Abstract:
An information processing method for acquiring entity information or reference information including information for specifying the entity information, the method includes: outputting the entity information when accepting an output request for outputting the entity information;
       generating necessity information indicative of an extent of a necessity for outputting the entity information based on a history of the output request fox outputting the entity information; and outputting the reference information including the information for specifying the entity information or the entity information when accepting a request for outputting information relating to the entity information. The outputting step i) outputs the reference information including the information for specifying the entity information when the necessity information for the entity information does not satisfy a predetermined condition and ii) outputs the entity information when the necessity information for the entity information satisfies the condition.

Description:
CROSS-REFERENCE TO RELATED APPLICATIONS 
       [0001]    This application is based on and claims priority under 35 U.S.C. 119 from Japanese Patent Application No. 2008-263269 filed Oct. 9, 2008. 
       BACKGROUND 
       [0002]    1. Technical Field 
         [0003]    The present invention relates to an information processing method, an electronic mail processing method, an information processing apparatus, an electronic mail processing apparatus and a computer readable medium. 
         [0004]    2. Related Art 
         [0005]    There is a technique for outputting reference information including information for specifying entity information, accepting an output request for the entity information specified by the reference information and outputting the entity information to a request source thereof. 
       SUMMARY 
       [0006]    According to an aspect of the invention, an information processing method for acquiring entity information or reference information including information for specifying the entity information, the method includes: outputting the entity information when accepting an output request for outputting the entity information; generating necessity information indicative of an extent of a necessity for outputting the entity information based on a history of the output request for outputting the entity information; and outputting the reference information including the information for specifying the entity information or the entity information when accepting a request for outputting information relating to the entity information. The outputting step i) outputs the reference information including the information for specifying the entity information when the necessity information for the entity information does not satisfy a predetermined condition and ii) outputs the entity information when the necessity information for the entity information satisfies the condition. 
     
    
     
       BRIEF DESCRIPTION OF THE DRAWINGS 
         [0007]    Exemplary embodiment of the present invention will be described in detail based on the following figures, wherein: 
           [0008]      FIG. 1  is a diagram showing an example of a network structure of an information processing system according to an embodiment of the invention; 
           [0009]      FIG. 2  is a diagram showing an example of a hardware structure of an information processing apparatus according to the embodiment of the invention; 
           [0010]      FIG. 3A  is a functional block diagram showing an example of a function implemented by the information processing apparatus according to the embodiment of the invention; 
           [0011]      FIG. 3B  is a functional block diagram showing an example of the function implemented by the information processing apparatus according to the embodiment of the invention; 
           [0012]      FIG. 3C  is a functional block diagram showing an example of the function implemented by the information processing apparatus according to the embodiment of the invention; 
           [0013]      FIG. 4  is a diagram showing an example of a data structure of place information; 
           [0014]      FIG. 5  is a diagram showing an example of a data structure of message information; 
           [0015]      FIG. 6  is a diagram showing an example of a data structure of download information; 
           [0016]      FIG. 7  is a diagram showing an example of a Web message list screen; 
           [0017]      FIG. 8  is a diagram showing an example of a Web message display screen; 
           [0018]      FIG. 9  is a diagram showing an example of a mail message display screen; 
           [0019]      FIG. 10  is a diagram showing an example of a data structure of folder and electronic bulletin board corresponding information; 
           [0020]      FIG. 11  is a diagram showing an example of a data structure of mail and electronic bulletin board corresponding information; 
           [0021]      FIG. 12  is a diagram showing an example of a summary of a processing related to an electronic bulletin board information converting portion; 
           [0022]      FIG. 13  is a diagram showing an example of a summary of a processing related to an attribute information managing portion; 
           [0023]      FIG. 14  is a diagram showing an example of the mail message display screen; and 
           [0024]      FIG. 15  is a flowchart showing an example of a flow of a processing to be carried out by the information processing system according to the embodiment. 
       
    
    
     DETAILED DESCRIPTION 
       [0025]    An embodiment according to the invention will be described below in detail with reference to the drawings. 
         [0026]    As illustrated in a diagram showing a network structure of  FIG. 1 , an information processing system  10  according to the embodiment is constituted to include an information processing apparatus  12  and a plurality of user terminals (clients)  14  ( 14 - 1  to  14 - n ). The information processing apparatus  12  and the clients  14  are connected to a network  16  such as a local area network (LAN), and the information processing apparatus  12  and the clients  14  communicate with each other. 
         [0027]    The client  14  illustrated in  FIG. 1  is constituted by a well-known personal computer including a control device such as a CPU, a storing device such as a hard disk, an output device such as a display, an input device such as a keyboard or a mouse and a communicating device such as a network board. Moreover, a well-known Web browser and a well-known mail client program are installed in the client  14 . 
         [0028]      FIG. 2  is a diagram illustrating a hardware structure of the information processing apparatus  12  according to the embodiment. 
         [0029]    The information processing apparatus  12  is constituted to include a control portion  20 , a storing portion  22  and a communicating portion  24 . The control portion  20 , the storing portion  22  and the communication portion  24  are connected to each other through a bus  26 . 
