Enterprise document management system and management method

Abstract

The invention relates to an enterprise document management system and management method. The enterprise document management system comprises a document management module, a document retrieval module, a workflow management module, an authority management module, a user management module and a statistics and analysis module. The method can help enterprises to effectively manage and utilize the enterprise documents, and aims to provide a centralized, safe and efficient platform to help the enterprises to store, maintain and retrieve various types of documents. Through the system, an enterprise can better manage the life cycle of a document and ensure the security and reliability of the document, and meanwhile, the system aims at improving the cooperation efficiency of a team, promoting the cooperation among team members through the functions of cooperative editing, version control, workflow management and the like, and in addition, improving the efficiency of the team. The enterprise document management system is also dedicated to providing a convenient document access and search function so as to improve the working efficiency and productivity of employees.

Description

Technical Field

[0001] The present invention relates to the technical field of enterprise management systems, and in particular to an enterprise document management system and a management method. Background Art

[0002] The series of problems faced by traditional document management methods have brought many challenges to enterprises.

[0003] First, document loss and damage are common problems. Paper documents are easily lost, while electronic documents may be threatened by hardware failure or accidental deletion, resulting in data irrecoverability. Second, difficulties in collaboration and version control make it difficult for multiple employees to work together when editing the same document. Version conflicts and confusion are inevitable, affecting collaboration efficiency. In addition, document access and search difficulties are also common problems. As the number of corporate documents increases, employees spend a lot of time looking for the required documents in file cabinets or computer folders, wasting time and energy.

[0004] Security risks are also issues that enterprises cannot ignore. Traditional document management lacks security, which exposes documents to the risk of data leakage and unauthorized access. Low efficiency and productivity are challenges brought about by traditional document management methods. Complicated manual operations and repetitive work affect the improvement of work efficiency and productivity. The existence of these problems hinders enterprises from effectively managing and utilizing documents. Summary of the invention

[0005] In view of the deficiencies of the prior art, the present invention provides an enterprise document management system to solve the problems raised by the above background technology.

[0006] The enterprise document management system of the present invention comprises a document management module, a document retrieval module, a workflow management module, a rights management module, a user management module, and a statistics and analysis module.

[0007] As a further improvement of the present invention, the document management module is used to store various documents of the enterprise, such as contracts, reports, policy documents, training materials, etc.

[0008] As a further improvement of the present invention, the documents are stored according to a directory structure or tags so that users can easily browse and find required documents.

[0009] As a further improvement of the present invention, the document retrieval module is used to query and filter documents, so that users can quickly locate the required documents. Users can use keywords, tags, etc. to search.

[0010] As a further improvement of the present invention, the workflow management module is used to manage the workflow, and the user can define and manage the approval process, workflow and task allocation of the document.

[0011] As a further improvement of the present invention, the authority management module is used for the administrator to assign different authority levels to different users or user groups to control the access and editing authority to the document.

[0012] As a further improvement of the present invention, the user management module is used for the administrator to add users, delete users, and modify and edit user information.

[0013] As a further improvement of the present invention, the statistics and analysis module is used to provide analysis reports on document usage and changes, such as the number of document views, downloads, editing history, etc.

[0014] The management method of the enterprise document management system is based on the enterprise document management system described above, and the management method includes the following steps:

[0015] Step 1: Enter user information in the user management module and store the data in the database. The front end displays the corresponding information in the user management module;

[0016] Step 2: Configure user permissions in the permission management module;

[0017] Step 3: Configure the document approval process and workflow in the workflow management module;

[0018] Step 4: Users with corresponding permissions enter contracts, reports, policy documents, training materials and other information in the document management module and store the data in the database. The front end displays the corresponding information in the document management module.

[0019] Step 5: Users with corresponding permissions search and filter the documents to be found in the document retrieval module;

[0020] Step 6: Users with corresponding permissions can view the chart analysis report of the entered document information in the statistical analysis module and export the report.

[0021] Compared with the prior art, the present invention has the following beneficial effects:

[0022] 1. The present invention can help enterprises effectively manage and utilize enterprise documents. It aims to provide a centralized, secure and efficient platform to help enterprises store, maintain and retrieve various types of documents. Through this system, enterprises can better manage the document life cycle and ensure the security and reliability of documents. At the same time, it also aims to improve the efficiency of team collaboration and promote collaboration between team members through collaborative editing, version control and workflow management. In addition, the enterprise document management system is also committed to providing convenient document access and search functions to improve employee work efficiency and productivity.

[0023] 2. The present invention aims to improve enterprise efficiency, reduce costs, and increase the accuracy of decision-making by managing enterprise document data, thereby achieving automated decision-making. It can also better manage documents and improve document management efficiency, which can help enterprises reduce human resource costs, improve the security of enterprise document information maintenance and management, and prevent sensitive information from being leaked and abused.

