Document management method, management system, and storage medium

Abstract

The embodiment of the application provides a kind of document management method, management system and storage medium, belong to computer file management technical field.The document management method includes: in response to operation instruction trigger signal, the state information of target document is collected;Based on operation instruction and the state information of the target document, the state correction rule of the target document is generated;Based on the state correction rule of the target document, the state information correction of the target document is carried out, and the new state information of the target document is obtained;Based on the new state information, the target document is archived.The application scheme realizes the differentiated management of the whole life cycle of document by guaranteeing the real-time update of document state, improves the targeted management of each document, effectively distinguishes management responsibility, and guarantees management efficiency and management accuracy.

Description

Technical Field

[0001] This invention relates to the field of computer file management technology, specifically to a document management method, a document management system, and a storage medium. Background Technology

[0002] Document management is a crucial means of preserving and accessing information. Traditional document management primarily relies on paper documents, which is often inconvenient. Sometimes, searching high and low for a single document yields no results, and it also compromises the confidentiality of classified documents. With the development of computer technology, document management has gradually become more electronic, converting paper documents into electronic files and storing them in this format. This approach allows for efficient document retrieval and leverages encryption algorithms for protection, significantly improving both document retrieval efficiency and secure storage.

[0003] However, current electronic archiving methods merely convert paper documents into digital files, involving simple storage in a database and subsequent retrieval only through a pre-defined index. As is well known, documents also have corresponding lifecycles, with their nature, function, and modification permissions differing at different stages. Under the existing management scheme, the lack of corresponding lifecycle management mechanisms makes it possible for users to accidentally damage documents. Because the database only distinguishes data by content, without controlling each state in the document's lifecycle, the responsibilities of documents at different lifecycle stages are unclear, and there is no approval process to control the transition between states. To address the problems of document damage and low retrieval efficiency caused by unclear document management responsibilities in the existing scheme, a new document management solution is needed. Summary of the Invention

[0004] The purpose of this invention is to provide a document management method, management system, and storage medium to solve the problems of document damage and low retrieval efficiency caused by unclear document management responsibilities in existing document management solutions.

[0005] To achieve the above objectives, the technical solution adopted by the present invention is as follows:

[0006] The first aspect of the present invention provides a document management method, the document management method comprising: in response to an operation instruction trigger signal, acquiring state information of a target document; generating a state correction rule for the target document based on the operation instruction and the state information of the target document; correcting the state information of the target document based on the state correction rule to obtain new state information of the target document; and archiving the target document based on the new state information.

[0007] Optionally, the status information of the target document may be: information determining the current lifecycle node of the target document; or the version information of the target document; wherein, the lifecycle of the target document has multiple nodes, and each node is used to indicate the status of a target document.

[0008] Optionally, the types of operation instructions include: target document lifecycle node transition instructions and target document version modification instructions; the target document lifecycle node transition instructions include jump instructions; wherein, the jump instruction is an instruction to transition the target document to the next lifecycle node; the target document version modification instructions include one or more of the following: modification instructions, deletion instructions, and upgrade instructions.

[0009] Optionally, different lifecycle nodes have different preset operation permissions; after collecting the status information of the target document, the method further includes: determining whether the currently triggered operation instruction conforms to the preset operation permissions of the current lifecycle node of the target document; if it does not conform, then abandon the execution of the currently triggered operation instruction; if it conforms, then continue to execute the currently triggered operation instruction.

[0010] Optionally, generating the state correction rule for the target document based on the operation instruction and the state information of the target document includes: determining the type of the current operation instruction; determining the modification operation of the target document to be performed based on the determined current operation instruction type; and generating the corresponding state correction rule based on the determined modification operation.

[0011] Optionally, the step of correcting the state information of the target document based on the state correction rules of the target document to obtain new state information of the target document includes: if the type of the current operation instruction is a target document lifecycle node transfer instruction, then the target file is transferred to the next lifecycle node based on the transfer rules determined by the current operation instruction; if the type of the current operation instruction is a target document version modification instruction, then the modified content of the target file is collected, and the original target file content is replaced based on the collected modified content to generate a new target file.

