Patent Grant
7370041
1. Field of the Invention
The present invention relates to an information processing method, an information processing system, an information registration apparatus, an information acquisition apparatus, and a computer memory product. More specifically, the present invention relates to an information processing method for registering electronic document information (hereinafter simply referred to as the document information) in a database such as a server computer or the like and then distributing the document information; an information processing system for the information processing method; an information registration apparatus and an information acquisition apparatus that are components of such an information processing system; and a computer-readable medium (computer memory product) storing computer programs for realizing the functions of the information registration apparatus and information acquisition apparatus by a general-purpose computer.
2. Description of Related Art
With the recent IT (Information Technology) development, an increasing number of document information is being created, and a variety of information processing systems for efficiently registering such document information and for distributing the registered document information have been put into practical use.
A general example of the information processing systems for registering and distributing document information is a system in which a server computer (hereinafter referred to as the server) which stores and manages document information is connected to a communication network such as a LAN or the Internet, an information registrant registers document information in the server, and an information user acquires document information into a client computer from the server.
However, with the above system using the server, the processing load on the server becomes heavier as the data volume of the document information managed by the server increases. An invention was proposed in view of such a circumstance, and, as disclosed in Japanese Patent Application Laid-Open No. 11-85578 (1999), this invention sets a condition for eliminating documents, such as the validity period or number of registered documents, in the server, compares the registered document information with such the condition for eliminating document, and eliminates document information satisfying the condition. With such a construction, the data volume managed by the server can always be kept within the processing ability of the server.
Moreover, when the information volume of individual pieces of document information increases, it needs a long time to understand the content of each piece of document information. Then, an invention was proposed, and, as disclosed in Japanese Patent Application Laid-Open No. 10-307745 (1998), this invention causes a server to generate a reference image of document information and uses this reference image as means for knowing the outline of an individual piece of document information.
However, it is not always the case that the reference image as disclosed in the above-mentioned invention of Japanese Patent Application Laid-Open No. 10-307745 (1998) contains information showing the name or mail address of the information registrant. Therefore, when an information user who views the reference image wishes to make an inquiry about the document information, this user faces the problem that he/she can not contact the information registrant.
Besides, even if the information user can contact the information registrant, the information user needs to let the information registrant know his/her desired document information among a plurality of pieces of document information registered by the information registrant. In order to specify document information, the document registrant must be extractable from the reference image.
In addition, when document information registered in the server was eliminated by a method as disclosed in the above Japanese Patent Application Laid-Open No. 11-85578 (1999), the information concerning the document information does not exist in the server, and the information user faces the problem that he/she can not acquire the document information but wastes time and money to trying to acquire the document information.
The present invention has been made with the aim of solving the above problems, and it is a principle object of the present invention to provide an information processing method and an information processing system, capable of creating summary information including an outline of document information, location information indicating an apparatus in which the document information is registered and the stored location in the apparatus, and registrant information of the document information, thereby enabling an information user (recipient) who received the summary information to easily contact the registrant of the document information, and further capable of adding validity period information of the document information to the summary information, thereby enabling a document acquisition apparatus that received the summary information to determine whether or not the document information is present in an information management apparatus, in other words, whether or not the document information is acquirable.
It is also an object of the present invention to provide an information registration apparatus, an information acquisition apparatus, and a recording medium (computer memory product) storing computer programs for them, constituting the above-mentioned information processing system.
According to a first aspect of the information processing method of the present invention, there is provided an information processing method for allowing an information acquisition apparatus to receive and acquire document information being registered in an information management apparatus to which document information is transmitted from an information registration apparatus, comprising the steps of creating, by the information registration apparatus, summary information including outline information containing a part of document information registered in the information management apparatus, location information indicating the information management apparatus in which the document information is registered and a registration location in the information management apparatus, and registrant information specifying itself; transmitting, by the information registration apparatus, the summary information to the information acquisition apparatus; receiving, by the information acquisition apparatus, the summary information from the information registration apparatus; creating, by the information acquisition apparatus, a communication document to be transmitted to the information registration apparatus that transmitted the received summary information; and transmitting, by the information acquisition apparatus, the created communication document according to the registrant information included in the summary information corresponding to the communication document.
In the first aspect of such an information processing method of the present invention, an information registration apparatus creates summary information including outline information containing a part of document information registered in the information management apparatus, location information indicating the information management apparatus in which the document information is registered and the registration location in the information management apparatus, and registrant information specifying itself, and then transmits the summary information to an information acquisition apparatus. The information acquisition apparatus receives the summary information from the information registration apparatus, creates a communication document to be transmitted to the information registration apparatus that transmitted the received summary information, and transmits the created communication document, according to the registrant information included in the summary information corresponding to the communication document.
