JP2016189148A - File management system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a file management system capable of managing files of different versions while reducing the capacity of mail itself. SOLUTION: A transmitted mail receiving means 2 receives a transmitted mail from a terminal device in a system. If the transmitted file recording means 4 has an attached file in the received transmitted mail, the transmitted file recording means 4 separates the attached file. Further, the separated attached file is attached with the mail attribute information and recorded in the recording unit 12. The outgoing mail delivery means 6 attaches a link to the separated and recorded file to the outgoing mail from which the attached file is separated. In addition, an email with this link is sent to the destination. The grouping means 8 uses the mail attribute information to group the files 20 recorded in the recording unit 12 as different versions of the same file. [Selection diagram] Fig. 1

Description

  The present invention relates to a system for managing files attached to e-mails.

  The file attached to the e-mail needs to be found by launching the e-mail management software, and the operation is complicated. In order to solve this, every time an e-mail is received, an attached file must be downloaded to its own terminal device and recorded in a desired folder. The work was complicated.

  In addition, emails with attached files are not only large in capacity and occupy the communication band, but also exceed the allowable capacity of the destination mail server device and may be rejected. there were.

  Patent Document 1 discloses that a file attached to an e-mail is separately recorded in the transmission source terminal device, and a link to the file is described in the e-mail.

  Patent Document 2 discloses a system that separates files attached to outgoing mail and incoming mail and registers them in a database server. As a result, it is possible to reduce the capacity of the outgoing mail and save the file.

JP 2001-92734 A JP2002-49569

  However, the apparatus of Patent Document 1 can solve the problem of reducing the capacity of the outgoing mail itself, but cannot solve the problem of facilitating file management.

  Although the system of Patent Document 2 has an effect that the attached file can be stored in one place while reducing the capacity of the transmission mail itself, the relationship between the attached files cannot be managed. For example, the corrected file is the same file as the original file, and only the version is different, but this is to be treated as a completely different file.

  In general, there is a file management system capable of version management, but in such a system, the user must indicate that the files are the same (recording with the same file name, etc.). Therefore, in a system that automatically registers and registers as in Patent Document 2, it is not possible to give an instruction as to whether the files are the same, and as a result, they are handled as different files.

  An object of the present invention is to provide a file management system capable of solving different versions of files while solving at least one of the above problems and reducing the capacity of the mail itself. .

  Several independently applicable features of the invention are listed.

(1) A file management system provided with a server device according to the present invention, wherein the server device accepts an outgoing mail from an in-system terminal device that transmits and receives mail using the server device as a main mail relay point. Means, and if there is an attached file in the received outgoing mail, the attached file is separated, attached with mail attribute information, and recorded in the recording unit, and the outgoing mail from which the attached file has been deleted, A transmission mail delivery means for delivering a transmission mail to a transmission destination with a link to an attached file separated and recorded, and at least the mail attribute information, the file recorded in the recording unit Grouping means for grouping as different versions, and how the files are in response to a request from the terminal device in the system Or information are grouped, and a group information transmitting means for transmitting into the system terminal.

  Therefore, file version management can be performed for the attached file of the outgoing mail while reducing the mail capacity.

(2) (3) In the system according to the present invention, the server device receives received mail from an external terminal device that performs transmission / reception without using the server device as a main mail relay point; If there is an attached file in the received mail, the attached file is separated, attached with mail attribute information, and recorded in the received file recording means for recording in the recording unit and the received mail from which the attached file has been deleted. A received mail delivery means for delivering a received mail to a recipient with a link to the attached file and a group of files recorded in the recording unit using at least the mail attribute information as different versions of the same file Information on how files are grouped in response to a request from the intra-system terminal device And a grouping information transmitting means for transmitting into the system terminal.

  Therefore, file version management can be performed for the attached file of the received mail while reducing the mail capacity.

(4) In the system according to the present invention, the grouping means uses the sender, the recipient, or the transmission date as the mail attribute information, whether the sent mail or received mail to which the file is attached is a reply file. It is characterized by grouping.

  Therefore, appropriate grouping can be performed according to the attribute of the mail of the attachment source.

(5) The system according to the present invention is characterized in that grouping is performed in consideration of at least an attached file type or an attached file name.

  Therefore, grouping can be performed more appropriately.

(6) The system according to the present invention transmits a difference extraction unit that extracts a difference between files of different versions belonging to the same group recorded in the recording unit, and transmits the extracted difference information to the terminal device in the system. Difference information transmission means.

  Therefore, difference management can also be performed.

(7) The system according to the present invention is characterized in that the server device includes a mail server device and a file management server device.

