Document management system, keyword detection program, and document management method

Abstract

To provide a document management system, a keyword detection program and a document management program, allowing a user to recognize that a specific keyword is included in an uploaded document.SOLUTION: A document management system for managing a document includes a keyword detection part for detecting a keyword included in a document uploaded to the document management system, and the keyword detection part executes notice to a specific notice destination (S167) when all of a plurality of specific keywords are included in the document (YES in S169).SELECTED DRAWING: Figure 14

Description

[Technical Field]

[0001] The present invention relates to a document management system for managing documents, a keyword detection program, and a document management program. [Background technology]

[0002] Conventionally, a terminal is known that detects whether a document to be uploaded to a network storage device contains confidential information by matching a collection of keywords related to confidential information with the content of the document to be uploaded to the network storage device (see, for example, Patent Document 1). [Prior art documents] [Patent documents]

[0003] [Patent Document 1] Patent No. 5186363 Summary of the Invention [Problem to be solved by the invention]

[0004] However, conventional techniques cannot make users aware that a specific keyword is included in a document uploaded to a document management system that manages documents.

[0005] Therefore, an object of the present invention is to provide a document management system, a keyword detection program, and a document management program that can enable a user to recognize that an uploaded document contains a specific keyword. [Means for solving the problem]

[0006] The document management system of the present invention is a document management system that manages documents, and is equipped with a keyword detection unit that detects keywords included in an uploaded document as the document uploaded to the document management system, and the keyword detection unit executes a notification to a specific notification destination as a specific notification destination when the keyword is included in the uploaded document under a specific condition as a specific condition, and at least one of the specific conditions is a condition that all of the specific multiple keywords as the specific multiple keywords are included in the uploaded document.

[0007] With this configuration, the document management system of the present invention issues a notification to a specific notification recipient when an uploaded document contains all of a specific number of keywords, thereby making the user aware that the uploaded document contains specific keywords.

[0008] In the document management system of the present invention, the keyword detection unit switches the interpretation of a keyword-specifying string as a string for specifying the keyword in response to an instruction from a user, and when the keyword-specifying string includes a specific string as a specific string, the keyword detection unit may switch between the interpretation that the specific condition is that each of the multiple strings obtained by separating the keyword-specifying string with the specific string is the keyword, and that all of the specific multiple keywords as the multiple strings are included in the uploaded document, and the interpretation that the specific condition is that even when the keyword-specifying string includes the specific string, the entire keyword-specifying string is the single keyword, and that the keyword as the entire keyword-specifying string is included in the uploaded document.

[0009] With this configuration, the document management system of the present invention can switch, in response to a user's instructions, between issuing a notification to a specific notification recipient when all of the multiple character strings obtained by separating a keyword-specified character string with a specific character string are contained in the uploaded document, and issuing a notification to a specific notification recipient when the entire keyword-specified character string is contained in the uploaded document, thereby improving convenience.

[0010] In the document management system of the present invention, there may be a plurality of specific conditions, and the specific notification destination may be set for each of the specific conditions.

[0011] With this configuration, the document management system of the present invention allows the notification destination to be set for each specific condition when a notification is executed when a keyword is included in an uploaded document under specific conditions, so that notifications can be executed to the notification destination according to the keyword, thereby improving convenience.

[0012] In the document management system of the present invention, the specific conditions are set to a level of importance, and the keyword detection unit makes the uploaded document unviewable except to a specific user who is a specific user when the keyword is included in the uploaded document under the specific conditions, and the keyword detection unit makes the uploaded document viewable when the uploaded document, which is unviewable except to a plurality of the specific users, is approved by a number of the specific users corresponding to the highest level of importance among the levels of importance set for each of all the specific conditions satisfied by the uploaded document, and the level of importance may be higher the more the number of people.

[0013] With this configuration, the document management system of the present invention makes an uploaded document viewable except to multiple specific users if the uploaded document is approved by a number of specific users corresponding to the highest level of importance set for each of all specific conditions satisfied by the uploaded document, thereby reducing the possibility that potentially confidential documents will be viewed by users other than the specific users.

[0014] In the document management system of the present invention, the specific condition is associated with any group to which any user of the document management system belongs, and the keyword detection unit may include the notification destination of the specific group in the specific notification destination when multiple groups directly under the specific group as the specific group are associated with any of the specific conditions that the uploaded document satisfies.

[0015] With this configuration, the document management system of the present invention can improve convenience by also sending notifications to the notification recipients of a specific group when multiple groups directly below the specific group are associated with any of the specific conditions that the uploaded document satisfies.

[0016] In the document management system of the present invention, the specific condition may be set as a level of importance, and the specific notification destination may be set for each level of importance.

[0017] With this configuration, the document management system of the present invention sets the notification destination when a notification is issued if a keyword is included in an uploaded document under specific conditions, for each level of importance set for the specific conditions, so that notifications can be issued to destinations according to the importance of the keyword, thereby improving convenience.

[0018] The keyword detection program of the present invention realizes a keyword detection unit in a document management system that manages documents, which detects keywords contained in an uploaded document as the document uploaded to the document management system, and the keyword detection unit executes a notification to a specific notification destination as a specific notification destination when the keyword is contained in the uploaded document under a specific condition as a specific condition, and at least one of the specific conditions is a condition that all of the specific multiple keywords as the specific multiple keywords are contained in the uploaded document.

[0019] With this configuration, the document management system that executes the keyword detection program of the present invention issues a notification to a specific notification destination if an uploaded document contains all of a specific number of keywords, thereby allowing the user to recognize that the uploaded document contains specific keywords.

