File management method, system, computer device and readable storage medium

Abstract

Embodiments of the present invention provide a file management method, system, computer device and readable storage medium. The file management method includes: obtaining all initial files, wherein each initial file includes a physical file chapter and associated files; generating an initial file identifier for each initial file based on each physical file chapter of each initial file; when a file query instruction is received, parsing the file query instruction to obtain a target file identifier, and querying the latest version of the initial file and the associated files of the latest version of the initial file based on the target file identifier, thereby realizing accurate monitoring and effective query of file changes.

Description

Technical Field

[0001] The present invention relates to the field of computer technology, and in particular to a file management method, system, computer equipment, and readable storage medium. Background Art

[0002] In the digital age, document management is a prerequisite for automated office work. Conventional document management systems store files solely by name or serial number, using these numbers as search indexes. However, during actual use, document content can often change due to modifications, making conventional solutions incapable of accurately monitoring and effectively querying these changes. Summary of the Invention

[0003] In view of this, one of the purposes of this application is to provide a file management method, system, computer device and readable storage medium that can solve at least some of the above technical problems.

[0004] In a first aspect, an embodiment of the present application provides a file management method, the method comprising:

[0005] Obtain all initial files, wherein each initial file includes the substantive file sections and associated files;

[0006] Generate an initial file identifier for each initial file according to each entity file chapter of each initial file;

[0007] When a file query instruction is received, the file query instruction is parsed to obtain a target file identifier, and the latest version of the initial file and associated files of the latest version of the initial file are searched according to the target file identifier.

[0008] In a possible implementation, the step of generating an initial file identifier for each initial file according to each entity file section of each initial file includes:

[0009] Perform word frequency analysis on each entity file chapter, and sort the occurrence counts of all words in each entity file chapter from large to small to obtain a ranking table of all word counts;

[0010] A preset number of words in front of each word quantity sorting table are taken as file identifiers of each initial file.

[0011] In a possible implementation, after the step of generating the initial file identifier of each initial file according to each entity file section of each initial file, the method further includes:

[0012] Monitoring the approval status of each initial document and determining whether each initial document is effective based on the approval status, wherein the approval status includes "under approval" and "approved". If the approval status of the initial document is "approved", the initial document is effective;

[0013] Record the effective date of each effective initial document and use the effective initial document as the first target document;

[0014] receiving an issuance instruction from a first user of all initial files, and issuing all first target files to a second user according to the issuance instruction and preset revision permissions, wherein the first user is the creator of all initial files and the second user is the user of all first target files;

[0015] Monitoring the change status of each first target file, and determining whether each first target file is effective according to each change status, wherein the change status includes changing and changed. If the change status of the first target file is changed, the first target file has been changed;

[0016] Recording the change date of each first target file whose change status is changed, taking all first target files whose change status is changed as second target files, and archiving all first target files;

[0017] Calculate the review date of each second target document based on each effective date and the preset periodic table, and determine whether each second target document is due based on each change date and each review date;

[0018] The second target file that has reached the review date and is no longer changed is archived.

[0019] In a possible implementation, the preset period table includes a mapping relationship between the review period of each initial file and the file identifier of each initial file, wherein the time unit of the review period includes at least one of year, month and day.

[0020] In a possible implementation, after the step of generating the initial file identifier of each initial file according to each entity file section of each initial file, the method further includes:

[0021] If a change is detected in any of the initial files, a file change confirmation form associated with the associated file associated with the initial file is created, and the file change confirmation form is sent to the first user and the second user.

[0022] In a possible implementation, the step of confirming the associated file includes:

[0023] Group and aggregate the initial files, and calculate the similarity of the file identifiers of the initial files and the frequency ratio of the initial files with the same file identifier;

[0024] If the similarity is greater than the occurrence frequency ratio, the initial file corresponding to the occurrence frequency ratio is determined to be an associated file of the initial file corresponding to the similarity.

[0025] In a second aspect, an embodiment of the present application provides a file management system, the file management system comprising:

[0026] An acquisition module, used for acquiring all initial files, wherein each initial file includes entity file sections and associated files;

[0027] An identification module, configured to generate an initial file identification for each initial file according to each entity file chapter of each initial file;

[0028] The query module is used to parse the file query instruction when receiving it, obtain the target file identifier, and query the latest version of the initial file and the associated files of the latest version of the initial file according to the target file identifier.

