JPH08137852A - Collaboratively written document management system - Google Patents

Abstract

PURPOSE: To collaboratively write a document smoothly without any trouble. CONSTITUTION: A common window that all collaborative writers can use is displayed first on the screens of work stations 2 and 3 that the writers use. In the common window, icons that all the writers can operate are displayed and individual windows that the respective writers use are displayed by operating the icons. A file server 1, on the other hand, is stored with plural files containing documents that are collaboratively written. The files while managed as common documents by a common document management file 52-1 and an individual document management file 52-41 are managed as individual documents as well. Further, an editor informs the respective writers of a writing schedule according to a schedule table managed by a common document management file 52-1 to adjust the schedule among the writers and manages the advance.

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to a collaborative writing document management system for a plurality of authors to collaboratively write one document by a plurality of workstations connected by a communication network.

[0002]

2. Description of the Related Art Generally, this type of system is composed of a document management server and a document editing client which are connected to each other via a communication network. Of these, the document management server realizes an electronic cabinet or folder as a document storage. And for co-authoring,
Create a cabinet or folder for each author and store the document in it, or create a common cabinet or folder and store the document in it. On the other hand, in the document editing client, each writer creates a document, and the documents created by each writer are collectively managed and stored by the document management server.

[0003]

However, the above-mentioned conventional techniques have the following problems. In general,
When multiple authors collaboratively create a document, the process begins with planning, the author's decision, the creation of the table of contents, the author's part of the writing, the writing, the reading, the correction,
It covers a wide range of issues such as composition, version number freeze, and revision. Especially when the co-authors are geographically separated from each other, the schedule will be adjusted and the progress will be managed, comments and decisions made at the meeting will be recorded, and can be referred to at any time. It is important not to be tampered with.

However, the conventional system has a function of supporting only the writing process by collectively managing and storing the documents created by the respective document editing clients in the document management server and sharing the documents among the writers. , But could not provide the function to support the whole creation process. That is, there were the following problems. It was not possible to ensure the security of the written documents and at the same time allow the authors to refer to each other. It was not possible to coordinate the schedule between individual co-authors and co-authoring groups. The co-authors had discussions with each other and were unable to record and refer to comments and decisions. Freeze the whole version of a document created by multiple authors,
It was not possible to prevent further tampering.

[0005]

In order to solve the above-mentioned problems, a collaborative writing document management system according to the present invention is a system comprising a file server and a plurality of workstations interconnected via a communication network. , Is characterized by the following points. (1) It has a plurality of collaborative writing files stored in a file server. Shared document management that is provided for each of the multiple collaborative writing files and stores the author information that manages the writing of documents using the collaborative writing files by each workstation and the version number information that manages the document version number. With files. It is provided for each of a plurality of collaborative writing file groups, and is provided with a plurality of personal document file groups that store the document file names that can be written while being managed by the author information in the shared document management file. A schedule table file is provided for each of a plurality of collaborative writing file groups, and stores a schedule of the writing work of the document having the document file name stored in each of the individual document file groups. A bulletin board file is provided for each of a plurality of collaborative writing file groups, and posts information necessary for writing a document having a document file name stored in each personal document file group.

(2) The system of (1) is characterized by the following. A message board file, which is provided in a plurality of personal document file groups and transmits information necessary for writing a document having a document file name stored in each personal document file group, is provided. A document editor for referring to and editing each partial document that composes the document having the document file name stored in each personal document file group is provided.

(3) The system of (1) is characterized by the following. The document editor receives the user I input when opening the collaborative writing work window for each partial document.
If D and password are verified and they are authenticated,
The editing function is enabled when the document editor is started, and when these are not authenticated, the editing function is disabled when the document editor is started. (4) The system of (1) is characterized by the following. The version number information of the shared document management file of each collaborative writing file group is provided with a version number freeze flag for prohibiting updating of the personal document file group. Until the version freeze flag is set by the operation of the workstation and it is released again, the version of the entire co-authored document is set and updating of all the documents included in the co-authored document is prohibited. It

[0008]

[Action]

(1) On the screen of the workstation used by the co-author, first, a shared window that all authors can use is displayed. Then, in the shared window, icons that can be operated by all authors are displayed. A personal window used by each author is displayed by operating the icon. On the other hand, the file server stores a plurality of files that store documents to be co-written. Then, this file is managed as a shared document by the shared document management file and the personal document management file, and at the same time is managed as a personal document. As a result, each writer can write the partial document in charge of his / her own without being disturbed by the other writers. Further, the editor can transmit the writing schedule to each writer by the schedule table managed by the shared document management file, and the co-authors can adjust the schedule and manage the progress. Information common to all authors is displayed on the bulletin board of the collaborative document management file, and information unique to each author is displayed on the message board of the personal document management file. As a result, the co-authors have a smooth meeting.