[0020] The document management program of the present invention is characterized in that it causes a computer to implement a document management unit that manages documents and a keyword detection unit that detects keywords contained in uploaded documents that are documents uploaded to the document management unit, and the keyword detection unit executes a notification to a specific notification destination as a specific notification destination when the keyword is contained in the uploaded document under a specific condition as a specific condition, and at least one of the specific conditions is a condition that all of the specific multiple keywords as the specific multiple keywords are contained in the uploaded document.

[0021] With this configuration, a computer executing the document management program of the present invention issues a notification to a specific notification recipient if an uploaded document contains all of a specific number of keywords, thereby making the user aware that the uploaded document contains specific keywords. [Effects of the Invention]

[0022] The document management system, keyword detection program, and document management program of the present invention can make a user aware that a specific keyword is included in an uploaded document. [Brief explanation of the drawings]

[0023] [Figure 1] 1 is a block diagram of a system according to an embodiment of the present invention. [Figure 2] FIG. 2 is a block diagram of an example of the document management system shown in FIG. 1 when configured with one computer. [Figure 3] FIG. 3 is a diagram showing an example of user management information shown in FIG. [Figure 4] FIG. 3 is a diagram showing an example of group management information shown in FIG. [Figure 5] FIG. 3 is a diagram showing an example of document management information shown in FIG. 2. [Figure 6] FIG. 3 is a diagram showing an example of keyword management information shown in FIG. 2. [Figure 7] 3 is a diagram showing an example of alert mail management information shown in FIG. 2. FIG. [Figure 8] FIG. 2 is a block diagram of an example of the user terminal shown in FIG. 1 when configured as a PC. [Figure 9] 2 is a block diagram of an example of the administrator terminal shown in FIG. 1 when configured as a PC. [Figure 10] 2 is a sequence diagram of the operation of the system shown in FIG. 1 when a user logs in to the document management system from a user terminal. [Figure 11] 2 is a sequence diagram of the operation of the system shown in FIG. 1 when a keyword is registered in the document management system. FIG. [Figure 12] FIG. 12 is a diagram showing an example of a keyword registration page displayed in the operation shown in FIG. [Figure 13]2 is a sequence diagram of the operation of the system shown in FIG. 1 when a document is uploaded to the document management system. [Figure 14] 3 is a flowchart of the operation of the document management system shown in FIG. 2 when detecting keywords in a document. [Figure 15] 15 is a diagram showing an example of the text of an alert email sent in the operation shown in FIG. 14. FIG. [Figure 16] FIG. 2 is a sequence diagram of the operation of the system shown in FIG. 1 when a document is viewed. [Figure 17] FIG. 2 is a sequence diagram of the operation of the system shown in FIG. 1 when a document is approved. [Figure 18] 3 is a flowchart of the operation of the document management system shown in FIG. 2 when the document is approved. DETAILED DESCRIPTION OF THE INVENTION

[0024] Hereinafter, embodiments of the present invention will be described with reference to the drawings.

[0025] First, the configuration of a system according to an embodiment of the present invention will be described.

[0026] FIG. 1 is a block diagram of a system 10 according to the present embodiment.

[0027] 1, the system 10 includes a document management system 20 that manages documents. The document management system 20 may be configured with a single computer such as a PC (Personal Computer), or may be configured with multiple computers. For example, the document management system 20 may be implemented on-premise or in the cloud.

[0028] The system 10 includes a terminal (hereinafter referred to as a "user terminal") 30 used by a user of the document management system 20. The system 10 may also include at least one other user terminal similar to the user terminal 30. The user terminal may be configured, for example, as a PC.

[0029] The system 10 includes a terminal 40 (hereinafter referred to as an "administrator terminal") that is used by an administrator who manages the document management system 20, among the users of the document management system 20. The system 10 may also include at least one other administrator terminal similar to the administrator terminal 40. The administrator terminal may be configured, for example, as a PC.

[0030] FIG. 2 is a block diagram of an example of a document management system 20 configured by one computer.

[0031] As shown in Figure 2, the document management system 20 includes an operation unit 21, which is an operation device such as a keyboard or mouse through which various operations are input; a display unit 22, which is a display device such as an LCD (Liquid Crystal Display) that displays various information; a communication unit 23, which is a communication device that communicates with external devices via a network such as a LAN (Local Area Network) or the Internet, or directly via a wired or wireless connection without using a network; a memory unit 24, which is a non-volatile memory device such as a semiconductor memory or an HDD (Hard Disk Drive) that stores various information; and a control unit 25 that controls the entire document management system 20.

[0032] The storage unit 24 can store a document management program 24a for managing documents. The document management program 24a may be installed in the document management system 20 during the manufacturing stage of the document management system 20, or may be additionally installed in the document management system 20 from an external storage medium such as a USB (Universal Serial Bus) memory, or may be additionally installed in the document management system 20 from a network.

[0033] The storage unit 24 can store a keyword detection program 24b for detecting keywords included in documents uploaded to the document management system 20. The keyword detection program 24b may be installed in the document management system 20 during the manufacturing stage of the document management system 20, or may be additionally installed in the document management system 20 from an external storage medium such as a USB memory, or may be additionally installed in the document management system 20 from a network.

[0034] The storage unit 24 can store user management information 24c that manages users of the document management system 20.

[0035] FIG. 3 is a diagram showing an example of the user management information 24c.

[0036] The user management information 24c shown in Fig. 3 includes, for each user, a user name as identification information for the user, a user password, the user role, the user's email address, and a group name as identification information for the group to which the user belongs. Roles include, for example, a general user who is a general user of the document management system 20, and an administrator. The user management information 24c shown in Fig. 3 is illustrated with some information omitted.

