JPH04320132A - Automatic document distribution processor - Google Patents

Abstract

PURPOSE:To automate a series of jobs such as retrieval of an object file at a desired time and distribution of result of the retrieval. CONSTITUTION:The processing unit is provided with a storage means 11 storing a document file and buffers 4-9 storing a distribution condition such as a distribution time, a destination and retrieval information with respect to a file as a retrieval attribute of an object file. A distribution controller 1 references a time management buffer 4 to extract a retrieval number whose distribution time reaches in several preceding minutes after a current time and commands the start of retrieval and distribution processing based on the retrieval number. A retrieval device 10 retrieves the object file via a retrieval attribute based on a retrieval start command, the result is processed by a file generator 12 as a retrieval result file and a document file not processed is sent to a mail generator 13. When the distribution time comes, the mail generator 13 adds destination information to the result of the retrieval and the result is transferred to the user from an electronic mail device 14.

Description

[Detailed description of the invention]

0001

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to an electronic file device capable of title modification and printing processing based on file name search results, and more particularly to an automatic document distribution processing device capable of automatically distributing search results by e-mail.

0002

2. Description of the Related Art Conventional electronic file devices include, for example, as disclosed in Japanese Patent Application Laid-open No. 173162/1983.
The result of a file search is saved as file management information in a "document box", and document processing such as searching, deletion, title modification, printing, etc. can be performed on this "document box". When a large number of files come up as search results, complex processing is performed based on the results, such as deleting unnecessary files and modifying titles if necessary. When a file required by a user is to be transferred by e-mail, after the above processing is performed, the operator sets the file in the e-mail device again and transfers it to the user.

0003

By the way, in order for a user to obtain a file when needed, the user must have the search results set in the e-mail device in accordance with the distribution time, and an operator is required for this purpose. Particularly in document processing where files are distributed regularly or irregularly, the operator must manage the distribution date and time and distribution destination information registered in advance, making it difficult to perform this type of office work efficiently. There wasn't. As described above, document processing using conventional devices not only cannot automatically perform processing after storing information in a document box, but also cannot support periodic processing. Ta. An object of the present invention is to provide an automatic document distribution processing device that can automatically perform a series of operations such as searching for a target file at a desired time and distributing search results.

0004

[Means for Solving the Problems] In order to achieve the above object, the automatic document distribution processing device of the present invention provides a document automatic distribution processing device that includes a storage means for accumulating document files. , a storage means for storing distribution conditions such as search information as a search attribute of a target file, and a control means for detecting that the distribution time has been reached and instructing a search start and distribution processing in relation to the distribution time. , a search means for searching for a target file via the search attributes based on the search start command, and an e-mail means for transmitting the search results to a destination based on the destination information at the distribution time.

[0005]

[Operation] Based on the search attributes of the target file to be searched stored in advance in the storage means, a search start command is output to the search means in relation to the distribution time of the target file detected by the control means. The search means searches for the target file from the storage means via the search attributes and sends the search results to the e-mail means. The e-mail means sends the search results to the destination at the distribution time detected by the control means. Therefore, according to the present invention, by registering document information and distribution time in advance, documents and lists are automatically distributed when necessary, eliminating the need to create documents and lists, improving office efficiency. be done.

[0006]

Embodiments Hereinafter, embodiments of the present invention will be described with reference to the drawings. FIG. 1 is a block diagram showing the configuration of the present invention. The distribution control device 1 has a search information setting function, a calendar function, and a management function for controlling the devices that constitute this system. This distribution control device 1 uses a settings window displayed on a display device 3 and will be described later to input search target file names for document distribution processing through an input device 2, search expressions, distribution times, distribution destination information, etc. The distribution conditions are written and set in each buffer with a search number attached, and based on the set distribution conditions, the search device 10,
The mail generation device 13 operates the file generation device 12 and notifies the mail generation device 13 that the distribution time of the file created by the device has arrived.
Notify. That is, the distribution control device 1 constantly refers to the time management buffer 4 based on the built-in calendar function,
A search and distribution processing program is activated in relation to the distribution time to sequentially read search numbers from the time management buffer 4, and a command for executing this is output to each device. Note that the calendar function of the distribution control device constitutes means for detecting the distribution time.

The input device 2 inputs information for each search number using a keyboard or mouse on the distribution information input screen displayed on the settings window 20, and by pressing the settings button on the settings window 20, the distribution control device writes each information to the buffer that manages it, and the settings for one search are completed. Similarly, input and set the information for the next search number. The display device 3 is composed of a bitmap display screen in which 1 dot on the screen corresponds to 1 bit in memory, and it displays settings windows, search results, created file display windows, etc. necessary for automatic document distribution processing. It has various windows.

