Apparatus for registering documents in a document management server

A method for controlling a document processing apparatus which registers input document data in a document management server includes acquiring, from the document management server, information about input items necessary for registration of the document data into the document management server, determining whether each of the input items necessary for the registration of the document data are input, based on the acquired information, and performing control to complete the registration of the document data into the document management server when it is determined that the input items are input, while to temporarily register the document data into the document management server when it is determined that at least one of the input items is not input.

BACKGROUND OF THE INVENTION

1. Field of the Invention

The present invention relates to a technique in which document data is managed by a document management server.

2. Description of the Related Art

Recently, a sever system has been known which realizes a service referred to as a document management system. The document management system can organize a large amount of images and documents in an office and store them in a database to facilitate a search and management of the images and the documents.

One reason why the above system was introduced is, for example, that in the office in which information is transferred in a paper medium, an amount of the information is increasing and therefore it is troublesome for a user to search and specify desired information among a large amount of the paper media. Further, if the information is printed on the paper medium, it is difficult to share a single document between many users.

Recently, an image processing apparatus which has a function of scanning, reading and computerizing an image on a paper medium, has come to have also a network communication function. As a result, the image processing apparatus can connect to a network such as a local area network (LAN). Accordingly, the image processing apparatus can directly or indirectly scan a document and computerize the scanned document into image data, and transmit the computerized image data to a document management system via the network.

Japanese Patent Application Laid-Open No. 2006-325146 discusses a technique for registering a scanned document in a designated server.

In the document management system, when computerized document data is registered and stored, a document name, a comment, index information for searching and organizing the document data, and the like can be registered as document property information in association with the document data. Further, the document property information includes an essential input item according to a way of management and use of the document management system in a user environment.

On the other hand, there is a limit in an operability of the image processing apparatus. For example, most of operation panels installed in the apparatus include small displays which can be used as a graphical user interface (GUI). Further, for example, an interface such as a keyboard for a personal computer (PC), which can easily input a character string, is not always connected to the image processing apparatus. Consequently, a user cannot always appropriately input all the values of the essential input items in registering the document data into the document management system from the image processing apparatus when a document is scanned.

Therefore, if the values of the essential input items for the registration of the document data into the document management system cannot be acquired, transmission of the document data from the image processing apparatus to the document management system may fail due to an error at the document management system side. Consequently, document registration may be unsuccessful. Alternatively, the document data is registered as inappropriate document data, and the user cannot acquire the document data through a search.

Therefore, if the document registration cannot be made appropriately, the user is required to perform a cumbersome task that the user transmits the document data again after inputting the essential input items and scanning the document. In some cases, the user may not be aware that the document registration was made inappropriately.

The present invention relates to a technique for preventing incomplete input of the essential input items when document data is registered in the document management unit.

SUMMARY OF THE INVENTION

The present invention provides a document processing apparatus and a controlling method thereof, and a document management system and a data processing method for the system which overcomes the above-described problem.

According to an aspect of the present invention, a document processing apparatus which registers input document data in a document management server includes an acquiring unit configured to acquire, from the document management server, information about input items necessary for registration of the document data into the document management server, a determination unit configured to determine whether each of the input items necessary for the registration of the document data are input, based on the information acquired by the acquiring unit, and a control unit configured to perform control to complete the registration of the document data into the document management server when the determination unit determines that the input items are input, while to temporarily register the document data into the document management server when the determination unit determines that at least one of the input items is not input.

DESCRIPTION OF THE EMBODIMENTS

An exemplary embodiment for implementing the present invention will be described below in detail with reference to the attached drawings. However, the document management system and constitution elements thereof described in the present exemplary embodiments are mere examples, and therefore the scope of claims of the present invention would not be restricted by those exemplary embodiments. In other words, the present invention is applied not only for a limitative case of registration of document data obtained by scanning a document using a scanning function of the image processing apparatus but also a case of registration of various data, and can produce the same effect in both cases.

Examples of document data according to the present exemplary embodiment may include computerized data generated according to various methods, such as image data, text data, and file data. An item to be input such as an attribute of the document data is not limited to an item to be directly input by the user who instructs to scan the document but may be an item to be input by the other users (administrators or the like). Further, the item may include various changes and applications.

FIG. 1illustrates a document management system which is an example of a first exemplary embodiment of the present invention.

The system includes an image processing apparatus101, a document management server102, and a terminal103which are connected to each other via a network100. The above described apparatuses work together to provide data processing. Apparatus included in the system is not limited to the above described ones, and the system may include other apparatus in addition to the above described ones. Alternatively, the apparatuses other than the document management server102may be omitted from the system.

The network100establishes communication between individual apparatus of the system, and may be a wired or wireless intranet or internet network system, or the other network system.

The image processing apparatus101has a function of reading (scanning) an image on a document104and generating image data by computerizing the image. The image processing apparatus101also includes a function of transmitting the generated image data or data received from the other apparatus to another apparatus via the network100.

The document management server102can register and manage data received from the other apparatus (for example, scanned image105that the image processing apparatus101scanned) as document data, and has a function of searching the registered document data.

