JP2005107720A - Mail transmission device and program - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To automatically select information added to an electronic mail according to personnel information of a transmission destination of the e-mail, and to transmit it to the transmission destination. <P>SOLUTION: This mail transmission device 1 acquires the personnel information of the transmission destination designated by operation of an input device 4 from a personnel database 71, reads a template corresponding to the acquired personnel information from a template selection table 72, and reads a signature corresponding to the acquired personnel information from a signature selection table 73. The read template and signature are added to a transmission message of the e-mail, and they are transmitted to the designated transmission destination. <P>COPYRIGHT: (C)2005,JPO&NCIPI

Description

  The present invention relates to a mail transmission device and a program.

When sending e-mails with the same content to multiple recipients, greetings, signatures, etc., depending on the relationship between the e-mail recipient and sender (for example, the boss and subordinate, the recipient is the sender's client) Is preferably rewritten. In such a case, it is necessary to create and send an e-mail separately for each destination (recipient). However, in the conventional mail transmission apparatus, a technique (Patent Document 1) is considered that enables the user to always send an e-mail to the latest mail address by centrally managing the mail address together with personnel information. However, greetings and signatures (signatures) have to be created by the user each time.
JP 2000-261492 A

  However, the task of rewriting greetings and signatures for each destination and creating separate emails is time consuming and cumbersome for the user.

  An object of the present invention is to automatically select information to be added to an e-mail according to the personnel information of the e-mail transmission destination and transmit it to the transmission destination.

  The invention according to claim 1 is a storage means for storing additional information added to an e-mail in association with personnel information of an e-mail transmission destination, a designation means for designating an e-mail transmission destination, and the designation Acquisition means for acquiring personnel information of a transmission destination designated by the means, reading means for reading additional information corresponding to the personnel information acquired by the acquisition means from the storage means, and additional information read by the reading means Transmission means for adding information to an e-mail and sending the information to a destination designated by the designation means.

  According to an eighth aspect of the present invention, there is provided a computer having a function of designating an e-mail transmission destination, a function of acquiring personnel information of the designated transmission destination, and an electronic mail associated with the personnel information of the e-mail transmission destination. A function of reading additional information corresponding to the acquired personnel information from a storage unit storing additional information to be added to the mail, and adding the read additional information to the e-mail, the designated This is a program that realizes a function of transmitting to a transmission destination.

  According to the present invention, the additional information added to the email is stored in association with the personnel information of the destination of the email, and the additional information added to the email is stored according to the personnel information of the destination of the email. Since the automatic selection and transmission is performed, it is not necessary for the user to create an e-mail separately for each transmission destination as in the prior art, and it is possible to save time and effort for mail creation.

  Hereinafter, embodiments of the present invention will be described in detail with reference to the drawings. First, the configuration of the present embodiment will be described.

  FIG. 1 shows a main configuration of a mail transmission device 1 according to an embodiment to which the present invention is applied. As shown in FIG. 1, the mail transmission device 1 includes a CPU (Central Processing Unit) 2, a display device 3, an input device 4, a communication control device 5, a RAM (Random Access Memory) 6, and a storage device 7. Are connected by a bus 8.

  The CPU 2 reads out various control programs stored in the storage device 7 and develops them in the RAM 6, and controls each part of the mail transmission device 1 according to those control programs. Hereinafter, the control operation by the CPU 2 will be described.

  The CPU 2 executes mail transmission processing for transmitting an electronic mail to a designated transmission destination (see FIGS. 9 to 12). In this mail transmission process, when the transmission destination of the electronic mail is designated by the input device 4, the CPU 2 acquires the personnel information of the designated transmission destination from the personnel database 71, and selects the template selection table 72, signature selection A template and a signature corresponding to the acquired personnel information are read from the table 73, and the read template and signature are added to an e-mail transmission message and transmitted to a designated transmission destination. In the present embodiment, the template added to the email transmission message corresponding to the personnel information of the transmission destination is a greeting template, but the template added to the transmission message is It is not limited.

  The display device 3 includes a display screen such as an LCD (Liquid Crystal Display) or a CRT (Cathode Ray Tube), and performs a required display process according to a display signal input from the CPU 2.

  The input device 4 includes a key input device including a character input key, a numeric keypad, a cursor key, and various function keys, a pointing device such as a mouse, and the like, and outputs an operation signal generated by an operation of the key input device or the pointing device to the CPU 2. .

  The communication control device 5 is configured by a modem (MODEM / DEModulator), a router, a TA (Terminal Adapter), and the like, and communicates with an external device via a communication network such as a telephone line, a dedicated line, and an ISDN line. Control.

