JP7115189B2 - Document management system and management method - Google Patents

Description

The present invention relates to a document management system and management method.

For example, in a company, a document management system that stores documents digitized using an MFP (Multi Function Peripheral) in a processing server or distributes them to specified delivery destinations improves work efficiency. It plays a major role as a means of planning.

In the document management system, it is possible to set a flow that combines multiple processes (for example, scanning process, character recognition process, data distribution process, etc.). This is called a "workflow", and the information defining what kind of processing is to be executed is called "workflow information".

Multiple MFPs are connected to the document management system via an in-house network. By selecting a desired service on the operation panel of any MFP, the user executes processing according to the workflow information corresponding to the service. At that time, there is a system in which a service menu screen customized for each user in advance is displayed on the operation panel of the MFP, and a service selected from the menu screen is executed (see, for example, Patent Document 1). Also, there is a system for printing print data accumulated on the Internet with an arbitrary printer (see, for example, Japanese Patent Application Laid-Open No. 2002-200022).

Since the document management system described above is built for each organization to which the user belongs (for example, a company or a department within the company), it cannot be accessed from terminal devices that are not managed within that organization. However, there is a demand from some users, for example, to access the in-house document management system from a non-managed terminal device (a terminal device not managed by the in-house document management system) and use the service while away from home. .

SUMMARY OF THE INVENTION Accordingly, it is an object of the present invention to provide a document management system and management method that allow various services related to document management to be used at any location.

A document management system according to one embodiment includes a registration unit and a process execution unit. The registration means associates address information of a server designated among the plurality of first servers with identification information for using services related to document management provided by the processing operation of the server, and registers the second server. Register with the server. When the terminal device acquires the address information corresponding to the identification information from the second server and makes a login request, the processing execution means connects the terminal device to the specified server and Execute the process.

According to the present invention, various services related to document management can be used anywhere.

1 is a diagram illustrating an example of a network system including a document management system according to one embodiment; FIG. 1 is a diagram showing the overall configuration of a document management system; FIG. 1 is a block diagram showing functional configurations of a document management system, a multi-function peripheral, and a management server; FIG. It is a figure which shows an example of a service management table. It is a block diagram which shows an example of the hardware constitutions of a central server. It is a block diagram which shows an example of the hardware constitutions of a processing server. 2 is a block diagram showing an example of the hardware configuration of a multi-function machine; FIG. It is a block diagram which shows an example of the hardware constitutions of a management server. FIG. 10 is a sequence diagram for explaining the flow of processing during registration in the document management system; FIG. 10 is a sequence diagram for explaining the flow of processing when providing a service in the document management system; FIG. 10 is a sequence diagram for explaining the flow of processing when providing a service in the document management system; FIG. 4 is a diagram showing an example of an input screen displayed on the multi-function device; It is a figure which shows an example of a service use screen. It is a figure which shows an example of the service management table which has service information as a modification.

Embodiments will be described below with reference to the drawings.
FIG. 1 is a diagram showing an example of a network system including a document management system according to one embodiment.

The network system in this embodiment includes a network system 11 built in company A, a network system 12 built in company B, a cloud 13, and multifunction machines 14-1 to 14-5. N in the figure is a network, including the Internet, for example.

A company network system 11 is connected to a document management system 21 , a file server 22 , a multi-function device 23 , and the like via an in-house network 20 . The in-house network 20 includes, for example, a LAN (Local Area Network), a VPN (Virtual Private Network), a WAN (Wide Area Network) by TCP/IP, and the like.

The document management system 21 is a system on a computer that executes processing related to document management in cooperation with terminal equipment such as a multifunction machine. "Processing related to document management" refers to a series of processes for efficiently managing information such as documents using a terminal device such as a multifunction machine. "Processing related to document management" includes, for example, processing to distribute documents, etc. input by the scanning function of multifunction devices according to workflow information, processing to print documents, etc., input by the scanning function of multifunction devices without location. included. Information to be processed by the document management system 21 is not limited to documents, and may be photographic images, moving images, and the like.

The document management system 21 also has a function of performing user authentication. “User authentication” is a function for confirming whether or not a user is a legitimate user who has the authority to use the document management system 21 .

The file server 22 is a server that stores and manages various data.
The MFP 23 has at least one of a scanner function, a printer function and a facsimile function. Also, the multi-function device 23 has a communication function, a display function, an input function, and the like. Note that the multi-function device 23 may be called an MFP, image forming device, multi-function printer, copier, office equipment, or the like.

Further, the multi-function device 23 has a function of executing data processing according to pre-stored programs. As an example, the multi-function device 23 scans a sheet to capture image data, and executes data processing on the captured image data according to a program.

The in-house network system 12 of company B is similar to the network system 11 in company A. A document management system 31 , a file server 32 , and a multifunction machine 33 are connected via a network 30 .

On the other hand, multi-function machines 14-1 to 14-5 are installed, for example, in convenience stores (abbreviated as convenience stores in the drawing) and public facilities. In other words, the MFPs 14-1 to 14-5 exist as external terminal devices that are arbitrarily installed outside the company when viewed from company A or company B.

Here, for example, in company A, the document management system 21 is accessed from the multi-function device 23 registered in the document management system 21 . The document management system 21 has various settings according to the purpose of use of the user. For this reason, the services of the document management system 21 cannot be used from the MFPs 14-1 to 14-5 that are not set as management targets in the document management system 21. FIG.

However, some users have requests to distribute documents using the document management system 21 even outside the company. Therefore, in this embodiment, by arranging the management server 41 on the cloud 13, it is possible to use the document management system 21 from any place outside the company using a terminal device that is not subject to management of the document management system 21. do. The configuration and processing operations of the management server 41 will be described later in detail with reference to FIGS. 3 and 4. FIG. In addition to the management server 41 , a file server 42 and a document management system 43 of another company (company C) may be arranged on the cloud 13 .

