Patent ID: 12235906

The accompanying drawings are intended to depict embodiments of the present disclosure and should not be interpreted to limit the scope thereof. The accompanying drawings are not to be considered as drawn to scale unless explicitly noted. Also, identical or similar reference numerals designate identical or similar components throughout the several views.

DETAILED DESCRIPTION

in describing embodiments illustrated in the drawings, specific terminology is employed for the sake of clarity. However, the disclosure of this specification is not intended to be limited to the specific terminology so selected and it is to be understood that each specific element includes all technical equivalents that have a similar function, operate in a similar manner, and achieve a similar result.

Referring now to the drawings, embodiments of the present disclosure are described below. As used herein, the singular forms “a,” “an,” and “the” are intended to include the plural forms as well, unless the context clearly indicates otherwise.

Descriptions are given of a document management system and a data management method performed by the document management system as example embodiments of the present disclosure.

Embodiment 1

Outline of Operation

FIG.1is a diagram illustrating an outline of an electronic data management method performed by a document management system10. The document management system10stores and processes a variety of documents. In some cases, the document management system TO executes workflow including a series of processing on a document and requests an electronic contract system30to perform a part of the workflow. The electronic contract system30performs communication regarding contracts with another party (a business partner or a customer) of a contract and gives an electronic signature.

In such a system configuration, the document management system10of the present embodiment stores a document before processed by the electronic contract system30and a document after processed by the electronic contract system30in association with each other.

(1) A user operates a terminal50(communication terminal) to create a document, which is, for example, a contract, and uploads the document to the document management system10. The document management system10controls the document (contract) by assigning the document with a document identification information (ID) “A,” which is an example of first identification information. The document ID assigned to the document before processing is also referred to as “first document ID.”

(2) When a predetermined condition for starting a workflow is satisfied, the document management system10executes the workflow. In the workflow, the document management system10transmits the document to the electronic contract system30and acquires a document ID “B” given to the document by the electronic contract system30as a return value. The document ID given by the electronic contract system30is an example of second identification information. The document ID acquired in response to transmitting the document is also referred to as “second document ID.”

(3) In the workflow, the document management system10acquires the concluded document identified by the document ID “B” from the electronic contract system30at a predetermined timing. The document management system10controls the concluded document by assigning a document ID “C” (an example of third identification information) to the concluded document. The document ID assigned to the concluded document is also referred to as “third document ID,” Accordingly, the document management system10can associate the document before processing with the document after processing using the document IDs “A” to “C.”With the above processing, the information processing system100stores the three document IDs “A” to “C” in association with each other. Therefore, when the user searches for a document and determines the document ID “A” of the document, the document management system10can also determine the concluded document identified by the document ID “C.” The document management system10can also request the concluded document identified by the document ID “B” from the electronic contract system30.

In other words, in the document management system10serving as the information processing apparatus, the electronic data before processing is associated with the electronic data after processing, which obviates the need for a user to use different systems for controlling electronic data before processing and electronic data after processing.

Terms

“Electronic data” is data that is processed by a computer. In the present embodiment, the electronic data includes a “document” as an example. A document does not necessarily include characters. The electronic data may be image data such as a moving image or a still image.

The term “processing” or “process” represents information processing and refers to calculation, classification, collation, and other processing performed by a computer on information represented by numbers, characters, physical quantities, and the like.

The term “workflow” refers to performing a predetermined series of processing on data by a system or a series of processing.

The term “associating” refers to associating a plurality of items with each other or mutually linking a plurality of items.

The term “identification information” refers to information used to identify or specify a specific one of various objects. “Identification information” is also referred to as an identifier or an identification (ID). “Identification information” may be a combination of a name, a code, a character string, or a numerical value.

The associating means setting some relation between a certain object and another object. For example, two identification information may be registered in the same row or column in a table, or identical information may be associated with each of the two identification information.

System Configuration

A configuration of an information processing system100is described with reference toFIG.2.FIG.2is a schematic block illustrating an example of the configuration of the information processing system100.

The information processing system100includes at least the document management system10.

The information processing system100may further include the electronic contract system30. The document management system10and the electronic contract system30are connected via a network to communicate with each other. It is not essential that the document management system10and the electronic contract system30are constantly connected to each other. Further, the document management system10receives connection from the terminal50. It is not essential that the document management system10and the terminal50are constantly connected to each other. Further, the electronic contract system30receives connection from the terminal50it is not essential that the electronic contract system30and the terminal50are constantly connected to each other.

The document management system10includes one or more information processing apparatuses. The document management system10provides a service for controlling documents. The document management system10adds metadata to a document to enable efficient retrieval of the document using the metadata. In addition, the document management system10has a workflow function to provide a service of processing a document before or after starting management of the document. The metadata is data about certain data and is additional data about the certain data, accompanying the certain data. Details are to be described later.

In the workflow function, processing may be performed by the electronic contract system30. Conventionally, the document management system10does not store the document ID of a document processed by other systems. In the present embodiment, as described above with reference toFIG.1, the document management system10stores the first document ID used in the document management system10and the second document ID used in the electronic contract system30in association with each other.

The document management system10may be implemented by cloud computing or may be implemented by a single information processing apparatus. The term “cloud computing” refers to the availability of resources on a network without identifying specific hardware resources. The document management system10may reside on the Internet or may be on-premises.

The electronic contract system30includes one or more information processing apparatuses. The electronic contract system30performs a process related to an electronic contract. Although there is no fixed definition thereof, the electronic contract system30is a system that concludes a contract by affixing an electronic signature or a time stamp to electronic data on the Internet instead of adding a seal to a paper contract. The electronic data is, for example, a contract in portable document format (PDF) format). In addition to concluding a contract, the electronic contract system30stores the concluded contract document, retrieves the contract, and performs cooperation with other systems. The electronic contract system30may have a workflow function to perform approval or request for approval.

As an example, an electronic signature is created as follows. Mr. A who wants to sign a document creates a hash value of the document using a hash function and encrypts the hash value using a private key. Mr. A affixes an electronic signature to the document and stores the document. Mr. B wants to know whether the document has been falsified and decrypts the electronic signature using the public key of Mr. A, obtains the hash value of the document, and compares the documents. When the two documents match, it is verified that the document has been created by the owner of the private key corresponding to the public key and has not been falsified by anyone other than the owner of the private key. Further, Mr. B checks whether the public key is valid by certificate verification. The certificate verification is inquiring of a certificate authority whether a signature of the certificate authority included in the public key is valid.

The electronic contract system30is used by the document management system10in the workflow. The electronic contract system30may be one of the following.

Time stamp system: A time stamp is time certification information for certifying, in a third party manner, the existence of electronic data at a specific point of time and maintains evidentiality without being falsified thereafter. The electronic certificate ensures that the document has not been falsified and also ensures the existence of electronic data at a specific point of time.

Noise removal system: A noise removal system is a system that removes noise from documents. Noise refers to unnecessary information other than necessary information such as a signature.

Watermarking system: A watermarking system is a system that gives documents a digital watermark. Digital watermarking refers to a technology for embedding related information in data such as an image, a moving image, and a sound in a form unperceivable by humans. Embedded information can be detected by using dedicated software or the like.

The electronic contract system30may be implemented by cloud computing or may be implemented by a single information processing apparatus. The electronic contract system30may reside on the Internet or may be on-premises.

The terminal50is a general-purpose computer that communicates with the document management system10and the electronic contract system30. In the terminal50, a web browser operates to display various screen images based on screen information received from the document management system10or the electronic contract system30. The user requests the document management system10to, for example, register a document, execute a workflow, and retrieve a document. In addition, the user can request the electronic contract system30to, for example, search and browse a document to which an electronic signature is attached.

The terminal50is, for example, a personal computer (PC), a smartphone, a tablet terminal, or a personal digital assistant (PDA) and may be any device on which a web browser operates. In the terminal50, not only a web browser but also an application dedicated to the document management system10or the electronic contract system30may operate.

Further, the terminal50may be an electronic device such as a multifunction peripheral/product/printer (MFP) or an electronic whiteboard. For example, by transmitting image data (document) scanned by an MFP to the document management system10, the MFP substitutes for the terminal50. In addition, the terminal50may be a video conference terminal, a digital signage, or a projector. In the case of an electronic whiteboard, the terminal50transmits hand drafted data to the document management system10. In the case of a video conference terminal, the terminal50transmits audio data to the document management system10.

Hardware Configuration

Document Management System, Electronic Contract System, and Terminal

Each of the document management system10, the electronic contract system30, and the terminal50is implemented by, for example, a computer500having a hardware configuration illustrated inFIG.3.FIG.3is a block diagram illustrating an example of the hardware configuration of the computer500. As illustrated inFIG.3, the computer500includes a central processing unit (CPU)501, a read only memory (ROM)502, a random access memory (RAM)503, a hard disk (HD)504, a hard disk drive (HDD) controller505, a display506, an external device interface (I/F)508, a network I/F509, a bus line510, a keyboard511, a pointing device512, an optical drive514, and a media I/F516.

