JP2010003127A - Document management device, document management system, document management method and computer program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To allow a user having acquired a browsing file to confirm presence/absence of update of an original document more easily than before. <P>SOLUTION: An image forming apparatus 1A includes: an original file storage part 1M1 storing an original file 5A of a document created by a first application; a browsing file generation part 102 converting the original file 5A into a format corresponding to a second application, and adding a URL (Uniform Resource Locator) for accessing the image forming apparatus 1A from another device to generate the browsing file 5B; a difference list or the like generation part 105 recording update information of the document; and a difference list file or the like distribution part 106 distributing the update information of the document to the other device when the access to the image forming apparatus 1A from the other device is performed. <P>COPYRIGHT: (C)2010,JPO&INPIT

Description

  The present invention relates to a method and apparatus for managing data of a plurality of documents.

  2. Description of the Related Art Image processing apparatuses called “MFP (Multi Function Peripherals)” or “multifunction peripherals” having functions such as copying, PC printing, scanners, and fax machines have become widespread. Further, in recent years, image processing apparatuses have been provided with document servers. In addition, recording media such as hard disks have increased in capacity, and documents can be easily converted to electronic data for easy management.

  With these advances, there are many opportunities for document editing. That is, there are many documents of a plurality of editions such as the first edition, the second edition, the third edition, and so on.

  A sophisticated application may be used to create or edit a high quality document. Such applications are often expensive, and it is difficult to get the document readers to purchase the same application.

  Therefore, for example, in the past, it has often been to provide a document in a file (in this case, PDF (Portable Document Format)) corresponding to an application that anyone can easily obtain, such as Adobe Reader of Adobe Systems. Has been done. That is, there are a file in the format of the application for creation and a file in the format of the application for browsing.

Patent Document 1 describes a method for handling both files. According to the method described in Patent Document 1, the document management server receives an original document to be newly registered transmitted from the client terminal 2 and refers to the document management information added to the original document. Then, it is determined whether or not it is necessary to convert this original document into a viewer document. Here, when it is determined whether or not conversion is performed, the original document is directly registered in the document database, and when conversion is necessary, the conversion processing for converting the original document into a viewer document is performed. Register the converted viewer document in the document database.
JP 2005-258748 A

  However, in the method described in Patent Document 1, the user cannot easily confirm whether or not the updated content is included in the original after obtaining the browsing file.

  In view of such problems, an object of the present invention is to enable a user who has acquired a browsing file to check whether or not an original has been updated more easily than before.

  A document management apparatus according to an aspect of the present invention is a document management apparatus that manages a document, and stores a first file of a document created by a first application; A second file that generates the second file by converting the first file into a format corresponding to the second application and adding a URL for accessing another device to the document management device. An update unit for recording update information of the document; and an update unit that distributes the update information of the document to the other device when the other device accesses the document management device. Information distribution means.

  A document management system according to an aspect of the present invention is a document management system that includes a document management server that manages documents, and a client. The document management server includes a document created by a first application. The first file storage means for storing the first file, the first file is converted into a format corresponding to the second application, and a URL for the client to access the document management server is added. A second file generating means for generating a second file, an update recording means for recording update information of the document, and when the client accesses the document management server, Update information to the client Update information distribution means for transmitting the update information from the document management server based on the URL indicated in the second file when the client opens the second file. An update information acquisition means for acquiring a difference between the document reproduced by the second file and the latest document managed by the document management server based on the update information; Point extraction means.

  Preferably, the client prints the document based on the acquired second file and second file acquisition means for acquiring the second file of the latest document from the document management server. Printing means.

  Alternatively, the client is provided with a printing condition storage unit that stores a printing condition when the printing unit prints the document, and the printing unit prints the document based on the printing condition. .

  Alternatively, when there is an access to the document management server from the client, if the first file is deleted from the first file storage means, the document management server notifies the fact. Deletion notification means is provided.

  According to the present invention, it is possible for a user who has acquired a browsing file to check whether or not an original has been updated more easily than before.

  1 is a diagram illustrating an example of the overall configuration of the document management system SYS, FIG. 2 is a diagram illustrating an outline of a document management method in the document management system SYS, and FIG. 3 is an example of a hardware configuration of the image forming apparatus 1. FIG. 4 is a diagram illustrating an example of a functional configuration of the image forming apparatus 1A, and FIG. 5 is a diagram illustrating an example of a functional configuration of the image forming apparatus 1B.

