JP7276790B1 - Electronic file storage processing device and program - Google Patents

Abstract

The present invention provides an electronic file storage processing device and a program that can reduce the trouble of managing transaction-related documents. An address issuing means for issuing an e-mail address for document registration; , URL transmission means for transmitting a confirmation URL for confirming the document information of the temporary document chart T, and when receiving access to the confirmation URL, the document information of the temporary document chart T corresponding to the confirmation URL Confirmation screen display means for displaying a registration confirmation screen to be confirmed in an editable manner, and main registration for storing a document chart created based on the document information on the registration confirmation screen in the storage device 12 when a registration instruction is given from the registration confirmation screen. and a history storage means for storing a history of correction or deletion of document information in the document chart F, and an electronic file storage processing apparatus and program. [Selection drawing] Fig. 1

Description

The present invention relates to an electronic file storage processing device and a program for storing electronic files of transaction documents between users.

In recent years, there has been a demand for a mechanism for appropriately storing electronic data of important documents. For example, Patent Document 1 discloses a document management system that stores electronic files such as forms in a server based on instructions from a person in charge.
In addition, the revised Electronic Ledger Preservation Law, which came into force in January 2022, eased time stamp requirements and included the obligation to preserve data related to electronic transactions. It has become necessary not only for large companies but also for small and medium-sized companies to store records of electronic transactions electronically.

Japanese Patent Application Laid-Open No. 2021-103592

Conventionally, in order to store transaction-related documents as electronic data, it is necessary to prepare electronic data suitable for a specific system, which has been a problem in that it takes time and effort.
In addition, electronic files of transaction-related documents exchanged between the ordering party and the receiving party must be stored by both the ordering party and the receiving party, and there is also the problem that management is troublesome. For example, in the system described in Patent Document 1, when an invoice issued from company A to company B is electronically stored at company A and company B, company A, which is the issuer of the invoice, The person in charge saves the data of the created invoice as it is, or digitizes the invoice printed on paper by scanning, etc., and saves it in a specific database, and also sends the invoice to company B separately by mail or e-mail. At company B, which is the issuing destination, the person in charge of company B also had to scan or download the invoice received by mail or e-mail and store it in a specific database. Therefore, it is desired to reduce the trouble of managing such electronic files.

SUMMARY OF THE INVENTION In view of the above problems, an object of the present invention is to provide an electronic file storage processing apparatus and a program that can reduce the troublesome task of managing transaction-related documents for the orderer and the contractor.

An electronic file storage processing device according to a first aspect of the present invention is an electronic file storage processing device that stores an electronic file in a storage device in a searchable manner, and is an electronic file storage processing device for registering documents linked with preset document information. An address issuing means for issuing an e-mail address, and an electronic file sent from a source e-mail address to the e-mail address for document registration is associated with document information preset in the e-mail address for document registration. Temporary storage means for electronically storing a temporary document chart in the storage device; URL transmission means for transmitting a confirmation URL for confirming the document information of the temporary document chart to a preset e-mail address; confirmation screen display means for displaying an editable registration confirmation screen for confirming the document information of the temporary document chart corresponding to the confirmation URL when an access to the confirmation URL is received; and a registration instruction from the registration confirmation screen. main registration means for storing a document chart created based on the document information on the registration confirmation screen in the storage device when , wherein the address issuing means issues the document registration e-mail address in association with the user ID associated with the customer information, and the main registration means associates with the customer information A message may be sent to the user ID to notify that the document chart has been saved .
An electronic file storage processing device according to a second aspect of the present invention is an electronic file storage processing device that stores an electronic file in a storage device in a searchable manner, and is an electronic file storage processing device for document registration linked with preset document information. An address issuing means for issuing an e-mail address, and an electronic file sent from a source e-mail address to the e-mail address for document registration is associated with document information preset in the e-mail address for document registration. Temporary storage means for electronically storing a temporary document chart in the storage device; URL transmission means for transmitting a confirmation URL for confirming the document information of the temporary document chart to a preset e-mail address; confirmation screen display means for displaying an editable registration confirmation screen for confirming the document information of the temporary document chart corresponding to the confirmation URL when an access to the confirmation URL is received; and a registration instruction from the registration confirmation screen. main registration means for storing a document chart created based on the document information on the registration confirmation screen in the storage device when , further comprising approver setting means for setting an approver linked to the document registration e-mail address; and approval for the approver approved by the approver setting means to approve the electronic file. means, wherein, when an approver linked to the document registration e-mail address is set, the main registration means stores the document chart in the storage device unless the approval of the approver is obtained; Can be configured and not saved to.
In the electronic file storage processing apparatus, the preset document information includes category information, document type information, and client information, and the confirmation screen display means displays the preset category information, document type information, and client information. The information can be configured to be displayed as an initial value.
In the electronic file storage processing device, if the document chart corresponding to the confirmation URL is not stored by the official registration means within a certain period of time from the transmission of the confirmation URL by the URL transmission means, a provisional document corresponding to the confirmation URL The configuration may further include means for deleting document charts and electronic files from the storage device.
In the electronic file storage processing device, the address issuing means issues the document registration e-mail address in association with the user ID associated with the customer information , and the official registration means associates the customer information with the A message notifying that the document chart has been saved may be sent to the associated user ID.
In the electronic file storage processing device, further, based on a reception instruction issued from the user ID linked with the customer information , the user ID linked with the customer information can refer to the It can be configured to have a receiving means for duplicating and storing the document chart.
In the electronic file storage processing device, an approver setting means for setting an approver linked to the document registration e-mail address, and an approver approved by the approver setting means approves the electronic file. and an approval means for registering the document, if an approver linked to the e-mail address for document registration is set, the document chart is approved unless the approval of the approver is obtained. is not stored in the storage device.
An electronic file storage processing program according to a first aspect of the present invention is an electronic file storage processing program that causes a computer to execute processing for storing an electronic file in a storage device in a searchable manner, wherein Address issuing means for issuing an e-mail address for document registration to which information is linked, and an electronic file sent from a source e-mail address to the e-mail address for document registration is preset in the e-mail address for document registration. Temporary storage means for electronically storing in the storage device as a temporary document chart linked with the document information obtained, and sending a confirmation URL for confirming the document information of the temporary document chart to a preset e-mail address. confirmation screen display means for displaying in an editable manner a registration confirmation screen for confirming the document information of the temporary document chart corresponding to the confirmation URL when the confirmation URL is accessed; the registration When a registration instruction is issued from the confirmation screen, main registration means for storing a document chart created based on the document information on the registration confirmation screen in the storage device, and storing a history of correction or deletion of the document information of the document chart. The address issuing means issues the document registration e-mail address in association with the user ID associated with the business partner information, and the main registration means functions as the business partner information and A message notifying that the document chart has been saved may be sent to the associated user ID .
An electronic file storage processing program according to a second aspect of the present invention is an electronic file storage processing program that causes a computer to execute processing for storing an electronic file in a storage device in a searchable manner, wherein Address issuing means for issuing an e-mail address for document registration to which information is linked, and an electronic file sent from a source e-mail address to the e-mail address for document registration is preset in the e-mail address for document registration. Temporary storage means for electronically storing in the storage device as a temporary document chart linked with the document information obtained, and sending a confirmation URL for confirming the document information of the temporary document chart to a preset e-mail address. confirmation screen display means for displaying an editable registration confirmation screen for confirming the document information of the temporary document chart corresponding to the confirmation URL when the confirmation URL is accessed; the registration When a registration instruction is issued from the confirmation screen, main registration means for storing a document chart created based on the document information on the registration confirmation screen in the storage device, and storing a history of correction or deletion of the document information on the document chart. Functioning as history storage means and approver setting means for setting an approver linked to the document registration e-mail address, the main registration means serves as the approver linked to the document registration e-mail address. is set, the document chart may not be stored in the storage device unless approval is obtained from the approver.

