JP2004171571A - Document management method and system - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To further effectively perform a document management between image processing apparatuses and various network applications. <P>SOLUTION: This document management system includes a document management server 40 connected to the image processing apparatuses and to applications via a network 100. The document management server 40 receives an identification from the image processing apparatuses; looks up a profile and transmits the profile to the image processing apparatuses. The profile includes information about the applications connected to the document manager server 40. The document manager server 40 receives job information, e.g., a document, from the image processing apparatuses; processes the job information and transmits the processed information to the applications connected to the document manager server 40. <P>COPYRIGHT: (C)2004,JPO

Description

  The present invention relates to a method and a computer system for managing documents and files between a multifunction device and various network applications.

  The number and types of applications related to documents (documents, documents, images, forms, etc.) available via a network are increasing. These applications may also include a document management system that professionally manages documents of specific content (eg, medical, legal, economic, marketing, science, educational, etc.). Other applications include delivery systems such as email, facsimile, and regular mail. Other applications include document management systems such as format conversion and optical character recognition systems.

Various systems for accessing these network applications from image processing apparatuses such as scanners, printers, copiers, and cameras have been devised. For example, a system has been proposed in which a computer and an image processing apparatus are linked to each other to manage documents using a network application.
The computer is connected to various network applications so that a user of the image processing apparatus can use these applications. For example, a computer requests and receives information about the format and content of data required by an application for document management from a network application. The computer processes the received information and configures the image processing device to provide the correct format and content.

However, there are a number of problems with this system.
In particular, a problem arises when a relatively large-scale environment having many image processing apparatuses uses a plurality of network document applications that change over time.
In particular, the need to have a computer for each image processing device increases cost while reducing flexibility and creates a burden on computer maintenance, security, and upgrades. As new applications are introduced into the system, each computer or image processor must be updated and made compatible with the new network application. In the management of the system, the updating work of each computer and the image processing device causes a cost burden, and increases the communication on the in-house network drastically. This increase in communication volume can slow down the communication speed of the entire company. Another disadvantage is that the sensitive information needed to use the network is relatively weak. This is because each computer and image processing apparatus is exposed to security issues.

  An object of the present invention is to enable more effective document management between an image processing apparatus and various network applications.

  The system of the present invention includes at least one image processing device such as a multi-function device, or a plurality of image processing devices, and a document management server connected to the image processing device and a network application. The document management server functions as a gateway to a kind of image processing apparatus intermediate person or network application.

  The document management server receives the identification information from the image processing device, checks the profile, and sends the profile to the image processing device. The profile contains information about the application connected to the document management server via the network. Based on the profile, the image processing device adapts the user's interface and configures functions so that the user can communicate with a network application. The document management server can receive job information such as a document from the image processing apparatus, process the information, and transmit the processed information to an application connected to the document management server. Such applications include, for example, e-mail services, facsimile, file format conversion systems, optical character recognition systems, document management systems, and file storage systems.

  The method and system of the present invention cause an image processing apparatus to be automatically updated with information for using an application newly incorporated in a network. Updating of any image processing device is effectively accomplished by the document management server. Each image processing device no longer needs to be updated with costly and time consuming new firmware. The document management server can effectively manage various relationships between the image processing device and the network application. For example, the document management server can manage the security of the global directory server, and can manage the financial relationships (eg, billing, accounting, contracting issues, etc.) between the image processing device and the network application. Then, the document can be processed between the image processing apparatus and the network application.

  According to the present invention, more efficient document management becomes possible.

Hereinafter, embodiments of the present invention will be described with reference to the drawings. Note that the same or similar portions are denoted by the same or similar reference numerals.
FIG. 1 is a block diagram of a document management system 5 according to the embodiment of the present invention. The document management system 5 is a system in which the document management server 40 manages documents and files by processing information on applications classified into different groups 1-3.
The document management system 5 includes a network 100. The network 100 connects at least one, preferably a plurality of image processing apparatuses 10-30 to the document management server 40. Network 100 preferably uses TCP / IP (Transmission Control Protocol / Internet Protocol). This is because this protocol is commonly used. However, other protocols may be used. Network 100 may be a local area network, a wide area network, the Internet, an extranet, a combination thereof, or any other network. Other communication means connected to the network 100, such as a virtual private network or a wireless connection, can be used as well.

As shown in FIG. 1, the devices 10-30 include, for example, multifunction devices, that is, MFDs. An MFD is a scanner, copier, printer, facsimile, digital camera, other office equipment, or a combination thereof.
Various types of MFDs are generally known in the art. The common features and hardware are shared using the MFD of the present invention.
In an embodiment of the present invention, like a digital camera, the MFD is a portable device that can be connected to the Internet via a wireless connection. If such an MFD combines digital imaging with the power of the Internet, it can capture still photos, audio, television footage, and more, and share them wirelessly wherever they are. MFDs can create web pages, send and receive emails with attachments, edit images, transfer files, surf the Internet, and send faxes. In another embodiment, the MFD is a multi-function scanner, copier, and printer. This is described in detail in FIGS.

As shown in FIG. 1, the document management server 40 is connected to a directory server 60 (or an address book server or a global directory).
The directory server 60 holds information on names, addresses, network addresses, e-mail addresses, telephone numbers, facsimile numbers, destination information, personal qualifications, and the like. The directory server 60 can also hold other information. Examples of directory server 60 applicable to the present invention include, but are not limited to, Lotus Notes, Microsoft Exchange, and LDAP.
LDAP is a software protocol that allows users to set up organizations, individuals, files, and devices in a network.
The document management server 40 can also connect to a network domain controller 50 that can manage MFD user authentication.