The document management server102accepts a request from the terminal103via the network100, and executes processing such as registration, search or management of the document data according to the request. The data registered in the document management server102is referred to as the document data but there is no limitation of a format thereof. Thus, the data can be in various formats, such as image data, text data, application-dependent file data.

A function of the terminal103can be realized by a general personal computer (PC). The terminal103is installed with, for example, an operating system (OS), application software which can process document data and image data, and application software for transmitting/receiving data with the document management server102.

Further, the terminal103includes a display for displaying various types of information and an input device such as a keyboard or a mouse which receives instructions from the user. The terminal103receives an instruction from the user and sends the document management server102a request for requesting processing of registration or search of the document data via the network100.

The document management system may include more than one each of the image processing apparatuses101, the document management servers102, and the terminals103illustrated inFIG. 1.

FIG. 2is a block diagram illustrating an example of a configuration of the image processing apparatus101illustrated inFIG. 1.

InFIG. 2, a controller unit200performs processing of data managed by the image processing apparatus101. The controller unit200is connected to a scanner220as an image input device and a printer221as an image output device as well as an operation unit213.

The controller unit200performs control to realize a copying function of outputting, by the printer221, image data obtained by reading an image on a document by the scanner220. The controller unit200is connected to a LAN210or a public line212to perform control for realizing a transmission/reception function of the image data via the network100or the public network and control for inputting and outputting various pieces of information.

A central processing unit (CPU)201performs control of entire processing of the image processing apparatus101. The CPU201is connected to a random access memory (RAM)202, a read-only memory (ROM)203, and a hard-disk drive (HDD)204via a system bus207. The CPU201is also connected to an image bus interface (I/F)205and an operation unit interface (I/F)206. In addition, the CPU201is connected to a network interface (I/F)209and a modem211.

The CPU201starts an operation system (OS) by a boot program stored in the ROM203. The CPU201executes an application program stored in the HDD204on the OS to execute various processing.

At the time, the CPU201uses the RAM202as a work area. The RAM202is used as the work area of the CPU201and also used as an image memory area for temporarily storing image data. The HDD204stores the application program and image data which is used by the application program.

The image bus I/F205is a bus bridge which connects the system bus207and an image bus208and converts a data format.

The operation unit I/F206interfaces with the operation unit213which includes a touch panel. The CPU201outputs image data of an image to be displayed on the operation unit213to the operation unit213via the operation unit I/F206. The operation unit213transmits information input by the user to the CPU201via the operation unit I/F206.

The system bus207serves as a transmission bus which provides a connection between elements (an address bus, a data bus, an input/output bus, and a control bus).

The image bus208provides a high speed transmission of image data and includes a peripheral component interconnect (PCI) bus or an Institute of Electrical and Electronic Engineers (IEEE) 1394 bus.

The image bus208is connected to a raster image processor (RIP)214, a scanner image processing unit216, a printer image processing unit217, an image rotation unit218and an image compression unit219. Further, the image bus208is also connected to a device interface (I/F)215. Thus, the image bus208can serve as a connection interface with the scanner220and the printer221.

The network I/F209is connected to the LAN210(network100) to perform transmission and reception of information to and from each apparatus connected to the LAN210via the LAN210.

The modem211is connected to the public line212(public switched telephone networks (PSTN)) and transmits and receives information via the public line212.

The RIP214rasterizes a received page description language (PDL) code into a bit map image.

The device I/F215serves as a connection interface with the scanner220and the printer221, and performs synchronous system/asynchronous conversion processing of image data.

The scanner image processing unit216corrects, processes, and edits the image data input from the scanner220. Further, the scanner image processing unit216outputs the image data, that is corrected, processed and edited, into the printer image processing unit217, the image rotation unit218, the image compression unit219, or the HDD204according to an instruction input by the operation unit213.

The printer image processing unit217performs processing such as correction and resolution conversion according to a characteristic of the printer221to a print output-image data to be output to the printer221. Further, the printer image processing unit217outputs the image data obtained as a result of the processing, such as the correction and the resolution conversion, to the printer221according to the instruction input from the operation unit213.

The image rotation unit218rotates the input image data.

The image compression unit219compresses multi-valued image data into Joint Photographic Experts Group (JPEG) data, and binary image data to data in Joint Bi-level Image Experts Group (JBIG), modified modified Read (MMR), or modified Huffman (MH). The image compression unit219also decompresses thus compressed data.

The scanner220photoelectrically reads (scans) a document image by a charge coupled device (CCD) linear image sensor or the like according to a scanning instruction input from the operation unit213to convert the document image into digital image data. The converted digital image data is output to the scanner image processing unit216.

The printer221includes a plurality of types of recording sheet cassettes and visually outputs the image data output from the printer image processing unit217on a recording sheet according to a printing instruction input from the operation unit213or upon reception of image data from an external device.

FIG. 3illustrates an example of a configuration of the operation unit213illustrated inFIG. 2.

A liquid crystal display (LCD) unit300is configured to be provided with a touch panel sheet on an LCD and displays an operation screen of the image processing apparatus101. When a user presses a key displayed on the operation screen, the LCD unit300notifies the CPU201of the controller unit200of positional information about the pressed key. The CPU201executes processing according to the pressed key and transits a screen to another screen.