[0012] Optionally, before archiving the target document based on the new status information, the method includes: determining whether there is a preset review process for the current operation instruction; if there is a preset review process, after executing the corresponding operation instruction, pushing the obtained new status information of the target document to the preset review terminal of the corresponding review process, and judging the review result based on the review terminal, and executing the target document archiving after the review is passed; if there is no preset review process, directly executing the target document archiving.

[0013] Optionally, the step of archiving the target document based on the new status information includes: storing the target document in a database based on the new status information of the target document, and using the collected status information of the target document as historical information; storing the historical information of the target document in the database together, and establishing association rules between the target document and the new status information.

[0014] A second aspect of the present invention provides a document management system, the document management system comprising: a collection unit, configured to collect state information of a target document in response to an operation instruction trigger signal; a processing unit, configured to generate a state correction rule for the target document based on the operation instruction and the state information of the target document; a correction unit, configured to correct the state information of the target document based on the state correction rule of the target document to obtain new state information of the target document; and a storage unit, configured to archive the target document based on the new state information.

[0015] A third aspect of the present invention provides a computer-readable storage medium storing instructions which, when executed on a computer, cause the computer to perform the document management method described above.

[0016] The beneficial effects of this invention are:

[0017] 1. The present invention identifies the current file status based on the user's operation command and determines the corresponding correction rule based on the identified status; different document statuses correspond to different executable correction rules, thereby achieving differentiation in document management solutions. Through this differentiated management solution, the problem of document corruption caused by document misoperation is avoided.

[0018] 2. Then, based on the determined correction rules, the document is corrected under the constraints of the correction rules, and its status information is adjusted accordingly to ensure that subsequent document viewing, management and other operations are performed based on the new status information, thus ensuring the lifecycle management of the document;

[0019] 3. By ensuring that document status is updated in real time, differentiated management of the entire document lifecycle can be achieved, improving the targeted management of each document, effectively distinguishing management responsibilities, and ensuring management efficiency and accuracy. Attached Figure Description

[0020] Figure 1 A flowchart illustrating the steps of a document management method according to one embodiment of the present invention;

[0021] Figure 2 A schematic diagram of document lifecycle node division provided for one embodiment of the present invention;

[0022] Figure 3 This is a diagram illustrating the distinction of operation permissions for each lifecycle node in one embodiment of the present invention.

[0023] Figure 4 A schematic diagram of the approval process corresponding to each operation instruction provided in one implementation method;

[0024] Figure 5 A system architecture diagram of a document management system provided in one embodiment. Detailed Implementation

[0025] The embodiments of the present invention will be described below with reference to the accompanying drawings and preferred embodiments. Those skilled in the art can easily understand other advantages and effects of the present invention from the content disclosed in this specification. The present invention can also be implemented or applied through other different specific embodiments, and various details in this specification can also be modified or changed based on different viewpoints and applications without departing from the spirit of the present invention. It should be understood that the preferred embodiments are only for illustrating the present invention and not for limiting the scope of protection of the present invention.

[0026] Document management is a crucial means of preserving and accessing information. Traditional document management primarily relies on paper documents, which is often inconvenient. Sometimes, searching high and low for a single document yields no results, and it also compromises the confidentiality of classified documents. With the development of computer technology, document management has gradually become more electronic, converting paper documents into electronic files and storing them in this format. This approach allows for efficient document retrieval and leverages encryption algorithms for protection, significantly improving both document retrieval efficiency and secure storage.

[0027] However, current electronic archiving methods merely convert paper documents into digital files. They involve simple storage in a database, with subsequent retrieval limited to basic document indexing. As is well known, documents also have lifecycles, with their nature, function, and modification permissions differing at different stages. Under existing management schemes, the lack of corresponding lifecycle management mechanisms makes it possible for users to accidentally damage documents. Because the database only differentiates data by content, without controlling each state throughout the document's lifecycle, the responsibilities of documents at different lifecycle stages are unclear, and there is no approval process to control the transition between states.