[0024] To sum up, the benefit of an enterprise document management system is that it optimizes the document management process through technical means and improves the information management capabilities within the organization, thereby bringing higher competitiveness and operational benefits to the enterprise. BRIEF DESCRIPTION OF THE DRAWINGS

[0025] The drawings described herein are used to provide a further understanding of the present application and constitute a part of the present application. The illustrative embodiments of the present application and their descriptions are used to explain the present application and do not constitute an improper limitation on the present application. In the drawings:

[0026] Figure 1 It is a schematic diagram of the system structure of the present invention;

[0027] Figure 2 It is a schematic diagram of the steps of the management method of the present invention. DETAILED DESCRIPTION

[0028] The following will disclose multiple embodiments of the present invention with diagrams. For the purpose of clear description, many physical details will be described together in the following description. However, it should be understood that these physical details should not be used to limit the present invention. In other words, in some embodiments of the present invention, these physical details are not necessary. In addition, for the purpose of simplifying the diagram, some conventional structures and components will be depicted in a simple schematic manner in the diagram.

[0029] In addition, the technical solutions between the various embodiments can be combined with each other, but it must be based on the fact that ordinary technicians in the field can implement it. When the combination of technical solutions is contradictory or cannot be implemented, it should be deemed that such combination of technical solutions does not exist and is not within the scope of protection required by the present invention.

[0030] See also Figure 1 , the enterprise document management system of the present invention comprises:

[0031] Document management module, the document management module is used to store various documents of the enterprise, such as contracts, reports, policy documents, training materials, etc.

[0032] Documents are usually stored in a directory structure or tags so that users can easily browse and find the documents they need. The system allows multiple users to edit documents collaboratively and track changes between different versions.

[0033] Specifically, the document management module has the following functions:

[0034] Document creation and uploading: Users can create new documents in the system or upload existing documents, including text files, spreadsheets, presentations, pictures, audio and other formats.

[0035] Document storage and version control: The system stores documents in a structured manner to ensure the security and reliability of the documents. The article version control function allows users to track and manage different versions of documents and restore to previous versions.

[0036] Document classification and labeling: The system can provide document classification and labeling functions to help users organize and classify documents, making them easier to browse and retrieve.

[0037] The above technical solution can avoid duplication of work, ensure document consistency, and allow rollback to previous versions. It also provides document backup and recovery functions to prevent data loss or damage. In addition, backups can be performed regularly and restored when needed.

[0038] The document retrieval module is used to query and filter documents, so that users can quickly locate the required documents. Users can use keywords, tags, etc. to search.

[0039] Specifically, the document retrieval module has the following functions:

[0040] Full-text search: The document search module can perform full-text search on document content, allowing users to quickly find the required documents based on keywords, phrases or document attributes.

[0041] Advanced search: In addition to full-text search, the document search module can also provide some advanced search functions, such as refined search based on time range, file type, author, etc.

[0042] Search sorting and filtering: Search results can be sorted and filtered based on relevance, creation time, etc., so that users can better find the documents they need.

[0043] The document retrieval module can help users quickly find the documents they need, thus saving time and energy in the tedious file search process and improving work efficiency. Users can accurately find the documents they need, avoiding duplicate creation and information loss due to lost or unavailable files. It also helps users quickly find related documents, thereby promoting knowledge discovery and learning and improving the knowledge level of individuals and organizations.

[0044] Workflow management module: The workflow management module is used to manage workflows. Users can define and manage document approval processes, workflows, and task assignments.

[0045] Specifically, the workflow management module includes the following functions:

[0046] Process design: The workflow management module can perform process design through a visual interface and define the processes of each link such as document approval, release, modification and archiving.

[0047] Process execution: The workflow management module can automatically execute document-related tasks according to the defined workflow, including task assignment, reminders, approval, etc.

[0048] Task monitoring: The workflow management module provides task monitoring functions, which can view the task status, progress and participants in real time, and track and count them.

[0049] The workflow management module can automatically execute process tasks, reduce manual operations and waiting time, save time for processing document-related tasks, and improve work efficiency. In addition, this module ensures the consistent execution of document-related processes, avoids process deviations due to human differences, and improves the accuracy and consistency of work.

[0050] The permission management module is used by administrators to assign different permission levels to different users or user groups to control the access and editing permissions to documents.

[0051] Specifically, the rights management module includes the following functions:

[0052] User management: The permission management module can manage user accounts in the system, including creating accounts, editing account information, resetting passwords, and other operations.

[0053] Role management: The permission management module can define and manage user roles, and set the role's permissions, functions, and responsibilities.

[0054] Permission setting: The permission management module can set permissions for various functions in the system and control the scope of user operation permissions in the system.

[0055] Organizational management: The authority management module can manage the organizational structure in the system, including departments, teams, etc., and subdivide the authority of different organizational units.

[0056] The authority management module can control the user's access rights and operating rights, prevent unauthorized personnel from accessing and operating the system, improve the security of the system, and accurately control the functions that different users can access and operate according to their responsibilities and permissions, avoiding unnecessary information interference and operation conflicts, and improving work efficiency.

[0057] User management module: The user management module is used by administrators to add users, delete users, and modify and edit user information.

