Information processing systems, methods for controlling information processing systems, programs

Abstract

The purpose is to facilitate the setting of deadline notifications for each type of document in the electronic data imported into the information processing device. [Solution] A management means for managing an electronic file and management information including the document type and date information corresponding to the electronic file, A means for accepting requests to set the date for sending notification emails for the aforementioned document type, The system includes a sending means that sends a notification email on the date of transmission of the settings received by the aforementioned receiving means. The aforementioned receiving means accepts the content to be used for notification as defined for each document type, and accepts the setting of a transmission date for said content to be used for notification. It is characterized by the following.

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] Conventionally, there is a system that manages contract documents, invoices, etc. generated by an information processing device as electronic data by importing them as PDF files or reading them as paper documents with a scanner or the like.

[0003] For these imported electronic data, reminder emails may be sent to the person in charge at a predetermined timing based on the dates in the electronic data after contract conclusion or invoice receipt for the purpose of reminder.

[0004] In Patent Document 1, it is disclosed that a system is provided that centrally manages contract data, creates forms related to contracts, manages contract execution, supports compliance with the execution deadline, and aims to improve the efficiency and standardization of operations.

Prior Art Documents

Patent Documents

[0005]

Patent Document 1

Disclosure of the Invention

Problems to be Solved by the Invention

[0006] For the imported electronic data, the dates for sending reminder emails to the person in charge as a reminder may be different for each document type of the imported electronic data (such as contract documents, invoices, etc.). For example, in the case of a contract document, it may be 30 days before the contract expiration date, and in the case of an invoice, it may be 10 days after invoice receipt. That is, generally, the reference date for sending, the period from the reference date, whether it is before or after the reference date, etc. are different for each document type.

[0007] Patent Document 1 discloses automation of performance management and notification functions to ensure compliance with performance deadlines, but it does not disclose or suggest managing notification deadlines for multiple document types.

[0008] The present invention aims to facilitate the setting of deadline notifications for each type of electronic data being imported. [Means for solving the problem]

[0009] A management means for managing an electronic file and management information including the document type and date information corresponding to the electronic file, A means for accepting requests to set the date for sending notification emails for the aforementioned document type, The system includes a sending means that sends a notification email on the date of transmission of the settings received by the aforementioned receiving means. The aforementioned receiving means accepts the content to be used for notification as defined for each document type, and accepts the setting of a transmission date for said content to be used for notification. It is characterized by the following. [Effects of the Invention]

[0010] This invention makes it easy to set deadline notifications for each type of electronic data being acquired. [Brief explanation of the drawing]

[0011] [Figure 1] This is a configuration diagram showing an example of the general configuration of an information processing system. [Figure 2] This block diagram shows an example of the hardware configuration for the user's terminal, administrator's terminal, and server. [Figure 3] This block diagram shows an example of the hardware configuration of a multifunction printer with scanner functionality. [Figure 4] This flowchart shows an example of pre-processing for setting the email sending date. [Figure 5] This flowchart shows an example of the document registration and email sending process. [Figure 6]It is a schematic diagram showing an example of a document type management screen and a document index management screen. [Figure 7] It is a schematic diagram showing an example of a file temporary registration screen. [Figure 8] It is a schematic diagram showing an example of a file formal registration screen. [Figure 9] It is a schematic diagram showing an example of an email to be sent. [Figure 10] It is a schematic diagram showing an example of a schema of data related to index information. [Figure 11] It is a flowchart showing an example of a document index setting process. [Figure 12] It is a flowchart showing an example of an email sending date setting process. [Figure 13] It is a schematic diagram showing an example of a screen image. [Figure 14] It is a schematic diagram showing an example of a document index management screen. [Figure 15] It is a schematic diagram showing an example of a document type list screen and a document index management screen. [Figure 16] It is a schematic diagram showing an example of a document type management screen. [Figure 17] It is a schematic diagram showing an example of a document type management screen.

Embodiments 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 in an embodiment of the present invention.

[0014] The information processing system 100 includes a scanner device 102, a registrant terminal 104, an MFP (MultiFunction Peripheral: multifunction device) 108, a Web server 105, a file server 106, and an issuer terminal 110 on the file management cloud 114, and they are communicably connected via a network 112.

[0015] In the present invention, the web server 105 and file server 106 are virtual servers located on the file management cloud 114. Note that each server does not necessarily have to be located on the cloud 114; they may each be located in a separate enclosure, or their respective functions may be combined and located in one or more enclosures.

[0016] The issuer's terminal 110 is a terminal used by the issuer to create documents. PDF files created on the issuer's terminal 110 are sent to the web server 105 via the network 112 and saved to the file server 106. Alternatively, documents created on paper may be scanned using a scanner device 102 or MFP 108, and the resulting PDF files may be sent to the web server 105.

[0017] The web server 105 stores files obtained from the issuer terminal 110 and the registrant terminal 104 in the file server 106. It also performs scanner storage requirement checks and timestamping on files uploaded from terminals, and then registers the files in the file server 106. Details of the process are explained with reference to Figures 4 and 5.

[0018] The registrant terminal 104 is a terminal used by file recipients. The registrant terminal 104 can search for, download, and view PDF files received by the Web server 105 via the network 112. PDF files received as attachments to emails etc. from the issuer terminal 110 are sent to the Web server 105, and if the documents are sent on paper, the paper documents are scanned using a scanner device 102 or similar and sent to the Web server 105.

[0019] Figure 2 is a block diagram showing an example of the hardware configuration of the registrant terminal 104, web server 105, file server 106, and publisher terminal 110, and their respective information processing devices, in an embodiment of the present invention.

[0020] As shown in Figure 2, these information processing devices are connected via a system bus 204 to a CPU (Central Processing Unit) 201, ROM (Read Only Memory) 202, RAM (Random Access Memory) 203, input controller 205, video controller 206, memory controller 207, and communication I / F controller 208.

[0021] CPU201 provides comprehensive control over all devices and controllers connected to the system bus 204.

[0022] ROM202 or external memory211 holds the BIOS (Basic Input / Output System) and OS (Operating System), which are control programs executed by the CPU201, as well as programs that can be read and executed by this information processing device and various necessary data (including data tables).

