Information processing system, method for controlling information processing system, and program

Abstract

To easily register index information of a document attached to a mail.SOLUTION: An information processing system has: extraction means that extracts envelope information from a received mail; management means that manages information used for an index of a document attached to the received mail in association with the envelope information; and registration means that registers the information used for the index that is associated with the envelope information extracted by the extraction means and is managed in the management means, as index information of the document attached to the mail.SELECTED DRAWING: Figure 4

Description

Technical Field

[0001] The present invention relates to an information processing system, a control method for an information processing system, and a program.

Background Art

[0002] Invoices, estimates, etc. sent as attachments to emails, regardless of whether they are documents subject to electronic transactions or scanned documents, are required by the Electronic Bookkeeping Law to ensure visibility (ensuring a search function). Therefore, the description content of invoices and estimates may be read and set as index information used for searching each form.

[0003] In order to reflect the description content of invoices, estimates, etc. in the index information, either manual input of the description content by the user or OCR (Optical Character Recognition) of each form by the information processing device to read and set it in the index information is carried out.

[0004] Patent Document 1 discloses storing the body and attached files of an email in a storage device, generating two indexes, a first key for specifying the storage location and a second key (separate email) from the email address, subject, etc., managing the first key by the second key (managing it as a separate email including the first key), and acquiring the body and attached files of the email by the second key. With this configuration, Patent Document 1 can share the body and attached files of an email without duplicating storage even when there are multiple recipients.

Prior Art Documents

Patent Documents

[0005]

Patent Document 1

Disclosure of the Invention

Problems to be Solved by the Invention

[0006] However, even when setting index information by OCR'ing a document, it may not be appropriately reflected in the index information due to differences such as the accuracy of OCR and whether the document is in a fixed or non-fixed format. Therefore, the index information read by the information processing apparatus cannot do without visual inspection by the user.

[0007] Also, Patent Document 1 does not disclose registering index information of an attached file (document).

[0008] An object of the present invention is to easily register index information of a document attached to an email.

Means for Solving the Problems

[0009] The present invention for solving the above problems is extraction means for extracting envelope information from the received email, management means for managing information used for indexing a document attached to the received email in association with the envelope information of the email, registration means for registering information used for indexing associated with the envelope information extracted by the extraction means as the index information of the document characterized by having.

Effects of the Invention

[0010] According to the present invention, it is possible to easily register index information of a document attached to an email.

Brief Description of the Drawings

[0011]

Figure 1

Figure 2

Figure 3

Figure 4

Figure 5

Figure 6

Figure 7

Figure 8

Figure 9

Figure 10

Mode for Carrying Out the Invention

[0012] Hereinafter, embodiments of the present invention will be described in detail with reference to the drawings.

[0013] FIG. 1 is a diagram showing an example of the system configuration of an information processing system according to an embodiment of the present invention.

[0014] The information processing system 100 includes a scanner device 102, a terminal 104 for claim form issuers, an MFP (MultiFunction Peripheral) 108, a batch server 105 arranged on a claim form management cloud 114, a database server 106, a mail server 107, and a claim form viewing terminal 110 on the claim form viewer side. They are communicably connected via a network 112. In the present embodiment, the system will be described as a system for handling claim forms, but it is not limited to claim forms and can be used for documents such as contracts, estimates, receipts, and delivery notes for which it is desired to specify the issuer side and the recipient side as index information.

[0015] In the present invention, the batch server 105, the database server 106, and the mail server 107 are virtual servers arranged on the claim management cloud 114. Each server may not be arranged on the cloud 114, and may be arranged in one housing respectively, or the respective functions may be collectively arranged in one or a plurality of housings.

[0016] The terminal 104 for the claim issuer is a terminal used by the issuer who creates the claim. The PDF file of the claim created on the terminal 104 for the claim issuer is attached to an e-mail (hereinafter referred to as mail) and transmitted to the mail server 107 via the network 112. For a claim created on paper, a PDF file scanned by a scanner device 102 or a multifunction machine 108 may be attached to the mail and transmitted.

[0017] The mail server 107 receives the mail with the claim file attached transmitted from the terminal 104 for the claim issuer and stores it in the database server 106. The details of the processing will be described with reference to FIG. 4.

[0018] The batch server 105 periodically executes a program, acquires mails from the database server 106, and registers index information of the attached claim files. The details of the processing will be described with reference to FIG. 5.

[0019] The terminal 110 for claim viewing is a terminal used by the recipient of the claim. The terminal 110 for claim viewing can access the batch server 105 (when also serving as a web server) via the network 112 to search for and view the claim file with the index information registered. Since the search and viewing processes of the claim file are well-known, the description thereof is omitted.