[0028] To address the issue of unclear document management responsibilities in existing solutions, this invention proposes a novel document management method. This method identifies the current file status based on user-initiated operation commands and determines corresponding correction rules based on the identified status. Different document states correspond to different executable correction rules, thus achieving a differentiated document management solution. This differentiated management approach avoids document corruption caused by accidental operations. Then, based on the determined correction rules, the document is corrected within the constraints of those rules, and its status information is adjusted accordingly. This ensures that subsequent document viewing and management operations are performed based on the updated status information, guaranteeing lifecycle management of documents. By ensuring real-time updates to document status, differentiated management throughout the entire document lifecycle is achieved, improving the targeted management of each document, effectively differentiating management responsibilities, and ensuring management efficiency and accuracy.

[0029] Figure 1 This is a flowchart of a document management method provided in one embodiment of the present invention. Figure 1 As shown, an embodiment of the present invention provides a document management method, the method comprising:

[0030] Step S10: In response to the operation command trigger signal, collect the status information of the target document.

[0031] Specifically, during the document management cycle, there are frequent needs to modify and publish documents. When performing these file operations, users need to trigger corresponding operation commands so that the system can execute those commands and perform the appropriate actions on the target document. Different user operation needs will trigger different operation command buttons. For example, if a document is being written and the user needs to add or modify content, they can trigger the "Modify File" button, which will trigger the file modification command. However, if the document is completed and needs to be published (e.g., in announcements), the user will trigger the "Publish File" button, which will trigger the publishing command.

[0032] Preferably, the status information of the target document is: information determining the current lifecycle node of the target document; or the version information of the target document; the lifecycle of the target document has multiple nodes, and each node is used to indicate the status of a target document.

[0033] In embodiments of the present invention, such as Figure 2 As mentioned above, the solution of this invention is a management solution for the entire lifecycle of a document. The document's state varies depending on the lifecycle node it is at. For example, if a document's lifecycle has three nodes: in progress, published, and obsolete, these three different lifecycle nodes represent different document states. Different document states correspond to different management solutions, priorities, and management rules.

[0034] Preferably, the operation instructions include: a target document lifecycle node transition instruction and a target document version modification instruction; the target document lifecycle node transition instruction includes a jump instruction; wherein, the jump instruction is an instruction to transition the target document to the next lifecycle node; the target document version modification instruction includes one or more of the following: modification instruction, deletion instruction, and upgrade instruction.

[0035] In embodiments of the present invention, such as Figure 3Different document statuses have different management rules. For example, a document in the "Under Development" status indicates it is still in the drafting stage and will face numerous additions and modifications. In this case, executing corresponding document modifications and writing is essential. This requires extensive document version updates and content modifications, necessitating the execution of modification, deletion, and upgrade commands. On the other hand, a document in the "Published" status, especially if it is an announcement document, cannot be altered without authorization to maintain its credibility; therefore, modification commands cannot be executed. This invention's solution is based on this differentiated status management, achieving differentiated document management, ensuring the effectiveness of document management, and avoiding document corruption caused by misoperation.

[0036] Step S20: Based on the operation instructions and the state information of the target document, generate the state correction rules for the target document.

[0037] Specifically, different lifecycle nodes have different preset operation permissions; after collecting the status information of the target document, the method further includes: determining whether the currently triggered operation instruction conforms to the preset operation permissions of the current lifecycle node of the target document; if it does not conform, the execution of the currently triggered operation instruction is abandoned; if it conforms, the execution of the currently triggered operation instruction continues.

[0038] As explained above in this embodiment of the invention, the execution rules differ depending on the document's state. If a user triggers an unauthorized command related to a document's state, the command must be prevented from being executed to avoid accidental errors. For example, a document currently under public display is not allowed to be modified if it remains in that state; therefore, the user should abandon the modification command after triggering it.