[0037] As shown in FIG. 2, the storage unit 24 can store group management information 24d for managing groups.

[0038] FIG. 4 is a diagram showing an example of the group management information 24d.

[0039] The group management information 24d shown in Fig. 4 includes, for each group, the group name, the user name of the administrator belonging to the group, the administrator's email address, and the group name of the group immediately above the group. The group management information 24d shown in Fig. 4 is drawn with some information omitted.

[0040] As shown in FIG. 2, the storage unit 24 can store document management information 24e for managing documents.

[0041] FIG. 5 is a diagram showing an example of the document management information 24e.

[0042] The document management information 24e shown in Fig. 5 includes, for each document, a document ID as identification information for the document and viewing status information indicating whether the document is viewable or not. The value of the viewing status information is either "viewable," indicating that the document is viewable, or "not viewable," indicating that the document is not viewable. The document management information 24e shown in Fig. 5 is drawn with some information omitted.

[0043] As shown in FIG. 2, the storage unit 24 can store keyword management information 24f for managing keywords to be detected.

[0044] FIG. 6 is a diagram showing an example of the keyword management information 24f.

[0045] The keyword management information 24f shown in FIG. 6 includes, for each keyword specification string, AND search information indicating whether to enable an AND search using multiple character strings separated by "&" from the keyword specification string when the keyword specification string contains a specific character string "&"; the keyword specification string; the importance of the keyword; the group name of the group associated with the keyword; the user name of the recipient of an email (hereinafter referred to as an "alert email") sent when the keyword is detected; and the email address of the recipient of the alert email. The value of the AND search information is either "AND search enabled," which indicates that an AND search of multiple keywords separated by "&" from the keyword specification string is enabled when the keyword specification string contains "&," or "AND search disabled," which indicates that an AND search of multiple keywords separated by "&" from the keyword specification string is disabled when the keyword specification string contains "&." The combination of the AND search information and the keyword specification string indicates the conditions for determining that a keyword is included in a document. The keyword management information 24f shown in FIG. 6 can include multiple recipients of the alert email for each keyword specification string. 6 shows the levels of importance as level 1, which is the lowest level of importance, level 2, which is more important than level 1, and level 3, which is more important than level 2. Some information is omitted from the keyword management information 24f shown in FIG.

[0046] As shown in FIG. 2, the storage unit 24 can store alert mail management information 24g that manages alert mails.

[0047] FIG. 7 is a diagram showing an example of the alert mail management information 24g.

[0048] The alert mail management information 24g shown in Figure 7 includes, for each document ID, the document ID of the document that is the target of the alert mail, the user name of the alert mail recipient, and approval information indicating whether the document that is the target of the alert mail has been approved by the user of the alert mail recipient. The value of the approval information is either "approved," which indicates that the document that is the target of the alert mail has been approved by the user of the alert mail recipient, or "unapproved," which indicates that the document that is the target of the alert mail has not been approved by the user of the alert mail recipient. The alert mail management information 24g shown in Figure 7 can include multiple user names of alert mail recipients and approval information for each document ID. The alert mail management information 24g shown in Figure 7 is drawn with some information omitted.

[0049] 2, the storage unit 24 can store a document 24h. The storage unit 24 may also be able to store at least one other document in addition to the document 24h.

[0050] The control unit 25 includes, for example, a CPU (Central Processing Unit), a ROM (Read Only Memory) that stores programs and various data, and a RAM (Random Access Memory) that serves as a memory used as a work area for the CPU of the control unit 25. The CPU of the control unit 25 executes programs stored in the storage unit 24 or the ROM of the control unit 25.

[0051] The control unit 25 executes the document management program 24a to implement a document management unit 25a that manages documents.

[0052] The control unit 25 executes the keyword detection program 24b to realize a keyword detection unit 25b that detects keywords included in documents uploaded to the document management system 20.

[0053] FIG. 8 is a block diagram of an example of the user terminal 30 when configured as a PC.

[0054] As shown in Figure 8, the user terminal 30 includes an operation unit 31, which is an operation device such as a keyboard or mouse through which various operations are input; a display unit 32, which is a display device such as an LCD that displays various information; a communication unit 33, which is a communication device that communicates with external devices via a network such as a LAN or the Internet, or directly via a wired or wireless connection without using a network; a memory unit 34, which is a non-volatile memory device such as a semiconductor memory or HDD that stores various information; and a control unit 35 that controls the entire user terminal 30.

[0055] The storage unit 34 can store a Web client program 34a for the Web client. The Web client program 34a may be installed in the user terminal 30 during the manufacturing stage of the user terminal 30, or may be additionally installed in the user terminal 30 from an external storage medium such as a USB memory, or may be additionally installed in the user terminal 30 from a network.

[0056] The control unit 35 includes, for example, a CPU, a ROM that stores programs and various data, and a RAM as memory used as a work area for the CPU of the control unit 35. The CPU of the control unit 35 executes programs stored in the storage unit 34 or the ROM of the control unit 35.

[0057] The control unit 35 executes the Web client program 34a to implement a Web client 35a.

[0058] FIG. 9 is a block diagram of an example of the administrator terminal 40 when configured as a PC.

[0059] As shown in Figure 9, the administrator terminal 40 includes an operation unit 41, which is an operation device such as a keyboard or mouse through which various operations are input; a display unit 42, which is a display device such as an LCD that displays various information; a communication unit 43, which is a communication device that communicates with external devices via a network such as a LAN or the Internet, or directly via a wired or wireless connection without using a network; a memory unit 44, which is a non-volatile memory device such as a semiconductor memory or HDD that stores various information; and a control unit 45 that controls the entire administrator terminal 40.

