Automatic contract file filing method and system based on two-dimensional code recognition and storage medium

Abstract

The invention provides an automatic contract file filing method and system based on two-dimensional code recognition and a storage medium. The system comprises an electronic contract management module, a two-dimensional code association module, an attachment uploading module, a mobile scanning verification module, a rear-end automatic verification module, an automatic state updating module and the like. The method comprises the following steps: firstly, generating an associated two-dimensional code for each electronic contract; the salesman uploads the stamped paper contract scanning copy to the system as an attachment; an archiving administrator scans a two-dimensional code on a paper contract by using an application of a mobile terminal, and after receiving a code scanning request, the system automatically checks whether a corresponding electronic contract record has a required sealing accessory or not. And if the verification is successful, the system automatically updates the archiving state of the contract to be 'archived', and prompts the administrator of success. According to the method, the physical recovery action is seamlessly combined with system information verification and state updating, so that automation, real-time performance and accuracy of the archiving process are realized, and the working efficiency and the management level are remarkably improved.

Description

Technical Field

[0001] This invention belongs to the field of computer information processing and automation technology, and specifically relates to a document management and workflow automation technology. More specifically, it relates to a method, system and storage medium for electronic verification and automated archiving confirmation of physical documents such as paper contracts by using QR code recognition and mobile communication technology. Background Technology

[0002] Contract signing and management is one of the core business processes. The standard process usually includes two parallel steps: online and offline. On the one hand, the salesperson and the customer sign a legally binding paper contract offline and both parties affix their seals. On the other hand, the salesperson enters the electronic version of the contract into the company's electronic contract management system as a data record.

[0003] Original signed and stamped paper contracts, as crucial legal documents and audit evidence, must be collected and centrally archived by designated personnel (e.g., the company's stamp administrator or records manager). Currently, this collection and archiving process generally suffers from the following problems:

[0004] Manual verification is inefficient. Administrators need to collect a large number of paper contracts from sales staff and manually verify them one by one against the electronic records in the system to ensure that no contracts are missed or incorrect. This process is entirely manual, time-consuming, and labor-intensive, especially in companies with high business volume, where it becomes a heavy and repetitive task.

[0005] Delayed status updates and information asymmetry mean that after completing physical archiving, administrators still need to manually update the "archiving status" of the corresponding electronic contracts in the system. Manual operation is prone to forgetting or errors, resulting in a discrepancy between the archiving status in the system and the actual physical archiving situation, causing information lag and asymmetry.

[0006] Traceability is difficult and prone to errors. When there are unclear contract handovers or a contract is not retrieved in a timely manner, a significant amount of time needs to be spent on manual tracing and communication. Searching and verifying through a large number of contracts is highly susceptible to confusion or omissions, resulting in high management risks.

[0007] Therefore, how to use automation technology to simplify and optimize the process of collecting, confirming, and archiving paper contracts, improve work efficiency, and ensure the accuracy of information synchronization is a technical problem that urgently needs to be solved in this field. Summary of the Invention

[0008] The technical problem to be solved by the present invention is to provide a method, system and storage medium for automatic archiving of contract documents based on QR code recognition, which aims to solve the problems mentioned in the background art, such as low efficiency, easy error and untimely information status update caused by the traditional paper contract collection and archiving process relying entirely on manual labor.

[0009] To achieve the above objectives, one or more embodiments of this application provide a method, system, and storage medium for automatic archiving of contract documents based on QR code recognition.

[0010] The methods include:

[0011] S1. Generate an associated QR code containing its unique identification information for an electronic data record;

[0012] S2. Receive and store a digital attachment associated with the electronic data record;

[0013] S3. Scan the associated QR code by running the mobile terminal application to obtain the unique identification information and initiate a verification request;

[0014] S4. In response to the verification request, automatically locate the electronic data record in the system;

[0015] S5. Automatically check whether the digital attachment has been stored in the electronic data record;

[0016] S6. When the verification result is yes, the status field of the electronic data record is automatically updated.

[0017] Based on the above technical solution of the present invention, the following improvements can also be made:

[0018] Optionally, the electronic data record is an electronic contract record, and the digital attachment is a scanned document of a stamped paper contract.

[0019] Optionally, the status field is an archive status field, and its update method is to update from pending recycling to archived.

[0020] Optionally, while automatically updating the status field, the time of the update operation and the operator's information are also automatically recorded.