The CPU501controls entire operation of the computer500. The ROM502stores programs, such as an initial program loader (IPL), for driving the CPU501. The RAM503is used as a work area for the CPU501. The HD504is a storage area that stores various data such as programs. The HDD controller505controls reading and writing of various data from and to the HD504under control of the CPU501. The display506displays various information such as a cursor, a menu, a window, characters, and images. The external device I/F508is an interface for connecting to various external devices. Examples of the external devices in this case include a universal serial bus (USB) memory and an image forming apparatus. The network I/F509is an interface for performing data communication using a communication network. The bus line510is, for example, an address bus or a data bus for electrically connecting the components such as the CPU501illustrated inFIG.3with each other.

The keyboard511is a kind of input device including a plurality of keys for inputting a character, a numerical value, various instructions, and the like. The pointing device512is an example of an input device that allows a user to select or execute various instructions, select an item for processing, or move a cursor being displayed. The optical drive514controls reading or writing of various data with from or to an optical recording medium513, which is an example of a removable recording medium. Examples of the optical recording medium include, but not limited to a compact disc (CD), a digital versatile disc (DVD), and BLU-RAY (registered trademark). The media I/F516controls reading and writing (storing) of data from and to a recording medium515such as a flash memory.

Functions

Next, functions of the document management system10, the electronic contract system30, and the terminal50will be described with reference toFIG.4.FIG.4is a block diagram illustrating an example of functional configurations of the document management system10, the electronic contract system30, and the terminal50.

Document Management System

The document management system10includes a communication unit11, a screen generation unit12, a data management unit13, a workflow control unit14, an execution unit15, a hypertext markup language (HTML) information storage unit21, a document information storage unit22, a metadata storage unit23, a workflow information storage unit24, and an ID association storage unit25. These functions of the document management system10are implemented by the CPU501of the computer500illustrated inFIG.3executing a program developed from the HD504to the RAM503. The HTML information storage unit21, the document information storage unit22, the metadata storage unit23, the workflow information storage unit24, and the ID association storage unit25are storage areas built in the HD504, the RAM503, or the like of the computer500illustrated inFIG.3. The HTML information storage unit21, the document information storage unit22, the metadata storage unit23, the workflow information storage unit24, and the ID association storage unit25are not necessarily included in the document management system10and may reside at any location on a network.

The communication unit11transmits and receives various kinds of information to and from the terminal50or the electronic contract system30. In the present embodiment, the communication unit11receives a document from the terminal50and transmits screen information of various screens to the terminal50. The communication unit11transmits a document to the electronic contract system30and receives the document processed by the electronic contract system30and the document ID thereof.

The screen generation unit12refers to the HTML information storage unit21and generates screen information for various screens (or windows) to be displayed by the terminal50. The HTML information storage unit21stores templates of screens. In the templates, various tags, script language formats, and respective formats of the tags are set in advance. Tags define the arrangement of titles, characters, tables, labels, buttons, and the like to be displayed on the web page. The format defines color, size, character font, or the like of HTML documents by cascading style sheets (CSS). The format of the script language defines the content of the processing. The screen generation unit12generates, using the template, screen information for displaying a search screen, a document list screen, and the like, which will be described later. The screen information (screen display data) is a program described in hypertext markup language (HTML), Extensible Markup Language (XML), a script language, and cascading style sheets (CSS). The structure of web page is mainly specified by HTML, the operation of the web page is specified by the script language, and the style of the web page is specified by CSS. Note that a mechanism for dynamically generating a web page in this manner so as to realize interactive processing between a server and a client is referred to as a web application. The term “web application” refers to software (or a mechanism for such software) that is implemented by cooperation between a program defined by a programming language (for example, JAVASCRIPT) to function on a web browser and a program on a web server.

The data management unit13stores a document transmitted from the terminal50in association with metadata. The data management unit13stores the body (a file) of the document in the document information storage unit22and stores the metadata in the metadata storage unit23.

The workflow control unit14receives registration of a workflow, refers to the workflow information storage unit24, monitors a start trigger, and controls generation of the execution unit15.

The workflow information will be described later.

The execution unit15is a module that executes a workflow. The execution unit15may be referred to as a workflow itself. The execution unit15is an instance dynamically generated by the workflow control unit14. The execution unit15automatically executes a process corresponding to the process content of the workflow. The execution unit15operates independently as an individual module for each document. The processing by the execution unit15includes assignment of a task and communication with an external system.

FIG.5illustrates an example of document information stored in the document information storage unit22. The document information represents a document itself or a storage location of the document.

The document ID is identification information for uniquely identifying a document. The document ID may be a file name (if not used for another file), a file path, or a uniform resource locator (URL). The user can access the document using the document ID. The document ID is either a document ID (first document ID) assigned by the data management unit13before the document is processed by the electronic contract system30or a document ID (third document ID) assigned by the data management unit13after the document is processed by the electronic contract system30.

The file path represents the document itself or the storage location of the document

FIG.6illustrates an example of metadata stored in the metadata storage unit23. Metadata is data attached to a document and is useful data for controlling the document. A description is given below of each item of the metadata. The metadata may be referred to as data of data.

A “document ID” is the same as the document ID in the document information storage unit22and is identification information for uniquely identifying a document.

A “file Name” is the name of a document.

A “document type” indicates what kind of processing the document is used for. When the electronic contract system30processes documents, many of the document types are contract-related as presented inFIG.6, but this is merely an example. Information indicating “having been processed by the electronic contract system30” may be attached to the document having been processed by the electronic contract system30.

A “contract start date” is the date from which the contract period starts when the document relates to a contract. A “contract end date” is the date on which the contract period ends. The system allows the user to change the contract start date and contract end date.

The association information is identification information that indicates association between a document registered in the document management system10and a document processed by the electronic contract system30. In the example illustrated inFIG.6, the document having the document ID “A” and the document having the document ID “C” are associated with a common association information “111”. When a document registered in the document management system10is processed by the electronic contract system30, the association information enables the document management system10to easily identify which of documents registered in the document management system10corresponds to the processed document.

The system allows the user to edit a file name, a document type, a contract start date, a contract end date, and the like on the Web page at the time of registration of the document. In other words, the user can register the metadata. Furthermore, the system allows the user to set which attribute is to be registered in the metadata storage unit23. In other words, the user can register an item of metadata. Thus, the user can register the attribute of the document to be used for search as metadata. Therefore, the data items in the metadata storage unit23are not limited to those illustrated in the drawing.

InFIG.6, the document registered in the document management system10is associated with the document processed by the electronic contract system30by the association information. Alternatively, the document registered in the document management system10may be directly associated with the document processed by the electronic contract system30in a table.

FIG.7illustrates an example of workflow information stored in the workflow information storage unit24. The workflow information defines the content of a series of processing to be performed by the workflow. A description is given below of each item of the workflow information.

A “workflow ID” is identification information of a workflow. If there is uniqueness, the name of the workflow may be used as the identification information.

A “start trigger” is a condition under which the workflow control unit14generates the execution unit15(in other words, the execution unit15starts the workflow). When an event that matches the content of the start trigger occurs, the execution unit15automatically starts execution of the workflow. Therefore, the user does not need to explicitly specify a workflow to start execution. The start triggers in the drawing are merely examples, and there may be a workflow in which the start trigger is a regularly executed workflow and a workflow in which the start trigger is registration of a file name, for example.

“Flow 1” and “Flow 2” indicate a series of processing performed by the execution unit15in the workflow in that order. Flow 1 is the first process, and flow 2 is the second process. Although the number of processing is two inFIG.7, the number of processing may be any number and may be different depending on the workflow.

For example, in the workflow of ID “1,” a change in the metadata triggers an examination process by Mr. A and an approval process by Mr. B. In the workflow of ID “2,” storing of a new document triggers transmission of the document to the electronic contract system30and periodical acquisition of a concluded file (processed file) from the electronic contract system30.

FIG.8illustrates an example of the ID association information stored in the ID association storage unit25. The ID association information is information associating the first document ID, which is assigned by the document management system10before the execution unit15executes a workflow (document ID before processing by the electronic contract system30), with the second document ID, which is assigned by the electronic contract system30. Alternatively, the first document ID (assigned to a document before processing by the electronic contract system30) may be assigned by the document management system10by execution of a workflow by the execution unit15. The ID association information inFIG.8is temporarily generated for selling the association information of the metadata. The ID association information inFIG.8is automatically discarded (the memory is released) when the workflow ends. A description is given below of each item of the workflow information.