[0020] FIG. 2 is a block diagram showing an example of the hardware configuration of these information processing apparatuses such as the terminal 104 for the claim issuer, the batch server 105, the database server 106, the mail server 107, and the terminal 110 for claim viewing in the embodiment of the present invention.

[0021] As shown in FIG. 2, these information processing apparatuses have a CPU (Central Processing Unit) 201, a ROM (Read Only Memory) 202, a RAM (Random Access Memory) 203, an input controller 205, a video controller 206, a memory controller 207, and a communication I / F controller 208 connected via a system bus 204.

[0022] The CPU 201 comprehensively controls each device and controller connected to the system bus 204.

[0023] The ROM 202 or the external memory 211 holds a BIOS (Basic Input / Output System), an OS (Operating System), which are control programs executed by the CPU 201, programs that can be read and executed by this information processing apparatus, and various necessary data (including data tables).

[0024] The RAM 203 functions as the main memory, work area, etc. of the CPU 201. When executing a process, the CPU 201 loads a program or the like necessary for the execution from the ROM 202 or the external memory 211 into the RAM 203, and realizes various operations by executing the loaded program.

[0025] The input controller 205 controls inputs from input devices such as a keyboard 209 and a pointing device such as a mouse (not shown). When the input device is a touch panel, it is assumed that the user can give various instructions by pressing (touching with a finger or the like) in accordance with icons, cursors, or buttons displayed on the touch panel.

[0026] Also, the touch panel may be a touch panel capable of detecting positions touched with a plurality of fingers, such as a multi-touch screen.

[0027] The video controller 206 controls the display to an external output device such as the display 210. The display shall include the display of a notebook personal computer integrated with the main body. Note that the external output device is not limited to the display, and may be, for example, a projector. Also, for the device capable of receiving the above-described touch operation, an input device is also provided.

[0028] Note that the video controller 206 can control the video memory (VRAM) for display control, and can use a part of the RAM 203 as the video memory area, or can separately provide a dedicated video memory.

[0029] The memory controller 207 controls the access to the external memory 211. As the external memory, an external storage device (hard disk) that stores a boot program, various applications, font data, user files, edited files, and various data, a flexible disk (FD), or a compact flash (registered trademark) memory connected via an adapter to a PCMCIA card slot can be used.

[0030] The communication I / F controller 208 is connected to and communicates with an external device via a network, and executes communication control processing on the network. For example, communication using TCP / IP, a telephone line such as ISDN, and communication using a 3G line of a mobile phone are possible.

[0031] Still, the CPU 201 enables the display on the display 210 by executing the outline font expansion (rasterization) process on the display information area in the RAM 203, for example. Also, the CPU 201 enables a user instruction with a mouse cursor (not shown) on the display 210.

[0032] Next, with reference to FIG. 3, the hardware configuration of the multifunction machine 108 having the scanner function shown in FIG. 1 will be described.

[0033] Figure 3 is a block diagram showing an example of the hardware configuration of the multifunction device 108 having the scanner function shown in Figure 1.

[0034] In Figure 3, 316 is a controller unit, which is connected to the scanner unit 314 that functions as an image input device and the printer unit 312 that functions as an image output device, and at the same time is connected to a LAN (for example, the LAN 112 shown in Figure 1) or a public line (WAN) (for example, PSTN or ISDN, etc.) to input and output image data and device information.

[0035] In the controller unit 316, 301 is a CPU, which is a processor that controls the entire system. 302 is a RAM, which is a system work memory for the operation of the CPU 301, and is also a program memory for recording programs and an image memory for temporarily recording image data.

[0036] 303 is a ROM in which the system boot program and various control programs are stored. 304 is a hard disk drive (HDD) that stores various programs, image data, etc. for controlling the system.

[0037] 307 is an operation unit interface (operation unit I / F), which is an interface unit with the operation unit (keyboard) 308. Also, the operation unit I / F 307 serves to transmit key information (for example, pressing the start button) input from the operation unit 308 to the CPU 301.

[0038] 305 is a network interface (Network I / F) that is connected to the network (LAN) 112. It also has a configuration that enables wireless communication, and is connected to other devices through communication using infrared, Bluetooth (registered trademark), Wi-Fi (registered trademark) to input and output data. 306 is a modem (MODEM) that is connected to the public line to input and output data such as fax transmission and reception.