  As shown in FIG. 1, the document management system SYS includes a plurality of image forming apparatuses 1, one or a plurality of terminal apparatuses 2, a communication line 3, and the like. The devices can be connected to each other via the communication line 3. As the communication line 3, a so-called LAN line, the Internet, a public line, a dedicated line, or the like is used.

  The document management system SYS is provided in an organization such as a company, a government office, or a school. The document management system SYS manages document data created or updated by members of the organization.

  In particular, as shown in FIG. 2, the document management system SYS converts a file (original file) created by a certain application into a file (viewing file) in a low-priced free application format. Publish to members. The file is updated as the first version, the second version,..., But information on the difference between the previous and next versions is also disclosed to the members of the organization. Hereinafter, this mechanism will be described sequentially.

  The image forming apparatus 1 is an apparatus called “MFP (Multi Function Peripherals)” or “MFP” having various functions such as copying, PC printing, scanner, fax, and box.

  The “box function” refers to a box that is a storage area corresponding to a folder or directory in a personal computer for each user, and allows the user to save document data in his / her box. It is a function.

  The image forming apparatus 1 may function as a server that provides document data to other image forming apparatuses 1 and the terminal device 2, or may function as a client that uses document data of other image forming apparatuses 1. There is also. Hereinafter, the case where the image forming apparatus 1A functions as a server and the image forming apparatus 1B functions as a client among the plurality of image forming apparatuses 1 will be described as an example.

  As shown in FIG. 3, the image forming apparatus 1 includes a CPU 10a, a RAM 10b, a ROM 10c, a hard disk 10d, a nonvolatile memory 10e, a scanner 10f, a printing apparatus 10g, a NIC (Network Interface Card) 10h, a modem 10i, an operation panel 10j, and others. It is comprised by various apparatuses.

  The operation panel 10j is a touch panel panel, a screen for giving a message or an instruction to the user, a screen for inputting a processing type and processing conditions desired by the user, a screen representing the contents of a document, And a screen showing the result of processing executed by the CPU 10a. Further, the user can give an instruction to the image forming apparatus 1 by touching the operation panel 10j, specify processing conditions, or create or edit a document.

  The scanner 10f optically reads an image of a document composed of sentences, mathematical formulas, symbols, photographs, charts, illustrations, etc. written on a sheet to generate image data.

  The printing device 10g is based on image data obtained by the scanner 10f, image data transmitted from the terminal device 2 or the like, or image data of a document created or edited by operating the operation panel 10j by the user. On the paper.

  The NIC 10h is an interface device for communicating with the terminal device 2 or another image forming apparatus 1 using a protocol such as TCP / IP. The modem 10i is an interface device for communicating with a fax terminal using a fax protocol via a public line.

  The hard disk 10d, ROM 10c, or non-volatile memory 10e stores an application for the user to create and edit a document, a program for controlling each unit in FIG. 3, a program for managing jobs, and the like. .

  Further, the hard disk 10d of the image forming apparatus 1 having a server function includes an original file registration processing unit 101, a browsing file generation unit 102, a document output processing unit 103, a browsing file distribution unit 104, and a difference list shown in FIG. The program and data for realizing the equal generation unit 105, the difference list file distribution unit 106, the original file deletion processing unit 107, the original file storage unit 1M1, the browsing file storage unit 1M2, the management table storage unit 1M3, etc. It is remembered.

  Further, the hard disk 10d of the image forming apparatus 1 having a client function includes a browsing file acquisition unit 121, a document output processing unit 122, a browsing file output processing unit 123, a difference list file acquisition unit 124, and the like illustrated in FIG. A program and data for realizing the document status determination unit 125, the old and new difference extraction unit 126, the document status display processing unit 127, the browsing file storage unit 1N1, the print setting data storage unit 1N2, and the like are stored.

  These programs and data are read into the RAM 10b as necessary, and the programs are executed by the CPU 10a. A part or all of the functions shown in FIGS. 4 and 5 may be realized by a microcomputer or an application specific integrated circuit (ASIC).

  The terminal device 2 is used for a user to use the above functions of the image forming apparatus 1 remotely. That is, the terminal device 2 is a client of the image forming apparatus 1. In addition to a driver for controlling the image forming apparatus 1, an application for displaying, generating, or editing a document is installed in the terminal device 2. As the terminal device 2, a personal computer or a workstation is used.

  Next, the details of the processing of each unit shown in FIG. 4 and each unit shown in FIG. 5 of the image forming apparatus 1A and the image forming apparatus 1B will be described in detail with reference to an example in which the document management system SYS is used in the following organization. Explained.

