EP2000986A2 - System for virtual distribution of mail items - Google Patents

Abstract

Method of distributing and consulting in electronic form mail articles (10) comprising the following steps: . digitizing each of the mail items and transmitting the images of the mail articles thus digitized to a first server (16) on which these images are stored, . displaying on the first display screen (18A) associated with this first server images thus stored and assigning each of these images to its recipient by "depositing" the image in one of the lockers of a virtual storage cabinet associated with this recipient and displayed on the first display screen or on a second display screen (18B) also associated with the first server, and . displaying on at least one consultation screen (22, 24, 32) of an end-user of a dynamic dialogue box comprising at least one counter whose value depends on the number of images assigned to the final recipient's locker and accessible on the first server from the consultation screen via a local network connecting this consultation screen to the first server.

Description

Field of the art

The present invention relates exclusively to the field of mail processing and more particularly relates to a distribution system and consultation of mail items for the distribution and consultation in electronic form of mail items received in the mail services. enterprises.

Prior art

The sorting of mail in commercial or industrial enterprises is today a mainly manual process. The mail service operator responsible for this task takes the mail items one by one, identifies the mention of the recipient person or service and, generally after having opened this article of mail, deposits the document or documents it contains. in the bin corresponding to that person or service. It is clear that such a completely manual process is more or less long and suffers from a productivity that is lower when the number of traps is large, when people or services change frequently, or when the operator of the service mail performs this task regularly or not (eg during a period of leave where a trainee can replace the incumbent). In addition, it is common to note that the distribution of mail in the company, from receipt by the courier service until its delivery to the final recipient for consultation, take, in the best case, several hours, this distribution requiring in fact most often one or even two days in companies with multiple sites to the same postal address.

We have therefore sought to reduce these delays (and correlatively to increase productivity) by proposing different types of devices allowing a certain automation of these manual processes. In particular, with his European patent application EP 1 066 885 , the applicant has proposed an improved sorting device using optical and voice recognition means for informing by telephone or email the recipient of a mail item received in the mailroom. This device if it gives overall satisfaction, however, has certain disadvantages. First of all, the software must be able to recognize both printed and those handwritten, which implies a high technical degree of optical recognition means. Then, the use of a correspondence table implies that it is constantly updated to ensure a perfect classification of mail items otherwise it results in a high rate of unrecognized mail items that must then be classified manually. Finally, if the telephone contact is successful, the recipient will only be informed of the end of the sorting process or the arrival of a mail without being able to know the content and therefore measure the interest he has in receiving it physically.

Object and definition of the invention

The present invention therefore aims to overcome these disadvantages by providing real-time information of the recipient on the mail items intended for him. The invention also aims to allow the recipient to decide on the use of these mail items, so as to optimize the mail distribution cycle, particularly avoiding the recipient to receive unnecessary mail items or it is better to archive. The invention also aims to provide a system ensuring a very simple implementation from current scanning tools increasingly present in corporate mail rooms but without the use of complex recognition software.

• numérisation de chacun de ces articles de courrier et transmission des images des articles de courrier ainsi numérisés à un premier serveur sur lequel lesdites images sont stockées,
• affichage, sur un premier écran de visualisation associé au dit premier serveur, desdites images stockées sur ledit premier serveur et affectation de chacune de ces images à son destinataire en « déposant » ladite image dans un des casiers d'un meuble virtuel de rangement associé à ce destinataire et affiché sur ledit premier écran de visualisation ou sur un second écran de visualisation également associé au dit premier serveur, et
• affichage, sur au moins un écran de consultation d'un destinataire final, d'une boite de dialogue dynamique comportant au moins un compteur dont la valeur dépend du nombre d'images affectées au casier de ce destinataire final et accessibles sur ledit premier serveur depuis ledit écran de consultation via un réseau local reliant ledit écran de consultation au dit premier serveur.