[0039] 318 is an external interface (External I / F), which is an I / F section that receives external inputs such as USB, IEEE1394, printer port, RS-232C, etc. In this embodiment, a card reader 319 for reading an IC card (storage medium) of a mobile terminal, which is required for authentication, is connected to the external I / F 318. Then, the CPU 301 controls the reading of information from the IC card of the mobile terminal by the card reader 319 via this external I / F 318, and can acquire the information read from the IC card of the mobile terminal. The above devices are arranged on the system bus 309.

[0040] 320 is an image bus interface (IMAGE BUS I / F), which is a bus bridge that connects the system bus 309 and an image bus 315 for transferring image data at high speed and converts the data structure.

[0041] The image bus 315 is composed of a PCI bus or IEEE1394. The following devices are arranged on the image bus 315.

[0042] 310 is a raster image processor (RIP) that expands vector data such as PDL code into a bitmap image, for example. 311 is a printer interface (Printer I / F) that connects the printer section 312 and the controller unit 316 and performs synchronous / asynchronous conversion of image data. Also, 313 is a scanner interface (Scanner I / F) that connects the scanner section 314 and the controller unit 316 and performs synchronous / asynchronous conversion of image data.

[0043] 317 is an image processing section that corrects, processes, and edits input image data, or performs printer correction, resolution conversion, etc. on print output image data. In addition to this, the image processing section 317 performs rotation of image data and compression / decompression processing such as JPEG for multi-value image data and JBIG, MMR, MH, etc. for binary image data.

[0044] The scanner unit 314 illuminates the image on the paper serving as the original document and scans it with a CCD line sensor to convert it into an electrical signal as raster image data. The original document paper is set in the tray of the document feeder, and when the device user gives a read and start instruction from the operation unit 308, the CPU 301 gives an instruction to the scanner unit 314, and the feeder feeds the original document paper one by one to perform the operation of reading the original document image.

[0045] The printer unit 312 is a part that converts raster image data into an image on paper. The method includes an electrophotographic method using a photoreceptor drum or a photoreceptor belt, an inkjet method that ejects ink from a micro nozzle array to directly print an image on paper, etc. Any method may be used. The start of the printing operation is started by an instruction from the CPU 301. Note that the printer unit 312 has a plurality of paper feed stages so that different paper sizes or different paper orientations can be selected, and there are corresponding paper cassettes.

[0046] The operation unit 308 has an LCD display unit, and a touch panel sheet is attached to the LCD. It displays the operation screen of the system, and when a displayed key is pressed, it transmits the position information to the CPU 301 via the operation unit I / F 307. Further, the operation unit 308 includes various operation keys such as a start key, a stop key, an ID key, a reset key, etc.

[0047] Note that the display performance of the display unit varies depending on the multifunction device. The present invention is configured by a multifunction device that can be operated via a touch panel and a multifunction device that simply has a liquid crystal screen and displays a character string (display of the printing state and the name of the printed document).

[0048] Here, the start key of the operation unit 308 is used when starting the reading operation of the document image. In the center of the start key, there are two-color LEDs, green and red, which indicate whether the start key is in a usable state according to their colors. Also, the stop key of the operation unit 308 functions to stop the running operation. Further, the ID key of the operation unit 308 is used when inputting the user ID of the user. The reset key is used when initializing the settings from the operation unit.

[0049] The card reader 319 reads the information stored in an IC card (which may be provided in the portable terminal as an IC chip) under the control of the CPU 301, and notifies the read information to the CPU 301 via the external I / F 318.

[0050] Also, the card reader 319 is compatible with the NFC communication standard and is configured to be able to read and write to an IC card or the IC chip of a portable terminal. Note that when an NFC standard-compatible portable terminal is held over an NFC standard-compatible card reader, authentication is performed and pairing between the portable terminal and the multifunction device is carried out.

[0051] Then, it is possible to establish communication (P2P) between the held portable terminal and the multifunction device and perform data communication. In addition, it is also possible to hand over the communication to high-speed communication standards such as Bluetooth (registered trademark) and Wi-Fi (registered trademark) and make the portable terminal and the multifunction device communicate with each other.

[0052] For example, by holding the portable terminal over the card reader, it becomes possible to transmit the image stored in the portable terminal to the multifunction device. Note that since the details of the NFC communication standard are prior art, the description thereof is omitted.

[0053] In the above-described multifunction device 108, there is a platform for controlling the multifunction device 108, and an authentication application for communicating with an authentication server operates on this platform. The authentication application is stored in the HDD 304. Areas for storing user information at the time of login (login context) and various setting information, which are managed by the platform, are secured on the HDD 304.