[0058] Specifically, the user management module has the following functions:

[0059] Create a user account: The user management module can create a new user account and complete the account registration process by setting the account name, password and other information.

[0060] Edit user information: The user management module can provide an editing interface for user information, allowing users to modify personal information such as name, contact information, etc.

[0061] Reset password: The user management module can support the user to reset password function to ensure the security and manageability of user accounts.

[0062] Lock / unlock account: The user management module can provide the function of locking / unlocking account to handle account abnormalities or theft.

[0063] The user management module can serve as the basis for access control and permission management, ensuring that only authorized users can log in to the system. At the same time, the user's operating scope in the system can be controlled according to the user's role and permission settings. The user management module can realize centralized management of user accounts, including creating new accounts, editing account information, resetting passwords, and locking / unlocking accounts, thereby improving account management and security.

[0064] Statistics and analysis module: The statistics and analysis module is used to provide analysis reports on document usage and changes, such as the number of document views, downloads, editing history, etc. These statistics and analyses can help enterprises understand the usage of documents and conduct decision-making analysis.

[0065] Specifically, the statistics and analysis module includes the following functions:

[0066] Document statistics: The statistics and analysis module can count the quantity, classification, version, etc. of corporate documents to understand the overall situation and management needs of corporate documents.

[0067] User activity statistics: The statistics and analysis module can record and analyze user activities, including document visits, downloads, edits, etc., in order to better understand user behavior and needs.

[0068] Process analysis: The statistics and analysis module can analyze the workflow of enterprise documents, identify bottlenecks and room for improvement, and improve work efficiency.

[0069] Data visualization: The statistics and analysis module can present statistical results in the form of charts or reports to help users intuitively understand data and trends.

[0070] The statistics and analysis module can provide data support for corporate management to make more scientific decisions and strategies and guide the development and optimization of the enterprise. By analyzing user behavior, the real needs of users can be understood, thereby improving the system interface and functions and enhancing user satisfaction.

[0071] See also Figure 2 Based on the enterprise document management system described above, the present invention also provides a management method for the enterprise document management system, and the management method comprises the following steps:

[0072] Step 1: Enter user information in the user management module and store the data in the database. The front end displays the corresponding information in the user management module;

[0073] Step 2: Configure user permissions in the permission management module;

[0074] Step 3: Configure the document approval process and workflow in the workflow management module;

[0075] Step 4: Users with corresponding permissions enter contracts, reports, policy documents, training materials and other information in the document management module and store the data in the database. The front end displays the corresponding information in the document management module.

[0076] Step 5: Users with corresponding permissions search and filter the documents to be found in the document retrieval module;

[0077] Step 6: Users with corresponding permissions can view the chart analysis report of the entered document information in the statistical analysis module and export the report.

[0078] The above description is only an embodiment of the present invention and is not intended to limit the present invention. For those skilled in the art, the present invention may have various modifications and variations. Any modification, equivalent substitution, improvement, etc. made within the spirit and principle of the present invention should be included in the scope of the claims of the present invention.

Claims

1. Enterprise document management system, characterized by: It includes document management module, document retrieval module, workflow management module, authority management module, user management module, and statistics and analysis module.

2. The enterprise document management system according to claim 1, characterized in that: The document management module is used to store various documents of the enterprise, such as contracts, reports, policy documents, training materials, etc.

3. The enterprise document management system according to claim 2, characterized in that: The documents are stored according to a directory structure or tags so that users can easily browse and find required documents.

4. The enterprise document management system according to claim 1, characterized in that: The document retrieval module is used to query and filter documents, so that users can quickly locate the required documents. Users can search using keywords, tags, etc.

5. The enterprise document management system according to claim 1, characterized in that: The workflow management module is used to manage workflows, and users can define and manage document approval processes, workflows, and task assignments.

6. The enterprise document management system according to claim 1, characterized in that: The authority management module is used by the administrator to assign different authority levels to different users or user groups to control the access and editing authority to the document.

7. The enterprise document management system according to claim 1, characterized in that: The user management module is used by administrators to add users, delete users, and modify and edit user information.

8. The enterprise document management system according to claim 1, characterized in that: The statistics and analysis module is used to provide analysis reports on document usage and changes, such as the number of document views, downloads, editing history, etc.

9. A management method for an enterprise document management system, characterized in that: Based on the enterprise document management system described in claims 1-8, the management method thereof comprises the following steps: Step 1: Enter user information in the user management module and store the data in the database. The front end displays the corresponding information in the user management module; Step 2: Configure user permissions in the permission management module; Step 3: Configure the document approval process and workflow in the workflow management module; Step 4: Users with corresponding permissions enter contracts, reports, policy documents, training materials and other information in the document management module and store the data in the database. The front end displays the corresponding information in the document management module. Step 5: Users with corresponding permissions search and filter the documents to be found in the document retrieval module; Step 6: Users with corresponding permissions can view the chart analysis report of the entered document information in the statistical analysis module and export the report.

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