As shown in FIG. 2, the settings window 20 includes a search number 21 and a search target file name 2 as setting items.
2. A search formula 23, search result file name 24, address name (destination) 25, time 26, and editing conditions 27 are provided, and after inputting each item, the setting button 28 is designated with the mouse. When the setting button 28 is pressed, the distribution control device 1 performs recognition processing based on the input information, and if it is recognized, the input data is written to each buffer. In the illustrated example, a patent file is designated as a search target file with a search number (#=1) regarding the search process, and it is defined that this patent file is to be searched using the search formula "XXXX". Regarding the processing of search results, the name of the file that describes the search result list is specified as "abc", and this file "abc" is specified as "○" at address "xyz".
"○" group is registered to be shipped every Wednesday at 10am.

Each of the buffers described above constitutes means for storing the search attributes of the target file to be searched, and the functions of the buffers will be explained. The time management buffer 4 is
This is a buffer that stores the time of regular distribution, and the distribution date and time is registered in correspondence with the search number. The search target file name management buffer 5 is a buffer that stores specified search target file names in correspondence with search numbers. The search condition management buffer 6 stores, for example, IPC, publication date, etc. as conditions for extracting desired information from the search target file.
This is a buffer that stores search formulas with applicant etc. as a factor in correspondence with search numbers.

[0010] The search result file name management buffer 7 is a buffer that stores a file name used when writing a document list of search results in a pre-specified file in association with a search number. The editing condition management buffer 8 is a buffer that stores editing conditions for adding group names, times, etc. to search result files in correspondence with search numbers. The address management buffer 9 is a buffer that stores addresses of mail forwarding destinations in correspondence with search numbers.

The search device 10 constitutes a search means for searching for a target file via search attributes based on a search start command using a search number from the distribution control device 1. The search program is activated by the command, and Based on the search number, the specified search target file name is retrieved by referring to the search target file name management buffer 5, and a search for this file is started. That is, the search device 10 retrieves a search formula corresponding to the search number from the search condition buffer 6, operates the electronic file storage device 11 based on this search formula, searches for a desired document, and generates a file from this search result. to the device 12. Here, the search formula defines which keywords are used to search.For example, in the case of patent documents, it is defined by specifying the IPC classification, four law types such as patent and practical, and the period of publication (public notice date, publication date, etc.) has been done.

The electronic file storage device 11 constitutes a storage means in which document files are stored, and documents to be searched are stored in advance in a classified file format along with management information, and the electronic file storage device 11 stores documents in advance in a classified file format along with management information. The extraction operation is started, and the document information of the file name corresponding to the specified file name or keyword is extracted from the set search target file, for example, a patent document file, and is output to the search device 10. By the way, the electronic file storage device 11
In order to efficiently use the accumulated information,
For example, the documents are filed separately into patent documents, non-patent technical documents, general office documents, etc., and each file is given a name so that each file can be accessed individually. The user specifies which field of information is to be searched for by the name of the file to be searched.

The file generation device 12 is the distribution control device 1
The file generation program is started at the timing of the end of the search, and a search result file is created in which the search results sent from the search device 10 are written into a file based on the file name read from the file name management buffer. is created and sent to the mail generation device 13. Further, if the search result is a document file, the document file is sent to the mail generation device 13. Here, the search result is when the search target file is a patent file, for example, the International Patent Classification (
These are bibliographic information such as the patent (registration) number, patent (registration) date, publication number, publication date, applicant, etc. of the patent document searched by IPC) and the patent document (document information) that was the search target.

Therefore, in the file generation device 12, when the search result is bibliographic information, the bibliographic information of the searched patent document from the search device 10 is added to the file name taken out from the search result file name management buffer 7, for example, the file abc "abc". is written, and a search result file consisting of the list shown in FIG. 3 is created. If the search result is document information, it is sent as is to the mail generation device 13, so no search result file is created. Furthermore, in the case of bibliographic information services, when preset editing conditions are met, for example, when a file destination is specified by a group name, a search result file is created with this group name attached. here,
The distribution control device 1 and the file generation device 12 constitute a control means that issues a search command in relation to the distribution time of the target file written in the time management buffer 4 and performs the distribution process of the target file at the detected distribution time. are doing.

The mail generation device 13 refers to the address management buffer 9 and extracts the address (destination) name of the destination corresponding to the search number, and based on this address name and the search result file or document file from the file generation device 12. A mail is created at the time, and this mail is transferred to the e-mail device 14 at the distribution time instructed by the distribution control device 1. The e-mail device 14 receives a search result file or a document file from the mail generation device 13, and transfers the file to a destination defined by an address name. Here, the mail generation device 13 and the e-mail device 14 constitute e-mail means that transmits the search results to the destination based on the destination information at the distribution time.