  This organization has a plurality of groups. The members of the organization (hereinafter referred to as “users”) belong to at least one of the groups. Each user is given a user ID for authentication. Each group is given a group ID. It is defined in advance which user ID has which user ID belongs to which group ID, and the data is stored in the hard disk 10d of each image forming apparatus 1 or the like.

[Processing for preparing data to allow the viewer to view the document]
FIG. 6 is a diagram illustrating an example of the management table TL.

  In the image forming apparatus 1A, an original file storage unit 1M1 stores an original file 5A of a document created by a user who is a member of an organization. The original file 5A is created by a specific application and can be opened only by using the application basically used for creation. Hereinafter, such a specific application is collectively referred to as “application AX”. The application AX is installed in the image forming apparatus 1 and the terminal device 2. As the application AX, commercially available word processor software, spreadsheet software, presentation tools, CAD (Computer Aided Design), drawing software, or the like is used. A document can be composed of multiple pages.

  The original file registration processing unit 101 performs a process of acquiring the original file 5A and registering (saving) the original file 5A in the original file storage unit 1M1, for example, as follows.

  The user directly logs in to the image forming apparatus 1A with his / her user ID by directly operating the operation panel 10j of the image forming apparatus 1A or by operating the terminal device 2. Using the application AX of the image forming apparatus 1A or the terminal device 2, a document composed of characters, images, photographs, illustrations, tables, or the like is created. Then, a command is input so as to save the document data as the original file 5A. At this time, the file name of the original file 5A, whether or not to make the original file 5A a hidden file, and the user ID of a user who is permitted to access the original file 5A are designated. However, the extension portion in the file name is automatically determined depending on which application AX is used.

  Then, the image forming apparatus 1A or the user terminal device 2 executes a part of the module of the application AX, thereby converting the document data created by the user into the format for the application AX, thereby converting the original file 5A. Generate. Then, the original file registration processing unit 101 saves the generated original file 5A in the original file storage unit 1M1 with a file name designated by the user and associated with the creator, that is, the user ID of the user. (sign up.

  "Hidden file" means that when a file name or icon is displayed in a list (for example, when a folder or box is opened), the default setting is to prevent the user from knowing its existence. Means a file whose name and icon are hidden. This is displayed when a special command is entered or a person with special authority performs an operation.

  The browsing file generation unit 102 uses a browsing application (hereinafter referred to as “application AY”) that is widely distributed free of charge to the original file 5A newly stored in the original file storage unit 1M1 by the original file registration processing unit 101. A file that can be opened (hereinafter referred to as “browsing file 5B”). For example, Adobe Reader of Adobe Systems Inc. is used as the application AY, and PDF (Portable Document Format) is used as the format of the browsing file 5B.

  The generated browsing file 5B is assigned a file name and stored in the browsing file storage unit 1M2. Further, a specific URL (Uniform Resource Locator) for accessing the image forming apparatus 1A from another apparatus is embedded in the browsing file 5B. The file name may be determined by the user who created the original file 5A as the original of the browsing file 5B, or may be automatically determined by changing the extension of the file name of the original file 5A. Good. When the hidden file setting flag of the original original file 5A is on, the browsing file 5B is handled as a hidden file.

  The management table storage unit 1M3 stores and manages the following data regarding the original file 5A stored in the original file storage unit 1M1.

  For example, a management table TL as shown in FIG. 6 is stored and managed. This management table TL stores attribute data 6A for each original file 5A.

  The attribute data 6A is used to create the file name (original file name) of the original file 5A, the user ID of the user who created the original file 5A, the group ID of the group to which the user belongs, and the original file 5A. The name of the selected application (application name), the date when the original file 5A was created (original file creation date), the date when the original file 5A was saved in the original file storage unit 1M1 (post date), the original file 5A As a hidden file (hidden file setting flag), the file name (browsing file name) of the browsing file 5B generated by the browsing file generation unit 102 based on the original file 5A, and Created date (browsing file creation date), access rights to the original file 5A Attributes such as the file name (difference list file name) of the difference list file 6S of the original file 5A and the file name (change history file name) of the change history file 6H. Information about the attribute of the data 6A is shown.

  The difference list file 6S and the change history file 6H are also stored in the management table storage unit 1M3, one for each original file 5A. Both files have unique file names. Details of both files will be described later.

  The attribute data 6A is generated every time a new original file 5A is generated. Information of each item shown in the attribute data 6A is determined based on the contents designated by the user who is the creator, the attributes of the user, and the application AX used for creation. The difference list file 6S and the change history file 6H are also generated each time a new original file 5A is generated.

  The image forming apparatus 1 identifies the original file 5A using not only the original file name but also the creator user ID and the posting date. Therefore, the same file name can be assigned to the plurality of original files 5A.