         [0030]    The control portion  20  is a program control device such as a CPU and is operated in accordance with a program installed in the information processing apparatus  12 . In the embodiment, a program to be a Web application is installed in the information processing apparatus  12 . 
         [0031]    A Web server program is also installed in the information processing apparatus  12 . By starting the Web browser in the client  14  and giving access to the Web server program therefrom, therefore, various screens are displayed through the Web browser on an output device such as a display provided in the client  14 . 
         [0032]    The storing portion  22  is a storing device such as an RAM or a hard disk, for example. A program to be executed by the control portion  20  is stored in the storing portion  22 . Moreover, the storing portion  22  is also operated as a working memory of the control portion  20 . 
         [0033]    The communicating portion  24  is a network interface card (NIC) for example, and transmits information to the client  14  through the network  16  in accordance with an instruction input from the control portion  20 . Moreover, the communicating portion  24  outputs the information received through the network  16  to the control portion  20 . 
         [0034]      FIGS. 3A ,  3 B and  3 C are functional block diagrams showing an example of a function implemented by the information processing apparatus  12  according to the embodiment. 
         [0035]    As illustrated in  FIG. 3A , the information processing apparatus  12  according to the embodiment functions to include an electronic bulletin board information storing portion  30 , a download information storing portion  32 , an electronic bulletin board information control portion  34 , a Web input/output control portion  36 , a corresponding information storing portion  38 , a mail input/output control portion  40 , a mail information storing portion  42  and an attached file control portion  44 . The electronic bulletin board information storing portion  30 , the download information storing portion  32 , the corresponding information storing portion  38  and the mail information storing portion  42  are mainly implemented by the storing portion  22 . Moreover, the electronic bulletin board information control portion  34 , the Web input/output control portion  36 , the mail input/output control portion  40  and the attached file control portion  44  are mainly implemented by the control portion  20 . The elements are implemented by executing, through the control portion  20 , a program installed in the information processing apparatus  12  to be a computer. The program is supplied to the information processing apparatus  12  through a computer readable information transmitting medium such as a CD-ROM or a DVD-ROM or a communication network such as Internet. 
         [0036]    As illustrated in  FIG. 3A , the electronic bulletin board information storing portion  30  includes a place information storing portion  30   a  and a message information storing portion  30   b . Moreover, the corresponding information storing portion  38  includes a folder and electronic bulletin board corresponding information storing portion  38   a  and a mail and electronic bulletin board corresponding information storing portion  38   b . As illustrated in  FIG. 3B , the mail input/output control portion  40  includes a protocol converting portion  40   a , an access right managing portion  40   b , an electronic bulletin board information converting portion  40   c , an unread/read managing portion  40   d , an attribute information managing portion  40   e , and an external mail managing portion  40   f . As illustrated in  FIG. 3C , the attached file control portion  44  includes a reference information output portion  44   a , an entity information output portion  44   b  and a necessity information generating portion  44   c.    
         [0037]    The place information storing portion  30   a  stores place information  46  illustrated in  FIG. 4 . As illustrated in  FIG. 4 , the place information  46  includes a place ID  48  to be an identifier of a place which is a managing unit of information to be managed in the electronic bulletin board (for example, a communication place), place name information  50  indicative of a name of a place, access right information  52  indicative of an access right for a place, belonging member information  54  indicative of a user ID (a user identifier) of a member belonging to a place, and manager information  56  indicative of a user ID of a member to be a place manager. The access right information  52  illustrated in  FIG. 4  indicates an access right of each of the place manager, the member belonging to the place and the other members in a character string having three characters in order from left. In the example of  FIG. 4 , an access right indicative of a read/write authority is represented by “W”, an access right indicative of a read authority is represented by “R”, and an access right indicative of no authority is represented by “-”. 
         [0038]    The message information storing portion  30   b  stores message information  58  illustrated in  FIG. 5 . In the embodiment, the message information  58  indicates a message displayed on the electronic bulletin board and a file related to the message (for example, an attached file), for example. The message information  58  includes a message ID  60  to be a message identifier, the place ID  48  indicative of an identifier of a place to which a message belongs, message type information  62  indicative of a type of a message, contributor information  64  indicative of a user ID of a contributor of the message information  58 , subject information  66  indicative of a subject corresponding to the message information  58 , an attribute ID  68  to be an identifier of an attribute corresponding to the message information  58  (for example, an attribute indicative of an approving state), attribute value information  70  indicative of an attribute value of an attribute corresponding to the attribute ID  68 , urgency information  72  indicative of an urgency corresponding to the message information  58 , importance information  74  indicative of an importance corresponding to the message information  58 , content information  76  indicative of a content of the message information  58 , and unread/read information  78  indicating whether a message has not been read or has been read. An access right for a place corresponding to the place ID  48  included in the message information  58  may be applied to an access right for the message information  58 , for example. 