Examples of the directory server 60 and the network domain controller 50 are published in U.S. Patent Office No. 10 / 243,645, filed September 16, 2002. The contents of this application are incorporated in this specification.
The document management system 5 provides the MFD user with a method of accessing information stored in the directory server 60 via the document management server 40. The user can request a search of the company's global directory stored in the directory server 60. The document management server 40 can transmit a search request to the directory server 60 and receive a search result (for example, an e-mail address, telephone, or facsimile number) from the directory server 60. The document management server 40 transmits the search result to the MFD 20. The MFD temporarily stores and displays the result. The user can select the displayed search results (eg, email address, facsimile number), scan the document, and send the scanned document to the selected destination, or send it by email, facsimile.

The document management server 40 can be configured to function as an intermediary between the network applications 50, 60, 70, 80, 90 and the MFD, or can be configured as a gateway. The applications 70, 80, 90 include, for example, e-mail servers, facsimile servers, file format conversion systems, optical character recognition systems, document management systems, file storage systems, and the like. In this embodiment, the e-mail server is incorporated in the document management server 40. The type of the e-mail server is not particularly limited, and may be a Lotus Notes e-mail server, a Microsoft Exchange e-mail server, an SMTP mail server, or the like. In this embodiment, the facsimile server is a Captaris Right Fax server. File format conversion systems can convert documents from one format (eg, TIFF) to another format (eg, PDF).
Examples of the document management server are disclosed in the U.S. Patent Office, filed on March 1, 2001, No. 09 / 79,438, and the U.S. Patent Office, filed on April 5, 2002, No. 10 / 116,162. The contents of this application are incorporated in this specification.
Other document management systems may include systems that specialize in managing documents with specific content. As an example, the document management system may be a system implemented by the Geriatric Medical Insurance / Low Income Medical Aid Center, which manages medical and insurance records provided under HIPAA. Other systems for managing and storing documents, such as law, finance, marketing, science, and education, can also be connected to the document management server 40.

These applications can be grouped, for example, into groups I to III. Group I is a group of delivery systems including an e-mail server and a facsimile server. Group II is an intermediate processing group that includes a file format conversion system and an optical character recognition system. Group III is a group of backend systems, including document management systems and document storage systems.
The document management server 40 can transmit documents to the applications included in each group. In this embodiment, the document management server 40 can send a document to a plurality of applications in the delivery system group. However, in the intermediate processing group and the back-end group, data can be transmitted to only one application. For example, the document management server 40 can send a document to an e-mail server, a facsimile server, an OCR system, or a document management system. In other embodiments, transmission is possible for combinations other than the above.

In the present embodiment, the MFD 10-30 and the document management server 40 exchange data on the network 100 using the HTTP protocol or HTTPS. In the present invention, other protocols can be used as well.
If possible, the data exchange between the MFD 10-30 and the document management server 40 preferably uses the XML format. Of course, a format such as an HTML format can be similarly used in the present invention.

In this embodiment, the document management server 40 may include an MFD profiler 280 (see FIG. 2) for managing the profiles of the MFDs 10-30.
The administrator of the document management system 5 can create, change, and maintain a profile on the document management server 40 through a profile screen.
The profile includes information (for example, parameters) sent from the document management server 40 to the MFD. Based on this information, the MFD can tailor the user's interface on the display and adjust its functions to precisely match the document management server 40. For example, the MFD can display on the LCD via the document management server 40 a button that allows the user to select an option (for example, a special delivery system, an intermediate processing system, or a back-end system) available in the MFD.
The information included in the profile is the same as the information of the application 70-90 connected to the document management server 40.
Profiler 280 receives identification information (eg, a serial number) from the MFD. The profiler 280 uses the identification information to check whether the MFD is registered in a register such as a data list stored in the memory of the document management server 40, for example.
If registered, the profiler sends the profile assigned to the MFD to the MFD. If not, the profiler can register the MFD and send a profile.
A profiler can store multiple profiles. In this embodiment, one profile is assigned to each MFD, and a plurality of MFDs can share the same profile.

  The parameters included in the profile include (but are not limited to) the following, for example.

  Profile ID: Authorize the profile.

  LDAP enable parameter: indicates whether or not an LDAP tree search is possible using the directory server 60 on the document management server 40.

  Basic DN parameters: Provide default fields for LDAP tree search if LDAP search is possible.

  Network authentication parameter: indicates whether a network search using the network domain controller 50 is possible.

  Timeout Parameter: Indicates the length of time that must pass before the MFD resets and prompts the user to enter login information.

  Max result calculation parameter: Determines the maximum number of search results for an LDAP (Lightweight Directory Access Protocol) query.

  Facsimile option parameter: indicates whether the facsimile server is connected to the document management server 40 or not.

  Post scan processing parameter: indicates which post scan processing system is connected to the document management server 40.

Back-end parameter: indicates which back-end system is connected to the document management server 40.
Other parameters may be included in the profile.
For example, the parameters include a specific user ID, scanning job parameters for the user ID, such as default paper size, scanning resolution, document feeder status, department code for billing for image processing operations, and the like. .

FIG. 2 shows a browser of the MFD 20 according to one embodiment of the present invention. The browser is configured to exchange information between the MFD 20 and the document management server 40.
An example of the browser 25 is disclosed in U.S. Patent Office No. 10 / 243,643, filed on September 16, 2002. The contents of this application are incorporated in this specification.
FIG. 2 shows a software configuration of the MFD server system. The MFD server system includes an authentication device 260 configured to perform the above-described authentication function. The document management server 40 also includes a management device 265. The management device 265 is a device for a system administrator to manage the document management system 5. For example, a system administrator can access the profiler 280 via the management device 265 to set a user profile and an MFD profile for the MFDs 10-30 connected to the document management server 40.
Document management server 40 also includes a directory gateway 270 configured to communicate with directory server 60. The document management server 40 also has a document router 275. Document router 275 is configured to send documents received from the MFD to the appropriate applications 70,80,90.