  By the way, the user not only generates the original file 5A by using the application AX, but also creates a new file by editing the original file 5A already stored in the original file storage unit 1M1 and performing a new storage. An original file 5A of a new version (hereinafter referred to as “new version”) can be registered. At that time, the browsing file 5B of the original file 5A can also be registered. In these cases, the original file registration processing unit 101, the browsing file generation unit 102, the document output processing unit 103, and the management table storage unit 1M3 of the image forming apparatus 1A perform the following processing.

  The user logs in to the image forming apparatus 1A with his / her user ID and opens the application AX. Then, enter a file open command.

  Then, the document output processing unit 103 searches the original file 5A to which the access right is given to the user with the user ID by checking the “access right owning user ID” of each attribute data 6A. Then, a list of the retrieved original file 5A is displayed on the operation panel 10j.

  Here, the user selects the original file 5A to be edited. Then, the document output processing unit 103 displays (outputs) the document by calling the selected original file 5A and opening it with the corresponding application AX. Alternatively, when the user logs in by operating the terminal device 2, the original file 5 </ b> A is transmitted to the terminal device 2. Then, in the terminal device 2, a corresponding application AX is used and a document is displayed.

  The user edits the displayed document. Then, a new save command is input.

  Then, the original file registration processing unit 101 newly generates an original file 5A (new version) of the edited document while keeping the original file 5A used for editing in the original file storage unit 1M1 without updating it. The original file storage unit 1M1 stores the original file.

  The browsing file generation unit 102 generates a browsing file 5B by converting the format of the new original file 5A, and stores it in the browsing file storage unit 1M2. Hereinafter, the original file 5A before the edition used for editing is referred to as “old version original file 5A”. Further, the browsing file 5B of the old version original file 5A is referred to as “old version browsing file 5B”.

  When the user inputs a new save command, the user designates the file name (original file name) of the new version of the original file 5A. It is desirable to use the original file name of the original file 5A used for editing as it is. Alternatively, a combination of the document name and version number of a series of original file 5A may be used, such as “sales department meeting material ver3”. As the access right possessing user ID, the old version of the original file 5A may be taken over, or the user may be designated again.

  The management table storage unit 1M3 generates the attribute data 6A of the new original file 5A and stores it in the management table TL. Furthermore, the following difference list file 6S and change history file 6H are also generated.

  The difference list file 6S and the change history file 6H are generated by the difference list generation unit 105. Each file shows the following information.

  The difference list file 6S shows a list of differences between the document reproduced by the new version browsing file 5B and the document reproduced by the previous version browsing file 5B. The difference list file 6S is generated by the difference list generation unit 105 as follows.

  The difference list generation unit 105 compares the contents of the new version document with the contents of the previous version document, and searches for differences. For text objects, the differences are searched by comparing the characters of both contents. Regarding the object of the image, the difference is searched by comparing the pixels. Then, each searched difference is listed. In addition, objects included only in the new version of the document are listed as additional objects. Further, an object included only in the previous document is listed as a deleted object. Thereby, a list of differences is obtained. The difference list generation unit 105 generates a difference list file 6S indicating this list, and stores it in the management table storage unit 1M3.

  The change history file 6H shows how the new version of the original file 5A has been changed from the first version, that is, the change history. For example, a list of original file names, creator user IDs, posting dates, and file names (file names for browsing) of the corresponding browsing files 5B is shown for each version from the first version to the new version.

  The difference list generation unit 105 collects the information of each version from the first version to the previous version from the change history file 6H of each version, and collects the collected information and these information of the new version, A new version change history file 6H is generated. Then, it is stored in the management table storage unit 1M3.

[Process to make the viewer browse the document with the file prepared]
FIG. 7 is a diagram showing an example of the printing condition designation screen WN1, FIG. 8 is a diagram showing an example of the difference screen WN2, and FIG. 9 is a diagram showing an example of the printing condition confirmation screen WN3.

  The browsing file acquisition unit 121 of the image forming apparatus 1B illustrated in FIG. 5 performs processing for acquiring the browsing file 5B specified by the user from the image forming apparatus 1A. On the other hand, the browsing file distribution unit 104 of the image forming apparatus 1A performs processing for distributing the browsing file 5B to the image forming apparatus 1B. Here, a processing procedure of the browsing file acquisition unit 121 and the browsing file distribution unit 104 will be described.

  The user directly logs in to the image forming apparatus 1B with his / her user ID by directly operating the operation panel 10j of the image forming apparatus 1B or operating the terminal device 2. Then, a predetermined command is input.