[0029] In a possible implementation, the acquisition module is further configured to group and aggregate the initial files, and calculate the similarity of the file identifiers of the initial files and the frequency ratio of occurrence of the initial files with the same file identifier; if the similarity is greater than the frequency ratio, the initial file corresponding to the frequency ratio is determined to be an associated file of the initial file corresponding to the similarity.

[0030] In a third aspect, an embodiment of the present application provides a computer device, which includes a computer-readable storage medium and a processor, wherein a computer program is stored on the computer-readable storage medium, and when the computer program is executed by the processor, the file management method provided in the first aspect is implemented.

[0031] In a fourth aspect, an embodiment of the present application provides a computer-readable storage medium, on which a computer program is stored. When the computer program is executed by one or more processors, it implements the file management method provided in the first aspect.

[0032] The file management method, system, computer device and readable storage medium provided in the embodiments of the present application generate an initial file identifier for each initial file based on each physical file chapter of each initial file, and when a file query instruction is received, the file query instruction can be parsed to obtain a target file identifier, and the latest version of the initial file and the associated files of the latest version of the initial file can be queried based on the target file identifier, thereby enabling monitoring and effective query of file changes. BRIEF DESCRIPTION OF THE DRAWINGS

[0033] In order to more clearly illustrate the technical solutions of the embodiments of the present invention, the following briefly introduces the drawings required for use in the embodiments. It should be understood that the following drawings only illustrate certain embodiments of the present invention and therefore should not be regarded as limiting the scope. For ordinary technicians in this field, other relevant drawings can be obtained based on these drawings without paying any creative work.

[0034] Figure 1 A schematic diagram of the structure of a computer device provided in an embodiment of the present application is shown;

[0035] Figure 2 A flowchart of a file management method provided by an embodiment of the present application is shown;

[0036] Figure 3 A method flow chart showing a method for confirming associated files included in a file management method provided in an embodiment of the present application is shown;

[0037] Figure 4 A first schematic diagram of a file management method provided in an embodiment of the present application is shown;

[0038] Figure 5 A second schematic diagram is shown involving a file management method provided in an embodiment of the present application;

[0039] Figure 6 A schematic diagram of the functional modules of a file management system provided in an embodiment of the present application is shown. DETAILED DESCRIPTION

[0040] To make the objectives, technical solutions, and advantages of the embodiments of the present invention more clear, the technical solutions of the embodiments of the present invention will be clearly and completely described below in conjunction with the accompanying drawings of the embodiments of the present invention. Obviously, the described embodiments are only part of the embodiments of the present invention, not all of the embodiments. Generally, the components of the embodiments of the present invention described and shown in the drawings herein can be arranged and designed in various different configurations.

[0041] Therefore, the following detailed description of the embodiments of the present invention provided in the accompanying drawings is not intended to limit the scope of the invention as claimed, but rather merely represents selected embodiments of the present invention. All other embodiments derived by persons of ordinary skill in the art based on the embodiments of the present invention without creative effort shall fall within the scope of protection of the present invention.

[0042] It should be noted that similar reference numerals and letters denote similar items in the following drawings, and therefore, once an item is defined in one drawing, it does not need to be further defined or explained in subsequent drawings.

[0043] In the description of the present invention, it should be noted that if the terms "upper", "lower", "inside", "outside", etc. appear, the orientation or position relationship indicated is based on the orientation or position relationship shown in the accompanying drawings, or is the orientation or position relationship in which the product of the invention is usually placed when in use. It is only for the convenience of describing the present invention and simplifying the description, and does not indicate or imply that the device or element referred to must have a specific orientation, be constructed and operated in a specific orientation. Therefore, it should not be understood as a limitation on the present invention.

[0044] In addition, the terms "first", "second", etc., if used, are merely used to distinguish and describe, and should not be understood as indicating or implying relative importance.

[0045] It should be noted that, in the absence of conflict, the features in the embodiments of the present invention may be combined with each other.

