referenced document to the input comment and transmits the comment to the document management server 10. The document management unit 15 specifies the corresponding version by searching the document database 16 using the document identification information as a key, and registers the sent comment in the document database 16 as additional information corresponding to the version. Of course, the specific information of the comment transmission source is also registered in association with the additional information. By registering the comment in the document database 16 in the same manner when a comment is sent from another user, the comment corresponding to the version is collectively managed.
[0078]
Thereafter, when the user uses the document, if the comment is registered for the document, the additional information processing unit 35 displays, in a window of the file operation software or the document viewing software for displaying the document or the document content, Show that a comment has been added to the document on the icon display, toolbar, or menu. Alternatively, the presence or absence of a comment may be confirmed on the property screen. Then, when the user inputs an instruction to refer to the comment, the comment is retrieved from the document management server 10 via the document management unit 11 and displayed. The comment itself is displayed on the property screen or a dedicated comment display window.
[0079]
Further, when a comment described by another user is registered in the document database 16 while the user is referring to the specification, the document management unit 15 refers to the management log file 14 and updates the corresponding version. The user client 30 used is specified, and a comment newly written to the user client 30 is automatically distributed. Thus, when the additional information is updated even if the document itself is not updated because it is not revised, the user client 30 can automatically update only the additional information.
[0080]
Note that this embodiment is characterized in that a document user can set information related to a document as additional information, and that the additional information is managed in association with a version. The user can read and write the additional information as well as the user. When the additional information is a comment, it can be used like a bulletin board.
[0081]
Next, a case where a document receipt confirmation is written as additional information will be described. For example, if the document to be registered in the document management server 10 is a document that requires receipt confirmation, the document provider sets that fact in the version information. When the document acquisition processing unit 31 acquires a copy of the document in the user client 30, when the version information of the document has been set to require the receipt confirmation, the input screen of the receipt confirmation by the plug-in of the file operation software Is displayed. When the user inputs a receipt confirmation, the additional information processing unit 35 adds the document identification information of the received document to the receipt confirmation and transmits the document to the document management server 10. The document management unit 15 identifies the corresponding version by searching the document database 16 using the document identification information as a key, and associates the received receipt confirmation, the source identification information, the reception date and time with the version information. Register in the document database 16. When a receipt confirmation is sent from another user, the receipt confirmation is registered in the document database 16 in a similar manner, and the receipt confirmation corresponding to the edition is managed collectively.
[0082]
Thereafter, when the user uses the document, if the receipt confirmation has been registered for the document, the additional information processing unit 35 determines whether or not the receipt confirmation has been made in association with the document displayed by the file operation software. Displays the user who has confirmed receipt. The user who has confirmed the receipt may be the corresponding user name, or may display the imprint of the user registered in advance.
[0083]
When another user registers a receipt confirmation in the document database 16 while a user is displaying a document or document contents, the document management unit 15 refers to the management log file 14 as in the case of a comment. Then, the user client 30 using the corresponding version is specified, and the receipt confirmation is automatically distributed to the user client 30. Thus, when a document is used, if the receipt confirmation is displayed on the screen, the status of the receipt confirmation can be grasped at a glance. In particular, for the document provider, it is possible to easily and in real time know who has confirmed the receipt.
[0084]
In addition, by operating in the same manner as the comment and the receipt confirmation described above, it can be used for confirmation and approval of the document contents. In the case of a questionnaire, the questionnaire can be managed in association with the answer. Further, information other than those exemplified above can be set, and a plurality of pieces of information can be used together as additional information.
[0085]
According to the present embodiment, since additional information can be set in association with each version, a document user who cannot change the version itself can freely add information to the version.
[0086]
In each of the above embodiments, the version of the document is managed. However, since the version is assigned to each of the executable images and the like and managed, the present invention is applied to data stored in a file format. It is possible.
[0087]
【The invention's effect】
According to the present invention, when a copy of a file to be used is created, the version of the copied file is automatically checked, so that the use of the latest version can always be guaranteed.