According to a second aspect of the information processing method of the present invention, there is provided an information processing method based on the first aspect, further comprising the steps of accepting, by the information registration apparatus, validity period information showing a time limit within which the document information registered in the information management apparatus is acquirable; adding, by the information registration apparatus, the accepted validity period information to the summary information; and determining, by the information acquisition apparatus, based on the validity period information included in the summary information received from the information registration apparatus, whether or not the document information is acquirable from the information management apparatus.
In the second aspect of such an information processing method of the present invention, in addition to the first aspect, the information registration apparatus accepts validity period information showing a time limit within which the document information registered in the information management apparatus is acquirable and adds the accepted validity period information to the summary information, and the information acquisition apparatus determines, based on the validity period information included in the summary information received from the information registration apparatus, whether or not the document information is acquirable from the information management apparatus.
Further, according to a third aspect of the information processing method of the present invention, there is provided an information processing method based on the second aspect, further comprising the step of creating and transmitting, by the information registration apparatus, a communication document when it is determined that the document information corresponding to the received summary information is outside the validity period.
In the third aspect of such an information processing method of the present invention, in addition to the second aspect, the information registration apparatus creates and transmits a communication document when it is determined that the document information corresponding to the received summary information is outside the validity period.
According to a first aspect of the information processing system of the present invention, there is provided an information processing system including an information management apparatus, an information registration apparatus for transmitting and registering document information into the information management apparatus, and an information acquisition apparatus for receiving and acquiring document information from the information management apparatus, wherein the information registration apparatus comprises: summary information creating means for creating summary information including outline information containing a part of document information registered in the information management apparatus, location information indicating the information management apparatus in which the document information is registered and a registration location in the information management apparatus, and registrant information specifying itself; and summary information transmitting means for transmitting the summary information created by the summary information creating means to the information acquisition apparatus, and the information acquisition apparatus comprises: summary information receiving means for receiving the summary information from the information registration apparatus; communication document creating means for creating a communication document to be transmitted to the information registration apparatus that transmitted the summary information received by the summary information receiving means; and communication document transmitting means for transmitting the communication document created by the communication document creating means, according to the registrant information included in the summary information corresponding to the communication document.
In the first aspect of such an information processing system of the present invention, in the information registration apparatus, the summary information creating means creates summary information including outline information containing a part of document information registered in the information management apparatus, location information indicating the information management apparatus in which the document information is registered and the registration location in the information management apparatus, and registrant information specifying itself, and then the summary information transmitting means transmits the summary information to the information acquisition apparatus. Meanwhile, in the information acquisition apparatus, the summary information receiving means receives the summary information from the information registration apparatus; the communication document creating means creates a communication document to be transmitted to the information registration apparatus that transmitted the summary information received by the summary information receiving means; and the communication document transmitting means transmits the communication document, according to the registrant information included in the summary information corresponding to the communication document.
Moreover, according to a second aspect of the information processing system of the present invention, there is provided an information processing system based on the first aspect, wherein the information registration apparatus further comprises means for accepting validity period information showing a time limit within which the document information registered in the information management apparatus is acquirable, the summary information creating means further comprises means for adding the accepted validity period information to the summary information, and the information acquisition apparatus further comprises determining means for determining, based on the validity period information included in the summary information received by the summary information receiving means, whether or not the document information is acquirable from the information management apparatus.
In the second aspect of such an information processing system of the present invention, in addition to the first aspect of the information processing system, the information registration apparatus accepts the validity period information showing a time limit within which the document information registered in the information management apparatus is acquirable, the summary information creating means adds the accepted validity period information to the summary information, and the information acquisition apparatus determines, based on the validity period information included in the summary information received by the summary information receiving means, whether or not the document information is acquirable from the information management apparatus.
Further, according to a third aspect of the information processing system of the present invention, there is provided an information processing system based on the second aspect, wherein the information acquisition apparatus further comprises fixed-expression storing means for storing fixed-expressions, and when creating a communication document, the communication document creating means inserts a fixed-expression stored in the fixed-expression storing means into the communication document.
In the third aspect of such an information processing system of the present invention, in addition to the second aspect of the information processing system, in the information acquisition apparatus, when creating a communication document, the communication document creating means inserts a fixed-expression stored in the fixed-expression storing means into the communication document.
Besides, according to a fourth aspect of the information processing system of the present invention, there is provided an information processing system based on the third aspect of the information processing system, wherein the information acquisition apparatus further comprises means for storing conditional expressions, and when creating a communication document, the communication document creating means judges the information included in the summary information received by the summary information receiving means by the conditional expressions, selects a fixed-expression stored in the fixed-expression storing means, according to a result of the judgment, and inserts the fixed-expression into the communication document.