Although the document management system 21 of Company A will be described below, the same applies to the document management system 31 of Company B and the document management system 43 on the cloud 13 .

FIG. 2 is a diagram showing the overall configuration of the document management system 21 built in Company A. As shown in FIG.
The document management system 21 comprises a central server 51, a plurality of processing servers 52-1, 52-2, . . . 52-N, an authentication server 53 and a distribution server . . . AN, multifunction machines B1, B2, . . . BN, and multifunction machines N1, N2, .

The central server 51 is connected to a plurality of processing servers 52-1, 52-2, . . . 52-N. MFPs A1, A2, . . . AN, MFPs B1, B2, . be.
Since the means for inputting data to the processing server is not limited to the multi-function device, there may be a configuration in which the multi-function device is not connected to the processing server. For example, there is a configuration in which a teleconference terminal, an electronic blackboard, a projector, a digital signage, etc. are connected to the processing server.

The central server 51 exists as a host control device and controls the entire document management system. An administrator terminal 55 is connected to the central server 51 . The administrator terminal 55 is an information processing device operated by an administrator. The administrator terminal 55 is configured by, for example, a general-purpose computer.

Here, the "administrator" is a person who performs overall management of the document management system. have On the other hand, a "user" is a person who receives various services by operating a multifunction machine or the like. Administrators may also be users, and there is no need to strictly distinguish between them. The "various services" referred to here are various services provided by processing operations of the server computer that implements the document management system, and include, for example, "printing service" and "document distribution service".

The processing servers 52-1, 52-2, . . . 52-N are servers that execute processing corresponding to various services of the document management system 21, and include, for example, print servers that execute “print processing”. A plurality of MFPs A1, A2, . . . AN installed in an A group are connected to the processing server 52-1. The processing server 52-1 performs processing corresponding to some or all of the functions of the document management system 21. FIG. The same applies to the other processing servers 52-2 to 52-N. Note that "N" is any natural number (not including 0), but the number of processing servers and MFPs should be at least one.

The authentication server 53 has user information for authenticating users who are permitted to use the document management system 21 in advance. User information includes a user name and password, or in addition to these, a code called an organization code assigned to each organization. The authentication server 53 receives an authentication request from the processing server 52-1 and performs authentication processing using the user information.

The distribution server 54 is a server that distributes data. The delivery process includes, for example, "email delivery" for delivering a scanned document attached to an e-mail, "folder delivery" for delivering to a predetermined folder, "FTP (File Transfer Protocol) delivery" for delivering to the Internet, There is "Web-based Distributed Authoring and Versioning (WebDAV) distribution".

The authentication server 53 and the distribution server 54 are connected only to the processing server 52-1 in the drawing, but in reality they are also connected to each of the other processing servers 52-2 to 52-N. It is used when each of the processing servers 52-1 to 52-N executes processing.

In the example of FIG. 2, the servers 51 to 54 are arranged independently, but each of the central server 51, the processing servers 51-1 to 52-N, the authentication server 53, and the distribution server 54 can be connected to one server. It may be configured to have a function.
In this embodiment, some or all of these servers 51 to 54 are defined as a “first server” that executes processing corresponding to various services of the document management system 21 . Also, the management server 41 shown in FIG. 1 is defined as the "second server" with respect to the "first server". A “second server” is a server independent of the servers 51 to 54 that constitute the document management system 21 and is arranged in the cloud 13 .

A document management application program (hereinafter referred to as a document management application) is installed in advance in each of the multifunction machines A1, A2, . . . AN, B1, B2, . These MFPs A1, A2, . . . AN, B1, B2, . Various services using 21 are provided to users.

FIG. 3 is a block diagram showing the functional configuration of the document management system 21, and the multifunction machine 23 and management server 41 connected to this document management system 21. As shown in FIG.

[Configuration of document management system 21]
The document management system 21 comprises a central server 51 , a processing server 52 and an authentication server 53 . 3, the distribution server 54 shown in FIG. 2 is omitted. In FIG. 3, a plurality of processing servers 52-1 to 52-N are represented as one processing server 52, but in reality, one or more processing servers are used as the central server depending on the content of the service. 51.

・Central server 51
The central server 51 includes a screen generation unit 51a, a processing setting creation unit 51b, a print setting unit 51c, an authentication setting unit 51d, a service registration requesting unit 51e, a service ID storage unit 51f, and a communication unit 51g.

The screen generator 51a generates a screen when the administrator accesses the central server 51 from the administrator terminal 55 shown in FIG. By displaying this screen on the administrator terminal 55, the administrator can set, for example, workflow information, print settings, and a processing server that can be used from any location outside the company. Further, the screen generation unit 51a generates various screens to be displayed on the MFP 23 and the MFP 14. FIG.

The process setting creating section 51b is a part that creates workflow information having processes defined by the administrator. The workflow information is given to the workflow processing section 52a of the processing server 52 through the communication section 51g.

The workflow information defines the content and order of multiple processes. In the workflow information, as an example, it is possible to define data importing processing (for example, scanning processing, imaging processing, mail reception processing, facsimile reception processing, etc.).

In addition, workflow information includes various data processing (data compression processing, character recognition processing (OCR processing), filtering processing, data synthesizing processing, encoding processing to a specific data format, conversion to a specific file format, etc.). processing (such as PDF processing) can be defined. Further, the workflow information can define, for example, data output processing (print processing, display processing, voice output processing, data distribution (upload) processing to a server, mail distribution processing, etc.).

In addition, the workflow information defines the execution order of processes. The processing server that executes each process receives the target data that is the result of the preceding process, and executes the process on the received target data. Note that the target data may be any data such as image data, moving image data, text data, audio data, and computer programs.

The print setting unit 51c makes settings related to print processing according to the setting operation by the administrator. The authentication setting unit 51d performs settings related to user authentication processing according to a setting operation by an administrator. The contents set by the print setting section 51c and the authentication setting section 51d are given to the processing server 52 through the communication section 51g.