According to the present invention, it is possible to reduce the time and effort of managing transaction-related documents for the orderer and the contractor.

1 is a configuration diagram of an electronic file storage system according to this embodiment; FIG. FIG. 10 is a diagram for explaining a method of selecting an electronic file on the transmission information input screen (file information); FIG. 4 is a diagram for explaining a method of inputting document information on a transmission information input screen (document information); FIG. 10 is a diagram for explaining a method of inputting transmission information on a transmission information input screen (destination information); It is a figure for demonstrating an approval path|route. FIG. 10 is a diagram for explaining a method of selecting an electronic file on a save screen (file information); FIG. 10 is a diagram for explaining a method of inputting document information on a save screen (document information); FIG. 11 is a flow showing the procedure of a second save process; FIG. It is a figure of the registration confirmation screen which concerns on a 2nd preservation|save process. FIG. 10 is a diagram for explaining document registration e-mail addresses related to the second storage process; FIG.

An embodiment of an electronic file storage processing device according to the present invention will be described with reference to the drawings. In the present invention, the electronic file to be stored is not particularly limited, but in this embodiment, an electronic file of national tax-related documents subject to the Electronic Book Storage Law will be described as an example. Also, the data format of the electronic file of the present invention is not particularly limited. It may be an electronic file (image file) such as an image, or an electronic file downloaded from the Internet, or an electronic file (for example, a PDF file) obtained by scanning a paper file and converting it into electronic data. may be In this embodiment, text files, document files, spreadsheet files, image files, and PDF files can all be used.

FIG. 1 is a configuration diagram showing an electronic file storage system 1 according to this embodiment. As shown in FIG. 1, an electronic file storage system 1 according to this embodiment comprises a server 10 functioning as an electronic file storage processing device, and a plurality of operation terminals 20-40. The operation terminals 20 to 40 are information processing terminals such as personal computers, notebook computers, tablets, and smartphones, and have communication functions for communicating with the server 10, input functions such as keyboards and touch panels for users to input information, displays, and the like. has a display function to display information to the user. The service provided by the electronic file storage system 1 according to the present embodiment is an ASP (Application Service Provider) type service provided by a web browser on the Internet. is not particularly limited as long as it can start the

In the present embodiment, it is assumed that user A1 of company A operates operation terminal 20, user B1 of company B operates operation terminal 30, and user C1 of company C operates operation terminal 40. FIG. Although not shown, the company A has operation terminals operated by users A2 to A4 other than the user A1. The service used shall be available. In the following description, user A1 of company A and user B1 of company B use services using the electronic file storage system 1 according to this embodiment, and user C1 of company C uses It is assumed that the service using the electronic file storage system 1 is not used. The users A1 and B1 who use the service using the electronic file storage system 1 according to this embodiment are also referred to as member users A1 and B2, and they use the service using the electronic file storage system 1 according to this embodiment. The user C1 who has not been a member is also referred to as a non-member user C1.

The server 10 is an electronic file storage processing device that executes the electronic file storage processing according to this embodiment, and is, for example, a server installed on a cloud. As shown in FIG. 1, the server 10 includes a processing device 11 that executes an electronic file storage processing program according to this embodiment, a storage device 12 that stores the electronic file storage processing program according to this embodiment, and each operation terminal. It has a communication device 13 for communicating with 20 to 40, a storage database 14 for storing electronic files and information related to the electronic files, a temporary storage database 15, and a management information database 16. In this embodiment, storage areas 14A and 14B that can be accessed by member companies A and B are set in the storage database 14, and member users A1 and B1 of member companies A and B each belong to It is possible to register, view, etc. information on member companies A and B that are members according to their authority. A storage area 15A is set in the temporary storage database 15 in which the document charts before being registered in the storage database 14 are stored. The management information database 16 stores management information such as user IDs and e-mail addresses for registration.