In the fourth aspect of such an information processing system of the present invention, in addition to the third aspect of the information processing system, in the information acquisition apparatus, when creating a communication document, the communication document creating means judges the information included in the summary information received by the summary information receiving means by the conditional expressions, selects a fixed-expression stored in the fixed-expression storing means, according to a result of the judgment, and inserts the fixed-expression into the communication document.
According to a fifth aspect of the information processing system of the present invention, there is provided an information processing system based on the fourth aspect, wherein a fixed-expression to be stored in the fixed-expression storing means has an insertion portion into which a phrase can be inserted by the communication document creating means, and when creating a communication document, the communication document creating means inserts a phrase extracted from the summary information received by the summary information receiving means into the insertion portion of the fixed-expression.
In the fifth aspect of such an information processing system of the present invention, in addition to the fourth aspect of the information processing system, when creating a communication document, the communication document creating means inserts a phrase extracted from the summary information received by the summary information receiving means into the insertion portion of the fixed-expression.
In addition, according to a sixth aspect of the information processing system of the present invention, there is provided an information processing system based on the fifth through eighth aspects, wherein the communication document creating means creates a communication document when the determining means determines that the document information corresponding to the received summary information is outside the validity period.
In the sixth aspect of such an information processing system of the present invention, in addition to the fifth aspect of the information processing system, the communication document creating means creates a communication document when the determining means determines that the document information corresponding to the received summary information is outside the validity period.
According to a first aspect of the information registration apparatus of the present invention, there is provided an information registration apparatus for transmitting and registering document information into an information management apparatus, comprising: summary information creating means for creating summary information including outline information containing a part of document information registered in the information management apparatus, location information indicating the information management apparatus in which the document information is registered and a registration location in the information management apparatus, and registrant information specifying itself; and summary information transmitting means for transmitting the summary information created by the summary information creating means.
In the first aspect of such an information registration apparatus of the present invention, the summary information creating means creates summary information including outline information containing a part of document information registered in the information management apparatus, location information indicating the information management apparatus in which the document information is registered and the registration location in the information management apparatus, and registrant information specifying itself; and then the summary information transmitting means transmits the summary information.
Moreover, according to a second aspect of the information registration apparatus of the present invention, there is provided an information registration apparatus based on the first aspect of the information registration apparatus, further comprising means for accepting validity period information showing a time limit within which the document information registered in the information management apparatus is acquirable, wherein the summary information creating means further comprises means for adding the accepted validity period information to the summary information.
In the second aspect of such an information registration apparatus of the present invention, in addition to the first aspect of the information registration apparatus, validity period information showing a time limit within which the document information registered in the information management apparatus is acquirable is accepted, and the summary information creating means adds the accepted validity period information to the summary information.
According to a first aspect of the information acquisition apparatus of the present invention, there is provided an information acquisition apparatus for receiving and acquiring document information, comprising: summary information receiving means for receiving summary information including outline information containing a part of document information to be acquired, location information indicating an apparatus in which the document information is registered and a registration location in the apparatus, registrant information showing information specifying an apparatus that registered the document information; and validity period information showing a time limit within which the document information is acquirable; communication document creating means for creating a communication document to be transmitted to the apparatus that transmitted the summary information received by the summary information receiving means; and communication document transmitting means for transmitting the communication document created by the communication document creating means, according to the registrant information included in the summary information corresponding to the communication document.
In the first aspect of such an information acquisition apparatus of the present invention, the summary information receiving means receives summary information including outline information containing a part of document information to be acquired, location information indicating an apparatus in which the document information is registered and the registration location in the apparatus, registrant information showing information specifying an apparatus that registered the document information, and validity period information showing a time limit within which the document information is acquirable, the communication document creating means creates a communication document to be transmitted to the apparatus that transmitted the summary information, and the communication document transmitting means transmits the communication document, according to the registrant information included in the summary information corresponding to the communication document.
Moreover, according to a second aspect of the information acquisition apparatus of the present invention, there is provided an information acquisition apparatus based on the first aspect, further comprising determining means for determining, based on the validity period information included in the summary information received by the summary information receiving means, whether or not the document information corresponding to the received summary information is acquirable.
In the second aspect of such an information acquisition apparatus of the present invention, in addition to the first aspect of the information acquisition apparatus, it is determined, based on the validity period information included in the summary information received by the summary information receiving means, whether or not the document information corresponding to the received summary information is acquirable.
Further, according to a third aspect of the information acquisition apparatus of the present invention, there is provided an information acquisition apparatus based on the second aspect of the information acquisition apparatus, further comprising fixed-expression storing means for storing fixed-expressions, wherein, when creating a communication document, the communication document creating means inserts a fixed-expression stored in the fixed-expression storing means into the communication document.
In the third aspect of such an information acquisition apparatus of the present invention, in addition to the second aspect of the information acquisition apparatus, when creating a communication document, the communication document creating means inserts a fixed-expression stored in the fixed-expression storing means into the communication document.