The “workflow ID” is the same as that in the workflow information storage unit24. The workflow ID and the document are associated with each other by the ID association information.

The document ID before processing is a document ID (first document ID) in the document management system10, assigned, for example, before the workflow is started. The document ID before processing is assigned by the document management system10.

The document ID in the electronic contract system30is a document ID (second document ID) used in the electronic contract system30and transmitted in response from the electronic contract system30when the document is registered in the electronic contract system30by the workflow. The document ID in the electronic contract system30is assigned by the electronic contract system30.

The document ID after processing is a document ID (third document ID) assigned by the document management system10to the document processed by the electronic contract system30and acquired by the document management system10. The document ID after processing is assigned by the document management system10.

In this way, three different document IDs are assigned to the same document and associated with each other by the ID association information. SinceFIG.8illustrates the ID association information in a state immediately after the document is registered in the document management system10, only the document ID “A” before processing is set.

Electronic Contract System

Description with reference toFIG.4is continued. The electronic contract system30includes a communication unit31and an electronic signature unit32. These functions of the electronic contract system30are implemented by the CPU501of the computer500illustrated inFIG.3executing a program stored in the RD504.

The communication unit31communicates with the document management system10(specifically, the communication unit11) and other functional units of the electronic contract system30, to transmit or receive various information. In the present embodiment, the communication unit31receives a document from the document management system10and transmits the document processed by the electronic contract system30and the document ID thereof to the document management system10.

The electronic signature unit32performs a series of processing related to a contract and adds an electronic signature certifying that the contract has been completed to the document, for example. Adding electronic signature is merely an example of the predetermined processing. For example, as the predetermined processing, the electronic contract system30affixes a time stamp, removes noise from a document, and creates a digital watermark.

Terminal

The terminal50includes a communication unit51, a display control unit52, and an operation receiving unit53.

These functional units provide functions or means implemented by the CPU501(seeFIG.3) executing instructions included in one or more programs installed on the terminal50. Such program (or programs) may be a web browser or a dedicated application.

The communication unit51transmits and receives various kinds of information to and from the document management system10.

In the present embodiment, the communication unit51receives various kinds of screen information and the like from the document management system10and transmits a document and contents of user input to the document management system10.

The display control unit52interprets the screen information of various screens to display the contents on the display506.

The operation receiving unit53receives various operations made by the user on various screens displayed on the display506.

Procedure of Registration

Next, with reference toFIG.9, a description is given of a procedure in which the document management system10assigns the first, second, and third document IDs to a document.FIG.9is a sequence diagram illustrating the procedure for the document management system10to control a document using the three document IDs assigned to the document.

S1: When the document management system10is activated or when the workflow information in the workflow information storage unit24is updated the workflow control unit14acquires the workflow information from the workflow information storage unit24. This process may be performed by an operation of the administrator.

S2: The user operates the terminal50to create a contract, which is an example of a document. The format of the document file is not limited and may be a general-purpose format such as PDF or MICROSOFT WORD, or a desired application format. The document management system10may support the creation of the document. In this case, the terminal50executes a web application provided by the document management system10and inputs or selects characters or the like in accordance with guidance of the web application, thereby creating a desired document.

S3: The terminal50displays a web page for document registration generated by the screen generation unit12. The user uploads (transmits) the document (contract) to the information processing system100from the web page. The user inputs, to the terminal50, an operation of transmitting the document (contract) to the document management system10. The user sets a desired metadata item and inputs a value. The operation receiving unit53of the terminal50receives the operation. The communication unit51transmits the document (contract) and metadata to the document management system10. The document management system10may extract metadata instead of transmitting metadata from the terminal50(or after the metadata is transmitted from the terminal50).

S4: The communication unit11of the document management system10receives the document (contract) and the metadata. The screen generation unit12requests the data. management unit13to store the document and the metadata.

S5: The data management unit13requests the document information storage unit22to store the document and receives a document ID “A” (first document ID) as a return value. Alternatively, for example, in a configuration in which the document information storage unit22and the data management unit13reside in the same server, the data management unit13assigns the document ID “A” to the document (e.g., a contract) and stores the first document ID in the document information storage unit22in association with the document. In this case, the data management unit13serves as an assignment unit to assign first identification information to the first electronic data. In either case, the data management unit13acquires the document ID “A.”

S6: The data management unit13sots “A” to the document ID of the metadata. The data management unit13stores the metadata in the metadata storage unit23in association with the document ID “A.”

S7: The data management unit13notifies the workflow/ control unit14that the document (contract) identified by the document ID “A” is newly stored. This is because the workflow control unit14determines whether or not the workflow start trigger is satisfied.

S8: The workflow control unit14sequentially refers to the start triggers in the workflow information storage unit24and determines whether or not one or more of the start triggers are satisfied. For the sake of explanation, it is assumed that the start trigger is satisfied. When a document or an event satisfies a plurality of workflow start triggers, the workflow/control unit14may simultaneously generate a plurality of execution units15or may sequentially generate the plurality of execution units15. The description is given below of a case where the start trigger of the workflow having the ID “2” is satisfied.

S9: When the start trigger is satisfied, the workflow control unit14generates the execution unit15for processing the document (contract) having the document ID “A.” The execution unit15stores the workflow ID and the document ID “A” in the ID association storage unit25. Thus, the workflow and the document ID “A” are associated with each other (seeFIG.8).

S10: In order to execute the first process (flow 1) specified in the workflow information, the execution unit15requests the data management unit13to acquire the document (contract) having the document ID “A.”

S11: The data management unit13acquires the document having the document ID “A” from the document information storage unit22.

S12: The data management unit13transmits to the execution unit15the document itself or the storage location of the document.

S13: Since the execution unit15performs a process corresponding to the workflow, the execution unit15transmits the acquired document to the electronic contract system30via the communication unit11. Specifically, the electronic signature unit32receives the document via the communication unit31. The execution unit15acquires, as a return value, a document ID “B” (second document ID) assigned by the electronic contract system30and used for management of the document therein. The execution unit15stores the document ID “B” in the ID association storage unit25in association with the document ID “A.” Since it takes time for the electronic contract system30to process the document, the execution unit15acquires the document ID “B” as response to the transmission of the document. Accordingly, the document management system10can acquire the processed document (contract) from the electronic contract system30by specifying the document ID “B.”

FIG.10illustrates the ID association information after step S13. A description is given below of differences between the configuration illustrated inFIG.10and that illustrated inFIG.8. InFIG.10, “B” is registered as the document ID set by and used in the electronic contract system30. Thus, the ID association storage unit25associates the document ID “A” used in the document management system10with the document ID “B” used in the electronic contract system30.

Description with reference toFIG.9is continued. S14: The execution unit15waits for the timing of periodical execution of the second process (flow 2) specified in the workflow information. For example, the execution unit15executes the second process at regular intervals after receiving the document ID from the electronic contract system30.

S15: At the timing of the periodical execution, the execution unit15acquires the processed document (concluded contract) from the electronic contract system30, specifying the document ID “B.”

S16: The execution unit15requests the data management unit13to store the processed document (contract).

S17: The data management unit13requests the document information storage unit22to store the processed document and receives a document ID “C” (third document ID) as a return value. Alternatively, in the configuration in which the document information storage unit22and the data management unit13reside in the same server, the data management unit13assigns the document ID “C” to the processed document and stores the document ID “C” in the document information storage unit22in association with the document, in either case, the data management unit13acquires the document ID “C.”

S18: Since the storing is completed, the data management unit13notifies the execution unit15of the document ID “C” to the execution unit15. The execution unit15stores the document ID “C” in the ID association storage unit25in association with the document IDs “A” and “B.”

FIG.11illustrates the ID association information after step S18. A description is given below of differences betweenFIG.10andFIG.11. InFIG.11, “C” is registered as the document ID identifying the processed document. As described above, in the ID association storage unit25, the document ID “A” assigned by the document management system10(the first document ID before processing by the electronic contract system30), the document ID “B” assigned by the electronic contract system30(the second document ID), and the document ID “C”(third document ID) assigned by the document management system10to the document having been processed by the electronic contract system30can be associated with each other.

Referring again toFIG.9, the description is continued.

S19: Since the execution unit15has acquired the three document IDs “A,” “B,” and “C,” the execution unit15requests the data management unit13to associate the document having the document ID “A” with the document having the document ID “C.” The execution unit15may further request association of the document ID “B” thereto.

S20: The data management unit13assigns association information. Specifically, the data management unit13sets a common value to the item “association information” of the metadata including the document ID “A” and the item “association information” of the metadata including the document ID “C,” In this way, the document management system10can store the contract before processing by the electronic contract system30and the contract processed by the electronic contract system30in association with each other.

Alternatively, the data management unit13may integrate the two documents instead of associating the two documents using the association information. The integration is to create a file in which the document having the document ID “A” and the document having the document ID “C” are integrated.