A start key301starts various processing when the user presses the start key301. When the user presses the start key301, the start key301notifies the CPU201of a message to this effect. The CPU201starts causing the scanner220to read, transmit and print the document image upon receiving the notification from the start key301.

A center of the start key301is provided with two-color light-emitting diode (LED)s302, i.e., a green LED and a red LED. The start key301controls emission colors of the two-color LEDs302according to an instruction from the CPU201and indicates the user whether the user can press the start key301according to the emission colors.

The stop key303is configured to stop running of processing and notify the CPU201of information that the stop key303is pressed when the user presses the stop key303. The CPU201stops the running processing and operation when the CPU201receives the notification from the stop key303.

An identification (ID) key304is configured to receive input of ID for specifying the user who is operating the image processing apparatus101. When the user presses the ID key304, the ID key304notifies the CPU201of information to this effect. The CPU201displays a screen which causes the user to input the user ID on the LCD unit300upon receiving the notification from the ID key304. Then, the user inputs the user ID by using a numeric keypad or the like. A mail address of the user may be stored in the RAM202or the HDD204by associating with the user ID, and used for sending various notifications by an electronic mail.

A reset key305returns the information input by the user to an initial condition. When the user pressed the reset key305, the reset key305notifies the CPU201of information to this effect. The CPU201initializes a setting displayed on the LCD unit300upon receiving the notification from the reset key305.

FIG. 4illustrates an example of an operation screen displayed on the LCD unit300of the operation unit213.

An upper portion of the operation screen is provided with a copy tab401, a transmission tab402, a box tab403, and a rightward tab404which are touch keys for selecting a function among various functions.

FIG. 4illustrates an initial screen of a copying function when a touch key of the copy tab401is pressed. The copying function is displayed on an area400. An indication of “READY FOR COPY” represents a present status of the copying function that the image processing apparatus101is standby for a copying instruction. The status changes according to a condition of the image processing apparatus101.

A lower area of the area400in which the status of the image processing apparatus101is displayed is provided with displays of a copy ratio (100%), a sheet cassette to be used (automatic sheet feeder), a number of copies to be printed (1) which are presently set.

Further, a “EQUAL SIZE” key, a “MAGNIFICATION RATIO” key and a “SHEET SELECTION” key are displayed on the screen as touch keys for setting an operation mode of the copying function according to the instruction of the user. Similarly, a “SORTER” key, a “TWO-SIDED” key, an “INTERRUPTION” key, a “CHARACTER” key, a “left arrow” key for lightening color density”, a “right arrow” key for darkening the color density, and an “AUTO” key for automatically adjusting the color density are displayed on the screen as touch keys for setting the operation mode of the copying function.

Other setting screens of the operation mode which cannot be included in the initial screen can be displayed in a hierarchical manner within the area400when an “APPLICATION MODE” key is pressed.

When the user presses the transmission tab402, a color of the transmission tab402changes. The area400is switched to an operation screen for receiving an operation for the transmission function.

In the transmission function, image data obtained by reading an image on a document using the scanner220or image data stored in the HDD204can be transmitted to an apparatus on the LAN210by an electronic mail or a file transfer protocol (FTP). Further, it is possible to transmit the image data by a facsimile using the public line212. In the transmission function, designation of a transmission destination of the image data, setting of the scanner220to read a document to be sent, and a selection of the image data to be sent from the HDD204can be performed.

When the user presses the box tab403, a color of the box tab403changes. The area400is switched to an operation screen for receiving an operation for a box function.

In the box function, image data obtained by reading an image on a document using the scanner220can be stored in the HDD204, or the image data stored in the HDD204can be selectively output. Examples of an outputting method include printing by the printer221and transmission according to the transmission function. As for the box, a plurality of users can use the box individually by dividing the HDD204into a plurality of areas.

When more than three functions are installed on the controller unit200, an arrow key404is displayed in addition to the tabs401through403. When the user presses the arrow key404, a screen for indicating other functions is displayed.

FIG. 5illustrates an example of an operation screen displayed when the arrow key404is pressed in the operation screen ofFIG. 4.

FIG. 5illustrates an example of an operation screen for a work flow function which operates the image processing apparatus101according to a work flow500defined by the user. In the work flow function, a work flow500is created by combining various arbitrary functions installed in the image processing apparatus101such as inputting of image data, processing1of the input image, processing2of the input image, and so on. The work flow500is registered in the HDD204and the registered work flow can be read and used.

FIG. 5illustrates a state that two work flows, i.e., a “FLOW A” and a “FLOW B”, are registered in the area400. When the user presses the start key301after selecting the “FLOW A”501, a work flow defined as the “FLOW A” is executed. When the user presses the start key301after selecting the “FLOW B”502, a work flow defined as the “FLOW B” is executed.

As it is illustrated in an area503(the area503schematically illustrates a content of the work flow, and is not displayed in the initial screen of the work flow function), the “FLOW A” is defined so as to execute “scanning”, “box storage”, and “transmission” in this order.