(2) In (1), by operating the message board icon in the shared window, the message to each writer is stored in the message board file in the personal document file. Further, by operating the document icon in the sharing window, the partial document in the personal document file can be referred to and edited. As a result, the editor can communicate adjustments and decisions made with other authors for each writer, and each writer can refer to this message and write partial documents such as chapters and editions that are allotted to himself. Can be created.

(3) In (1), when the writer operates the document icon in the shared window to display the personal window, the user ID and password are input, so that the partial document displayed by the document icon is displayed. Certified to be the author in charge of. Then, the author himself is allowed to edit the partial document, and anyone other than himself is only permitted to refer to the partial document and is prohibited from editing. As a result, security in creating the document can be improved.

(4) In (1), the version number freeze flag is provided in the version number information of the shared writing document management file, and by setting this flag, updating of all partial documents is prohibited. As a result, the edition of the document is fixed, and it becomes possible to publish the contents at that time. Further, by releasing the version number freezing flag, the update work of the partial document by each writer is advanced. As a result, when republishing, the edition number is revised, and it can be published as the revised edition.

[0012]

Embodiments of the present invention will now be described in detail with reference to the drawings. FIG. 1 is a block diagram of an embodiment of the collaborative writing document management system of the present invention. The file structure shown in the figure is an example of a file stored in a file server for a co-authored document. The illustrated system comprises a file server 1, workstations 2, 3 and the like connected to a communication network 10. The communication network 10 is composed of a local area network or a wide area network. The file server 1 is a communication network 10 from the workstations 2, 3, etc.
A document created by each writer can be stored in the storage device 11 or retrieved by an instruction via the. The storage device 11 is a hard disk device or the like and is connected to the file server 1.

The file server 1 stores a plurality of collaborative writing file groups 52 and 53, and for each of the plurality of collaborative writing file groups 52, a shared document management file 52-1, a personal document file group 52-4, and a schedule table. File 52-
2. A bulletin board file 52-3 is provided. Each collaborative writing file group 52 is a collaborative writing document management file 51.
Is managed by The shared document management file 52-1 is
It stores the author information for managing the writing of a document using the collaborative writing file group 52 by each of the workstations 2, 3 and the version number information for managing the version number of the document. The personal document file group 52-4 is created by the number of co-authors, and stores document file names that allow writing while being managed by the author information in the shared document management file 52-1. This personal document file group 52-4 is provided with message board files 52-42. The message board file 52-42 is for transmitting information necessary for writing the document having the document file name stored in each personal document file group 52-4 to the responsible author.

The schedule table file 52-2 stores a schedule for writing a document having the document file name stored in each personal document file group 52-4. The bulletin board file 52-3 is the individual document file group 52-4.
The information necessary for writing the document having the document file name stored in is posted. That is, the file server 1
, One collaborative writing document management file 51 is created. In addition, a group of collaborative writing files 52,
53 is created, one shared document management file 52-1, one schedule table file 52-2, and one bulletin board file 52-3 are created in one collaborative writing file group 52. Document file group 52
-4 is created. One personal document file group 52-4
One personal document management file 52-41 and one message board file 52-42 are created in each of them, and partial documents (personal document files) 52-43, 52-44, 52-4n are further created.
Is created for each written document. The arrows in the figure are for indicating the references between files in an easy-to-understand manner, and indicate that the file at the root of the arrow refers to the file indicated by the arrow.

The workstations 2, 3 and the like are equipped with a display, a keyboard and the like, and are used by each writer to create a collaborative writing document and the like. These workstations 2, 3 etc. are each provided with a personal document file group 52.
The document editor 20 refers to and edits the partial documents 52-43, 52-44, and 52-4n that compose the document having the document file name stored in -4. This document editor 20 is used for the partial documents 52-43, 52-44, 52-4.
When the cooperative writing work window for n is opened, the entered user ID and password are collated. Then, when these are authenticated, the editing function is enabled when the document editor is started. On the other hand, if these are not authenticated, the editing function is disabled when the document editor 20 is started.

FIG. 2 is an example of the collaborative work space displayed on the workstation of the writer A. Author A now
Suppose that they are working together on two documents. 1
One is a document whose document name is "how the computer works".
Written by the collaborative work of three people (authors A, B, and C), including author A. The other is a document whose document name is "operation manual", and includes three people including author A (author A,
Written in collaboration with E and F). On the screen of the workstation, shared windows 21 and 22 are displayed as collaborative work spaces for each collaborative work. In the shared window 21, a schedule table, a bulletin board, a version number, and author icons 21-1 to 21-6 for a document with the document name "mechanism of computer" to be co-written are displayed. In the shared window 22, a schedule table, a bulletin board, a version number, and icons of the authors 22-1 to 22-for the document with the document name "operation manual" to be co-written.
6 is displayed.