[0023] RAM203 functions as the main memory, work area, etc., of the CPU201. The CPU201 loads the necessary programs, etc., from ROM202 or external memory211 into RAM203, and then executes the loaded programs to perform various operations.

[0024] The input controller 205 controls input from input devices such as a keyboard 209 or a pointing device such as a mouse (not shown). If the input device is a touch panel, the user can give various instructions by pressing (touching with a finger, etc.) icons, cursors, or buttons displayed on the touch panel.

[0025] Furthermore, the touch panel may be a multi-touch screen or other touch panel capable of detecting the positions of multiple fingers touching it.

[0026] The video controller 206 controls the display to an external output device such as the display 210. The display may include the display of a notebook computer integrated with the main unit. The external output device is not limited to a display; for example, it may be a projector. Furthermore, for the aforementioned touch-enabled device, an input device is also provided.

[0027] The video controller 206 can control the video memory (VRAM) used for display control. It can utilize a portion of the RAM 203 as the video memory area, or it can provide a separate, dedicated video memory.

[0028] The memory controller 207 controls access to the external memory 211. The external memory can include an external storage device (hard disk), a flexible disk (FD), or a CompactFlash® memory connected to a PCMCIA card slot via an adapter, which stores boot programs, various applications, font data, user files, editing files, and other data.

[0029] The communication interface controller 208 connects to and communicates with external devices via a network and performs communication control processing over the network. For example, it can communicate using TCP / IP, telephone lines such as ISDN, and 3G mobile phone lines.

[0030] Furthermore, the CPU 201 enables display on the display 210 by, for example, performing the process of expanding (rasterizing) outline fonts into the display information area in RAM 203. The CPU 201 also enables user input via a mouse cursor (not shown) on the display 210.

[0031] Next, using Figure 3, we will describe the hardware configuration of the multifunction printer 108 equipped with the scanner function shown in Figure 1.

[0032] Figure 3 is a block diagram showing an example of the hardware configuration of the multifunction printer 108 equipped with the scanner function shown in Figure 1.

[0033] In Figure 3, 316 is a controller unit that connects to the scanner unit 314, which functions as an image input device, and the printer unit 312, which functions as an image output device. It also connects to a LAN (for example, LAN 112 shown in Figure 1) or a public network (WAN) (for example, PSTN or ISDN, etc.) to input and output image data and device information.

[0034] In the controller unit 316, 301 is the CPU, which is the processor that controls the entire system. 302 is RAM, which is the system work memory for the operation of the CPU 301, and also serves as program memory for recording programs and image memory for temporarily recording image data.

[0035] 303 is ROM, which stores the system's boot program and various control programs. 304 is the hard disk drive (HDD), which stores various programs for controlling the system, image data, etc.

[0036] 307 is the control unit interface (control unit I / F), which is the interface unit with the control unit (keyboard) 308. The control unit I / F 307 also transmits key information (for example, pressing the start button) input from the control unit 308 to the CPU 301.

[0037] 305 is a network interface (Network I / F) that connects to the network (LAN) 112. It is also configured for wireless communication, connecting to other devices and performing data input / output using infrared, Bluetooth®, and Wi-Fi®. 306 is a modem that connects to the public telephone line and performs data input / output such as sending and receiving faxes.

[0038] 318 is an external interface (external I / F) that accepts external inputs such as USB, IEEE1394, printer port, and RS-232C. In this embodiment, a card reader 319 for reading the IC card (storage medium) of a mobile terminal required for authentication is connected to the external I / F 318. 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. All of these devices are arranged on the system bus 309.

[0039] 320 is an image bus interface (IMAGE BUS I / F), which connects the system bus 309 and the image bus 315, which transfers image data at high speed, and acts as a bus bridge to convert the data structure.

[0040] Image bus 315 is configured as either a PCI bus or an IEEE 1394. The following devices are located on image bus 315.

[0041] 310 is a raster image processor (RIP) that converts vector data, such as PDL code, into a bitmap image. 311 is a printer interface (printer I / F) that connects the printer unit 312 to the controller unit 316 and performs synchronous / asynchronous conversion of image data. 313 is a scanner interface (scanner I / F) that connects the scanner unit 314 to the controller unit 316 and also performs synchronous / asynchronous conversion of image data.

[0042] The 317 is an image processing unit that performs correction, processing, and editing on input image data, and performs printer correction and resolution conversion on print output image data. In addition, the image processing unit 317 rotates the image data and performs compression and decompression processing such as JPEG for multi-level image data and JBIG, MMR, and MH for binary image data.

[0043] The scanner unit 314 illuminates the image on the paper that will serve as the original document and scans it with a CCD line sensor, converting it into an electrical signal as raster image data. The original paper is placed in the tray of the document feeder, and when the user of the device issues a reading start command from the operation unit 308, the CPU 301 gives instructions to the scanner unit 314, and the feeder feeds the original paper one sheet at a time and performs the reading operation of the original image.

[0044] The printer unit 312 is the part that converts raster image data into an image on paper. This can be done using various methods, including electrophotography using a photosensitive drum or belt, or inkjet printing, which ejects ink from a micro-nozzle array to directly print the image onto the paper. Any method is acceptable. Printing is initiated by an instruction from the CPU 301. The printer unit 312 has multiple paper feed trays and corresponding paper cassettes to allow selection of different paper sizes or orientations.

[0045] The operation unit 308 has an LCD display unit on which a touch panel sheet is attached, and displays the system's operation screen. When a key displayed on the LCD is pressed, the position information is transmitted to the CPU 301 via the operation unit I / F 307. The operation unit 308 also includes various operation keys, such as a start key, stop key, ID key, and reset key.

[0046] Furthermore, the display performance of the display unit varies depending on the multifunction printer. The present invention comprises multifunction printers that can be operated via a touch panel, and multifunction printers that simply have an LCD screen that displays text (such as the print status or the name of the document being printed).

[0047] Here, the start key on the control unit 308 is used to initiate the document image scanning operation. The center of the start key has a two-color LED (green and red) that indicates whether the start key is usable. The stop key on the control unit 308 stops the operation while it is running. The ID key on the control unit 308 is used to enter the user's user ID. The reset key is used to reset the settings from the control unit.