         [0039]    In the embodiment, the message type information  62  indicates that a type of the message information  58  is “message” or “file”, for example. The message information  58  including the message type information  62  having a value of “message” corresponds to a message displayed on the electronic bulletin board. The message information  58  including the message type information  62  having a value of “file” corresponds to an attached file displayed in relation to the message displayed on the electronic bulletin board. In the embodiment, for example, the message ID  60  having a branch number given to the message ID  60  included in the message information  58  corresponding to the message related to the attached file is assigned to the message ID  60  included in the message information  58  corresponding to the attached file. In the embodiment, thus, the message information  58  corresponding to a message is related to the message information  58  corresponding to the attached file associated with the message. 
         [0040]    In the case in which the value of the message type information  62  is “file”, the subject information  66  corresponds to a file name of the attached file, for example. In the case in which the value of the message type information  62  is “file”, the content information  76  corresponds to a content of the file (for example, the attached file), for example. 
         [0041]    The download information storing portion  32  stores download information  80  illustrated in  FIG. 6 . The download information  80  includes the message ID  60 , a download user ID  82  and date information  84 . The message ID  60  indicates the message ID  60  corresponding to a file to which a download request is given (for example, the attached file). The download user ID  82  indicates a user ID of a user giving the download request. The date information  84  indicates a date that the download request is given. 
         [0042]    The electronic bulletin board information control portion  34  carries out a control for the place information  46  stored in the place information storing portion  30   a  or the message information  58  stored in the message information storing portion  30   b . More specifically, the electronic bulletin board information control portion  34  accepts an instruction from the Web input/output control portion  36  or the mail input/output control portion  40 , for example. The electronic bulletin board information control portion  34  acquires the place information  46  stored in the place information storing portion  30   a  and the message information  58  stored in the message information storing portion  30   b . The electronic bulletin board information control portion  34  carries out an output to the Web input/output control portion  36  or the mail input/output control portion  40 . 
         [0043]    The Web input/output control portion  36  reshapes the message information  58  for a Web browser display and outputs the reshaped information. Moreover, the Web input/output control portion  36  accepts information transmitted from the client  14  through the Web browser. Then, the Web input/output control portion  36  outputs, to the electronic bulletin board information control portion  34 , information indicative of an instruction based on the accepted information. 
         [0044]    In the embodiment, for example, when the client  14  transmits the place information  46  or the message information  58  to the information processing apparatus  12 , the Web input/output control portion  36  of the information processing apparatus  12  accepts the information. Then, the Web input/output control portion  36  outputs the place information  46  or the message information  58  to the electronic bulletin board information control portion  34 . Thereafter, the electronic bulletin board information control portion  34  outputs the accepted place information  46  to the place information storing portion  30   a . Moreover, the electronic bulletin board information control portion  34  outputs the accepted message information  58  to the message information storing portion  30   b.    
         [0045]    When the client  14  transmits an output request for a Web place list screen (not shown) to the information processing apparatus  12  in relation to the user ID, for example, the Web input/output control portion  36  of the information processing apparatus  12  accepts the output request. Then, the Web input/output control portion  36  outputs, to the electronic bulletin board information control portion  34 , a request for acquiring the message information  58  including the accepted user ID. Thereafter, the electronic bulletin board information control portion  34  determines the place information  46  to be a basis of the Web place list screen to be output based on the accepted user ID and the access right information  52  included in the place information  46 . Subsequently, the electronic bulletin board information control portion  34  acquires the place information  46  from the place information storing portion  30   a  and outputs the place information  46  to the Web input/output control portion  36 . Next, the Web input/output control portion  36  accepts the place information  46  and generates the Web place list screen, and outputs the Web place list screen to an output device such as the display provided in the client  14 . 
         [0046]    When the client  14  transmits a request for outputting, to the information processing apparatus  12 , a Web message list screen  86  illustrated in  FIG. 7  in relation to the place ID  48 , for example, the Web input/output control portion  36  of the information processing apparatus  12  accepts the output request. Thereafter, the Web input/output control portion  36  outputs, to the electronic bulletin board information control portion  34 , a request for acquiring the message information  58  included in the accepted place ID  48 . Subsequently, the electronic bulletin board information control portion  34  acquires the message information  58  included in the accepted place ID  48  from the message information storing portion  30   b  and outputs the message information  58  to the Web input/output control portion  36 . Next, the Web input/output control portion  36  generates the Web message list screen  86  illustrated in  FIG. 7  based on the accepted message information  58  and outputs the Web message list screen  86  to the output device such as the display provided in the client  14 . In the embodiment, the Web input/output control portion  36  holds the accepted message information  58 . 
         [0047]    As illustrated in  FIG. 7 , the Web message list screen  86  includes a message link  88 , for example. The corresponding message ID  60  is related to the message link  88 . When the user clicks the message link  88  by using a mouse, the client  14  transmits a request for outputting a Web message display screen  90  illustrated in  FIG. 8  to the information processing apparatus  12  in relation to the message ID  60  associated with the message link  88 , for example. Then, the Web input/output control portion  36  of the information processing apparatus  12  accepts the output request. Thereafter, the Web input/output control portion  36  generates the Web message display screen  90  illustrated in  FIG. 8  based on the message information  58  corresponding to the message ID  60  and the message information  58  indicative of a file (an attached file) related to the message information  58  and outputs the Web message display screen  90  to the output device such as the display provided in the client  14 . 