Also, the electronic file storage system 1 according to this embodiment is a system that complies with the Electronic Ledger Storage Law. Here, the storage classification of electronic files in the electronic ledger storage method is divided into three types: (a) electronic ledger storage, (b) scanner storage, and (c) electronic transaction data storage. In the file storage system 1, electronic files of all categories can be stored as targets. In addition, electronic files of transaction-related documents created by the company can be stored only in the storage area 14A of the company by the storage function described later, and can be transmitted to users belonging to other companies by the transmission function, so that they can be stored in the storage area of the users of the company. 14A and other company's user storage area 14B. In addition, the storage requirements for electronic files under the Electronic Ledger Storage Law include (1) provision of documents related to the system overview, (2) provision of a visually readable device, (3) securing of a search function, and (4) data authenticity. However, in the electronic file storage system 1 according to this embodiment, as will be described later, the electronic file is stored in association with the document information, thereby securing the search function and correcting and correcting the data. By recording the deletion history in the storage database 14, measures are taken to ensure the authenticity of the data. Various functions of the electronic file storage system 1 according to this embodiment will be described below.

(Transmission processing)
The processing device 11 is an arithmetic device such as a CPU, and executes an electronic file storage processing program stored in the storage device 12 to transmit electronic files of transaction-related documents issued by the sender to the recipient. Execute the send process. In the following, a scene in which an electronic file is transmitted from user A1 of member company A to user B1 of member company B shown in FIG. The storage area 14A is assumed to be the side storage area 14A, and the storage area 14B accessible by the company B in the storage database 14 is assumed to be the receiving side storage area 14B.

Specifically, the processing device 11 first displays a transmission information input screen (file information) as shown in FIG. 2, thereby allowing the user A1 on the transmission side to select an electronic file to be transmitted. FIG. 2 is a diagram for explaining how to select an electronic file on the transmission information input screen (file information). User A1 uses the operation terminal 20 to select an electronic file to be transmitted, and the selected electronic file is uploaded to the server 10 .

In addition, as shown in FIG. 3, the processing device 11 allows member user A1 on the sending side to input document information related to the electronic file on a transmission information input screen (document information). FIG. 3 is a diagram for explaining a method of inputting document information on the transmission information input screen (document information). The document information includes document type (delivery note, invoice, etc.), business partner, transaction date, transaction amount, organization (for example, department in charge, etc.), necessity of approval, remarks, and the like. The document information can also include the file name of the electronic file, the file size, the issuing/receiving classification, and the like, and these information can be automatically input by the processing device 11 in the electronic file transmission process. For example, the processing device 11 automatically sets the file name and file size of the electronic file selected by the user A1 as the file name and file size of the document information, and also sets the issuance/receipt classification as a transaction issued by the company. "Issue" can be automatically input based on the attribute information of the user ID for the transmission process of transmitting the electronic file of the related documents. Furthermore, when member user A1 on the transmitting side inputs that approval is required as document information, processing device 11 requests member user A1 to also input information on the approval route. The approval route will be described later.

Further, in the electronic file transmission process, the processing device 11 causes member user A1 on the transmitting side to input destination information via a transmission information input screen (destination information), as shown in FIG. Such destination information includes a destination contact person, a destination e-mail address, a message title, a message body, and the like. It should be noted that the processing device 11 can automatically input fixed form sentences for the message title and message text.

Then, the processing device 11 is triggered by member user A1 on the transmission side selecting an electronic file to be transmitted on the transmission information input screen, inputting the document information and the transmission information, and then pressing the transmission button. The received electronic file is stored in the transmitting side storage area 14A, and a message is transmitted to the member user B1 on the receiving side based on the transmission information. Specifically, the processing device 11 associates the electronic file selected by the user A1 with the document information input by the user A1, and stores them in the transmission side storage area 14A of the storage database 14. FIG. Further, in this embodiment, status information is attached to the electronic file stored in the storage database 14 and set, and the processing device 11 sets the status of the electronic file stored in the transmission side storage area 14A to "transmission set to "Finished". Further, the processing device 11 associates the information of the person in charge of the customer included in the transmission information with the electronic file and stores it in the transmission side storage area 14A. This enables member user B1 on the receiving side to view the electronic files stored in the transmitting side storage area 14A via the operation terminal 30, as will be described later. In the present embodiment, electronic files, document information, status information, and information such as business contact persons are stored in separate data files such as FA1, FA2, . . . shown in FIG. is saved as the sender's document chart. Note that one sending-side document chart may be associated with one electronic file, or may be associated with a plurality of electronic files.

Further, the processing device 11 stores the selected electronic file in the transmission-side storage area 14A, and transmits a message to the receiving-side member user B1 based on the transmission information input by the user A1. Specifically, the processing device 11 transmits a message including a message title and a message text by e-mail to the destination mail address included in the transmission information. As a result, member user B1 on the receiving side can confirm that electronic file transmission processing has been performed by member user A1 on the transmitting side without activating the service of the electronic file storage system 1 according to the present embodiment or logging in. , can be obtained by e-mail.

Note that, in this embodiment, even if member user A1 on the sending side performs the sending process, the electronic file is not duplicated and saved in the receiving side storage area 14B. In this embodiment, when member user A1 on the sending side performs transmission processing and the sending side document chart FA is created in the sending side storage area 14A, the information on the person in charge of the business contact is also stored in relation to the electronic file. Therefore, it is possible to recognize the member user B1 who is the person in charge of the customer. Therefore, the processing device 11 enables the member user B1 on the receiving side to view the electronic file addressed to the member user B1 stored in the transmitting side storage area 14A. As a result, member user B1 on the receiving side can confirm the electronic file sent by member user A1 on the sending side through the transmission process. In this embodiment, member user B1 on the receiving side receives an electronic file stored in the transmitting side storage area 14A in the receiving process described later, so that the processing device 11 stores the electronic file in the transmitting side storage area 14A. The saved electronic file is duplicated and saved in the receiving side storage area 14B, and the receiving side document charts FB1, FB2, . .