[0021] Optionally, the scanning application running on the mobile terminal is integrated into an enterprise instant messaging platform.

[0022] According to another aspect of the present invention, an automatic contract document archiving system based on QR code recognition is provided, comprising:

[0023] The electronic contract management module is used to store electronic contract records, including attachment fields and status fields.

[0024] The QR code association module is used to generate a QR code containing its unique identification information for the electronic contract record;

[0025] The attachment upload module is used to receive digital attachments and associate them with the electronic contract record;

[0026] The mobile scanning verification module is used to scan the QR code via a mobile terminal, parse the unique identification information, and initiate a verification request accordingly.

[0027] The backend automatic verification module is used to receive the verification request and automatically check whether the digital attachment exists in the corresponding electronic contract record;

[0028] The automatic archive status update module is used to automatically update the status field of the electronic contract record when the verification result of the backend automatic verification module is successful.

[0029] Based on the above technical solution of the present invention, the following improvements can also be made:

[0030] Optionally, when the backend automatic verification module fails to verify, it returns an error message to the mobile scanning verification module.

[0031] Optionally, the mobile scanning verification module is an application embedded in the WeChat or DingTalk platform.

[0032] Optionally, the digital attachment is a PDF file.

[0033] According to another aspect of the present invention, a computer-readable storage medium is provided, the computer-readable storage medium storing computer instructions, which, when invoked, are used to perform the steps of the automatic archiving method for contract documents based on QR code recognition described in any of the preceding claims.

[0034] The beneficial effects of this invention are that it provides a method, system, and storage medium for automatic archiving of contract documents based on QR code recognition, which greatly improves work efficiency, transforms manual verification of each document into automatic verification by scanning codes, and combines the administrator's retrieval action with the system's verification and status update actions into one, reducing the operation time from several minutes to several seconds, thus greatly improving the overall efficiency of the contract archiving process.

[0035] It ensures accuracy and real-time performance by automatically verifying the existence of attachments and updating the archiving status through the program. This completely avoids errors and omissions that may occur due to manual operation, and ensures a high degree of consistency and real-time synchronization between physical archives and system information.

[0036] The workflow and collaboration were optimized, and the responsibilities of salespersons (responsible for uploading attachments) and administrators (responsible for scanning and collecting data) were clearly defined. Administrators no longer need to ask salespersons whether the handover has been completed; they can simply scan the code to determine whether the preliminary steps have been completed, simplifying communication costs and optimizing inter-departmental collaboration.

[0037] It enhances traceability and management transparency. Every time a code is successfully scanned, the system automatically records information such as the archiving time and the operator, forming a clear and reliable system log. This makes the entire archiving process completely transparent and traceable, improving the company's compliance management level.

[0038] Easy to integrate and deploy, the mobile terminal of this invention can be conveniently embedded in widely used enterprise office platforms (such as WeChat for Business), and users do not need to install a new APP, which lowers the threshold for promotion and use. Attached Figure Description

[0039] Figure 1 This is a detailed flowchart illustrating an embodiment of the automated contract archiving method based on QR codes according to the present invention. Detailed Implementation

[0040] To make the objectives, technical solutions, and advantages of this disclosure clearer, the following detailed description is provided in conjunction with specific embodiments and the accompanying drawings.

[0041] It should be noted that, unless otherwise defined, the technical or scientific terms used in one or more embodiments of this application should have the ordinary meaning understood by one of ordinary skill in the art to which this disclosure pertains. The terms "first," "second," and similar terms used in one or more embodiments of this application do not indicate any order, quantity, or importance, but are merely used to distinguish different components. Terms such as "comprising" or "including" mean that the element or object preceding the word encompasses the elements or objects listed following the word and their equivalents, without excluding other elements or objects. Terms such as "connected" or "linked" are not limited to physical or mechanical connections, but can include electrical connections, whether direct or indirect. Terms such as "upper," "lower," "left," and "right" are used only to indicate relative positional relationships; when the absolute position of the described object changes, the relative positional relationship may also change accordingly.

[0042] like Figure 1 As shown, one or more embodiments of this application disclose a method, system, and storage medium for automatic archiving of contract documents based on QR code recognition. The method includes:

[0043] During the preparation phase, the salesperson enters the electronic contract into the system, then prints the contract as a paper document (containing a QR code with contract information), signs the paper contract with the customer externally, and obtains both parties' seals. Simultaneously, a corresponding electronic record already exists in the system's electronic contract management module, with its initial "archived status" set to "pending retrieval."