         [0048]    The Web message display screen  90  illustrated in  FIG. 8  includes a message display portion  92 , an attached file display portion  94  and an approval button  96 , for example. A message indicated by the content information  76  included in the message information  58  is displayed on the message display portion  92 . An attached file icon  94   a  indicative of an attached file related to the message displayed on the message display portion  92  is displayed on the attached file display portion  94 . The message ID  60  corresponding to the attached file is related to the attached file icon  94   a.    
         [0049]    When the user clicks the approval button  96  by using the mouse, the client  14  transmits a request for approving the message information  58  to the information processing apparatus  12  in relation to the corresponding message ID  60 , for example. Then, the Web input/output control portion  36  of the information processing apparatus  12  accepts the approval request and outputs a request for updating the message information  58  to the electronic bulletin board information control portion  34 . Thereafter, the electronic bulletin board information control portion  34  accepts the update request and updates a value of the attribute value information  70  included in the message information  58  containing the message ID  60  into “approved”. 
         [0050]    When the Web message display screen  90  illustrated in  FIG. 8  is displayed and the user clicks the attached file icon  94   a  displayed on the message display portion  92  by using the mouse, the client  14  transmits a request for downloading the attached file to the information processing apparatus  12  in relation to the message ID  60  corresponding to the attached file, for example. Then, the Web input/output control portion  36  of the information processing apparatus  12  accepts the download request and transmits, to the client  14 , the attached file corresponding to the content information  76  included in the message information  58  based on the message information  58  corresponding to the message ID  60 . Thereafter, the client  14  receives the attached file. Subsequently, the Web input/output control portion  36  outputs a request for updating the download information  80  to the electronic bulletin board information control portion  34 . The electronic bulletin board information control portion  34  accepts the updating request and updates the download information  80 . More specifically, for example, the electronic bulletin board information control portion  34  generates the download information  80  including the message ID  60  corresponding to the attached file which is downloaded, the download user ID  82  corresponding to a user giving the download request, and the date information  84  indicative of a date that the download request is given, and outputs the download information  80  to the download information storing portion  32 . 
         [0051]    As described above, in the embodiment, the content indicated by the place information  46  or the message information  58  is output through the Web browser to the output device such as the display provided in the client  14 , for example. 
         [0052]    In the embodiment, for example, the content indicated by the place information  46  or the message information  58  is also output to the output device such as the display provided in the client  14  through a mail client program as illustrated in  FIG. 9 .  FIG. 9  is a diagram showing an example of a mail message display screen  98  which is displayed on the output device such as the display provided in the client  14  through the mail client program. The mail client program installed in the client  14  generates the mail message display screen  98  illustrated in  FIG. 9  based on the information received from the information processing apparatus  12  and outputs the mail message display screen  98  to the output device such as the display provided in the client  14 . 
         [0053]    The mail message display screen  98  includes a folder icon display portion  100 , a subject display portion  102 , a mail display portion  104  and the attached file display portion  94 , for example. A folder icon  100   a  is hierarchically displayed on the folder icon display portion  100 . A folder indicated by the folder icon  100   a  corresponds to a place represented by the place information  46 , for example. In the embodiment, when novel place information  46  is stored in the place information storing portion  30   a , for example, the folder icon  100   a  corresponding to the novel place information  46  is displayed on the folder icon display portion  100 . A name of a place indicated by the place name information  50  is displayed on a right side of the folder icon  100   a . A subject indicated by the subject information  66  included in the message information  58  belonging to a place corresponding to the folder indicated by the folder icon  100   a  is displayed in a list on the subject display portion  102 , for example. A message indicated by the content information  76  included in the message information  58  corresponding to any of the subjects displayed on the subject display portion  102  which is selected by the user is displayed as a text of an electronic mail on the mail display portion  104 , for example. A link file icon  94   b  corresponding to a link file to be a link to an attached file related to a message displayed on the message display portion  92  is displayed on the attached file display portion  94 , for example. 
         [0054]    As described above, the corresponding information storing portion  38  includes the folder and electronic bulletin board corresponding information storing portion  38   a  and the mail and electronic bulletin board corresponding information storing portion  38   b  (see  FIG. 3A ). 
         [0055]    The folder and electronic bulletin board corresponding information storing portion  38   a  stores folder and electronic bulletin board corresponding information  106  illustrated in  FIG. 10 . The folder and electronic bulletin board corresponding information  106  indicates a correspondence of the place information  46  to a folder indicated by the folder icon  100   a  displayed on the mail message display screen  98 . As illustrated in  FIG. 10 , the folder and electronic bulletin board corresponding information  106  includes a folder ID  108 , folder type information  110 , the place ID  48 , the attribute ID  68 , the attribute value information  70  and a parent folder ID  112 . The folder ID  108  is an identifier of the folder indicated by the folder icon  100   a . The folder type information  110  indicates a type of the folder indicated by the folder icon  100   a  and represents a value of “normal” (a folder corresponding to the folder and electronic bulletin board corresponding information  106  will be hereinafter referred to as a normal folder) or “attribute” (a folder corresponding to the folder and electronic bulletin board corresponding information  106  will be hereinafter referred to as an attribute folder) in the embodiment, for example. 