Additionally, according to a fourth aspect of the information acquisition apparatus of the present invention, there is provided an information acquisition apparatus based on the third aspect of the information acquisition apparatus, further comprising means for storing conditional expressions, wherein, when creating a communication document, the communication document creating means judges the information included in the summary information received by the summary information receiving means by the conditional expressions, selects a fixed-expression stored in the fixed-expression storing means, according to a result of the judgment, and inserts the fixed-expression into the communication document.
In the fourth aspect of such an information acquisition apparatus of the present invention, in addition to the third aspect of the information acquisition apparatus, when creating a communication document, the communication document creating means judges the information included in the summary information received by the summary information receiving means by the conditional expressions, selects a fixed-expression stored in the fixed-expression storing means, according to a result of the judgment, and inserts the fixed-expression into the communication document.
Besides, according to a fifth aspect of the information acquisition apparatus of the present invention, there is provided an information acquisition apparatus based on the fourth aspect of the information acquisition apparatus, wherein a fixed-expression to be stored in the fixed-expression storing means has an insertion portion into which a phrase can be inserted by the communication document creating means, and when creating a communication document, a phrase extracted from the summary information received by the summary information receiving means is inserted into the insertion portion of the fixed-expression.
In the fifth aspect of such an information acquisition apparatus of the present invention, in addition to the fourth aspect of the information acquisition apparatus, when creating a communication document, a phrase extracted from the summary information received by the summary information receiving means is inserted into the insertion portion of the fixed-expression.
Furthermore, according to a sixth aspect of the information acquisition apparatus of the present invention, there is provided an information acquisition apparatus based on the fifth aspect of the information acquisition apparatus, wherein the communication document creating means creates a communication document when the determining means determines that the document information corresponding to the received summary information is outside the validity period.
In the sixth aspect of such an information acquisition apparatus of the present invention, in addition to the fifth aspect of the information acquisition apparatus, the communication document creating means creates a communication document when the document information corresponding to the received summary information is outside the validity period.
According to a first aspect of the computer memory product of the present invention, there is provided a computer memory product storing a computer program for causing a computer to transmit and register document information into another computer, the computer program comprising the steps of causing a computer to create summary information including outline information containing a part of registered document information, location information indicating another computer in which the document information is to be registered and a registration location in the another computer, and registrant information showing information specifying an apparatus that registered the document information; and causing a computer to transmit the created summary information to other computer.
Moreover, according to a second aspect of the computer memory product of the present invention, there is provided a computer memory product based on the first aspect of the computer memory product, wherein the computer program further comprises the steps of: causing a computer to accept validity period information showing a time limit within which the registered document information is acquirable; and causing a computer to add the accepted validity period information to the summary information.
In the first and second aspects of the computer memory product of the present invention, when the computer program stored in the computer memory product is installed in a general-purpose computer, the computer functions as an information registration apparatus as described above.
Moreover, according to a third aspect of the computer memory product of the present invention, there is provided a computer memory product storing a computer program for causing a computer to receive and acquire document information, the computer program comprising the steps of: causing a computer to receive summary information including outline information containing a part of document information to be acquired, location information indicating an apparatus in which the document information is registered and a registration location in the apparatus, registrant information showing information specifying an apparatus that registered the document information, and validity period information showing a time limit within which the document information is acquirable; causing a computer to create a communication document to be transmitted to the apparatus that registered the document information corresponding to the received summary information; and causing a computer to transmit the created communication document, according to the registrant information included in the summary information corresponding to the communication document.
Furthermore, according to a fourth aspect of the computer memory product of the present invention, there is provided a computer memory product based on the third aspect of the computer memory product, wherein the computer program further comprises the step of causing a computer to determine, based on the validity period information included in the received summary information, whether or not the document information corresponding to the received summary information is acquirable.
In addition, according to a fifth aspect of the computer memory product of the present invention, there is provided a computer memory product based on the fourth aspect of the computer memory product, wherein the computer program further comprises the step of causing a computer to insert a fixed-expression into a communication document when creating the communication document.
Besides, according to a sixth aspect of the computer memory product of the present invention, there is provided a computer memory product based on the fifth aspect of the computer memory product, wherein the computer program further comprises the steps of: causing a computer to judge the information included in the received summary information by conditional expressions when creating a communication document; and causing a computer to select any of a plurality of fixed-expressions, according to a result of the judgment, and insert the selected fixed-expression into the communication document.
Moreover, according to a seventh aspect of the computer memory product of the present invention, there is provided a computer memory product based on the sixth aspect of the computer memory product, wherein the computer program further comprises the step of causing a computer to insert a phrase extracted from the received summary information into a predetermined portion of the fixed-expression when creating the communication document.