[0048] The card reader 319, under control from the CPU 301, reads the information stored in the IC card (which may also be provided as an IC chip within the mobile terminal) and notifies the CPU 301 of the read information via the external I / F 318.

[0049] Furthermore, the card reader 319 supports the NFC communication standard and is configured to read and write to IC cards and the IC chips of mobile devices. When an NFC-compatible mobile device is held over the NFC-compatible card reader, authentication is performed and the mobile device is paired with the multifunction printer.

[0050] Furthermore, it is possible to establish communication (P2P) between the held-up mobile device and the multifunction printer and transmit data. In addition, it is possible to hand over the communication to high-speed communication standards such as Bluetooth® or Wi-Fi®, allowing communication between the mobile device and the multifunction printer.

[0051] For example, by holding a mobile device over a card reader, it becomes possible to send images stored on the mobile device to a multifunction printer. Note that the details of the NFC communication standard will be omitted as it is a conventional technology.

[0052] In the aforementioned multifunction printer 108, there is a platform for controlling the multifunction printer 108, and an authentication application runs on this platform to communicate with the authentication server (which may be server 106). The authentication application is stored on HDD 304. The login context, which stores user information during login, and various configuration information managed by the platform are stored in an area on HDD 304.

[0053] Furthermore, applications that extend the functionality of the 108 multifunction printer are installed and running on the platform. These applications are executed using the platform's APIs.

[0054] This platform allows for the control of each function of the 108 multifunction printer.

[0055] Furthermore, the 108 multifunction printer also has a web browser installed, allowing it to connect with web systems. In this case, the screen received from the web application server is displayed using the web browser. Commands issued on the web browser are sent as requests to the web application server, and upon receiving commands from the web application server, the 108 multifunction printer can perform actions (scanning and printing).

[0056] With the above configuration, the multifunction device 108 can transmit image data read from the scanner unit 314 onto the LAN 112, and print data received from the LAN 112 using the printer unit 312.

[0057] Furthermore, image data read from the scanner unit 314 can be sent as a fax over a public network using the modem 306, and image data received as a fax from a public network can be printed out using the printer unit 312.

[0058] Next, we will explain the pre-processing for setting the email sending date, referring to the flowchart shown in Figure 4.

[0059] Each step in Figure 4 is processed through communication between the registrant terminal 104 and the web server 105. However, Figure 4 only shows the processing performed by the web server 105, and the screen image displayed on the registrant terminal 104's display 210 is explained in Figure 6. Each step in Figure 4 is a processing step executed by the web server 105's CPU 201. It is assumed that, before the start of the flowchart in Figure 4, the registrant terminal 104 is logged in with an administrator user account that has administrator privileges to access this system.

[0060] First, the registrant terminal 104 accesses the service of the Web server 105 and displays the management screen using a browser or similar. On this management screen, for example, the document types of electronic files managed by the company are defined, and document indexes, which are management information for files to be registered corresponding to the document types, are set. For example, for an "invoice," the document index would define "transaction date," "transaction amount," "customer," as well as "invoice number," "registrant number," and "payment deadline" (example of document date setting). For a "contract," the document index would define "transaction date," "transaction amount," "customer," as well as "contract number," "contract signing date" (example of document date setting below), "contract start date," "contract end date," and "delivery date."

[0061] This definition will be explained in step S401 of Figure 4.

[0062] In step S401, the web server 105 displays a screen like the document index management screen 610 in Figure 6 on the registrant terminal 104 and accepts the document index settings from the user. For simplicity of explanation, the document index management screen 610 only displays one line of index information, but users can freely define multiple document indexes. The document index management screen 610 is a screen that is configured by users with administrator privileges.

[0063] The document index management screen 610 accepts user checks in the usage section 611 for date and time information that can serve as the reference date for sending emails, thereby allowing the system to set it as a candidate reference date for sending emails. The reference date for sending emails is such as the contract expiration date or payment deadline, and is set for purposes such as sending a reminder email (alert email: notification email) to the user 30 days before the contract expiration date asking whether they want to renew the contract. Only indexes whose attribute information 612 is date and time information can be specified in the usage section 611.

[0064] The configured document index is stored in the external memory 211 (database, etc.) of the web server 105 (see, for example, Figure 10).

[0065] This allows users to determine which indexes will receive reminder emails when setting up document indexes, and to freely define the reminder settings on the document type management screen 600 (described later) according to the user's usage patterns.

[0066] The detailed flow of the process in step S401 will be explained with reference to Figure 11.

[0067] Figure 11 is a flowchart illustrating the flow of the document index setting process according to the present invention.

[0068] Each step in Figure 11 is processed by communication between the registrant terminal 104 and the web server 105. However, Figure 11 only shows the processing performed by the web server 105, and the screen images displayed on the display 210 of the registrant terminal 104 are explained in Figures 13 to 15. Each step in Figure 11 is a processing step executed by the CPU 201 of the web server 105.

[0069] In step S1101, the Web server 105 receives a command from the user to display the document type management screen of the application of the present invention (which may be a web screen), and sends the document type management screen to the registrant terminal 104 for display. This will be explained with reference to Figure 13.

[0070] Figures 13-15 are schematic diagrams showing an example of the screen of an application according to the present invention.

[0071] Figure 13, point 1300, shows a portion of the screen displayed on the user terminal 104 after launching the application of the present invention.

[0072] Select the "Tenant Maintenance" tab for item 1300 and accept the click of the "Select Document Type" button. The "Tenant Maintenance" tab is used in multi-tenant environments where multiple tenants share the same infrastructure, allowing for individual maintenance for each user or organization.

[0073] When the "Select Document Type" button is pressed, the document type list screen 1310 is displayed on the display 210 of the registrant terminal 104. The document type list screen 1310 is an example of a part of the document type management screen displayed in step S1101. Return to the explanation of the flowchart in Figure 11.

[0074] In step S1102, the web server 105 accepts the user's selection of the document type for which it wants to set document index information.

[0075] For example, in the document type list screen 1310 in Figure 13, if a user wants to set document index information for contracts, they press the "Document Index Management" button 1312 to the left of the "Contract" column 1311 in the first row.

