Document management system, document management method, print receiving device

Abstract

A document management system, a document management method, and a print acceptance device are provided. The document management system has a processor that accepts print data for a document to be printed from a user. When other users belonging to a pre-determined group receive a print request for the document, the processor sends document confirmation information, which serves as information to identify the document, to the other users. Based on the document confirmation information sent from the print device when other users print the document using the print device according to the document confirmation information, and the user confirmation information identifying the other users, the number of other users who have printed the document is calculated.

Description

Technical Field

[0001] This invention relates to a document management system, a document management method, a print acceptance device, a document management device, a print control device, a print system, and a computer-readable medium. Background Technology

[0002] There has long been a method of controlling the execution of document printing jobs by identifying document information such as QR codes (registered trademarks).

[0003] Japanese Patent Application Publication No. 2014-13983 discloses a comprehensive security system for a digital multifunction printer to send job history information generated during job execution to a job history information verification server. In this system, the job history information verification server performs keyword filtering and saves the job history information containing image data determination information together with job execution control information. The digital multifunction printer receives the user's job execution instruction, reads the paper media embedding information from the image data, and obtains the image data determination information. It then sends the image data determination information to the job history information verification server and receives the corresponding image data job execution control information. The job execution is controlled based on this job execution control information.

[0004] When other users download and print a document uploaded by another user, they sometimes want to know how many people have printed that document. For example, a user could use the number of people who printed the document to determine how many other users in a predefined group have printed it.

[0005] However, while the printing history can reveal how many times the document was printed, it is difficult to determine the number of people who printed it. Summary of the Invention

[0006] The purpose of this invention is to provide a document management system that allows for the tracking and flexible use of the number of people who have printed documents, compared to situations where the number of people who have not printed documents is unknown.

[0007] According to a first aspect of the present invention, a document management system is provided, wherein the document management system has a processor that accepts printing data of a document to be printed sent from a user, and when the processor receives a printing request for the document from other users belonging to a predetermined group, the processor sends document determination information as information for determining the document to the other users, and the processor calculates the number of other users who have printed the document based on the document determination information sent from the printing device when other users print the document using the printing device according to the document determination information and the user determination information for determining other users.

[0008] According to a second aspect of the present invention, the processor sends the user determination information together with the document determination information to other users.

[0009] According to a third aspect of the present invention, when the processor receives the print data from one user, it pre-generates the document confirmation information and the user confirmation information to be sent to other users.

[0010] According to a fourth aspect of the invention, the processor notifies other users who no longer belong to the group of information related to printing the document.

[0011] According to a fifth aspect of the present invention, the processor sends print setting information, along with document determination information and user determination information, to other users. The print setting information is information on the print settings of the document set by other users.

[0012] According to a sixth aspect of the present invention, the processor obtains the user confirmation information after another user has printed the document using a printing device.

[0013] According to a seventh aspect of the present invention, the processor sets the user determination information to be an account of electronic currency used by other users.

[0014] According to the eighth aspect of the invention, the processor notifies a user of information related to the number of other users who have printed the document.

[0015] According to a ninth aspect of the invention, the processor sends a print completion notification to a user as a notification that printing is complete, based on the number of other users who have printed the document, when all other users belonging to the group have printed the document.

[0016] According to a 10th aspect of the invention, the processor considers the increase or decrease in the number of other users belonging to the group when sending the print completion notification.

[0017] According to the eleventh aspect of the invention, when the processor has a time limit for printing the document, it sends a reminder notification as a reminder to other users who have not yet printed the document, based on that time limit.

[0018] According to a 12th aspect of the invention, the processor receives a request for extension of the period from another user, and extends the period when the extension is approved.

[0019] According to a 13th aspect of the present invention, when the processor sends the reminder notification, it sends a deletion notification as a notification to delete the document according to the time limit, and when it receives a request to deny the deletion of the document, it does not delete the document.

[0020] According to a 14th aspect of the present invention, a print acceptance device is provided, wherein the print acceptance device has a processor that accepts print data of a document to be printed sent from a user, and when a print request for the document is accepted by other users belonging to a predetermined group, generates a code and sends the code to the other users, wherein the code contains document determination information, which is used to determine the number of other users who have printed the document, and user determination information, which determines the other users.

[0021] According to a 15th aspect of the present invention, a document management device is provided, wherein the document management device has a processor that stores printing data of a document to be printed sent from a user, the processor generating document determination information as information for determining the document when a printing request for the document is received from another user belonging to a predetermined group, the processor calculating the number of other users who have printed the document based on the document determination information sent from the printing device when other users print the document using the printing device according to the document determination information and user determination information for determining other users.

[0022] According to a 16th aspect of the present invention, a print control device is provided, wherein the processor obtains document determination information and user determination information, the document determination information being information about a document sent by a user to be printed, and the user determination information being information about other users printing; the processor obtains print data of the document from a print management device that manages the print data based on the document determination information; and when other users print the document based on the print data, the processor sends the document determination information and the user determination information to the print management device to determine the number of other users who printed the document.

[0023] According to a 17th aspect of the present invention, the processor obtains the document determination information and the user determination information by reading a QR code containing the document determination information and the user determination information.