Further, in the electronic file transmission process, when the user A1 inputs document information indicating that approval by an approver is required, the processing device 11 causes the member user A1 on the transmission side to press the transmission button on the transmission information input screen. Even when is pressed, only the electronic file is stored in the transmission side storage area 14A, and the message based on the transmission information is not transmitted. Further, the processing device 11 sets the status of the electronic file stored in the transmission side storage area 14A to "waiting for approval". In this case, the processing device 11 waits without transmitting the message based on the transmission information until the approver approves along the approval route set in the document information. In addition, the processing device 11 does not store the information of the person in charge of the business partner until the approval of the approver along the approval route is performed, and the electronic file stored in the transmitting side storage area 14A by the member user B1 on the receiving side is not stored. Make it unreadable. Then, when the approval of the approver along the approval path is performed, the processing device 11 automatically saves the information of the person in charge of the business partner and transmits the message. In addition, the processing device 11 changes the status of the electronic file "waiting for approval" stored in the transmission side storage area 14A to "approved". The approval processing of the processing device 11 will be described below.

(Approval process)
The processing device 11 has an approver setting function for setting an approver and an approval function for the approver set by the approver setting function to execute approval. For example, the processing device 11 can display an electronic file awaiting approval on a predetermined approval screen and allow the approver to select approval or disapproval. When the approver approves the electronic file on the approval screen, the processing device 11 changes the status of the electronic file "waiting for approval" stored in the transmission side storage area 14A to "approved" and automatically sends the file. A message based on the information is transmitted, the information of the person in charge of the business contact is stored, and the electronic file stored in the transmission side storage area 14A by the member user B1 on the receiving side can be browsed.

In addition, the approver setting function of the processing device 11 in this embodiment can set an approval route in which a plurality of approvers perform approval in order. Here, FIG. 5 is a diagram for explaining the approval route. For example, route A for issuing a quote shown in FIG. 5 shows an approval route in which approval is obtained from the manager of the sales department after approval is obtained from the manager of the first sales section (a) or (b). In route B shown in FIG. 5, when issuing an estimate, approval is obtained from the first sales section manager B, and then approval is obtained from the sales department manager. showing the route. Furthermore, in the internal circulation (checking the browsing status) route within the department shown in FIG. Approval path of receiving approval from In addition, the route for receiving an invoice shows an approval route in which approval is obtained from the accounting department staff after obtaining approval from the sales department manager. For example, in Route A when issuing an estimate shown in FIG. It is possible to do Then, when section manager A or section manager B executes approval, the sales department manager can approve the electronic file. will be changed to

Here, a scene where an electronic file of an invoice, which is a transaction-related document, is issued from member user A1 of member company A to member user B1 of member company B will be described. In this case, member user A1 who is in charge of sales prepares an invoice, but in order to issue the invoice, it is necessary to obtain approval from member user A2 who is the section manager and member user A3 who is the general manager in that order. do.

In this case, first, by the approver setting function of the processing device 11, member user A2 who is the section manager and member user A3 who is the manager are set as approvers, and member user A2 who is the section manager and member user A3 who is the manager are set as approvers. An approval route is set for approval in this order. Note that such settings can be centrally set by the administrator. Then, member user A1, who is in charge of sales, selects the electronic file of the invoice created by him/herself and enters the document information of the invoice on the transmission information input screen, as shown in FIGS. . Since the invoice requires the approval of member user A2 and member user A3, member user A1 includes information indicating that approval is required as document information, member user A2 who is the section manager, and member user A2 who is the section manager. An approval route for approval in the order of a certain member user A3 is input as document information. Further, member user A1 inputs destination information on a transmission information input screen (destination information) as shown in FIG. Specifically, member user A1 enters the information of member user B1 of member company B as the contact person in charge of the destination of the transmission, enters the e-mail address of member user B1 as the e-mail address of the destination, and transmits the electronic file. Enter the message title and message body to the effect that

When member user A1 presses the send button on the send information input screen, processing device 11 saves the electronic file in send-side storage area 14A. However, at this stage, the processing device 11 sets the status of the electronic file stored in the transmission-side storage area 14A to "waiting for approval", copies and saves the electronic file in the reception-side storage area 14B, and Wait without sending a message. Subsequently, an approval process is performed by the approver. Specifically, the processing device 11 displays the electronic file of the bill in the status of "unapproved" on the approval screen of the member user A2 who is the first approver in the set approval path. Member user A2 uses the approval function of the processing device 11 to issue an instruction to approve or disapprove the electronic file of the bill, thereby changing the status of the electronic file of the bill to "approval" or "disapproval". When the electronic file is approved by the member user A2, the processing device 11 displays the electronic file of the bill on the approval screen of the member user A3 who is the next approver in the approval path. Member user A3 also uses the approval function of the processing device 11 to issue an instruction to approve or disapprove the electronic bill file, thereby changing the status of the electronic bill file to "approved" or "disapproved." Then, when member user A3 approves the electronic file of the invoice, all approvers of the set approval path have been approved. The status of the electronic file is changed to "approved", the information on the contact person of member user B1 is stored in association with the electronic file of the invoice, and the member user B1 Make the file viewable. In addition, when approval is given, the processing device 11 automatically transmits a message having the content of the message title and message body input as transmission information to the mail address of member user B1 input as transmission information. As a result, the electronic file of the issued invoice is saved in the storage area 14A of the member company A on the sending side, and the member user B1 of the company B on the receiving side is notified that the invoice has been issued. It is possible to confirm the issued invoice.