[0046] Please refer to Figure 1 , the computer device provided can be a computer device with data processing capabilities, such as a personal computer, a server, etc., and mainly includes a file management system 110, a memory 120 and a processor 130. Among them, the components of the memory 120 and the processor 130 are electrically connected to each other directly or indirectly to realize data transmission or interaction. For example, these components can be electrically connected to each other through one or more communication buses or signal lines. The computer device 100 includes at least one software function module that can be stored in the memory 120 in the form of software or firmware or solidified in the operating system (OS) of the computer device 100. The processor 130 is used to execute the executable modules stored in the memory 120, such as the software function modules and computer programs included in the file management system 110.

[0047] The memory 120 may be, but is not limited to, a random access memory (RAM), a read-only memory (ROM), a programmable read-only memory (PROM), an erasable programmable read-only memory (EPROM), an electrically erasable programmable read-only memory (EEPROM), etc. The memory 120 is used to store a program, and the processor 130 executes the program after receiving an execution instruction.

[0048] The processor 130 may be an integrated circuit chip with signal processing capabilities. The above-mentioned processor may be a general-purpose processor, including a central processing unit (CPU), a network processor (NP), etc.; it may also be a digital signal processor (DSP), an application-specific integrated circuit (ASIC), a field programmable gate array (FPGA) or other programmable logic devices, discrete gates or transistor logic devices, discrete hardware components. The various methods, steps and logic block diagrams disclosed in the embodiments of the present application can be implemented or executed. The general-purpose processor may be a microprocessor or the processor may also be any conventional processor, etc.

[0049] Please refer to Figure 2 , the following will describe in detail the various steps of the file management method.

[0050] S210: Acquire all initial files, wherein each initial file includes entity file chapters and associated files.

[0051] In this embodiment, the initial file may be a computer-generated file, and the initial file in this embodiment includes the file itself, entity file sections, associated files, related attachments, and related forms. The entity file sections are divided into multiple sections numbered from smallest to largest, and the entity file sections in the associated files have a certain degree of similarity with the entity file sections of the initial file containing the associated files.

[0052] Specifically, in this embodiment, the associated files included in each initial file may be associated file identifiers of the associated files.

[0053] S220 , generating an initial file identifier for each initial file according to each entity file chapter of each initial file.

[0054] In this embodiment, the file identifier of the initial file can be calculated according to the entity file chapter of the initial file. In this embodiment, the initial file identifier is used to represent the file identifier of each initial file.

[0055] Optionally, the step of generating an initial file identifier for each initial file according to each entity file section of each initial file includes:

[0056] Perform word frequency analysis on each entity file chapter, and sort the occurrence counts of all words in each entity file chapter from large to small to obtain a ranking table of all word counts;

[0057] A preset number of words in front of each word quantity sorting table are taken as file identifiers of each initial file.

[0058] Specifically, the preset number of words in the preset number of words in this embodiment is greater than or equal to 2, which can avoid the situation where a single word is used as the initial file identifier of the initial file.

[0059] For example, if d j Represents an initial document, t i Indicates d j The words in t i The word frequency can be expressed as:

[0060]

[0061] Among them, the numerator n in the fraction i,j Expressing word t i In file d j The denominator in the fraction represents the number of occurrences in file d j The total number of occurrences of all words in .

[0062] In a possible implementation, after the step of generating the initial file identifier of each initial file according to each entity file section of each initial file, the method further includes:

[0063] Monitoring the approval status of each initial document and determining whether each initial document is effective based on the approval status, wherein the approval status includes "under approval" and "approved". If the approval status of the initial document is "approved", the initial document is effective;

[0064] Record the effective date of each effective initial document and use the effective initial document as the first target document;

[0065] receiving an issuance instruction from a first user of all initial files, and issuing all first target files to a second user according to the issuance instruction and preset revision permissions, wherein the first user is the creator of all initial files and the second user is the user of all first target files;

[0066] Monitoring the change status of each first target file, and determining whether each first target file is effective according to each change status, wherein the change status includes changing and changed. If the change status of the first target file is changed, the first target file has been changed;

[0067] Recording the change date of each first target file whose change status is changed, taking all first target files whose change status is changed as second target files, and archiving all first target files;

[0068] Calculate the review date of each second target document based on each effective date and the preset periodic table, and determine whether each second target document is due based on each change date and each review date;

[0069] The second target file that has reached the review date and is no longer changed is archived.