[0024] According to an 18th aspect of the present invention, a printing system is provided, comprising: a printing device for printing documents; and a document management system for managing the printing data of the documents, the document management system having a processor that receives printing data of a document to be printed from a user, the processor sending document determination information as information for determining the document to other users when a request to print the document is received from other users belonging to a predetermined group, the processor calculating the number of other users who have printed the document based on the document determination information sent from the printing device when other users print the document using the printing device according to the document determination information and the user determination information for determining other users.

[0025] According to a 19th aspect of the present invention, a computer-readable medium is provided, which stores a program for causing a computer to perform processing, wherein the processing includes the following steps: an acceptance step, accepting printing data of a document to be printed sent from a user; a sending step, sending document determination information as information for determining the document to other users when other users belonging to a predetermined group accept a request to print the document; and a calculation step, calculating the number of other users who have printed the document based on the document determination information sent from the printing device when other users print the document using the printing device according to the document determination information, the document determination information, and user determination information for determining other users.

[0026] According to a 20th aspect of the present invention, a document management method is provided, comprising: an acceptance step, accepting printing data of a document to be printed sent from a user; a sending step, when a request to print the document is accepted by other users belonging to a predetermined group, sending document determination information as information for determining the document to the other users; and a calculation step, calculating the number of other users who have printed the document based on the document determination information sent from the printing device when other users print the document using the printing device according to the document determination information, the document determination information, and user determination information for determining other users.

[0027] (Effect)

[0028] According to the first scheme, a document management system can be provided that allows for the tracking and flexible use of the number of people who printed documents, compared to situations where the number of people who printed documents is unknown.

[0029] According to the second scheme, identifying other users becomes much easier.

[0030] According to the third scheme, the time from requesting printing from other users to displaying the code required for printing can be shortened.

[0031] According to the fourth scheme, it is also possible to notify users who no longer belong to the group of the existence of the print file.

[0032] According to the fifth scheme, other users do not need to make print settings on the print settings screen of the printing device.

[0033] According to the sixth scheme, the user who printed can be identified.

[0034] According to the seventh scheme, the printing device does not require a code reading function.

[0035] According to the eighth scheme, a single user can determine the number of other users who have printed, etc.

[0036] According to the ninth scheme, it is possible for one user to confirm that all other users have printed.

[0037] According to the 10th scheme, even if the number of users in the group increases or decreases, a print completion notification can still be sent.

[0038] According to the 11th scheme, it is easy to enable all personnel of other users to complete the printing within the time limit.

[0039] According to the 12th solution, it is possible to help other users who are unable to print within the time limit.

[0040] According to the 13th solution, the capacity shortage of storage devices such as those storing document files can be suppressed.

[0041] According to the 14th scheme, a print acceptance device capable of generating a code containing document identification information and user identification information required to determine the number of people who have printed the document file can be provided.

[0042] According to the 15th solution, a document management device can be provided that allows for the identification and flexible use of the number of people who have printed documents, compared to situations where the number of people who have printed documents is unknown.

[0043] According to the 16th scheme, a print control device can be provided that can send document identification information and user identification information, which are required to determine the number of people who have printed the document files, to the print management device.

[0044] According to the 17th scheme, document confirmation information and user confirmation information can be exchanged simply by covering the QR code on the code reader.

[0045] According to the 18th solution, a printing system can be provided that allows for the determination and flexible use of the number of people who have printed documents, compared to situations where the number of people who have printed documents is unknown.

[0046] According to the 19th scheme, a computer can be used to determine the number of people who printed documents and to make flexible use of that information, compared to not knowing the number of people who printed documents.

[0047] According to the 20th scheme, a document management method can be provided that allows for the identification and flexible use of the number of people who printed the document files, compared to situations where the number of people who printed the document files is unknown. Attached Figure Description

[0048] Figure 1 This is a diagram illustrating an example of the structure of the printing system in this embodiment.

[0049] Figure 2 This is a diagram illustrating an example of the hardware structure of an image forming apparatus.

[0050] Figure 3 It is a diagram showing the general operation of the printing system.

[0051] Figure 4 This is a block diagram illustrating the functional structure of a printing system.

[0052] Figure 5 This is a flowchart illustrating the operation of the printing system.

[0053] Figure 6 It is a timing diagram illustrating the operation of the printing system.

[0054] Figure 7 (a) to (b) are diagrams showing the data structure of the data registered in the document file information database and the print record database. Detailed Implementation

[0055] <Overall Description of Printing System 1>

[0056] Figure 1 This is a diagram showing an example of the structure of the printing system 1 in this embodiment.

[0057] The printing system 1 shown in the figure is constructed by connecting a terminal device 10 held by user A, terminal devices 20a, 20b, and 20c held by multiple users B, a document management system 30 for managing documents, and an image forming device 40 for printing documents via a network 50.

[0058] In addition, Figure 1The diagram shows three terminal devices 20, but the number can be any. Furthermore, hereinafter, without distinguishing between terminal devices 20a, 20b, and 20c, it will sometimes be referred to simply as terminal device 20. Additionally, here, "document" refers to an electronic document obtained by digitizing text and image information. This electronic document is only required to be processed by terminal device 10, terminal device 20, document management system 30, and image forming apparatus 40; its format and data structure are not particularly limited.