These goals are achieved by a method of distributing and consulting in electronic form of mail items comprising the following steps:

• digitizing each of these mail items and transmitting the images of the mail articles thus digitized to a first server on which said images are stored,
• displaying, on a first display screen associated with said first server, said images stored on said first server and assigning each of these images to its recipient by "depositing" said image in one of the lockers of a virtual storage cabinet associated with this recipient and displayed on said first display screen or on a second display screen also associated with said first server, and
• displaying, on at least one consultation screen of a final recipient, a dynamic dialog box comprising at least one counter whose value depends on the number of images assigned to the rack of this final recipient and accessible on said first server since said consultation screen via a local area network connecting said consultation screen to said first server.

By this particular method, the recipient of a scanned mail item is informed immediately by changing the counter of the dynamic dialog displayed on its screen consultation of the arrival of a mail for it.

This method may also include a step of displaying, on at least one other display screen associated with a computer workstation connected to said first server via said local network, images assigned to one of said bins and assigning each of them. these images to its final recipient by "depositing" said image in one of the lockers of another virtual storage cabinet associated with this final recipient and displayed on said other display screen. It may further comprise a step of qualifying each of the mail items of associating with the mail article displayed on said display screen a specific type of mail selected from the following: fast mail, mail tracking, registered mail.

Advantageously, it comprises a step of remote display, on at least one remote screen for consultation of a remote recipient connected to said local network through an external communication network, a dynamic dialogue box comprising at least a counter whose value depends on the number of images assigned to the rack of this remote recipient and accessible on said first server from said remote consultation screen via both said external communication network and said local network connecting said remote consultation screen to said first server.

At the choice of the recipient, said images accessible on said first server from said remote consultation screen or not can be saved locally, destroyed, archived, or transferred to another recipient.

Preferably, there is provided a step of archiving said digitized images on a second server connected to said local network through said external communication network.

The invention also relates to a distribution and consultation system in electronic form of mail items implementing the aforementioned method and wherein in particular said external communication network is the Internet network and the connection between said at least one remote screen of consultation and said first server is a secure link.

Brief description of the drawings

• la figure 1 représente un système de distribution et de consultation sous forme électronique d'articles de courrier selon l'invention,
• la figure 2 est un organigramme des différentes étapes mises en oeuvre dans le système selon l'invention,
• la figure 3 illustre un exemple de deux interfaces graphiques affichées sur deux écrans de visualisation de la salle de courrier,
• la figure 4 illustre un exemple d'une interface graphique affichée sur un écran de visualisation d'un destinataire intermédiaire, et
• les figures 5 et 6 représentent un exemple d'images affichées sur un écran de consultation d'un destinataire final avant et pendant la consultation de l'un des articles de courrier numérisés dont il est le destinataire.

Other characteristics and advantages of the present invention will emerge more clearly from the following description, given by way of non-limiting indication, with reference to the appended drawings, in which:

• the figure 1 represents a distribution and consultation system in electronic form of mail items according to the invention,
• the figure 2 is a flowchart of the different steps implemented in the system according to the invention,
• the figure 3 illustrates an example of two graphical interfaces displayed on two screens of the mailroom,
• the figure 4 illustrates an example of a graphical interface displayed on a display screen of an intermediate recipient, and
• the Figures 5 and 6 are an example of images displayed on a final recipient's consultation screen before and during the consultation of one of the scanned mail items of which it is the recipient.

Detailed description of a preferred embodiment

The present invention aims to optimize the mail delivery cycle in the company by reducing the time of acknowledgment of his mail by the recipient whether or not he is present in the company, limiting the risks. loss of mail and allowing better tracking of mail. It is implemented in addition to the usual equipment of the mailroom, including digitization tools existing today in most corporate mail departments and uses mail distribution and consulting software specifically developed to work in a client / server architecture. An example of a system according to the invention is thus illustrated at figure 1 .

In this distribution system and consultation of mail items, an operator of the mail room after having taken mail items 10 in a mail bag, have them timestamped one by one, and if necessary have carried out a pre-sorting of these mail items, in particular to extract the confidential mails, opens the envelopes and successively introduced these envelopes and the documents they contain in a scanner 12 having an optical reader advantageously of the type allowing duplex color scans in format A4.