         [0056]    A value of the place ID  48  to be the identifier of the place information  46  corresponding to the folder is set to the folder and electronic bulletin board corresponding information  106  corresponding to the normal folder, for example. A value of the attribute ID  68  to be the identifier of the attribute corresponding to the folder is set to the folder and electronic bulletin board corresponding information  106  corresponding to the attribute folder, for example, and an attribute value of an attribute corresponding to the attribute ID  68  is set to the attribute value information  70 . 
         [0057]    The parent folder ID  112  indicates the folder ID  108  of a folder displayed as a parent folder on the folder icon display portion  100  illustrated in  FIG. 9 . 
         [0058]    The mail and electronic bulletin board corresponding information storing portion  38   b  stores mail and electronic bulletin board corresponding information  114  illustrated in  FIG. 11 . The mail and electronic bulletin board corresponding information  114  includes a mail ID  116  and the message ID  60 . The mail ID  116  is an identifier of an electronic mail displayed on the mail display portion  104 . The message ID  60  indicates the message ID  60  included in the message information  58  containing, as the content information  76 , a message corresponding to an electronic mail text displayed on the mail display portion  104 . The message ID  60  may be related to a plurality of mail IDs  116  which is different from each other. 
         [0059]    In the embodiment, the mail input/output control portion  40  converts the place information  46  or the message information  58  accepted from the electronic bulletin board information control portion  34  into information indicative of a folder or an electronic mail and outputs the information, for example. In the embodiment, moreover, the mail input/output control portion  40  accepts an interfolder moving operation for an electronic mail and outputs an instruction for updating the message information  58  to the electronic bulletin board information control portion  34 , for example. 
         [0060]    In the embodiment, the mail input/output control portion  40  includes the protocol converting portion  40   a , the access right managing portion  40   b , the electronic bulletin board information converting portion  40   c , the unread/read managing portion  40   d , the attribute information managing portion  40   e  and the external mail managing portion  40   f  as described above (see  FIG. 3B ). 
         [0061]    The protocol converting portion  40   a  converts a data format conforming to a communication protocol for a mail client program, for example, SMTP (Simple Mail Transfer Protocol) or IMAP (Internet Message Access Protocol) and a data format used by the information processing apparatus  12 , for example. 
         [0062]    The access right managing portion  40   b  generates information indicative of a folder access right based on the access right information  52  included in the place information  46 , and outputs the information to the electronic bulletin board information converting portion  40   c.    
         [0063]      FIG. 12  shows an example of a summary of a processing related to the electronic bulletin board information converting portion  40   c . The electronic bulletin board information converting portion  40   c  converts information indicative of an operation such as an interfolder moving and copying operation for the message information  58 , a folder creating operation or a folder updating operation which is accepted together with information indicative of a user such as a user ID into information indicative of an operation in the electronic bulletin board, and outputs the information to the electronic bulletin board information control portion  34 , for example. Moreover, the electronic bulletin board information converting portion  40   c  filters the place information  46  or the message information  58  which is accepted from the electronic bulletin board information control portion  34  in accordance with information indicative of a folder access right accepted from the access right managing portion  40   b , for example, and converts the information into a folder structure to be displayed on the mail message display screen  98  illustrated in  FIG. 9  (information indicative of a folder, information indicative of a folder access right or information indicative of an electronic mail present in the folder) and outputs the folder structure to the protocol converting portion  40   a , for example. More specifically, the electronic bulletin board information converting portion  40   c  converts the message information  58  accepted from the electronic bulletin board information control portion  34  into a folder structure including an electronic mail corresponding to the message information  58  in a folder corresponding to the place ID  48  included in the message information  58  and outputs the folder structure to the protocol converting portion  40   a , for example. 
         [0064]    In the embodiment, for example, when the electronic bulletin board information converting portion  40   c  outputs a request for outputting the message information  58  to the electronic bulletin board information control portion  34 , the electronic bulletin board information control portion  34  outputs, to the electronic bulletin board information converting portion  40   c , the message information  58  in which a value of the message type information  62  is “message”. Then, the message information  58  in which the value of the message type information  62  is “file” indicative of a file related to the message is output to the attached file control portion  44 . Thereafter, the attached file control portion  44  replaces the content information  76  included in the message information  58  with a link file corresponding to the file (for example, an attached file) and outputs the link file to the electronic bulletin board information converting portion  40   c . An operation of the attached file control portion  44  will be described below in detail. 
         [0065]    The unread/read managing portion  40   d  carries out a conversion between information indicating whether an electronic mail has not been read or has been read and the unread/read information  78  included in the message information  58 . 