[0039] Preferably, based on the operation instruction, it is determined whether the current operation instruction is a target document lifecycle node transition instruction or a target document version modification instruction; based on the determined current operation instruction type, it is determined whether the target document modification operation to be performed is required; based on the determined modification operation, a corresponding correction rule is generated.

[0040] In this embodiment of the invention, different operation instructions require different modification operations. After obtaining the operation instructions, document processing needs to be performed based on the modification operations corresponding to the operation instructions. For example, if a jump instruction is triggered, it means that the file needs to be transferred from the current lifecycle node to the next lifecycle node.

[0041] Step S30: Based on the state correction rules of the target document, correct the state information of the target document to obtain new state information.

[0042] Specifically, if the current operation instruction type is a target document lifecycle node transfer instruction, then the target file is transferred to the next lifecycle node based on the transfer rules determined by the instruction; if the current operation instruction type is a target document version modification instruction, then the modified content of the target file is collected, and the original target file content is replaced based on the collected modified content to generate a new target file.

[0043] In this embodiment of the invention, whether modifications are needed to a document's lifecycle nodes or the document itself, the corresponding status information must be updated. For example, after a document's lifecycle node is updated, its corresponding lifecycle node status will change, and subsequent operation instructions will be executed based on the changed status for review. To facilitate document tracking, a version upgrade operation is performed each time a document is updated, and subsequent document backtracking is based on the version number to avoid data loss issues.

[0044] Step S40: Archive the target document based on the new status information.

[0045] Preferred, such as Figure 4 Before archiving the target document based on the new status information, the method includes: determining whether there is a preset review process for the current modification instruction; if there is, after executing the corresponding modification instruction, pushing the obtained new status information to the preset review end of the corresponding review process, and judging the review result based on the review end, and only executing the target document archiving after the review is passed; if there is no such process, directly executing the target document archiving.

[0046] In one possible implementation, an approval process for document state transitions is set up. The approval process for document state transitions is set up according to business needs. If no approval process is needed, it can be omitted. Multiple approval processes can be set up, or only one can be set up.

[0047] In one possible implementation, a document can transition from one state to the next. When clicking to transition, the desired state is selected based on the lifecycle settings. Multiple transitions can be configured between states; for example, state one can transition to state two, and vice versa. After selecting the desired state, the system checks if an approval process is set. If multiple approval processes exist, they must be selected; otherwise, the set approval process is selected by default. If approval is granted, the document moves to the next state; if approval is rejected, the original state remains. If the transition does not require an approval process, the document directly moves to the next state.

[0048] Preferably, based on the new status information, the target document is stored in the database, and the collected status information of the target document is used as historical information; the historical information is also stored in the database, and association rules between it and the new status information are established.

[0049] In this embodiment of the invention, for modified documents, historical document queries may be performed later to avoid losing valuable historical versions of documents. When archiving documents, the present invention needs to synchronously store historical document information so that these historical documents can be queried when there is a need to access them later. Preferably, to avoid historical data occupying a large amount of storage space, current version data is stored using conventional data storage methods, while historical data is stored using deep compression to minimize storage space waste.

[0050] Figure 5 This is a system architecture diagram of a document management system provided in one embodiment of the present invention. Figure 5 As shown, an embodiment of the present invention provides a document management system, the system comprising: a collection unit, configured to collect state information of a target document in response to an operation instruction trigger signal; a processing unit, configured to generate a state correction rule for the target document based on the operation instruction and the state information of the target document; a correction unit, configured to correct the state information of the target document based on the state correction rule of the target document to obtain new state information; and a storage unit, configured to archive the target document based on the new state information.

[0051] The present invention also provides a computer-readable storage medium storing instructions which, when executed on a computer, cause the computer to perform the above-described document management method.

[0052] Those skilled in the art will understand that all or part of the steps in the methods of the above embodiments can be implemented by a program instructing related hardware. This program is stored in a storage medium and includes several instructions to cause a microcontroller, chip, or processor to execute all or part of the steps of the methods described in the various embodiments of the present invention. The aforementioned storage medium includes various media capable of storing program code, such as a USB flash drive, a portable hard drive, a read-only memory (ROM), a random access memory (RAM), a magnetic disk, or an optical disk.

