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Method and system for multi-versioning mail attach management

IP.com Disclosure Number: IPCOM000202235D
Publication Date: 2010-Dec-10
Document File: 2 page(s) / 26K

Publishing Venue

The IP.com Prior Art Database

Abstract

This article deal with a system providing the user with an enhanced capability to manage mail attachments.

This text was extracted from a PDF file.
This is the abbreviated version, containing approximately 53% of the total text.

Page 01 of 2

THIS COPY WAS MADE FROM AN INTERNAL IBM DOCUMENT AND NOT FROM THE PUBLISHED BOOK

FR820100201 Naima Hnich-Gasri/France/IBM

Gianluca Mariani, Francesco Lecciso, Sandro Piccinini

Method and system for multi-versioning mail attach management

When talking about e-mail and emailing system one of the first things that comes in our mind is the possibility to send and exchange documents that are of our interest. Doubtless the use of mail attachments is widespread and used everyday in the working environment as a vital collaboration tool. The capability to send any type of data attached as a file to an email is being increasingly used also as a means of real world collaboration and email attachments have become fundamentals in an organization's work-flow.

     Nevertheless email attachments may show down side when they became too large to be easily managed and when multiple versions of the same document are being repeatedly sent among users.

     The proposed solution let the current attachment management mechanism to evolve toward a better handling of documents, limiting the circulating copies of the same document as well as managing multiple versions of the said document. The solution pursues a trade off between the easiness of exchanging document through an emailing system and the preordered approach of project repositories and databases that work well in the internal company operation.

     The idea is to provide a peer-based mechanism to consolidate email attachments in one or more shared databases and provide easy access to them as well as managing different versions and usage of the document itself.

     Upon document reception one of the addressees, in coordination with other peers, take care of moving the attachment in shared repositories commonly used/accessed by the other recipients. Once the attachment is available in those repositories the peer replaces the original email attachment using a general email replacement/update technique. Other peers are now able to access the document through a link to one of their favorite shared database.

     Every new revision of the same document will be managed by the database itself. When one of the clients is going to send a newly updated version of the document it will provide the new attachment to email and will simultaneously act as one of the peer sending a replacement email containing the link for those clients that share common databases. For recipients that do not have any shared database in common, the full attachment is available and other clients can automatically and silently perform attachment removal actions using further databases. One foreseeable scenario could be using a common database for each company or division.

     The proposed solution could be implemented as a client plug-in, which will perform the email attachmen...