  The RAM 6 develops various control programs and various application programs executed by the CPU 2 in a program storage area. The RAM 6 temporarily stores input data and data such as processing results generated when the above control program is executed in the work area.

  The storage device 7 has a recording medium in which programs, data, and the like are stored in advance. This recording medium is composed of a magnetic or optical recording medium or a non-volatile memory such as a semiconductor, and is fixedly attached to the storage device 7 or detachably mounted. The recording medium includes, for example, a template creation processing program (see FIG. 7), a signature creation processing program (see FIG. 8), a mail transmission processing program (see FIGS. 9 to 12), data processed by these programs, and the like. Remember.

  As shown in FIG. 2, the storage device 7 stores a personnel database 71, a template selection table 72, a signature selection table 73, and a mail address table 74 as information necessary for creating and sending an e-mail.

  FIG. 3 shows a data configuration example of the personnel database 71. As shown in FIG. 3, the personnel database 71 stores items such as an identification number, name, company, affiliation, title, qualification, age, years of service, and the like in association with each other. In the personnel database 71, the identification number item stores data for identifying a person who can be an e-mail transmission target, the name item stores data of each person's name, and the company item belongs to each person. Stores the name of the company (or identification data of the company), the title item stores data indicating the title of each person, the qualification item stores data indicating the qualification each person has, and the age item is Data indicating the age of each person is stored, and the service years item stores data indicating the years of service in the company to which each person belongs. Here, each person who can be the object of sending an e-mail includes each person of the company to which the sender (sender) of the e-mail belongs, a business partner of the company, a client, and the like.

  FIG. 4 shows a data configuration example of the template selection table 72. As shown in FIG. 4, the template selection table 72 stores personnel information and template items in association with each other. The template selection table 72 stores information created by template creation processing (see FIG. 7). The personnel information item of the template selection table 72 stores data indicating the range of personnel information according to the personnel α and personnel β items. The range of personnel information includes, for example, the range of positions (titles, regular employees, etc.) in the company. When the range of positions in the company is from the president to the general manager, the personnel α item stores data indicating the president, and the personnel β item stores data indicating the general manager. In the template selection table 72, the template item stores template data added to the e-mail transmission message.

  FIG. 15B shows examples of templates (templates 1 to 3) showing greetings. In the template selection table 72 shown in FIG. 4, template 1 is used for e-mails sent to each person whose status at the company ranges from the president to the general manager, and each person whose status ranges from the manager to the general manager. It is shown that the template 2 is used for the e-mail to be transmitted to, and the template 3 is used for the e-mail to be transmitted to each person whose status ranges from the assistant chief to the regular employee. The template shown in FIG. 15B shows a case where the status of the sender (sender) of the e-mail is in the range from the section manager to the section chief. That is, in FIG. 15B, template 1 shows a greeting addressed to the boss, template 2 shows a greeting text addressed to the colleague, and template 3 shows a greeting text addressed to the subordinate.

  FIG. 5 shows a data configuration example of the signature selection table 73. As shown in FIG. 5, the signature selection table 73 stores personnel information and signature items in association with each other. The signature selection table 73 stores information created by the signature creation process (see FIG. 8). The personnel information item of the signature selection table 73 stores personnel information data of the destination of the e-mail. The personnel information stored in the personnel information item includes, for example, the affiliation of an electronic mail transmission destination. In the signature selection table 73, the signature item stores signature data to be added to the e-mail transmission message.

  FIG. 15C shows signature examples (signatures 1 to 3). In the signature selection table 73 shown in FIG. 5, the signature 1 is used for the email sent to each person of the company XX, and the email sent to each person belonging to the company PQR unit. Indicates that the signature 2 is used, and that the signature 3 is used for the e-mail transmitted to each person belonging to the O × company ABC department.

  FIG. 6 shows a data configuration example of the mail address table 74. As shown in FIG. 6, the mail address table 74 stores each item of an identification number and an email address in association with each other. In the mail address table 74, the identification number item stores data for identifying a person who can be an email transmission target, as in the identification number item of the personnel database 71. Stores email address data.

Next, the operation in this embodiment will be described.
7 to 12 are flowcharts for explaining the operation of the mail transmission device 1 of the present embodiment. These flowcharts are for explaining a program for causing the computer constituting the mail transmitting apparatus 1 to realize each function. In the present embodiment, an example in which these programs are stored in a recording medium in the form of a program code that can be read by the CPU 2 will be described. However, it is not necessary to store all the functions in the recording medium. A part or all of the information may be received from the communication control device 5 via the communication network.

  First, a template creation process executed by the mail transmission device 1 will be described with reference to the flowchart of FIG.