         [0066]      FIG. 13  shows an example of a summary of a processing related to the attribute information managing portion  40   e . The attribute information managing portion  40   e  converts the attribute ID  68  or the attribute value information  70  which is included in the message information  58  into information indicative of a folder in which an electronic mail corresponding to the message information  58  is stored or information indicative of an attribute of the electronic mail corresponding to the message information  5 B. 
         [0067]    The attribute information managing portion  40   e  accepts a reference request for an attribute of an electronic mail together with information indicative of a user such as a user ID and converts the reference information into a request for outputting the attribute value information  70  included in the message information  58 , and outputs the output request to the electronic bulletin board information control portion  34 , for example. Then, the electronic bulletin board information control portion  34  outputs the attribute value information  70  to the attribute information managing portion  40   e . Thereafter, the attribute information managing portion  40   e  outputs an attribute value indicated by the attribute value information  70  to the protocol converting portion  40   a.    
         [0068]    Moreover, the attribute information managing portion  40   e  determines an attribute folder to be stored based on a value of the attribute ID  68  and that of the attribute value information  70  which are included in the message information  58  to be output, for example. Then, the attribute information managing portion  40   e  outputs information indicative of the attribute folder including the message information  58  to the protocol converting portion  40   a.    
         [0069]    Moreover, the attribute information managing portion  40   e  converts information indicative of a moving operation of an electronic mail between folders corresponding to the folder and electronic bulletin board corresponding information  106  including the folder type information  110  having a value of “attribute” which is carried out by the user in the mail client program executed by the client  14  or information indicative of an operation for changing the attribute of the electronic mail into information indicative of an instruction for updating the attribute value information  70  included in the message information  58  (for example, an instruction for updating a value indicated by the attribute value information  70  from “approval waiting” to “approved”) and outputs the information thus obtained to the electronic bulletin board information control portion  34 , for example. Then, the electronic bulletin board information control portion  34  updates the attribute value information  70  included in the message information  58  in accordance with the instruction. 
         [0070]    The external mail managing portion  40   f  acquires information indicative of an electronic mail from the mail information storing portion  42  to the client  14  via the protocol converting portion  40   a . Thus, the mail information storing portion  42  stores the electronic mail. 
         [0071]    An operation of the attached file control portion  44  will be described in detail. 
         [0072]    As described above, the attached file control portion  44  includes the reference information output portion  44   a , the entity information output portion  44   b  and the necessity information generating portion  44   c  (see  FIG. 3C ). 
         [0073]    The reference information output portion  44   a  outputs reference information (in the embodiment, for example, a link file) including information (for example, the message ID  60  corresponding to an attached file) for specifying corresponding entity information (in the embodiment, for example, the attached file). A size (a data size) of the link file may be smaller than that (a data size) of the attached file. In the embodiment, more specifically, referring to the message information  58  which is output from the electronic bulletin board information control portion  34  and in which the value of the message type information  62  is “file” a file (entity information) corresponding to the content information  76  included in the message information  58  is replaced with a link file (reference information) corresponding to the file and the link file is output to the mail input/output control portion  40 , for example. In the embodiment, the link file is a URL shortcut file, for example, and corresponds to an external reference corresponding to the attached file. The reference information output portion  44   a  may replace the attached file with an MIME external-body format, for example, or location information indicative of a location of the attached file (for example, a URL character string) which is to be displayed in a mail text. The mail client program to be executed by the client  14  may generate the mail message display screen  98  displaying the URL character string for the attached file on the mail display portion  104  and may output the mail message display screen  98  to the output device such as the display provided in the client  14 . 
         [0074]    The entity information output portion  44   b  outputs the entity information (for example, the attached file) in accordance with the information for specifying the entity information (for example, the message ID  60 ) when an output request for the entity information (for example, the attached file) is accepted. In the embodiment, for example, when the user clicks the link file icon  94   b  displayed on the attached file display portion  94  by using the mouse, the client  14  relates, to the user ID, a request for outputting an attached file corresponding to a link file corresponding to the link file icon  94   b  and transmits the output request to the information processing apparatus  12 . Then, the mail input/output control portion  40  accepts the output request and gives an instruction for outputting the attached file to the entity information output portion  44   b . Thereafter, the entity information output portion  44   b  accepts an output request for the entity information. Subsequently, the entity information output portion  44   b  gives the electronic bulletin board information control portion  34  an instruction for outputting the message information  58  including, as the content information  76 , the attached file to be an output target. Next, the electronic bulletin board information control portion  34  outputs, to the entity information output portion  44   b , the message information  58  to be the output target. Then, the entity information output portion  44   b  outputs, to the mail input/output control portion  40 , the attached file corresponding to the content information  76  included in the accepted message information  58 . Thereafter, the mail input/output control portion  40  transmits the attached file to the client  14 . 
         [0075]    In the embodiment, for example, the entity information output portion  44   b  generates the download information  80  including the message ID  60  corresponding to the output file, the download user ID  82  corresponding to a user giving an output request for the entity information (for example, a user indicated by the user ID accepted by the entity information output portion  44   b ) and the date information  84  indicative of a date that the output request for the entity information is given when the attached file is output, and outputs the download information  80  to the download information storing portion  32 . 