[0060] The storage unit 44 can store a Web client program 44a for the Web client. The Web client program 44a may be installed in the administrator terminal 40 during the manufacturing stage of the administrator terminal 40, or may be additionally installed in the administrator terminal 40 from an external storage medium such as a USB memory, or may be additionally installed in the administrator terminal 40 from the network.

[0061] The storage unit 44 can store an email client program 44b for an email client. The email client program 44b may be installed in the administrator terminal 40 during the manufacturing stage of the administrator terminal 40, or may be additionally installed in the administrator terminal 40 from an external storage medium such as a USB memory, or may be additionally installed in the administrator terminal 40 from the network.

[0062] The control unit 45 includes, for example, a CPU, a ROM that stores programs and various data, and a RAM as a memory used as a work area for the CPU of the control unit 45. The CPU of the control unit 45 executes the programs stored in the storage unit 44 or the ROM of the control unit 45.

[0063] The control unit 45 executes the Web client program 44a to implement a Web client 45a.

[0064] The control unit 45 executes the email client program 44b to implement an email client 45b.

[0065] The operation of the system 10 will now be described.

[0066] In the following, the user terminal 30 will be described as a representative of the user terminals. However, user terminals other than the user terminal 30 can also perform the same operations as the user terminal 30. Similarly, in the following, the administrator terminal 40 will be described as a representative of the administrator terminals. However, administrator terminals other than the administrator terminal 40 can also perform the same operations as the administrator terminal 40.

[0067] First, the operation of the system 10 when a user logs in to the document management system 20 from the user terminal 30 will be described.

[0068] FIG. 10 is a sequence diagram of the operation of the system 10 when a user logs in to the document management system 20 from the user terminal 30. In FIG.

[0069] A user can instruct the user terminal 30 via the operation unit 31 of the user terminal 30 to access a login web page (hereinafter referred to as the "login page") provided by the document management system 20 using the web client 35a of the user terminal 30. When instructed to access the login page, the web client 35a accesses the login page (S101), as shown in Fig. 10 .

[0070] When the login page is accessed by the Web client 35a, the document management unit 25a of the document management system 20 transmits the login page data to the Web client 35a (S102).

[0071] When the Web client 35a receives the data transmitted in S102, it displays a login page on the display unit 32 based on the received data (S103). Therefore, the user can enter the user's username and password on the login page displayed on the display unit 32.

[0072] When a user name and a password are entered into the login page displayed on the display unit 32, the Web client 35a transmits the combination of the entered user name and password to the document management unit 25a (S104).

[0073] When the user name and password combination is sent from the Web client 35a, the document management unit 25a performs authentication based on the user name and password combination sent from the Web client 35a (S105). Specifically, if the user name and password combination sent from the Web client 35a is included in the user management information 24c, the document management unit 25a determines that authentication has been successful. On the other hand, if the user name and password combination sent from the Web client 35a is not included in the user management information 24c, the document management unit 25a determines that authentication has failed.

[0074] If the document management unit 25a determines in S105 that the authentication has been successful, it notifies the Web client 35a that the user's login is permitted (S106).

[0075] Upon receiving the notification in S106, the Web client 35a displays on the display unit 32 that login has been permitted (S107).

[0076] If the document management unit 25a determines in S105 that the authentication has failed, it notifies the Web client 35a that the user's login is not permitted (S108).

[0077] Upon receiving the notification in S108, the Web client 35a displays on the display unit 32 that login was not permitted (S109).

[0078] The above describes the operation of the system 10 when a user logs in to the document management system 20 from the user terminal 30. However, the operation of the system 10 is similar when an administrator logs in to the document management system 20 from the administrator terminal 40.

[0079] Next, the operation of the system 10 when a keyword is registered in the document management system 20 will be described.

[0080] FIG. 11 is a sequence diagram of the operation of the system 10 when a keyword is registered in the document management system 20. In FIG.

[0081] When the administrator has already logged in to the document management system 20, the administrator can instruct the Web client 45a of the administrator terminal 40 to start the process of registering keywords in the document management system 20. When the administrator is instructed to start the process of registering keywords in the document management system 20, the Web client 45a instructs the document management system 20 to start the process of registering keywords (S121), as shown in Fig. 11 .

[0082] When the keyword detection unit 25b of the document management system 20 is instructed to start the keyword registration process, it transmits data of a Web page for keyword registration (hereinafter referred to as the "keyword registration page") to the Web client 45a (S122).

[0083] When the Web client 45a receives the data transmitted in S122, it displays the keyword registration page 50 (see, for example, FIG. 12) on the display unit 32 based on the received data (S123).

[0084] FIG. 12 is a diagram showing an example of the keyword registration page 50. As shown in FIG.

[0085] The keyword registration page 50 shown in FIG. 12 includes, for each keyword, a check box 51 for specifying whether to enable an AND search of multiple keywords separated by "&" when the keyword specification string contains "&", a text box 52 for inputting the keyword specification string, a drop-down list 53 for selecting the importance of the keyword, a drop-down list 54 for selecting the group name of the group to be associated with the keyword, a drop-down list 55 for selecting the user name of the recipient of the alert email, and a drop-down list 56 for selecting the email address of the recipient of the alert email.

[0086] If the administrator wants to enable AND search of multiple keywords separated by "&" when the keyword specification string contains "&", he or she can check checkbox 51 and enter a string in text box 52 containing "&" between multiple keywords.

[0087] The values ​​selectable by the drop-down list 54 are the group names included in the group management information 24d.

[0088] The values ​​selectable by the drop-down list 55 are the user names of administrators associated with the group name selected by the drop-down list 54 in the user management information 24c.