The service registration requesting unit 51e is used as a "registration means" for registering the IP address (access information) of the processing server 52 that can be used at any location in the management server 41 on the cloud 13 in association with the service ID. The service ID is identification information for identifying various services of the document management system 21 . The service registration requesting unit 51e acquires the service ID associated with the IP address from the management server 41 and stores it in the service ID storage unit 51f.

The service ID storage section 51f is for later confirmation by the administrator. As will be described later, by using the service ID stored in the service ID storage unit 51f, the in-house document management system 21 can be used from the MFP 14 installed at any location outside the company.

The communication unit 51g performs data communication processing with each of the servers 52, 53, and 41. FIG. Further, the communication unit 51g performs data communication processing with the administrator terminal 55 shown in FIG. The communication unit 51g is also used as notification means for notifying the administrator of the service ID stored in the service ID storage unit 51f.

・Processing server 52
The processing server 52 executes processing corresponding to various services of the document management system 21 under the control of the central server 51 . In the following description, it is assumed that the processing server 52 is a print server that executes print processing.

The processing server 52 includes a workflow processing section 52a, a print processing section 52b, an authentication section 52c, and a communication section 52d. Among these components, the workflow processing section 52a, the print processing section 52b, and the authentication section 52c are used as "processing executing means" for executing processing corresponding to each. In FIG. 2, since a print server is used as an example, the "process executing means" executes a process of printing information such as a document input as a management target. including the process of authenticating

The workflow processing unit 52a has a function of processing data such as documents input from the multifunction device 23 according to workflow information. The workflow processing section 52a is composed of a processing setting holding section 61a, a data processing section 61b, and a data holding section 61c.

The processing setting holding unit 61a holds workflow information created by the processing setting creating unit 51b of the central server 51. FIG. The data processing unit 61b processes data such as documents input from the multifunction device 23 based on the workflow information held in the processing setting holding unit 61a. The data holding unit 61c temporarily holds data when the processing of the data processing unit 61b cannot catch up. Note that the function of the workflow processing unit 52a can be provided to the multi-function device 23. FIG.

The print processing unit 52b has functions such as holding data to be printed and distributing the data in response to a request from the multi-function device 23. FIG. The print processing section 52b is composed of a data management section 62a, a data transmission section 62b, and a data reception section 62c.

The data management unit 62a stores and manages data to be printed. The data transmission unit 62b performs processing for transmitting the data stored in the data management unit 62a to a specified location. The data receiving section 62c receives data sent as a print target, and performs processing such as passing the data to the data management section 62a.

The authentication unit 52c implements an authentication function by requesting the authentication server 53 for authentication.

The communication unit 52d performs data communication processing between the processing server 52 and the central server 51, data communication processing between the processing server 52 and the authentication server 53, and data communication processing between the processing server 52 and the MFP 23. conduct.

・Authentication server 53
The authentication server 53 receives an authentication request from the processing server 52 and performs authentication processing. The authentication server 53 includes a user information storage section 53a, a user authentication function section 53b, and a communication section 53c.

The user information storage section 53a stores user information for authenticating users who are permitted to use the document management system 21 in advance. The user information includes a password and user name, or in addition to these, a code called an organization code assigned to each organization. The user authentication function unit 53b authenticates users who use the document management system 21 based on the user information stored in the user information storage unit 53a.

The communication unit 53 c performs data communication processing between the authentication server 53 and the processing server 52 .

[Configuration of MFP 23]
The multi-function device 23 includes an operation section 23a, a function section 23b, a document management application 23c, and a communication section 23d.

The operation unit 23a includes a display unit 71a for displaying screen information and an input unit 71b for inputting various data and giving instructions by touch operations on the screen. The functional unit 23b includes a scanner function 72a, a printer function 72b, a facsimile (FAX) function 72c, and the like.

A document management application 23c necessary for using the document management system 21 is installed in the multifunction device 23 in advance. The document management application 23c is functionally composed of a data processing section 73a, a setting holding section 73b, and an authentication section 73c. The data processing unit 73a processes an image generated by a scanner, or data for printing sent from the processing server 52, for example. The setting holding unit 73b holds various setting information related to the data processing unit 73a. The authentication unit 73c implements an authentication function by requesting authentication from the authentication unit 52c of the processing server 52 in response to an authentication request from the user.

When accessing the document management system 21 from the in-house multifunction machine 23, it is necessary to enter a user name and a password. Input of this user name and password is performed by operating the panel of the multi-function device 23 . Alternatively, the user name and password may be recorded on the authentication card 10 in advance, and the multi-function device 23 may read these information.

Here, the MFP 14 is a terminal device installed at an arbitrary place outside the company. The MFP 14 is a terminal device that is not set as a management target in the document management system 21 . In FIG. 3, it is indicated as an external multifunction device 14 in order to distinguish it from the multifunction device 23 set as a management target in the document management system 21 . The MFP 14 basically has the same functions as those of the MFP 23 . Further, the multi-function device 14 is provided with an external document management application program (referred to as an external document management application) 14 a for accessing the document management system 21 via the management server 41 .

When accessing the document management system 21 from the multi-function device 14, it is necessary to input a service ID issued by the management server 41 in addition to the user name and password. Input of this service ID is performed by operating the panel of the multi-function device 14 . In addition to the user name and password, a service ID may be recorded on the authentication card 10, and the service ID may be entered using the authentication card 10. FIG.

[Configuration of Management Server 41]
The management server 41 is arranged on the cloud 13 and executes processing for using the document management system 21 from the external multifunction machine 14 . The management server 41 includes a service management table 41a, a management control section 41b, a service ID issuing section 41c, and a communication section 41d.

The service management table 41a stores service management information for managing various services of the document management system 21 that can be used outside the company.

FIG. 4 shows an example of the service management table 41a. The service management information includes a service ID (identification), an IP (Internet Protocol) address, and priority information.