  When there is an instruction to create a template by operating the input device 4, first, personnel information is acquired from the personnel database 71 (step S1). Next, a list of personnel information acquired in step S1 is created (step S2), and the created list of personnel information is displayed on the display device 3 (step S3).

  On the list of personnel information displayed on the display device 3, by operating the input device 4, personnel information to be set in the personnel α item of the template selection table 72 is designated (step S4; YES), and set in the personnel β item. When the personnel information to be executed is designated (step S5; YES), a template creation screen (not shown) is displayed on the display device 3. Then, by operating the input device 4, a template corresponding to the personnel information within the range set from the personnel α item to the personnel β item is created (step S6).

  When the template is created, the personnel α and personnel β designated in steps S4 and S5 and the template created in step S6 are associated with each other and stored in the template selection table 72 (step S7). The template selection table 72 in FIG. 4 shows a case where personnel information indicating the status (position, regular employee, etc.) in the company is set in personnel α and personnel β.

  At this time, a button for instructing creation of another template and a button for instructing termination of template creation are displayed on the screen of the display device 3 (not shown). When a button for instructing creation of another template is designated by operating the input device 4 on the screen of the display device 3 (step S8; YES), the process returns to step S3, and the personnel information is again displayed on the display device 3. A list is displayed. When a button for instructing the end of template creation is designated by operating the input device 4 on the screen of the display device 3 (step S8; NO), the template creation processing is terminated.

  Next, the signature creation process executed by the mail transmission device 1 will be described with reference to the flowchart of FIG.

  When there is a signature creation instruction by operating the input device 4, first, personnel information is acquired from the personnel database 71 (step S10). Next, a list of personnel information acquired in step S10 is created (step S11), and the created list of personnel information is displayed on the display device 3 (step S12).

  When the personnel information (for example, affiliation) set in the personnel information of the signature selection table 73 is designated by the operation of the input device 4 on the list of personnel information displayed on the display device 3 (step S13; YES). Then, a signature creation screen (not shown) is displayed on the display device 3. Then, a signature corresponding to the personnel information specified in step S13 is created by operating the input device 4 (step S14).

  When the signature is created, the personnel information specified in step S13 and the signature created in step S14 are stored in the signature selection table 73 in association with each other (step S15). The signature selection table 73 in FIG. 5 shows a case where personnel information indicating affiliation is set in the personnel information item.

  At this time, a button for instructing creation of another signature and a button for instructing the end of signature creation are displayed on the screen of the display device 3 (not shown). When a button for instructing creation of another signature is designated on the screen of the display device 3 by operating the input device 4 (step S16; YES), the process returns to step S12, and the personnel information of the personnel information is again displayed on the display device 3. A list is displayed. When the button for instructing the end of signature creation is designated by the operation of the input device 4 on the screen of the display device 3 (step S16; NO), the signature creation processing is finished.

  Next, mail transmission processing executed by the mail transmission device 1 will be described with reference to the flowchart of FIG.

  When there is an instruction to create a new mail by operating the input device 4, first, an address / personnel information acquisition process for acquiring an email address and personnel information of the destination of the email is executed (step S20). Details of the address / personnel information acquisition processing will be described later with reference to the flowchart of FIG.

  After obtaining the e-mail address and personnel information of the destination of the e-mail by the address / personnel information acquisition process, the element that becomes the reference for sorting the acquired e-mail address and personnel information by operating the input device 4 When a key (for example, title) is input (step S21), the acquired e-mail address and personnel information are sorted and stored based on the input element key (step S22).

  Next, the number X of e-mail transmission destinations is acquired (step S23). Then, an e-mail message to be transmitted is created by operating the input device 4 (step S24). FIG. 15A shows an example of the message created in step S24.

  When the creation of the message is completed, the counter value i for designating the transmission destination is set to 1 (step S25). Next, the template corresponding to the personnel information of the transmission destination corresponding to the current counter value i is determined by the template determination process (step S26), and the template determined by the template determination process is read (step S27). Details of the template determination process will be described later with reference to the flowchart of FIG.

  Next, the signature determination process determines a signature corresponding to the personnel information of the transmission destination corresponding to the current counter value i (step S28), and reads the signature determined by the signature determination process (step S29). Details of the signature determination process will be described later with reference to the flowchart of FIG.

  Next, the message created in step S24, the template read in step S27, and the signature read in step S29 are combined to create the body of the e-mail (step S30). When the body of the e-mail is created, the e-mail address of the transmission destination corresponding to the current counter value i is read out from the e-mail addresses sorted in step S22 (step S31), and read out. The e-mail created in step S30 is transmitted to the e-mail address (step S32).