Reading setting of the “scanning” is set to execute color reading at reading resolution of 300×300 dpi. When the “box storage” is executed, a box of a box number 01 is set as a storing destination. When the “transmission” is executed, a server message block (SMB) is selected as a transmission protocol, and it is set to transmit to a folder A of a PC which is a SMB transmission destination.

As described above, definition and registration of the work flow enable execution of arbitrary processing by one-touch. The work flow can be created and registered by the operation unit213, or can be created by the terminal103and registered by receiving therefrom. Further, the work flow may be registered in a device such as the terminal103on the network100in stead of being registered in the HDD204, and the registered work flow may be obtained by the operation from the operation unit213to be used.

FIG. 6is a block diagram illustrating an example of a configuration of the terminal103and the document management server102illustrated inFIG. 1.

InFIG. 6, a central processing unit (CPU)601manages calculation and control of the terminal103and the document management system102.

A RAM602functions as an execution area and a data area of an execution program as a main memory of the CPU601.

A ROM603stores operation procedures of the CPU601. The ROM603includes a program ROM which stores a system program for controlling the terminal103and the document management server102and a data ROM which stores information necessary for starting the system. The program controlled by the CPU601can be stored in a HDD609, which will be described below, other than the ROM603.

A network I/F604controls a data transmission between devices via a network and checks a connection condition between the devices.

A video random access memory (VRAM)605rasterizes an image to be displayed on a screen of a below described cathode-ray tube (CRT)606which displays an operating condition of the terminal103and the document management server102and controls the display.

The CRT606displays various types of information. A display device of another display style such as a liquid crystal display device may be used instead of the CRT.

A key board controller (KBC)607controls an input signal from a key board (KB)608.

The KB608is an input device which receives operations of the user. A pointing device such as a mouse may be used as another input device in addition to the KB608.

The HDD609is used for storing an application program or various pieces of data. In the present exemplary embodiment, the application program is a software program which executes various processing of the present exemplary embodiment.

A floppy disk drive (FDD)610writes and reads data into and from a detachable floppy disk (FD)611. The FDD610is used to read the application program from a medium. Another removable memory such as a compact disk read-only memory (CD-ROM), a magnetooptical (MO) disk and an external HD may be used instead of the FD611.

The application program and data to be stored in the HDD609may be used by storing in the FD611.

A transmission bus600(an address bus, a data bus, an input/output bus and a control bus) connects among the above described units.

FIG. 7illustrates processing groups for realizing the below described processing of the present exemplary embodiment in the image processing apparatus101. The processing groups inFIG. 7include programs executed by the image processing apparatus101and are stored in the HDD204or the ROM203of the image processing apparatus101. Those programs are loaded onto the RAM202and executed by the CPU201. The processing groups can be implemented as an individual program group and also as an program. A work flow management database705is constituted in the HDD204of the image processing apparatus101.

In document reading processing700, an image on a document is read by the scanner220and image data representing thus read image is generated. The scanner220can read the documents such as a paper medium (a sheet-like medium and a book-like medium) and a medium similar to paper. The document placed on a document positioning plate of the scanner220by the user can be read. The sheet-like document can be read by conveying a reading position of the scanner220sheet by sheet according to an automatic document feeder (ADF) in which one or a plurality of sheets of the sheet-like documents are set.

A document editing processing701edits image data acquired by the document reading processing700to delete a page or to combine with the other image data. In the document editing processing701, the image data is stored in a box provided in the HDD204via the transmission bus207.

Print processing702causes the printer221to print the image data acquired by the document reading processing700, the image data edited by the document editing processing701, or data received from the external device as a visible image on recording paper.

FAX/e-mail transmission processing703instructs the network I/F209or the modem211via the transmission bus207to transmit the image data acquired by the document reading processing700and the image data edited by the document editing processing701to a designated destination address. Examples of a communication method to the destination address in the FAX/e-mail transmission processing703include a G3 facsimile communication (International Telecommunication Union Telecommunication Standardization Sector (ITU-T) recommendation T.30) and an electronic mail according to a communication protocol such as a simple mail transfer protocol (SMTP).

In a workflow management processing704, an order of execution of each processing included in the work flow and a preset content of the each processing are registered and managed. In the work flow management processing704, a work flow input by the user in the operation unit213is received via the transmission bus from the operation unit I/F206. The work flow management processing704instructs the HDD204via the transmission bus207to store the received work flow to an area in the work flow management database705. Not only the work flow set by the user via the operation unit213but also the work flow received from the network such as the LAN210via the network I/F209may be stored.

The work flow management database (DB)705stores the work flow according to an instruction from the work flow management processing704. Further, the work flow management DB705can also transmits the stored work flow to the work flow execution processing706via the transmission bus according to an instruction from the work flow execution processing706.

The work flow execution processing706instructs the work flow management DB705to transmit the work flow stored therein via the data transmission bus. Then, the transmitted work flow is analyzed by the work flow execution processing706and each processing is executed one by one according to the setting of the work flow.

Parameter confirmation processing707for the document management system is started when the work flow execution processing706executes a work flow which includes “document data registration (transmission) to the document management server102”. The parameter confirmation processing707for the document management system confirms whether essential input items necessary for registering the document data into the document management server102are set in the content set in the work flow. The essential input items may be acquired from the document management server102by the image processing apparatus101. Alternatively, the essential input items may be preliminary registered in the image processing apparatus101.