[0044] Upload stamped attachments: Salespeople scan or photograph the stamped paper contract with their mobile phones to create a digital PDF attachment. Then, the salesperson logs into the electronic contract system, locates the corresponding contract record, and uploads the PDF file to the "Contract Attachments" (or the designated "Stamped Attachments") section of that record.

[0045] To initiate a QR code recycling process, the archive administrator opens WeChat Work on their mobile device and enters the "QR code recycling" application.

[0046] The administrator can use the application to access the camera and scan the QR code on a paper or electronic contract. The mobile application then parses the QR code content to obtain a unique contract ID (e.g., CONTRACT_ID_12345).

[0047] To initiate backend verification, the mobile application sends the obtained contract ID to the specified API interface of the backend server (e.g., / api / archive / verify) via an HTTPS request.

[0048] To perform automatic verification, the backend server receives the request and executes the core verification logic:

[0049] Retrieve the corresponding contract from the database based on the contract ID CONTRACT_ID_12345.

[0050] Examine all contract attachments and scan the QR codes in the attachments to see if they match the QR code scanned by the user.

[0051] Processing and verification results:

[0052] If the verification is successful (i.e., the attachment exists), the backend server will automatically update the status and return a success message.

[0053] If the verification fails (attachment is missing or does not meet the requirements), the backend server will return a failure message.

[0054] The system automatically updates the status and returns a success message. The backend automatically updates the "Archived Status" field of the contract in the database to "Archived," and records the current time and the administrator's information. Then, a success response (e.g., {"code": 0, "message": "Recycling successful"}) is returned to the mobile device. The mobile application then displays a green success message on the screen. The administrator can then proceed to process the next contract. The process ends.

[0055] Upon receiving a failure message, the backend does not modify the database state but directly returns a failure response to the mobile terminal (e.g., {"code": -1, "message": "Error: Stamped attachment not uploaded!"}). The mobile application displays a red error message on the interface, allowing the administrator to know that the preliminary steps for this contract have not been completed and to directly communicate with the relevant sales representative. The process ends.

[0056] Through the above methods, this invention seamlessly integrates the originally fragmented and manual offline recycling and online status update processes into a highly efficient, automatic, and closed-loop digital process, significantly improving the standardization and efficiency of enterprise management.

[0057] In this embodiment, the QR code scanning verification process has been deeply optimized to address the core user experience issue of recognition accuracy. This invention considers and iterates on two implementation schemes:

[0058] Option 1: Pure front-end recognition solution (preliminary implementation plan).

[0059] In one basic implementation, the mobile scanning verification module can directly utilize an open-source JavaScript QR code recognition library integrated into the front-end application. When a user scans, the mobile terminal's browser or the WebView embedded in the application directly accesses the device's camera to acquire the video stream and performs real-time image analysis and decoding locally.

[0060] Advantages: Simple and fast implementation, no need to rely on external network services, and no additional API call costs.

[0061] Problems encountered: Internal testing and initial user trials revealed that the actual performance of this solution was unsatisfactory. In common situations such as uneven office lighting, wrinkled or reflective contract paper, and inaccurate camera focus, the success rate of the front-end recognition database significantly decreased. Users often needed to repeatedly adjust the angle and distance to achieve success, severely impacting work efficiency and user satisfaction.

[0062] Option 2: Cloud-based OCR recognition solution (preferred embodiment of the present invention).

[0063] To fundamentally solve the above problems, this invention preferably adopts an optimized scheme based on cloud-based OCR (Optical Character Recognition) services. This scheme redesigns the specific implementation of scanning and parsing QR codes:

[0064] Image capture: When the administrator clicks to scan in the "Scan and Recycle" application, the application does not parse the video stream in real time, but guides the user to take a high-quality photo of the QR code to capture a still image.

[0065] Image Upload: The mobile application uploads the captured image data to the system's backend server via API.

[0066] Calling cloud services: The backend server does not process the image itself, but acts as a security proxy to forward the received image to the QR code recognition API provided by professional third-party cloud service providers (such as Baidu Smart Cloud OCR, Alibaba Cloud OCR, etc.).