  Then, the browsing file acquisition unit 121 requests the image forming apparatus 1A for a list of browsing files 5B.

  The browsing file distribution unit 104 transmits a list of browsing files 5B excluding hidden files to the image forming apparatus 1B. The browsing file acquisition unit 121 receives the list and displays it on the operation panel 10j.

  The user selects a desired browsing file 5B from the list. Then, the browsing file acquisition unit 121 requests the selected browsing file 5B from the image forming apparatus 1A. The browsing file distribution unit 104 distributes the requested browsing file 5B to the image forming apparatus 1B. The received browsing file 5B is stored in the browsing file storage unit 1N1.

  The document output processing unit 122 performs processing for outputting a document based on the browsing file 5B stored in the browsing file storage unit 1N1. There are various output methods. Hereinafter, the output method will be described sequentially.

(1) Basic Output Method When the user operates the operation panel 10j of the image forming apparatus 1B to activate the application AY and opens the browsing file 5B with the application AY, the document output processing unit 122 The browsing file 5B is called from the browsing file storage unit 1N1 to the RAM 10b. Then, the document is reproduced by the application AY and displayed (output) on the operation panel 10j.

  Alternatively, when the user operates the terminal device 2 to start the application AY and opens the browsing file 5B with the application AY, the document output processing unit 122 converts the browsing file 5B into the browsing file storage unit 1N1. And transmits to the terminal device 2.

  Alternatively, when the user operates the operation panel 10j of the image forming apparatus 1B to activate the application AY, opens the browsing file 5B with the application AY, and inputs a print command, the document output processing unit 122 is as shown in FIG. A print condition designation screen WN1 is displayed on the operation panel 10j. The user designates desired print conditions on the print condition designation screen WN1, and presses a “print” button. Then, the document output processing unit 122 controls the printing apparatus 10g so that the document is printed on the paper based on the designated printing condition.

  The difference list file etc. acquiring unit 124 refers to the URL appended to the browsing file 5B when the document output processing unit 122 calls the browsing file 5B, and determines the difference list file 6S and the change history file 6H. Are acquired from the image forming apparatus 1A as follows. Hereinafter, the version of the browsing file 5B stored in the browsing file storage unit 1N1 is referred to as a “stored version”.

  The difference list file etc. acquiring unit 124 accesses the image forming apparatus 1A based on the URL, and requests the image forming apparatus 1A for the difference list file 6S and the change history file 6H.

  Then, the difference list file distribution unit 106 of the image forming apparatus 1A searches for the newest version (latest version) of the browsing file 5B based on the change history shown in the change history file 6H of each version. Then, the difference list file 6S of each version from the saved version to the latest version is distributed (transmitted) to the image forming apparatus 1B together with the latest version change history file 6H. Further, the saved version attribute data 6A is distributed.

(2) Method for Specifying and Outputting a Changed Page When the saved version is not the latest version, the user can check the changes (difference) from the saved version to the latest version at a glance. Only the changed pages can be printed or displayed. Here, this mechanism will be described.

  As described above, the document output processing unit 122 calls the browsing file 5B specified by the user from the browsing file storage unit 1N1, and the difference list file acquisition unit 124 forms the difference list file 6S and the change history file 6H as images. Obtained from device 1A.

  If the saved version is not the latest version, the browsing file acquisition unit 121 acquires the browsing file 5B that is the latest version from the image forming apparatus 1A.

  The old and new difference extraction unit 126 extracts a change point (difference) from the saved version to the latest version based on the acquired latest version change history file 6H and the difference list file 6S of each version.

  The document status display processing unit 127 causes the operation panel 10j to display a screen indicating a document change status, that is, a change point (difference) from the saved version to the latest version. For example, a difference screen WN2 showing a list of pages including the changed points as shown in FIG. 8 is displayed.

  The user can confirm the change by looking at the difference screen WN2. Further, only the page including the changed point can be displayed or printed.

  The user left-clicks the position of the page to be displayed from the difference screen WN2. If the mouse is not attached, an equivalent operation is performed. The same applies hereinafter. Then, the document output processing unit 122 displays the selected page on the operation panel 10j using the latest version of the browsing file 5B.

  Alternatively, the user left-clicks the position of the page to be printed from the difference screen WN2. Then, the document output processing unit 122 causes the printing apparatus 10g to execute a process for printing the selected page on paper using the latest version of the browsing file 5B.