Once scanned, these mail items are physically deposited according to their recipient in the different mailboxes of a storage cabinet 14 of the mail room to be distributed to their recipient later, that is to say in the day or the following day (s).

In this mail room, the digitizer is connected to an internal distribution server 16 which are preferably connected two touch screens 18A, 18B for displaying for one a first graphical interface representing an image of the storage cabinet 14 and therefore comprising a predetermined number of lockers corresponding to the number of real lockers and for the other a second graphic interface successively representing the images of the envelopes and documents of each of the scanned mail items. To allow storage, at least temporarily, on this internal distribution server, images of the digitally scanned mail items, each of which is in the form of an image file of PDF, JPEG, TIFF, etc. type, the digitizer must preferably allow an automatic transfer of these image files to this internal server according to an FTP protocol or equivalent. Of course, when the number of mail items to be processed is large, conventionally greater than 1000 pages per day, and it is then desirable to reduce the overall time of their processing, this internal distribution server can be connected in parallel to several analog scanners such as that referenced 12A. An example of such a tool Scanning is given by the Scan Station 100 scanner from the American company Kodak. Note that to track digitized mail items and if necessary their subsequent archiving at an internal archive server or an external server, it will be appropriate to assign each image file transmitted to the distribution server a unique identification number.

This internal server is connected through an internal local network 20 of the company to different computer workstations of individual employees of the company, each integrating a client consultation of the internal server, for example those referenced 22 and 24, some of these computer workstations, for example that referenced 26, being advantageously arranged at each of the secretariats of departments or departments of the company, to provide a relay function between the internal distribution server 16 and the other positions of computer work 22, 24 and each comprising a touch screen display with a graphical interface associating on the same screen the first and second graphic interface above. Advantageously, this computer workstation is in the form of a personal computer "all in one" as illustrated. The internal server is also advantageously connected via an external communication network, for example the Internet network 28, to an external server 30 of a distributor of the mail distribution and consultation software implemented at the internal distribution server 16. Remote computer workstations 32 including an internal and external server consultation web client to be in contact with these servers via the Internet are also provided to enable employees of the company in a mobility situation to access their mail. despite this situation external to the company.

The operation of the system according to the invention is particularly simple and essentially based on three steps illustrated in FIG. figure 2 with, in a first step 40, a scanning of each of the mail items and their transmission in the form of an image file to an internal server for storage and exploitation, in a second step 42, a distribution / allocation of these images, by an operator of the mailroom and possibly also by an intermediate recipient, by "depositing" these images in the lockers of a virtual furniture of storage and, in a final step 44, a consultation by the final recipient of images of mail articles concerning him.

As shown in figure 3 , the distribution of images is preferably performed using two touch screens 18A, 18B (but a configuration with a single widescreen is equally possible) by an operation of selecting (click on) an image appearing on the first 18A screen and to identify the recipient, for example the image of an envelope 50, then select on the second screen 18B one of the lockers 52 virtual storage cabinet in which the envelope and its contents must be "deposited And finally to validate this choice by a "click" on an assignment confirmation button 54 present for example at the bottom of this second screen, this validation having the further effect of causing, as will be described further, an alert the recipient to which this bin is assigned. It is thus performed via the two graphical interfaces of these two display screens to a virtual distribution of mail to the image of the physical distribution of mail in the mail room. It will be noted that it is possible to assign the mail to several recipients by selecting several bins before the validation by pressing the confirmation button assignment 54. Note also that in case of error, it is possible to delete the assignments made (to remove the or the last items of mail from the locker (s) before the previous validation) and to return to the previous mail by pressing a deletion button 56 also arranged at the bottom of the screen.

When selecting the mail item, the operator will advantageously qualify this article of mail, that is to say a classification of it among several types of mail, without this list is limiting: fast mail, courier tracking or registered mail for example. This ranking is performed by selecting by a "click" on one of the three icons 58, 60, 62 associated with these three types of mail present for example at the top of this first screen.