(Receive processing)
The processing device 11 also has a reception function for receiving the electronic file transmitted in the transmission process. In the transmission process described above, the electronic file is stored only in the transmission side storage area 14A, and by performing the reception process, the electronic file is copied and stored in the reception side storage area 14B. In the following, the receiving process according to the present embodiment will be described by exemplifying a scene in which member user B1 receives an electronic file transmitted by member user A1.

As described above, when member user A1 on the sending side performs the sending process, member user B1 on the receiving side can browse the electronic files stored in the sending side storage area 14A. In this embodiment, the processing device 11 displays a reception screen displaying the electronic file transmitted by the transmission process on the operation terminal 30 operated by the member user B1 on the receiving side. Member user B1 on the receiving side selects an electronic file to be received displayed on the reception screen via operation terminal 30 and presses a reception button on the reception screen, thereby instructing processing device 11 to receive the file. . When the member user B1 issues a reception instruction, the processing device 11 copies the electronic file stored in the transmission side storage area 14A and selected by the member user B1, and stores the copied electronic file in the reception side storage area 14B. do. As described above, in the electronic file storage system 1 according to the present embodiment, the member user B1 on the receiving side simply selects and receives the electronic file of the transaction-related documents, and the electronic file is also suitable for the receiving side company B. and can be stored easily.

(First saving process)
Furthermore, the processing device 11 scans electronic files created by the company, electronic files received from other companies by a method other than the transmission process according to the present embodiment, or paper documents related to transactions without interacting with other users. It has a storage function that electronically stores electronic files in accordance with the Electronic Ledger Storage Law. The first saving process according to the present embodiment will be described below by exemplifying a scene in which member user A1 of company A saves an electronic file.

For example, the processing device 11 causes member user A1 to select an electronic file to be saved by displaying a save screen (file information) as shown in FIG. FIG. 6 is a diagram for explaining how to select an electronic file on the save screen (file information). When member user A1 selects an electronic file, processing device 11 stores the selected electronic file in company A's storage area 14A. In addition, when saving an electronic file, as shown in FIG. 7, the processing device 11 prompts the member user A1 to input document information related to the electronic file to be saved, and treats the document information input by the member user A1 as an electronic file. It is stored in the storage area 14A as the related sending side document chart FA. FIG. 7 is a diagram for explaining a method of inputting electronic file document information on the save screen (document information). As shown in FIG. 7, in the save screen (document information), the receipt/issue classification can be selected as the classification information, and the processing device 11 stores the classification information of the receipt/issue classification as the document information as well as the classification information of the receipt/issue classification by the member user. It is configured to be input to A1. For example, when member user A1 saves an electronic file of transaction-related documents issued by his/her own company to a business partner, member user A1 enters "Issue" as the receipt/issue category, By entering "receipt" as the receipt/issuance category when saving a It is possible to clarify whether it is an electronic file of related documents.

In addition, the processing device 11 saves the status of the electronic file as "unprocessed" when saving it in the storage area 14A of the member company A as the transmission side document chart FA that associates the electronic file and the document information. An electronic file saved with the status of "unprocessed" can be changed to "processed" by authorized member user A4. As a result, for example, the electronic file of transaction-related documents input by member user A1 who is in charge of sales is changed to "processed" by member user A4 who is in charge of accounting, so that the processing status of the transaction-related documents can be grasped. becomes possible. In addition, when information indicating that approval is required is input as the document information, the processing device 11 stores the electronic file in the status of "unapproved" until the approver approves it, and changes the status to "processed". cannot be changed. In this case, the status of the electronic file is set to "approved" by approval by the approver, and can be changed to "processed" by an authorized user. When the status of the electronic file is set to "approved", all subsequent modifications to the sender's document chart FA are recorded as correction history information.

As described above, unlike the transmission process and the reception process described above, the storage process according to the present embodiment does not involve the exchange of electronic files between member users of the member companies, so input of destination information is not required. In addition, since electronic files are not exchanged between member users of member companies, the saving process can be used to save electronic files of transaction-related documents with non-member companies. In the following, a case where user A1 of member company A saves an electronic file of transaction-related documents (invoices) with user C1 of non-member company C will be exemplified.

For example, when issuing an invoice from member company A to non-member company C, member user A1 selects the electronic file of the invoice created by himself via the save screens shown in FIGS. , enter the document information. In this case, since this is the issuance of a bill, member user A1 enters the issuance/receipt category of the document information as "issue". As a result, the processing device 11 can store the electronic file created by the member user A1 in the storage area 14A of the company A in association with the document information. Further, member user A1 inputs transmission information of non-member user C1 from a registration screen of another menu in order to have non-member company C receive the electronic data of transaction-related documents. For example, member user A1 uses the information of non-member user C1 as the contact person of the destination, the e-mail address of non-member user C1 as the e-mail address of the destination, and the e-mail address of member user A1 as the title and body of the message. Enter a message to the effect that you have uploaded the . Note that the processing device 11 can create a URL for a screen for allowing the non-member user C1 to download the electronic file of the registered bill, and can automatically add the created URL to the body of the message. Then, when the transmission information is input, the processing device 11 automatically transmits the message to the non-member user C1. As a result, the member company A can store the invoice in the storage database 14 and satisfy the requirements of the Electronic Book Storage Act, and the non-member user C1 of the company C can receive the email sent to the email address. By accessing the URL included in the message, the invoice can be downloaded and received. Note that the member user A1 can also cause the non-member user C1 to download electronic files of other transaction-related documents with the company C stored in the storage area 14A of the company A from the above URL screen.