The service ID is identification information for identifying various services provided by each function of the document management system 21 . The service ID is identification information different from the user name and password used for user authentication. The data format of the service ID may be, for example, a numeric string, an alphabetic string, or a combination of numerics and alphabetic characters, and the data format is not particularly limited.

By inputting this service ID into the MFP 14, various services provided by each function of the document management system 21 can be used. As described above, various services include, for example, "printing service" and "document distribution service". These services are actually provided by the processing operations of one or more processing servers 52 that implement the document management system 21 .

The IP address is information for connecting to the processing server 52 via the Internet N. FIG. As a failover function of the document management system 21, when a substitute processing server is prepared separately from the current processing server, the IP address and priority of the substitute processing server are set for one service ID. be done. As for the priority, "0" is the highest, followed by "1", "2", and so on.

Returning to FIG. 3, the service ID issuing unit 41c issues a service ID, which is identification information necessary for the user to use the document management system 21 outside the company. When receiving a registration request from the central server 51, the management control unit 41b stores the service ID issued by the service ID issuing unit 41c in the service management table 41a in association with the IP address of the processing server 52 to be registered. .

The communication unit 41 d performs data communication processing between the management server 41 and the document management system 21 and data communication processing between the management server 41 and the multifunction device 23 or 14 .

[Hardware configuration]
FIG. 5 is a block diagram showing an example of the hardware configuration of the central server 51 of the document management system 21. As shown in FIG.

In the document management system 21, the central server 51 exists as an upper control device and controls the entire document management system. The central server 51 includes, for example, a CPU 101, a ROM 102, a RAM 103, a HDD (Hard Disk Drive) 104, a communication I/F 105, and the like.

CPU 101 is a processor that controls the operation of various components. The CPU 101 executes various programs stored in the ROM 102 or the HDD 104 using the RAM 103 as a work area. The service ID storage unit 51f shown in FIG. 3 is provided in the RAM 103 or the HDD 104, for example.

Programs executed by the CPU 101 include an operating system (OS) and a program for executing the processes shown in FIG. The CPU 101 also executes, for example, a basic input/output system (BIOS), which is a program for hardware control.

Some or all of the screen generation unit 51a, the processing setting creation unit 51b, the print setting unit 51c, the authentication setting unit 51d, and the service registration requesting unit 51e shown in FIG. is realized by This program may be stored in a computer-readable recording medium and distributed, or may be downloaded to the central server 51 through a network. A part or all of the screen generation unit 51a, the processing setting creation unit 51b, the print setting unit 51c, the authentication setting unit 51d, and the service registration requesting unit 51e may be implemented by hardware such as an IC (Integrated Circuit). It may be realized as a combination configuration of the software and hardware.

The communication I/F 105 is an interface for communicating with other devices including the processing server 52, and corresponds to the communication unit 51g shown in FIG.

FIG. 6 is a block diagram showing an example of the hardware configuration of the processing server 52 of the document management system 21. As shown in FIG.

In the document management system 21 , the processing server 52 is a server that executes processing corresponding to each function of the document management system 21 under the control of the central server 51 . The processing server 52 includes, for example, a CPU 201, a ROM 202, a RAM 203, an HDD 204, a communication I/F 205, and the like.

CPU 201 is a processor that controls the operation of various components. The CPU 201 executes various programs stored in the ROM 202 or the HDD 204 using the RAM 203 as a work area.

The programs executed by the CPU 201 include an operating system (OS) as well as programs for executing the processes shown in FIGS. 10 and 11. FIG. The CPU 201 also executes, for example, a basic input/output system (BIOS), which is a program for hardware control.

Part or all of the workflow processing unit 52a, the print processing unit 52b, and the authentication unit 52c shown in FIG. 3 are implemented by causing the CPU 201 (computer) to execute a program. This program may be stored in a computer-readable recording medium and distributed, or may be downloaded to the processing server 52 through a network. A part or all of the workflow processing unit 52a, the print processing unit 52b, and the authentication unit 52c may be implemented by hardware such as an IC, or may be implemented as a combination of software and hardware.

A communication I/F 205 is an interface for communicating with other devices including the central server 51 and the multifunction device 23, and corresponds to the communication unit 52d shown in FIG.

The basic hardware configuration of the authentication server 53 and distribution server 54 shown in FIG. 2 is similar to that of the central server 51 and processing server 52 .
The authentication server 53 includes an authentication application program for user authentication. The distribution server 54 includes a distribution application program for performing distribution processing. As described above, the functions of the servers 51 to 54 constituting the document management system 21 may be provided in one server.

FIG. 7 is a block diagram showing an example of the hardware configuration of the MFPs 23 and 14. As shown in FIG.
A multi-function device 23 is a multi-function device installed in the company. A plurality of MFPs 23 are actually installed for each group in the company, as shown in FIG. The multi-function device 14 is an external multi-function device installed at an arbitrary location outside the company and is not managed by the document management system 21 . An arbitrary place outside the company is, for example, a convenience store or a public facility, as shown in FIG. The MFPs 14 installed at these locations are connected to the management server 41 via the Internet N, respectively. The MFPs 23 and 14 basically have the same hardware configuration.

The MFPs 23 and 14 each have an operation unit 300 and a main body 400 .
The operation unit 300 is a part that receives user operations. The operation unit 300 includes, for example, a CPU 301, a ROM 302, a RAM 303, a flash memory 304, a communication interface (hereinafter referred to as communication I/F) 305, a connection interface (hereinafter referred to as connection I/F) 306, an operation panel 307, and the like. .

A CPU 301 is a processor that controls operations of various components in the operation unit 300 . The CPU 301 executes various programs stored in the ROM 302, the flash memory 304, or the like, using the RAM 303 as a work area.

