NZ501846A - Hybrid mail item creation using templates at user station - Google Patents

Abstract

A hybrid mail system stores a number of mail templates in electronic form at a processing centre, accessible to one or more users. Each template is identified by a code accessible by particular users. The list of template codes the user is authorized to access is sent to the user's computers presenting a list of available templates. The user can create mail in an electronic form according to the selected template. The mailed item is sent to an output computer where the mail is produced in a physical form relevant to the template used.

Description

FIELD OF THE INVENTION This invention relates to hybrid mail systems in which electronic versions of mail items are created at user sites and transmitted to remote sites for production in physical form. In particular but not solely the invention relates to systems which are implemented over the Internet for groups of users such as executives and their assistants m a corporate environment. Single users can also be accommodated. The invention relates to systems in which templates are centrally stored and provided to users as required.

BACKGROUND TO THE INVENTION Hybrid mail systems are becoming increasingly popular in business and technical communities around the world. In general terms, documents are prepared and transmitted over electronic communication channels for production at remote sites, perhaps even globally remote sites, in a conventional or otherwise tangible form. The tangible documents can then be despatched through a local post or courier service to their required destinations. Widespread use and familiarity of personal computing platforms and the Internet have encouraged development of these systems. They provide opportunities for efficient creation and delivery of a wide range of mail items, primarily letters, but also other items such as postcards and circulars. The documents often carry significant business content so the hybrid systems must maintain a high level of integrity in order to gain support from users over conventional systems. However, most hybrid systems known to date have provided for little more than conversion of email, or preparation and transmission of postcards, such as described in US 5,918,220 for example.

SUMMARY OR THE INVENTION It is therefore an object of the present invention to provide for hybrid mail systems in which users are able to use predetermined templates to create business letters and other documents, or at least to provide an alternative to existing systems. In general terms the invention enables users to generate and modify / 8 templates for group or private use when preparing electronic mail items within the system. It then becomes possible to authorise use of key templates by a range of users in a corporate group, for example.

Accordingly in one aspect the invention may broadly be said to consist in a method of producing a mail item in a hybrid mail system comprising storing a plurality of mail templates in electronic form for a single user or a group of users, maintaining, at a processing node, a list of templates in electronic form accessible to a particular user, each template identified by a code, providing user authentification at a user 10 input node, transmitting to the user input node a list of template codes which the user is authorised to access, presenting a list of available templates at a user input node from the template codes, creating a mail item in electronic form at the input node according to a selected template, indicating delivery parameters for the mail item including a destination, transmitting the mail item in electronic form through the 15 system to an output node, producing the mail item in physical form according to the selected template, and despatching the mail item in physical form from the output node to the destination.

In another aspect the invention consists in a hybrid mail system which implements 20 a method according to the preceding aspect. Such a system typically comprises an arrangement of computing platforms, at user input nodes, central processing nodes and output nodes, all connected by a communication system such as the Internet. The central node or nodes store information about users and generally facilitate flow of mail items from input nodes to output nodes. Printing and enveloping systems or 25 similar equipment exist at the output nodes to produce and despatch the mail items in tangible forms.

The invention further consists in any alternative combination of parts of features which are indicated in this specification. Known equivalents of these parts or 30 features are included whether or not explicitly set forth.

BRIEF DESCRIPTION OF THE DRAWINGS Preferred embodiments of the invention will be described with reference to the 35 accompanying drawings of which: intellectual property office of n.z. 1 8 FEB 2002 R EC *1 K. 0 ' Figure 1 schematically shows a hybrid mail system using Internet connections between nodes by way of example, Figure 2 shows a simple template according to the invention in the system of Figure 1, Figure 3 is a flowchart indicating how administrator and group accounts may be set up in the system, Figure 4 is a flowchart outlining how a single user may set up an account within a group, Figure 5 is a flowchart outlining how a user may produce a mail item using templates which are available to some or all of the group, Figure 6 is a flowchart outlining how an output node in Figure 1 may produce a mail item as required by a user, Figure 7 is flowchart outlining how a user may modify or create templates for their own use, and Figure 8 is a flowchart outlining how an administrator may modify or create templates for a group.

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS Referring to these figures it will be appreciated that the invention can be implemented in many forms for a wide variety of users without departing from the scope of the claims. Preferred forms are given here by way of example only. These forms can use a wide variety of computing platforms and communication channels which will generally be understood by a skilled reader and need not be explained in detail.

Figure 1 shows in a schematic form an arrangement of physical components in a hybrid mail system based on the Internet. The system is based around at least one central processing node 10 which provides services for a range of single user nodes 11 and group user nodes 12. Hundreds or even thousands of user nodes are anticipated m some systems. Nodes 12 are linked by a private communication network 15 and could represent terminals in a large organisation, such as executive and secretarial computer stations at company offices. Mail items are created at the user nodes and transmitted over Internet communication channels 13 to the central node and from there to one or more of a range of output nodes 14. Other communication arrangements involving regular telephone type connections and ISDN may be included, for example. Dozens or hundreds of output nodes are anticipated in some systems according to the demand for output of mail items in 5 different countries at different localities. The nodes are generally not limited to any geographical location and may be spread throughout a country or even globally.