As shown in FIG. 2, the MFD 20 includes, for example, an ECS (engine control service) 200 that controls a search engine of the MFD 20. An MCS (memory control service) 205 controls access to the memory of the MFD 20.
An OCS (Operation Panel Control Service) 215 creates an LCD screen of the MFD 20. For example, the OCS 215 can create a general menu for operating the MFD or a menu as shown in FIG.
An SCS (system control service) 225 controls a monitor sensor in the MFD 20. For example, the SCS 225 controls a touch screen sensor, a paper jam sensor, and a scanning operation sensor. Therefore, the SCS 225 can manage the state of the MFD 20 based on information from the sensor.
An NCS (Network Control Service) 220 controls communication between the browser 25 and the document management server 40.
An SSL (secure socket layer) 230 encrypts data between the NCS 220 and the browser 25 to enable secure communication.
The CIS 240 processes input information from an LCD touch panel or a keypad of the MFD 20, for example.
MFD users can enter information and commands using an LCD touch panel or keypad.
CIS 240 can thus process information and commands entered by the user (sent to CIS 240 by SCS 225). The CIS 240 can create commands based on such processing (eg, display commands) and send the commands to other components of the MFD (eg, to the OCS 215 displaying graphics on an LCD).
The CIS 240 exchanges information and commands with the NCS 220 and performs processing in association with the document management server 40 using the browser 25.

A normal MFD is provided with ECS, MCS, OCS, NCS, SCS, and CIS, which are firmware for executing and controlling each hardware constituting itself.
However, in the present invention, the NCS 220 is configured to be able to communicate with the browser. For example, NCS 220 has special capabilities for communicating using the HTTP protocol.
The NCS 220 is configured to communicate with the document management server 40. Therefore, the NCS 220 can exchange data between the browser 25 and the document management server 40.
For example, NCS 220 can send identification information (ID) to document management server 40 and receive a profile. In addition, a request for an e-mail address can be sent, and an e-mail address selected from the document management server 40 can be received. Alternatively, the NCS 220 can send login information to the document management server 40 and receive confirmation of user authentication from the document management server 40 (directory server 60) through an authentication process.

The browser 25 includes an HTTP command processor 235 capable of communicating with the NCS (Network Control Service) of the MFD 20. For example, a request for an e-mail address entered by the user through the MFD keypad or a request for display information on the LCD as shown in FIG. 3 is transmitted from the NCS 220 to the browser 25 by the HTTP command processor 235.
The HTTP command processor 235 can exchange data in HTML format using the browser HTML parser 255. Data can be exchanged in XML format using an XML parser.
Parsers 250 and 255 can perform syntax checking on the data from HTTP command processor 235 and process the data for HTTP command processor 235.
The present invention can include a general parser that is usually part of a compiler.

The HTTP command processor 235 may be provided with program code for executing a particular application, such as a user authentication process performed by a directory service of the document management server 40. HTTP command processor 235 can process the information based on the definition of a particular application. For example, the HTTP command processor 235 can process information provided by the user, such as a name and password, and make an HTTP request based on a process for the document management server 40.
This HTTP request is sent to the NCS 220 by the HTTP command processor 235 and sent to the document management server 40.

HTTP command processor 235 can also process information received from document management server 40 (via NCS 220). For example, the HTTP command processor 235 can receive an HTTP response (including a profile including parameters for operating the MFD) created by the document management server 40.
The HTTP command processor 235 can process this information and create commands to control the MFD. For example, an MFD can be requested to display a menu with appropriate buttons, or it can be requested to scan based on job parameters for a particular user ID.
According to another example, the HTTP command processor 235 can create a command to draw a figure on an LCD panel.
The HTTP command processor 235 can send commands to the appropriate MFD firmware (eg, OCS 215) for execution. For example, the OCS 215 receives a command to draw a graphic diagram and executes it by displaying a graphic (see FIG. 3) on an LCD panel.

FIG. 3 shows a screen 300. This screen instructs the user to touch a button (eg, buttons 305-350) to use the system of FIG.
Upon touching button 305, the MFD displays a screen (not shown) asking the user to enter login information.
Upon touching button 310, the MFD displays the screen ready for the user to send a facsimile.
Upon touching button 315, the MFD displays the screen ready to send the document to the user by email.
Upon touching button 320, the MFD displays a screen prompting the user to set to scan the document.
Touching button 325 causes the MFD to display on the screen a record of the jobs that have been performed and saved by the MFD in the past.
Pressing button 345 causes the MFD to display a screen prompting the user to send the document to the backend system.
Upon touching button 350, the MFD displays a screen prompting the user to send the document to the intermediate processing system, for example, to change the format.

The screen 300 has a system display portion 330 for displaying system messages such as time and date, error messages, and instructions to the user. The screen 300 has a main display portion 335 for displaying information to the user. The screen 300 may have other display portions.
Screen 300 also has buttons 340. Button 340 prompts the user to scroll through the screen indicated by main display portion 335

FIGS. 4-11 are flowcharts illustrating a method for managing documents using the document management server 40 in some embodiments of the present invention. The process illustrated in FIG. 4 represents a method performed by the document management server 40.
In step 400, the document management server 40 receives a request for a profile from the image processing device. This request includes identification information for confirming the request to the image processing device. The identification information includes information on the serial number and the group of the image processing apparatus.
The identification information on the group may indicate, for example, where the MFD belongs. It may be a special division of the organization, a group with a special function (eg, law, accounting, marketing) or a special place (eg, floor, building, city, state, country, or special security level).

In step 405, the document management server 40 searches the register storing the registered MFD for identification information, and inquires whether the MFD is registered. If the MFD has been registered, the document management server 40 searches for a profile to be assigned in step 410. If the MFD has not been registered, the document management server 40 compares the number of registered MFDs with a predetermined number in step 415.
The predetermined number is, for example, the maximum number of devices permitted to use a specific application connected to the document management server 40. This predetermined number (and information for certifying the application) can be stored in the document management server 40. Then, for example, 5, 25, 100 is determined depending on the number of licenses permitted between the network application and the organization using the MFD.
Licensing information can be included in the MFD's profile so that the MFD can adjust the user interface and features accordingly. If the number of registered image processing apparatuses is less than the predetermined number, the document management server 40 can register the MFD in step 420 and find out the profile assigned to the MFD in step 410.
If the number of registered image processing apparatuses is equal to the predetermined number, the document management server 40 can transmit a message to the MFD in step 425. This message is an error message indicating that the service available for the document management server 40 is not available for the MFD. This is because the maximum number allowed by the MFD has been reached.