Parameter complementary processing708for the document management system is started when the work flow execution processing706executes the work flow which includes “document data registration (transmission) to the document management server102”. In the parameter complementary processing708for the document management system, values of the essential input items which are not included in the content set in the work flow (unset essential items) are complemented and added to the setting corresponding to the processing in the running work flow.

When the values of the unset essential items are complemented by the parameter complementary processing708for the document management system, the operation unit OF206is instructed to display on the operation unit213a graphical user interface (GUI) as illustrated inFIG. 8. In this case, upon execution of the work flow500, the unset essential items are notified to the user by the GUI ofFIG. 8so as to cause the user to input the values of the unset essential items.

When the work flow is executed, the essential input items are confirmed by the parameter confirmation processing707for the document management system. If any of the essential input items is left blank, items to be input such as “DOCUMENT NAME”, “COMMENT”, “TYPE” and “DATE OF AGREEMENT” are displayed in the area400as illustrated inFIG. 8.

FIG. 8illustrates a state that a value of “XYZ agreement” is input into “DOCUMENT NAME”. Also, “AGREEMENT” is input into “TYPE” and “2008/01/05” is input in “DATE OF AGREEMENT”. On the other hand, nothing is input in “COMMENT”. The user can input a value for each of the unset essential items by operating the operation unit213.

After the values are input, if the user presses a OK button800, the operation unit213transfers the values for the unset essential items input by the user to the parameter complementary processing708for the document management system via the operation unit I/F206and the transmission bus207. Upon receiving the values for the unset essential items input by the user, the complementary processing708for the document management system adds the values for the unset essential items to processing setting of a corresponding work item of the running work flow.

When the user presses a cancel button801, the operation unit213notifies the parameter complementary processing708for the document management system of cancel of the processing via the operation unit I/F206and the transmission bus207. When the notification of cancel is received, the parameter complementary processing708for the document management system ends the processing. In the present exemplary embodiment, it is possible to transmit the image data to the document management server102even with the unset items.

Items such as “DOCUMENT NAME”, “COMMENT”, “TYPE”, and “DATE OF AGREEMENT” illustrated in the area400inFIG. 8are mere examples. Other items and item names may be used according to a specification of the document management server102, a type of the document to be registered, and so on. These input items can be used as index information for searching and classifying the documents by the document management server102.

For example, an executed work flow name, a user name who executed the work flow, a date of execution of the work flow, a character string set as a default value, or a combination thereof may be used as a value for complementing character string data such as “DOCUMENT NAME” inFIG. 8. Alternatively, the character string or the like included in scanned document data is recognized and acquired as characters to complement the values. Date data such as “DATE OF AGREEMENT” may be complemented with a value of the execution date of the work flow or a preliminary set date. Whether to perform such an automatic complement or not may be preliminary set in the RAM203.

Document management system registration processing709is started when a work flow which includes “document data registration (transmission) to the document management server102” is executed by the work flow execution processing706. The document management system registration processing709refers to the content set in the running work flow and the values added by the parameter complementary processing708for the document management system and transmits the image data to the document management server102as document data.

At the time, if the unset essential item is found in the content set in the work flow by referring to the processing result of the parameter confirmation processing707for the document management system, the document management system registration processing709instructs the document management server102to register the transmitted document data in a check-out condition. If no unset essential item is found in the content set in the work flow, the document management system registration processing709instructs the document management server102to register the transmitted document data in a check-in condition.

In the check-out condition, the document data stored in the HDD609of the document management server102is locked so as not to allow the other user to edit the document data before the user who instructed the registration of the document data checks in. More specifically, in the check-out condition, the registration is not formally completed in the document management server102but is under the condition of temporary registration. In the check-out condition, the user can complement a blanked input item for the document data by using the terminal103.

In the check-in condition, the data itself, a property and version information of the document data in the check-out condition are committed so that the other users can refer to and edit the data. More specifically, a formal registration of the document data is completed in the document management server102.

FIG. 9is a flow chart illustrating processing for registering image data which is acquired by reading an image on a document by the scanner220according to a designated work flow in the image processing apparatus101as document data in the document management server102. The flowchart illustrates the processing which is controlled by rasterizing the program stored in the ROM203and the HDD204on the RAM202and executing the program by the CPU201. InFIG. 9, the flow is an example when a scan is executed to acquire image data, but the image data may be acquired from the box in which the image data is stored.

In step S900, the user presses a button corresponding to an arbitrary work flow in the operation screen ofFIG. 5in the operation unit213. Accordingly, the content set in the work flow designated by the user is analyzed in the work flow execution processing706.

In step S901, the work flow execution processing706causes the scanner220to read (scan) an image on a document according to a scan setting which is acquired as a result of the analysis in step S900.

In step S902, the work flow execution processing706starts the parameter confirmation processing707for the document management system to perform the processing. The parameter confirmation processing707for the document management system makes a query about the essential input items necessary for registering the document data into the document management server102.

