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Proactive distribution of out of office email details to regularly used applications

IP.com Disclosure Number: IPCOM000248108D
Publication Date: 2016-Oct-26
Document File: 3 page(s) / 155K

Publishing Venue

The IP.com Prior Art Database

Abstract

Within an organisation there are a number of independent applications, such as email, code repositories, social collaboration applications. When a user goes on vacation an out of office is defined within their email account. There is no synchronisation or direct communication across all the various other applications that the user is registered with. This articles discusses a solution that mines information from the volume of emails from automated systems (for example code repositories like RTC and social collaboration applications like slack and connections) to cognitively identify and proactively send (when the out of office is set in the email client) an email to those systems to notify them of the absence. Those systems can then notify individuals in the application with a warning of the absence (indicating the period of absence and allowing more information in the form of the actual out of office message for details of delegated alternatives during their absence) at the time they try to interact with that user (eg assign work) during that absence.

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Proactive distribution of out of office email details to regularly used applications

Within an organisation there are a number of independent applications, such as email, code repositories, social collaboration applications. When a user goes on vacation an out of office is defined within their email account. There is no synchronisation or direct communication across all the various other applications that the user is registered with. When the user enables their out of office ideally all the associated applications would be notified of their absence. Currently this does not occur and for example can delay projects when approvals in code repositories are waiting on people who are not available.

    Proactive distribution of out of office email details to regularly used applications, leading to the improved user experience for those attempting to interact with the individual during their absence at the point of contact.

    Mine information from the volume of emails from automated systems (for example code repositories like RTC and social collaboration applications like slack and connections) to cognitively identify and proactively send (when the out of office

is set in the email client) an email to those systems to notify them of the absence. Those systems can then notify individuals in the application with a warning of the absence (indicating the period of absence and allowing more information in the form of the actual out of office message for details of delegated alternatives during their absence) at the time they try to interact with that user (eg assign work) during that absence. If an automated system message has not previously been identified from historical emails, then the normal out of office on first email from a source, would

send the information as business as usual. The technical benefits of this include:

       It is loosely coupled and does not require setting of out of office details in multiple applications

       It does not require registration of applications, as these are dynamically discovered

       It avoids unnecessary communication by being able to restrict which applications are informed of the absence

The business benefits of this include:

       Avoiding the assignment of critical path work to users on planned absence Assigning the work only to then subsequently discovering the absence once a deadline has passed and needing to urgently reassign the work


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1.

An application sends a notification email to a user when they are assigned

work, mentioned or contacted within t...