[0088]
Also, when the duplicate file is no longer the latest version, the latest version of the file is automatically obtained from the version management server, so the file user does not have to be aware of the old or new version saved in the user client You can always make the latest version available.
[0089]
In addition, since the state of whether each version can be used is maintained and managed, it is possible to control whether the user can use each version.
[0090]
Further, since the file output means is provided, the user can confirm the version of the file or the state of availability. In particular, since the file to be output is output together with information indicating that the file is the latest version / old version or valid / invalid, the version or state of the file at the time of printing the file is notified to the user. be able to.
[0091]
In addition, since the use information acquisition processing means is provided, the use status of the file acquired from the version management server by other users and the other user information can be acquired to facilitate the use of the file.
[0092]
Further, since the use state setting processing means is provided in the provider client, the state of availability of each version can be set from the provider client in accordance with the instruction of the provider.
[0093]
Further, since the use status monitoring means is provided in the provider client, the use status of the file created or revised by the provider can be grasped from the provider client. Thus, file management can be performed from the provider client, such as changing the version status depending on the usage status of the file by the user.
[0094]
Further, since the additional information storage means is provided, a user who cannot create a file can additionally set information for each version.
[Brief description of the drawings]
FIG. 1 is a block diagram showing a document management system as an embodiment of a file management system according to the present invention.
FIG. 2 is a diagram showing a list of functions provided by a document management system according to the embodiment.
FIG. 3 is a conceptual diagram showing a basic model of a document and a plate in the present embodiment.
FIG. 4 is a conceptual diagram showing a state transition of a plate according to the present embodiment.
FIG. 5 is a conceptual diagram showing a time-series change of a state of a plate in the present embodiment.
FIG. 6 is a flowchart illustrating a document use process according to the present embodiment.
FIG. 7 is a diagram illustrating an example of a state of a version confirmed by a user client and a message indicating each state according to the present embodiment.
FIG. 8 is a block diagram showing a document management system according to another embodiment.
[Explanation of symbols]
1 LAN, 10 document management server, 11, 15 document management section, 12 database management section, 13, 16 document database, 14 management log file, 20 provider client, 21 new registration processing section, 22 revised edition registration processing section, 23 documents Status setting processing unit, 24 usage status monitoring unit, 30 user client, 31 document acquisition processing unit, 32 version management information confirmation processing unit, 33 document information display processing unit, 34 print processing unit, 35 additional information processing unit, 36 usage Document storage unit.

Claims (29)

A version control server that performs version control of files,
A user client used by a user of a file version-controlled by the version control server;
In a file management system having
File management means provided in the version management server, for managing a version by associating file identification information and version management information with a file created or revised by a file provider,
When a copy of a file that is provided in the user client and that is version-managed by the version management server is reused, the availability status of the file set as version management information is automatically sent to the version management server. Version management information confirmation processing means to confirm to the
A file management system comprising: The file management system according to claim 1,
The file management system according to claim 1, wherein said user client has a file output processing unit for confirming whether or not the file can be used when outputting the file. The file management system according to claim 2,
The file management system according to claim 1, wherein the file output processing unit outputs the file together with information indicating whether the output file is usable. A version control server that performs version control of files,
A user client used by a user of a file version-controlled by the version control server;
In a file management system having
File management means provided in the version management server, for managing a version by associating file identification information and version management information with a file created or revised by a file provider,
Version management information confirmation processing means provided in the user client and automatically confirming the version of the file to the version management server when reusing a copy of a file version-controlled by the version management server;
A file management system comprising: The file management system according to claim 4,
Wherein the client for user has a latest version acquisition processing means for copying the latest version of the file when the version management information confirmation processing means confirms that the duplicate file is not the latest version. Management system. The file management system according to claim 4,
The file management system according to claim 1, wherein the user client has a file output processing unit for checking a version of the file when outputting the file. The file management system according to claim 6,
A file management system, wherein the file output processing means outputs a file together with information indicating that the file to be output is the latest version or an old version. The file management system according to claim 2 or 6,
A file management system, wherein the file output processing means outputs a file together with file identification information. The file management system according to claim 1,
A provider client used by a provider of a file managed by the version control server,
Wherein the provider client has a use state setting processing unit for setting a use permission state for each version as version management information in accordance with an instruction of a file provider, and registering the version control information in the version management server. Management system. The file management system according to claim 4,
A provider client used by a provider of a file managed by the version control server,