Examples of the essential input items include various items such as items common to all pieces of the document data to be registered in the document management server102, items unique to registration into a specific folder, items specified according to the work flow, and items specified according to a content of a document to be scanned. When the essential input items are preliminary stored in the RAM202or the HDD204of the image processing apparatus101, the RAM202or the HDD204will be referred to instead of making the query to the document management server102.

In step S903, the query result, the input item included in the content set in the work flow, and the item input by the operation unit213are compared to each other in the parameter confirmation processing707for the document management system. Based on the comparison result, it is determined whether the essential input items necessary for registering the document data into the document management server102.

Then the work flow execution processing706, starts the document management system registration processing709to perform the processing. According to the document management system registration processing709, the image data acquired in step S901is transmitted to the document management server102together with the content preliminary set in the work flow and values added to the work flow in the parameter complementary processing708for the document management system. The document management server102registers thus received image data in the form of the document data together with the parameter received at the same time. However, if there is a parameter to be filled up, the document management server102registers (temporarily registers) the image data such that the image data is identifiable as defective data.

FIG. 10is a flow chart illustrating processing of step S900ofFIG. 9in detail.

In step S1000, the work flow execution processing706acquires the work flow designated by the user via the operation unit213from the work flow management DB705.

In step S1001, the work flow execution processing706refers to the work flow acquired in step S1000and acquires scan setting information to send an instruction to the scanner220. The scan setting information includes information about a reading mode (color/monochrome), a number of gradation bits, a read-out density, read-out resolution, a file format of the image data after reading, and the like.

In step S1002, the work flow execution processing706refers to the content of the work flow acquired in step S1000and acquires document management system information about the document management server102in which the image data is transmitted as the document data. The document management system information includes address information such as a uniform resource locator (URL) and an internet protocol (IP) address of the document management server102which are necessary for accessing the document management server102.

In step S1003, the work flow execution processing706refers to the content of the work flow acquired in step S1000and acquires document management system transmission parameter information which is a parameter value necessary for formal registration of the document data into the document management server102. The document management system transmission parameter information includes essential input items such as a document name as of the registration of the document data, an index value for a search which is necessary for the formal registration on the document management server102, a property value associated with the document data, and the like.

FIG. 11is a flow chart illustrating processing of step S901ofFIG. 9in detail.

In step S1100, the work flow execution processing706instructs the scanner220to notify it of a scanner condition via the transmission bus207, the image bus I/F205, the image bus208, and the device I/F215. The scanner condition includes a function and a present status of the scanner. For example, when an ADF is installed in the scanner as a function, the scanner condition includes information about the ADF and information whether the ADF can perform two-sided reading. Further, the scanner condition may include information about other functions, such as whether the multicolor reading is possible (a reading mode), a document size, resolution, a range of density, gradation information, and a file format which the scanner can handle, and the like. The status of the scanner includes information about whether the scanner is now on available, and the like.

In step S1101, the work flow execution processing706instructs the scanner220about the reading mode, the number of gradation bits, the reading density and the resolution according to the scan setting information acquired in step S1001. Upon receiving the instruction, the scanner220scans the document according to the designated settings.

In step S1102, the work flow execution processing706, converts the image data acquired by reading the image on the document in step S1101into the file format included in the scan setting information acquired in step S1001. Then, the image file acquired by the conversion is temporarily stored in the HDD204according to the work flow execution processing706.

FIG. 12is a flow chart illustrating processing of step S902ofFIG. 9in detail.

In step S1201, the parameter confirmation processing707for the document management system receives a response for the query sent in step S1200via the network I/F209and the transmission bus207. Then, the parameter confirmation processing707for the document management system temporarily stores the essential input item information necessary for registering the document data which is included in thus received response in the HDD204or the RAM602.

FIG. 13is a flow chart illustrating processing of step S903ofFIG. 9in detail.

FIG. 14is a flow chart illustrating processing of step S904ofFIG. 9in detail.

In step S1400, the work flow execution processing706checks whether there is the unset essential input item acquired in step S1300. If there is no unset essential input item (YES in step S1400), it is determined that the content set for the work flow includes all the essential input item information necessary for registering the document data into the document management server102, and the processing proceeds to step S1401. If there is the unset essential input item (NO in step S1400), it is determined that the content set for the work flow includes blanked essential input item information necessary for registering the document data into the document management server102, and the processing proceeds to step S1403.

In step S1401, the work flow execution processing706starts the document management system registration processing709. The document management system registration processing709transmits the document data (the image data acquired in step S901) to the document management server102based on the document management system information acquired in step S1002according to the content set in the running work flow. At the time, the document management system information acquired in step S1002is referred to for the address information of the document management server102. Thus acquired document management system transmission parameter value is used to transmit the imaged data as the document data.

In step S1402, the document management system registration processing709transmits a request to the document management server102via the transmission bus207and the network I/F209for check-in of the transmitted document data.

In step S1403, the work flow execution processing706starts the parameter complementary processing708for the document management system. The parameter complementary processing708for the document management system refers to the unset essential input item information acquired in step S1300to complement the unset essential input items. Thus complemented values are added to the processing setting of the corresponding work item of the running work flow.