[0054] Also, applications that extend the main functions of the multifunction device 108 are installed and operating on the platform. These applications are executed using the API of the platform.

[0055] With this platform, it is possible to control each function of the multifunction device 108.

[0056] The multifunction device 108 also stores a web browser and can cooperate with a web system. In this case, the screen received from the web application server is displayed using the web browser. Commands instructed on the web browser are requested to the web application server, and by receiving commands from the web application server, the multifunction device 108 can execute operations (such as scanning and printing processes).

[0057] With the configuration as described above, the multifunction device 108 can transmit the image data read from the scanner unit 314 onto the LAN 112, or print and output the print data received from the LAN 112 using the printer unit 312.

[0058] Also, the image data read from the scanner unit 314 can be FAX-transmitted onto the public line using the modem 306, or the image data received from the public line can be output by the printer unit 312.

[0059] First, with reference to FIG. 9, the processing flow of this embodiment will be briefly described.

[0060] First, an email with the attached invoice (two PDF files in the case of 900) generated by the terminal 104 for the invoice issuer is sent to the email address of the mail server 107 uniquely set for each recipient. The mail server 107 that receives the email stores the email data 900 in the database server 106. This will be described later with reference to FIG. 4.

[0061] Next, the batch server 105 periodically acquires the email data 900 stored in the database server 106 and generates index information 901 of the attached invoice (two PDF files in the case of 900) from the email envelope information. This will be described later with reference to FIG. 5.

[0062] Subsequent processing is a measure for saving the capacity of the database server 106 and thus deviates from the essence of the present invention. However, the index information 901 and the attached file 902 are combined into a ZIP file 903 and stored in the database server simultaneously with the index information.

[0063] The detailed processing flow will be described later with reference to FIGS. 4 and 5.

[0064] Referring to the flowchart shown in FIG. 4, the process of the mail server receiving an email with an attached invoice (document) will be described.

[0065] Each step in FIG. 4 is a processing step executed by the CPU 201 of each of the terminal 104 for the invoice issuer, the mail server 107, and the database server 106.

[0066] In step S401 of FIG. 4, the terminal 104 for the invoice issuer files (electronically documents) the invoice generated by the user using word processing software, spreadsheet software, document generation software, etc. The invoice provided on paper is filed in a format such as PDF or JPEG as an image scanned by the scanner device 102 or the multifunction device 108.

[0067] In step S402, the terminal 104 for the invoice issuer generates an email using email software (MUA: Mail User Agent) by the user, attaches the invoice filed in step S401 to the email, and transmits it to the mail server 107. The destination email address to be transmitted is set with a unique email address in the mail server 107 for each destination company or destination department. Referring to FIG. 7, it will be explained that a unique email address is set for each destination company or destination department.

[0068] FIG. 7 is a schematic diagram showing an example of a data table registered in the database server 106.

[0069] 700 in FIG. 7 is an example of a destination email address master, and an email address unique for each destination company or destination department of the invoice is set. In this way, by setting the email address to be transmitted in the mail server 107 for each destination company or destination department, the side that transmits the invoice as an attached file only needs to transmit it to a predetermined email address for each destination, so that the destination of the email can be set without confusion. Return to the description of the flowchart in FIG. 4.

[0070] In step S403, the mail server 107 receives the email with the attached file transmitted from the terminal 104 for the invoice issuer. An example of the received email will be described with reference to FIG. 6.

[0071] FIG. 6 is a schematic diagram showing an example of an email that has received the email generated in the terminal 104 for the invoice issuer.

[0072] Reference numeral 600 in FIG. 6 is an example of a received email, which is an example sent from "kanri@aaa.bbb" (the management department of Company aaa) to "kaisya1_kikaku@invoice.stage.dwaccel.com" (the email address set for the planning department of Company XX), and is an example of an email with two invoices, "Invoice_20230911.PDF" and "Invoice_20230911_2.PDF", attached. In this way, by using a unique email address for each destination company or destination department as the destination email address, it becomes possible to manage all the invoices sent to the destination organization on the mail server 107. Return to the description of the flowchart in FIG. 4.

[0073] In step S404 of FIG. 4, the mail server 107 records the email with attached files received in step S403 in the database server 106. In step S405, the database server 106 stores the email data in the database.

[0074] As in the above processing, by setting a unique email address for each destination company or destination department in the mail server 107 and causing the emails to be sent, the sender of the invoice can prevent sending errors such as sending to a personal email address. The invoice recipient only needs to check via a web server or the like that displays the attached files sent to a predetermined email address. Also, as an invoice management system, since it can manage all the invoices sent to the mail server 107, it is possible to prevent duplicate sending of invoices (sending the same invoice to two recipient email addresses) (which will be described later in the description of step S507 in FIG. 5).

