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Enhancement of Rules applied to Sectional Mail Contents Disclosure Number: IPCOM000240559D
Publication Date: 2015-Feb-09
Document File: 5 page(s) / 51K

Publishing Venue

The Prior Art Database


Enhancement of Rules applied to Sectional Mail Contents Abstract This paper describes the enhancement of corporate email system where the sender will have the capability to associate different rules / constraints to the email sections. Rather than associating rules to the entire mail content and to all the recipients, this enhancement gives the flexibility to associate different rules to one or more sections of the mail content. This also allows the sender to assign the rules either to all the recipients or to apply rules at recipient level. Also the rules / constraints doesn’t end with the single email transaction and would be carried along when the email gets forwarded, replied etc. This enables the sender to successfully send email to multiple recipients with the required restrictions rather than sending multiple emails. The security and confidentiality concerns of the sender is addressed by ensuring that the rules/ constraints are carried along through the life of the email.

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Enhancement of Rules applied to Sectional Mail Contents

Back Ground

    In the current corporate email systems, the sender creates an email with the subject and content, and then adds the set of recipients' addresses and submits the email. The mail client then

pushes the email to the server and then it is forwarded to the concerned recipient's mail clients. Each recipient then views the email from their inbox and further act upon them by forwarding it or replying to it.

    To support the needs of a corporate environment, few of the mail clients support adding rules or constraints to the email like 'Do not forward' etc. The rule gets applied to the entire mail content and to all the recipients. Also when any one of the recipients likes to reply or take any other action on that email, the rules applied earlier won't be applied again automatically and has to be newly created by the current sender.

    The email clients also support the creation of sections in the mail body there by the content can be organized clearly in the email.

Problems in Current Model

The shortcomings associated with the current corporate mail systems are well-known.

 Rules can be applied only to entire mail content

 Rules cannot be applied to selected recipients

 Sender has to send multiple mails with similar content as rule based customization at sectional and recipient level is not supported

 Confidentially can be compromised as the rules and customization set by the original sender will not be carried throughout the mail lifecycle

 Increased mail traffic and server load due to duplicate mails

 No provision to hide specific emails across specific recipients in case of large mail threads results in recipients going through unnecessary details

Contemporary Advances

    Large volume of work is done in this area to enhance the corporate email functionalities to make the communication efficient and flexible. For instance like enabling the sender to hide few portions of the email from selected recipients [1], enabling the sender to send self-removing emails which eases the burden of deleting unsolicited emails by recipients based on predefined criteria [2], providing the flexibility for the sender to add a post script message to selected recipients [3], flexibility for the sender to select a few among the recipients to whom the mail should be delivered with the attachment and also to define whether the attachment should be saved in the recipient system or only to save the email alone [4], enabling sender to select different set of recipients for each of the attachment sent in a single email[5].

    Based on the changing demands and needs in the industry the corporate email system has to be enhanced to provide flexibility to the users and to avoid productivity issues. Though the


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current enhancements allow the sender to selectively transfer mail contents by hiding the mail content/ attachments from selective recipients, to apply rules like do not forw...