The parameter complementary processing708for the document management system may display the GUI illustrated inFIGS. 7 and 8when values are complemented to the unset essential input items. Alternatively, the values may be automatically complemented to the unset essential input items. For example, when “DOCUMENT NAME” is the unset essential input item, a file name may be created and provided automatically based on a date of registration, ID of the work flow, a reception number of a job such as scanning, and the like. The file name is used for discriminating the document data which is stored in the document management server102. The file name includes a prefix to be used for storing the document data in a directory format and an extension representing a type of the file.

Complementary processing for the unset essential input items may be omitted here. However, if there is an essential input item which is left blank, registration may not be accepted depending on the document management server102. In this case, the complementary processing must be performed. Consequently, if the complementary processing has not been performed, the essential input item is complemented by dummy data or the processing is stopped by inhibiting the transmission of the data to the document management server102. The above processing may be selected, as required, according to a specification or settings of the document management server102.

In step S1404, the work flow execution processing706starts the document management system registration processing709. In the document management system registration processing709, the document data is transmitted to the document management server102which is specified with the document management system information acquired in step S1002.

At the time, the document management system information acquired in step S1002is referred to for the address information of the document management server102. For the acquired document management system transmission parameter value or the like, it is accorded to the content set in the running work flow and the value (complimentary value) corresponding to the unset essential input item added to the processing setting of the work item in step S1403. Further, for the document data to be transmitted, the image data acquired in step S1102is transmitted as the document data.

At the time, the document management system registration processing709transmits the document data, the transmission parameter, and the like to the document management server102via the transmission bus207and the network I/F209.

In step S1405, the document management system registration processing709transmits a request to the document management server102via the transmission bus207and the network I/F209for check-out of the transmitted document data.

At the time, the document management system registration processing709may transmit the check-out request so as to designate a version number as “0” to make the next check-in an initial version (i.e., version number “1”). As described above, if the version number 0 is assigned, when the unset input item which includes a blank or dummy data is complemented in the terminal103, the unset input item can be registered as a formal item with the version number 1. The version number may be selected, as required, according to the specification or the settings of the document management server102.

At the time, the user who registered the document data (the user who started the work flow) can be specified. For example, the user who registered the document data can be specified in cases where user authentication is performed in the image processing apparatus101and where user information is included in the content set in the work flow.

In the above described cases, only the specified user is allowed to edit the document data in the check-out condition. Therefore, the document data is transmitted to the document management server102to be stored therein. However, since there is the essential input item which is left blank, it is possible to create a situation that other users are not allowed to refer to or edit the document data.

The document management server102may notify the user of a message indicating presence of the document data in the check-out condition and prompt the user to complement the unset input item when the user accesses (logs in) the document management server102via the terminal103.

Since user information is included in the content set in the work flow, there is a case where the document management system registration processing709can specify an address such as an electronic mail address corresponding to the user information. In this case, a mail including information for specifying the check-out document data (e.g., a URL or a folder pass) or information indicating that the document data is in the check-out condition may be transmitted via the network I/F209. Accordingly, the user can complement the blanked item using the terminal103to shift the document data to the check-in condition.

As described above, according to the present exemplary embodiment, it is determined whether the input items necessary for the registration of the document are input. Further, based on the determination result, a method for registering the document data to the document management server is controlled to differentiate when the input items necessary for the registration of the document is input and when the input items necessary for the registration of the document is not input. In other words, the document data is formally registered when the input items necessary for the registration of the document are input, and the document data is registered as temporary registration when the input items necessary for the registration of the document are not input.

Therefore, the transmission to the document management server102can be performed even when values for the essential input items required by the document management server102are not included in the processing setting of the work flow. Accordingly, when the values for the essential input items required by the document management server102are not included, a workload of the user caused by troublesome tasks such as a re-execution of the scanning processing and re-entry of the input parameter on the image processing apparatus101can be reduced.

In the above described exemplary embodiment, the data to be transmitted to the document management server102is exemplified as an image data acquired by reading the document by the scanner220. However, the data is not limited to the above, and other pieces of data, such as the data stored in the HDD204and the data received from an external device, may be transmitted to the document management server102.

Further, the same effect as the one described above can be obtained even if all the processing group as illustrated inFIG. 7are not executed by the image processing apparatus101. More specifically, the document data is transmitted to the document management server102without checking the unset essential input items in the image processing apparatus101, and processing corresponding to the parameter confirmation processing707for the document management system is performed by the document management server102which received the document data.

In this case, if the document management server102determines that there is the unset essential input items, the document management server102registers (temporarily registers) the received document data in the check-out condition and in a manner that can be discriminated that the document data includes the unset essential input item. Then, an electronic mail will be sent, as required, to notify the user of the above circumstance. On the other hands, if the document management server102determines that the document data satisfactory includes all of the essential input items, the document management server102registers the document data in the check-in condition.

In the above described exemplary embodiment, the processing is performed according to the work flow registered in the image processing apparatus101. However, the processing may be performed without using the work flow. All of the processing may be performed by user's instructions input from the operation unit213to transmit the document data to the document management server102.