[0075] Next, the flow of the registration process for the index information of the attached invoice (document) will be described with reference to FIG. 5.

[0076] Each step in FIG. 5 is a processing step executed by the respective CPUs 201 of the batch server 105 and the database server 106.

[0077] The flowchart of FIG. 5 is a flowchart that is periodically executed in the batch server 105.

[0078] First, in step S501, the batch server 105 acquires the number of new mails from the database server 106.

[0079] Next, in step S502, the batch server 105 repeats the processing of steps S502 to S517 as many times as the number acquired in step S501. @ In step S503, the batch server 105 acquires one piece of mail data from the database server 106.

[0080] In step S504, the batch server 105 analyzes the mail acquired in step S503. Specifically, it decodes the mail data stored in Base64 format and divides it into a mail envelope, a mail body, and attached files.

[0081] In step S505, the batch server 105 checks the format of the mail data converted in step S504. Specifically, if the mail data converted in step S504 is not in the format of a mail or has an inappropriate mail format such as no attached file in this embodiment, the process transitions to step S515. If the mail format is normal (there is a mail envelope and there are also attached files), the process transitions to step S506.

[0082] In step S506, the batch server 105 extracts information for registering as index information of an attached file (claim file) from the mail envelope. A specific example will be described with reference to FIG. 6.

[0083] First, extract the string "kaisya1_kikaku@invoice.stage.dwaccel.com" which is the string after "To:" indicating the destination email address of the received email 600 in FIG. 6. Compare the extracted destination email address, that is, the claimant receiving side email address, with the email address column of the receiving side email address master 700 stored in the database in advance, and obtain the receiving side index information corresponding to the destination email address from the receiving side email address master 700 (for example, in the case of 600, since the email address in the first row 701 of FIG. 7 matches, the information such as "reception side ID" as "100000000001", "reception group ID" as "kikaku", and "reception side company name / department" as "〇〇 company planning department").

[0084] Subsequently, extract the string "kanri@aaa.bbb" which is the string after "From:" indicating the source email address of the received email 600 in FIG. 6. Check whether the extracted source email address, that is, the claimant issuing side email address, is registered in the issuing side related master 710 stored in the database in advance. An example of the issuing side related master 710 will be described with reference to FIG. 7.

[0085] 710 in FIG. 7 is an example of the issuer-related master. The keys of the issuer-related master are the recipient ID and the email address. In the email address column of 711, which is the first row, "kanri@aaa.bbb" is registered, and in the recipient ID column, "100000000001" is registered. Whether these two keys of the recipient ID and (sender) email address match the issuer-related master is also an item to be checked in the next step S507. By checking the match of the two keys of the sender email address and the recipient ID, it is possible not to register (exclude) suspicious invoices sent from an unknown email address to the recipient's email address. If the two keys of the recipient ID and the sender email address match, information such as "admin" as the issuer ID and "aaa company management department" as the issuer-related company / department is extracted and registered as the index information of the attached file (invoice file) attached to the email. An example of the index information to be registered will be described later with reference to 720 in FIG. 7.

[0086] It is also possible to extract the character string after "Subject:", which indicates the subject of the received email in 600 of FIG. 6, i.e., "Invoice registration (ID:admin)". For example, if the format of a predetermined phrase "Invoice registration (ID:XXXXX)" is registered and the ID of the issuer who issues the invoice (in the case of 600, "admin") is entered in the "XXXXX" part, information such as "aaa company management department" is extracted from the issuer ID for the issuer-related company / department.

[0087] Alternatively, from the character string "Tuesday, Septembr 12, 2023 8:10 AM", which is the character string after "Sent:", indicating the sending date of the received email in 600, the invoice issuance date can be set as "2023 / 9 / 12" and registered as the index information of the attached file (invoice file) attached to the email.

[0088] As described above, in step S506, information to be registered as index information of the attached file attached to the mail is extracted from the mail envelope information and the master data (receiver-side mail address master, issuer-side related master, etc.) that the database server 106 has.

[0089] Next, in step S507, the batch server 105 checks the sender mail address and the receiver mail address of the received mail. As the check items for the mail address, it is checked whether the above-mentioned sender mail address is registered in the issuer-side related master. If the sender mail address is not registered in the issuer-side related master, it is set as NG.