[0076] Next, in step S1103, the web server 105 sends the document index management screen to the registrant terminal 104 for display.

[0077] Figure 13, item 1320, is an example of the document index management screen displayed on the registrant terminal 104. Initially, the document index information includes the transaction date, transaction amount, and trading partner, which are required to be set as search conditions under the Electronic Bookkeeping Law, as shown in the index field 1321 of the document index management screen 1320. Later, document index information such as the contract start date and contract expiration date will be added to this index field, and settings will be made to send a reminder email asking whether to renew the contract, for example, 30 days before the contract expiration date. Further details will be described later.

[0078] Next, in step S1104, the web server 105 confirms that the "+" button 1321 on the document index management screen is pressed. This "+" button 1321 allows for the addition of further index fields to the index field 1321.

[0079] In the next step, S1105, the web server 105 adds a blank row to the index column.

[0080] Figure 13, item 1330, shows an example where a blank row has been added to the index field displayed on the registrant terminal 104's screen. A blank index field is added to the fourth row, as shown in the added index field 1331.

[0081] In the next step S1106, the web server 105 accepts user input in an empty index field (for example, an additional index field 1331).

[0082] Figure 14 shows an example where the index addition result field 1401 was added to the blank additional index field 1331 by user input. The index addition result field 1401 has "Contract Start Date" set as the name and "Date" set as the attribute (addition of document date setting).

[0083] In the next step, S1107, the Web server 105 divides the process depending on whether the user pressed the register button 1402, the back button 1403, or the + (plus) button 1404. If the register button 1402 is pressed, the process moves to registering the document index information 1405 along with the added additional index field 1401 to the file server 106 or Web server 105 (step S1108). On the other hand, if the back button 1402 is pressed, the flowchart in Figure 11 ends without registering the document index information 1405 to the file server 106 or Web server 105 (i.e., without changing the document index information). If the + (plus) button 1404 is pressed, the process returns to step S1105, and an additional blank row is added to the index field.

[0084] The + (plus) button 1404 was pressed, adding another row to the index column. The result of adding an index column is shown in the document index management screen 1410. In the index addition result field 1411, the name is set to "Contract Expiration Date" and the attribute to "Date" (addition of document date setting).

[0085] To add and register two document index entries, as shown in the example on document index management screen 1410, the user presses the registration button 1412 on document index management screen 1410.

[0086] When the registration button 1412 is pressed, the process transitions to step S1108, where the web server 105 displays a registration confirmation pop-up screen 1413. When the OK button is pressed, the document index information 1414 is registered as data as shown in Figure 10 to the file server 106 and the web server 105, and a screen like the document index management screen 1420 is displayed. In other words, the process in Figure 11 (step S401 in Figure 4) corresponds to a step that manages, for example, an electronic file and management information that includes the document type and date information corresponding to the electronic file.

[0087] The document index management screen 1420 displays a message 1421 indicating that the registration of document index information was successful, as well as the added document index information 1422.

[0088] As described above, the document index setting process shown in Figure 11 can be performed for each document type.

[0089] For example, Figure 15 illustrates the case where "Invoice" is selected as the document type in step S1101. When the document index management button 1312 for the second row, which is "Invoice" 1311 in the document type list 1500 in Figure 15, is pressed, the document index management screen 1510 for "Invoice" 1511 is displayed. Two additional index fields 1512 are added by selecting the + (plus) button twice beforehand. The document index management screen 1520 shows the added additional index fields registered with "Invoice Date" and "Payment Date" as names and "Date" as an attribute, as shown in 1521 (addition of document date setting).

[0090] As described above, by repeating the flowchart in Figure 11 for each document type, a document index can be set for each document type. Return to the explanation of the flowchart in Figure 4.

[0091] Next, in step S402, the web server 105 displays a screen like the document type management screen 600 shown in Figure 6 on the registrant terminal 104 and accepts the email sending date setting from the user. The document type management screen 600 is a screen that is set by a user with administrator privileges.

[0092] The document type management screen 600 is an example of a screen for setting the sending date for emails related to documents for each document type. In the case of the document type management screen 600, the example is when the name 601 is "Contract". For example, as the sending date for emails related to "Contract", a registration deadline alert input field 602 is defined to set the email sending date to be sent before the official registration of the "Contract", and a specified deadline alert input field 604 is defined to set the email sending date to be sent after official registration. Note that "official registration" here refers to the state in which the document file is registered in a state that satisfies the requirements of the Electronic Bookkeeping Law, namely "ensuring search functionality" and "adding a timestamp, etc. (ensuring authenticity)". Furthermore, files that have been officially registered will have various information stored as the document index mentioned above.

[0093] Temporary registration files (such as document files or scanned PDF files of documents) are files that do not yet have information registered in the document index or do not contain the information necessary for final registration. Temporary registration files can be checked by the user through visual inspection, or processed by sending the document files or PDF files to a workflow system for approval by a supervisor.

[0094] Emails sent before full registration include, for example, emails prompting full registration if the user's manual review or workflow application / approval process is stalled after uploading a temporary registration file (such as a document file or a scanned PDF image of a document) to the web server 105.

[0095] The input field 602 for the email sending date of the pre-registration deadline alert is a field for entering settings related to sending the pre-registration email. It has radio buttons to select whether or not to send the pre-registration email (alert email) and to select whether to send the email to a document group or to the uploader. The document group may be an organizational group including the uploader, or it may be defined as, for example, a legal group if the document is "contract". The sending date input field 603 has a field to enter how many days after upload the pre-registration email should be sent if the document has not been fully registered. In the case of the pre-registration deadline alert input field 602 in Figure 6, it is defined that if the document type 601 is "contract", the pre-registration email will be sent 30 days after the upload date. In other words, this is a step that corresponds to displaying and controlling the notification settings screen, which includes the first notification settings section for pre-registration of electronic files.

[0096] Furthermore, the emails sent after full registration include, for example, reminder emails regarding contract renewals, payment deadlines, etc., for each type of document after full registration.