At step 430, the document management server 40 can determine which delivery is available, for example, a facsimile server or an email server, and add that information to the profile.
At step 435, document management server 40 can determine which intermediate processing systems are available and add that information to the profile.
At step 440, document management server 40 can determine which backend systems are available and add that information to the profile.
In step 445, the document management server 40 transmits the profile to the registered image processing device.

Document management server 40 may repeat these steps for multiple image processing devices. If the image processing devices belong to the same group in one organization, the document management server 40 can send the same profile to each image processing device.
After the MFD receives the profile from the document management server 40, the MFD can create an initial screen based on various parameters provided from the profile. This will be described with reference to FIG.

FIG. 5 illustrates a method performed by an image processing device, for example, an MFD. The process starts when the power of the image processing apparatus is turned on.
At step 450, the MFD sends a request for a profile to the document management server 40. As already mentioned, this request also includes identification information such as the serial number of the image processing apparatus.
At step 455, the MFD queries whether the profile has arrived from the document management server 40. If the profile has not arrived from the document management server 40 and an error message has arrived, the MFD displays an error message in step 460.
If a profile arrives, the MFD processes the profile received in step 465. Part of this process allows the MFD to create a display that depends on the function of the profile parameters. For example, an MFD can create a menu based on a profiled backend, intermediate processing system.
In this step, the MFD can also display a graphic on the LCD based on default settings such as the 315-325, 340 buttons shown in FIG.

The parameters included in the profile correspond to optional features of the MFD. Other features are available via default values in the MFD, so that the MFD automatically responds to these default features without having to determine if a profile allows them. Graphics can be displayed. Parameters consistent with such default features need not be part of the profile.
In the example shown in FIG. 5, the login, facsimile, and LDAP functions are optional, and as a result, the MFD determines whether or not the functions are available by determining the parameters included in the profile. Also, in this example, the e-mail functions are available with default values, so that the MFD does not get the parameters in the profile for these functions.
The present invention is not limited to this example, and can employ other optional functions and combinations of default functions.

At step 470, the MFD queries whether the profile includes an available login function. If the login function is available, the MFD displays a login button on the LCD panel at step 475. If the login function is not available, the process jumps to step 480 asking if the profile contains an available facsimile function.
If the facsimile function is available, the MFD displays a facsimile button on the LCD at step 485. If the facsimile function is not available, the MFD jumps to step 490 to set the MFD auto logout timer based on the time provided in the profile.

At step 495, the MFD determines whether the profile indicates that the LDAP option is available. If the LDAP option is available, set the base DN (Distinguished Name) at step 497 for the LDAP query provided as part of the profile.
The base DN defines a default field for the search. This default field is the field where LDAP searches will be performed unless a narrower search is required.
If the LDAP option is not available, the MFD jumps to step 497.
Through these steps, the MFD completes an initial screen, such as screen 300 shown in FIG.
The present invention is not limited to the order of the steps shown in FIGS.

Using the initial screen and other menus displayed by the MFD, the user of the MFD can access various services available on the network through the document management server 40.
Generally, the document management server 40 receives job information from the image processing apparatus, processes the job information in the document management server 40, and transmits the processed information to an application connected to the document management server 40.

FIG. 6 illustrates a method of user recognition performed by the MFD 10-30 according to an embodiment of the present invention.
In step 505, the MFD asks whether a command for displaying a login screen has been sent from the user. For example, the user can press a login button displayed on the LCD of the MFD 20, such as a login button 305 (see screen 300 in FIG. 3).
At step 510, when the MFD 20 receives the command, the MFD 20 displays a login screen.
In step 515, the MFD 20 inquires whether login information has been transmitted from the user. For example, the MFD 20 can ask whether the user has entered a user name or a domain name.

Once the login information is received, the MFD 20 transmits the login information to the document management server 40 in step 520. In this case, the job information includes login information.
Upon receiving the login information, the document management server 40 processes the login information, and transmits the processed login information to the network domain controller 50.
The network domain controller 50 authenticates the login information and sends an authentication confirmation to the document management server 40. The document management server 40 transfers this authentication confirmation to the MFD 20.
In step 525, the MFD 20 asks whether an authentication confirmation has been received from the document management server 40.
Once the MFD 20 receives the user authentication, the MFD 20 downloads from the document management server 40 in step 530 to display the user's home page. The user's home page is like a default page displayed for the first time after authentication.
In the present invention, this home page is created based on the result of user authentication.
In this embodiment, the user's home page may be displayed along with a help button and an about button in order to provide usage and information on the present invention.

FIG. 7 illustrates a method for accessing the global directory 60 according to one embodiment of the present invention. The global directory 60 is accessed for the purpose of executing destination information search such as target information search, facsimile number search, and e-mail address search.
At step 605, MFD 20 queries whether the user has requested a search in global directory 60. For example, the user can request a search by pressing a search button from a menu displayed on the LCD of the MFD.
If such a search is requested, the MFD 20 displays a screen prompting the user for a search string such as at least two character strings in step 610.
At step 615, MFD 20 queries whether a search string has been entered.

Once the search string is input, the MFD 20 sends the search string to the document management server 40 in step 620. In this case, the job information received by the document management server includes a request for destination information.
The document management server 40 processes the search string and sends it to the directory server 60. The directory server 60 executes a search and transmits the search result to the document management server 40.
The document management server 40 transmits the search result to the MFD 20.
At step 625, the MFD 20 asks whether the search result has been received from the document management server 40.
Once the search results are received, the MFD displays the search results on the screen at step 630.