FIG.12illustrates an example of integration of two documents. InFIG.12, for convenience of explanation, it is assumed that each of the document having the document ID “A” and the document having the document ID “C” is one-page document. A new document200in which two documents201and202are combined is created. In the document200, the document201having the document ID “A” is on page 1, and the document203having the document ID “C” is on page 2.

To the document200generated by combining, a new document ID is assigned, and metadata thereof is stored in the metadata storage unit23. The metadata in this case may be the same as the metadata of the document201before combining. Since the documents before and after the processing by the electronic contract system30are combined, the association information is unnecessary.

Procedure of Search

Referring toFIG.13, a description is given of a procedure for searching for a document in response to a user operation.FIG.13is a sequence diagram illustrating an example of the procedure for searching for a document in response to a user operation.

S31: The user operates the terminal50to connect the terminal50to the information processing system100. The screen generation unit12of the information processing system100generates data for a search screen in response to a user operation, and the communication unit11transmits screen information of the search screen to the terminal50. An example of the search screen is illustrated inFIG.15.

S32: The communication unit51of the terminal50receives the screen information of the search screen. The display control unit52displays the search screen according to the screen information generated by the screen generation unit12. The user inputs a search key to instruct the terminal50to perform a search. The search key is any one of metadata stored in the metadata storage unit23. Therefore, it is effective that the user registers the metadata to be used for the search in advance. The operation receiving unit53of the terminal50receives the operation. The communication unit51transmits a request for search specifying the search key, to the document management system10.

S33: The communication unit11of the document management system10receives the request for search, and the screen generation unit12passes the request for search to the data management unit13.

S34,35: The data management unit13searches the metadata storage unit23using the search key, and acquires a search result. The search result is a list of documents (a set of metadata records) that match the search key. The data management unit13may acquire not only the document matching the search key but also a list of documents associated with the document matching the search key by the association information.

S36: The data management unit13passes the search result to the screen generation unit12.

S37: The screen generation unit12generates screen information of a document list screen (an example of a first screen) using the search result. The communication unit11of the document management system10transmits the screen information (an example of first screen information) of the document list screen to the terminal50. The communication unit51of the terminal50receives the screen information of the document list screen. The display control unit52displays the document list screen according to the screen information generated by the screen generation unit12.FIG.16illustrates an example of the document list screen.

S38: The user selects a document from the document list screen and operates the terminal50to acquire the document. The operation receiving unit53of the terminal50receives the operation. The communication unit51transmits a request for document specifying the document ID, to the document management system10.

S39: The communication unit11of the document management system10receives the request for document. The screen generation unit12passes the request for document to the data management unit13.

S40, S41: The data management unit13searches the document information storage unit22for the document and acquires the document having the document ID. Further, the data management unit13determines, in the metadata storage unit23, a document associated by the association information with the document identified by the document ID and acquires the document (may be only a file name) from the document information storage unit22.

S42: The data management unit13passes these documents to the screen generation unit12.

S43: The screen generation unit12generates screen information of a document display screen for displaying the document identified by the document ID and the document associated with the document by the association information. The communication unit11of the document management system10transmits the screen information of the document display screen to the terminal50. The communication unit51of the terminal50receives the screen information of the document display screen. The display control unit52displays the document display screen according to the screen information generated by the screen generation unit12. Examples of the document display screen are illustrated inFIGS.17and18, which are to be described later.

Examples of Screens

FIG.14Aillustrates a document registration screen250as an example of the screen (e.g., web page) for document registration, displayed by the terminal50. The document registration screen250includes a file name field251, a browse button252, and a save button253. The user presses the browse button252to select a document saved in the HD504or the like. The file name of the selected document is displayed in the file name field251. When the user presses the save button253, the terminal50transmits the document specified in the file name field251to the document management system10.

FIG.14Billustrates a metadata setting screen260as an example of the screen for setting metadata, displayed by the terminal50. The metadata setting screen260includes a document type field261, a contract start date field262, and a contract end date field263.

The document type field261is a field for the user to input a document type as one item of metadata.

The contract start date field262is a field for the user to input a contract start date as one item of metadata. The display control unit52may display a calendar, and the operation receiving unit53may receive a specific date from the user.

The contract end date field263is a field for the user to input a contract end date as one item of metadata. The display control unit52may display a calendar, and the operation receiving unit53may receive a specific date or a range from the user.

When the user sets the metadata and presses a confirm button264, the terminal50transmits the metadata to the document management system10.

FIG.15is a diagram illustrating a search screen210an example of the search screen displayed by the terminal50. The search screen210includes a document type field211, a contract start date field212, a contract end date field213, and a search button214.

The document type field211is a field for the user to input a search key for searching for the document type as an item of the metadata.

The contract start date field212is a field for the user to input a search key for searching for a contract start date as an item of the metadata. The display control unit52may display a calendar, and the operation receiving unit53may receive a specific date or a range from the user.

The contract end date field213is a field for the user to input a search key for searching for a contract end date as an item of the metadata. The display control unit52may display a calendar, and the operation receiving unit53may receive a specific date or a range from the user.

The search button214is a button for instructing the terminal50to transmit a request for search to the document management system10.

Note thatFIG.15is merely an example, and there may be an entry field for a file name and an entry field for a free keyword. There may be an entry field for a document ID. When the search button214is pressed, the screen transitions to a document list screen220.

FIG.16is a diagram illustrating an example of the document list screen220displayed by the terminal50. The document list screen220includes, as list items, a file name filed221for a document matching the search, a document type field222a contract start date field223, and a contract end date field224. That is, the document list screen220displays at least a part of the items of the metadata in the metadata storage unit23for each record (one line) that matches the search. The terminal50receives a user operation via the document list screen220. InFIG.16, since the type of all documents is “basic contract,” it is considered that the user inputs a search key “basic contract” in the document type column on the search screen210.

The user selects one or more documents and presses the open button225. Thus, the terminal50can display the body (file) of the selected document.

FIG.17illustrates a document display screen230as an example of the document display screen. The document display screen230includes a document information field231and a preview field232. The document information field231includes a first document field233and a second document field234. The first document field233displays the file name of the document selected by the user on the document list screen220. The second document field234displays the file name of the document associated by the association information with the document in the first document field233.

The preview field232displays a preview of the document in the first document field233or the second document field234selected by the user in the document information field231. The preview displayed in the preview field232immediately after the document is displayed may be, for example, page 1 of the document. It is preferable that the document display screen230receives a user button operation for page feeding or page returning.

Although only one file name is displayed in the second document field234inFIG.17, a plurality of file names may be displayed in the second document field234in some cases. There is a case in which, in the workflow, a system different from the electronic contract system30further processes the same document.

InFIG.17, the document selected by the user on the document list screen220and the document associated by the association information with the selected document are displayed, but only one thereof may be displayed.

FIG.18illustrates a document display screen240as another example of the document display screen. The document display screen240ofFIG.18includes a back241, a next button242, and a preview field243. The preview field243displays a preview of the document selected by the user on the document list screen220and a preview of the document associated by the association information with the selected document. The user can select the page of each document by pressing the back button241and the next button242, and can display another document when reaching the last page.

As described above, in the information processing system100according to the present embodiment, the document management system10stores three document IDs, the first document ID “A.” the second document ID “B,” and the third document ID “C” in association with each other. Therefore, when the user searches for a document and determines the first document ID “A” of the document, the document management system10can also determine the processed document (concluded contract) identified by the third document ID “C.” The document management system10can also request the electronic contract system30to transmit the processed document (concluded contract), using the second document ID “B” assigned by the electronic contract system30.

Embodiment 2

In the information processing system100according to the present embodiment, the document management system10stores a document ID used for document control in the document management system10and a document ID used for document management in an external service system in association with each other.

Outline of Operation

FIG.19is a diagram illustrating an outline of an electronic data management method performed by a document management system10. In the description referring toFIG.19, for simplicity, mainly differences fromFIG.1are described. The document management system10according to the present embodiment controls a document before processed by an external service system60and a document having been processed by the external service system60in association with each other. As described above, two document IDs are used for the association.

(1) A user operates the terminal50to create a document and uploads the document to the document management system10. The document management system10stores the document (an example of first electronic data) and assigns a document ID “A” (an example of first identification information and also referred to as “first document ID”) thereto to control the document.

(2) The document management system10requests the external service system60to process the document. As will be described later, this processing differs depending on the external service system60and may be any processing. The external service system60performs processing on the document. Then, the external service system60transmits, to the document management system10, a document ID “B” (an example of second identification information and also referred to as “second document ID”) assigned by the external service system60and used for document management therein. The external service system60stores the processed document (an example of second electronic data) in association with the document ID “B.”

(3) The document management system10stores the document ID “A” and the document ID “B” in association with each other.