[0097] The specified deadline alert input field 604, which sets the date on which the email to be sent after registration will be sent, is a field for entering settings related to sending the email after registration. It includes radio buttons to indicate whether or not to send the email (notification email) after registration, and an input field that accepts a group to add as the recipient of the email (by default, it is sent to document groups) from a pull-down menu. The sending date input fields 605, 606, and 607 are fields for entering the specific date on which the email to be sent after registration will be sent. They include a reference date 605, a specified number of days 606, and before / after input fields 607. The reference date 605 displays the date and time information checked in the "Use" field in step S401, 611, as a pull-down menu. In the example of 600 in Figure 6, when the document type 601 is "Contract," "Registration Date," "Contract Signing Date," "Contract Start Date," and "Contract Expiration Date" are displayed as selectable options. Furthermore, the forward / backward input field 607 allows setting "days before" or "days after," enabling the administrator to appropriately change whether the email is sent 606 days before or 606 days after the reference date 605. In the case of the specified deadline alert input field 604 in Figure 6, it is registered as a setting to send the post-registration email 30 days before the "contract expiration date." In other words, this is a step that corresponds to displaying and controlling the notification settings screen, which includes a second notification setting section after the official registration of an electronic file.

[0098] The detailed flow of the process in step S402 will be explained with reference to Figure 12.

[0099] Figure 12 is a flowchart illustrating the flow of the email sending date setting process according to the present invention.

[0100] Each step in Figure 12 is processed by communication between the registrant terminal 104 and the web server 105. However, Figure 12 only shows the processing performed by the web server 105, and the screen image displayed on the display 210 of the registrant terminal 104 is explained in Figures 13, 16, and 17. Each step in Figure 12 is a processing step executed by the CPU 201 of the web server 105.

[0101] In step S1201, the Web server 105 receives a command from the user to display the document type management screen of the application of the present invention (which may be a web screen), and sends the document type management screen to the registrant terminal 104 for display. The process in step S1201 is the same as the process in step S1101 in Figure 11, so the explanation is omitted.

[0102] After the processing in step S1201, the document type list screen 1310 shown in Figure 13 is displayed on the display 210 of the registrant terminal 104. The document type list screen 1310 is an example of a part of the document type management screen displayed in step S1201.

[0103] In step S1202, the web server 105 accepts the user's selection of the type of document for which they wish to set the email sending date.

[0104] For example, in the document type list screen 1310 in Figure 13, if a user wants to set the date on which alert emails regarding contracts will be sent, they should press the "Details" button 1313 to the left of the "Contract" column 1311 in the first row.

[0105] Next, in step S1203, the web server 105 sends the document type management screen to the registrant terminal 104 for display.

[0106] Figure 16, item 1600, is an example of the document type management screen displayed on the display 210 of the registrant terminal 104. Document type management screens 1600 and 1610 are examples for the case of "Contract" 1603, and are examples of patterns where the detailed item names differ from the document type management screen 600 in Figure 6. The content entered by the user is the same as that of the document type management screen 600. The pre-registration deadline alert input field 1601 corresponds to the registration deadline alert input field 602 in Figure 6 (step S1204), and the registered deadline alert input field 1602 corresponds to the specified deadline alert input field 604 in Figure 6 (step S1205). Each input field also corresponds between Figure 6 and Figure 16, and the registered deadline alert input field 1610 is the same as the specified deadline alert input field 604 in Figure 6.

[0107] Figure 17, item 1700, is an example of the document type management screen displayed on the display 210 of the registrant terminal 104. The document type management screen 1700 is an example for "Invoice" 1703, and the document type is different from that of the document type management screen 1600. Therefore, the items that are displayed and selected from the dropdown menu in the reference date field 1705 of the transmission date in the input field 1702 for the registered expiration date alert are different from the reference date field 1615 for the transmission date in the case of "Contract" 1610. In the reference date field 1615 for "Contract" 1603, the dropdown items that can be selected are "Registration Date", "Transaction Date", "Contract Start Date", and "Contract Expiration Date" (document date setting), but in the reference date field 1705 for "Invoice" 1703, the dropdown items that can be selected are "Registration Date", "Transaction Date", "Invoice Date", and "Payment Date" (document date setting). The document index information of the date attribute registered for each document type is displayed as a dropdown item.

[0108] In step S1206, the web server 105 receives a press of the update button 1614 or 1704 from the user, and in step S1207, it registers the setting of the email sending date with the file server 106 and the web server 105. That is, for example, Figure 12 (step S402 in Figure 4) is the step that corresponds to the process of receiving the setting of the sending date for notification emails for each document type.

[0109] The document type management screens 600 and 1600 have settings areas for pre-registration deadline alerts (registration deadline alerts) and post-registration deadline alerts (specified deadline alerts). This allows users to view and manage alert settings before and after registration on the same settings screen. By comparing pre- and post-registration settings, users can configure the necessary alerts, reducing errors and enabling user-friendly alert settings.

[0110] Furthermore, the pre-registration deadline alert (specified deadline alert) email can retrieve and display information used for the alert (the sending date item) from the data in Figure 10, based on the document type set, making it easy to set alerts for each document type. This concludes the explanation of the flowchart in Figure 12, and we will now return to the explanation of the flowchart in Figure 4.

[0111] In step S403 of Figure 4, the web server 105 receives a request from the user asking whether to set a document index or email sending date for document types other than those set in steps S401 and S402. If the user specifies that there are document types for which to set a document index or email sending date, the process returns to step S401. If the user specifies that there are no document types for which to set a document index or email sending date, the process in the flowchart of Figure 4 ends. In other words, this step corresponds to, for example, the process of managing electronic files by type.

[0112] Next, refer to the flowchart shown in Figure 5. Next, I will explain the document registration process.

[0113] Each step in Figure 5 is a processing step executed by the CPU 201 of the registrant terminal 104, the web server 105, and the file server 106.

[0114] Before the start of the flowchart in Figure 5, users using the registrant terminal 104 have stored document files (such as PDF files) generated on the issuer terminal 110 or their own terminal 104 as files. Alternatively, they may have stored images of paper documents, such as documents sent by mail, scanned or captured with a camera, as document image files (such as PDF or JPEG files).

[0115] In step S501 of Figure 5, the user terminal 104 requests the web server 105 to display a screen (file registration screen) for registering document files and document image files stored prior to the flowchart to the file server.