Each node in Figure 1 may take a more or less complex form depending on the requirements of a particular system. The central node 10 stores user information in 10 a database 16 related to groups and individuals which are registered to create and transmit mail within the system. Userids, passwords and contact details, for example. The central site also stores mail related data such as templates and other options for creation of mail items, including user tokens such as scanned signatures. In some cases the data will be accessible by only one individual on demand from a 15 user node, in others the data may be available to a range of authorised users. The central node will generally also include a security buffer or firewall system 17 through which Internet connections are made in various ways, and at least one computer server 18 which is programmed to oversee operation of the system and is accessible by local staff. A network of servers is generally required to administer 20 a large hybrid system.

The user nodes in Figure 1 may range from personal computers of various kinds connected to the Internet by modems, to television sets which are enabled to create and transmit mail through various channels, to mobile units. In some cases a word 25 processing software application may be required at the input node and be permanently installed by the user for a range of purposes. In other cases, specialised software such as Java applications may be loaded from the central site as required to create specific items of mail. The output nodes require a variety of equipment including a computer network, printers, envelope machines, sorting, storage and 30 loading units. Most of the mail items will be produced in conventional letter forms. Group users may store secure supplies of letterhead sheets or envelopes at these nodes for output of company mail items. Due to the physical nature of processes involving tangible items a number of staff will generally be required at each of the output nodes.

I INTELL^CTUAr^0^mY" 1 office op 1 8 FEB 2002 Received 6 Figure 2 shows a simple template 20 which might be used in creating a mail item, by way of example. A range of standard and custom templates is typically stored at the central node 10 in Figure 1 for access on request by single users or groups. Corporate users in particular will have predetermined templates which are accessible only to authorised groups and subgroups of their staff. Each template comprises instructions which determine layout and related parameters required in production of an electronic document. In this example, the template instructions for a mail item generally determine positions and dimensions for entry of date and destination parameters 21, origin parameters 22, a salutation 23, sign off 24 and a body of input 25 for the item itself. These all and various others will be familiar in the context of business related correspondence. Many features such as these may be provided by way of menu driven options from which a user select details according to their level of authorisation. The present invention involves provision of personal tokens 26 which are typically signatures or other images specifically input to the hybrid mail system for access by one or more individuals. An example token is represented by "signature x" in this case. This may be the signature of a company director and would be provided from the central node on request by the director, an assistant or other authorised person when creating correspondence on behalf of the company.

Figure 3 is a flowchart indicating operation of a hybrid mail system during registration of a new group of users. Contact by representatives of the group would normally be made directly in a conventional fashion with representatives of the mail system. Details of the group including company name, contact numbers, billing information, existence of subgroups and so on may be provided in step 30. Details relating to administration of the service for a group of users are provided during step 31 including userids and passwords for administrators. Details more specific to group use of the system may then be exchanged in step 32 such as a library of initial templates, and procedural functions such as supply of letterhead paper for the output nodes if required. Individual user accounts are set up as required in step 33, generally by administrators or users themselves over the Internet. A company director, secretaries, account staff and various managers, for example, who then use the mail system in step 34. The system issues reports and invoices to the company in step 35. 1 8 FEB 2002 Figure 4 is a flowchart indicating operation of the system during registration of a user. The individual typically locates a website operated on a computer system by the mail service provider m step 40, generally at the central node 10 in Figure 1. The site allows input of details which establish a link from the user to an existing group. Alternatively a group administrator may make arrangements on behalf of individuals. An intention to provide specific signature details is indicated in step 41, including sign off information and perhaps more than one signature. Input of this kind can be provided through a website in known ways. Authorisation for other users in the group to access and add one or more of the particular signatures to their mail items may be given. The site then displays a capture form in step 42 which can be printed and used to record a signature or other personal tokens for the particular user seeking registration. The intending user generally prints the form on a local device. Subject to confirmation of an intention to complete the registration in step 43, the mail system initialises an individual account for the user, typically in the database 16, and waits for return of the capture form. The form containing signature or other generally graphical information is returned in step 44, by way of regular mail for example. The information forms a user token which may or may not have been authorised for use by others within the group.