[0070] This embodiment enables monitoring of each process node, including the approval, issuance, modification, and cancellation of an initial document. Specifically, this embodiment can also trigger the cancellation of a process node using the cancellation process instance number. Specifically, when each process node of an initial document is triggered, a process sheet for the corresponding process node is generated, with the process sheet number represented by the process instance number. Optionally, the process instance number can be represented by a 2-digit random code and a 6-digit sequence number. By monitoring each process node of an initial document, the approval and change status of each initial document can be monitored in real time.

[0071] If the second target document has reached the review date but still needs to be changed, the effective date and new review date of the second target document will be re-determined.

[0072] For example, if the processing flow of an initial file reaches the process node of cancellation, an invalid process sheet is generated. The process instance number of the invalid process sheet can be represented by xx000001, where the first two random codes can be a pure digital combination, a pure letter combination, or a combination of numbers and letters. It can be selected according to actual needs, and this embodiment does not impose any restrictions here.

[0073] In addition, the preset period table includes a mapping relationship between the review period of each initial file and the file identifier of each initial file, wherein the time unit of the review period includes at least one of year, month and day.

[0074] Among them, the time of the review period can be selected according to actual needs, and specifically, the time unit of the review period can be selected after identifying the file type of the initial file. The file type in this embodiment can be a level type that represents the importance of the initial file, such as level 1 and level 2, where the importance of level 2 is greater than the importance of level 1, then the time unit of the review period for the initial file corresponding to level 2 can be set to days, and the time unit of the review period for the initial file corresponding to level 1 can be set to months or years. The file type in this embodiment can also represent initial files between different departments such as R&D department, design department and sales department. Different review periods are set for different types of initial files in this embodiment.

[0075] Optionally, after the step of generating an initial file identifier for each initial file according to each entity file section of each initial file, the method further comprises:

[0076] If a change is detected in any of the initial files, a file change confirmation form associated with the associated file associated with the initial file is created, and the file change confirmation form is sent to the first user and the second user.

[0077] This embodiment not only detects the change status of the initial file, but also enables changes to the associated files associated with the initial file when changes are detected. The file change confirmation form includes the file to be changed and the changed content of the file. The file change confirmation form can be sent to the first user and the second user via email, and the first and second users can confirm whether changes to the initial file and the associated files of the initial file are required.

[0078] For example, if the three initial files are initial file A, initial file B, and initial file C, in this embodiment, if initial file A is associated with initial file C, and initial file B is associated with initial file A, when initial file A changes, initial file B and initial file C also need to be changed.

[0079] Please refer to Figure 3 In a possible implementation, the step of confirming the associated file includes:

[0080] S310: Group and aggregate the initial files, and calculate the similarity of the file identifiers of the initial files and the frequency ratio of the initial files with the same file identifier.

[0081] S320: If the similarity is greater than the occurrence frequency ratio, determine that the initial file corresponding to the occurrence frequency ratio is an associated file of the initial file corresponding to the similarity.

[0082] For example, assume that the file d i The sum of is d j , file d j In file d i Initial file identifier t i The frequency of occurrence in X j.i And the similarity X is:

[0083]

[0084]

[0085] Among them, t i，j Identify file d j The number of times the initial file identifier ti appears, ∑ k t t Indicates file d iThe number of times all initial files are identified in T. (doc) Indicates the number of times a document appears in the tag vocabulary, T (tag) Represents the total number of initial tokens in the file di.

[0086] File d j In file d i Initial file identifier t i The highest frequency Y n，i And the frequency of occurrence Y is:

[0087]

[0088]

[0089] Among them, Max(t n，i ) indicates file d j In file d i Initial file identifier t i The highest number of occurrences in ∑ n t n，i Indicates all d j File in file d i Initial file identifier t i The sum of the number of occurrences in . Max (T(doc)) Indicates file d j The highest number of occurrences in the initial file identifier ti, Sum (T(doc)) Indicates that the initial file identifier t i The total number of times the file appears in .

[0090] In order to better understand the calculation process of the above similarity and frequency ratio, you can refer to Figure 4 .

[0091] For example, reference may also be made to Figure 5 , where d, d1 to d6 all represent initial files, and T1 to T4 all represent initial file identifiers. The initial file d has four initial file identifiers, T1, T2, T3, and T4, all of which are initial file identifiers of the initial file d. The frequency of occurrence Y corresponding to the above embodiment is:

[0092]

[0093] The calculated Y=0.3.