[0090] Also, when multiple mail addresses are set for the receiver mail address, it is also checked whether one of the mail addresses is registered in the receiver-side mail address master and the other mail addresses are not registered in the receiver-side mail address master. Since the invoice is created based on a specific customer or transaction, the mail with the attached invoice file should originally be sent to one destination. However, there may be cases where the supervisor checks the mail with the attached invoice file to be sent. Therefore, when multiple receiver mail addresses are set and one of the mail addresses is registered in the receiver-side mail address master (that is, only one destination for accepting the invoice file is registered) and the other mail addresses are not registered in the receiver-side mail address master (that is, destinations that do not need to pay for accepting the invoice file, such as the supervisor of the mail sender, etc.), this check is set as OK. On the other hand, if multiple mail addresses registered in the receiver-side mail address master are set for the receiver mail address, it is likely to be a mistake of the mail sender, so it is set as NG.

[0091] In step S507, if it is determined as NG, the process transitions to step S515, and if it is determined as OK, the process transitions to step S508. Note that in the case of NG, an email requesting retransmission may be created and sent to the sender email address that sent the email with the claim file attached.

[0092] When the process transitions to step S508, the batch server 105 repeats the processes of steps S508 to S512 for the number of attached files analyzed in S504.

[0093] In step S509, the batch server 105 checks the extension of the file attached to the email. Specifically, if the extension of the attached file is PNG, TIF, TIFF, JPG, JPEG, or PDF, the check is OK and the process transitions to step S510. On the other hand, if the extension of the attached file is other than the above extensions, it is determined as NG and the process transitions to step S515.

[0094] When transitioning to step S510, the batch server 105 creates the index information of the attached file (claim file) attached to the email as a CSV file. An example of the created CSV file format will be described with reference to FIG. 7.

[0095] 720 in Fig. 7 shows the index information in the CSV file format in a spreadsheet. In the example of the claim index information 720, the name of the index information is managed as "claim20230911.csv" which is the same as the claim file name attached to the email. Information such as "receiving company ID", "receiving company / department", "issuing ID", and "issuing company / department" is registered with the information obtained in step S506, and the "file name" is registered with the name of the attached file. When the attached file is stored in another file server or the like, the absolute path of the file, the relative path from the CSV file, etc. may be entered in the "file name" field. The "issuing date" is registered with the email sending date (the date after "Sent:" in 600 of Fig. 6). In the example of the claim index information 720, "20230912", which is the day the email was sent, is registered. In the "document name" column, the representative document name of the email from which the attached file was retrieved is set. In the example of the claim index information 720, it is the same as the name of the CSV file, "claim20230911". The "document name" column will have the same name even if there are multiple attached files in one email. After the "document name", information such as "transaction amount" required by the electronic ledger storage method is accepted from the user input from the claim index information input screen in Fig. 8 or the like. Referring to Fig. 8, an example of the claim index information input screen will be described.

[0096] 800 in Fig. 8 is an example of the claim index information input screen.

[0097] The claim index information input screen 800 is an example of a Web screen where the receiving user 805 has logged in. It is an example where index information has already been reflected in 801 to 804. In the "File" column 801, the "Claim 20230911.pdf" file is registered in a link format. Clicking on this file name part will display the corresponding claim file (for example, 1000 in FIG. 10, etc.), allowing the receiving user to view the claim. In the "Document Name" column 802, the document name "Claim 20230911" is registered, and in the "Issuing Party ID" column 803, the issuing party ID "admin" is registered. In the "Issuing Date" column 804, the sending date of the email, "2023 / 9 / 12", is registered. Among the data in 801 to 804, the items automatically input by implementing the present invention are the "Document Name" column 802, the "Issuing Party ID" column 803, and the "Issuing Date" column 804.

[0098] For information such as the "Transaction Amount" 812 required by the electronic ledger storage method, in the case of a claim like FIG. 10, it may be obtained by OCR from the 1010 column and reflected. Similarly, for the amount column 811 including the consumption tax amount, the information in the 1011 column of a claim like FIG. 10 may be obtained by OCR and reflected. Since the acquisition of index information by OCR has no direct relation to the content of the present invention, the description is omitted. In this embodiment, the index information is created in the CSV file format, but any method of managing the index information, such as XML format, file format of spreadsheet software, or retaining it as PDF attribute information, may also be used.

[0099] Next, in step S511, the batch server 105 acquires the attached files split in step S504. A timestamp may be given when the attached files are acquired in S511.