The user of the MFD can similarly request the document management server 40 to send the document to an application connected to the document management server.
These applications include facsimile servers, e-mail servers, file format conversion systems, OCR systems, document management systems, and file storage systems.
In this case, the job information includes the document and a request to send the document to the application.

FIG. 8 shows an example of a method of sending a facsimile using the MFD through the document management server 40.
At step 700, the MFD user can log in as described in FIG.
At step 705, the MFD user can press a facsimile button, such as button 310 shown in FIG.
At step 710, the MFD user can enter a facsimile number using an MFD input device such as a touch screen or keypad.
When changed, the facsimile number can be displayed or the global directory 60 can be accessed to select the facsimile number, as already described with reference to FIG.
At step 715, the user of the MFD may also enter a facsimile record to be sent with the facsimile document.
The user can also input a facsimile record using the MFD input device.
At steps 720-725, when facsimile sending the document, the user can enter the claimant number if requested by the MFD.
Whether the input of the claimant number is required is determined by the profile parameter. The claimant number corresponds to the entity that should pay for the facsimile service.

At step 730, the document is set on the MFD scanning surface.
In step 735, the scan settings can be changed, if desired, by accessing the scan settings menu, for example, by touching button 320 shown in FIG.
At step 740, the document is being scanned.
At step 745, the job information is transmitted to the document management server 40, for example, in an XML file format.
The job information in this case can include a scanned document, a document transmission request to the facsimile server, a claimant number, a scanning parameter, a specific facsimile number, and the like.
At step 750, the document management server 40 processes the job information received from the MFD.
At step 755, the document management server 40 transmits a part of the processed job information to the facsimile server to complete the facsimile transmission.

FIG. 9 shows an example of a method of transmitting a document to the back-end system through the document management server 40 using the MFD. As described above, the back-end system is, for example, a document management system or a file that scans the system.
At step 800, the MFD user can log in as described above with reference to FIG.
At step 805, the MFD user can select a back-end system, such as a document management system.
For example, the user can touch button 345 shown in FIG.
At step 810, the MFD user can select a document type using the MFD input device. For example, a menu for document types can be displayed so that a user can select a type using the MFD touch screen. The document type can be used as index information when storing the document in the back-end system.
At step 815, the MFD user can select a folder where the documents will be stored in the backend system. This choice can be made from a list displayed on the screen or entered using the keyboard.
At step 820, the MFD user can enter a document name and index information.
At step 825, the user can enter an account number used by the document management server 40 or backend system for administrative purposes (eg, billing, accounting, process management).
At step 830, if the document type is invoice, the user can select the total of the invoice.
It can be displayed on the MFD screen to prompt the user to enter information (eg, numerical data) for a different type of document.

At step 835, the document is set on the MFD scanning surface.
At step 840, the document is scanned.
At step 845, the job information is transmitted to the document management server 40, for example, in an XML file format.
The job information in this case includes the selected back-end system, the scanned document, the request to send the document to the back-end system, the document type, the target folder, the document name, the account number, and the total number. include.
At step 850, document management server 40 processes the job information received from the MFD.
In one embodiment, document management server 40 sends the document to the intermediate processing system based on the selected back-end system. In other words, document management server 40 can identify the particular file format required by the selected back-end system.
The document management server 40 automatically identifies whether the document received from the MFD is in a proper format before sending the document to the back-end system.
In step 855, the document management server 40 transmits at least a part of the processed job information (for example, a document).

FIG. 10 shows an example of a method in which a document processed by the intermediate processing system is transmitted to the back-end system through the document management server 40 using the MFD.
As described above, the intermediate processing system can use, for example, a file format conversion system or an OCR system.
At step 900, the MFD user can log in as discussed in FIG.
At step 905, the MFD user can select an intermediate processing system such as an OCR system or a PDF conversion system.
For example, the user can touch a button 350 (see FIG. 3) for displaying a file format screen for selecting a conversion system or a recognition system.
In other embodiments, the MFD can automatically display a file format screen based on a profile or backend system selection (eg, the selection made in step 805 of FIG. 9).
In this example, the MFD does not need to display an intermediate processing button such as the button 350.
At step 910, the document is set on the MFD scanning surface.
At step 915, the document is scanned.
At step 920, the job information is sent to the document management server 40, for example, in an XML file format.
The job information in this case includes the selected intermediate processing system, the scanned document, a request to send the document to the intermediate processing system, and other systems if desired.
In step 925, the document management server 40 processes the job information received from the MFD.

At step 930, document management server 40 sends at least a portion of the job information, such as a document, to the intermediate processing system.
At step 935, the intermediate processing system processes the document.
Then, in step 940, the intermediate processing system sends the processed document to the document management server 40.
At step 945, the document management server 40 receives the processed document and sends the processed document to the backend system at step 950.

FIG. 11 shows an example of a method of transmitting a document to the back-end system and printing out the document by the MFD via the document management server 40.
As described above, the back-end system is, for example, a document management system or a file that scans the system.
In this example, the document management system manages documents that belong to sensitive information, such as medical or insurance records, and needs certain information to keep a history of who requested the document and why. And
At step 1000, the MFD user can log in as discussed in FIG.
At step 1005, the MFD user can select a back-end system, such as a medical record document management system.
For example, the user can touch button 345 shown in FIG.
At step 1010, the MFD user is prompted to enter the name of the department requesting the document.
At step 1015, the MFD user can enter a reason for requesting the document. This step is performed by selecting the reason from a list displayed on the screen, or by inputting the reason using a keyboard.
At step 1020, the MFD user can enter a document type. Then, in step 1025, the user can input a description of the document and index information.