[0094] S230: When a file query instruction is received, the file query instruction is parsed to obtain a target file identifier, and the latest version of the initial file and associated files of the latest version of the initial file are searched according to the target file identifier.

[0095] In this embodiment, the file query instruction may be issued by the first user or the second user in the above embodiment, or other users who need to obtain the initial file. The file query instruction includes a target file identifier corresponding to the initial file identifier. The target file identifier enables rapid query of the latest version of the initial file and the acquisition of associated files with the latest version of the initial file.

[0096] From the above analysis, it can be seen that the embodiment of the present application generates an initial file identifier for each initial file based on each entity file chapter of each initial file, and when a file query instruction is received, it can parse the file query instruction to obtain the target file identifier, and query the latest version of the initial file and the associated files of the latest version of the initial file based on the target file identifier, thereby realizing the monitoring of file changes and effective query.

[0097] Corresponding to the above method embodiments, the present application also provides a file management system.

[0098] Please refer to Figure 6 , the file management system 600 includes:

[0099] An acquisition module 610 is configured to acquire all initial files, wherein each initial file includes entity file sections and associated files;

[0100] An identification module 620 is configured to generate an initial file identification for each initial file according to each entity file section of each initial file;

[0101] The query module 630 is configured to, upon receiving a file query instruction, parse the file query instruction to obtain a target file identifier, and query the latest version of the initial file and associated files of the latest version of the initial file according to the target file identifier.

[0102] This embodiment generates an initial file identifier for each initial file based on each entity file chapter of each initial file, and when a file query instruction is received, it can parse the file query instruction to obtain a target file identifier, and query the latest version of the initial file and the associated files of the latest version of the initial file based on the target file identifier, thereby enabling monitoring and effective query of file changes.

[0103] In a possible implementation, the acquisition module is further configured to group and aggregate the initial files, and calculate the similarity of the file identifiers of the initial files and the frequency ratio of occurrence of the initial files with the same file identifier; if the similarity is greater than the frequency ratio, the initial file corresponding to the frequency ratio is determined to be an associated file of the initial file corresponding to the similarity.

[0104] In summary, the file management system provided by the embodiment of the present application can generate an initial file identifier for each initial file based on each entity file chapter of each initial file, and when receiving a file query instruction, it can parse the file query instruction to obtain the target file identifier, and query the latest version of the initial file and the associated files of the latest version of the initial file based on the target file identifier, thereby realizing the monitoring of file changes and effective query.

[0105] The embodiment of the present application further discloses a computer-readable storage medium, on which a computer program is stored. When the computer program is executed by a processor, the file management method as described in the method embodiment is implemented.

[0106] The specific implementation process of the file management system, computer device and computer-readable storage medium provided in this embodiment can refer to the specific implementation process of the above-mentioned file management method, which will not be described in detail here.

[0107] The file management method, system, computer device and readable storage medium provided in the embodiments of the present application generate an initial file identifier for each initial file based on each physical file chapter of each initial file, and when a file query instruction is received, the file query instruction can be parsed to obtain a target file identifier, and the latest version of the initial file and the associated files of the latest version of the initial file can be queried based on the target file identifier, thereby enabling monitoring and effective query of file changes.

[0108] The above description is merely a specific embodiment of the present invention, but the scope of protection of the present invention is not limited thereto. Any changes or substitutions that can be easily conceived by a person skilled in the art within the technical scope disclosed in the present invention should be included in the scope of protection of the present invention. Therefore, the scope of protection of the present invention should be based on the scope of protection of the claims.