When the recipient is not the final recipient of the mail item but for example a department or department of the company, this intermediate recipient whose computer workstation 26 is then advantageously provided with a touch screen display will in turn be responsible for making a virtual distribution of mail that exclusively concern its department or department and this time, as illustrated by the figure 4 preferably by a simple drag-and-drop operation, consisting of, at its single graphical interface, selecting an image of a mail item 64 and move it from its original location to another location corresponding to the recipient's bin 66, so as to assign each employee of his department or department mail items that are intended for him own. Except if the qualification of the mail has not been carried out by the operator of the mail room in which case it will be possible by means of the icons 68, 70, 72 to proceed to it, this intermediary recipient will not have to redo the sorting by type of mail that is destined for its department or department.

Of course, only authorized persons after providing a username and password (requested in a pre-distribution stage) will be able to proceed with this distribution and classification of mail items and access the virtual storage cabinet appearing on the second screen ( figure 3 ) or on a second part of the single screen which is then split into two areas ( figure 4 ), these screens have of course been configured and previously informed, that is to say provided with a number of virtual lockers corresponding to the number of reception lockers of the actual furniture of the mailroom or the number of final recipients of a given department or department (in the case of a classification by an intermediate consignee responsible for that department or department), in an initialization step.

Returning to figure 3 it will be noted that, to facilitate the distribution of mail, the graphic interface of the touch screen 18A allowing access to mail to be distributed is essentially divided into two display areas: one with a reduced format, under a form of thumbnails, the various images 80, 82 forming a specific mail article and the other comprising, in a format more directly readable by the operator, one of these 50 images having been selected by the operator. On the side of each of these display areas are arranged control areas with devices 84, 86 known as "elevators" and allowing a fast scrolling images or thumbnails constituting each display areas and with, at the bottom of the screen, image change buttons 88, 90 make it possible, as is known, to go from one image to another or go directly to the last image.

The consultation of his mail by the final recipient is done on a consultation screen, deported or not, from his computer workstation 22, 24, 32. On the screen 100 of this screen ( figure 5 ) appears a dynamic dialog box 102 whose update is performed continuously by a periodic and automatic connection with the distribution server 16 on which the number of images is captured. In the illustrated example, this dynamic dialog box has indeed three icons 104, 106, 108 which are associated three individual counters 110, 112, 114 each corresponding to one of the three types of aforementioned mail and whose value evolves accordingly. mail items deposited in his virtual locker. By a "click" on the icon concerned, the recipient displays a consultation window 120 ( figure 6 ) in which he can then, in a secure mode, take notice of all the mail items intended for him. It will be noted that, advantageously, in order to speed up access, the images are not transmitted to the recipient, who simply receives a link to access these images on the internal server or, preferably, on the computer workstation 26 of his computer. secretariat to which this internal server will previously advantageously send a copy. This access is possible both for an employee of the company via the internal local network 20 and for an external employee via the Internet 28.

As illustrated, this consultation window may have several display areas, one 122 displaying a succession of thumbnails different images forming a specific mail item, the other 124 viewing one of these images selected by the final recipient, for example an invoice as illustrated, the last area 126 being a control area on which appear the different possibilities of action of the final recipient on the mail piece. this final recipient can thus naturally take knowledge one by one of his mail items by "clicking" on the displacement buttons 130, 132 front and rear, but he can also destroy the article of mail consulted, archive it on the server external 30 (or any other internal server with an archiving function) or send it to another recipient by "clicking" respectively buttons 134, 136, 138 or simply save a copy on his computer workstation by action on the local recording icon 144. The consultation ends with an action on a button. output 140 which has the effect of changing the status of mail items (changing status from "unread" to "read") and decrement the corresponding counter. Note that the final recipient can at any time by an action on a button + 142 of the dynamic dialog box 102 to access an additional function allowing him to read the mail items he was able to consult previously and which n ' have not been destroyed are still present at the distribution server.

