NZ501847A - Production and tracking of tangible mail items using electronic email systems - Google Patents

Abstract

A hybrid mail system where an electronic mail form is created at the user's computer and transmitted via the Internet to an output computer where the mail is produced in a physical form. Status information for each mail item is determined at the output computer and the information is transmitted back to the user where the user can track the processing of the items. The user can control the production process and send instructions to cancel the delivery of a mail item.

Description

NEW ZEALAND PATENTS ACT, 1953 No: Date: COMPLETE SPECIFICATION IMPROVEMENTS RELATING TO CONTROL PROCESSES IN HYBRID MAIL SYSTEMS We, NEW ZEALAND POST LIMITED, a New Zealand company, of New Zealand Post House, 7-27 Waterloo Quay, Wellington, New Zealand, do hereby declare the invention for which we pray that a patent may be granted to us, and the method by which it is to be performed, to be particularly described in and by the following statement: 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 status information regarding mail items is provided for users to enable control during production of the items.

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 OF THE INVENTION It is therefore an object of the present invention to provide for hybrid mail systems in which users are able to monitor production of their mail items as business letters or other documents, or at least to provide an alternative to existing systems. In general terms the invention enables the users to track the items during processing at 3 output nodes where the items are rendered in tangible form. It then becomes possible to control the production stage and check various functions such as proofing and delayed despatch, or even cancel a pending item, for example. Status information is generated at output nodes and transmitted to the particular users.

Accordingly in one aspect the invention may broadly be said to consist in a method of producing mail items in a hybrid mail system comprising creating mail items in electronic form at a plurality of user input nodes, indicating delivery parameters including a destination for each item, transmitting the mail items in electronic form 10 through the system to one or more output nodes, determining status information for each item at the output nodes, transmitting the status information for each item to respective input nodes, producing the mail items in tangible form at the output nodes, and despatching the items in tangible form from the output nodes to the respective destinations, the method further comprising the step of providing means 15 for a user to transmit, from a user input node, instructions to cancel delivery of a mail item.

In another aspect the invention consists in a hybrid mail system which implements a method according to the preceding aspect. Such a system typically comprises an 20 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 similar equipment exist at the output nodes to produce and despatch the mail items 25 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 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 accompanying drawings of which: ow£5AL PRopgriy" OFFICE OF N.Z. * y FEB 2002 RECEIVED Figure 1 schematically shows a hybrid mail system using Internet connections between nodes, Figure 2 shows a simple template according to the invention in the system of Figure 1, Figure 3 is a flowchart indicating how a group account 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 creation and transmission of a mail item from a user node, Figure 6 is a flowchart outlining how a central node in Figure 1 checks and holds a mail item before production, Figure 7 is a flowchart outlining how a mail item is created at an output node, and Figure 8 is flowchart outlining how a production run with multiple mail items is controlled at the output node.

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 m a schematic form an arrangement of physical components m 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 in 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 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 m 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 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 user node, m 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 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 processing software application may be required at the input node and be permanently installed by the user for a range 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 loading units. Most of the mail items will 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. 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 abody 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 more specific to group use of the system may then be exchanged in step 31, including userids and passwords for administration, an indication of initial templates where required, 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 32, 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 33. The system issues reports and invoices to the company in step 34.

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 in step 42. The site then displays a capture form in step 43 which can be printed and used to record a signature or other personal tokens for the particular user seeking registration. Subject to confirmation of an intention to complete the registration in step 44, 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 45, 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 46 in Figure 4 involves scanning and storage of one or more images from the capture form previously received in step 45, 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 in 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 m 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 47. The user is generally advised by email or other means in step 48.

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 userid, 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 in 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. An instruction to cancel the item may be sent in step 58.

Figure 6 outlines operation of the central node 10 in 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 review and 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 originating user node in step 63. Approval may or may not be given in step 64, or alternatively the item may be cancelled by the user for some reason. The item is transmitted to an appropriate output node in step 65 once approval is given, if required. Status information is generated for user tracking in step 66.

Figure 7 indicates preparation for conversion of a mail item from electronic to tangible form at an output node 14 in Figure 1. An item is received in step 70, INTELLECTUAL PROPERTY OFFICE OF N.Z. 1 8 FEB 2002 RECEIVED usually as a collection of related files containing content and parameter data. The files are checked and merged in step 71, including substitution of signature images where required to replace token codes. Corrupted or otherwise incompatible data may prevent the merge process in step 72, in which case a control operator is advised in step 73, and a correction process adopted in step 74. Otherwise the assembled item is held if necessary in step 75, for a batch print run or post dated despatch, and status information is generated for the user in step 76. The user is able to cancel production of the item at this stage if a need arises.

Figure 8 indicates a second part of the production process following preparation according to Figure 7. In general terms, documents such as letters are printed and enveloped. A number of items are determined for a print run in step 80, and the run begins on one or more printing machines in step 81. The status of each item in the print run is monitored and information made available to the respective users in step 82. Cancellation may still arise during this part of the process. Print faults are monitored in step 83 with particular items being added to rerun processes in step 84 as necessary. Items which print successfully are transferred to envelopes or other packaging in step 85, generally in automated processes. Once again, faults cause particular items to be added to rerun processes in step 86. Finished items appear in step 87 for franking, sorting, batching, bagging and so on according to their destination. Final status information is generated for the users in step 88.

Claims (11)

CLAIMS: 10

1. A method of producing mail items in a hybrid mail system comprising: creating mail items in electronic form at a plurality of user input nodes, 5 indicating delivery parameters including a destination for each item, transmitting the mail items in electronic form through the system to one or more output nodes, determining status information for each item at the output nodes, transmitting the status information for each item to respective input nodes, 10 producing the mail items in tangible form at the output nodes, and despatching the items in tangible form from the output nodes to the respective destinations, the method further comprising the step of providing means for a user to transmit, from a user input node, instructions to cancel delivery of a mail item. 15

2. A method according to claim 1 further comprising: determining the status information for each item in relation to receipt of the item at an output node.

3. A method according to claim 1 further comprising: 20 determining the status information for each item in relation to proofing of the item at an output node.

4. A method according to claim 1 further comprising: determining the status information for each item in relation to printing of the 25 item at an output node.

5. A method according to claim 1 further comprising: determining the status information for each item in relation to placing of the item in an envelope at an output node. 30 35

6. A method according to claim 1 further comprising: indicating a despatch or delivery date in the parameters for one or more items, and despatching those items in accord with the date.

7. A method according to claim 1 further comprising: transmitting the mail items and the status information as required between the , JAL PROPER! rICE OF N.Z. 1 a FEB 2002 RECEIVED input and output nodes using one or more Internet connections.

8. A method according to claim 1 further comprising: accumulating mail items at each output node before producing and despatching the items in batches.

9. A method of producing a mail item substantially as herein described with reference to the accompanying drawings.

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. INTELLECTUAL PROPERTY OFFICE OF N.Z. 1 8 FEB 2002 RECEIVED