  Therefore, the operation burden on the system can be reduced.

  In the embodiment, “sent mail reception means” corresponds to step S1.

  In the embodiment, “transmission file recording means” corresponds to steps S3 and S13.

  In the embodiment, “sent mail delivery means” corresponds to step S7.

  In the embodiment, “grouping means” corresponds to step S72.

  In the embodiment, “grouping information transmitting means” corresponds to step S83.

  In the embodiment, “received mail reception means” corresponds to step S51.

  “Received file recording means” corresponds to steps S53 and S63 in the embodiment.

  In the embodiment, “received mail delivery means” corresponds to step S57.

  The “program” is a concept that includes not only a program that can be directly executed by the CPU, but also a source format program, a compressed program, an encrypted program, and the like.

It is a whole block diagram of a server apparatus. 1 is an overall configuration diagram of a system. This is a hardware configuration of the mail server device 32. This is a hardware configuration of the file management server device 34. 4 is a flowchart of a mail server program 62 and a file management program 63. 4 is a flowchart of a mail server program 62 and a file management program 63. It is an example of mail attribute information. It is an example of file management information. 4 is a flowchart of a mail server program 62 and a file management program 63. 4 is a flowchart of a mail server program 62 and a file management program 63. 10 is a flowchart of a file management program 63. It is an example of the accumulated file management information. 10 is a flowchart of a file management program 63. It is an example of a grouping display. It is an example of a difference display.

1. First embodiment
1.1 Overall Configuration FIG. 1 shows the overall configuration of the server device in the file management system according to the first embodiment of the present invention.

  The transmission mail receiving means 2 receives a transmission mail (mail transmitted by the in-system terminal device) from the in-system terminal device. Here, the in-system terminal device refers to a terminal device having the server device as a main mail relay point. That is, the in-system terminal device sends a transmission mail to the server device of FIG. 1, and transmits the mail to the transmission destination via another mail server device. Further, the received mail is received by the server device via another mail server device.

  The transmission file recording means 4 separates the attachment file if the received transmission mail has an attachment file. Further, mail attribute information is added to the separated attached file and recorded in the recording unit 12.

  The outgoing mail delivery means 6 attaches a link to the separated and recorded file to the outgoing mail from which the attached file has been separated. Furthermore, the mail with this link is transmitted to the destination.

  The grouping means 8 groups the files 20 recorded in the recording unit 12 as different versions of the same file using the mail attribute information. The grouping information transmission means 10 transmits information on how files are grouped to the in-system terminal device.

  The received mail receiving means 14 receives a received mail (mail received by the in-system terminal apparatus) from the terminal apparatus outside the system. Here, the non-system terminal device refers to a terminal device that uses a mail server device other than the server device as a main mail relay point. That is, the non-system terminal device transmits and receives mail via the other mail server device.

  The received file recording means 16 separates the attached file if there is an attached file in the received mail. Further, mail attribute information is added to the separated attached file and recorded in the recording unit 12.

  The received mail delivery means 18 attaches a link to the separated and recorded file to the received mail from which the attached file is separated. Further, the mail with this link is delivered to the recipient.

Therefore, it is possible to provide a file management system capable of managing files of different versions while reducing the capacity of the mail itself.

1.2 System Configuration FIG. 2 shows a configuration of a file management system having a server device. The in-system terminal devices 30, 30... Are connected to the mail server device 32 and the file management server device 34 according to the present embodiment via an in-house network (or the Internet). The mail server device 32 and the file management server device 34 are connected to the Internet. In this embodiment, a server device is constructed by the mail server device 32 and the file management server device 34.

  The non-system terminal devices 40, 40... Are connected to the mail server device 36 via a network. The mail server device 36 is connected to the Internet.

  When a mail is transmitted from the terminal device 30 in the system to the terminal device 40 outside the system, the transmission mail is sent to the mail server device 32, transferred to the mail server device 36, and the terminal device 40 outside the system receives this.

  When the in-system terminal device 30 receives a mail from the non-system terminal device 40, the mail server device 32 receives the received mail from the mail server device 36, and the in-system terminal device 30 receives it.

  FIG. 3 shows a hardware configuration of the mail server device 32. A memory 52, a hard disk 54, a DVD-ROM drive 56, and a communication circuit 58 are connected to the CPU 50. The communication circuit 58 is a circuit for connecting to a LAN or the Internet.

  An operating system 60 and a mail server program 62 are recorded on the hard disk 54. The mail server program 62 performs its function in cooperation with the operating system 60. These programs are those recorded on the DVD-ROM 64 and installed on the hard disk 54 via the DVD-ROM drive 56.