Claims

1. A file management method, characterized in that: The method comprises: Obtain all initial files, wherein each initial file includes a physical file section and an associated file; the physical file section is divided into a plurality of sections arranged in ascending order of sequence number, and the physical file section in the associated file has a certain degree of similarity with the physical file section of the initial file containing the associated file; Generate an initial file identifier for each initial file according to each entity file chapter of each initial file; When a file query instruction is received, the file query instruction is parsed to obtain a target file identifier, and the latest version of the initial file and associated files of the latest version of the initial file are searched according to the target file identifier; The step of generating an initial file identifier for each initial file according to each entity file chapter of each initial file includes: Perform word frequency analysis on each entity file chapter, and sort the occurrence counts of all words in each entity file chapter from large to small to obtain a ranking table of all word counts; Taking a preset number of words before each word quantity sorting table as the file identifier of each initial file, wherein the preset number of words is greater than or equal to 2; After the step of generating the initial file identifier of each initial file according to each entity file section of each initial file, the method further includes: When a change is detected in the initial file, the associated files associated with the initial file are changed; The step of confirming the associated file includes: Group and aggregate the initial files, and calculate the similarity of the file identifiers of the initial files and the frequency ratio of the initial files with the same file identifier; If the similarity is greater than the occurrence frequency ratio, the initial file corresponding to the occurrence frequency ratio is determined to be an associated file of the initial file corresponding to the similarity.

2. The file management method according to claim 1, wherein: After the step of generating an initial file identifier for each initial file according to each entity file section of each initial file, the method further comprises: Monitoring the approval status of each initial document and determining whether each initial document is effective based on the approval status, wherein the approval status includes "under approval" and "approved". If the approval status of the initial document is "approved", the initial document is effective; Record the effective date of each effective initial document and use the effective initial document as the first target document; receiving an issuance instruction from a first user of all initial files, and issuing all first target files to a second user according to the issuance instruction and preset revision permissions, wherein the first user is the creator of all initial files and the second user is the user of all first target files; Monitoring the change status of each first target file, and determining whether each first target file is effective according to each change status, wherein the change status includes changing and changed. If the change status of the first target file is changed, the first target file has been changed; Recording the change date of each first target file whose change status is changed, taking all first target files whose change status is changed as second target files, and archiving all first target files; Calculate the review date of each second target document based on each effective date and the preset periodic table, and determine whether each second target document is due based on each change date and each review date; The second target file that has reached the review date and is no longer changed is archived.

3. The file management method according to claim 2, wherein: The preset period table includes a mapping relationship between the review period of each initial file and the file identifier of each initial file, wherein the time unit of the review period includes at least one of year, month and day.

4. The file management method according to claim 2, wherein: Also includes: If a change is detected in any of the initial files, a file change confirmation form is created for the associated files associated with the any of the initial files, and the file change confirmation form is sent to the first user and the second user; wherein the file change confirmation form includes the file to be changed and the changed content of the file.

5. A file management system, characterized in that: The file management system includes: an acquisition module, configured to acquire all initial files, wherein each initial file includes a physical file section and an associated file; the physical file section is divided into a plurality of sections arranged in ascending order of sequence number, and the physical file section in the associated file has a certain degree of similarity with the physical file section of the initial file containing the associated file; An identification module, configured to generate an initial file identification for each initial file according to each entity file chapter of each initial file; a query module configured to, upon receiving a file query instruction, parse the file query instruction to obtain a target file identifier, and query the latest version of the initial file and associated files of the latest version of the initial file according to the target file identifier; The step of generating an initial file identifier for each initial file according to each entity file chapter of each initial file includes: Perform word frequency analysis on each entity file chapter, and sort the occurrence counts of all words in each entity file chapter from large to small to obtain a ranking table of all word counts; Taking a preset number of words before each word quantity sorting table as the file identifier of each initial file, wherein the preset number of words is greater than or equal to 2; After the step of generating the initial file identifier of each initial file according to each entity file chapter of each initial file, the method further includes: When a change is detected in the initial file, the associated files associated with the initial file are changed; The step of confirming the associated file includes: Group and aggregate the initial files, and calculate the similarity of the file identifiers of the initial files and the frequency ratio of the initial files with the same file identifier; If the similarity is greater than the occurrence frequency ratio, the initial file corresponding to the occurrence frequency ratio is determined to be an associated file of the initial file corresponding to the similarity.

6. A computer device, characterized in that: The computer device includes a computer-readable storage medium and a processor. The computer-readable storage medium stores a computer program. When the computer program is executed by the processor, the file management method according to any one of claims 1 to 4 is implemented.

7. A computer-readable storage medium, characterized in that The computer-readable storage medium stores a computer program, which, when executed by one or more processors, implements the file management method according to any one of claims 1 to 4.

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