         [0076]    The necessity information generating portion  44   c  generates necessity information indicative of an extent of a necessity for outputting the entity information based on a history (an accomplishment) of the output request for the entity information. In the embodiment, the necessity information generating portion  44   c  generates necessity information indicative of the number of the output requests for the entity information (that is, the number of requests for downloading the respective files) based on the download information  80 . 
         [0077]    The necessity information generated by the necessity information generating portion  44   c  is not restricted to necessity information indicative of the number of the download requests. For example, the necessity information generating portion  44   c  may generate necessity information (that is, necessity information indicative of a reference ratio) indicative of a ratio of the number of users giving the output request for the entity information (for example, the user indicated by the user ID accepted by the entity information output portion  44   b ) to the number of users having a read authority for the message information  58  including a message related to a file based on the download information  80 . Moreover, the necessity information generating portion  44   c  may generate a flag indicating whether the reference information or the entity information is to be output based on the download information  80 , for example. In addition, the necessity information generating portion  44   c  may generate the necessity information based on an output accomplishment (for example, the number of outputs) of the entity information (for example, the attached file). Thus, the necessity information generating portion  44   c  may generate the necessity information based on a ratio of the number of the users giving the output request for the entity information to the number of users to whom the entity information is to be offered which is calculated based on the accomplishment of the output request for the entity information. 
         [0078]    Moreover, the necessity information generating portion  44   c  may generate the necessity information based on the importance information  74  or the urgency information  72  which is included in the message information  58 . Furthermore, the necessity information generating portion  44   c  may generate the necessity information indicating whether or not the user indicated by the contributor information  64  included in the message information  58  is a boss of the user giving the request for outputting a message. In addition, the necessity information generating portion  44   c  may generate a plurality of necessity information based on the information which are different from each other, for example. 
         [0079]    Then, the reference information output portion  44   a  outputs the entity information (for example, the attached file) in place of the reference information (for example, the link file) when the necessity information (in the embodiment, for example, the number of downloading operations) satisfies a predetermined condition. More specifically, for example, when the reference information output portion  44   a  does not execute the processing for replacing the link file of the file corresponding to the content information  76  included in the message information  58  when the number of the operations for downloading the attached file corresponding to the link file is equal to or greater than a predetermined number (for example, one). In other words, the reference information output portion  44   a  outputs the file (the attached file) to the mail input/output control portion  40  in place of the link file. Then, the mail input/output control portion  40  carries out a protocol conversion over the message information  58  included in the attached file and transmits the message information  58  thus converted to the client  14 , for example. Thereafter, the mail client program executed by the client  14  receives the message information  58  and generates the mail message display screen  98  in which the attached file icon  94   a  indicative of the attached file is displayed on the attached file display portion  94  as illustrated in  FIG. 14 , and outputs the mail message display screen  98  to the output device such as the display provided in the client  14 , for example. At this timer the mail client program executed by the client  14  outputs the received message information  58  (including the attached file) to a storing device provided in the client  14 , for example. When accepting a request for outputting information about the entity information, thus, the reference information output portion  44   a  outputs the reference information for specifying the entity information if the necessity information for the entity information does not satisfy a predetermined condition and outputs the entity information if the necessity information for the entity information satisfies the same condition. 
         [0080]    When the necessity information for the entity information specified by the reference information (for example, the download information  80 ) satisfies the predetermined condition after the reference information is output, the entity information specified by the reference information may be output to a request source of the request for outputting the entity information. 
         [0081]    When the user clicks the attached file icon  94   a , the mail client program outputs the content of the attached file stored in the storing device provided in the client  14  to the output device such as the display provided in the client  14 , for example. 
         [0082]    With reference to a flowchart of  FIG. 15 , next, description will be given to an example of a flow of a processing to be carried out from the acceptance of the message output request output through the mail client program executed over the client  14  by the information processing apparatus  12  to the transmission of the message information  58  to the client  14  in the information processing system  10  according to the embodiment. 
         [0083]    First of all, the mail input/output control portion  40  accepts the message output request (S 101 ). Then, the electronic bulletin board information control portion  34  converts a data format of the message output request into a data format to be used by the information processing apparatus  12  and outputs the data format thus obtained to the electronic bulletin board information control portion  34  (S 102 ). Thereafter, the electronic bulletin board information control portion  34  acquires, from the message information storing portion  30   b , the message information  58  to be output (S 103 ). Subsequently, the electronic bulletin board information control portion  34  outputs, to the mail input/output control portion  40 , the message information  58  which is acquired in the processing illustrated in the S 103  and in which the value of the message type information  62  is “message”, and the mail input/output control portion  40  accepts the message information  58  (S 104 ). Next, the electronic bulletin board information control portion  34  outputs, to the attached file control portion  44 , the message information  58  which is acquired in the processing illustrated in the S 103  and in which the value of the message type information  62  is “file”, and the attached file control portion  44  accepts the message information  58  (S 105 ). 