  FIG. 4 shows a hardware configuration of the file management server device 34. A memory 53, a hard disk 55, a DVD-ROM drive 57, and a communication circuit 59 are connected to the CPU 51. The communication circuit 59 is a circuit for connecting to a LAN or the Internet.

  An operating system 61 and a file management program 63 are recorded on the hard disk 55. The file management program 63 performs its function in cooperation with the operating system 61. These programs are those recorded on the DVD-ROM 65 and installed on the hard disk 55 via the DVD-ROM drive 57.

  In addition, files 20, 20,... Are recorded on the hard disk 55. It may be recorded on a hard disk connected to another computer.

The hardware configuration of the in-system terminal device 30 is the same. However, a browsing program for browsing an e-mail program (mailer) or a file of the file management server device 34 is recorded in the hard disk of these terminal devices. A display and a keyboard / mouse are also connected.

1.3 File management processing
(1) Processing for outgoing mail FIG. 5 and FIG. 6 show the processing of the mail server program 62 and the file management program 63 for the processing of mail (referred to as outgoing mail) addressed from the in-system terminal device 30 to the non-system terminal device 40. A flowchart is shown.

  A mail created by the user using the electronic mail program of the in-system terminal device 30 is transmitted to the mail server device 32 regardless of the destination. The CPU 50 of the mail server device 32 (hereinafter may be abbreviated as “mail server device 32”) acquires this outgoing mail (step S1). The mail server device 32 determines whether there is an attached file in the transmitted mail (step S2). If there is no attached file, no special processing is performed and the mail is transmitted to the mail server device 36 (step S7).

  If there is an attached file, the mail server device 32 separates the attached file (step S3). Next, the mail server device 32 acquires mail header information (meta-information such as message ID attached to the mail text, sender, and recipient) of the outgoing mail (step S4). FIG. 7 shows an example of header information. Mail attribute information such as a message ID, a sender, a recipient, a mail subject, and a reply mail (1 is reply, 0 is not reply) is shown. Whether or not it is a reply mail can be determined by checking whether the RE: is added to the title or if there is a line with a> mark at the top in the body.

  Next, the mail server device 32 transmits the separated attached file and the mail header information to the file management server device 34 (step S5).

  The CPU 51 of the file management server device 34 (hereinafter sometimes abbreviated as the file management server device 34) analyzes the received attached file and extracts the attached file information. File management information is generated based on the extracted attached file information and the received mail header information (step S11). FIG. 8 shows an example of file management information. File type, creation date, update date, file name, etc. are recorded. In the figure, since there are many items, it is divided into two stages. The file management server device 34 sets the location where the file is to be recorded from now on as the download URL in the file management information.

  Subsequently, the file management server device 34 transmits a download URL to the mail server device 32 (step S12). In response to this, the mail server device 32 adds a link to the download URL in the transmitted mail (step S6). Thereafter, the transmission mail is transmitted to the transmission destination (step S7).

  On the other hand, the file management server device 34 attaches file management information and records the file on the hard disk 55 (step S13). The recording location is associated with the download URL in the file management information. In this way, the file attached to the outgoing mail is recorded on the hard disk 55.

  Through the processing as described above, the file management information is stored in the hard disk 55 as shown in FIG.

  The outgoing mail is recorded in the mail box of the destination user of the mail server device 36. The transmission destination user makes a mail acquisition request to the mail server device 36 from the non-system terminal device 40. The non-system terminal device 40 that has received the mail clicks the link to the download URL described in the mail. As a result, the file request is transmitted to the file management server device 34. The file management server device 34 specifies the recording location of the file associated with the download URL, reads the file, and transmits it to the terminal device 40 outside the system. Thereby, a file can be browsed (or recorded).

In the above description, the case where the mail is transmitted to the non-system terminal device 40 has been described. However, the same applies to the case where a mail is transmitted to the in-system terminal device 30. In this case, in step S7, the mail server device 32 records and distributes the mail in the mailbox of the transmission destination user managed by the mail server device 32.

(2) Processing for Received Mail FIG. 9 and FIG. 10 show mail server program 62 and file management program 63 for processing mail (called received mail) addressed from in-system terminal device 40 to in-system terminal device 30. The flowchart of is shown.

  The mail server device 32 acquires the received mail sent from the mail server device 36 (step S51). The mail server device 32 determines whether there is an attached file in the received mail (step S52). If there is no attached file, no special process is performed, and the mail is recorded in the mail box of the destination user (step S57).