With such operation, the document management system10can store the first document ID “A” used for document control in the document management system10and the second document ID “B” used for document control in the external service system60in association with each other. Therefore, the user can control the document in the document management system10and the document in the external service system60by using the document management system10.

System Configuration

A configuration of an information processing system100is described with reference toFIG.20.

FIG.20is a schematic block illustrating an example of the configuration of the information processing system100. In the description referring toFIG.20, for simplicity, mainly differences fromFIG.2are described. As illustrated inFIG.20, in the present embodiment, the electronic contract system30of Embodiment 1 is replaced with the external service system60.

The external service system60includes one or more information processing apparatuses. The external service system60performs predetermined processing on the document received from the document management system10. Examples of the predetermined processing include, but are not limited to, optical character recognition (OCR) processing, translation, PDF conversion processing, image processing such as video processing, audio processing such as conversion of text data into audio data and audio data processing such as voice recognition, file combining processing, and electronic contract processing.

The external service system60may be integral with the document management system10. The external service system60may be implemented by cloud computing or may be implemented by a single information processing apparatus. The external service system60may be located on the Internet or on-premises.

Functions

FIG.21is a block diagram illustrating an example of functional configurations of the document management system10, the external service system60, and the terminal50. In the description referring toFIG.21, for simplicity, mainly differences fromFIG.4are described. The function of the terminal50may be similar to that inFIG.4.

Document Management System

In the present embodiment, executing a workflow is not a requisite for the document management system10, and the document management system10does not have functions related to workflow execution. The document management system10does not include the workflow control unit14, the execution unit15, and the workflow information storage unit24. However, the document management system10according to the present embodiment may execute a workflow.

The data management unit13controls document information stored in the document information storage unit22and metadata stored in the metadata storage unit23. The configurations of the document information storage unit22and the metadata storage unit23may be the same as those in Embodiment 1.

In the present embodiment, the document management system10includes a processing request unit26and an identification information (ID) management unit27. The processing request unit26requests the external service system60to process a document transmitted by the terminal50and acquires a document ID assigned by the external service system60for document control in the external service system60.

The ID management unit27assigns a document ID (first identification information) for identifying a document transmitted from the terminal50, and stores the document and a document ID (second identification information) transmitted from the external service system60in association with each other in the ID association storage unit25.

FIG.22is a diagram schematically illustrating the ID association information stored in the ID association storage unit25in the present embodiment. As illustrated inFIG.22, the ID association storage unit25stores the document ID used by the document management system10and the document ID used by the external service system60in association with each other. The document ID for controlling the document in the external service system60may be assigned before the external service system60actually processes the document.

External Service System

The description with reference toFIG.21is continued. The external service system60includes a communication unit61, a processing control unit62, a processing unit63, a storing control unit64, and a processed document information storage unit65. These functions of the external service system60are implemented by the CPU501of the computer500illustrated inFIG.3executing a program stored in the ID504.

The communication unit61communicates with the document management system10to transmit or receive various information (data). In the present embodiment, the communication unit61receives, from the document management system10, a document to be processed and transmits, to the document management system10, the second document ID assigned and used by the external service system60to control the document.

The processing control unit62executes processing set in advance in the external service system60. This processing may be any processing. As described above, examples thereof include OCR processing, PDF conversion processing, image processing, audio processing, file combining processing, and electronic contract processing. When the external service system60executes a plurality of processes, the processing control unit62may control the order of execution of the plurality of processes. Further, the processing control unit62assigns, to the document to be processed, the second document ID used in the external service system60.

The processing unit63is a module that actually performs processing. The processing control unit62calls the processing unit63to execute various types of processing on a document. The processing unit63may be prepared for each of processing such as OCR processing, PDF conversion processing, image processing, audio processing, file combining processing, and electronic contract processing.

The storing control unit64stores the document processed by the processing unit63in the processed document information storage unit65in association with the second document ID assigned by the processing control unit62. Further, in response to receiving, from the document management system10, a request for transmitting the processed document specified by the second document ID used in the external service system60, the storing control unit64transmits the document to the document management system10via the communication unit61.

FIG.23schematically illustrates processed document information stored in the processed document information storage unit65. The processed document information is information on a document (e.g., second electronic data) having been processed by the external service system60. Items of the processed document information are described below.

The item “document ID” is the document ID of the document assigned by the external service system60.

The item “file name” is a file name of the document processed by the processing unit63. The storing control unit64creates a file name by, for example, adding the document ID used in the external service system60to the original file name.

The item “date of processing” is the date and time when the processing unit63has processed the document or when the storing control unit64has stored the processed document.

Storing of Document ID Assigned by Document Management System and Document ID Assigned by External Service System

Next, a procedure for storing document IDs will be described with reference toFIG.24.FIG.24is a sequence diagram illustrating an example of a procedure for the document management system10to store the document ID used by the document management system10and the document ID used by the external service system60in association with each other.

S51: The user operates the terminal50to create a document. The document may be a contract document as in Embodiment 1 or may be a simple file generated by an application such as word processing software or presentation software. The document management system10may support the creation of the document. In this case, the terminal50executes a web application provided by the document management system10to guide, for example, user's inputting or selecting of text to create a desired document.

Next, the terminal50displays a web page for document registration generated by the screen generation unit12. The user uploads (transmits) the document to the document management system10from the web page. The user inputs, to the terminal50, an operation of transmitting the document to the document management system10. The user sets a desired metadata item and inputs a value. The operation receiving unit53of the terminal50receives the operation, and the communication unit51transmits the document and the metadata to the document management system10. The document management system10may extract metadata instead of transmitting metadata from the terminal50(or after the metadata is transmitted from the terminal50).

S52: The communication unit11of the document management system10receives the document and the metadata. The screen generation unit12requests the data management unit13to store the document and the metadata.

S53: The data management unit13requests the document information storage unit22to store the document and receives a document ID “A” (first document ID) as a return value. Although the data management unit13receives the document ID “A” as a return value inFIG.24, alternatively, the data management unit13assigns the document ID “A” to the document and stores the document ID “A” in the document information storage unit22in association with the document. In either case, the data management unit13acquires the document ID “A.”

S54: The data management unit13sets “A” to the document ID of the metadata. The data management unit13stores the metadata in the metadata storage unit23in association with the document ID “A.”

S55: The data management unit13transmits a document processing request to the processing request unit26.

S56: The processing request unit26transmits the document processing request to the external service system60via the communication unit11. In a case where the external service system60can perform a plurality of processes, the processing request unit26specifies the content of the processing. The data management unit13does not need to transmit (but may transmit) the document ID “A” to the external service system60. When the first document ID is transmitted, the external service system60can also store the first document ID assigned by the document management system10and the second document ID assigned by the external service system60in association with each other.

S57: When the communication unit61of the external service system60receives the document processing request, the processing control unit62assigns, to the document, the document ID “B” used in the external service system60. The document ID may be assigned after the processing unit63processes the document. The processing control unit62requests the processing unit63to perform the requested processing. The processing unit63processes the document. The storing control unit64stores the processed document in the processed document information storage unit65in association with the document ID “B.”

S58: The communication unit61of the external service system60transmits, to the document management system10, the document ID “(B)” used by the external service system60to control the document. The processing request unit26of the document management system10receives the document ID “B” via the communication unit11.

In step S58, the external service system60transmits as a response the document ID to the document management system10after the processing. Alternatively, the external service system60may transmit the document ID to the document management system10immediately after receiving the processing request.

S59: The data management unit13requests the ID management unit27to store the document ID “A” in the ID association storage unit25.

S60: The processing request unit26requests the ID management unit27to store the document ID “B” in the ID association storage unit25.

S61: The ID management unit27stores the document IDs “A” and “B” in association with each other in the ID association storage unit25.

Procedure of Search

Referring toFIG.25, a description is given of a procedure for searching for a document in response to a user operation. In the description referring toFIG.25for simplicity, mainly differences fromFIG.13are described. The process from S71through S79may be similar to the process from S31through S39inFIG.13.

S80: The data management unit13acquires, from the ID association storage unit25, the second document ID “B” (used in the external service system60) associated with the first document ID “A” selected by the user.

S81: The data management unit13specifies the document ID “B” and requests the processing request unit26to transmit the file name used in the external service system60.

S82: In response to the request, the processing request unit26requests the external service system60to transmit the file name of the document associated with the document ID “B” via the communication unit11.

S83: The communication unit61of the external service system60receives the request, and the storing control unit64acquires the file name of the document associated with the document ID “B” from the processed document information storage unit65. The communication unit61transmits the file name of the document associated with the document ID “B” to the document management system10. Preferably, the storing control unit64embeds a storage location such as a URI or a file path indicating the storage location of the document in the file name. The external service system60may transmit the file itself to the document management system10.