A file management system, wherein the provider client has version management information registration processing means for registering version management information relating to a new or revised file to the version management server. The file management system according to claim 1, wherein
A provider client used by a provider of a file that is version-controlled by the version management server,
The provider client,
New registration processing means for registering a newly created file in the version control server;
Revision registration processing means for registering a revision file of a file version-controlled by the version management server to the version management server,
Has,
The file management system according to claim 1, wherein the version management server also manages a file to be version-controlled as a file management server. The file management system according to claim 1, wherein
The file management system according to claim 1, wherein the version management server includes an access recording unit for recording a use status of a file to be version-controlled. The file management system according to claim 12,
A provider client used by a provider of a file that is version-controlled by the version management server,
The file management system according to claim 1, wherein the provider client includes usage information acquisition processing means for acquiring a usage status of the created duplicate file from the version management server. The file management system according to claim 1, wherein
The version management server has additional information storage means for storing additional information read and written by a user of the version in association with the version,
A file management system, wherein the user client includes an additional information processing unit that reads and writes additional information from and to the additional information storage unit. The file management system according to claim 14,
When the additional information input by the user of the version is registered in the additional information storage unit, the version management server sends the additional information corresponding to the version to the user client as a copy destination of the version. A file management system comprising additional information management means for automatic distribution. The file management system according to claim 14,
When the additional information requiring a response is referred to by the user, the additional information processing unit associates a response to the additional information input by the user with the additional information and registers the response in the additional information storage unit. And file management system. A version management server for managing versions by associating file identification information and version management information with files created or revised by the file provider;
A user client used by a user of a file version-controlled by the version control server;
In a file management system having
When the user client reuses a copy of a file which is version-controlled by the version control server, the client for the user automatically checks the availability status of the file set as version control information to the version control server. File management method comprising a step of confirming version management information. The file management method according to claim 17,
A file management method, comprising: when outputting a file, the user client including a file output step of checking whether the file is usable. The file management method according to claim 18, wherein
The file output method outputs a file together with information indicating whether the output file is usable. A version management server for managing versions by associating file identification information and version management information with files created or revised by the file provider;
A user client used by a user of a file version-controlled by the version control server;
In a file management system having
When the user client reuses a copy of a file that is version-controlled by the version management server, the client for the user includes a version management information checking step of automatically checking the version of the file with the version management server. File management method. The file management method according to claim 20, wherein
A file management method, comprising: when the version management information confirming step confirms that the duplicate file is not the latest version, the user client duplicates the latest version of the file. . The file management method according to claim 20, wherein
A file management method, wherein the user client includes a file output step of checking a version of the file when outputting the file. 23. The file management method according to claim 22, wherein
In the file management method, the file output step includes outputting the file together with information indicating that the output file is the latest version or the old version. 23. The file management method according to claim 18, wherein
A file management method, wherein the file output step outputs a file together with file identification information. The file management method according to claim 17,
The provider client used by the file provider managed by the version management server sets the availability status as version management information for each version according to the instruction of the file provider, and sends the status to the version management server. A file management method comprising a use state setting step of registering. The file management method according to claim 20, wherein
The provider client used by the provider of the file managed by the version management server includes a version management information registration step of registering version management information on a new or revised file in the version management server. File management method. 21. The file management method according to claim 17 or 20,
A file management method, wherein each version of a file that is version-controlled by the version management server is managed by associating additional information read and written by a file user. 28. The file management method according to claim 27,
The version management server automatically distributes, when the additional information input by the user of the version is associated with the version, the additional information corresponding to the version to the user client to which the version is copied. A file management method comprising an additional information distribution step. 28. The file management method according to claim 27,
A file that includes a registration step of, when the additional information requiring a response is referred to by the user, registering a response to the additional information input by the user in association with the additional information. Management method.

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