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System and method to send automated mail alerts while disabling the out of office agent

IP.com Disclosure Number: IPCOM000172931D
Original Publication Date: 2008-Jul-21
Included in the Prior Art Database: 2008-Jul-21
Document File: 4 page(s) / 65K

Publishing Venue

IBM

Abstract

Disclosed is a "System and method to send automated alerts while disabling the out of office facility in telephony and email systems" The telephony systems and POP3 compatible mail clients offer the facility of setting offline messages when the user is out of office. Facilities like Agents and answering machines will be used for this purpose to send messages in the form of pre populated emails or prerecorded voice messages. In the EMail systems, when the Out Of Office Agent is enabled and set, this feature automatically replies to mails that a particular user receives while he/she is out of the office. The telephony systems have the facility of setting out of office voice messages using an answering machine and play them as auto reply to the calls received. This disclosure proposes a novel idea of sending automated alerts and automated voice messages if the Out Of Office agent or the answering machine is turned off prior to the schedule mentioned while enabling it.

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System and method to send automated mail alerts while disabling the out of office agent

Authors -- Dhandapani Shanmugam, Sandeep K Matada:-

Out of Office is an optional feature provided by the POP3 mail clients. When Out Of Office Agent is enabled, it automatically responds to a mail that arrives when the user is out of the office. While configuring the agent, the user can specify the text of the message, and set rules on who should receive the special alert messages or who should not receive the alert messages. The Out of Office agent also provides an option to mark the user's calendar "busy" for the time he/she is away. The agent generates automatic alert messages once for each person who sends mail to the user, even if the person sends several messages during the user's absence.

An answering machine is also known as an answerphone or telephone answering device (TAD). This device would be attached to a telephone and could be set to play the prerecorded out of office announcements and to record a voice message from a caller.

If the Out Of Office Agent is turned off or the answering machine is disabled for auto reply within the specified period (prior to the schedule mentioned while enabling it), currently there is no facility to send an automated mail alerts or auto dial's to all the numbers on the availability of the user to all of those who have sent mails or made calls to the user phone on his absence.

This invention proposes a novel idea of sending automated mail alerts and automated voice messages if the Out Of Office agent or the answering machine is turned off prior to the schedule mentioned while enabling it.

For example consider a scenario where the user 'A' enables the Out Of Office Agent and sets that he/she will not be available in office starting from 19/Nov/2007 till 25/Nov/2007. Users 'B', 'C' and 'D' send a mail to 'A' on 19/Nov/2007. For the Users 'B', 'C' and 'D' an automated mail reply will be sent, stating that the user 'A' is out of office starting from 19th till 25th. Due to some reason the user 'A' has availed leave only on 19th and canceled his vacations from 20th to 25th. He is back to office on 20th and disables the Out Of Office Agent but the users 'B', 'C' and 'D' who got an aut...