[0089] The values ​​selectable by the drop-down list 56 are the email addresses associated with the user name selected by the drop-down list 55 in the user management information 24c.

[0090] The keyword registration page 50 includes an add button 57a ​​located to the left of the check box 51 of the first keyword specification character string line for adding a line of keyword specification character string, and a delete button 57b located to the left of the check box 51 of each keyword specification character string line from the second line onwards for deleting a line of keyword specification character string.

[0091] A plurality of combinations of user names and email addresses may be registered for the same combination of keyword specification string and group name on the keyword registration page 50. The keyword registration page 50 shown in Fig. 12 includes an add button 58a located to the left of the drop-down list 55 for the first row of the user name and email address for each keyword specification string, in order to add a row of the user name and email address for each keyword specification string, and a delete button 58b located to the left of the drop-down list 55 for each row of the user name and email address for each keyword specification string from the second row onwards, in order to delete a row of the user name and email address for each keyword specification string.

[0092] The keyword registration page 50 includes a registration button 59 for registering a keyword.

[0093] As shown in FIG. 11, after the processing of S123 is completed, when the registration button 59 is pressed, the web client 45a notifies the keyword detection unit 25b of the information specified on the keyword registration page 50 at the time the registration button 59 was pressed (S124).

[0094] Upon receiving the notification in S124, the keyword detection unit 25b registers the information notified in S124 in the keyword management information 24f (S125).

[0095] Next, the operation of the system 10 when a document is uploaded to the document management system 20 will be described.

[0096] FIG. 13 is a sequence diagram of the operation of the system 10 when a document is uploaded to the document management system 20. In FIG.

[0097] When a user has already logged in to the document management system 20, the user can instruct the Web client 35a of the user terminal 30 to start the process of uploading a document to the document management system 20. When the user is instructed to start the process of uploading a document to the document management system 20, the Web client 35a instructs the document management system 20 to start the process of uploading a document, as shown in Fig. 13 (S141).

[0098] When the document management unit 25a of the document management system 20 is instructed to start the document upload process, it transmits data of a Web page for uploading a document (hereinafter referred to as a "document upload page") to the Web client 35a (S142).

[0099] When the Web client 35a receives the data transmitted in S142, it displays a document upload page on the display unit 32 based on the received data (S143). The document upload page includes an operation unit for uploading a document to the document management system 20 (hereinafter referred to as the "upload operation unit"), an operation unit for inputting information such as metadata for the document uploaded to the document management system 20 (hereinafter referred to as the "information input operation unit"), and a save button for saving the uploaded document in the document management system 20 in association with the input information.

[0100] When an instruction to upload a specific document is given from the user terminal 30 via the upload operation unit on the document upload page, the Web client 35a uploads the document to the document management system 20 (S144).

[0101] When a document is uploaded in S144, if the uploaded document contains an image, the document management unit 25a of the document management system 20 performs OCR (Optical Character Recognition) on the document to index the text information (S145). Note that if the uploaded document is a document that contains text information but does not contain images, such as a text file, the document management unit 25a does not perform OCR.

[0102] After the processing of S144 is completed, when information such as metadata for the document uploaded to the document management system 20 is entered via the information input section on the document upload page, the web client 35a sends the entered information to the document management system 20 (S146).

[0103] When the save button is pressed on the document upload page, the Web client 35a instructs the document management system 20 to save the document uploaded to the document management system 20 in S144 (S147).

[0104] When the document management unit 25a of the document management system 20 receives the instruction in S147, it stores the document uploaded to the document management system 20 in S144 in the storage unit 24 (S148). If information has been transmitted in S146, the document management unit 25a stores the information transmitted in S146 in the storage unit 24 in association with the document uploaded to the document management system 20 in S144.

[0105] Next, the operation of the document management system 20 when detecting keywords in a document will be described.

[0106] FIG. 14 is a flowchart of the operation of the document management system 20 when detecting keywords in a document.

[0107] When a document (hereinafter referred to as a "target document" in the description of the operation shown in FIG. 14) is stored in the storage unit 24, the keyword detection unit 25b of the document management system 20 executes the operation shown in FIG.

[0108] 14, the keyword detection unit 25b registers the target document in the document management information 24e (S161). Here, the keyword detection unit 25b sets the value of the viewing status information associated with the target document in the document management information 24e to "unviewable."

[0109] When the process of S161 is completed, the keyword detection unit 25b acquires text information of the target document (S162).

[0110] When the process of S162 is completed, the keyword detection unit 25b determines whether or not there is a line of a keyword specifying character string that has not yet been targeted in the current process shown in FIG. 14 in the keyword management information 24f (S163).

[0111] If the keyword detection unit 25b determines in S163 that there is a line of a keyword specifying character string in the keyword management information 24f that has not yet been targeted in the current processing shown in FIG. 14, the keyword detection unit 25b targets one line of a keyword specifying character string that has not yet been targeted in the current processing shown in FIG. 14 from among the lines of keyword specifying character strings stored in the keyword management information 24f (S164).

[0112] When the process of S164 ends, the keyword detection unit 25b determines whether the keyword specification character string of the current target line includes "&" (S165).

[0113] When the keyword detection unit 25b determines in S165 that the keyword specification string of the current target line includes "&", it determines whether the value of the AND search information associated with the current target line in the keyword management information 24f is AND search valid (S166).

[0114] If the keyword detection unit 25b determines in S166 that the value of the AND search information associated with the current target line in the keyword management information 24f indicates that AND search is enabled, the keyword detection unit 25b determines whether the text information acquired in S162 includes all keywords separated by "&" from the keyword specification string of the current target line (S167). For example, if the text information acquired in S162 is "This is sample file Japan event" and the keyword specification string of the current target line is "event&japan," then "This is sample file Japan event" includes both "event" and "japan," and therefore the keyword detection unit 25b determines in S167 that the text information acquired in S162 includes all keywords separated by "&" from the keyword specification string of the current target line.