Programs executed by the CPU 301 include an operating system (OS) as well as programs for executing some or all of the processes shown in FIGS. 10 and 11 . The CPU 301 also executes a basic input/output system (BIOS), which is a program for hardware control, for example.

Here, the programs executed by the CPU 301 of the operation unit 300 include a program corresponding to the operation unit 23a shown in FIG. 3, a program corresponding to each function of the function unit 23b, and the like.

The communication I/F 305 is an interface configured to perform wired or wireless communication, for example.

A connection I/F 306 is an interface for communicating with the main body 400 via a communication channel. As a communication path between the operation unit 300 and the main body 400, for example, a USB (Universal Serial Bus) standard communication path can be used. may be used, or a communication path based on another standard may be used.

The operation panel 307 corresponds to the operation unit 23a shown in FIG. Operation panel 307 includes, for example, a touch screen display. A touch screen display incorporates, for example, a flat panel display and a touch panel. A flat panel display is configured by, for example, a liquid crystal display (LCD) or an organic EL (Electro Luminescence) display. A touch panel is configured to detect a contact position, such as a finger, on a flat panel display screen.

The operation panel 307 configured in this way can input various instructions according to the user's operation, and can display various information. The operation panel 307 may be provided with operation buttons such as hardware keys and a display unit such as lamps. Further, the operation panel 307 is provided with a card reading section 307a for reading information on the authentication card 10 shown in FIG.

The main body 400 is configured to operate according to a user's operation (instruction) received by the operation unit 300 . The main body 400 includes, for example, a CPU 401, a ROM 402, a RAM 403, an HDD 404, a communication I/F 405, a connection I/F 406, an engine section 407, and the like.

The CPU 401 is a processor that controls operations of various components within the main body 400 . The CPU 401 executes various programs stored in the ROM 402 or HDD 404 using the RAM 403 as a work area.

Programs executed by the CPU 401 include an operating system (OS) and programs for executing some or all of the processes shown in the sequence diagrams of FIGS. 10 and 11 . The CPU 301 also executes a basic input/output system (BIOS), which is a program for hardware control, for example.

Here, the application programs executed by the CPU 401 of the main body 400 include the document management application 23c. Furthermore, in the case of the external MFP 14, the application programs executed by the CPU 401 include the document management application 14a for external use.

Although FIG. 7 shows the main body 400 as including the HDD 404, the main body 400 may be provided with other storage devices such as an SSD (Solid State Drive).

A communication I/F 405 is an interface configured to perform wired or wireless communication, for example. A connection I/F 406 is an interface for communicating with the operation unit 300 via a communication channel.

The engine unit 407 is hardware that executes processing other than general-purpose information processing and communication for realizing a printer function, a copy function, a scanner function, a facsimile function, and the like. The engine unit 407 includes, for example, a plotter that prints on a sheet material such as paper, a scanner that scans and reads an original, and a facsimile that performs facsimile communication. Furthermore, the engine unit 407 may include specific options such as a finisher for sorting printed sheet materials and an ADF (automatic document feeder) for automatically feeding documents.

In the present embodiment, the operation unit 300 and the main body 400 have been described as operating independently of each other with different operating systems, but the operation unit 300 and the main body 400 are integrally configured and can operate under a single operating system. may work.

In addition, the main body 400 has a housing having the hardware configuration described above, but the operation unit 300 may be realized in a form such as a tablet terminal and attached to the outside of the housing of the main body 400, for example. , may be incorporated in the housing.

10 and 11 may be executed by either of the CPUs 301 and 401. FIG.

Further, for example, communication between the MFP 23 and the processing server 52 and communication between the MFP 23 and the management server 41 may be performed via the communication I/F 305 on the operation unit 300 side, or may be performed on the main body 400 side. communication I/F 405 may be executed.

FIG. 8 is a block diagram showing an example of the hardware configuration of the management server 41. As shown in FIG.
The management server 41 is arranged on the cloud 13 and executes processing for using the document management system 21 from the multifunction machine 14 . The management server 41 is provided with CPU501, ROM502, RAM503, HDD504, communication I/F505, etc., for example.

CPU 501 is a processor that controls the operation of various components. The CPU 501 executes various programs stored in the ROM 502 or HDD 504 using the RAM 503 as a work area. The service management table 41a shown in FIG. 3 is provided in the RAM 503 or the HDD 504, for example.

Programs executed by the CPU 501 include an operating system (OS) as well as programs for executing the processes shown in FIGS. 9 and 10 . The CPU 501 also executes, for example, a basic input/output system (BIOS), which is a program for hardware control.

Part or all of the management control unit 41b and the service ID issuing unit 41c shown in FIG. 3 are realized by causing the CPU 501 (computer) to execute a program. This program may be stored in a computer-readable recording medium and distributed, or may be downloaded to the management server 41 through a network. A part or all of the management control unit 41b and the service ID issuing unit 41c may be implemented by hardware such as an IC (Integrated Circuit), or may be implemented as a combination of software and hardware.

Communication I/F 505 is an interface for communicating with other devices including central server 51 and the like, and corresponds to communication unit 41d shown in FIG.

Next, the operation of this system will be described separately for (a) processing at the time of registration and (b) processing at the time of service provision.

(a) When Registering FIG. 9 is a sequence diagram for explaining the flow of processing when registering in the document management system 21. As shown in FIG.

First, an administrator in Company A accesses the central server 51 of the document management system 21 from the administrator terminal 55 . By operating the administrator terminal 55, a processing server that can be used outside the company is designated from among the plurality of processing servers 52 (processing servers 52-1, 52-2, . . . in FIG. 2) connected to the central server 51. request for registration (step S11). Specifically, for example, one or more services that can be used outside the company are selected from menu screens of various services. As a result, the central server 51 obtains the IP address of the processing server that executes the selected service and sends it to the management server 41 (step S12).
At that time, the central server 51 also acquires the IP addresses of alternative processing servers that execute the same service in case the selected processing server goes down, sets the priority to these, and sends them to the management server 41 . (Steps S13, S14). The administrator may select the alternative processing server.