FIG. 3 shows the author icon in the collaborative work space displayed on his workstation by the author A. When the personal workspace is opened by manipulating the icon of the author A, the personal window is displayed. It is an example of a screen. In this personal window, a message board to the author, chapters of the document being written by the author (Chapter 1 and 2 in the illustrated example)
(Chapter, chapter 3) are displayed by a message board icon 30 and document icons 31, 32, and 33, respectively. FIG. 4 shows the user I
An example of the D and password input screen is shown. The user ID and password input from the keyboard are displayed in the illustrated fields 41 and 42, respectively. FIG. 5 is a display example of the document editor screen when the writer A edits the contents of the first chapter. This display is displayed by operating the document icon (the icon of Chapter 1 in the illustrated example) 31 displayed in the personal window shown in FIG. 3 to start the document editor. FIG. 6 shows details of the collaborative writing document management file. In this file, the number 61 of shared document management files 52-1 and shared document management file names 62-1 to 62-n are stored.

FIG. 7 shows the details of the shared document management file 52-1. The author information 71, version number information 72, schedule table file name 73, and bulletin board file name 74 are stored in this file. In the author information 71, an author name 71-1 for each author, a user ID 71-2 for identifying the author, a password 71-3, and a personal document management file name 71-4 are stored in the author information. Only the number is stored. Further, the version number information 72 includes a version number 72-1, a version number freeze flag 72-2, a user ID 72-3 of a person who is authorized to freeze the version number, a password 72-4, and a version number freeze date 72. -5 is stored. The version number freeze flag 72-2 is
This is a flag for prohibiting updating of the personal document file group 52-4. For example, when "1", updating is prohibited, "0".
When, indicates cancellation.

FIG. 8 shows a personal document management file 52-41.
Shows the details of. As shown in the figure, one message board file name 81 is stored, and a document name 82 and a document file name 83 of the document are created by the number of documents written by the individual.

Next, the operation of the above system will be described. FIG. 9 shows an example of collaborative author checks when opening a shared window. In step S91, the user ID and password are input on the screen of FIG. The user ID
And the password are collated with the user IDs and passwords of all the co-authors stored in the shared document management file in step S92. Then, the shared window is opened only when they match in step S93. In this way, it is possible to prevent access from outsiders other than the co-author.

FIG. 10 shows an example of checking the identity of the author when activating the document data by the document icon of FIG. It is assumed here that, before the processing of FIG. 10, whether to permit or prohibit updating of the document data can be specified at the time of starting the document data. First, in step S1, from the author information of the shared document management file and the personal document management file 52-41 referenced from it,
Obtain the user ID and password of the author of the document. Then, in step S2, this user ID and password are compared with the user ID and password input when the cooperative writing work window of FIG. 9 is opened. If they are the same, it is found that the author is himself. In that case, the updating function of the document editor is enabled in step S3, and the document editor is started in step S4. If they are not equal, the update function of the document editor is disabled in step S5 and the document editor is activated in step S4. In this way, anyone other than the author himself is prohibited from updating the document, security is ensured, and at the same time, it is possible for anyone other than the author to refer.

FIG. 11 shows a processing example in which only a specific authorized person can freeze the version number. Step S
In 11, the user ID and password of the specific authority are stored in the version number information of the shared document management file 52-1 in advance, so that they are acquired as the user ID and password of the version number freeze authority. Then, step S12
Then, this user ID and password are compared with the user ID and password that were input when the cooperative writing work window of FIG. 9 was opened, and if they are the same, then it is understood that he is the authorized person who freezes the version number. Therefore, step S13
In that case, the version number is input, and the version number is frozen in step S14. As a result, the shared document management file 52-
The version freeze flag of the version information of 1 is set to "1".

FIG. 12 shows a processing example in which only a specific authorized person can release the version number freeze. In step S21, the user ID and password of the specific authority are stored in the version number information of the shared document management file 52-1 in advance.
And get as a password. And step S2
In step 2, the user ID and password are compared with the user ID and password input when the cooperative writing work window shown in FIG. 9 is opened. As a result of this comparison, if the two are equal, it is known that the person is the authorized person who releases the version number, and therefore, in step S23, the version number release instruction is given. As a result, the version number freeze flag of the version number information of the shared document management file 52-1 is set to "0".