[0059] According to the instructions of user A, terminal device 10 uploads the document file printed by image forming device 40 to document management system 30.

[0060] Terminal device 20 is a device for user B to issue printing instructions for a document printed by image forming apparatus 40.

[0061] Terminal devices 10 and 20 are, for example, general-purpose personal computers (PCs), mobile computers, mobile phones, smartphones, tablets, and other computer devices. Furthermore, terminal devices 10 and 20, under the management of an OS (Operating System), enable various application software to perform document uploading and printing instructions.

[0062] The document management system 30 manages document files, which are examples of document printing data. The document management system 30 is a computer system that manages the printing system 1 as a whole. In this embodiment, the document management system 30 is configured to include a robot server 30a and a file server 30b.

[0063] The robot server 30a is a server computer used by the robot. The robot has an SNS (Social Networking Service) account, and when a document file is sent to this SNS account, the robot receives the document file. In other words, the robot server 30a functions as an example of a document file receiving and printing device.

[0064] File server 30b is a server computer that stores documents. File server 30b stores and manages the document files received by robot server 30a. That is, file server 30b functions as an example of a document management device for managing document files.

[0065] Terminal device 10, terminal device 20, and document management system 30 each have a CPU (Central Processing Unit) as a computing unit, main memory as a storage unit, and storage devices such as HDD (Hard Disk Drive) and SSD (Solid State Drive). Here, the CPU is an example of a processor that executes various software such as OS (operating system) or application software. Furthermore, the main memory is a storage area that stores various software or data used during software execution, and the main memory is a storage area that stores input data to or output data from various software.

[0066] Furthermore, the terminal device 10, terminal device 20, and document management system 30 have a communication interface (hereinafter referred to as "communication I / F") for communicating with the outside world, a display mechanism consisting of a video memory and a display, and input devices such as a keyboard, mouse, and touch panel.

[0067] The image forming apparatus 40 is an example of a printing apparatus for printing documents. It is an apparatus with printing function that forms an image on a recording medium such as paper and outputs it as a printed document. In addition to the printing function, the image forming apparatus 40 may also have other image processing functions such as scanning and faxing functions.

[0068] Figure 2 This is a diagram showing an example of the hardware structure of the image forming apparatus 40.

[0069] As shown in the figure, the image forming apparatus 40 includes a CPU 41, RAM (Random Access Memory) 42, ROM (Read Only Memory) 43, a memory 44, an operation panel 45, an image reading unit 46, an image forming unit 47, a QR code reader 48, and a communication I / F 49. Furthermore, they exchange the required data via bus B.

[0070] CPU 41 implements the functions described later by loading various programs stored in ROM 43 and other memory into RAM 42 and executing them.

[0071] RAM 42 is a memory used as working memory for CPU 41, etc.

[0072] ROM 43 is a memory that stores various programs executed by CPU 41.

[0073] The memory 44 is an HDD or SSD, which stores image information read by the image reading unit 46 or image information used in image formation in the image forming unit 47.

[0074] The operation panel 45 is, for example, a touch panel for displaying various information or receiving user input. When the operation panel 45 is a touch panel, it includes a display unit such as a liquid crystal panel that displays content (information content) as an image in a predetermined area. Furthermore, it has the function of detecting the position of contact between a finger, stylus, or other contact object and the liquid crystal panel. In this embodiment, the touch panel is not particularly limited, and various types of touch panels, such as resistive film touch panels and capacitive touch panels, can be used.

[0075] The image reading unit 46 reads the image recorded on the original. The image reading unit 46 is, for example, a scanner, which uses a CCD method where the reflected light from the light source is reduced by a lens and received by a CCD (Charge Coupled Device), or a CIS method where the reflected light from the LED light source is received by a CIS (Contact Image Sensor).

[0076] The image forming unit 47 is an example of a printing mechanism that forms an image on a recording medium. Here, the image forming unit 47l is, for example, a printer that can use an electrophotographic method to form an image by transferring toner attached to a photosensitive material onto a recording medium such as paper, or an inkjet printer that forms an image by ejecting ink onto a recording medium.

[0077] QR code reader 48 is a device that optically reads a QR code by covering it. The QR code reader 48 includes, for example, a light source such as an LED, a lens, and a CCD (Charge Coupled Device) image sensor. Light is shone from the light source onto the QR code, and the reflected light from the QR code is imaged by the lens. The formed optical image is then photoelectrically converted by the CCD image sensor. The QR code is then read based on the analog image signal output from the CCD image sensor.

[0078] Communication I / F49 transmits and receives various types of information with other devices via network 50.

[0079] Network 50 is a communication unit used for information communication between terminal device 10, terminal device 20, document management system 30, and image forming apparatus 40, such as the Internet, LAN (Local Area Network), or WAN (Wide Area Network). Both wired and wireless communication lines can be used in combination for information communication. Furthermore, terminal device 10, terminal device 20, and document management system 30 can also be connected via multiple networks and communication lines using relay devices such as gateway devices and routers.

[0080] <Brief Description of the Operation of Printing System 1>

[0081] Figure 3 This is a diagram illustrating the general operation of printing system 1.