When the management server 41 receives the IP address and priority information of the processing server 52 from the central server 51, it issues a service ID (step S15). As described above, the service ID is identification information for identifying various services of the document management system 21, and is used when using services outside the company. The management server 41 associates this service ID with the IP address and priority information of the processing server 52 sent from the central server 51, and registers them in the service management table 41a (step S16).

In the service management table 41a shown in FIG. 4, for example, two processing servers with IP addresses "aaa.bbb.ccc.xxx" and "aaa.bbb.ccc.yyy" are associated with service ID "000001". It is The processing server with the IP address "aaa.bbb.ccc.xxx" is given priority "0", and the processing server with IP address "aaa.bbb.ccc.yyy" is given priority "1". .

Also, the management server 41 passes the service ID issued in step S15 to the central server 51 (step S17). After storing the service ID obtained from the management server 41 in the service ID storage unit 51f (step S18), the central server 51 notifies the administrator terminal 55, which is the destination of the registration request (step S19).
The administrator passes the service ID notified from the central server 51 to the user (employee) who uses the document management system 21 outside the company.

(b) At the time of service provision FIGS. 10 and 11 are sequence diagrams for explaining the flow of processing at the time of service provision in the document management system 21. FIG.

Now, it is assumed that the user uses the document management system 21 built in company A from the multi-function device 14 installed at an arbitrary location such as a convenience store. It is assumed that the user (employee) is given in advance a service ID issued by the administrator at the time of registration in (a) above.

First, the user operates the multi-function device 14 to enter a service ID, user name and password (step S21). Specifically, for example, an input screen 80 as shown in FIG. The input screen 80 is provided with a service ID input field 81a, a user name input field 81b, and a password input field 81c. A user operates the operation panel 307 to enter a service ID, a user name, and a password in these entry fields 81a to 81c.

For example, when the user carries the authentication card 10, the service ID, user name, and password recorded in advance on the authentication card 10 can be read through the card reader 307a of the operation panel 307. good.

When the service ID, user name, and password are entered into the multi-function device 14, the external document management application 14a pre-installed in the multi-function device 14 is activated. As a result, the MFP 14 first sends the service ID to the management server 41 to request the IP address of the processing server 52 (step S22).

The management server 41 determines whether the user can use the document management system 21 in company A (step S23). Specifically, the management server 41 confirms whether or not the service ID sent from the MFP 14 is registered in the service management table 41a shown in FIG. As a result, if the service ID has not been registered, the management server 41 returns a signal indicating that the service is not available to the multi-function device 14 (step S24).

When receiving the unusable signal, the multi-function device 14 notifies the user that the document management system 21 cannot be used (step S25). Specifically, for example, a message such as "the document management system cannot be used" or "the service ID is not registered" is displayed on the operation panel 307. FIG.

On the other hand, if the service ID sent from the MFP 14 is registered in the service management table 41a, the management server 41 determines that it can be used, and the processing server 52 corresponding to the service ID from the service management table 41a. (steps S26, 27), and sends the IP address to the multifunction device 14 that is the source of the request (step S28).

If the service ID is associated with the IP addresses of two or more processing servers, the management server 41 sends the IP address of the processing server with the highest priority to the MFP 14 that made the request. .

The multi-function device 14 uses the IP address sent from the management server 41 to identify the processing server 52 to be accessed (step S29), and sends the user name and password to the processing server 52 to request login ( step S30).

In response to this login request, connection processing is executed between the MFP 14 and the processing server 52 (step S31). At that time, the MFP 14 may not be able to connect to the processing server 52 due to some abnormality. When receiving the connection failure notification from the processing server 52 (step S32), the multi-function device 14 re-requests another IP address from the management server 41 (step S33).

The management server 41 selects another processing server 52 in response to this re-request (step S34). Specifically, the management server 41 selects the processing server 52 with the next highest priority from the service management table 41a using the service ID sent from the MFP 14 in step S22. The management server 41 acquires the IP address of the selected processing server 52 from the service management table 41a (step S35), and sends the IP address to the requesting multifunction device 14 (step S36). The multi-function device 14 attempts login again using this IP address (steps S29 and S30).

In this way, if the IP addresses of at least two processing servers (eg, processing servers 52-1 and 52-2) that provide the same service are registered, the active processing server (eg, processing server 52-1) can be registered. is unusable due to some abnormality, the MFP 14 can be connected using an alternative processing server (for example, the processing server 52-2).

When the multi-function device 14 and the processing server 52 are connected, the processing server 52 performs authentication processing using the user name and password sent from the multi-function device 14 at the time of the login request (step S37). Specifically, the processing server 52 provides the user name and password to the authentication server 53 shown in FIG. 3 to request user authentication. User information for authenticating a user who is permitted to use the document management system 21 is stored in the user information storage unit 53a of the authentication server 53 in advance. User information includes at least a password and a username. The authentication server 53 compares the user name and password sent at the time of the login request with the user name and password included in the user information.

If the two match, the authentication server 53 determines that the user is permitted to use the document management system 21 (successful authentication), and returns the result to the processing server 52 . If at least one of the user name and password does not match the user name and password included in the user information, the authentication server 53 determines that the user is not permitted to use the document management system 21 (authentication failure ), and returns the result to the processing server 52 .

Alternatively, the processing server 52 may have the function of the authentication server 53 and the processing server 52 may perform the authentication process.

When receiving the authentication failure notification from the processing server 52 (step S38), the multi-function device 14 informs the user of this (step S39). Specifically, for example, a message such as “user name or password does not match” is displayed on operation panel 307 . Upon receiving this message, the user logs in to the processing server 52 again by re-entering the user name and password into the multi-function device 14 .