  Alternatively, the user can select a plurality of pages to be displayed or printed by an operation such as double-clicking. After the selection, the selected pages can be collectively displayed or printed by pressing a “view only selected pages” button or a “print only selected pages” button. Alternatively, by pressing a “print only changed pages” button, it is possible to print only the pages with the changes in the latest version of the document. Alternatively, all pages of the latest version of the document can be printed by pressing a “print all pages” button. The document output processing unit 122 causes the printing apparatus 10g to print a document on the page selected by the user.

  When the user gives a print command on the difference screen WN2, the document output processing unit 122 displays the print condition designation screen WN1 (see FIG. 7) in principle. Then, based on the printing conditions designated (set) on the printing condition designation screen WN1, document printing processing is performed.

(3) Output method inheriting previous printing conditions When the user prints the latest version of the document using the method described in (2) above, The printing conditions at that time can be used as they are. Here, this mechanism will be described.

  After the document is printed, the document output processing unit 122 prints the print condition data 6J indicating the print condition specified by the user in association with the user ID of the user and the file name of the browsing file 5B. Saved in the setting data saving unit 1N2.

  Thereafter, when the user designates the browsing file 5B, the document status display processing unit 127 displays the difference screen WN2 of the change (difference) between the saved version and the latest version by the above-described processing.

  When the user designates any page of the latest version and gives a print command, the document output processing unit 122 calls the print condition data 6J corresponding to the file name of the saved version from the print setting data saving unit 1N2. Then, instead of displaying the printing condition designation screen WN1 of FIG. 7, a printing condition confirmation screen WN3 representing the state where the printing conditions indicated by the printing condition data 6J are selected by default as shown in FIG. 9 is displayed. . If the user wants to print this time under the same printing conditions, the user can press the “print” button. Then, the document output processing unit 122 performs print processing for the page selected by the user under the print conditions indicated in the print condition data 6J.

  Note that the user can change the conditions of some items. In this case, the “change” button of the condition item to be changed may be pressed. Then, the document output processing unit 122 presents print conditions that can be selected for the item. Then, the printing process is performed for the item under the condition selected by the user. When the “change all” button is pressed, the printing condition designation screen WN1 is displayed. The user can specify print conditions for all items from the beginning on this screen.

[Processing related to document deletion]
FIG. 10 is a flowchart for explaining an example of the deletion of the original file 5A and the process flow associated therewith.

  In the image forming apparatus 1A, if a plurality of original files 5A are accumulated in the original file storage unit 1M1 for the same series of documents as the first, second, third,..., Management becomes complicated. . Therefore, the user who is the creator can delete the old version of the original file 5A from the original file storage unit 1M1. At this time, the original file deletion processing unit 107 or the like performs the deletion of the original file 5A and the accompanying process in accordance with the procedure shown in the flowchart of FIG.

  The user logs in to the image forming apparatus 1A with his / her user ID and inputs a predetermined command.

  Then, the original file deletion processing unit 107 searches the management table TL (see FIG. 6) for the attribute data 6A whose user ID is indicated in the “creator user ID”, and relates to the attribute data 6A. A list of the original file 5A is displayed on the operation panel 10j or the terminal device 2. That is, a list of original files 5A created by the logged-in user is displayed (# 301).

  When the user selects the original file 5A from the list (Yes in # 302) and inputs a deletion command (Yes in # 303), the original file deletion processing unit 107 receives the original file from the original file storage unit 1M1. In addition to deleting 5A, the old version original file 5A is also deleted (# 304). Further, the browsing file 5B corresponding to each deleted original file 5A is deleted from the browsing file storage unit 1M2 (# 305).

  If there is a version behind the original file 5A selected by the user (# 306), the difference list file 6S of the next version is displayed as the difference list shown in the difference list file 6S of the original file 5A selected by the user. (# 307).

  Then, the original file 5A selected by the user and the difference list file 6S of each previous version are deleted (# 308), and the original file 5A is deleted in the “difference list file name” of the deleted attribute data 6A. Is written (# 309).

  Thereafter, when the user who logs in to the image forming apparatus 1B tries to open the browsing file 5B in which the original original file 5A is deleted in the image forming apparatus 1A, as described above, it is appended to the browsing file 5B. Based on the URL, the attribute data 6A of the original file 5A is downloaded. This attribute data 6A indicates that the original file 5A has been deleted as described in step # 309. Therefore, the document status display processing unit 127 of the image forming apparatus 1B causes the operation panel 10j or the user terminal device 2 to display a message to that effect.

  FIG. 11 is a flowchart for explaining an example of the registration of the original file 5A and a process flow associated therewith, and FIGS. 12 and 13 are flowcharts for explaining an example of the process flow when printing by the local browsing file 5B. .