[0100] Repeat the processes from S508 to S512 above for the number of attached files. In the case of the email 600 in Figure 6, since two attached files were attached, it becomes a file consisting of two records like "Claim Form 20230911.csv" in the claim form index information 720. Then, the process transitions to step S513.

[0101] In step S513, the batch server 105 zips the CSV file and the attached files together into a ZIP file. The name of the ZIP file is adapted from the "document name" in the claim form index information. In the case of 600 in Figure 6, it becomes "Claim Form 20230911.zip".

[0102] Next, in step S514, the batch server 105 registers the zipped file in the database together with the index information. An example of the registered claim form database table will be described with reference to 730 in Figure 7.

[0103] 730 in Figure 7 is an example of a claim form database table, and it becomes data consisting of one record for each email like 730. Values such as "recipient ID", "recipient company / department", "issuer ID", and "issuer company / department" reflect the values in the claim form index information, and the file name of the ZIP file assigned in step S513 is registered in the "file name". The ZIP file is registered as a BLOB (Binary Large OBject) in the "file" column. The sender email address information is registered in the registrant ID. In this way, when receiving an email with an attached file, index information is periodically generated and data is added to the database, which has the effect of facilitating the registration of indexes to the files attached to the email.

[0104] On the other hand, in step S515 where the transition occurs when it is determined as NG in steps S505, S507, and S509, the batch server 105 outputs an error log. Also, in step S507, if the email address check fails, or in step S509, if the file extension check fails, an email prompting resending may be created with the reason for the failure described in the sender's email address.

[0105] When transitioning to step S516, the batch server 105 moves the content of the email data processed up to step S514 to the processed directory to prevent duplicate file indexing. Also, the email prompting resending created in step S515 may be sent to the sender's email address at this step.

[0106] As described above, according to this embodiment, the problem of easily registering an index to a file attached to an email can be solved.

[0107] In addition, departments on the issuing side or receiving side that cannot be identified only from the claim document can also be associated from master data associated with email addresses, and more detailed index information can be provided. For example, when the example of the claim document attached to the email in FIG. 6 is 1000 in FIG. 10, the department name of the receiving company cannot be known from notation 1001 (only "To: Company XX"). Also, the department name of the issuing company cannot be known from notation 1002 (only "Company aaa Co., Ltd."). In the present invention, "Company XX, Planning Department" and "Company aaa, Management Department" can be identified respectively from the master data.

[0108] Moreover, by managing multiple claim-receiving email addresses in master data, if multiple claim-receiving email addresses are set as the destination email address, it is possible to determine that an email with an attached file is inappropriate. Furthermore, an email requesting email regeneration can be created for the sender's email address of the email determined to be inappropriate.

[0109] Also, even if multiple email addresses are set for the destination email address, if only one of them is registered as the invoice receiving side email address, the other email addresses are not considered as the email addresses for receiving invoices (such as for sending for confirmation to a supervisor in the same company as the email sender), and it is possible to determine that the email with an attached file is appropriate.

[0110] As described above, embodiments of the present invention have been shown. However, the present invention can take embodiments such as a system, device, method, program, or recording medium. Specifically, it may be applied to a system composed of multiple devices, or it may also be applied to a device consisting of a single device.

[0111] Also, the program in the present invention is a program that a computer can execute the processing method of the flowchart shown in FIG. 4 or 5, and the storage medium of the present invention stores a program that a computer can execute the processing method of FIGS. 4 to 5. Note that the program in the present invention may be a program for each processing method of each device in FIG. 4 or 5.

[0112] Needless to say, the object of the present invention can also be achieved by supplying a recording medium recording a program that realizes the functions of the above-described embodiments to a system or device, and the computer (or CPU or MPU) of the system or device reads and executes the program stored in the recording medium.

[0113] In this case, the program itself read from the recording medium realizes the novel functions of the present invention, and the recording medium storing the program constitutes the present invention.

[0114] As the recording medium for supplying the program, for example, a flexible disk, hard disk, optical disk, magneto-optical disk, CD-ROM, CD-R, DVD-ROM, magnetic tape, non-volatile memory card, ROM, EEPROM, silicon disk, etc. can be used.

[0115] In addition, by executing the program read by the computer, not only the functions of the above-described embodiments are realized, but also based on the instructions of the program, an OS (Operating System) or the like operating on the computer performs part or all of the actual processing, and it goes without saying that the functions of the above-described embodiments are realized by that processing.

[0116] Furthermore, after the program read from the recording medium is written into the memory provided in a function expansion board inserted into the computer or a function expansion unit connected to the computer, based on the instructions of the program code, a CPU or the like provided in the function expansion board or function expansion unit performs part or all of the actual processing, and it goes without saying that the functions of the above-described embodiments are realized by that processing.