If the authentication succeeds, the processing server 52 passes the user name and password used in the authentication process of step S38 to the multi-function device 14 as user authentication information (step S40). The reason why the authentication information of the user is passed to the MFP 14 is that the authentication information may be required when using the service of the document management system 21 . If the user's authentication information (user name and password) is stored on the multifunction device 14 side, it can immediately respond to a request from the document management system 21 . At the time of step S21, the authentication result for the entered user name and password has not been obtained, so these information cannot be treated as user authentication information.

The processing server 52 also sends service use screen information to the multi-function device 14 (step S41). MFP 14 displays a service use screen 90 as shown in FIG. 13 on operation panel 307 based on the service use screen information received from processing server 52 (step S42).

FIG. 13 is a diagram showing an example of a service use screen 90. As shown in FIG.
The service use screen 90 displays a list of available services. Available services are some or all of the functions provided in the document management system 21 . The format of the service use screen 90 can be arbitrarily set by the administrator accessing the management server 41 from the administrator terminal 55 . In addition, the administrator can arbitrarily set the content of services to be arranged on the screen.

On the service use screen 90, a button 91a for selecting "copy" and a button 91b for selecting "FAX", which are basic functions of the multifunction device 14, are set. Note that the basic functions of the multifunction device 14 can be used as a single multifunction device without requiring a service ID.
Further, when the user uses the basic functions (copying, FAX) of the multi-function device 14, the charge for using the basic functions (copying charge, FAX charge) may be charged to the organization to which the user belongs. In this case, the service ID is associated with the organization or user to which the user belongs, and is stored in the service ID storage unit 51f shown in FIG. When the user utilizes the basic functions of the MFP 14 using the service ID, the processing server 52 calculates the usage fee at that time according to a preset calculation formula. The processing server 52 may instruct the central server 51 to charge the calculated usage fee to the group or user corresponding to the service ID in the service ID storage section 51f.

Various services provided by the document management system 21 include, for example, "location-free printing (secure cloud printing service)", "folder distribution", "document distribution to cloud services", "mail distribution", and "PDF data delivery”, etc.

“Location-free printing (secure cloud printing service)” is a service that, for example, stores scanned data in the cloud and prints it through any device. "Folder distribution" is a service that distributes scanned data to a predetermined folder, for example. “Document delivery to cloud service” is a service for document delivery using a cloud service. "E-mail delivery" is a service that attaches a scanned document to an e-mail and delivers the e-mail. "PDF data distribution" is a service that converts data into PDF format and distributes it to a predetermined location. Buttons 91c to 91g for selecting these functions are set on the service use screen 90. FIG.

In this manner, the service use screen 90 for using the service of the document management system 21 is set on the multifunction device 14 outside the company. After that, the user can receive the selected service by selecting the desired service on the service use screen 90 .

That is, when the user presses any one of the buttons 91c to 91g on the service use screen 90 to select an arbitrary service (step S43), the multifunction device 14 requests the processing server 52 for information on the selected service. (step S44). In response to this request, the processing server 52 provides the multi-function device 14 with information on the details of the service content and settings (step S45). The multi-function device 14 displays the details of the service content and information about the settings on the operation panel 307 (step S46).

Here, when the user instructs execution of the service, a service execution signal is sent to the processing server 52 (step S47). The processing server 52 receives the service execution signal and executes processing corresponding to the service (step S48). For example, in the case of a "folder distribution" service, the processing server 52 executes processing such as distributing document data scanned by the multifunction device 14 to a predetermined folder within the company.

Thus, according to this embodiment, the user can use the service of the document management system 21 at any place using any terminal device. That is, normally, the user (employee) can freely use the services of the in-house document management system 21 simply by inputting a user name and a password into the multifunction device 23 . However, the service of the document management system 21 cannot be used even if the user name and password are entered into the external multifunction device 14 .

In this embodiment, the service ID issued by the management server 41 is associated with the IP address of the processing server 52 specified in advance. The address can be acquired, and the user can log in to the processing server 52 having the IP address even from the multi-function device 14 installed at an arbitrary location.

Here, as shown in FIG. 3, the external document management application 14a is installed in the multifunction machine 14 installed at an arbitrary location outside the company, and is equipped with a function that allows access to the management server 41 on the cloud 13. . If such MFPs 14 are installed in various places, the document management system 21 in the company can be widely used by using the service ID.

This service ID is issued by the management server 41 via the central server 51 in the company in response to a registration request from the administrator terminal 55 in the company, as described in FIG. It is sent to Therefore, users outside the company do not know the service ID, and there is no concern that the document management system 21 will be used without permission.

Also, as shown in FIG. 3, if the service ID is recorded in the authentication card 10 carried by the user, the user can easily use the document management system 21 without entering the service ID each time. Furthermore, since the user does not need to remember the service ID, data with high security can be used as the service ID.

(Modification)
In the above-described embodiment, when a service ID is entered into the multifunction device 14, a list of various services is displayed on the operation panel 307 of the multifunction device 14, and the user selects a desired service from the list. However, in most cases, the service used by the user inside the company is also used outside the company. Also, if workflow information that combines a plurality of services is set, there is a high demand for performing data distribution using the same workflow information even outside the company.

Therefore, the service ID is associated with service information set for each user in advance, and when the service ID is input to the multifunction device 14, processing is executed based on the service information corresponding to the service ID. and

Specifically, for example, as shown in FIG. 14, the management server 41 prepares a service management table 41e in which service IDs and service information are associated with each other. The service management table 41e and the service management table 41a shown in FIG. 4 may be combined into one table.

The service information is information that defines the type of service set for each user, and includes a combination of a plurality of services. W1, W2, and W3 in the figure indicate service information, such as "location-free printing (secure cloud printing service)", "folder delivery", and "document delivery to cloud service" shown in FIG.

Service information is given to the management server 41 from the administrator terminal 55 via the central server 51 . When the management server 41 issues the service ID, it associates the service ID with the service information and registers it in the service management table 41e.