[0115] If the keyword detection unit 25b determines in S165 that the keyword specification string of the current target line does not include "&", or if it determines in S166 that the value of the AND search information associated with the current target line in the keyword management information 24f is not AND search valid, it determines whether or not the text information acquired in S162 includes a keyword as the entire keyword specification string of the current target line (S168). For example, if the text information acquired in S162 is "This is sample file Japan event" and the keyword specification string of the current target line is "event&japan", then "This is sample file Japan event" does not include the character string "event&japan", and therefore the keyword detection unit 25b determines in S168 that the text information acquired in S162 does not include a keyword as the entire keyword specification string of the current target line.

[0116] If the keyword detection unit 25b determines in S167 that the text information acquired in S162 includes all keywords separated by "&" from the keyword specification string of the current target line, or determines in S168 that the text information acquired in S162 includes the keyword as the entire keyword specification string of the current target line, the keyword detection unit 25b sends an alert mail to the email address associated with the current target line in the keyword management information 24f (S169). Here, the keyword detection unit 25b sets the user name of the destination of the alert mail in S169 to the user name associated with the current target line in the keyword management information 24f.

[0117] FIG. 15 is a diagram showing an example of the body 60 of the alert mail.

[0118] 15, the body 60 of the alert email includes text 61 indicating the recipient's user name, text 62 indicating that a keyword has been detected, and a link 63 indicating the location of the target document. The body 60 of the alert email may include at least one of the detected keyword and the importance of the detected keyword.

[0119] 14, the keyword detection unit 25b inputs information related to the alert mail sent in S169 into the alert mail management information 24g (S170). Here, the value of the approval information newly input in S170 is "unapproved."

[0120] The keyword detection unit 25b executes the process of S163 when it determines in S167 that the text information acquired in S162 does not include at least one keyword separated by "&" from the keyword specification string of the current target line, or when it determines in S168 that the text information acquired in S162 does not include any keyword as the entire keyword specification string of the current target line, or when it executes the process of S170.

[0121] If the keyword detection unit 25b determines in S163 that there is no line in the keyword management information 24f containing a keyword specification character string that has not yet been targeted in the current processing shown in FIG. 14, the keyword detection unit 25b determines whether or not an alert email has been sent in the current processing shown in FIG. 14 (S171).

[0122] If the keyword detection unit 25b determines in S171 that an alert email has not been sent in the current processing shown in Figure 14, it changes the value of the viewing status information associated with the target document in the document management information 24e to viewable (S172).

[0123] When the keyword detection unit 25b determines in S171 that an alert email has been sent in the current process shown in Figure 14, it identifies the highest importance level among the importance levels associated in the keyword management information 24f with the keywords detected in the current process shown in Figure 14 for the target document (S173).

[0124] When the process of S173 is completed, the keyword detection unit 25b determines whether the importance identified in S173 is level 1 (S174).

[0125] If the keyword detection unit 25b determines in S174 that the importance identified in S173 is level 1, it changes the value of the viewing status information associated with the target document in the document management information 24e to "viewable" (S175).

[0126] When the keyword detection unit 25b determines in S174 that the importance identified in S173 is not level 1, or when the processing of S175 is completed, it determines whether the group associated in the keyword management information 24f with each keyword detected in the processing shown in Figure 14 for the target document includes multiple groups directly under the same group (S176).

[0127] When the keyword detection unit 25b determines in S176 that the groups associated in the keyword management information 24f with each keyword detected in the current process shown in Fig. 14 for the target document include multiple groups directly below the same group, the keyword detection unit 25b sends an alert email to the email address associated in the group management information 24d with the group directly above these multiple groups (hereinafter referred to as the "directly above group") (S177). Here, the keyword detection unit 25b sets the user name of the destination of the alert email in S177 to the user name associated with the directly above group in the group management information 24d.

[0128] When the process of S177 is completed, the keyword detection unit 25b inputs information related to the alert mail sent in S177 into the alert mail management information 24g (S178). Here, the value of the approval information newly input in S178 is "unapproved."

[0129] When the keyword detection unit 25b determines in S176 that the group associated in the keyword management information 24f with each keyword detected for the target document in the current processing shown in Figure 14 does not include multiple groups directly under the same group, or when the processing of S178 is completed, the keyword detection unit 25b registers the keyword detected for the target document in the current processing shown in Figure 14, the importance associated with this keyword in the keyword management information 24f, and the group associated with this keyword in the keyword management information 24f in the metadata of the target document for each keyword detected for the target document in the current processing shown in Figure 14 (S179).

[0130] When the process of S172 or S179 is completed, the keyword detection unit 25b registers the completion of keyword detection in the metadata of the target document (S180), and ends the operation shown in FIG.

[0131] The operation of system 10 when a document is viewed will now be described.

[0132] FIG. 16 is a sequence diagram of the operation of the system 10 when a document is viewed.

[0133] When a user has already logged in to the document management system 20, the user can instruct the Web client 35a of the user terminal 30 to start the document viewing process. When the user is instructed to start the document viewing process, the Web client 35a instructs the document management system 20 to start the document viewing process (S201), as shown in Fig. 16 .

[0134] When the document management unit 25a of the document management system 20 is instructed to start the process of viewing the document, it transmits data of a Web page for viewing the document (hereinafter referred to as a "document viewing page") to the Web client 35a (S202).