The processing request unit26of the document management system10receives the file name of the document having the document ID “B” via the communication unit11. S84: The processing request unit26transmits the file name of the document having the document ID “B” to the data management unit13.

S85: The data management unit13passes the file name of document having the document ID “B” to the screen generation unit12.

S86: The screen generation unit12generates screen information of a document display screen (an example of second screen information) for displaying the file names of the documents having the document IDs “A” and “B.” The storage locations of the documents having the document IDs “A” and “B” are embedded in the file names, respectively, on the document display screen. Alternatively, when the external service system60transmits the file to the document management system10, the file may be attached to the document display screen.

The communication unit11of the document management system10transmits the screen information of the document display screen to the terminal50. The communication unit51of the terminal50receives the screen information of the document display screen. The display control unit52displays the document display screen (seeFIG.26, described later) according to the screen information generated by the screen generation unit12.

Examples of Screen

A description is given of examples of the screen displayed by the terminal50. The screens for document registration, metadata setting, search, and document list may be respectively the same as the document registration screen250inFIG.14A, the metadata setting screen260inFIG.14B, the search screen210inFIG.15, and the document list screen220inFIG.16according to Embodiment 1.

FIG.26illustrates the document display screen230as an example of the document display screen according to Embodiment 2. In the following description with reference toFIG.26, differences fromFIG.17are described.

On the document display screen230inFIG.26, the file name “document_A_B” of the document controlled by the external service system60is presented in the second document field234. This document is associated with the document ID of the document presented in the first document field233in the ID association storage unit25.

In this way, the user can know the file name of the document controlled by the external service system60by selecting the document registered in the document management system10. To the file name “document_A_B,” the document ID is attached separately from the file name.

A storage location such as a URL or a file path may be embedded as a link in the file name of the document controlled by the external service system60. The link is embedded when the external service system60transmits the file name of the document to the document management system10. With this configuration, the terminal50displays the document processed by the external service system60when the user presses the file name of the document with a pointing device such as a mouse.

The document management system10according to Embodiment 2 stores the first document ID “A” used for document control in the document management system10and the second document ID “B” used for document control in the external service system60in association with each other. This configuration enables the user to control the document in the document management system10and the document in the external service system60by using the document management system10.

An aspect of the present disclosure concerns an information processing system including an information processing apparatus connected via a network with a terminal and an external service system that performs predetermined processing on electronic data.

The terminal transmits electronic data to the information processing apparatus.

The information processing apparatus includes: a communication unit to receive first electronic data and a request for processing on the first electronic data from the terminal; an identification information management unit to assign, to the first electronic data, first identification information for controlling the first electronic data; and a processing request unit to transmit the request for processing on the first electronic data to the external service system, and acquire, from the external service system, second identification information used by the external service system for controlling the first electronic data. The identification information management unit stores the second identification information acquired by the processing request unit in association with the first identification information.

Embodiment 3

There are cases where information on electronic data having been processed by an external service system is not associated with identification information used by an information processing apparatus to control the electronic data. For example, control of the electronic data in the information processing apparatus is not coordinated with control of the electronic data in the external service system. That is, in the information processing apparatus, the electronic data before processing is not associated with information on the processed electronic data. Such a system does not enable the user to confirm the processed electronic data using the information on processing apparatus.

The present embodiment provides an information processing apparatus that associates information related to electronic data processed by an external service system with identification information used by the information processing apparatus to control the electronic data.

The information processing apparatus according to the present embodiment associates information on electronic data having been processed by the external service system with identification information used by the information processing apparatus to control the electronic data.

In the information processing system100according to Embodiment 3, the document management system10stores a document ID used by the document management system10to control a document in association with information on a corresponding document controlled by the external service system60.

Outline of Operation

FIG.27is a diagram illustrating an outline of a method of controlling electronic data performed by the document management system10according to Embodiment 3. In the description referring toFIG.27, for simplicity, mainly differences fromFIG.1are described. The document management system10according to the present embodiment stores a document ID of a document before processed by the external service system60in association with information on a corresponding document controlled by the external service system60.

(1) A user operates the terminal50to create a document and uploads the document to the document management system10. The document management system10stores the document (an example of first electronic data) and assigns a document ID “A” (an example of first identification information and also referred to as “first document ID”) thereto to control the document.

(2) The document management system10requests the external service system60to process the document. As will be described later, this processing differs depending on the external service system60, and may be any processing.

(3) The external service system60assigns, to the document, a document ID “B” (an example of second identification information and also referred to as “second document ID”) to control the document. Then, the external service system60transmits the document ID “B” to the document management system10.

(4) The document management system10stores the document ID “A” and the document ID “B” in association with each other.

With the above processing, the document management system10stores the document ID “A” assigned before processing and the document ID “B” in association with each other.

(5) The document management system10specifies the document ID “B” and requests a document (an example of second electronic data) processed by the external service system60. The document management system10does not know the time at which the external service system60ends the processing of the document. Accordingly, the document management system10requests the processed document from the external service system60at a predetermined timing. For example, the document management system10executes polling to prompt the external service system60to transmit the processed document at regular intervals. Another example of the predetermined timing is when the external service system60completes the processing. Specifically, in some cases, the document management system10receives a notification of the end of processing from the external service system60or knows the timing at which the external service system60ends the processing of the document. In such cases, the document management system10requests the document processed by the external service system60at such a timing.

(6) The external service system60processes the document assigned with the document ID “B” and stores the processed document in association with the document ID “B.” The external service system60transmits, to the document management system10, the information on the processed document requested by the document management system10. The information on the processed document may be the document itself or a storage location (such as a URL or a file path).

With the above processing, the document management system10stores the information on the processed document in association with the document ID “A” assigned to the document before processing. This configuration enables the user to acquire the document processed by the external service system60by using the document management system10.

The information on the second electronic data (information on the processed document) includes at least one of the second electronic data itself, a storage location of the second electronic data, bibliographic information such as a file name of the second electronic data, and identification information thereof.

Control (management) of electronic data refers to maintaining the electronic data so that each piece of the electronic data can be stored, processed, utilized, moved, discarded, or the like and the holder of the electronic data is identified.

The configuration of the information processing system100according to Embodiment 3 is similar to that of Embodiment 2 illustrated inFIG.20, and thus the redundant description is omitted.

Functions

FIG.28is a block diagram illustrating an example of functional configurations of the document management system10, the external service system60, and the terminal50according to Embodiment 3. In the description referring toFIG.28, for simplicity, mainly differences fromFIG.4are described. The function of the terminal50may be similar to that inFIG.4.

Document Management System

In the present embodiment, executing a workflow is not a requisite for the document management system10, and the document management system10does not have functions related to workflow execution. The document management system10does not include the workflow control unit14, the execution unit15, and the workflow information storage unit24. However, the document management system10according to the present embodiment may execute a workflow.

The data management unit13controls document information stored in the document information storage unit22and metadata stored in the metadata storage unit23.

In Embodiment 3, the document management system10includes the processing request unit26, the ID management unit27, an ID assignment unit28, and an acquisition request unit29.

The processing request unit26(an example of a first request unit) requests the external service system60to process a document transmitted from the terminal50and acquires a document ID assigned to the document by the external service system60for controlling the document.

The ID assignment unit28assigns, to the document received from the terminal50, a first document ID used by the document management system10to control the document and stores the document ID in the document information storage unit22.

The ID management unit27stores, in the ID association storage unit25, the first document ID assigned to the document by the ID assignment unit28and the second document used by the external service system60to control the document in association with each other.

Next, the document information storage unit22, the metadata storage unit23, and the ID association storage unit25will be described.

FIG.29illustrates an example of document information stored in the document information storage unit22according to the present embodiment. In the following description with reference toFIG.29, the differences fromFIG.5are described. As the document ID inFIG.29both the first document ID assigned by the document management system10and the second document ID assigned by the external service system60are registered. For example, the document ID “B” inFIG.29is assigned by the external service system60. The document ID “B” is the second document ID assigned by the external service system60before the external service system60processes the document. In the present embodiment, the processed document itself may be stored in the item of the file path. Alternatively, a storage location such as a URL or a file path of the processed document may be stored in the item of the file path. The storage location may be transmitted from the external service system60(the document itself is not transmitted from the external service system60) or may be created by the document management system10.

FIG.30illustrates an example of metadata stored in the metadata storage unit23according to the present embodiment. In the following description with reference toFIG.30, the differences fromFIG.6are described. InFIG.30, the document ID “B” assigned by the external service system60is registered in the item of the document ID. Thus, the user can directly search for the document having the document ID “B.” The file name of the document ID “B” is transmitted from the external service system60. Regarding the document type stored in the metadata storage unit23inFIG.30, a fixed code (for example, “processed”) is added to the document type of the document before processing.