[0082] User A and User B belong to the same SNS group, for example. Furthermore, User A operates terminal device 10 to upload document files to document management system 30 (1A). This "group" is a collection of users. Its form is not limited to this. For example, a department of a company can be considered a group. Additionally, a grade level of a school can be considered a group. Furthermore, User A is an example of a single user. And User B is an example of another user belonging to a pre-determined group. User B belongs to the same group as User A and is a user within that group other than User A. Moreover, within the same group, any user can be User A.

[0083] The document file is received by the robot server 30a of the document management system 30 and stored by the file server 30b (1B).

[0084] Multiple users B can each use the image forming apparatus 40 to print the document. The image forming apparatus 40 is, for example, a device installed in a convenience store or similar establishment that allows printing by paying a pre-set fee.

[0085] At this time, when user B operates terminal device 20 and makes a print request, he sends determination information (1C) from file server 30b as information to identify the user or document, as the information required for printing.

[0086] Then, user B passes this determination information to image forming apparatus 40 (1D). In image forming apparatus 40, a document file is obtained from file server 30b based on the determination information (1E), and the document is printed (1F). Furthermore, user B receives the printed document as the printed document.

[0087] This allows users within the same SNS group to share document files and print them.

[0088] <Description of the Functional Structure of Printing System 1>

[0089] Figure 4 This is a block diagram illustrating the functional structure of printing system 1.

[0090] In addition, here, the functions of the printing system 1 that are relevant to this embodiment are selected for illustration.

[0091] The terminal device 10 of the printing system 1 shown in the figure includes: a transceiver unit 110 for transmitting and receiving information with an external device; a display unit 120 for displaying images; an input unit 130 for inputting user instructions; and a control unit 140 for controlling the terminal device 10 as a whole.

[0092] The mail receiving department 110 uploads document files to the document management system 30.

[0093] Display unit 120 displays the selection screen when uploading document files and notifications from document management system 30.

[0094] Input unit 130 is a mechanism that allows user A to input instructions for selecting or uploading document files when uploading document files.

[0095] In addition, display devices and input devices can also be touch panels or other devices that combine these functions.

[0096] The control unit 140 controls the entire terminal device 10. The control unit 140 generates images displayed by the display unit 120. Furthermore, the control unit 140 uploads document files from the transceiver unit 110 based on user instructions input by the input unit 130.

[0097] Terminal device 20 has the same structure as terminal device 10, including transceiver unit 210, display unit 220, input unit 230 and control unit 240.

[0098] The receiving / distributing unit 210 sends a print request for a document file to the document management system 30. Simultaneously, the receiving / distributing unit 210 also sends user B's user ID to the document management system 30. Then, the receiving / distributing unit 210 receives a QR code generated by the document management system 30.

[0099] Display unit 220 displays the QR code received from document management system 30. This QR code is used during printing via image forming apparatus 40.

[0100] The input unit 230 is a mechanism for user B to input the selection of a document file or the instruction for the print request when making a print request to the document management system 30.

[0101] The control unit 240 controls the entire terminal device 20. The control unit 240 generates images displayed by the display unit 220. Furthermore, based on user instructions input by the input unit 230, the control unit 240 sends a document printing request to the document management system 30 via the transceiver unit 210.

[0102] Transceiver units 110 and 210 correspond to communication I / F units, for example. Display units 120 and 220 correspond to display devices such as displays. Input units 130 and 230 correspond to input devices, for example. Control units 140 and 240 correspond to CPUs, for example.

[0103] The document management system 30 includes: a receiving and sending unit 310 for receiving and sending document files, etc.; a keyword generation unit 320 for generating a keyword for determining the document file; a QR code generation unit 330 for generating a QR code containing the keyword for determining the document file; a people calculation unit 340 for calculating the number of users B who printed the document file; and a storage unit 350 for storing the document file.

[0104] The transceiver unit 310 transmits and receives document files with terminal devices 10 and 20 via network 50. The transceiver unit 310 accepts document files sent from user A for printing. The transceiver unit 310 corresponds, for example, to communication I / F.

[0105] The keyword generation unit 320 generates file identification keywords for identifying document files. File identification keywords are examples of document identification information, which serves as information for identifying a document. "File identification information" refers to information used to identify a document file. For example, a file identification keyword might be a document ID assigned to a document file when user A uploads it.

[0106] When user B prints using image forming apparatus 40, QR code generation unit 330 generates a QR code that is overlaid on QR code reader 48 of image forming apparatus 40. This QR code contains document identification keywords generated by identification keyword generation unit 320. It also includes user B's user ID. The user ID is an example of user identification information used to identify user B. "User identification information" is information used to identify who the user is.

[0107] The number of users B who printed documents is calculated by the number of users B who printed documents. Details will be described later, but the number of users B who printed documents is calculated by the number of users B who printed documents based on the document determination keyword and user ID sent from the image forming apparatus 40 when the document was printed. The keyword generation unit 320, QR code generation unit 330, and number of users calculation unit 340 correspond, for example, to the CPU.

[0108] The storage unit 350 stores the document file. Furthermore, the storage unit 350 stores the file, including keywords, user ID, and print settings for user B when printing. The storage unit 350 corresponds, for example, to a memory.