[0135] When the Web client 35a receives the data transmitted in S202, it displays a document viewing page on the display unit 32 based on the received data (S203). The document viewing page includes a document list section that displays a list of documents stored in the storage unit 24 of the document management system 20, and an Open button for opening a document selected in the document list section. The document management unit 25a of the document management system 20 grays out in the document list section of the document viewing page any documents whose viewing status information value is "unviewable" in the document management information 24e, making them unselectable. In other words, documents that can be selected in the document list section of the document viewing page are documents whose viewing status information value is "viewable" in the document management information 24e.

[0136] After the processing of S203 is completed, when a document is selected in the document list section of the document viewing page and the Open button is pressed, the Web client 35a requests viewing data for the document selected in the document list section from the document management system 20 (S204).

[0137] Upon receiving the request in S204, the document management unit 25a of the document management system 20 transmits the data for viewing requested in S204 to the Web client 35a (S205).

[0138] When the Web client 35a receives the viewing data transmitted in S205, it displays the document on the display unit 32 based on the received viewing data (S206). Thus, the user can view the document displayed on the display unit 32.

[0139] The operation of the system 10 when a document is approved will now be described.

[0140] FIG. 17 is a sequence diagram of the operation of system 10 when a document is approved.

[0141] The administrator can receive the alert email through the email client 45b of the administrator terminal 40. When the administrator clicks on a link included in the alert email, the web client 45a of the administrator terminal 40 accesses the document located at the location indicated by the link clicked by the administrator (hereinafter referred to as the "target document" in the explanation of the operation shown in FIG. 17) as shown in FIG. 17 (S221). When accessing the target document via the web client 45a, the document management system 20 requests the administrator to log in to the document management system 20, so the administrator logs in to the document management system 20 as described above. A description of the series of login processes will be omitted.

[0142] When the administrator has successfully logged in to the document management system 20, the document management unit 25a of the document management system 20 transmits the data of the target document to the Web client 45a (S222).

[0143] When the Web client 45a receives the data transmitted in S222, it displays the target document on the display unit 42 based on the received data (S223). Therefore, the administrator can view the target document displayed on the display unit 42.

[0144] The administrator can instruct the Web client 45a to display the metadata of the target document via the operation unit 41. When the Web client 45a is instructed to display the metadata of the target document, it requests the metadata of the target document from the document management system 20 (S224).

[0145] Upon receiving the request in S224, the document management unit 25a of the document management system 20 transmits the metadata requested in S224 to the Web client 45a (S225).

[0146] When the Web client 45a receives the metadata transmitted in S225, it displays the received metadata on the display unit 42 (S226). Therefore, the administrator can view the metadata of the target document. For example, the administrator can check the keywords detected by the document management system 20 for the target document, the importance levels associated with these keywords, and the groups associated with these keywords for all keywords detected by the document management system 20 for the target document. The administrator can also check when the document management system 20 has finished detecting keywords for the target document.

[0147] The administrator can instruct the Web client 45a to approve the target document via the operation unit 41. When the Web client 45a receives the instruction to approve the target document, it notifies the document management system 20 of the approval of the target document (S227).

[0148] When the document management unit 25a of the document management system 20 receives the notification in S227, it changes the value of the approval information associated in the alert email management information 24g with the combination of the target document and the user name of the administrator who has logged in to the document management system 20 via the web client 45a to approved (S228).

[0149] Next, the operation of the document management system 20 when the document is approved will be described.

[0150] FIG. 18 is a flowchart of the operation of the document management system 20 when a document is approved.

[0151] When the value of the approval information in the alert mail management information 24g is changed to approved, the keyword detection unit 25b of the document management system 20 executes the operation shown in FIG.

[0152] As shown in Figure 18, the keyword detection unit 25b identifies the highest importance level among the importance levels included in the metadata of the target document (hereinafter referred to as the "target document" in the description of the operation shown in Figure 18) whose value has been changed to approved (S241).

[0153] When the process of S241 is completed, the keyword detection unit 25b determines whether the importance identified in S241 is level 2 (S242).

[0154] If the keyword detection unit 25b determines in S242 that the importance level identified in S241 is not level 2, the keyword detection unit 25b determines whether the importance level identified in S241 is level 3 (S243).

[0155] When the keyword detection unit 25b determines in S242 that the importance identified in S241 is level 2, it determines whether the value of at least one of the approval information items associated with the target document in the alert email management information 24g is approved (S244).

[0156] When the keyword detection unit 25b determines in S243 that the importance identified in S241 is level 3, it determines whether the values ​​of all approval information associated with the target document in the alert email management information 24g are approved (S245).

[0157] If the keyword detection unit 25b determines in S244 that the value of at least one of the approval information items associated with the target document in the alert mail management information 24g is approved, or if it determines in S245 that the values ​​of all of the approval information items associated with the target document in the alert mail management information 24g are approved, it changes the value of the viewing status information associated with the target document in the document management information 24e to viewable (S246).

[0158] The keyword detection unit 25b terminates the operation shown in Figure 18 when it determines in S243 that the importance identified in S241 is not level 3, determines in S244 that the values ​​of all approval information associated with the target document in the alert mail management information 24g are unapproved, determines in S245 that the value of at least one approval information associated with the target document in the alert mail management information 24g is unapproved, or when the processing of S246 is completed.

[0159] As described above, when an uploaded document contains all of a specific set of keywords (YES in S167), the document management system 20 sends a notification to a specific notification recipient (S169), thereby making the user aware that the uploaded document contains specific keywords.

[0160] The document management system 20 switches between sending a notification to a specific recipient (S169) when all of the multiple character strings separated by "&" in the keyword-specified character string are contained in the document (YES in S167) and sending a notification to a specific recipient (S169) when the entire keyword-specified character string is contained in the document (YES in S168) in response to a user's instructions (check box 51 (see Figure 12) and S166), thereby improving convenience.