Next, the document distribution process will be explained with reference to FIG. First, the user opens a settings window on the display device, enters each setting item from the input device to create the search list shown in Figure 2 (step S1), and also enters the distribution date and time of the search information. (Step S2). The distribution control device reads the distribution time of the day and the current time from the time management buffer based on the internally stored search number (
Steps S3 to S5), it is determined whether the set distribution time is a minute before the current time, for example, 1 to 2 minutes (set value) before (hereinafter referred to as "search start time") (step S6). The processing of steps S4 to S6 is realized by a built-in calendar function. If it is not the search start time for a certain search number, the next search number is checked. That is, in step S6, if it is determined that it is not the search start time, the search number is incremented by one (step S7).
Then, the distribution time of the next search number is checked in steps S4 to S6.

On the other hand, in step S6, when a certain search number reaches the search start time, the search device reads the search conditions and the search target file name from the search condition management buffer and the search target file name management buffer (steps S8, S
9) Start searching for the designated search target file defined in the search list (step S10). Then, the document information and bibliographic information retrieved for each search number are transmitted to the file generation device. The file generation device determines whether the search result is a document file or data such as bibliographic items of the document (step 11), and if it is a document file, it is sent directly to the mail generation device (step 13). On the other hand, if the search result is data such as bibliographic items of documents, a file with a search result file name prepared for each search number is read out, and the data such as bibliographic items of the searched document is stored in this file. is written to create a search result file (step S12). Here, if there are editing conditions, the file is processed (step S13). For example, editing is performed such as changing the file transfer destination to an individual or group, writing the department name and file name together, and adding the distribution date and time. This editing process is performed in step S.
It can be configured either before or after 12.

[0018] When file processing such as editing is completed, the search result file is sent from the file generation device to the mail generation device, the corresponding destination address (destination) is read from the address name management buffer, and mail creation processing is performed. (Step 13). After writing the email forwarding address in the search results (step S1), the email generating device writes the email forwarding address in the search results.
3) Send to the e-mail device (step S14). In order to perform the next search process, the search number is incremented by one and the processes of steps S4 to S14 are performed again. Note that in this embodiment, the next search process starts after the file is sent to the e-mail device, but the configuration is such that the next process starts when the file and e-mail address are input into the mail generation device. You can also do that. Furthermore, the system can be configured such that the electronic mail device finishes the automatic distribution process for the document after sending it, and then causes the email to be returned to the sender if the document does not reach the recipient.

[0019] The receiving side looks at a regularly sent list in which bibliographic items of documents are described, accesses the electronic file storage device as necessary, and requests printing of the contents of the document. For example, assume that an electronic file contains a large amount of patent information, and that information is updated by a person in charge once a month. In response to this patent information, developers would like to be able to obtain patent information in their field of responsibility every month. In this case, the user can set a fixed date every month and register in advance a search formula suitable for the field in question and the address name of the person in charge of development, so that the latest patent information can be sent to the person in charge of development on a regular basis. Sent.

[0020] In this embodiment, the document distribution process is performed periodically so that the documents are distributed on a predetermined date and time, but for example, the distribution date and time can be specified and the document distribution process can be set irregularly so that the document distribution process is performed only at that time. It is also possible. In addition, this embodiment has an editing function that adds information such as the file name and the department name of the distribution destination when generating a file based on the search results, but the automatic document distribution processing device is configured without this function. You can also.

[0021]

[Effects of the Invention] As described above, according to the present invention, by registering document information and distribution time in advance, documents and lists thereof are automatically distributed when necessary. This eliminates the need to create documents, improving office efficiency.

[Brief explanation of drawings]

FIG. 1 is a block diagram showing the basic configuration of the present invention.

FIG. 2 is a diagram showing an example of a display screen of a settings window.

FIG. 3 is a diagram illustrating an example of target files of search results.

FIG. 4 is a flowchart of document distribution processing from creation of a search list to file search.

FIG. 5 is a flowchart of document distribution processing from file search to sending search results to an e-mail device.

[Explanation of symbols]

1 Distribution control device 2 Input device 3 Display device 4 Time management buffer 5 Search target file name management buffer 6 Search condition management buffer 7 Search result file name management buffer 8 Edit condition management buffer 9 Address name management buffer 10 Search device 11 Electronic file storage Device 12 File generation device 13 Mail generation device 14 E-mail device

Claims (1)

[Claims] 1. A file device comprising a storage means for accumulating document files, comprising: a storage means for storing distribution conditions such as distribution time, destination, search information, etc. for the file as a search attribute of a target file to be searched; , a control means for detecting that the distribution time has been reached and instructing to start searching for the target file in relation to the distribution time; and searching for the target file via the search attribute based on the search start command. An automatic document distribution processing device comprising a search means and an e-mail means for transmitting the search result to a destination based on the destination information at the distribution time.