[0109] Furthermore, the storage unit 350 includes: a document file information database 351, which registers information related to document files; and a print record database 352, which registers print records as records of document files being printed. Details will be described later, but the document file information database 351 registers the document file, user A's information, etc., when user A uploads a document file. Furthermore, details will be described later, but the print record database 352, as a print record database, registers the user ID, print settings, etc., of the user who printed the document.

[0110] In this embodiment, the transceiver unit 310 and the QR code generation unit 330 are functions provided in the robot server 30a. Furthermore, the keyword generation unit 320, the number of users calculation unit 340, and the storage unit 350 are functions provided in the file server 30b. However, these functions can be performed by either the robot server 30a or the file server 30b. For example, the number of users calculation unit 340 could be provided in the file server 30b, but it could also be provided in the robot server 30a to calculate the number of users B. Alternatively, a single server computer could have all the functions of both the robot server 30a and the file server 30b integrated into it.

[0111] The image forming apparatus 40 includes: a transceiver unit 410 for transmitting and receiving information with an external device; a reading unit 420 for reading QR codes; a display unit 430 for displaying a print setting screen; a mechanism unit 440 for performing the functions of the image forming apparatus 40; and a control unit 450 for controlling the image forming apparatus 40.

[0112] The transceiver unit 410 accepts document files uploaded from the terminal device 10. The transceiver unit 410 corresponds, for example, to communication I / F 49.

[0113] The reading unit 420 reads the QR code displayed on the display unit 220 of the terminal device 20. The reading unit 420 corresponds, for example, to a QR code reader 48.

[0114] The display unit 430 displays a print setup screen or provides user guidance. The print setup screen is used to configure document printing. User guidance may include instructions on how to operate the image forming apparatus 40 or information on printing costs.

[0115] The mechanism 440 includes the aforementioned scanner, printing mechanism, etc. The mechanism 440 corresponds to the image reading unit 46 and the image forming unit 47.

[0116] The control unit 450 is an example of a printing control device, which performs overall control of the image forming apparatus 40. The control unit 450 corresponds, for example, to the CPU 41, RAM 42, and ROM 43.

[0117] <Description of the operation of printing system 1>

[0118] Figure 5 This is a flowchart illustrating the operation of printing system 1. Furthermore, Figure 6 This is a timing diagram illustrating the operation of printing system 1. The following uses... Figures 4-6 The operation of printing system 1 will be explained.

[0119] First, user A operates the input unit 130 from the operation screen displayed on the display unit 120 of the terminal device 10, selects the document file to be uploaded, and instructs the user to upload the selected document file. As a result, the control unit 140 uploads the document file from the transceiver unit 110 to the document management system 30 (step 101).

[0120] The document file uploaded from the terminal device 10 is received by the transceiver unit 310 of the robot server 30a and stored by the storage unit 350 of the file server 30b (step 102). At this time, information related to the document file is registered in the document file information database 351.

[0121] Next, the keyword generation unit 320 of the file server 30b generates a file determination keyword as information for determining the document, and sends it to the transceiver unit 310 of the robot server 30a (step 103).

[0122] Furthermore, when user B wants to print the document, user B operates the input unit 230 from the operation screen displayed on the display unit 220 of the terminal device 20, selects the document to be printed, and submits a print request for the selected document. The control unit 240 sends the print request as a QR code display request to the document management system 30 from the transceiver unit 210 (step 104). In addition, at this time, the control unit 240 also sends the user ID, which is used to identify user B.

[0123] The request to display a QR code from the terminal device 20 is received by the transceiver unit 310 of the robot server 30a, and the QR code generation unit 330 of the robot server 30a generates a QR code (step 105). This QR code embeds a document identification keyword as information for identifying the document and a user ID as information for identifying the user.

[0124] Then, the transceiver unit 310 of the robot server 30a returns the QR code to the terminal device 20, and the terminal device 20 displays the QR code on the display unit 220 (step 106). That is, the transceiver unit 310 sends the user ID and the file identification keyword together as a QR code to user B.

[0125] Next, user B overlays the QR code displayed on display unit 220 onto reading unit 420 of image forming apparatus 40. The reading unit 420 then reads the QR code (step 107).

[0126] Then, the control unit 450 analyzes the QR code (step 108) and obtains the user ID and file identification keywords (step 109).

[0127] Next, the control unit 450 sends the obtained document identification keywords to the document management system 30 via the transceiver unit 410 (step 110).

[0128] In the document management system 30, the file server 30b determines the keywords based on the sent file and returns the corresponding document file to the image forming apparatus 40 (step 111).

[0129] In the image forming apparatus 40, the control unit 450 displays a print setting screen on the display unit 430 (step 112).

[0130] User B operates the print settings screen and enters the print settings required for printing the document (step 113). "Print settings" include, for example, setting the document size, color mode (color or black and white), duplex mode (single-sided or double-sided), and the number of copies. Furthermore, "Print settings information" specifies the information required for the print settings.

[0131] Furthermore, when user B presses the start button, the document begins printing, and user B is able to obtain the printed document (step 114).