Furthermore, according to an eighth aspect of the computer memory product of the present invention, there is provided a computer memory product based on the seventh aspect of the computer memory product, wherein the computer program further comprises the step of causing a computer to create a communication document when it is determined that the document information corresponding to the received summary information is outside the validity period.
In the third through eighth aspects of the computer memory product of the present invention, when the computer program stored on the computer memory product is installed in a general-purpose computer, the computer functions as an information acquisition apparatus as described above.
The above and further objects and features of the invention will more fully be apparent from the following detailed description with accompanying drawings.
The following description will explain the present invention in detail, based on the drawings illustrating some embodiments thereof.
In
Connected also to the communication network 1 are a plurality of information registration apparatus 20 each using client computer, for registering document information in the information management apparatus 10, and a plurality of information acquisition apparatus 30 each using client computer, for acquiring document information from the information management apparatus 10. It is needless to say that the information registration apparatus 20 may also have the function of the information acquisition apparatus 30, or the information acquisition apparatus 30 may also have the function of the information registration apparatus 20. It is also possible that there are only one information registration apparatus 20 and one information acquisition apparatus 30.
The information registration apparatus 20 (information acquisition apparatus 30) comprises: an auxiliary storage device 22 (32) such as a CD-ROM drive or an MO drive for reading various information from a removable medium (computer memory product) 4 such as a CD-ROM and an MO that stores various information such as a computer program 3 and data of the information processing system of the present invention; and a storing unit 23 (33) such as a hard disk or a memory card for storing various information read from the auxiliary storage device 22 (32).
Various information such as the computer program 3 and data is read from the storing unit 23 (33), and then the information is stored in a RAM 24 (34) for temporarily storing information. When a CPU 21 (31) executes the information stored in the RAM 24 (34), the client computer operates as the information registration apparatus 20 (information acquisition apparatus 30) of the present invention.
It is needless to say that the information registration apparatus 20 can read and execute only a computer program 28 for registration of information, and the information acquisition apparatus 30 can read and execute only a computer program 38 for acquisition of information.
Moreover, the storing unit 33 of the information acquisition apparatus 30 stores a later-described table 330 as shown in
Furthermore, the information registration apparatus 20 (information acquisition apparatus 30) comprises an input device 25 (35) such as a mouse or a keyboard; an output device 26 (36) such as a monitor and a printer; and a communication unit 27 (37) such as a LAN board or a modem for connecting to the communication network 1.
Meanwhile, the information management apparatus 10 stores document information received from the information registration apparatus 20 through the communication network 1 temporarily in a RAM 14, and stores (registers) the document information in a database 2 allocated to a storage area of a storing unit 13, such as a hard disk or a RAID, by the processing of the CPU 11.
As shown in
Note that, if a wrong file is selected, in the reverse order to the above operation, the document information is selected on the window 263 for a list of files registered in the server, and then a left arrow (←) button 265 is clicked with the mouse. Consequently, the document information selected on the window 263 for a list of files registered in the server is moved to the file list window 261 and restored.
With the above-mentioned operation of the information registration apparatus 20, the document information desired by the registrant is transmitted and registered into the information management apparatus 10. Since such a process is an ordinary process for client/server systems, the detailed explanation of the process will be omitted here.
Next, the registrant selects an opposite party to which summary information is to be sent, on a window 266 for a list of concerned destinations by an operation similar to the mentioned one, moves the selected opposite party to a window 270 for a list of determined destinations, and then clicks a summary information transmission button 267 with the mouse. Thus, the information registration apparatus 20 transmits the summary information to the opposite party selected on the window 266. Note that, for the individual destinations displayed on the window 266 for a list of concerned destinations, it is possible to use electronic mail addresses, or register electronic mail addresses in association with names such as names or nicknames (handle names), respectively, in advance and use the registered names as the destinations. In addition, it is also possible to directly input the electronic mail address of a destination that is not registered in the list of concerned destinations.
Needless to say, it is possible to select an opposite party to which document information and summary information to be registered are to be transmitted in advance, and then collectively perform the above-mentioned information registration process and summary information transmission process.
By specifying document information to be registered in the information management apparatus 10 and clicking the document information registration button 264 as described above, the information registration apparatus 20 accepts a registration request of the document information to the information management apparatus 10 (S501), and transmits the document information to the information management apparatus 10 through the communication network 1 (S502).
Meanwhile, when the information management apparatus 10 receives the document information transmitted from the information registration apparatus 20 (S503), it registers the document information in the database 2 (S504). Then, when the registration of the document information is completed, the information management apparatus 10 transmits registration completion information to the information registration apparatus 20 through the communication network 1 (S506).