[0053] The optional embodiments of the present invention have been described in detail above with reference to the accompanying drawings. However, the embodiments of the present invention are not limited to the specific details described above. Within the scope of the technical concept of the embodiments of the present invention, various simple modifications can be made to the technical solutions of the embodiments of the present invention, and these simple modifications all fall within the protection scope of the embodiments of the present invention. It should also be noted that the various specific technical features described in the above specific embodiments can be combined in any suitable manner without contradiction. To avoid unnecessary repetition, the embodiments of the present invention will not further describe the various possible combinations.

[0054] Furthermore, various different embodiments of the present invention can be combined in any way, as long as they do not violate the spirit of the embodiments of the present invention, they should also be regarded as the content disclosed by the embodiments of the present invention.

Claims

1. A document management method, characterized in that, The document management method includes: In response to an operation command trigger signal, the status information of the target document is collected; among which... The status information of the target document includes: information determining the current lifecycle node of the target document; or the version information of the target document; wherein, the lifecycle of the target document has multiple nodes, and each node is used to indicate the status of a target document; Based on the operation instructions and the state information of the target document, a state correction rule for the target document is generated; wherein... The types of operation instructions include: target document lifecycle node transition instructions and target document version modification instructions; the target document lifecycle node transition instructions include jump instructions; wherein, the jump instruction is an instruction to transition the target document to the next lifecycle node; the target document version modification instructions include one or more of the following: modification instructions, deletion instructions, and upgrade instructions; The step of generating a state correction rule for the target document based on the operation instruction and the state information of the target document includes: determining the type of the current operation instruction; determining the modification operation of the target document to be performed based on the determined current operation instruction type; and generating a corresponding state correction rule based on the determined modification operation. Based on the state correction rules of the target document, the state information of the target document is corrected to obtain the new state information of the target document; Based on the new status information of the target document, the target document is stored in the database, and the collected status information of the target document is used as historical information; the historical information of the target document is also stored in the database, and association rules between the target document and the new status information are established.

2. The document management method according to claim 1, characterized in that, Different lifecycle nodes have different preset operation permissions; After collecting the status information of the target document, the method further includes: Determine whether the currently triggered operation command conforms to the preset operation permissions of the current lifecycle node of the target document; If it does not meet the requirements, then the currently triggered operation instruction will be abandoned. If the conditions are met, continue executing the currently triggered operation command.

3. The document management method according to claim 1, characterized in that, The step of correcting the state information of the target document based on the state correction rule to obtain new state information of the target document includes: If the current operation instruction is a target document lifecycle node transfer instruction, then based on the transfer rules determined by the current operation instruction, the target document will be transferred to the next lifecycle node. If the current operation instruction is a version modification instruction for the target document, then the modified content of the target document is collected, and the original target document content is replaced based on the collected modified content to generate a new target document.

4. The document management method according to claim 3, characterized in that, Before archiving the target document based on the new status information, the method includes: Determine if the current operation instruction has a preset review process; If a preset review process exists, after executing the corresponding operation instructions, the new status information of the target document will be pushed to the preset review terminal of the corresponding review process, and the review result will be judged based on the review terminal. After the review is passed, the target document will be archived. If there is no preset review process, the target document will be archived directly.

5. A document management system, characterized in that, The system is used to execute the document management method according to any one of claims 1-4, and the document management system includes: The acquisition unit is used to acquire the status information of the target document in response to the operation command trigger signal; The processing unit is configured to generate state correction rules for the target document based on the operation instructions and the state information of the target document; The correction unit is used to correct the state information of the target document based on the state correction rules of the target document, so as to obtain the new state information of the target document; A storage unit is used to archive the target document based on the new status information.

6. A computer-readable storage medium, characterized in that, The computer-readable storage medium stores instructions that, when executed on a computer, cause the computer to perform the document management method as described in any one of claims 1 to 4.

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