In the above described first exemplary embodiment, it is described an example that the image processing apparatus101transmits and registers the document data to the document management server102according to the work flow registered in the image processing apparatus101or the instruction from the operation unit213.

In a second exemplary embodiment, an example in which similar processing is performed in the other system configuration is described.

FIG. 15illustrates a document management system according to the second exemplary embodiment. InFIG. 15, the elements other than a job processing server1500are the same as those illustrated inFIG. 1, and thus of which descriptions are omitted below.

The job processing server1500can be realized with the configuration as illustrated inFIG. 6.

The job processing server1500has a function of receiving image data from the image processing apparatus101and registering the image data into the document management server102as document data. Further, the job processing server1500can store a plurality of job tickets, each of which defines a content of a job for executing the image processing apparatus101, in the HDD609. Then, the job processing server1500can transmit the job ticket in response to a request from the image processing apparatus101, and causes the image processing apparatus101to execute the job. The job ticket can be created by directly operating the job processing server1500. Also, the job ticket created by the terminal103can be received via the network100and stored in the job processing server1500.

Further, the job processing server1500has an image processing function for image data such as optical character recognition (OCR) processing, extracting a text, and dividing a page. The job processing server1500performs processing in response to a request from an apparatus, e.g., the terminal103or the image processing apparatus101, which could be a client. The job processing server1500does not need to perform all the above described processing by one apparatus. For example, one of the job processing servers may manage the job tickets while the other one of the job processing servers may perform processing of the image data received from the image processing apparatus101.

The job processing server1500performs processing, for example, in a manner as described below. The job processing server1500acquires image data generated by scanning a document in a paper medium in the image processing apparatus101. Then, the image data acquired from the image processing apparatus101is subjected to processing such as OCR processing and form combining processing for creating a transmittal form or the like in the job processing server1500. Subsequently, the resulting image data is transmitted to the document management server102from the job processing system1500to be stored and managed as the image data.

In the above described case, registration of the document data into the document management server102may fail if the essential input items are not set. In this case, the user has to handle tasks of re-execution of the input of the image data, i.e., scanning, and re-entry of the input parameter, which increases a load of the user. Further, a problem that a failure of the registration in the document management server102is hardly found may occur since the user does not directly operate the job processing server1500. A creator of the job ticket may not notice a mismatch in the input item essential for the registration of the document data into the document management server102and such event may often occur. The above problem may often occur when a single job ticket is used for various jobs.

To resolve the above problem, in the present exemplary embodiment, processing corresponding to a part of the processing group ofFIG. 7is executed by the job processing server1500to prevent the above described drawback from occurring in the system ofFIG. 15.

In other words, in the second exemplary embodiment, the parameter confirmation processing707for the document management system, the parameter complementary processing708for the document management system, and the document management system registration processing709are also executed in the job processing server1500. Processing of the job processing system1500will be described below. In the job processing server1500, the program stored in the ROM603or HDD609is loaded onto the RAM602to be executed by the CPU601, so that each processing is executed.

Initially, in the image processing apparatus101, a job ticket stored in the job processing server1500is acquired by an operation of the user via the operation unit213. More specifically, the job processing server1500is requested for a list of job tickets and the list is displayed on the operation unit213. Then, a desirable job ticket is selected from the list and acquired via the network I/F210to store in the image processing apparatus101.

The image processing apparatus101reads the image data on the document by the scanner220and inputs the input items according to the content of the acquired job ticket in the same manner as it is performed in the first exemplary embodiment.

Subsequently, in the present exemplary embodiment, the image processing apparatus101transmits the acquired image data to the job processing server1500via the network I/F209together with the job ticket. In the second exemplary embodiment, the work flow of the first exemplary embodiment is to be interpreted as the job ticket.

Then, the job processing server1500which received the image data and the job ticket executes processing of the steps S902through S904ofFIG. 9.

At the time, the job processing server1500executes image processing according to the content set in the job ticket. The job processing server1500, then, determines presence or absence of the unset essential input item based on the unset essential input item information.

The job processing server1500executes steps S1401and S1402inFIG. 14of the first exemplary embodiment when the job processing server1500determines according to the content of the job ticket that there is no unset essential input item.

Further, the job processing server1500executes steps S1404and S1405inFIG. 14of the first exemplary embodiment according to the content of the job ticket when the job processing server1500determines that there is the unset essential input item.

As described above, according to the second exemplary embodiment, the workload of the user can be reduced, similar to the first exemplary embodiment, even if the image data is transmitted from the image processing apparatus101to the document management server102via the job processing server1500as it is illustrated inFIG. 15. Further, the document data can be transmitted to the document management server102even if the essential input item is not set. In other words, the user is less required to be conscious about the failure of the document transmission in the job processing server1500.

In the above described exemplary embodiment, the document data to be registered in the document management server102is exemplified such that the document data is input from the image processing apparatus101. However, any type of the document processing apparatus can be used as far as the apparatus can input the document data which can be managed by the document management server102. For example, the document data may be various types of data which are edited by the predetermined application software by the terminal103or the like.

This application claims the benefit of Japanese Patent Application No. 2008-281866, filed Oct. 31, 2008, which is hereby incorporated by reference herein in its entirety.