[0132] When printing is complete, the image forming apparatus 40 sends the user ID and document identification keywords as the print result to the document management system 30 (step 115). That is, in this case, the document management system 30 obtains the user ID after user B prints the document through the image forming apparatus 40.

[0133] In the document management system 30, the personnel calculation unit 340 of the file server 30b registers the printing records in the printing record database 352 (step 116). The personnel calculation unit 340 can calculate the number of users B who printed the document file based on the printing record database 352. That is, since the user ID of user B who printed is known from the printing records, the personnel calculation unit 340 can determine which user B printed the document. Furthermore, the personnel calculation unit 340 can thus calculate the number of users B who printed the document file.

[0134] Then, the headcount calculation unit 340 determines whether all of user B's personnel have printed based on the number of users who have printed (step 117).

[0135] As a result, if none of User B's personnel print (in step 117, the process ends).

[0136] In contrast, if all of User B's employees have completed printing (step 117 is "Yes"), the headcount calculation unit 340 sends a print completion notification to User A indicating that printing is complete (step 118). The "print completion notification" is a notification to User A that printing for all of User B's employees has been completed. The print completion notification is displayed, for example, as a message on User A's terminal device 10.

[0137] In other words, the headcount calculation unit 340 notifies user A of information related to the number of users B who have printed documents. Here, based on the number of users B who have printed documents, a print completion notification is sent to user A when all members of user B belonging to the group have printed documents, indicating that printing is complete. Furthermore, even if not all members of user B have printed documents, the headcount calculation unit 340 can still notify user B of the number of users who have printed, their names, etc. That is, it can also notify user B of any intermediate steps in the printing process.

[0138] Figure 7 (a) to (b) are diagrams showing the data structure of the data registered in the document file information database 351 and the print record database 352.

[0139] Among them Figure 7 (a) shows the data structure of the data registered in the document file information database 351.

[0140] As described above, the document file information database 351 registers information related to document files uploaded by user A. Here, as document file table T1, information related to document files is registered. Furthermore, document file table T1 registers file identification keywords, the storage location of printed files, the number of people in the group, and user A's user ID.

[0141] also, Figure 7 (b) shows the data structure of the data registered in the Print Performance Database 352.

[0142] As described above, the print performance database 352 records print performance. Here, print performance is recorded as print performance table T2. Furthermore, print performance table T2 records the document identification keywords, print date and time, paper size as the recording medium, color mode, duplex setting, and user ID of user B.

[0143] <Variation Example>

[0144] Hereinafter, variations of the present invention will be described.

[0145] (Variation Example 1)

[0146] exist Figure 5 In steps 112 to 113, the image forming apparatus 40 displays a print settings screen, and user B operates the print settings screen displayed on the print settings screen to input the print settings required for printing the document.

[0147] On the other hand, in Variation 1, user B pre-enters the print settings into terminal device 20. When making a print request in step 104, the print settings, along with the document identification keyword and user ID, are sent to document management system 30. Then, in step 105, the QR code generation unit 330 of robot server 30a embeds the print settings along with the document identification keyword and user ID when generating a QR code. Furthermore, in step 106, the QR code is returned to terminal device 20. In other words, at this point, robot server 30a sends the print settings information, along with the document identification keyword and user ID, as a QR code to user B; this print settings information pertains to the print settings of the document set by user B.

[0148] Then, in step 107, when the QR code is read by the reading unit 420 of the image forming apparatus 40, the print settings can also be read at the same time. As a result, user B does not need to make print settings on the print settings screen.

[0149] (Variation Example 2)

[0150] File server 30b can record the entry and exit of users belonging to a group. That is, in the past, when a user left the group or a new user joined the group, file server 30b recorded this history.

[0151] The number of users who become user B also increases or decreases due to the entry and exit of users belonging to the group. However, the user counting unit 340 of file server 30b... Figure 5In step 117, the number of other users in the group is considered to determine whether all members of user B have printed, and a printing completion notification is sent in step 118.

[0152] Therefore, even if users belonging to the group enter or leave, the print completion notification can still be sent to user A along with the number of users belonging to the group.

[0153] Additionally, file server 30b can also notify users who no longer belong to the group about information related to document printing. In this case, file server 30b may, for example, notify the user's personal chat room.

[0154] (Variation Example 3)

[0155] exist Figure 5 In step 101, the QR code originally generated in step 105 can be generated when user A uploads the document file to the document management system 30. That is, the document management system 30 can identify user B belonging to the group, so at that moment, the robot server 30a pre-generates QR codes to be sent to each user B. In this case, the QR code generation unit 330 of the robot server 30a pre-generates a QR code containing the file identification keyword and user ID to be sent to user B when the document file is received from user A.

[0156] Therefore, compared to the case where the QR code is generated after user B requests its display, the time until the QR code is displayed on user B's terminal device 20 can be shortened.

[0157] (Variation Example 4)

[0158] File server 30b can be configured to have a validity period for printing documents. For example, an expiration date can be set for a document file, and if the document is not printed within that period, it will be... Figure 5 In step 111, the file server 30b is prevented from returning the document file to the image forming apparatus 40.

[0159] Furthermore, a reminder notification can be sent from the file server 30b to user B, who has not yet printed, based on a specified timeframe. This "reminder notification" urges user B to print. The reminder notification is displayed, for example, as a message on user B's terminal device 20. In this case, the reminder notification is sent within a predetermined timeframe from the specified timeframe.