When the information registration apparatus 20 receives the registration completion information transmitted from the information management apparatus 10 (S507), it creates summary information 200 from the document information as the object registered beforehand in the information management apparatus 10. More specifically, the information registration apparatus 20 first creates outline information 201 for understanding of the outline of the document information (S508). Then, in order to enable access to the document information for which the outline information 201 is created, i.e., in order to permit the information acquisition apparatus 30 to acquire the document information, the information registration apparatus 20 creates information specifying the information management apparatus 10, and location information 202 specifying the registration location of the document information in the database 2 allocated to the storing unit 13 and its file name (S509).
Note that the summary information 200 may be any kind of information if it enables the recipient to understand the outline of the document information from the outline information 201. For example, the summary information 201 may be a thumbnail created by converting the contents of a predetermined number of pages from the top of the document information into an image, or a summary statement created by extracting a part of character strings contained in the document information or summarizing them.
Accordingly, when the information acquisition apparatus 30 receives the summary information, the recipient logs in to the computer name 223 and specifies the file pass name 222 and file name 221 according to the above-mentioned location information 202, so that the document information can be acquired from the information management apparatus 10 by using a tool such as FTP (File Transfer Protocol).
Next, the information registration apparatus 20 creates validity period information 203 by calculating a time limit within which it is possible to access the document information registered in the information management apparatus 10, from the current date and time and a predetermined validity period (S510). Note that the validity period information 203 may be inputted directly by the sender with the use of the input device 25 of the information registration apparatus 20.
Subsequently, the information registration apparatus 20 creates registrant information 204 comprising a name or an address for specifying the registrant of the document information (S511), and then creates the summary information 200 of the document information by combining the outline information 201, location information 202, validity period information 203 and registrant information 204 together (S512).
In the above-described manner, the summary information 200 as shown in
Note that the registrant information 204 is not necessarily the information about a person who actually registered the document information, and may be the information of the creator or the manager of the document information, or a computer system capable of accepting communications such as an inquiry about the document information and replying to the inquiry.
Further, the information registration apparatus 20 accepts a destination of the above-created summary information 200 upon selection on the window 266 for a list of concerned destinations (S513). When a summary information transmission button 267 is clicked, the information registration apparatus 20 transmits the summary information 200 to the accepted destination through the communication network 1 by electronic mail or other means (S514). Here, needless to say, it is also possible to register the destination in the information registration apparatus 20 in advance and perform the creation and transmission of the summary information 200 collectively.
When a user who desires to acquire information receives the summary information 200, the outline information 201 of the summary information 200 is displayed, and therefore the user can understand the outline of the document information from the displayed content. Here, when a property display button 361 is clicked, as shown in
In addition, when the user wishes to acquire necessary document information, a process for acquiring the corresponding document information is executed by the information acquisition apparatus 30 by clicking a document information acquisition button 362. Besides, when the recipient wishes to transmit a message such as electronic mail to the registrant of the document information, an electronic mail transmission form is displayed on a window by clicking a message transmission button 363. The recipient can contact the registrant by freely creating a massage on the window and transmitting the message.
First, the information acquisition apparatus 30 receives the summary information 200, extracts the outline information 201 from this summary information 200, and displays the outline information 201 on the screen 360 of the output device 36 such as a monitor (S601). Here, when the user wishes to know the properties comprising the location information 202, validity period information 203 and registrant information 204 included in the summary information 200, a property display request is given by clicking a property button 361 displayed on the screen 360 shown in
In addition, when the user desires to acquire the document information, a document information acquisition request is given by clicking a document information acquisition button 362 displayed on the screen 360 (YES in S604), and then the information acquisition apparatus 30 determines, based on the current date and time and the validity period information 203 included in the summary information 200, whether or not the desired document information is within the validity period (S605).
If it is determined that the desired document information is within the validity period (YES in S605), then the information acquisition apparatus 30 receives and acquires the document information for which the document information acquisition request was made in step S604 from the database 2 through the communication network 1 (S606). On the other hand, if it is determined that the desired document information is outside the validity period (NO in S605), since the information acquisition apparatus 30 can not access the document information for which the document information acquisition request was made in step S604, it automatically transmits an expiration message (communication document) to the information registrant of the document information by electronic mail, without acquiring the document information (S607).
Note that, when an end request is given by clicking an end button 364 displayed on the screen 360 shown in
Like the flow chart of
In the communication document creation process of step S651, the information user freely writes greetings, a notification of expiration of the validity period of the document information, an inquiry about the document information, a document information acquisition request, etc. to the information registrant, and then transmits them by electronic mail or other means through the communication network 1 such as a LAN or the Internet (S652).
Like the flow charts of
Here, the user confirms the message, eliminates or modifies the message, or adds individual matters to the message, and then transmits the resulting message by electronic mail or other means through the communication network 1 such as a LAN or the Internet (S652).