[0117] In addition, the present invention may be applied to a system composed of a plurality of devices or an apparatus composed of a single device. Needless to say, the present invention is also applicable when it is achieved by supplying a program to a system or an apparatus. In this case, by reading out a recording medium storing the program for achieving the present invention to the system or the apparatus, the system or the apparatus can enjoy the effects of the present invention.

[0118] Furthermore, by downloading and reading out the program for achieving the present invention from a server, a database, etc. on the network by a communication program, the system or the apparatus can enjoy the effects of the present invention. Note that all configurations combining the above-described embodiments and their modifications are also included in the present invention.

Explanation of Reference Numerals

[0119] 100 Information Processing System 102 Scanner Device 104 Terminal for Invoice Issuer 105 Batch Server 106 Database Server 107 Mail Server 108 MFP 110 Terminal for viewing invoices 112 Internet line 114 Cloud environment

Claims

1. extraction means for extracting envelope information from the received mail; management means for managing, in association with the envelope information of the mail, information used for the index of the form attached to the received mail; registration means for registering, as index information of the form attached to the mail, information used for the index managed by the management means, which is associated with the envelope information extracted by the extraction means An information processing system characterized by comprising the above.

2. The information processing system according to claim 1, wherein the envelope information managed in association by the management means is at least one of a sender email address, a recipient email address, and a subject.

3. The information processing system according to claim 1, wherein the information used for the index of the form includes at least one of identification information of the company of the sender of the mail or identification information of the company of the recipient of the mail.

4. The information processing system according to claim 1, wherein the information used for the index of the form includes at least one of the name of the company of the sender of the mail or the name of the company of the recipient of the mail.

5. The information processing system according to claim 1, wherein the information used for the index of the form includes at least one of identification information of the department to which the company of the sender of the mail belongs or identification information of the department to which the company of the recipient of the mail belongs.

6. The information processing system according to claim 1, wherein the information used for the index of the form includes at least one of the name of the department to which the company of the sender of the mail belongs or the name of the department to which the company of the recipient of the mail belongs.

7. The information processing system according to claim 1, wherein the form is at least one of an invoice, a receipt, and a delivery note.

8. The information processing system according to claim 7, wherein the information used for the index of the form includes at least one of information regarding the invoice issuer or the invoice recipient.

9. The management means manages a plurality of recipient email addresses in association with the information used for the index of the form. When a plurality of mail addresses are set as destinations in the envelope information extracted by the extraction means, if only one of the destination mail addresses managed by the management means is included in the plurality of mail addresses, the registration means registers it as index information of the form associated with the management means. The information processing system according to claim 7, characterized in that.

10. The management means manages in association with information having a plurality of destination mail addresses as an index of a form, When the envelope information extracted by the extraction means includes a plurality of destination mail addresses managed by the management means, the registration means does not register the index information of the form. The information processing system according to claim 7, characterized in that.

11. When it is determined by the registration means that the index information of the form is not registered, the information processing system according to claim 10, further comprising transmission means for transmitting a mail prompting retransmission of a bill to the mail sender address of the received mail.

12. The information processing system according to claim 1, wherein the registration means registers the mail sending date as the form issue date in the index information.

13. Setting means for setting a destination for receiving a mail with an attached form for each organization to which the form should be received, Receiving means for receiving a mail with an attached form sent to the destination for each organization set by the setting means, Management means for managing in association with the mail sender address information used for the index of the form attached to the received mail, Registration means for registering, as index information of the form attached to the mail, information used for the index managed by the management means associated with the mail sender address of the mail received by the receiving means An information processing system characterized by comprising.

14. An extraction step of extracting envelope information from the received mail, A management step of managing in association with the envelope information of the mail information used for the index of the form attached to the received mail, A registration step of registering, as index information of the form attached to the mail, information used for the index managed in the management step associated with the envelope information extracted in the extraction step An information processing method for an information processing system, characterized by having

15. A setting step of setting destinations for receiving emails with attached forms for each organization that should receive the forms; A receiving step of receiving emails with attached forms sent to the destinations for each organization set in the setting step; A management step of managing information used for indexing the forms attached to the received emails in association with the sender email address of the emails; A registration step of registering, as index information of the form attached to the email, information used for indexing managed in the management step in association with the sender email address of the email received in the receiving step; An information processing method for an information processing system, characterized by having

16. A program for causing at least one computer to function as each means of the information processing system according to claims 1 to 13.

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