[0160] Therefore, it is easy for all of User B's personnel to complete the printing within the deadline, and there is no need for User A to urge User B to print.

[0161] (Variation Example 5)

[0162] Furthermore, file server 30b is also capable of extending deadlines. In this case, for example, file server 30b determines whether a user B has not yet printed the document, even though the deadline is approaching. If a user B has not yet printed the document, file server 30b queries user B to request an extension. Then, if file server 30b receives a response from any user indicating an extension, the deadline is extended. In other words, the deadline is extended when user B accepts the request for an extension and the extension is approved.

[0163] By extending the deadline, the effort required for user A to upload the document again and for user B, who had not yet printed it, to print it is eliminated. Furthermore, it helps user B, who is unable to print within the deadline.

[0164] (Variation Example 6)

[0165] File server 30b can delete document files after the aforementioned deadline. At this time, file server 30b sends a deletion notification along with the aforementioned reminder notification, which serves as a notification to delete the document files according to the deadline. The "deletion notification" is a notification to user B that the document files will be deleted. The deletion notification is displayed, for example, as a message on user B's terminal device 20. Furthermore, if any user accepts a request to deny the deletion of a document file, the document file is not deleted. Conversely, deletion occurs when there is no such request. Additionally, even within the deadline, the document file can be deleted after all of user B's users have printed it.

[0166] By deleting document files, the storage capacity of the 350 unit can be reduced.

[0167] (Variation Example 7)

[0168] In the example above, the user ID is set to the user identification information that identifies user B, but it is not limited to this. For example, the user identification information can be set to the electronic currency account used by user B. That is, as described above, if the image forming apparatus 40 is a device installed in a convenience store or the like that can print by paying a pre-set fee, user B can use electronic currency to pay the fee. Moreover, in this case, the account of the electronic currency used is set to the user identification information.

[0169] In this case, it has the advantage that the QR code reader 48 can also be omitted from the image forming apparatus 40.

[0170] (Variation Example 8)

[0171] User B can also print the document multiple times. Furthermore, printing can be performed according to different print settings. In this case, for example, in the image forming apparatus 40, after user B prints, a screen is displayed asking user B whether to print according to another print setting. As a result, user B can set the print settings again and print. Moreover, at this time, Figure 5 The print transcript from step 115 is no longer sent every time a print job is performed, but rather sent collectively for multiple print jobs. This reduces the number of times print transcripts need to be sent.

[0172] (Variation Example 9)

[0173] In the example above, the QR code embedded file identification keywords and user IDs. However, it is not limited to these; any code generated using a predetermined method is acceptable. For example, it could be a barcode or a digital watermark such as a MIST code.

[0174] Furthermore, in the aforementioned variations 1 to 9, the processing performed by the robot server 30a can be performed by the file server 30b, and the processing performed by the file server 30b can be performed by the robot server 30a. Alternatively, these processes can be performed uniformly by a single server computer.

[0175] As described in detail above, in this embodiment, the number of people who printed the document can be determined by utilizing the document identification keyword and user ID. Furthermore, this can be flexibly used for printing completion notifications. Moreover, in this embodiment, the document identification keyword and user ID are embedded in a QR code, allowing user B to transfer this information to the image forming apparatus 40 simply by covering the QR code with the QR code reader 48. Therefore, user B does not need to log into the image forming apparatus 40 or specify the document file. Thus, printing can be performed much more easily by user B.

[0176] <Program Description>

[0177] Here, the processing performed in the document management system 30 of this embodiment, as described above, is prepared as a program such as software. Furthermore, it is implemented through collaboration between software and hardware resources.

[0178] Therefore, the program that performs the processing by the document management system 30 can also be understood as a program that enables the computer to perform the following functions: an acceptance function that accepts printing data of a document to be printed sent from user A; a sending function that sends a document identification keyword as information to identify the document to user B when a document printing request is received from user B belonging to a predetermined group; and a calculation function that calculates the number of users B who have printed the document based on the document identification keyword and the user ID of user B sent from the image forming apparatus 40 when user B prints the document through the image forming apparatus 40 according to the document identification keyword.

[0179] Furthermore, the program for implementing this embodiment can obviously be provided by the communication unit or by storing it in a recording medium such as a CD-ROM.

Claims

1. A document management system, wherein, This document management system has a processor. The processor accepts print data for a document sent by a user for printing. When the processor receives the print data from a user, it pre-generates document identification information and user identification information. The document identification information determines whether the document should be sent to other users belonging to a pre-defined group, and the user identification information identifies the other users. When the processor receives a request from another user to print the document, it sends pre-generated document confirmation information and user confirmation information to the other user. The processor calculates the number of other users who printed the document based on the document determination information and the user determination information sent from the printing device when other users printed the document using the printing device according to the document determination information.

2. The document management system according to claim 1, wherein, The processor notifies other users who no longer belong to the group of information related to printing the document.

3. The document management system according to claim 1, wherein, The processor sends the print settings information, along with the document confirmation information and the user confirmation information, to other users. The print settings information is the print settings for the document set by other users.