As shown in the flow charts of
Next, the information acquisition apparatus 30 inserts into a message the selected fixed-expression (including the case where the fixed-expression is a null character string) (S661), and executes the communication document creation process for creating a message to the information registrant of the document information (S651). Here, the user confirms the message, eliminates or modifies the message, or adds individual matters to the message, and then transmits the resulting message by electronic mail or other means through the communication network 1 (S652).
An electronic mail address is expressed in a hierarchical fashion such as using a country name, organization name, personal name, etc. Therefore, by employing all or a part of each electronic mail address as a condition, the fixed-expressions can be classified and managed separately according to each country, organization and individual person, thereby improving the efficiency of the process of creating a communication document for a document.
In the example shown in
In
As shown in the flow chart of
If it is determined that the current date and time are outside the validity period (NO in S682), the information acquisition apparatus 30 displays expiration of the validity period by the output device 36 (S683). For example, as shown in
The program 28 is a computer program for the information registration apparatus 20 to transmit and register document information into another computer, and comprises “a process (P11) of causing a computer to create summary information including outline information containing a part of registered document information, location information indicating another computer in which the document information is to be registered and the registration location in this computer, and registrant information showing information specifying an apparatus that registered the document information”; “a process (P12) of causing a computer to transmit the created summary information to other computer”; “a process (P13) of causing a computer to accept validity period information showing a time limit within which the registered document information is acquirable”; and “a process (P14) of causing a computer to add the accepted validity period information to the summary information”.
The program 38 is a computer program for the information acquisition apparatus 30 to receive and acquir document information, and comprises “a process (P21) of causing a computer to receive summary information including outline information containing a part of document information to be acquired, location information indicating an apparatus in which the document information is registered and the registration location in the apparatus, registrant information showing information specifying an apparatus that registered the document information, and validity period information showing a time limit within which the document information is acquirable”; “a process (P22) of causing a computer to create a communication document to be transmitted to the apparatus that registered the document information corresponding to the received summary information”; “a process (P23) of causing a computer to transmit the created communication document, according to registrant information included in the summary information corresponding to the communication document”; “a process (P24) of causing a computer to determine, based on the validity period information included in the received summary information, whether or not the document information corresponding to the received summary information is acquirable”; “a process (P25) of causing a computer to insert a fixed-expression into a communication document when creating the communication document”; “a process (P26) of causing a computer to judge the information included in the received summary information by conditional expressions when creating the communication document”; “a process (P27) of causing a computer to select any of a plurality of fixed-expressions according to a result of the judgment and insert the selected fixed-expression into the communication document”; “a process (P28) of causing a computer to insert a phrase extracted from the received summary information into a predetermined portion when creating the communication document”; and “a process (P29) of causing a computer to create a communication document when it is determined that the document information corresponding to the received summary information is outside the validity period”.
Note that the program 38 can cause a computer to selectively execute any of “a process (P25) of causing a computer to insert a fixed-expression into a communication document when creating the communication document”, “a process (P26) of causing a computer to judge the information included in the received summary information by conditional expressions when creating the communication document”, and “a process (P27) of causing a computer to select any of a plurality of fixed-expressions according to a result of the judgment and insert the selected fixed-expression into the communication document”.
Furthermore, the program 38 can also cause a computer to selectively execute “a process (P28) of causing a computer to insert a phrase extracted from the received summary information into a predetermined portion when creating the communication document”. In addition, the program 38 can also cause a computer to selectively execute either “a process (P22) of causing a computer to create a communication document to be transmitted to the apparatus that registered the document information corresponding to the received summary information”, or “a process (P29) of causing a computer to create a communication document when it is determined that the document information corresponding to the received summary information is outside the validity period”.
As described in detail above, according to the information processing method and system of the present invention, the information registration apparatus registers document information in the information management apparatus, and further creates summary information of the registered document information. Accordingly, since the information management apparatus does not need to perform the process of creating the summary information, the processing load on the information management apparatus is reduced.
Moreover, according to the information processing method and system of the present invention, the summary information includes outline information showing an outline of the content of the document information. Therefore, the user of the information acquisition apparatus that received the summary information can understand the outline of the document information, without directly accessing the document information registered in the document management apparatus. Therefore, the user of the information acquisition apparatus can promptly contact the information registrant of the document information by FTP or electronic mail, based on the registrant information included in the summary information, if necessary. Furthermore, the information registrant who received the communication document can reply to the user.
Besides, according to the information processing method and system of the present invention, the validity period information included in the summary information shows a time limit within which the document information is acquirable from the information management apparatus. Therefore, the user of the information acquisition apparatus that received the summary information can know whether or not it is possible to access the document information registered in the information management apparatus, without actually accessing the document information. Then, if the document information is within the validity period, the user can acquire the document information from the information management apparatus, according to the location information included in the summary information. On the other hand, if the document information is outside the validity period, the user can create a communication document and transmit it to the information registration apparatus of the information registrant, without acquiring the document information.