[0067] Obtaining high-precision results: The cloud service provider's OCR engine uses a deep learning model trained on massive amounts of data to preprocess the image (such as noise reduction, angle correction, and illumination compensation) and perform high-precision recognition. Then, the decoded QR code content is returned to the backend server in text form.

[0068] Continue with the subsequent process: After receiving the high-precision recognition result returned by the cloud service, the backend server continues to execute step S305 and the subsequent backend verification logic.

[0069] The beneficial effects of this optimization scheme are:

[0070] The accuracy rate is greatly improved. The professional cloud OCR service has a recognition accuracy rate of more than 99% in various complex environments, which is far higher than that of open source front-end libraries. It almost eliminates the need for users to repeat operations due to recognition failure, resulting in a qualitative leap in user experience.

[0071] The system's robustness is enhanced by transferring the complex computational tasks of recognition from mobile terminals with varying performance and environments to powerful cloud servers. This makes the system's recognition capabilities no longer limited by the user's mobile phone model or operating environment, resulting in more stable and reliable performance.

[0072] While this solution introduces external service dependencies and incurs certain API call costs, the value of this technological decision lies in the fact that this reasonable cost investment results in the ultimate stability of the system's core functionality (QR code recognition) and positive user feedback. For enterprise applications, such technological investment to ensure smooth core processes and user experience is absolutely necessary and extremely valuable. This demonstrates the completeness and advanced nature of this invention in solving practical problems.

[0073] In another embodiment, a contract document automatic archiving system based on QR code recognition is provided; comprising:

[0074] Electronic contract management module: Used to store the core data of electronic contracts. Each electronic contract record contains a field or associated storage space for storing contract attachments.

[0075] QR code association module: In conjunction with the electronic contract management module, it generates a unique QR code for each electronic contract record in the system, containing key identification information of the contract (such as the contract ID).

[0076] Attachment Upload Module: Allows users (such as salespersons) to scan stamped paper contracts into digital files (such as PDF format), upload them, and associate them with the attachment field of the corresponding contract record in the electronic contract management module.

[0077] Mobile scanning verification module: This is typically deployed in applications on mobile devices (such as applications embedded in WeChat Work). This module is configured as follows:

[0078] Scan the QR code on the physical document or its digital copy using the mobile device's camera. Parse the QR code to obtain the contract's unique identification information. Based on this identification information, send a verification request to the backend server.

[0079] Backend automatic verification module: Deployed on the server side, it executes the following core logic after receiving a verification request from the mobile device:

[0080] Based on the contract identification information in the request, locate the corresponding electronic contract record in the electronic contract management module.

[0081] The system automatically checks the attachments of the record to see if there are any uploaded, stamped contract attachments that meet the preset conditions.

[0082] The verification result (success or failure) is returned to the mobile scanning verification module.

[0083] Automatic Archive Status Update Module: When the verification result of the backend automatic verification module is successful, this module automatically updates the archive status field of the corresponding electronic contract record (for example, from "Pending Recycling" to "Archived"), and can record the archive time and operator.

[0084] The core business system of this invention is deployed on the backend server, including modules for electronic contract management, attachment uploading, QR code generation, automatic verification, and status updates. It communicates with mobile terminals via API interfaces.

[0085] The database is used to persistently store contract data, including main contract information, attachment metadata, and archive status.

[0086] Mobile terminals, such as smartphones, have enterprise office applications (such as WeChat Work) installed on them. The mobile scanning verification module of this invention runs as an embedded application ("scan code recycling" application) in WeChat Work and can access the phone's camera.

[0087] In another embodiment, a computer-readable storage medium is provided, the computer-readable storage medium storing computer instructions, which, when invoked, are used to perform the steps of the automatic archiving method for contract documents based on QR code recognition described above.

[0088] Those skilled in the art will understand that embodiments of the present invention can be provided as methods, systems, or computer program products. Therefore, the present invention can take the form of a completely hardware embodiment, a completely software embodiment, or an embodiment combining software and hardware aspects. Furthermore, the present invention can take the form of a computer program product embodied on one or more computer-usable storage media (including, but not limited to, disk storage, CD-ROM, optical storage, etc.) containing computer-usable program code.

