(A) the management of sending and receiving documents
The management of sending and receiving documents is mainly a functional module commonly used in the office of the Tower Management Bureau, with the office as the core and involving all departments of the Tower Management Bureau. Document receiving and dispatching management mainly includes document summary information, receiving and dispatching unit, time and other elements, which is convenient for the relevant offices and employees of Tower Administration to consult.
In the management of sending and receiving files, it is necessary to set access rights, because the transmission of some files is restricted by confidentiality, and it is impossible for everyone to access them. Here, in order to facilitate communication under special circumstances, the permission setting is directly located to the person, and the selected user name set will be stored in the receipt management table. When the user logs in, if the user name appears in the permission field, a list of all files containing the user name will be generated for the user to browse and consult the file outline. The purchase management process is shown in Figure 7- 15.
Figure 7- 15 flow chart of receipt management
The main functions of publishing are file editing and copying. The system has developed a powerful editor, which is similar to Word. After editing the file, you can select the file type to generate a red-headed file. The post management process is shown in Figure 7- 16.
Figure 7- 16 post management flow chart
Figure 7- 17 Vehicle Management Flowchart
(2) Vehicle management
It reflects the dynamic use of vehicles and is convenient for leaders and offices to apply for cars. Users can inquire about vehicle types, seats, drivers, departure and return dates and other information, so as to improve the transparency and efficiency of vehicle use.
Vehicle managers accept users' applications and input these information into the computer. The system compares the dispatch time and return time in this information with the system time. If the system time is between the scheduled time and the return time, the vehicle will be displayed as scheduled. When the system time exceeds the return time, the system will automatically adjust the vehicle status to idle. The specific process is shown in Figure 7- 17.
(3) Personal office
Personal office mainly includes task management, address book, password modification and personal data modification. Its core module, task management, involves task arrangement and task feedback.
The department head assigns work to the designated subordinates. After the assigned task personnel log in to the office automation system, the home page displays the task message prompt, and the assigned personnel click to view the task. After the task is completed, the personnel to be arranged shall fill in the completion status and submit it. After logging into the office automation system, arrange the leader to receive the task message prompt, and click to view the tasks returned by the personnel to be arranged. If the arrangement leader is not satisfied with the completion of the arranged person, fill in the comments or suggestions and then send the task to the arranged person again. After the task is completed, fill in the completion status and submit it to the person to be arranged. If the person to be arranged is satisfied with the completion status, click Archive to end the process. The specific process is shown in Figure 7- 18.
Figure 7- 18 Task Management Flowchart
(4) picture library
The function of the photo library is to classify and archive the daily accumulated photo materials in each office, and the office staff can upload the photo materials accumulated in their own work to the multimedia library in the comprehensive database to realize the appreciation of the photo materials.
The storage data table of the picture management function and the picture library of the multimedia library in the comprehensive database use the same table, but each has its own management background and input interface. When a user adds a picture to the picture library, it can also be called in the multimedia library, and vice versa. The picture library is stored in the database in the form of converting pictures into binary streams, which abandons the traditional methods of uploading pictures and saving upload paths and can be kept as long-term archives.
In order to facilitate the classification of picture files, the system has established a picture classification index table, which is associated with the office. Each office can have more than one picture file classification, and it is allowed to add classification in the classification index table. Classification index information in the associated picture file storage table.
The process of uploading and saving pictures is the process of converting the original picture data into binary data storage, and there is a large binary data object field in the designed picture storage table for storing binary data. Because binary data itself is invisible, the process of querying and browsing is the process of converting binary data into visible pictures (Figure 7- 19).
Figure 7- 19 Flowchart of Image Upload and Storage
The main functions of picture library are uploading, storing, querying and browsing.
Uploading and storage: after the source and file category of uploaded pictures are determined, the system will convert the picture data and store it in the picture data table, and at the same time index the office information and file category in the classified index table, and store the classified index information for query and browsing.
Query and browse: provide a variety of query methods. According to time, office, category, personnel, etc. After data conversion, the result set obtained by the query generates thumbnail pages, and each generated thumbnail has some image attribute information, which is convenient for consulting details and plays the role of metadata.
Photo gallery can be used from multiple entrances of the office system. There is a photo gallery link at the bottom of the home page. You can directly select the office name to enter the office-themed photo gallery page. On the office page of each office, you can also directly enter the corresponding theme photo library.
(5) Information management
Information management mainly provides information publishing service, and the information of each column is added in the information management function, corresponding to: announcement, meeting notice, latest news, trends, work plan, etc. If you have permission, users can add column contents, manage existing columns, delete and edit them.
When publishing information, it needs to be processed by editors to form a file with neat layout and easy browsing.
This system mainly provides information sharing and communication, so there is no need for access control. The information management of the main page is the same as that of each office. As long as you have permission, you can enter the column for information management.
Time is the key factor of information management. The design sorts the column information by time, and the latest time is displayed in the front end. The information adding process is shown in Figure 7-20.
Figure 7-20 Information Management Flowchart
(6) make joint efforts
In order to facilitate users who use office automation to communicate with users in their own department or other departments, RTX, a collaborative office software, is embedded in the system.
RTX is an enterprise instant messaging platform. The platform is positioned to reduce the communication cost of enterprises, improve the internal communication ability of enterprises, improve the communication channels between enterprises and customers, create a new communication culture of enterprises and improve the productivity of enterprises.
The main functions of RTX platform include real-time information exchange within the enterprise, video and voice network conference, enterprise short message center and standard directory service support (Table 7- 1). RTX platform is practical and easy to use and manage. In addition to using 128-bit symmetric encryption technology at the bottom, RTX can also ensure the communication security of enterprise applications through measures such as employee real-name registration system and recording external interactive information.
When users log in to office automation, single sign-on is adopted. When the user submits the login information, the system will automatically verify the user information. When the information is verified correctly, the system will extract the user name of the logged-in user and transmit the information to the RTX server. After the information is verified, the RTX client will be started at the same time as the office automation.
Table 7- 1 RTX Function List
sequential