When member company A receives an invoice issued by non-member company C, member user A1 creates a URL for a screen for non-member company C to upload an electronic file of the invoice. The URL is sent to the mail address of user C1 of non-member company C together with the message. Then, user C1 of non-member company C accesses the URL included in the transmitted message and uploads the electronic file of the issued bill. At this time, the processing device 11 can be configured to execute the saving process and have the non-member user C1 register the document information of the electronic file on the above URL screen. As a result, the member company A can store the electronic file of the invoice in the storage database 14 of the company A without registering the invoice issued by the non-member company C by itself. The request can be fulfilled and non-member user C1 at company C can send a bill to member company A. When the non-member user C1 of the non-member company C uploads an electronic file, the document information reception/issue classification is set to "receipt". Further, instead of the above configuration, the user C1 of the non-member company C may transmit an electronic file of transaction-related documents using the transmission processing by the processing device 11, and store it in the storage area 14A of the member company A. can do. In this case, it is also possible to have the non-member user C1 create a guest account first, and then allow the non-member user C1 to use the transmission process through the screens shown in FIGS. In this case, the processing device 11 causes the non-member user C1 to select an electronic file to be transmitted and input document information and transmission information. It can be configured such that the document information is stored in association with the document information, and a message is transmitted to the member user A1. However, in this case, the non-member company C1 cannot store electronic files because the non-member company C1 does not have a storage area.

(Second storage process)
The electronic file storage system 1 of the present invention has a function of automatically inputting part of the information required for storage processing by e-mail in order to save the trouble of inputting from the storage screen.
FIG. 8 is a flow showing a procedure of saving processing using e-mail. The following is an example of a situation in which user X of a member company saves an electronic file of a receipt issued to company A, which is a business partner.
A user X registered in the system 1 sends an electronic file to be registered to the document registration address by e-mail from the operation terminals 20 and 30 (S1). As a result, the server 10 receives the electronic file sent to the document registration address, and the processing device 11 stores the electronic file attached to the received mail in the storage area 14X of the storage database 14 for "temporary storage". It is saved with a status attached (S2). At this time, the processing device 11 stores the initial document information preset in the document registration address as the temporary document chart Tn in the temporary storage area 151 of the temporary storage database 15 (S3). Here, n is a natural number, and temporary document charts are created in the temporary storage area 151 as many as the number of temporarily stored electronic files.

Subsequently, the processing device 11 transmits a confirmation URL for displaying a registration confirmation screen of the temporary document chart Tn to the sender's e-mail address (S4). Here, if there is no access to the confirmation URL within a certain period of time, the e-mail urging access to the confirmation URL is resent one or more times. A function may be provided to automatically delete temporarily stored electronic files and temporary document charts when there is no access.
When the user X accesses the confirmation URL described in the sender's e-mail address from the operation terminals 20 and 30 (S5), the processing device 11 sends the temporary chart corresponding to the confirmation URL to the operation terminals 20 and 30. A registration confirmation screen displaying information on Tn is displayed (S6). For example, in FIG. 9, when an electronic file is sent to address 1 for document registration, which will be described later, "Company A" is entered in the supplier column of the registration confirmation screen, "issuance" is entered in the classification column, and "receipt" is entered in the document type. ” is automatically entered on the registration confirmation screen. User X inputs document information in blank fields from operation terminals 20 and 30, corrects the initial document information as necessary, and presses a registration button, which will be described later in FIG. Then, the document chart FX is created in the storage area 14X and is officially registered (S7). Specifically, the processing device 11 changes the status of the electronic file temporarily stored in the storage area 14X to "approved", and stores it as a document chart FX in association with the document information input on the registration confirmation screen. The temporary document chart Tn stored in the area 14X and temporarily stored in the temporary storage area 151 is deleted. Here, a configuration may be adopted in which the registration button cannot be pressed unless the approver's approval is obtained by the approver setting function described above. By setting an approver linked to the document registration address, the approval of the set approver is required in order to officially register the electronic file sent to the document registration address. becomes possible. Note that the registration button may be pressed by the approver after the approval by the approver, or by the approver himself/herself.
When the status of the electronic file is set to "approved", all subsequent modifications to the document chart FX are recorded as correction history information. A function may be provided to automatically delete the temporarily stored electronic file and the temporary document chart Tn if the status of the temporarily stored electronic file is not changed to "approved" within a certain period of time. Further, a function may be provided to transmit a message notifying that the electronic file has been saved to the user ID associated with the client information when the instruction to save the electronic file is issued in S7.

FIG. 9 is a diagram for explaining the document registration e-mail address related to the second saving process. The electronic file storage processing program according to the embodiment includes means for issuing a document registration e-mail address linked to a business partner, and can issue a document registration e-mail address for each business partner. The means for issuing document registration e-mail addresses can set a plurality of document registration addresses that are linked as initial values and have different document information for one client. Here, the business partner may be a member company or a non-member company. If the business partner is a member company, the above reception processing can be performed by linking and storing the e-mail address to which the confirmation URL is to be sent and the user ID.
FIG. 9A shows document registration address 1 for member company A, which is a business partner, with "company A" as business partner information, "issuance" as classification information, and "receipt" as document type information. "Book" is linked as the initial value. FIG. 9B shows a document registration address 2 for non-member company C, which is a trading partner. Invoice" is linked as the initial value.

FIG. 10 is a diagram of a registration confirmation screen related to the second saving process according to the embodiment.
For example, the processing device 11 prompts the member user X to confirm the initial information of the provisional document chart Tn and input the document information by displaying a registration confirmation screen as shown in FIG. When member user X enters the document information of the electronic file that he or she sent to document registration address 1 and presses the registration button, the electronic file and the document information entered on the registration confirmation screen are associated with the document chart FX. is created. The type of document information is not limited to the information illustrated in FIG. 10, but it is necessary to provide at least input fields for the customer, date, and amount, which are search requirements for the Electronic Book Storage Law. In the example of FIG. 10, classification information, document type information, transaction date information, and amount are mandatory input fields, and registration cannot be performed unless information is input in the mandatory input fields.
In this embodiment, the document registration address is associated with the initial values of the customer information, the category information, and the document type information, but the number of types of document information to be associated may be greater or less. good. For example, only the category information and/or the document type information may be linked without linking the client information to the document registration address. By linking one or a plurality of pieces of document information to the document registration address in this way, it is possible to save the trouble of inputting the document information determined for each business partner each time. In addition, the storage device 12 can be efficiently used by temporarily storing electronic files and temporary document charts for which the linking of document information has not been completed in the storage device 12 and deleting them when there is no access for a certain period of time. is possible.