The contents of this service management table 41 e are provided to the processing server 52 via the central server 51 . As a result, when the processing server 52 is accessed using the service ID from the multifunction device 14 outside the company, the service information corresponding to the service ID can be retrieved without the need for the service selection shown in step S43 of FIG. Processing can be performed. Further, if the workflow information defines the processing when a plurality of services are combined as service information, the workflow processing unit 52a of the processing server 52 shown in FIG. can be processed.

Further, in the present embodiment, the multifunction device 14 is used as a device for inputting images (generating image data) and outputting images. It need not be machine 14. For example, it may be a teleconference terminal, an electronic blackboard, a projector, or a digital signage. Furthermore, a mobile terminal such as a smart phone may be used. In short, if the device can be connected to the management server 41 arranged in the cloud 13, by installing the external document management application 14a, it is possible to receive various services from outside the company using the document management system 21. It is possible.

It should be noted that although several embodiments of the invention have been described, these embodiments are provided by way of example and are not intended to limit the scope of the invention. These novel embodiments can be implemented in various other forms, and various omissions, replacements, and modifications can be made without departing from the scope of the invention. These embodiments and modifications thereof are included in the scope and gist of the invention, and are included in the scope of the invention described in the claims and equivalents thereof.

11 In-house network system 13 Cloud 14 MFP 21 Document management system 22 File server 23 MFP 41 Management server 14a External document management application 23a Operation unit 23b Function unit 23c Document management application 23d Communication unit 41a Service management table 41b Management control unit 41c Service ID issuing unit 41d Communication unit 41e Service management table 51 Central server 52... processing server, 53... authentication server, 54... distribution server, 51a... screen generation unit, 51b... processing setting creation unit, 51c... print setting unit, 51d... authentication setting unit, 51e... service registration requesting unit, 51f... service ID storage unit 51g communication unit 52a workflow processing unit 52b print processing unit 52c authentication unit 52d communication unit 53a user information storage unit 53b user authentication function unit 53c communication unit.

JP 2008-104143 A JP-A-2002-032205

Claims (9)

A document management system comprising a plurality of first servers,
Registration in which the address information of the server designated among the first servers is registered in the second server in association with the identification information for using the service related to document management provided by the processing operation of the server. means and
When the terminal device acquires the address information corresponding to the identification information from the second server and requests a login, the terminal device is connected to the designated server and executes processing of the server. comprising means and
the identification information is issued by the second server;
Document management system. A document management system comprising a plurality of first servers,
Registration in which the address information of the server designated among the first servers is registered in the second server in association with the identification information for using the service related to document management provided by the processing operation of the server. means and
When the terminal device acquires the address information corresponding to the identification information from the second server and requests a login, the terminal device is connected to the designated server and executes processing of the server. comprising means and
The processing execution means is
displaying on the terminal device a list of a plurality of services that can be provided by the processing of the designated server, and executing processing corresponding to the service selected from the list;
Document management system. A document management system comprising a plurality of first servers,
Registration in which the address information of the server designated among the first servers is registered in the second server in association with the identification information for using the service related to document management provided by the processing operation of the server. means and
When the terminal device acquires the address information corresponding to the identification information from the second server and requests a login, the terminal device is connected to the designated server and executes processing of the server. comprising means and
The identification information is associated with a combination of a plurality of preset services and workflow information that defines a processing procedure for these services,
The processing execution means is
executing processing corresponding to the plurality of services associated with the identification information according to the workflow information;
Document management system. A document management system comprising a plurality of first servers,
Registration in which the address information of the server designated among the first servers is registered in the second server in association with the identification information for using the service related to document management provided by the processing operation of the server. means and
When the terminal device acquires the address information corresponding to the identification information from the second server and requests a login, the terminal device is connected to the designated server and executes processing of the server. comprising means and
The terminal device is
If it is not possible to connect to the specified server, obtain the address information of the server registered as a substitute from the second server and request login again.
Document management system. 5. The document management system according to any one of claims 1 to 4 , wherein said terminal device includes a multifunction device having at least one of scanner function, printer function and facsimile function. A management method executed by a document management system comprising a plurality of first servers, comprising:
a step of registering address information of a server designated among the first servers in the second server in association with identification information for using services related to document management provided by the processing operation of the server; When,
connecting the terminal device to the designated server and executing processing of the server when the terminal device acquires the address information corresponding to the identification information from the second server and requests a login; has
the identification information is issued by the second server;
Management method. A management method executed by a document management system comprising a plurality of first servers, comprising:
a step of registering address information of a server designated among the first servers in the second server in association with identification information for using services related to document management provided by the processing operation of the server; When,
connecting the terminal device to the designated server and executing processing of the server when the terminal device acquires the address information corresponding to the identification information from the second server and requests a login; has
The performing steps include:
displaying on the terminal device a list of a plurality of services that can be provided by the processing of the designated server, and executing processing corresponding to the service selected from the list;
Management method. A management method executed by a document management system comprising a plurality of first servers, comprising:
a step of registering address information of a server designated among the first servers in the second server in association with identification information for using services related to document management provided by the processing operation of the server; When,
connecting the terminal device to the designated server and executing processing of the server when the terminal device acquires the address information corresponding to the identification information from the second server and requests a login; has
The identification information is associated with a combination of a plurality of preset services and workflow information that defines a processing procedure for these services,
The performing steps include:
executing processing corresponding to the plurality of services associated with the identification information according to the workflow information;
Management method. A management method executed by a document management system comprising a plurality of first servers, comprising:
a step of registering address information of a server designated among the first servers in the second server in association with identification information for using services related to document management provided by the processing operation of the server; When,
connecting the terminal device to the designated server and executing processing of the server when the terminal device acquires the address information corresponding to the identification information from the second server and requests a login; has
The terminal device is
If it is not possible to connect to the specified server, obtain the address information of the server registered as a substitute from the second server and request login again;
Management method.

Images