Furthermore, according to the information processing method and system of the present invention, since the communication document is created and transmitted to the information registrant of the document information only when it is determined that validity period of the document information has expired, the creation and transmission of a communication document are not performed for document information determined that its validity period has not expired, i.e., document information that is acquirable from the information management apparatus, and consequently the traffic volume in the communication network is reduced.
Additionally, according to the information processing system of the present invention, since a pre-stored fixed-expression is automatically inserted into a communication document when creating the communication document in the information acquisition apparatus, the user of the information acquisition apparatus can save time and effort.
Moreover, according to the information processing system of the present invention, when creating the communication document by the information acquisition apparatus, the information included in the received summary information is judged by conditional expressions stored in advance, and a fixed-expression is selected according to a result of the judgment and inserted into the communication document. Thus, since a communication document according to a destination, for example, is automatically created, the user of the information acquisition apparatus can save time and effort.
Furthermore, according to the information processing system of the present invention, when creating the communication document by the information acquisition apparatus, a phrase extracted from the received summary information is inserted into an insertion portion of the fixed-expression. Thus, since the communication document is created by automatically inserting different information (such as document name, registrant name, and validity period) according to the destination, for example, the user of the information acquisition apparatus can save time and effort.
According to the information registration apparatus of the present invention, since summary information, including outline information containing a part of document information registered in an information management apparatus, location information indicating the information management apparatus in which the document information is registered and the registration location in the information management apparatus, and registrant information specifying itself, is automatically created and transmitted, the user of the information registration apparatus (information registrant) can save time and effort for creating and transmitting the summary information.
Besides, according to the information registration apparatus of the present invention, since the information registration apparatus accepts validity period information showing a time limit within which the document information registered in the information management apparatus is acquirable and automatically adds it to the summary information, the user of the information acquisition apparatus that received the summary information can know whether or not it is possible to access the document information registered in the information management apparatus, without actually accessing the document information.
According to the information acquisition apparatus of the present invention, the received summary information includes outline information showing an outline of the content of the document information. Therefore, the user of the information acquisition apparatus that received the summary information can understand the outline of the document information, without directly accessing the document information registered in the document management apparatus. Accordingly, the user of the information acquisition apparatus can promptly contact the information registrant of the document information by FTP or electronic mail, based on the registrant information included in the summary information, if necessary. Furthermore, the information registrant who received the communication document can reply to the user.
In addition, according to the information acquisition apparatus of the present invention, the validity period information included in the received summary information shows a time limit within which the document information is acquirable from the information management apparatus. Accordingly, the user of the information acquisition apparatus that received the summary information can know whether or not it is possible to access the document information registered in the information management apparatus, without actually accessing the document information. Then, if the document information is within the validity period, the user can acquire the document information from the information management apparatus according to the location information included in the summary information. On the other hand, if the document information is outside the validity period, the user can create a communication document and transmit the communication document to the information registration apparatus of the information registrant, without acquiring the document information.
Besides, according to the information acquisition apparatus, since a pre-stored fixed-expression is automatically inserted into a communication document when creating the communication document, the user of the information acquisition apparatus can save time and effort.
Moreover, according to the information acquisition apparatus of the present invention, when creating the communication document, the information included in the received summary information is judged by conditional expressions stored in advance, and a fixed-expression is selected, according to a result of the judgment, and inserted into the communication document. Thus, since a communication document according to a destination, for example, is automatically created, the user of the information acquisition apparatus can save time and effort.
Furthermore, according to the information acquisition apparatus of the present invention, when creating the communication document, a phrase extracted from the received summary information is inserted into an insertion portion of the fixed-expression. Thus, since the communication document is created by automatically inserting different information (such as document name, registrant name, and validity period) according to the destination, for example, the user of the information acquisition apparatus can save time and effort.
In addition, according to the information acquisition apparatus of the present invention, since a communication document is created and transmitted to the information registrant of the document information only when it is determined that the validity period of the document information has expired, the creation and transmission of a communication document are not performed for document information determined that its validity period has not expired, i.e., document information that is acquirable from the information management apparatus, and consequently the traffic volume in the communication network is reduced.
Besides, with a computer memory product of the present invention, it is possible to allow a general-purpose computer to operate as the above-described information registration apparatus of the present invention by causing the computer to read a computer program stored on the computer memory product.
Further, with the computer memory product of the present invention, it is possible to allow a general-purpose computer to operate as the above-described information acquisition apparatus of the present invention by causing the computer to read a computer program stored on the computer memory product.
As this invention may be embodied in several forms without departing from the spirit of essential characteristics thereof, the present embodiments are therefore illustrative and not restrictive, since the scope of the invention is defined by the appended claims rather than by the description preceding them, and all changes that fall within metes and bounds of the claims, or equivalence of such metes and bounds thereof are therefore intended to be embraced by the claims.
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