Information management system and information management method

An information management method used in an information management system,

• the information management system including
• a management server that communicates with a first terminal used by a first user, and
• an image forming apparatus that communicates with the management server and also communicates with a second terminal used by a second user, the first terminal being communicable with the second terminal,
• a processor of the image forming apparatus including a registration information storing section, a permission information receiving section, a registration information management section, and a transmission scheduling section,
• a processor of the management server including a permission information issuing section, a permission information management section, a transmission permission receiving section, and a transmission executing section,
• the method comprising:
• the registration information storing section storing registration information for which the first user has a usage right to check existence of the registration information and to use the registration information after the first user logs on to the image forming apparatus through authentication;
• the permission information receiving section receiving a passcode with a time limit from second user, the passcode being usage permission information that is notified from the first user to the second user not having the usage right for the registration information and for temporarily permitting the second user to check the existence of the registration information and to use the registration information;
• the registration information management section enabling, based on the passcode received from the second user, the second user to check the existence of the registration information and to use the registration information;
• the permission information issuing section issuing the passcode to the first user in response to an issuance request received from the first terminal;
• and
• the permission information management section managing the passcode in association with the first user, wherein
• the management server issues the passcode to the first user by transmitting the passcode to the first terminal,
• the passcode issued to the first user is notified from the first user to the second user by the first user transmitting the passcode from the first terminal to the second terminal,
• the registration information includes destination information that includes a destination name and a destination identifier,
• the transmission scheduling section receives from the second user a scheduled transmission instruction instructing to set a scheduled transmission of e-mail to a destination indicated by the destination information displayed based on the passcode and transmits the scheduled transmission instruction to the management server;
• the transmission permission receiving section receives, upon receipt of the scheduled transmission instruction transmitted from the transmission scheduling section, transmission permission from the first terminal that is associated with the passcode;
• and
• the transmission executing section transmits, based on the transmission permission, e-mail according to the scheduled transmission instruction.

An information management system comprising:

• a management server that communicates with a first terminal used by a first user;
• and
• an image forming apparatus that communicates with the management server and also communicates with a second terminal used by a second user, the first terminal being communicable with the second terminal, wherein
• a processor of the image forming apparatus includes:
• a registration information storing section that stores registration information for which the first user has a usage right to check existence of the registration information and to use the registration information after the first user logs on to the image forming apparatus through authentication;
• a permission information receiving section that receives a passcode with a time limit from second user, the passcode being usage permission information that is notified from the first user to the second user not having the usage right for the registration information and for temporarily permitting the second user to check the existence of the registration information and to use the registration information;
• and
• a registration information management section that enables, based on the passcode received by the permission information receiving section from the second user, the second user to check the existence of the registration information and to use the registration information, and
• the image forming apparatus further includes a display section and a storage section, and
• the registration information management section displays the registration information on the display section,
• the registration information includes destination information that includes a destination name and a destination identifier,
• in response to an operation made by the second user to instruct to display an address book stored in the storage section, the registration information management section fetches, from the address book, the destination information for which the second user has an access right and displays the destination information with the destination identifier hidden,
• the processor of the image forming apparatus further includes a transmission scheduling section that receives from the second user a scheduled transmission instruction instructing to set a scheduled transmission of e-mail to a destination indicated by the destination information displayed based on the passcode and that transmits the scheduled transmission instruction to the management server, and
• the processor of the management server further includes:
• a transmission permission receiving section that receives, upon receipt of the scheduled transmission instruction transmitted from the transmission scheduling section, transmission permission from the first terminal that is associated with the passcode;
• and
• a transmission executing section that transmits, based on the transmission permission, e-mail according to the scheduled transmission instruction.