In FIG. 13, after the version number has been set and frozen, the editing of the document by the document editor from the personal window described above is prohibited until the version number is unfrozen. An example of allowable processing is shown. After the author's check at the time of starting the document data shown in the example of FIG. 10 is confirmed as the author, the version number freeze check shown in FIG. 13 is performed. 11 and 1
By the process of 2, the freeze flag of the version number information of the shared document management file is "1" when the version number is frozen and "0" when it is not frozen or released.
Is set to Therefore, this flag is referred to in step S31, and if it is "1", the update function of the document editor is disabled in step S32 and the document editor is activated in step S33. If "0", step S3
In step 4, the update function of the document editor is enabled and step S3
3. Start the document editor. In this way, the document can be created and modified if the version is not frozen or the version is unfrozen, and only reference is allowed after the version is frozen. Become. Therefore,
It is possible to prevent falsification of documents.

The present invention is not limited to the above-mentioned embodiments, and it goes without saying that various modifications can be made. For example, although only one file server is connected to the communication network, a plurality of file servers may be connected.

[0026]

As described above, according to the collaborative writing document management system of the present invention, the partial document is managed for each author in the file server, and the schedule table file,
A bulletin board file and a message board file were provided, and while adjusting the schedule by the workstation via the communication network, adjustment of the described items and transmission of common decision items were carried out, so multiple authors collaborate on one document. When created in, even if the co-authors are geographically separated, the following effects are exhibited. While ensuring the security of written documents, authors can refer to each other's documents. Coordinating schedules between individual co-authors and co-authoring groups. Co-authors can hold meetings and record and refer to comments and decisions. Freeze the whole version of a document created by multiple authors,
It is possible to prevent subsequent tampering.

[Brief description of drawings]

FIG. 1 is a block diagram of an embodiment of a collaborative writing document management system of the present invention.

FIG. 2 is an explanatory diagram of an example of a shared window.

FIG. 3 is an explanatory diagram of an example of a personal window.

FIG. 4 is an explanatory diagram of an example of a user ID / password input screen.

FIG. 5 is an explanatory diagram of an example of a screen after the document editor is activated.

FIG. 6 is an explanatory diagram of a detailed configuration of a collaborative writing document management file.

FIG. 7 is an explanatory diagram of a detailed configuration of a shared document management file.

FIG. 8 is an explanatory diagram of a detailed configuration of a personal document management file.

FIG. 9 is a flowchart illustrating an example of an author check process when a shared window is opened.

FIG. 10 is a flowchart illustrating an example of an author check process when starting a document editor.

FIG. 11 is a flowchart illustrating an example of a version number freezing process.

FIG. 12 is a flowchart illustrating an example of release processing of freezing a version number.

FIG. 13 is a flowchart illustrating an example of version number freeze check processing when the document editor is started.

[Explanation of symbols]

 1 File Server 2 Workstation 10 Communication Network 52 Cooperative Writing File Group 52-1 Shared Document Management File 52-2 Schedule Table File 52-3 Bulletin Board File 52-4 Personal Document File Group 52-41 Personal Document Management File 52-42 Message Board File 52-43 to 52-4n Partial document

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Claims (4)

[Claims] 1. In a system comprising a file server and a plurality of workstations interconnected via a communication network, a plurality of collaborative writing files stored in the file server, and the plurality of collaborative writing files. A shared document management file which is provided for each group and stores the author information for managing the writing of the document using the collaborative writing file group by each workstation and the version number information for managing the version number of the document; It is provided for each collaborative writing file group of, while being managed by the author information in the shared document management file,
A plurality of personal document file groups that store document file names that allow writing work, and a plurality of collaborative writing file groups that are provided for each of the collaborative writing file groups It consists of a schedule table file that stores a schedule, and a bulletin board file that is provided for each of the plurality of collaborative writing file groups and that posts information necessary for writing the document with the document file name stored in each of the individual document file groups. A collaborative writing document management system characterized by the following. 2. A message board file, which is provided in each of the plurality of personal document file groups and transmits information necessary for writing a document having a document file name stored in each of the personal document file groups, and each of the personal document file groups 2. The collaborative writing document management system according to claim 1, further comprising: a document editor that refers to and edits each partial document that composes the document having the document file name stored in. 3. The document editor compares the entered user ID and password when opening the cooperative writing work window for each of the partial documents, and when these are authenticated, when starting the document editor. 2. The collaborative writing document management system according to claim 1, wherein the editing function is enabled and the editing function is disabled when the document editor is started if these are not authenticated. 4. The version number information of the shared document management file of each collaborative writing file group is provided with a version number freeze flag for prohibiting update of the personal document file group, and the version number freeze flag is used to operate the workstation. 2. The version number of the entire co-authored document is set until it is set by the user and is canceled again, and updating of all documents included in the co-authored document is prohibited. Collaborative writing document management system.