  If there is an attached file, the mail server device 32 separates the attached file (step S53). Next, the mail server device 32 acquires header information of the outgoing mail (step S54). The mail server device 32 transmits the separated attached file and mail header information to the file management server device 34 (step S55).

  The file management server device 34 analyzes the received attached file and extracts attached file information. File management information is generated based on the extracted attached file information and the received mail header information (step S61). The file management server device 34 sets the location where the file is to be recorded from now on as the download URL in the file management information.

  Subsequently, the file management server device 34 transmits a download URL to the mail server device 32 (step S62). In response to this, the mail server device 32 adds a link to the download URL in the received mail (step S56). Thereafter, the received mail is recorded in the destination user's mailbox (step S57).

  On the other hand, the file management server device 34 attaches file management information and records the file on the hard disk 55 (step S63). The recording location is a location corresponding to the download URL. In this way, the file attached to the received mail is recorded on the hard disk 55.

  Through the processing as described above, the file management information is stored in the hard disk 55 as shown in FIG.

  The destination user makes a mail acquisition request from the in-system terminal device 30 to the mail server device 32. The in-system terminal device 30 that has received the mail can view (or record) the file by clicking the link to the download URL described in the mail.

  In addition, the case where the mail from the non-system terminal device 40 is received has been described above. However, the same applies to the case where a mail from the in-system terminal device 30 is received. In this case, the received mail is acquired from the in-system terminal device 30 in step S51.

In the above description, the file can be acquired by clicking the download URL when receiving the mail. However, as shown below, when the download URL is clicked, the browsing program is activated and a file list may be displayed.

(3) Grouping / Difference Processing FIG. 11 shows a flowchart of the file management program 63 regarding file grouping processing and difference processing.

  The file management server device 34 finds files that can be grouped with respect to the target file recorded on the hard disk 55 (step S72). In this embodiment, the grouping is determined based on the following criteria.

i) There is a relationship between the file attached to the outgoing mail and the file attached to the reply mail.
ii) The file names are the same.

If both i) and ii) above are satisfied, they are grouped as different versions of the same file. In addition to or instead of the above, the following elements may be considered. About two files
iii) Whether the file types are the same
iv) Whether the degree of coincidence of file contents is greater than a specified percentage
v) The email title is the same or similar (contains the same word, etc.)
vi) Either the mail recipient or sender is in common
v) Whether the transmission date and time are close (for example, within one month) When the files that can be grouped with respect to the target file are found as described above, the file management server device 34 shows those files in FIG. Thus, the same group name is recorded (step S72). If the file is similar to any of the existing group files, the group name is recorded.

  Furthermore, the update date / time of these files is compared, and the parent / child flag is added / updated to the file management information according to the date / time (step S73). For example, in the case of fileA001 and file002 in FIG. 12, since the former has an older update date, file001 is described in the parent flag column of file002, and file002 is described in the child flag column of file001. Further, when file003 enters the group, file003 is described in the child flag column of file002, and file002 is described in the parent flag column of file003.

  When the process for the target file is completed as described above, the processes in steps S72 and S73 are repeated with the other files as target files (steps S71 and S74).

  FIG. 13 shows a flowchart of the file management program 63 when a file list is requested from the in-system terminal device 30 (for example, when a download URL is clicked). The file management server device 34 receives a file list request from the in-system terminal device 30 (step S81). In response to this, the file management server device 34 collects the files recorded on the hard disk 55 for each group (step S82). Further, a list screen showing the parent-child relationship for each group is generated and transmitted (step S83).

  The in-system terminal device 30 displays this on the display. The displayed list screen is shown in FIG. 14a. The file management information is grouped based on the group item, and the parent-child relationship is displayed based on the parent flag and child flag of the file management information.

  If the displayed grouping is not appropriate, the user of the in-system terminal device 30 can perform correction by operating the mouse or the like. For example, when the grandchild of file C in FIG. 14a does not belong to any group other than the group of file C, the following operation is performed.

  First, a correction menu is displayed by right-clicking the mouse (not shown). Select Create new group from this modification menu. As a result, a new group creation instruction is transmitted to the file management server device 34. Receiving this, the file management server device 34 adds a new group D to the file management information, and transmits a list screen in which the new group D is added.

  The user operates the mouse to move the file C grandchild to the displayed new group D. As a result, a command for setting the file C grandchild to the group D is transmitted to the file management server device 34. The file management server device 34 corrects the file management management information so that the file C grandchild is a group D. Further, the corrected list screen is transmitted to the in-system management apparatus 30. A screen displayed on the in-system management apparatus 30 is shown in FIG. File C grandchild is displayed as file D parent.

  As described above, the user can correct the grouping automatically performed on the apparatus side.