  Next, the overall processing flow of the image forming apparatuses 1A and 1B will be described with reference to the flowcharts of FIGS.

  In FIG. 11, when a user who has logged in to the image forming apparatus 1A inputs a predetermined command, the image forming apparatus 1A displays a list of original files 5A to which the user has access rights (# 311). . When the user creates a new document or edits an existing document and gives a new save command (Yes in # 312), the image forming apparatus 1A generates a new original file 5A and a browsing file 5B. And the process for publishing the browsing file 5B is performed (# 319 to # 324).

  However, before that, the image forming apparatus 1A performs the following processing. If the original file 5A of the old version exists and the original file 5A to be saved is older than any of the old versions (No in # 315), the original file 5A to be saved is older. The message is notified to the user (# 316). If the user presses the update key (Yes in # 317), the processes of steps # 319 to # 324 are performed for the document created or edited by the user this time.

  Note that the original file 5A of the old version may be determined from the file name. That is, an original file 5A that has the same file name as the original file 5A to be saved specified by the user or has a file name that matches the forward α% (where α is a threshold value) and the user is the creator. Can be distinguished from the original file 5A of the old version (Yes in # 313 or Yes in # 314).

  The image forming apparatus 1A generates and stores the original file 5A and the browsing file 5B of the document created or edited by the user this time (# 319).

  A difference list file 6S, a change history file 6H, and attribute data 6A are generated (# 320). If the generated original file 5A is the first version, the difference list file 6S may not be generated.

  The URL is written in the generated browsing file 5B (# 321). If a hidden file is selected for the browsing file 5B (Yes in # 322), settings are made to make the browsing file 5B a hidden file (# 323).

  Then, information relating to the generation of the original file 5A and the browsing file 5B is written in the attribute data 6A (# 324).

  Further, when deleting the original file 5A, the image forming apparatus 1A performs the processing in the procedure described above with reference to FIG. Further, based on a request from the image forming apparatus 1B, the browsing file 5B, the difference list file 6S, the change history file 6H, and the attribute data 6A are appropriately transmitted to the image forming apparatus 1B.

  12 and 13, when using the browsing file 5B (Yes in # 331), the image forming apparatus 1B opens the URL written in the browsing file 5B (# 332), and uses the URL. Based on this, the image forming apparatus 1A is accessed (# 333). If access is possible (Yes in # 334), various data related to the browsing file 5B are received (# 335).

  If the original of the browsing file 5B has already been deleted (Yes in # 336), the image forming apparatus 1B displays a message to that effect (# 337).

  If the original file 5A exists (No in # 336), if there is an update history and the browsing file 5B (saved version) is not the latest version (Yes in # 338, No in # 339), the saved version And the latest version are extracted (# 340).

  The image forming apparatus 1B displays a list of extracted differences (# 351 in FIG. 13). If the printing conditions when the series of the browsing file 5B was printed last time are stored (Yes in # 352), it is called (# 355). If it does not remain (No in # 352), the user is caused to set printing conditions. The user can also specify part or all of the previous printing conditions.

  The user can arbitrarily select and print a page to be printed out of the latest version of the document. When the user selects only a page having a change from the saved version to the latest version (Yes in # 355), the image forming apparatus 1B calls the image data of that page (# 356). If it is arbitrarily selected (Yes in # 357), the image data of the selected page is called (# 358). When all selection operations have been performed, the image data of all pages is called (# 359).

  The image forming apparatus 1B merges a plurality of pages on the same sheet when a part of the pages is selected and the printing condition of double-sided printing or Nin1 printing is specified (Yes in # 360). (# 361).

  Then, the image forming apparatus 1B prints the selected page (# 362). In the case of displaying a page, basically the same processing may be performed.

  In addition, the image forming apparatus 1B appropriately performs a process of downloading the browsing file 5B.

  According to the present embodiment, the user who has acquired the browsing file can check whether or not the original has been updated more easily than before.

  In the present embodiment, management of the access right of the original file 5A is performed in units of users, but may be performed in units of groups. In this case, a group ID may be used.

  The document may be out of page number in old and new versions. In that case, the document may be printed including the fact that the page number has changed in the footnote.

  The present invention can also be applied to a case where a document is printed by an MFP or a dedicated printing device based on the browsing file 5B stored in the terminal device 2.

  The image forming apparatus 1B performs differences (changes and differences) between the saved version document and the latest version document based on the change history file 6H and the difference list file 6S received from the image forming apparatus 1A. Alternatively, the document reproduced by the saved version of the browsing file 5B may be compared with the document reproduced by the latest version of the browsing file 5B.