4. The document management system according to claim 1, wherein, The processor obtains the user confirmation information after other users have printed the document using a printing device.

5. The document management system according to claim 4, wherein, The processor sets the user-defined information to be the electronic currency account used by other users.

6. The document management system according to claim 1, wherein, The processor notifies a user of information related to the number of other users who printed the document.

7. The document management system according to claim 6, wherein, The processor sends a print completion notification to a user, indicating that printing is complete, when all other users in the group have printed the document, based on the number of other users who have also printed the document.

8. The document management system according to claim 7, wherein, The processor considers the increase or decrease in the number of other users belonging to the group when sending the print completion notification.

9. The document management system according to claim 1, wherein, When the processor has a deadline for printing the document, it sends a reminder notification to other users who have not yet printed the document, based on that deadline.

10. The document management system according to claim 9, wherein, The processor receives requests from other users for an extension of the time limit. The processor extends the period when the extension is approved.

11. The document management system according to claim 9, wherein, When the processor sends the reminder notification, it also sends a deletion notification as a notification to delete the document according to the specified time limit. When the processor receives a request to deny the deletion of the document, it does not delete the document.

12. A printing acceptance device, wherein, The printing acceptance device has a processor. The processor accepts print data for a document sent by a user for printing. When a user receives the print data, the processor pre-generates document identification information and user identification information. The document identification information determines whether the document will be sent to other users belonging to a pre-determined group, and the user identification information identifies other users. When another user receives a request to print the document, the processor generates a code and sends the code to the other user. The code contains the pre-generated document identification information and user identification information for determining the number of other users who have printed the document.

13. A document management device, wherein, This document management device has a processor. The processor stores print data for a document sent by a user and intended for printing. When the processor receives the print data from a user, it pre-generates document identification information and user identification information. The document identification information determines whether the document should be sent to other users belonging to a pre-defined group, and the user identification information identifies the other users. When the processor receives a request from another user to print the document, it sends pre-generated document confirmation information and user confirmation information to the other user. The processor calculates the number of other users who printed the document based on the document determination information and the user determination information sent from the printing device when other users printed the document using the printing device according to the document determination information.

14. A printing control device, wherein, The printing control device has a processor. The processor acquires document identification information and user identification information. The document identification information determines a document to be printed, sent from one user to other users belonging to a pre-determined group. The user identification information identifies the other users who will be printing. The document identification information and user identification information are pre-generated when print data from one user is accepted. When a print request for the document from another user is accepted, the pre-generated document identification information and user identification information are sent to the other user. The processor obtains the print data of the document from the print management device that manages the print data, based on the document determination information. When other users print the document based on the print data, the processor sends the document identification information and the user identification information to the print management device to determine the number of other users who have printed the document.

15. The printing control device according to claim 14, wherein, The processor obtains the document confirmation information and the user confirmation information by reading a QR code containing the document confirmation information and the user confirmation information.

16. A printing system comprising: A printing device for printing documents; and A document management system that manages the printing data of the documents. The document management system has a processor. The processor accepts print data for a document sent by a user for printing. When the processor receives the print data from a user, it pre-generates document identification information and user identification information. The document identification information determines whether the document will be sent to other users belonging to a pre-defined group, and the user identification information identifies the other users. When the processor receives a request from another user to print the document, it sends pre-generated document confirmation information and user confirmation information to the other user. The processor calculates the number of other users who printed the document based on the document determination information and the user determination information sent from the printing device when other users printed the document using the printing device according to the document determination information.

17. A computer-readable medium storing a program for causing a computer to execute a process, wherein, The process includes the following steps: The processing steps involve accepting print data for a document sent by a user that needs to be printed. The step of pre-generating document identification information and user identification information when receiving print data from a user includes: document identification information determining whether the document will be sent to other users belonging to a pre-determined group; and user identification information identifying other users. The sending step involves sending pre-generated document confirmation information and user confirmation information to the other user when a request to print the document is received from the other user. as well as The calculation step involves determining the number of other users who printed the document based on the document identification information sent from the printing device when other users printed the document using the printing device according to the document identification information.

18. A document management method, comprising: The processing steps involve accepting print data for a document sent by a user that needs to be printed. The step of pre-generating document identification information and user identification information when receiving print data from a user includes: document identification information determining whether the document will be sent to other users belonging to a pre-determined group; and user identification information identifying other users. The sending step involves, upon receiving a request from another user to print the document, sending pre-generated document confirmation information and user confirmation information to that other user; and The calculation step involves determining the number of other users who printed the document based on the document identification information sent from the printing device when other users printed the document using the printing device according to the document identification information.

19. A computer program product comprising a program for causing a computer to execute a process, wherein, The process includes the following steps: The processing steps involve accepting print data for a document sent by a user that needs to be printed. The step of pre-generating document identification information and user identification information when receiving print data from a user includes: document identification information determining whether the document will be sent to other users belonging to a pre-determined group; and user identification information identifying other users. The sending step involves sending pre-generated document confirmation information and user confirmation information to the other user when a request to print the document is received from the other user. as well as The calculation step involves determining the number of other users who printed the document based on the document identification information sent from the printing device when other users printed the document using the printing device according to the document identification information.

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