[0089] This invention is described with reference to flowchart illustrations and / or block diagrams of methods, apparatus (systems), and computer program products according to embodiments of the invention. It will be understood that each block of the flowchart illustrations and / or block diagrams, and combinations of blocks in the flowchart illustrations and / or block diagrams, can be implemented by computer program instructions. These computer program instructions can be provided to a processor of a general-purpose computer, special-purpose computer, embedded computer, or other programmable data processing apparatus to produce a machine, such that the instructions, which execute via the processor of the computer or other programmable data processing apparatus, generate instructions for implementing the flowchart illustrations. Figure 1 One or more processes and / or boxes Figure 1 A system that specifies functions in one or more boxes.

[0090] These computer program instructions may also be stored in a computer-readable storage medium that can direct a computer or other programmable data processing device to function in a particular manner, such that the instructions stored in the computer-readable storage medium produce an article of manufacture including an instruction set implemented in a process. Figure 1 One or more processes and / or boxes Figure 1 The function specified in one or more boxes.

[0091] These computer program instructions may also be loaded onto a computer or other programmable data processing equipment to cause a series of operational steps to be performed on the computer or other programmable equipment to produce a computer-implemented process, thereby providing instructions that execute on the computer or other programmable equipment for implementing the process. Figure 1One or more processes and / or boxes Figure 1 The steps of the function specified in one or more boxes.

[0092] Although preferred embodiments of the invention have been described, those skilled in the art, upon learning the basic inventive concept, can make other changes and modifications to these embodiments. Therefore, the appended claims are intended to be interpreted as including both the preferred embodiments and all changes and modifications falling within the scope of the invention.

[0093] Obviously, those skilled in the art can make various modifications and variations to this invention without departing from its spirit and scope. Therefore, if these modifications and variations fall within the scope of the claims of this invention and their equivalents, this invention also intends to include these modifications and variations.

Claims

1. A method for automatic archiving of contract documents based on QR code recognition, characterized in that, Includes the following steps: S1. Generate an associated QR code containing its unique identification information for an electronic data record; S2. Receive and store a digital attachment associated with the electronic data record; S3. Scan the associated QR code by running the mobile terminal application to obtain the unique identification information and initiate a verification request; S4. In response to the verification request, automatically locate the electronic data record in the system; S5. Automatically check whether the digital attachment has been stored in the electronic data record; S6. When the verification result is yes, the status field of the electronic data record is automatically updated.

2. The automatic archiving method for contract documents based on QR code recognition according to claim 1, characterized in that, The electronic data record is an electronic contract record, and the digital attachment is a scanned document of a stamped paper contract.

3. The automatic archiving method for contract documents based on QR code recognition according to claim 1, characterized in that, The status field is the archive status field, and its update method is from pending recycling to archived.

4. The automatic archiving method for contract documents based on QR code recognition according to claim 1, characterized in that, While automatically updating the status field, the update operation time and operator information are also automatically recorded.

5. The automatic archiving method for contract documents based on QR code recognition according to claim 1, characterized in that, The scanning application running on the mobile terminal is integrated into an enterprise instant messaging platform.

6. An automatic contract document archiving system based on QR code recognition, characterized in that, include: The electronic contract management module is used to store electronic contract records, including attachment fields and status fields. The QR code association module is used to generate a QR code containing its unique identification information for the electronic contract record; The attachment upload module is used to receive digital attachments and associate them with the electronic contract record; The mobile scanning verification module is used to scan the QR code via a mobile terminal, parse the unique identification information, and initiate a verification request accordingly. The backend automatic verification module is used to receive the verification request and automatically check whether the digital attachment exists in the corresponding electronic contract record; The automatic archive status update module is used to automatically update the status field of the electronic contract record when the verification result of the backend automatic verification module is successful.

7. The automatic contract document archiving system based on QR code recognition according to claim 6, characterized in that, When the backend automatic verification module fails to verify, it returns an error message to the mobile scanning verification module.

8. The automatic contract document archiving system based on QR code recognition according to claim 6, characterized in that, The mobile scanning verification module is an application embedded in the WeChat or DingTalk platform.

9. The automatic contract document archiving system based on QR code recognition according to claim 6, characterized in that, The digital attachment is a PDF file.

10. A computer-readable storage medium, characterized in that, The computer-readable storage medium stores computer instructions, which, when invoked, are used to perform the steps of the automatic archiving method for contract documents based on QR code recognition as described in any one of claims 1-5.

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