[0116] In step S502, the web server 105 responds to a request from the registrant terminal 104 and sends information to display the file registration (document upload) screen. The screen image that is sent will be described later in Figure 7.

[0117] In step S503, the registrant terminal 104 receives the file registration (document upload) screen sent from the web server 105 and displays it on the display unit 210 of the registrant terminal 104. The displayed screen image will be explained with reference to Figure 7.

[0118] Figure 7 shows an example of a web page screen used to register files.

[0119] Figure 7 shows an image of the file registration (upload) screen, which is transmitted from the Web server 105 and displayed on the display unit 210 of the registrant terminal 104. The 700 has three main areas for uploading files: a scanner storage area 703, an electronic transaction area 701, and an other area 704. Different processing can be performed on each uploaded file before full registration.

[0120] To upload document files and image files to the web server, users can prepare them for upload by dragging and dropping the files from their terminal 104 into the respective areas using a mouse (not shown in the diagram) or by selecting them using the browse button 702. The upload of currently registered files can also be canceled by pressing the clear button 705.

[0121] The document index information 706 may be manually entered by the registered user, obtained from attribute information attached to the document file, or text information may be obtained from the document image file using OCR and entered into the corresponding document index information 706. The items in the document index information 706 may differ for each document type 709.

[0122] The registration process after upload differs depending on the three areas: scanner storage area 703, electronic transaction area 701, and other area 704.

[0123] The scanner storage area 703 is an area for uploading documents that have been optically scanned (for example, PDF files of document images). Files uploaded to the scanner storage area 703 are first checked to see if they meet the scanner storage requirements stipulated by the Electronic Bookkeeping Law. Specifically, checks are performed for scanning at 200 dpi or higher and for saving as color images or grayscale. Next, in order to meet the authenticity requirements stipulated by the Electronic Bookkeeping Law, a request is made to issue a timestamp for the file uploaded to the scanner storage area 703. The hash value of the uploaded file is sent to the Time-Stamping Authority (TSA), a timestamp token is received from the TSA, and is stored in the file server 106 along with the uploaded file. Alternatively, when the upload button 707 is pressed, OCR may be performed on the uploaded file in the scanner storage area 703 to obtain information corresponding to the document index information 706, thereby meeting the visibility requirements stipulated by the Electronic Bookkeeping Law.

[0124] Electronic transaction area 701 is an area for uploading text-based PDFs (searchable PDFs) and other files, and can be uploaded if they are received via email or cloud. Files uploaded to electronic transaction area 701 are required to be issued a timestamp to ensure authenticity as stipulated by the Electronic Bookkeeping Law. The timestamp token received from the TSA is stored in file server 106 along with the uploaded file. For files uploaded to the main file, information corresponding to the document index information 706 may be obtained from attribute information and PDF text information.

[0125] Other area 704 is an area for uploading documents and files that are not subject to the Electronic Bookkeeping Law, such as internal daily reports that do not require timestamps. Files uploaded to Other area 704 are stored in the file server 106 immediately after the upload button 707 is pressed, without undergoing scanner storage requirement checks or timestamping. Return to the explanation of the flowchart in Figure 5.

[0126] In step S503 of Figure 5, a file registration screen like the one shown at 600 in Figure 6 is displayed on the display unit 210 of the registrant terminal 104, and in step S504, the registrant terminal 104 accepts files to be uploaded by the file registration user. For example, if "Contract1.PDF", "Contract2.PDF", and "Contract3.PDF" are dragged and dropped into the electronic transaction area 701 of the screen at 700 in Figure 7 using a mouse (not shown), the information of these three files to be uploaded is accepted. The upload method can be drag and drop, or files can be specified using the browse button 702.

[0127] In step S504, when the set of files to be uploaded by the file registration user is set up as shown in the electronic transaction area 701 in Figure 7, and the upload button (provisional registration) 707 is pressed, the process transitions to step S505. In step S505, the registrant terminal 104 sends the set of files set up as upload files to the web server 105. As one of the data transmitted, information (not shown) of which of the three areas the files are located in is also transmitted. This information on which area the files are located in may be stored as attribute information for each file and sent from the registrant terminal 104 to the web server 105 as part of the files.

[0128] In step S506, the web server 105 receives the set of files received from the registrant terminal 104.

[0129] Next, in step S507, the files received in step S506 are processed to satisfy the storage requirements for each file in their respective location. Files in the scanner storage area 703 are checked for scanner storage requirements and given a timestamp; files in the electronic transaction area 701 are given a timestamp; and files in the other area 704 are left as they are. Note that the timestamping process may be performed immediately before the main registration process. In step S508, the web server 105 checks the sending of the pre-registration email. Specifically, it calculates the sending date set in step S402 in Figure 4 (the date set in the registration deadline alert input field 602 in Figure 6). If it matches the sending date set in the registration deadline alert input field 602, it proceeds to step S509. If it does not match the sending date set in the registration deadline alert input field 602, it transitions to step S510. In other words, this step corresponds to a process where, for example, the acceptance method is defined for each document type, and the notification content is accepted, and the sending date is set for that notification content. Note that the process in step S508 only needs to be performed once a day, and if it is outside of the daily processing time (for example, outside of nighttime batch processing), the process may automatically proceed to step S510. After the process in step S507, the user may pause the process in the flowchart in Figure 5.

[0130] When the process transitions to step S509, the web server 105 sends a pre-registration email. In other words, this step corresponds to the process of sending a notification email on the date of submission of the settings received by the reception means, for example. An example of the email sent is explained with reference to Figure 9.

[0131] Figure 9, item 900, is an example of a pre-registration email. Item 900 can be generated by reflecting the information obtained in Figure 7 and the registration deadline alert input field 602 in Figure 6 into the email template. For example, the recipient information 901 is set to the sales department as shown in the group field 710 in Figure 7, since the document group is the recipient in the registration deadline alert input field 602 in Figure 6. The recipient 906 and notification target group 907 in the email body are set similarly. The number of days elapsed since upload can be reflected and displayed in field 902, for example, starting from 30 days (603 in Figure 6). The file name (contract) to be registered is displayed as shown in 903, and the location of that file is displayed in URL 904. Because the file location is displayed in URL 904, group members can check the contents of the file to be registered via the Web, even without an application implementing the present invention.