Further, in the present embodiment, as illustrated inFIG.30, the metadata storage unit23does not have an item of association information. In the present embodiment, the document management system10does not assign the third document ID “C” after processing, and the first document ID “A” and the second document ID “B” are associated with each other in the ID association storage unit25.

The ID association information stored in the ID association storage unit25in Embodiment 3 is similar to that of Embodiment 2 illustrated inFIG.22. As illustrated inFIG.22, the ID association storage unit25stores the document ID assigned before processing, used by the document management system10to control the document, and the document ID used by the external service system60to control the document in association with each other. Since the document ID assigned before processing and the document ID used by the external service system60are associated with each other, the processed document stored in the document information storage unit22is associated with the document ID “A” assigned before processing.

In many cases, the second document ID used by the external service system60for controlling the document is assigned before the external service system60actually processes the document. However, for convenience, in the present embodiment, the second document ID may be referred to as a “document ID after processing” regardless of the assignment timing. The external service system60may assign the second document ID before processing or after processing.

The acquisition request unit29(an example of second request unit) transmits, to the external service system60via the communication unit11, a request for transmitting, to the document management system10, information including the document ID “B” and relating to the document having been processed by the external service system60.

The communication unit11(an example of a reception unit) receives the information on the processed document and the document ID “B” transmitted from the external service system60.

Based on the received document ID “B,” the data management unit13stores the information on the processed document received via the communication unit11in the document information storage unit22in association with the document ID “A.”

External Service System

The description with reference toFIG.28is continued. Similar to the configuration of Embodiment 2 illustrated inFIG.21, the external service system60includes the communication unit61, the processing control unit62, the processing unit63, the storing control unit64, and the processed document information storage unit65. These functions of the external service system60are implemented by the CPU501of the computer500illustrated inFIG.3executing a program stored in the HD504.

The communication unit61communicates with the document management system10to transmit or receive various information (data). In the present embodiment, the communication unit61receives, from the document management system10, a document to he processed and transmits, to the document management system10, the second document ID assigned and used by the external service system60to control the document. Further, the communication unit61transmits the information on the processed document to the document management system10.

The processing control unit62executes processing set in advance in the external service system60. This processing may be any processing. As described above, examples thereof include OCR processing, PDF conversion processing, image processing, audio processing, file combining processing, and electronic contract processing. When the external service system60executes a plurality of processes, the processing control unit62may control the order of execution of the plurality of processes. Further, the processing control unit62assigns, to the document to be processed, the second document ID used in the external service system60.

The processing unit63is a module that actually performs processing. The processing control unit62calls the processing unit63to execute various types of processing on a document. The processing unit63may be prepared for each of processing such as OCR processing, PDF conversion processing, image processing, audio processing, file combining processing, and electronic contract processing.

The storing control unit64stores the document processed by the processing unit63in the processed document information storage unit65in association with the second document ID assigned by the processing control unit62. Further, in response to receiving, from the document management system10, a request for transmitting the processed document specified by the second document ID used in the external service system60, the storing control unit64transmits the information on the document to the document management system10via the communication unit61.

The processed document information stored in the processed document information storage unit65in Embodiment 3 is similar to that of Embodiment 2, illustrated inFIG.23. The processed document information is information on a document having been processed by the external service system60. Since the processed document information are described above in Embodiment 2, the redundant description is omitted.

Storing of Document ID Assigned by Document Management System and Document ID Assigned by External Service System

Next, a procedure for storing document IDs will be described with reference toFIG.31.FIG.31is a sequence diagram illustrating an example of a procedure for the document management system10according to Embodiment 3 to store the first document ID used by the document management system10and the second document ID used by the external service system60in association with each other.

S51: The user operates the terminal50to create a document. The document may be a contract document as in Embodiment 1 or may be a simple file generated by an application such as word processing software or presentation software. The document management system10max support the creation of the document. In this case, the terminal50executes a web application provided by the document management system10to guide, for example, user's inputting or selecting of text to create a desired document.

Next, the terminal50displays a web page for document registration generated by the screen generation unit12. The user uploads (transmits) the document to the document management system10from the web page. The user inputs, to the terminal50, an operation of transmitting the document to the document management system10. The user sets a desired metadata item and inputs a value. The operation receiving unit53of the terminal50receives the operation, and the communication unit51transmits the document and the metadata to the document management system10. The document management system10may extract metadata instead of transmitting metadata from the terminal50(or after the metadata is transmitted from the terminal50).

S52: The communication unit11(an example of second communication unit) of the document management system10receives the document and the metadata. The screen generation unit12requests the data management unit13to store the document and the metadata.

S52-2: The data management unit13requests the ID assignment unit28to store the document and the metadata.

S52-3: The ID assignment unit28assigns a document ID “A” to the document and stores the document ID in the document information storage unit22in association with the document.

S52-4, S52-5: The ID assignment unit28transmits the document ID “A” stored in the document information storage unit22to the data management unit13.

S54: The data management unit13sets “A” to the document ID of the metadata. The data management unit13stores the metadata in the metadata storage unit23in association with the document ID “A.”

S55: The data management unit13transmits a document processing request to the processing request unit26. The request of processing may be transmitted prior to or in parallel with the storing the document or the metadata.

S56: The processing request unit26transmits the document processing request to the external service system60via the communication unit11. In a case where the external service system60can perform a plurality of processes, the processing request unit26specifies the content of the processing. The processing request unit26does not need to transmit (hut may transmit) the document ID “A” to the external service system60. When the first document ID is transmitted, the external service system60can also store the first document ID assigned by the document management system10and the second document ID assigned by the external service system60in association with each other.

When the communication unit61of the external service system60receives the document processing request, the processing control unit62assigns, to the document, the document ID “B” used in the external service system60. S58: The communication unit61of the external service system60transmits, to the document management system10, the document ID “(B)” used by the external service system60to control the document. The processing request unit26of the document management system10receives the document ID “B” via the communication unit11.

S58-1: The processing request unit26transmits as a response the document ID “B” to the data management unit13.

S59-1: The data management unit13stores the document ID “B” in the metadata storage unit23. At this time, when the external service system60transmits a file name in response, the data management unit13also stores the file name in the metadata storage unit23. When the external service system60does not transmit the file name at this timing, the data management unit13stores the file name in the metadata storage unit23at the time when the file name is acquired (for example, when information on the document is acquired). In addition, the data management unit13adds a predetermined code (for example, “processed”) to the file name of the processed document and stores the code in the item of the document type.

S60-1: The data management unit13requests the ID management unit27to store the document ID “A” in the ID association storage unit25.

S60-2: The processing request unit26requests the ID management unit27to store the document ID “B” in the ID association storage unit25.

S61: The ID management unit27stores the document IDs “A” and “B” in association with each other in the ID association storage unit25.

With the above procedure, the document IDs “A” and “B” are stored in association with each other in the ID association storage unit25.

Note that the steps inFIG.31need not be performed in the illustrated order. For example, the document IDs “A” and “B” may be stored in the ID association storage unit255before the document ID “B” is stored in the metadata storage unit23.

Procedure for Document Management System to Acquire Information on Processed Document from External Service System

A description is given of a procedure for the document management system10to acquire information on the processed document from the external service system60, using the document ID “B.”

FIG.32is a sequence diagram illustrating an example of the procedure for the document management system10according to Embodiment 3 to acquire information on the processed document from the external service system60. The acquisition request unit29requests the external service system60to transmit the information on the processed document processed by the external service system60by specifying the document ID “B” acquired in step S58ofFIG.31.

S171: The acquisition request unit29requests, via the communication unit11, the external service system60to transmit information on the processed document to the document management system10, by specifying the document ID “B.” Since the timing at which the external service system60ends the processing of the document is unknown to the acquisition request unit29, the acquisition request unit29repeatedly requests the processed document from the external service system60.

Instead of repeatedly requesting the processed document from the external service system60by the acquisition request unit29, the external service system60may notify the document management system10of the completion of the processing by specifying the document ID “B.” In response to the completion notification, the acquisition request unit29requests the information on the processed document from the external service system60.

The communication unit61of the external service system60receives the request for the information on the processed document. The processing control unit62determines the order of requests for document processing by the external service system60based on the order of receipt of request and the priority. When it is the turn to execute the processing of the document requested by the document management system10, the processing control unit62requests the processing unit63to execute the requested processing.

S172: The processing unit63processes the document. The storing control unit64stores the processed document in the processed document information storage unit65in association with the document ID “B.”

Note that, when the timing at which the external service system60ends the processing of the document is known to some extent, the acquisition request unit29may request the processed document at such a timing. For example, in step S58ofFIG.31, the external service system60may notify the document management system10of the timing (for example, time in seconds from that time) at which the processing ends.

S173: The communication unit61of the external service system60transmits the information on the processed document to the document management system10. The acquisition request unit29of the document management system10receives the information on the processed document via the communication unit11. The “information on the processed document” may be the document itself Alternatively, the information on the processed document may be a storage location such as a URL or a file path of the processed document.