At step 1030, the document is set on the MFD scanning surface.
At step 1035, the scan settings can be changed, if desired. The setting can be changed by touching the button 320 shown in FIG.
At step 1040, the document is scanned.
In step 1045, the job information is transmitted to the document management server 40, for example, in an XML file format. The job information in this case includes the scanned document, the type of the document, and the content of the document.
At step 1050, the document management server 40 processes the job information received from the MFD.
In step 1055, the document management server 40 transmits at least a part of the processed job information to the MFD and the back-end system. For example, the document management server 40 can return the document to the MFD for printing, or send the document to a document management system for storage.

12 to 13 show examples of the MFD 20. FIG. The MFD 20 includes various components connected to the CPU 931 via the CPU 931 and the internal bus 932.
The CPU 931 performs various tasks while monitoring the state of the MFD 20. The components connected to the CPU 931 include a ROM (read only memory) 933, a RAM (random access memory) 934, an HDD (hard disk drive) 935, an FDD (flexible disk drive) 936 capable of receiving a flexible disk 907, and I / F (interface) 938 and a modem unit 939.
In addition, a control panel 937, a scanner unit 940, a printer unit 941, and an image processing device 942 can be connected to the CPU 931 by the internal bus 932.
Both the I / F 938 and the modem unit 939 are connected to the network 100.

In this embodiment, the instruction of the program code to the MFD 20 can be stored in the HDD 935 through the IC card. Alternatively, the instructions of the program codes can be stored on the flexible disk 907. As a result, the instructions of the program code are read by the FDD 936, and the instructions are transmitted to the RAM 934 and executed by the CPU 931.
These instructions are for executing the functions of the MFD described above.
These instructions allow the MFD to communicate with the document management server 40 via the browser 25 and to control the control panel 937 and the image processing unit in the MFD 20.

Through the startup of the MFD 20, the instruction of the program code is read by the CPU 931 and transmitted to the RAM 934 to be executed by the CPU 931. Alternatively, the instructions of the program code may be loaded into the ROM 933.
Therefore, in the present invention, it is understood that any of the flexible disk 907, the HDD 935, the RAM 934, and the ROM 933 is a method that can be read by a computer and can store instructions of a program code.
According to the present invention, other devices and media that can store instructions include, for example, magnetic disks, optical disks including DVDs, magneto-optical disks such as MOS, and semiconductor memory cards such as PC cards.

In the present embodiment, the control panel 937 includes a display screen (see the screen 300 in FIG. 3) on which information for the user of the MFD 20 to communicate with the document management server 40 is displayed.
The display screen can be a liquid crystal display (LCD), a plasma display, or a cathode ray tube display (CRT).
The display screen is not indispensable to the control panel 937 and does not need to be embedded therein, and may be connected to the control panel 937 by a wire connection or a wireless connection.
The control panel 937 is a tool for inputting information and requesting various selections.
Alternatively, the control panel 937 and the display screen are moved by touching a keyboard, a mouse, a remote controller, a display screen, voice recognition, and a gaze tracking type, or a combination thereof.

FIG. 14 is a block diagram of the server 40 in the embodiment of the present invention. FIG. 15 shows an outline of the document management server 40.
The document management server 40 includes a CPU 1000 that communicates with many other devices via a system bus 1500. The document management server 40 includes a RAM 1900 that temporarily manages numerical values used when performing authentication work and transmitting and managing document functions.

Even a general-purpose personal computer or a computer workstation having sufficient memory and processing capability can be configured to function as the document management server 40. The CPU 1000 is configured for massive data transmission and enormous amounts of mathematical calculations in communications and database searches.
A Pentium III microprocessor such as 1 GHz Pentium III manufactured by Intel Corporation can be used as CPU 1000. This processor employs a 32-bit architecture.
Other suitable processors include the Motorola 500 MHz Power PC G4 processor and the Advanced Micro Devices 1 GHz AMD Athlon processor. Multiprocessors and workstations are available as well.

ROM 1800 is composed of a semiconductor. However, optical media and other ROMs (Read Only Memory) are also available. The ROM 1800 stores and temporarily stores application software.
ROM 1800 is connected to system bus 1500 so that it can be used by CPU 1000.
ROM 1800 contains computer readable instructions. This instruction, when executed by CPU 1000, can perform different tasks such as recognition, transmission, and management, as described above in connection with the scanned document from the MFD.
The input controller 1600 is connected to the system bus 1500 and provides an interface using peripheral devices such as a keyboard 1610 and a mouse 1620.
The input controller 1600 can include different ports, such as a mouse port and a USB port within the PS2 port. The keyboard port for input controller 1600 is a type of mini-DIN port, but other connectors can be used as well.
The input controller 1600 has a sound card connection so that a user can connect a microphone speaker or an external sound source to an external outlet on the sound card.
The input controller 1600 also includes a serial port and a parallel port.

The disk controller 1400 is a kind of IDE controller, and is connected to the flexible disk drive 1410 via a ribbon cable like the hard disk drive 1420, the CD-ROM drive 1180, and the compact disk 1190. In addition, a PCI expansion slot (not shown) is provided on the motherboard of the disk controller 1400 or the CPU 1000.
An enhanced graphics port expansion slot is provided to allow instant access to main memory and provide 3D images.
The hard disk 1210 also includes a readable and writable CD-ROM. The communication controller 1300 is connected to the network 1310 through, for example, an Ethernet (registered trademark) connection.
In one embodiment, the connection to network 1310 and communication controller 1300 is made up of various types of connections, such as a connection to communication controller 1300, such as a cable modem connection, a DSL connection, a dial-up modem connection, and the like.

The input / output controller 1200 allows connection to external components such as the external hard disk 1210 and the printer 1220. The input / output controller 1200 can also be used in the MFD 10-30.
In this case, for example, an RS232 port, a SCSI bus, Ethernet (registered trademark), or a network connection supporting a network protocol (not limited to TCP / IP, IPX, IPX / SPX, NetBEUL, etc.) is used.

A display controller 1110 interconnects the system bus 1500 and a display device such as a CRT 1110.
When the CRT 1110 is functioning, various display devices such as an LCD and a plasma display device can be used.