[0132] After sending an email like the one shown in Figure 9, the flowchart returns to step S508.

[0133] On the other hand, if it is determined in step S508 that the submission date set in the main registration deadline alert input field 602 has not yet arrived, the process proceeds to step S510. Note that the transition to step S510 may also occur by pressing the main registration / application button 708 in Figure 7.

[0134] In step S510, the registrant terminal 104 requests the web server 105 to display a screen (registration / application screen) for final registration of the uploaded document files and document image files.

[0135] In step S511, the web server 105 responds to a request from the registrant terminal 104 and sends information to display the registration / application (registration process) screen. The screen image that is sent will be described later in Figure 8.

[0136] In step S512, the registrant terminal 104 receives the registration / application (registration process) screen sent from the web server 105 and displays it on the display unit 210 of the registrant terminal 104. The displayed screen image will be explained with reference to Figure 8.

[0137] Figure 8 shows an example of a web page screen used for formally registering document files and document image files.

[0138] Figure 8, 800, is an image of the screen for final file registration, which is sent from the web server 105 and displayed on the display unit 210 of the registrant terminal 104. 800 shows an example of the uploaded document data 802 on the left and the registered index information 803 on the right. In step S512, the user confirms that there are no differences between the document data 802 and the index information 803, and if they decide to proceed with the final registration, the user presses the application button 801.

[0139] In step S513, if the application (registration) button 801 in Figure 8 is pressed, the process transitions to step S514. If the application (registration) button 801 is not pressed, the process returns to step S512.

[0140] When the process transitions to step S514, in step S514, the web server 105 sends the uploaded file and, if a timestamp is attached, the timestamp token to the file server 106.

[0141] In step S515, the file server 106 stores the received uploaded file and timestamp token. Once stored in the file server, it sets the registered flag (not shown) of the uploaded file and maintains a flag for each uploaded file on the web server. This flag allows it to determine whether the uploaded file is registered or not, and if the flag is set, it starts the processing from S520 onwards. In other words, this step corresponds to the process of controlling the notification to change according to the information set on the notification settings screen and the registration status of the electronic file managed by type.

[0142] The flowchart from step S520 onwards shows the process of sending a post-registration email regarding the file that has been officially registered on the file server 106 via the web server 105.

[0143] In step S520, the web server 105 retrieves index information for the registered file. The information retrieved is necessary when sending an email after registration (information for setting the email recipient and sending date, a URL indicating the file's location, etc.).

[0144] In step S521, the web server 105 determines whether the date for sending the post-registration email for the registered file has arrived. If the sending date has arrived, the process proceeds to step S522; otherwise, the process returns to step S521.

[0145] The determination of whether the sending date has arrived is made from the index information obtained in step S520. For example, in the case of a contract in the specified deadline alert input field 604 in Figure 6, the sending date is set to "30" days before the "contract expiration date" as the sending date of the email after registration. Therefore, the index information (in the case of the database schema in Figure 10, the data in the contract expiration date field of contract 1000) is obtained and the determination is made based on whether "contract expiration date - 30 days" is today. Note that the processing in step S521 only needs to be performed once or several times a day.

[0146] When the process transitions to step S522, the web server 105 generates and sends a post-registration email. In other words, this step corresponds to the process of sending a notification email on the date of the settings received by the reception means. An example of the generated email is explained with reference to Figure 9.

[0147] Item 910 in Figure 9 is an example of an email sent after registration. Item 910 can be generated by reflecting the information obtained in Figure 7 and the specified deadline alert input field 604 in Figure 6 into the email template. For example, the recipient information 911 will specify the sales department, as shown in the group field 710 in Figure 7. The recipient 916 and notification target group 917 in the email body are set similarly. As shown in the specified deadline alert input field 604 in Figure 6, in the case of a contract, the "contract expiration date" in the reference date 605, the number of days in the specified number of days 606, and the wording "days before" in the before / after input field 607 are applied to the email template and displayed in the 912 field of the email body. The document name 913 and URL 914 are also entered in the email body in the same way as in the email sent before registration.

[0148] Although this embodiment has been described above, for example, the present invention comprises an electronic file, management means for managing management information including document type and date information corresponding to the electronic file, a receiving means for receiving the setting of a notification email sending date for the document type, and a sending means for sending a notification email on the sending date set by the receiving means, wherein the receiving means receives from the content to be used for notification as defined for each document type, and receives the setting of a sending date for the content to be used for notification.

[0149] Furthermore, the present invention is an information processing system for managing electronic files by type, characterized in that it includes a display control means for displaying and controlling a notification setting screen that includes a first notification setting unit for before the electronic file is officially registered and a second notification setting unit for after the electronic file is officially registered, corresponding to the type, and a notification control means for controlling the notification to change according to the information set on the notification setting screen and the registration status of the electronic file managed by type.

[0150] Through the above process, it becomes possible to easily set deadline notifications for each document type of electronic data (including electronic files) being imported.

[0151] Furthermore, even if documents are of the same type, they may be managed separately if the trading partners are different. For example, if the trading partner is Organization A, an alert email (notification email) may be sent a specified number of days after the "invoice date," while if the same "invoice" is issued to Company B, an alert email (notification email) may be sent a specified number of days before the "payment date."

[0152] Furthermore, when pre-registration email sending dates and post-registration email sending dates are defined for various document types, the system may search for and present document types with the same or similar email sending date settings. For example, even within contracts, there are various document types such as sales contracts, development contracts, and confidentiality agreements. The system can unify alerts by referring to contracts with the same or similar email sending date settings. Whether the email sending date settings (reference date and timing) are similar can be determined by a machine learning-trained AI.

[0153] Although embodiments of the present invention have been described above, the present invention can take the form of, for example, a system, apparatus, method, program, or recording medium. Specifically, it may be applied to a system consisting of multiple devices, or to an apparatus consisting of a single device.