Step 45 in Figure 4 involves scanning and storage of one or more images from the capture form previously received in step 44, to form one or more user tokens. The image is typically that of a personal signature as mentioned above which may be scanned and stored by various known means. Security of the image is important and a token code is assigned and stored m the system for transmission between nodes when required. In general, the token itself will either be stored at the central node, or at each of the output nodes where mail items are produced in final form, and rarely transmitted over the Internet. Instead, the token code such as "signature x" in Figure 2 is transmitted to and from user input nodes and the output nodes when creating and processing a mail item. It would be possible to transmit the token itself in circumstances where security is not important. Finally in Figure 4, the user details are complete and the account can be activated for use in step 46. The user is generally advised by email or other means in step 47. 8 Figure 5 outlines access to the mail service and creation of a mail item at a user input node 11 or 12 in Figure 1. In step 50 the user typically locates a website operated by the service, and enters usend, password and other required information. The central node 10 then transmits data to the user node in step 51 for use in creating items, including a set of options relating to templates and other parameters which are available to that user. A list of codes for authorised templates and signatures would generally be included in the data. The user selects a suitable template m step 52, appropriate to a particular business letter, for example. Detailed template information may then be transmitted from the central node, unless already present at the user node. The user creates the mail item using the template in step 53, and indicates various parameters in step 54, such as a destination from a list of predetermined addresses, a letterhead option, despatch date, proofing requirement and so on. Some parameters such as proofing may be mandatory for a particular user. Most importantly, the user selects a signature if required for the particular letter, from a list of those available, typically presented as a pull-down menu. Selection is usually made in step 55, according to codes which were assigned and authorised for that user, either by the user themselves or by others on registration. The item is finished and transmitted from the user node to the central system in step 56, being routed to an appropriate output node according to the destination. The user may receive status messages or actively track the item in step 57.

Figure 6 outlines operation of an output node 14m Figure 1 when receiving and processing a mail item. An item is received in step 60, usually as collection of related files containing content and parameter data. Formalities of the item including consistency of the data are checked in step 61. The item may be held for approval by another user in step 62. Various proofing processes are possible and are not described here in detail. Status information is generated and transmitted to the central and user nodes m step 63. Once approval has been given, if required, the item moves towards output in a tangible form. This requires addition of the selected signature in step 64, generally by way of substitution for a token code. A batch formation process or delay for post dating may take place in step 65, with generation in transmission of status information in step 66. Production of the item in a tangible form takes place in step 67, typically output of a letter on a printer. The item is 9 despatched into an appropriate local delivery system in step 68, with further status reporting in step 69.

Figure 7 is flowchart which indicates operation of the system to create or modify a 5 template for a particular user. In step 70 the user again typically locates a website operated by the service, and enters userid, password and other required information. The central node 10 then transmits data to the user node in step 71 for use in carrying out the required changes. A list of existing templates could be provided for example, from which the user selects and modifies as appropriate in step 72. 10 Alternatively a set of basic template construction tools could be provided. The result is transmitted back to the central node, coded and saved for future use in step 73. In general a user will then proceed to use the new or modified template to create a mail item in step 74, transmit the item in step 75, and monitor production if required in step 76.

Figure 8 is a flowchart which indicates operation of the system to enable an administrator or other authorised person to create or modify templates for an entire group. In step 80 the administrator typically locates a website operated by the service, and enters userid, password and other required information. The central 20 node 10 then transmits data to the user node in step 81 for use in carrying out the required changes. A list of existing templates could be provided for example, from which the user selects and modifies as appropriate in step 82. Alternatively a set of basic template construction tools could be provided. The result is transmitted back to the central node, coded and saved for future use by members of the group in step 25 83. intellectual property office of n.z. 1 8 FEB 2002 RECEIVED CLAIMS: 1. A method of producing a mail item in a hybrid mail system comprising: storing a plurality of mail templates in electronic form for a single user or a group of users, maintaining, at a processing node, a list of templates in electronic form accessible to a particular user, each template identified by a code, providing user authentification at a user input node, transmitting to the user input node a list of template codes which the user is 10 authorised to access, presenting a list of available templates at a user input node from the template codes, creating a mail item in electronic form at the input node according to a selected template, indicating delivery parameters for the mail item including a destination, transmitting the mail item in electronic form through the system to an output node, . - producing the mail item in physical form according to the selected template, and despatching the mail item in physical form from the output node to the destination. 2. A method according to claim 1 further comprising: receiving a template from a predetermined user at a user input node, and 25 storing the template with authorisation for access by other users when creating mail items. 3. A method according to claim 1 further comprising: storing a collection of templates with reference to a single user or group or users, receiving a modified template from the single user or a member of the group, and storing the modified template as part of the collection. intellectual property office of n.z. 1 8 FEB 2002 RECEIVED

Claims (1)

11 4. A method according to claim 1 further comprising: transmitting the templates from the processing node to the input nodes using a format which depends on a system which pre-exists at the input nodes. 5 5. A method according to claim 1 further comprising: transmitting the templates from the processing node to the input nodes using a format which is substantially independent of any system which pre-exists at the input nodes. 10 6. A method according to claim 1 further comprising: storing the mail templates at the remote processing node for access over Internet connections. 7. A method according to claim 1 further comprising: 15 transmitting the mail items in electronic form as required between nodes using one or more Internet connections. 8. A method according to claim 1 wherein: each template provides for business letterhead, destination, personal signature 20 and/or layout information in a mail item. 9. A method of producing a mail item substantially as herein described with reference to the accompanying drawings. 25 10. A hybrid mail system which implements a method according to any one of the preceding claims. 11. A hybrid mail system substantially as herein described with reference to the accompanying drawings. 10, CENTRAL NODE PROCESS SERVER DATA 14 OUTPUT NODE FIGURE 1 1/4