  Next, it is assumed that the user of the in-system terminal device 30 selects any one of the files in FIG. For example, a menu is displayed by right-clicking on the file, and a difference display is selected. As a result, a difference display request is transmitted to the file management server device 34.

  The file management server device 34 receives this (step S84). If the designated file has a parent file (that is, if there is a previous version), the file management server device 34 extracts the difference between the designated file and the old version file (step S85). The extracted difference is transmitted to the in-system terminal device 30 as a difference display screen (step S86).

  Receiving this, the in-system terminal device 30 displays a difference display screen on the display as shown in FIG. Thereby, it is possible to know how much the file B child has changed from the file B parent.

Next, when the user of the in-system terminal device 30 instructs to download the selected file by operating the mouse, the file management server device 34 receives this (step S87). The file management server device 34 reads the designated file from the hard disk 55 and transmits it to the in-system terminal device 30 (step S88).

1.4 Other embodiments
(1) In the above embodiment, the mail server device 32 and the file management server device 34 are configured separately. However, a single server device may be used.

(2) In the above embodiment, when grouping is performed based on the similarity of file contents, the similarity of file contents is calculated each time. However, the similarity between the contents of each file may be calculated and recorded in advance.

(3) In the above embodiment, grouping is performed by different versions of the same file, but folder management and tag management may be performed separately.

(4) In the above embodiment, grouping is performed based on the mail attribute and the file attribute. However, this may be performed by only one of them.

(5) In the above embodiment, unified grouping is performed regardless of the user. However, grouping may be performed for each user. This is particularly preferable when the user modifies the group. In this case, it is necessary to have group information for each user in the file management information.

(6) In the above embodiment, the file difference is acquired each time. However, the file management server device 34 may extract and record the difference in advance.

(7) In the above embodiment, both the attached file of the outgoing mail and the incoming mail are separated and managed. However, only one of the attached files may be managed separately.

(8) In the above embodiment, different versions of the same file are grouped into the same group. However, like a normal folder, files of the same item (drawing file, specification file, estimate file, etc.) may be grouped. In this case, the file management server device 34 can perform grouping based on the title of the mail or the like (whether the titles are the same).

Claims (7)

A file management system comprising a server device,
The server device
A transmission mail receiving means for receiving a transmission mail from a terminal device in the system that transmits and receives mail using the server device as a main mail relay point;
If there is an attached file in the received transmission mail, the transmission file recording means for separating the attachment file, attaching the mail attribute information, and recording it in the recording unit;
A transmission mail delivery means for delivering a transmission mail to a transmission destination with a link to the attachment file recorded separately from the transmission mail from which the attachment file has been deleted;
Grouping means for grouping files recorded in the recording unit as different versions of the same file using at least the mail attribute information;
In response to a request from the in-system terminal device, grouping information transmitting means for transmitting information on how files are grouped to the in-system terminal device;
File management system with The file management system according to claim 1, wherein
The server device includes a received mail receiving unit that receives a received mail from a terminal device outside the system that performs transmission and reception without using the server device as a main mail relay point;
If there is an attached file in the received mail received, the received file recording means for separating the attached file, attaching mail attribute information, and recording it in the recording unit;
A received mail delivery means for delivering the received mail to the recipient by attaching a link to the separated attached file to the received mail from which the attached file has been deleted;
File management system. A file management system comprising a server device,
The server device
A received mail receiving means for receiving a received mail from a terminal device outside the system that transmits and receives without using the server device as a main mail relay point;
If there is an attached file in the received mail received, the received file recording means for separating the attached file, attaching mail attribute information, and recording it in the recording unit;
A received mail delivery means for delivering the received mail to the recipient by attaching a link to the separated attached file to the received mail from which the attached file has been deleted;
Grouping means for grouping files recorded in the recording unit as different versions of the same file using at least the mail attribute information;
In response to a request from the in-system terminal device, grouping information transmitting means for transmitting information on how files are grouped to the in-system terminal device;
File management system with In the system in any one of Claims 1-3,
The grouping means performs grouping based on whether the transmitted mail or received mail to which the file is attached is a reply file, the sender, the recipient, or the transmission date / time as mail attribute information. system. In the system in any one of Claims 1-4,
A system that performs grouping in consideration of at least an attachment file type or an attachment file name. In the system in any one of Claims 1-5,
Difference extraction means for extracting differences between different versions of files belonging to the same group recorded in the recording unit;
Difference information transmitting means for transmitting the extracted difference information to the terminal device in the system;
Further comprising a system. In the system in any one of Claims 1-6,
The server device includes a mail server device and a file management server device.

Images