[0154] Furthermore, the program in the present invention is a program that a computer can execute the processing methods of the flowcharts shown in Figure 4 or 5 and Figure 11 or 12, and the storage medium of the present invention stores a program that a computer can execute the processing methods of Figures 4 to 5 and Figures 11 to 12. Note that the program in the present invention may also be a program for each processing method of each device shown in Figure 4 or 5 and Figure 11 or 12.

[0155] As described above, it goes without saying that the object of the present invention can also be achieved by supplying a recording medium containing a program that realizes the functions of the embodiments described above to a system or device, and by having the computer (or CPU or MPU) of that system or device read and execute the program stored on the recording medium.

[0156] In this case, the program read from the recording medium itself realizes the novel function of the present invention, and the recording medium on which that program is recorded constitutes the present invention.

[0157] For recording media used to supply programs, examples include flexible disks, hard disks, optical disks, magneto-optical disks, CD-ROMs, CD-Rs, DVD-ROMs, magnetic tapes, non-volatile memory cards, ROMs, EEPROMs, silicon disks, and the like.

[0158] Furthermore, it goes without saying that the functions of the aforementioned embodiments are realized not only by the computer executing the program it has read, but also by the operating system (OS) running on the computer performing some or all of the actual processing based on the instructions of that program, thereby realizing the functions of the aforementioned embodiments.

[0159] Furthermore, it goes without saying that this also includes cases where, after a program read from a recording medium is written to the memory of a function expansion board inserted into a computer or a function expansion unit connected to a computer, the CPU or other components of the function expansion board or function expansion unit perform some or all of the actual processing based on the instructions of the program code, and the functions of the aforementioned embodiments are realized through that processing.

[0160] Furthermore, the present invention may be applied to a system consisting of multiple devices or to a device consisting of a single device. It goes without saying that the present invention can also be applied when the results are achieved by supplying a program to a system or device. In this case, by reading a recording medium containing a program for achieving the present invention into the system or device, the system or device can enjoy the effects of the present invention.

[0161] Furthermore, by downloading and reading the program for achieving the present invention from a server, database, etc. on a network using a communication program, the system or device can enjoy the effects of the present invention. It should be noted that configurations combining the above-described embodiments and their variations are all included in the present invention. [Explanation of symbols]

[0162] 100 Information Processing Systems 102 Scanner device 104 Registered User Terminal 105 Web Server 106 File Server 108 MFP 110 Issuer terminal 112 Internet connection 114 Cloud Environment

Claims

1. A management means for managing an electronic file and management information including the document type and date information corresponding to the electronic file, A means for accepting requests to set the date for sending notification emails for the aforementioned document type, The system includes a sending means that sends a notification email on the date of transmission of the settings received by the aforementioned receiving means. The aforementioned receiving means accepts the content to be used for notification as defined for each document type, and accepts the setting of a transmission date for the content to be used for notification. An information processing system characterized by the following.

2. The information processing system according to claim 1, characterized in that the management means manages management information which further includes date information added as document date setting.

3. The information processing system according to claim 2, characterized in that the aforementioned document date setting is date information added for each type of document.

4. The information processing system according to claim 1, characterized in that the receiving means uses the date information as the reference date for the transmission date on which the settings are accepted.

5. The information processing system according to claim 4, characterized in that the receiving means accepts a setting that the notification email will be sent on a date before or after a predetermined date from the reference date.

6. The information processing system according to claim 1, characterized in that, for documents of the same document type, if the trading partners of the documents are different, the document type is managed as a different type.

7. The aforementioned management information further includes a date-related item that can be arbitrarily defined by the user for each document type, and the date-related item is an item that accepts a setting as to whether or not to use it as an item for notification. The information processing system according to claim 1, characterized in that the receiving means acquires the item for which the setting to be used has been accepted and displays it in a selectable format as content for setting the transmission date of the notification information.

8. An information processing system that manages electronic files by type, A display control means for displaying and controlling a notification setting screen that includes a first notification setting unit for before the official registration of the electronic file, and a second notification setting unit for after the official registration of the electronic file, corresponding to the type, A notification control means controls the notification to change according to the information set on the notification settings screen and the registration status of electronic files managed by type. An information processing system characterized by having the following features.

9. The first notification setting unit is a setting unit that sets a notification after a predetermined period has passed since the electronic file was stored in the management unit that manages the electronic file. The information processing system according to claim 8, characterized in that the second notification setting unit is a setting unit that sets a notification on a date set from the date information managed in the electronic file after receiving a prescribed procedure.

10. The information processing system according to claim 9, characterized in that the setting unit searches for a candidate for the type of electronic file from at least one of the information of the first notification setting unit or the information of the second notification setting unit set for each type, and reflects the notification settings of an electronic file similar to the electronic file.

11. A processing method for an information processing device, A management step for managing an electronic file and management information including the document type and date information corresponding to the electronic file, A reception step that accepts the setting of the date for sending notification emails for the aforementioned document type, The process includes a sending step in which a notification email is sent on the date of submission of the settings received in the above-mentioned acceptance step, The aforementioned reception step involves receiving the content to be used for the notification, as defined for each document type, and receiving the setting of a transmission date for the content to be used for the notification. A processing method characterized by the following.

12. Information processing device A management means for managing an electronic file and management information including the document type and date information corresponding to the electronic file, A means for accepting requests to set the date for sending notification emails for the aforementioned document type, The receiving means will function as a sending means to send a notification email on the date of transmission of the settings received by the aforementioned receiving means. The aforementioned receiving means accepts the content to be used for notification as defined for each document type, and accepts the setting of a transmission date for the content to be used for notification. A program characterized by the following.

13. A processing method for an information processing system that manages electronic files by type, A display control step that controls the display of a notification settings screen, which includes a first notification setting unit before the official registration of the electronic file and a second notification setting unit after the official registration of the electronic file, corresponding to the type, A notification control step controls the notification to change according to the information set on the notification settings screen and the registration status of electronic files managed by type. A processing method characterized by including the following.

14. An information processing system that manages electronic files by type A display control means for displaying and controlling a notification setting screen that includes a first notification setting unit for before the official registration of the electronic file, and a second notification setting unit for after the official registration of the electronic file, corresponding to the type, A notification control means controls the notification to change according to the information set on the notification settings screen and the registration status of electronic files managed by type. A program characterized by its ability to function in a certain way.

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