The invention is of course not limited to the only embodiments described above and one skilled in the art can without demonstrating inventive activity imagine organizing different display areas or control screens consultation , especially depending on the operating system used, provide other types of mail to classify or consider additional features.

Claims (11)

Method of distributing and consulting in electronic form mail articles (10) comprising the following steps: . digitizing each of the mail items and transmitting the images of the mail articles thus digitized to a first server (16) on which said images are stored, . displaying, on a first display screen (18A) associated with said first server, said images stored on said first server and assigning each of these images to a recipient by "depositing" said image in one of the lockers of a virtual furniture of storage associated with this recipient and displayed on said first display screen or on a second display screen (18B) also associated with said first server, and . displaying, on at least one consultation screen (22, 24) of an end recipient, a dynamic dialogue box (102) comprising at least one counter (110, 112, 114) whose value depends on the number of images assigned to the bin of this final recipient and accessible on said first server from said consultation screen via a local network (20) connecting said consultation screen to said first server. Method according to claim 1, characterized in that it further comprises a display step, on at least one other display screen (26) associated with a computer work station (26) connected to said first server via said network local, images assigned to one of said bins and assignment of each of these images to its final recipient by "depositing" said image in one of the lockers of another virtual storage cabinet associated with the final recipient and displayed on the other viewing screen. A method according to claim 1 or claim 2, characterized in that it further comprises a step of qualifying each of the mail items of associating with the mail article displayed on said display screen a selected type of mail selected among the following: fast mail, courier tracking, registered mail. Method according to claim 1 or claim 2, characterized in that it further comprises a step of remote display, on at least one remote consultation screen (32) of a remote recipient connected to said local network through an external communication network (28), a dynamic dialogue box (102) comprising at least one counter ( 110, 112, 114) whose value depends on the number of images assigned to the rack of this remote recipient and accessible on said first server from said remote consultation screen via both said external communication network and said local network connecting said screen deported consultation to said first server. Method according to claim 1 or claim 4, characterized in that said images accessible on said first server from said remote consultation screen or not are at the option of the recipient saved locally, destroyed, archived, or transferred to another recipient. The method of claim 3, characterized in that it further comprises a step of archiving said digitized images on a second server (30) connected to said local network through said external communication network. Electronic distribution and consultation system for mail items (10) comprising: . scanning means (12) for scanning each of the mail items and transmitting images of the mail items thus digitized to a first server (16) on which said images are stored, . a first display screen (18A) associated with said first server for displaying said images stored on said first server and allow, via a graphical interface, the assignment of each of these images to a recipient by "depositing" said image in one of the lockers of a virtual storage cabinet associated with this recipient and displayed on said first display screen or on a second display screen (18B) also associated with said first server, and . at least one end recipient viewing screen (22, 24) for displaying a dynamic dialog box (102) having at least one counter (110, 112, 114) whose value depends on the number of images assigned to the bin of this final recipient and accessible on said first server from said consultation screen via a local area network (20) connecting said consultation screen to said first server. System according to claim 7, characterized in that it further comprises at least one other display screen (26) associated with a computer workstation (26) connected to said first server via said local network for displaying said images assigned to one of said bins and, via a graphical interface, reappoint each of these images to its final recipient by "depositing" said image in one of the lockers of another virtual storage cabinet associated with this final recipient and displayed on said other screen of visualization. System according to claim 7 or claim 8, characterized in that it furthermore comprises at least one remote consultation screen (32) of a remote recipient connected to said local network via an external communication network (28). ) to display a dynamic dialog (102) comprising at least one counter (110, 112, 114) whose value depends on the number of images assigned to the rack of this remote recipient and accessible on said first server from said remote screen of consultation via both said external communication network and said local network connecting said remote consultation screen to said first server. System according to claim 9, characterized in that said external communication network is the Internet network and the link between said at least one remote consultation screen and said first server is a secure link. System according to claim 9, characterized in that it further comprises a second server (30) connected to said local network through said external communication network for external archiving of said digitized images.

Images