S174: The acquisition request unit29transmits, to the data management unit13, the information on the processed document in addition to the document ID “B.”

S175: The data management unit13stores the information on the processed document in the document information storage unit22in association with the document ID “B.”

Procedure of Search

Referring toFIG.33, a description is given of a procedure for searching for a document in response to a user operation.FIG.33is an example of a sequence diagram illustrating the procedure for the document management system10according to Embodiment 3 to provide the terminal50with a search result of a document requested by a user. In the description referring toFIG.33, for simplicity, mainly differences fromFIG.13are described. The process from S181through S189may be similar to that from S31to S39inFIG.13.

S190: The data management unit13acquires, from the ID association storage unit25, the document ID “B” used in the external service system60and associated with the document ID “A” selected by the user.

First, a description is given of a case in which the document management system10does not store the document itself (file itself) in the document information storage unit22.

S191: The data management unit13specifies the document ID “B” and requests the acquisition request unit29to transmit the document processed by the external service system60.

S192: In response to the request, the acquisition request unit29requests, via the communication unit11, the processed document associated with the document ID “B” from the external service system60.

S193: The communication unit61of the external service system60receives the request. The storing control unit64acquires the document associated with the document1D “B” from the processed document information storage unit65. The communication unit61transmits the document associated with the document ID “B” to the document management system10.

S194: The acquisition request unit29of the document management system10receives the document associated with the document ID “B” via the communication unit11. The acquisition request unit29transmits the document associated with the document ID “B” to the data management unit13.

Alternatively, when the storage location such as the URL or the file path of the processed document is stored in the document information storage unit22, the data management unit13may acquire the processed document from the storage location.

In steps S191to S194, the document management system10acquires the document itself from the external service system60. Alternatively, the document management system10may acquire the information on the document associated with the document ID “B” from the document information storage unit22and transmit a document display screen in which a URL or the like is embedded to the terminal50. The terminal50can access the URL and acquire the document associated with the document ID “B.”

Next, a description is given of a case in which the document management system10stores a document itself (file itself) in the document information storage unit22.

S195,196: The data management unit13acquires the document associated with the document ID “B” from the document information storage unit22.

S197: The data management unit13passes the document associated with the document ID “B” to the screen generation unit12.

S198: The screen generation unit12generates screen information of a document display screen (an example of second screen information) on which the file names of the documents having the document IDs “A” and “B” are displayed and the documents are attached. Note that the document associated with the document ID “B” is not necessarily attached to the document display screen. The screen generation unit12may display the file names of the documents associated with the document IDs “A” and “B” and generate screen information of a document display screen in which the storage location of the document ID “B” is embedded.

The communication unit11of the document management system10transmits the screen information (an example second information of second screen) of the document display screen to the terminal50. The communication unit51of the terminal50receives the screen information of the document display screen. The display control unit52displays the document display screen according to the screen information generated by the screen generation unit12. An example of the document display screen is the same as that illustrated inFIG.26and described in Embodiment 2.

The screens for document registration, metadata setting, search, and document list may be respectively the same as the document registration screen250inFIG.14A, the metadata setting screen260inFIG.14B, the search screen210inFIG.15, and the document list screen220inFIG.16according to Embodiment 1.

InFIG.26, the file name “document_A_B” of the document controlled by the external service system60is presented in the second document field234. This document is associated with the document ID of the document presented in the first document field233in the ID association storage unit25. In this way, the user can know the file name of the document controlled by the external service system60by selecting the document registered in the document management system10.

Since the processed document controlled by the external service system60is attached to the document display screen230, the user can browse the processed document, Even when the processed document is not attached to the document display screen230, since at least the storage location such as the URL or the file path is embedded in the document display screen230, the user can access and view the processed document.

The document management system10according to Embodiment 3 stores the first document ID “A” used for document control in the document management system10and the second document ID “B” used for document control in the external service system60in association with each other. The document management system10stores the information on the processed document in association with the document ID “A” assigned to the document before processing. This configuration enables the user to acquire, by using the document management system10, the document processed by the external service system60from the document management system10.

Now, descriptions are given of other application of the embodiments described above.

Although embodiments of the present disclosure are described above, the present disclosure is not limited to the details of the embodiments described above, and various modifications and replacements are possible within a scope not departing from the aspects of the present disclosure.

For example, in the above-described embodiments, in the process of executing the workflow, the document management system10cooperates with the electronic contract system30and the document IDs are associated with each other. Alternatively, the document management system10may not execute the workflow. For example, the user may instruct a process to be executed by the document management system10and a process to be executed by the electronic contract system30in order.

Even when one document is transmitted from the document management system10, a plurality of documents may be generated as a result of a process performed by the electronic contract system30. In this case, identification information is assigned to each document generated by the electronic contract system30.

There are various workflows. For example, one workflow includes performing optical character recognition (OCR) of a document and saving the document in a cloud storage. Another workflow includes receiving an e-mail or a facsimile and saving the e-mail or the facsimile in a cloud storage. A workflow is generated by the user setting each process performed therein.

In the above-described embodiments, the electronic contract system30, the time stamp system, the noise removal system, and the digital watermark system are examples of the external service system, but the examples include various systems such as a cloud storage system, an OCR system, translation system, and a voice recognition system.

The configuration examples illustrated in, for example,FIGS.4,21, and28functional units are divided according to the main functions for ease of understanding of the processing by the document management system10, the electronic contract system30, and the terminal50. Each processing unit or each specific name of the processing unit is not to limit the scope of the present disclosure. The processes implemented by the document management system10, the electronic contract system30, and the terminal50may be divided into a larger number of processes according to the contents of processes. In addition, a single processing unit can be further divided into a plurality of processing units.

The apparatuses or devices described in one embodiment are just one example of plural computing environments that implement the one embodiment in this specification. In one embodiment, the document management system10includes a plurality of computing devices such as server clusters. The plurality of computing devices communicates with one another through any type of communication link including, for example, a network or a shared memory, and performs the operations described in the present disclosure.

Further, the document management system10may be configured to share the steps in the present embodiment illustrated in, for example,FIGS.9,13,24,25, and31to33, in various combinations. The document management system10may be integrated into one server or may be divided into a plurality of devices or apparatuses.

An aspect of the present disclosure concerns an information processing system including a terminal to transmit electronic data and an information processing apparatus to request an external service system to perform predetermined processing on the electronic data.

The terminal includes a first communication unit to transmit the electronic data to the information processing apparatus.

The information processing apparatus includes: a second communication unit to receive, from the terminal, first electronic data and a request for processing on the first electronic data.; an identification information assignment unit to assign first identification information to the first electronic data first request unit to request the external service system to perform the processing on the first electronic data received by the second communication unit, and acquire, from the external service system, second identification information used by the external service system to control the first electronic data; an identification information management unit to store, in a storage area, the first identification information and the second identification information in association with each other; a second request unit to request the external service system to transmit, to the information processing apparatus, information on second electronic data having been generated by the processing on the first electronic data performed by the external service system, the information including the second identification information; a reception unit to receive the second electronic data and the second identification information transmitted from the external service system based on the request made by the second request unit; and a data management unit configured to store the information on the second electronic data received by the reception unit in association with the first identification information used by the information processing apparatus to control the first electronic data.

The above-described embodiments are illustrative and do not limit the present invention. Thus, numerous additional modifications and variations are possible in light of the above teachings. For example, elements and/or features of different illustrative embodiments may be combined with each other and/or substituted for each other within the scope of the present invention. Any one of the above-described operations may be performed in various other ways, for example, in an order different from the one described above.

Each of the functions of the described embodiments may be implemented by one or more processing circuits or circuitry. The term “processing circuit or circuitry” in the present specification includes a programmed processor to execute the functions by software, such as a processor implemented by an electronic circuit, and devices, such as an application specific integrated circuit (ASIC), a digital signal processors (DSP), a field programmable gate array (FPGA), and conventional circuit modules arranged to perform the above-described functions.

The functionality of the elements disclosed herein may be implemented using circuitry or processing circuitry which includes general purpose processors, special purpose processors, integrated circuits, application specific integrated circuits, digital signal processors, field programmable gate arrays, conventional circuitry and/or combinations thereof which are configured or programmed to perform the disclosed functionality. Processors are considered processing circuitry or circuitry as they include transistors and other circuitry therein. In the disclosure, the circuitry, units, or means are hardware that carry out or are programmed to perform the recited functionality. The hardware may be any hardware disclosed herein or otherwise known which is programmed or configured to carry out the recited functionality. When the hardware is a processor which may be considered a type of circuitry, the circuitry, means, or units are a combination of hardware and software, the software being used to configure the hardware and/or processor.