         [0084]    Then, the attached file control portion  44  generates downloading number information indicative of the number of the operations for downloading the file corresponding to the accepted message information  58  based on the download information  80  (S 106 ). Thereafter, it is ascertained whether or not a value indicated by the downloading number information is equal to or greater than “1” (S 107 ). If the value indicated by the downloading number information is smaller than “1” (that is, zero) (S 107 : N), the attached file control portion  44  replaces the file (for example, the attached file) indicated by the content information  76  included in the message information  58  with the link file corresponding to the file (S 108 ). If the value indicated by the downloading number information is equal to or greater than “1” (S 107 : Y), the attached file control portion  44  does not execute the replacement. 
         [0085]    Subsequently, the attached file control portion  44  outputs the message information  58  to the mail input/output control portion  40 , and the mail input/output control portion  40  accepts the message information  58  (S 109 ). Then, the mail input/output control portion  40  carries out a protocol conversion, and furthermore, transmits the message information  58  to the client  14  (S 110 ). 
         [0086]    The invention is not restricted to the embodiment. 
         [0087]    For example, the information processing apparatus  12  may be a mail server. The message information  58  may be an electronic mail. More specifically, for example, the control portion  20  may accept an electronic mail including an attached file setting a plurality of users to be transmitting destinations from an information managing system (not shown) for managing the attached file, and may generate the message information  58  corresponding to a text of the electronic mail and the message information  58  corresponding to the attached file and may output them to the storing portion  22 . The information managing system may manage the text of the electronic mail. When accepting a request for outputting the electronic mail from the user to be the transmitting destination, for example, the control portion  20  may replace the attached file with a link file and may transmit, to the client  14 , an electronic mail to which the link file corresponding to the attached file is attached. For example, the control portion  20  may accept a request for outputting the attached file from the client  14  and may transmit the corresponding attached file to the client  14 , and furthermore, may generate the download information  80  including the message ID  60  contained in the message information  58  corresponding to the attached file, the download user ID  82  corresponding to the user giving the download request and the date information  84  indicative of a download request date and may output the download information  80  to the storing portion  22 . When accepting a request for outputting an electronic mail from another user to be a transmitting destination, for example, the control portion  20  may decide that the download request for the attached file was given based on the download information  80  and may transmit an electronic mail having the attached file to the client  14  without replacing the attached file with the link file. At this time, in the case in which a ratio of the number of the users giving the download request to the number of the users to be the transmitting destinations of the electronic mail (that is, users to whom the electronic mail is to be transmitted) is equal to or greater than a predetermined value based on the download information  80 , the control portion  20  may transmit the electronic mail having the attached file to the client  14  without replacing the attached file with the link file. 
         [0088]    When a predetermined condition is satisfied after the information processing apparatus  12  to be the mail server transmits, to the client  14 , the electronic mail to which the link file corresponding to the attached file is attached (for example, when the ratio of the number of the users giving the download request to the number of the users to be the transmitting destinations of the electronic mail is equal to or greater than a predetermined value), it is also possible to transmit the attached file corresponding to the link file to the client  14  to which the link file has already been transmitted. 
         [0089]    Moreover, information indicative of a whole electronic mail text may correspond to the entity information and information indicative of a beginning part of the electronic mail may correspond to the reference information, for example. More specifically, when accepting a request for outputting the electronic mail from the user to be the transmitting destination, the control portion  20  may delete parts in the whole mail text other than the beginning part, and furthermore, may transmit the electronic mail to the client  14 . Then, the control portion  20  may accept a request for outputting the whole electronic mail text from the client  14  and may transmit the corresponding whole electronic mail to the client  14 , and furthermore, may generate the download information  80  including the message ID  60  contained in the message information  58  corresponding to the electronic mail, the download user ID  82  corresponding to the user giving the output request, and the date information  84  indicative of the download request date and may output the download information  80  to the storing portion  22 , for example. When accepting the request for outputting the electronic mail from the user to be the transmitting destination of the electronic mail again, for example, the control portion  20  may decide that the request for outputting the whole electronic mail text was given and may transmit the whole mail text to the client  14 . 
         [0090]    The information processing apparatus  12  may be an instant messenger server. 
         [0091]    Although the data structures of various information are represented by table formats in the embodiment, moreover, the representation is only illustrative and it is a matter of course that other data structures may be used for mounting. 
         [0092]    Furthermore, the information processing apparatus  12  may be constituted by a single housing or a plurality of housings. 
         [0093]    The specific numeric values and character strings described in the specification are illustrative and the invention is not restricted thereto. 
         [0094]    The foregoing description of the embodiments of the present invention has been provided for the purposes of illustration and description. It is not intended to be exhaustive or to limit the invention to the precise forms disclosed. Obviously, many modifications and variations will be apparent to practitioners skilled in the art. The embodiments were chosen and described in order to best explain the principles of the invention and its practical applications, thereby enabling others skilled in the art to understand the invention for various embodiments and with the various modifications as are suited to the particular use contemplated. It is intended that the scope of the invention defined by the following claims and their equivalents.