  The original file storage unit 1M1, the browsing file storage unit 1M2, the browsing file storage unit 1N1, and the like may be performed using a box function.

  A history of printed pages may be retained, and the user may be notified of printed pages when the document is printed next time. Then, printing may be performed by excluding printed pages.

  In addition, the configuration of the entire document management system SYS, the image forming apparatus 1A, the image forming apparatus 1B or each unit, the processing content, the processing order, the table, the file configuration, and the like can be appropriately changed in accordance with the spirit of the present invention. .

It is a figure which shows the example of the whole structure of a document management system. It is a figure which shows the outline of the management method of the document in a document management system. 2 is a diagram illustrating an example of a hardware configuration of an image forming apparatus. FIG. 2 is a diagram illustrating an example of a functional configuration of an image forming apparatus. FIG. 2 is a diagram illustrating an example of a functional configuration of an image forming apparatus. FIG. It is a figure which shows the example of a management table. It is a figure which shows the example of a printing condition designation | designated screen. It is a figure which shows the example of a difference screen. It is a figure which shows the example of a printing condition confirmation screen. It is a flowchart explaining the example of the deletion of an original file, and the process flow accompanying it. It is a flowchart explaining the example of the registration of an original file, and the process flow accompanying it. It is a flowchart explaining the example of the flow of a process at the time of printing by the file for local browsing. It is a flowchart explaining the example of the flow of a process at the time of printing by the file for local browsing.

Explanation of symbols

SYS document management system 1A image forming device (document management device)
102 Browsing file generation unit (second file generation means)
105 Difference list generation unit (update recording means)
106 Difference list file distribution unit (update information distribution means)
1M1 Original file storage unit (first file storage means)
1B Image forming device (client)
123 Browsing file output processing unit (update information acquisition means)
124 Difference list file acquisition unit (difference extraction means)
5A Original file (first file)
5B File for browsing (second file)
6H Change history file 6S Difference list file

Claims (7)

A document management apparatus for managing documents,
A first file storage means for storing a first file of a document created by the first application;
A second file that generates the second file by converting the first file into a format corresponding to the second application and adding a URL for accessing another device to the document management device. Generating means;
Update recording means for recording update information of the document;
Update information distribution means for distributing update information of the document to the other device when the document management device is accessed from the other device;
A document management apparatus comprising: A document management system having a document management server for managing documents and a client,
The document management server includes
A first file storage means for storing a first file of a document created by the first application;
The second file generation that generates the second file by converting the first file into a format corresponding to the second application and adding a URL for the client to access the document management server Means,
Update recording means for recording update information of the document;
An update information distribution means for distributing the update information to the client when the client accesses the document management server;
Is provided,
The client includes
Update information acquisition means for acquiring the update information from the document management server based on the URL indicated in the second file when opening the second file;
A difference extraction means for extracting a difference between the document reproduced by the second file and the latest document managed by the document management server based on the update information;
Is provided,
Document management system characterized by that. The client includes
Second file acquisition means for acquiring the second file of the latest document from the document management server;
Printing means for printing the document based on the acquired second file;
The document management system according to claim 2. The client includes
Printing condition storage means for storing printing conditions when the printing means prints the document; and
The printing means prints the document based on the printing conditions;
The document management system according to claim 3. The document management server includes
When the client accesses the document management server, a deletion notification means is provided for notifying that the first file has been deleted from the first file storage means. ,
The document management system according to any one of claims 2 to 4. Prepare a document management server for managing documents and a client.
In the document management server,
Executing a process of storing the first file of the document created by the first application in the first file storage means;
Converting the first file into a format corresponding to the second application, and adding a URL for the client to access the document management server, thereby causing the second file to be generated;
A process for recording update information of the document in an update recording means;
When there is access to the document management server from the client, the processing to distribute the update information to the client is executed,
To the client,
When opening the second file, based on the URL indicated in the second file, to execute the process of acquiring the update information from the document management server,
Based on the update information, a process for extracting a difference between the document reproduced by the second file and the latest document managed by the document management server is executed.
A document management method characterized by the above. A computer program used in a document management apparatus for managing documents,
In the document management device,
Executing a process of storing the first file of the document created by the first application in the first file storage means;
The first file is converted into a format corresponding to the second application, and a process for generating the second file is executed by adding a URL for accessing another device to the document management device,
A process for recording update information of the document in an update recording means;
When the document management apparatus is accessed from the other apparatus, a process of distributing update information of the document to the other apparatus is executed.
A computer program characterized by the above.

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