  The systems and methods described above can be implemented by those skilled in the art using a general-purpose microprocessor programmed as directed herein. A skilled computer programmer can easily prepare appropriate software based on the instructions in this specification. In particular, the computer program product of the present invention for authenticating, sending, and managing documents can be written in many computer languages, not limited to C, C ++, Fortran, and Basic. The present invention can be realized by preparing a specific integrated circuit or by appropriately connecting a conventional circuit to a network.

  The present invention thus includes a computer-based product that includes a recording medium and includes a group of commands that cause the computer to execute processing according to the present invention. This recording medium is not limited, as long as it is suitable for storing electronic commands such as flexible disk, optical disk, CD-ROM, magneto-optical disk, ROM, RAM, EPROM, flash memory, magnetic card, optical card, etc. , Any are available.

Historically, general purpose computers have been used in business applications. The user then sent commands and performed operations from the terminal console. The terminal console had no computing power other than to display the data sent back from the general-purpose computer running the application.
When LAN became available, a client-server architecture appeared.
The client-server structure took advantage of the computing power of the client computer to remove the general-purpose computer from data processing.
As a result, resources were used efficiently and overall performance improved.

  However, a new problem has arisen with the advent of the client-server structure. It became necessary to install application programs on each and every computer. Installing, updating, and maintaining clients required a lot of time and manpower, increasing costs. In addition, this method lacked flexibility. This is because different types of applications exist in the client and the server, and compatibility is a problem.

Once introduced, web browsers have gained widespread acceptance, not only because they have solved the problem of client-server architecture, but also because they are more convenient for users.
In particular, web browsers have eliminated the need for client program maintenance. This is because application programs and web pages are loaded when a user accesses a website. Users can always use the latest version of the application.
As a result, personal computers no longer need to manually and permanently install application programs on the local hard disk.
Thus, PC web browsers were sometimes referred to as thin client technology. That means you are free from relatively cumbersome application programs.

According to the present invention, the MFD browser provides similar advantages to MFD as thin client technology. This is because the user can load the latest and appropriate software from the website without having to manually install the program or update the program.
When the MFD browser is combined with the MFD, the web server can authenticate the MFD and download and run the program according to predefined criteria.
This criterion can also be used to execute different types of applications, for example, to restart a patent search, a print program for the legal department, or a management program for the human resources department.
The present invention can be combined with the document management system and method disclosed in U.S. Patent Office No. 09 / 795,438, filed March 1, 2001. The contents of this application are incorporated in this specification.

The invention is capable of additional modifications and changes, as described above.
That is, it is possible to carry out the present invention in a manner different from that specifically described above in the description of the appended claims.

  It should be noted that an apparatus for realizing the management method according to the embodiment of the present invention can be realized using an ordinary computer system without using a dedicated system. For example, by installing the program from a medium (such as a CD-ROM) storing a program for executing any of the above-described programs in a general-purpose computer, an apparatus that executes the above-described processing can be configured.

  When the OS shares a part of the above processing, or when the OS forms a part of a component of the present invention, the recording medium may store a program excluding the part. Good. In this case as well, it is assumed that the recording medium stores a program for executing each function or each step executed by the computer.

  In addition, it is also possible to superimpose a program on a carrier wave and distribute it via a communication network. For example, the program may be posted on a bulletin board (Bulletin Board System: BBS) of a communication network, and the program may be distributed via the network. Then, this program may be activated and executed in the same manner as other application programs under the control of the OS, so that the above-described processing can be executed.

It is a block diagram showing the whole system composition concerning one example of the present invention. FIG. 2 is a block diagram illustrating a browser for the image processing apparatus according to one embodiment of the present invention. 4 shows an example of a menu displayed on a display screen of the image processing apparatus according to one embodiment of the present invention. 4 illustrates a flowchart of a method for managing documents in various embodiments of the present invention. 4 illustrates a flowchart of a method for managing documents in various embodiments of the present invention. 4 illustrates a flowchart of a method for managing documents in various embodiments of the present invention. 4 illustrates a flowchart of a method for managing documents in various embodiments of the present invention. 4 illustrates a flowchart of a method for managing documents in various embodiments of the present invention. 4 illustrates a flowchart of a method for managing documents in various embodiments of the present invention. 4 illustrates a flowchart of a method for managing documents in various embodiments of the present invention. 4 illustrates a flowchart of a method for managing documents in various embodiments of the present invention. FIG. 1 is a block diagram of an image processing apparatus according to one embodiment of the present invention. 1 is a schematic diagram of an image processing apparatus according to one embodiment of the present invention. FIG. 2 is a block diagram of a document management server according to one embodiment of the present invention. FIG. 2 is a schematic diagram of a document management server according to one embodiment of the present invention.

Explanation of reference numerals

DESCRIPTION OF SYMBOLS 10 Multifunction device 20 Multifunction device 30 Multifunction device 40 Document management server 50 Network domain controller 60 Directory / address book server 70 Group I application 80 Group II application 90 Group III application 100 Network

Claims (41)