[0161] In the document management system 20, when a keyword is included in a document under a specific condition represented by a specific combination of AND search information and a keyword specification string, the notification destination is set for each specific condition, so that notifications can be sent to the notification destination according to the keyword, thereby improving convenience.

[0162] The document management system 20 makes an uploaded document viewable (S246) when an uploaded document that is not viewable except by multiple specific users is approved by a number of specific users corresponding to the highest level of importance set for each of all specific conditions satisfied by the uploaded document (YES in S244 or YES in S245), thereby reducing the possibility that a potentially confidential document will be viewed by users other than the specific users.

[0163] When multiple groups directly under a specific group are associated with any of the specific conditions that the uploaded document satisfies (YES in S176), the document management system 20 also sends a notification to the notification recipients of the specific group (S177), thereby improving convenience.

[0164] 6, the document management system 20 sets the notification destination of the alert email for each line of the keyword specification character string in the keyword management information 24f. However, the document management system 20 may set the notification destination of the alert email for each level of importance set in the line of the keyword specification character string. When the notification destination of the alert email is set for each level of importance set in the line of the keyword specification character string, the document management system 20 can send notifications to the notification destination according to the level of importance of the keyword, thereby improving convenience.

[0165] In this embodiment, if the highest importance level associated with the keywords detected for a document is level 3, the document management system 20 allows the document to be viewed when approval is received from the administrators of all alert email destinations for the document. Also, in this embodiment, if the highest importance level associated with the keywords detected for a document is level 2, the document management system 20 allows the document to be viewed when approval is received from the administrators of at least one of all alert email destinations for the document. Also, in this embodiment, if the highest importance level associated with the keywords detected for a document is level 1, the document management system 20 allows the document to be viewed regardless of whether approval is received from the administrators of the alert email destinations for the document. However, the document management system 20 may also perform control other than the above-described control using the importance level associated with the keywords detected for the document.

[0166] In this embodiment, the importance of a keyword is classified into three levels. However, the importance of a keyword may be classified into multiple levels other than three levels. Furthermore, the system 10 does not have to adopt the importance of a keyword.

[0167] In this embodiment, the document management system 20 uses "&" as a character string for separating a keyword specification character string into multiple keywords when performing an AND search. However, the document management system 20 may use a character string other than "&" as a character string for separating a keyword specification character string into multiple keywords when performing an AND search.

[0168] In this embodiment, the keyword detection program 24b exists separately from the document management program 24a, but the keyword detection program 24b may also exist as being incorporated into the document management program 24a. [Explanation of symbols]

[0169] 20 Document Management System (Computer) 24a Document Management Program 24b Keyword Detection Program 24h Document 25a Document Management Department 25b Keyword detection section

Claims

1. A document management system for managing documents, a keyword detection unit that detects keywords included in an uploaded document as the document uploaded to the document management system; the keyword detection unit executes a notification to a specific notification destination when the keyword is included in the uploaded document under a specific condition; The document management system according to claim 1, wherein at least one of the specific conditions is a condition that all of the specific multiple keywords as the specific multiple keywords are included in the uploaded document.

2. the keyword detection unit switches interpretation of a keyword specification character string as a character string for specifying the keyword in response to an instruction from a user; The keyword detection unit the interpretation that the specific condition is that when the keyword-specifying string includes a specific string as a specific string, each of the multiple strings obtained by separating the keyword-specifying string with the specific string is the keyword, and all of the specific multiple keywords as the multiple strings are included in the uploaded document; Even if the specific character string is included in the keyword-specifying character string, the entire keyword-specifying character string is one keyword, and the specific condition is that the keyword as the entire keyword-specifying character string is included in the uploaded document.

2. The document management system according to claim 1, wherein the document management system switches between the first and second sub-sub ...

3. There are a plurality of specific conditions, 2. The document management system according to claim 1, wherein the specific notification destination is set for each of the specific conditions.

4. The specific condition has a level of importance set thereto, the keyword detection unit, when the keyword is included in the uploaded document under the specific condition, makes the uploaded document unviewable to anyone except a specific user as a specific user; the keyword detection unit makes the uploaded document viewable when the uploaded document, which is inaccessible to all but the specified users, is approved by a number of the specified users corresponding to the highest level of importance among the levels of importance set for all of the specified conditions satisfied by the uploaded document; The document management system according to claim 1 , wherein the importance level increases as the number of people increases.

5. The specific condition is associated with any group to which any user of the document management system belongs, The document management system described in claim 1, characterized in that the keyword detection unit includes the notification destinations of a specific group as the specific notification destinations when multiple groups directly under the specific group as the specific group are associated with any of the specific conditions that the uploaded document satisfies.

6. The specific condition has a level of importance set thereto, 2. The document management system according to claim 1, wherein the specific notification destination is set for each of the levels of importance.

7. a keyword detection unit that detects keywords included in an uploaded document as the document uploaded to a document management system that manages documents; the keyword detection unit executes a notification to a specific notification destination when the keyword is included in the uploaded document under a specific condition; The keyword detection program is characterized in that at least one of the specific conditions is a condition that all of the specific multiple keywords as the specific multiple keywords are included in the uploaded document.

8. a document management unit that manages documents; a keyword detection unit that detects keywords included in an uploaded document as the document uploaded to the document management unit; By implementing this on a computer, the keyword detection unit executes a notification to a specific notification destination when the keyword is included in the uploaded document under a specific condition; At least one of the specific conditions is that all of the specific keywords are included in the uploaded document.

Images