(Correction/deletion processing)
The processing device 11 that executes the electronic file storage processing program has a function that allows the document information of the electronic files stored in the storage areas 14A and 14B of the storage database 14 to be corrected with history. Specifically, the processing device 11 has a screen for correcting the document information of the electronic file, and allows the user to correct the document information. The document information corrected by the user is stored in the storage database 14 by the processing device 11 . Further, in this embodiment, when the processing device 11 corrects the document information, the content of the correction is saved as correction history information. For example, the processing device 11 can be configured to store document information before correction as it is as history information, or to store information on a corrected portion. As a result, an authorized user can confirm the content of the correction and ensure the authenticity of the data.

Further, the processing device 11 that executes the electronic file storage processing program has a function of deleting the electronic files stored in the storage areas 14A and 14B of the storage database 14. FIG. Specifically, the processing device 11 has a screen for deleting an electronic file, and can delete the electronic file selected by the user. When deleting an electronic file, the processing device 11 stores the deleted electronic file or its document information as deletion history information. For example, the processing device 11 can be configured to store the document information before deletion as it is as history information. As a result, an authorized user can confirm the contents of the deletion of the electronic file, and the authenticity of the data can be ensured.

(Search process)
The processing device 11 has a function of searching electronic files stored in the storage areas 14A and 14B of the storage database 14 . In this embodiment, the processing device 11 has a search screen for searching document information of an electronic file. Electronic files can be searched.

As described above, in the electronic file storage system 1 according to the present embodiment, in the transmission process, the sender is allowed to select an electronic file to be transmitted and input the document information and transmission information of the electronic file. is stored in the sender storage area 14A in association with the document information, the electronic file stored in the sender storage area 14A can be viewed by the recipient, and a message is sent to the recipient based on the transmission information. This allows the sending user to send an electronic file, save the electronic file, and send a message at the same time. In addition to sending the electronic file, it is possible to save the electronic file of the sent transaction-related documents separately in the predetermined storage area 14A. In addition, in this embodiment, the electronic file is appropriately stored in the receiving side storage area 14B just by receiving it on the receiving side. Furthermore, in the electronic file storage system 1 according to the present embodiment, in the transmission process, a message is transmitted by e-mail or the like at the same time as the electronic file is stored. It is possible to appropriately grasp that the electronic file has been saved in the receiving side storage area 14B by e-mail or the like without logging in to the service.

Further, in the above-described embodiment, in the transmission process, the sender is made to input whether or not approval by the approver is required as the document information. Triggered by the approval of the electronic file, the electronic file is automatically stored in the receiving side storage area 14B, and the message is transmitted based on the transmission information. As a result, after the approver approves the message, the person in charge does not need to perform the operation again, and the message is automatically sent.

Furthermore, in the above-described embodiment, non-member users can download electronic files issued by member users or upload electronic files received by member users. Electronic files received by member users and electronic files received by member users from non-member users can also be appropriately stored in the member user's storage area. In this way, even when the electronic file storage system 1 according to the present embodiment is used, electronic files can be exchanged with non-member users, and electronic files exchanged with non-member users can be stored appropriately in storage areas of member users. can be saved to

In addition, electronic files of transaction-related documents are not limited to electronic files created by a dedicated system, but also document files created with document software, spreadsheet files created with spreadsheet software, and paper transaction-related documents are scanned and digitized. There are image files, PDF files, and other formats, and there has been a demand for a system that can centrally manage these electronic files. In this embodiment, by using transmission processing, reception processing, and storage processing together, electronic files of transaction-related documents sent and received by the electronic file storage system 1 according to this embodiment and electronic files received by e-mail can be sent by FAX or Electronic files obtained by scanning paper transaction-related documents received by mail or by hand can also be stored in the same storage areas 14A and 14B of the storage database 14 in a searchable manner.

In addition, in practice, it is necessary to store not only documents confirming that a transaction has been completed, such as purchase orders and confirmations, but also information that can be used to confirm the background of the transaction. In the embodiment, since electronic files of various documents can be saved by saving processing, transaction history information can also be electronically saved collectively.

Although preferred embodiments of the present invention have been described above, the technical scope of the present invention is not limited to the description of the above embodiments. Various modifications and improvements can be added to the above-described embodiment examples, and forms with such modifications and improvements are also included in the technical scope of the present invention.

For example, in the above-described embodiment, in the transmission process, when the sender inputs document information that the approver's approval is required, the approval of the electronic file by the approver triggers an automatic , the electronic file stored in the sender storage area 14A can be viewed by the recipient, and a message is sent based on the transmission information. If the sender inputs that the approval of the sender is required, after the approver approves the electronic file, the sender sends the electronic file saved in the sender storage area 14A to the receiver by another instruction. It is also possible to have a configuration in which viewing is possible and a message is transmitted based on the transmission information.

Further, in the above-described embodiment, the storage database 14 of the server 10 has a configuration in which the storage area 14A of the company A and the storage area 14B of the company B are constructed. A configuration in which a storage area 14A for company A and a storage area 14B for company B are set in the database of the server may be used.