A method of managing documents,
A step of receiving identification information from the image processing device in the document management server;
Examining, on the document management server, a profile containing information on application devices connected to the document management server via the network based on the identification information;
Transmitting a profile from the document management server to the image processing device;
A document management method comprising:   The method according to claim 1, wherein the identification information comprises at least a serial number of the image processing apparatus or group identification information.   The method of claim 1, wherein the steps of receiving the identification information and investigating the profile are repeated for a plurality of image processing devices.   4. The method according to claim 3, wherein the same profile is transmitted from the document management server to a plurality of image processing devices.   The method according to claim 1, further comprising determining whether or not the plurality of image processing apparatuses are registered at the document management server.   The method of claim 5, further comprising registering an image processing device with the document management server. Receiving job information in the document management server from the image processing apparatus;
Processing job information in the document management server;
Transmitting the processed information from the document management server to an application device connected to the document management server;
The method of claim 1, further comprising:   The method according to claim 7, wherein the job information is login information regarding a user of the image processing apparatus.   The method according to claim 7, wherein the job information is information for obtaining destination information, and the application device connected to the document management server is a directory server.   The method according to claim 9, wherein the destination information comprises an e-mail address or a facsimile number. Receiving, in the document management server, destination information from the directory server;
Transmitting destination information from the document management server to the image processing apparatus,
Receiving a document and a request to route the document from the image processing device in the document management server;
Routing a document from the document management server according to the routing request;
The method of claim 9, further comprising: The destination information is composed of an e-mail address or a facsimile number,
Routing the document comprises sending the document to a server corresponding to each of the email addresses or a request to send the document to a facsimile number.
The method of claim 11, wherein:   The method according to claim 7, wherein the job information is a document, and the document management server is an electronic mail server. The job information is a document, and the application device connected to the document management server is one of a facsimile server, a file format conversion server, an optical character reading system, a document management system, and a file storage system. The method according to claim 8, wherein   The method of claim 7, wherein the job information is a document, and the step of transmitting the processed information is sequentially repeated for a plurality of application devices connected to a document management server.   The method of claim 14, wherein the application devices are grouped into a delivery system group, an intermediate processing group, and a back-end system group. The delivery system group includes an e-mail server and a facsimile server,
The intermediate processing group includes a file format conversion system and an optical character reading system,
The method of claim 16, wherein the backend system group comprises a document management system and a file storage system.   Transmitting the processed information is performed for at least one application device from the delivery system group and is performed for one application device of a backend system group. 18. The method according to 17.   19. The method according to claim 18, wherein transmitting the processed information is performed for one application device of the intermediate processing group. A method of managing documents,
Receiving identification information from the image processing device at the document management server;
Retrieving identification information from the register;
When the identification information is present in a register, transmitting a profile including information on an application device connected to the document management server from the document management server to the image processing device;
When the identification information does not exist in the register, comparing the number of registered image processing apparatuses with a predetermined number;
As a result of the comparison, when the number of registered image processing devices is smaller than the predetermined number, registering the image processing device and transmitting a profile to the image processing device;
As a result of the comparison, when the number of registered image processing apparatuses is equal to the predetermined number, transmitting a message to the image processing apparatus that an application apparatus cannot be provided to the image processing apparatus;
A document management method comprising:   The method of claim 20, wherein the identification information comprises a serial number of an image processing device. A document management system,
Means for receiving identification information from the image processing device at the document management server;
Means for examining, based on the identification information, a profile including information on an application device connected to the document management server via the network, based on the identification information;
Means for transmitting the profile from the document management server to the image processing device;
A document management system comprising:   23. The document management system according to claim 22, wherein the identification information includes a serial number or a group identification number of the image processing apparatus.   23. The document management system according to claim 22, further comprising: a unit that determines whether or not the plurality of image processing apparatuses are registered in the document management server.   25. The document management system according to claim 24, further comprising: means for registering an image processing device by said document management server. Means for receiving job information in the document management server from the image processing apparatus;
Means for processing job information in the document management server;
Means for transmitting the processed information from the document management server to an application device connected to the document management server;
The document management system according to claim 24, further comprising:   27. The document management system according to claim 26, wherein said job information is login information relating to a user of said image processing apparatus.   27. The document management system according to claim 26, wherein the job information is information for obtaining destination information, and the application device connected to the document management server is a directory server.   29. The document management system according to claim 28, wherein the destination information includes an electronic mail address or a facsimile number. Means for receiving destination information from the directory server in the document management server;
Means for transmitting destination information from the document management server to the image processing apparatus;
Means for receiving a document and a request to route the document from the image processing device in the document management server;
Means for routing a document from the document management server according to the routing request;
The document management system according to claim 28, further comprising: The destination information is composed of an e-mail address or a facsimile number,
The means for routing the document comprises means for sending a document to a server corresponding to each of the e-mail addresses, or a request to send the document to a facsimile number, together with the request.
The document management system according to claim 28, wherein:   27. The document management system according to claim 26, wherein the job information is a document, and the application device connected to the document management server is an electronic mail server.   The job information is a document, and the application device connected to the document management server is a facsimile server, a file format conversion server, an optical character reading system, a document management system, or a file storage system. Item 29. The document management system according to Item 26.   27. The document management system according to claim 26, wherein the job information is a document, and the means for transmitting the processed information transmits the job information to a plurality of application devices connected to a document management server.   The document management system according to claim 34, wherein the application devices are grouped into a delivery system group, an intermediate processing group, and a backend system group. The delivery system group includes an e-mail server and a facsimile server,
The intermediate processing group includes a file format conversion system and an optical character reading system,
The document management system according to claim 34, wherein the back-end system group comprises a document management system and a file storage system.   38. The document management of claim 36, wherein the means for transmitting the processed information transmits to at least one application device in the delivery system group and one application device in a backend system group. system.   The document management system according to claim 37, wherein the means for transmitting the processed information transmits the information to one of the application devices in the intermediate processing group. Means for receiving identification information from the image processing device at the document management server;
Means for determining whether or not identification information is registered in the register;
Means for transmitting a profile including information on an application device connected to the document management server from the document management server to the image processing device when the identification information is registered in a register;
Means for comparing the number of registered image processing apparatuses with a predetermined number when the identification information does not exist in the register;
As a result of the comparison, when the number of registered image processing apparatuses is smaller than the predetermined number, means for registering the image processing apparatus and transmitting a profile to the image processing apparatus;
As a result of the comparison, when the number of registered image processing apparatuses is equal to the predetermined number, means for transmitting a message to the effect that the application apparatus cannot be provided to the image processing apparatus,
A document management system comprising:   The document management system according to claim 39, wherein the identification information includes a serial number of the image processing apparatus or a group identification number.   A program for realizing the method according to any one of claims 1 to 21 or the system according to any one of claims 22 to 40.

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