Further, in the above-described embodiment, a specification is adopted in which the confirmation URL for displaying the registration confirmation screen is sent to the sender's e-mail address. You may make it transmit. For example, a confirmation URL is sent to an e-mail address or user ID used by a person in a position to manage document information in an electronic file, authorization to view the electronic file corresponding to the confirmation URL is granted, and the registration confirmation screen is displayed. You may grant editing rights to

1 Electronic file storage system 10 Server 11 Processing device 12 Storage device 13 Communication device 14 Storage database 15 Temporary storage database 16 Management information database 14A, 14B Storage area 20, 30, 40 Operation terminal

Claims (9)

An electronic file storage processing device for storing an electronic file in a storage device in a searchable manner,
address issuing means for issuing a document registration e-mail address linked with preset document information;
An electronic file sent from the sender's e-mail address to the e-mail address for document registration is electronically stored in the storage device as a temporary document chart linked with document information preset in the e-mail address for document registration. Temporary storage means for storing,
URL transmission means for transmitting a confirmation URL for confirming the document information of the temporary document chart to a preset e-mail address;
confirmation screen display means for displaying an editable registration confirmation screen for confirming the document information of the temporary document chart corresponding to the confirmation URL when the confirmation URL is accessed;
main registration means for storing a document chart created based on the document information on the registration confirmation screen in the storage device when a registration instruction is issued from the registration confirmation screen;
history storage means for storing a history of correction or deletion of document information in the document chart ,
The address issuing means issues the document registration e-mail address in association with the user ID associated with the client information,
The electronic file storage processing device, wherein the main registration means transmits a message notifying that the document chart has been stored to the user ID associated with the supplier information. An electronic file storage processing device for storing an electronic file in a storage device in a searchable manner,
address issuing means for issuing a document registration e-mail address linked with preset document information;
An electronic file sent from the sender's e-mail address to the e-mail address for document registration is electronically stored in the storage device as a temporary document chart linked with document information preset in the e-mail address for document registration. Temporary storage means for storing,
URL transmission means for transmitting a confirmation URL for confirming the document information of the temporary document chart to a preset e-mail address;
confirmation screen display means for displaying an editable registration confirmation screen for confirming the document information of the temporary document chart corresponding to the confirmation URL when the confirmation URL is accessed;
main registration means for storing a document chart created based on the document information on the registration confirmation screen in the storage device when a registration instruction is issued from the registration confirmation screen;
history storage means for storing a history of correction or deletion of document information in the document chart ,
Approver setting means for setting an approver linked to the document registration e-mail address;
an approval means for an approver approved by the approver setting means to approve the electronic file;
When an approver linked to the document registration e-mail address is set, the main registration means does not store the document chart in the storage device unless the approval of the approver is obtained. File storage processor. The preset document information includes category information, document type information and client information,
3. The electronic file storage processing apparatus according to claim 1 , wherein said confirmation screen display means displays preset classification information, document type information and client information as initial values. If the document chart corresponding to the confirmation URL is not stored by the official registration means within a certain period of time after the confirmation URL is transmitted by the URL transmission means, the temporary document chart and the electronic file corresponding to the confirmation URL are stored. 3. An electronic file storage and processing device according to claim 1 or 2 , further comprising means for deleting from the device. The address issuing means issues the document registration e-mail address in association with the user ID associated with the client information ,
3. The electronic file storage processing device according to claim 2 , wherein said main registration means transmits a message notifying that said document chart has been stored to said user ID associated with said client information. Further, receiving means for duplicating and storing the document chart in a storage area that can be referred to by the user ID linked with the client information, based on a reception instruction issued from the user ID linked with the client information. 6. The electronic file storage processing device according to claim 1 or 5 , comprising: Approver setting means for setting an approver linked to the document registration e-mail address;
an approval means for an approver approved by the approver setting means to approve the electronic file;
Claim Item 1. The electronic file storage processing device according to item 1 . An electronic file storage processing program for causing a computer to execute processing for storing an electronic file in a storage device in a searchable manner, the computer comprising:
address issuing means for issuing an e-mail address for document registration linked with preset document information;
An electronic file sent from the sender's e-mail address to the e-mail address for document registration is electronically stored in the storage device as a temporary document chart linked with document information preset in the e-mail address for document registration. Temporary storage means for storage,
URL transmission means for transmitting a confirmation URL for confirming the document information of the temporary document chart to a preset e-mail address;
confirmation screen display means for displaying an editable registration confirmation screen for confirming the document information of the temporary document chart corresponding to the confirmation URL when the confirmation URL is accessed;
main registration means for storing a document chart created based on the document information on the registration confirmation screen in the storage device when a registration instruction is issued from the registration confirmation screen;
Functioning as history storage means for storing the history of correction or deletion of document information in the document chart ,
The address issuing means issues the document registration e-mail address in association with the user ID associated with the client information,
The electronic file storage processing program, wherein the main registration means transmits a message notifying that the document chart has been stored to the user ID associated with the supplier information. An electronic file storage processing program for causing a computer to execute processing for storing an electronic file in a storage device in a searchable manner, the computer comprising:
address issuing means for issuing an e-mail address for document registration linked with preset document information;
An electronic file sent from the sender's e-mail address to the e-mail address for document registration is electronically stored in the storage device as a temporary document chart linked with document information preset in the e-mail address for document registration. Temporary storage means for storage,
URL transmission means for transmitting a confirmation URL for confirming the document information of the temporary document chart to a preset e-mail address;
confirmation screen display means for displaying an editable registration confirmation screen for confirming the document information of the temporary document chart corresponding to the confirmation URL when the confirmation URL is accessed;
main registration means for storing a document chart created based on the document information on the registration confirmation screen in the storage device when a registration instruction is issued from the registration confirmation screen;
history storage means for storing a history of correction or deletion of document information in the document chart;
function as an approver setting means for setting an approver associated with the document registration email address ;
When an approver linked to the document registration e-mail address is set, the main registration means does not store the document chart in the storage device unless the approval of the approver is obtained. File save processing program.

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