  Next, the counter value i is incremented (i ← i + 1) (step S33), and it is determined whether or not the current counter value i is larger than the transmission destination number X (step S34). If it is determined in step S34 that the current counter value i is equal to or less than the number X of transmission destinations (step S34; NO), the process returns to step S26, and the template determination process corresponding to the current counter value i is executed. (Step S26). In step S34, when it is determined that the current counter value i is larger than the number X of transmission destinations (step S34; YES), the mail transmission process ends.

  Next, the details of the address / personnel information acquisition process shown in step S20 of FIG. 9 will be described with reference to the flowchart of FIG.

  First, a transmission destination designation screen (not shown) for designating a method for selecting an electronic mail transmission destination is displayed on the display device 3. There are two methods for selecting the destination of the e-mail: a method of selecting on the organization chart of the company and a method of selecting on the seating chart in the company. When a method for selecting a transmission destination on the organization chart is specified on the transmission destination designation screen (step S40; organization chart), the information on the personnel stored in the personnel database 71 is read (step S41). A company organization chart is created based on the personnel information (step S42).

  When the organization chart of the company is created, the created organization chart is displayed on the display device 3 (step S43). FIG. 13 shows an organization chart of O × company as an example of the created organization chart. On the organization chart as shown in FIG. 13, by clicking the name of the person who is the destination of the email, the destination of the email is specified.

  When the transmission destination of the e-mail is specified on the organization chart and the input device 4 instructs the end of the destination designation operation (step S44; YES), the e-mail address table 74 specifies the destination on the organization chart. The e-mail address of the transmission destination is acquired (step S45), the personnel information corresponding to the designated transmission destination is acquired from the personnel database 71 (step S46), and this address / personal information acquisition processing ends.

  When a method for selecting a transmission destination on the seating chart is designated on the transmission destination designation screen of the display device 3 (step S40; seating chart), information on the personnel stored in the personnel database 71 is read (step S47). A company seat map is created based on the read personnel information (step S48).

  When the company seating chart is created, the created seating chart is displayed on the display device 3 (step S49). FIG. 14 shows a ○ × company seating chart as an example of the created seating chart. On the seating chart as shown in FIG. 14, by clicking the name of the person who is the destination of the email, the destination of the email is specified.

  When the destination of the e-mail is designated on the seating chart and the input device 4 instructs the end of the destination designation work (step S50; YES), the designation is made on the seating chart from the mail address table 74. The e-mail address of the transmission destination is acquired (step S51), the personnel information corresponding to the designated transmission destination is acquired from the personnel database 71 (step S52), and the address / personnel information acquisition process ends.

  Next, details of the template determination process shown in step S26 of FIG. 9 will be described with reference to the flowchart of FIG.

  First, the records in the personnel database 71 are sorted based on the personnel information set in the template selection table 72 (step S60). For example, if the company information (position, regular employee, etc.) is set in the personnel information of the template selection table 72, the personnel information is sorted in descending order of the position in the company in step S60.

  Next, the number of records Y in the template selection table 72 is acquired (step S61), and the record position (position A) on the personnel database 71 corresponding to the counter value i (see FIG. 9) is specified (step S61). S62). Next, the counter value j for designating the record position of the template selection table 72 is set to 1 (step S63).

  Subsequently, the personnel α set in the jth record (record j) of the template selection table 72 is acquired (step S64), and the record position (position) corresponding to the personnel α acquired in step S64 in the personnel database 71 is obtained. B) is identified (step S65).

  Next, the record positions of position A and position B are compared on the personnel database 71, and it is determined whether or not position A> position B (step S66). If it is determined in step S66 that position A> position B (step S66; YES), the process proceeds to step S70, and the counter value j is incremented (j ← j + 1) (step S70).

  If it is determined in step S66 that the position A ≦ the position B (step S66; NO), the personnel β set in the jth record (record j) of the template selection table 72 is acquired (step S67). On the personnel database 71, the record position (position C) corresponding to the personnel β acquired in step S67 is specified (step S68).

  Next, the record positions of the position A and the position C are compared on the personnel database 71, and it is determined whether or not the position A <the position C (step S69). If it is determined in step S69 that position A ≧ position C (step S69; NO), the template set in the jth record (record j) of the template selection table 72 is the counter value i (FIG. 9). The template determination process is terminated (step S73). FIG. 15B shows an example of a template used for e-mail.

  If it is determined in step S69 that position A <position C (step S69; YES), the counter value j is incremented (j ← j + 1) (step S70), and the current counter value j is stored in the template selection table 72. It is determined whether or not the number of records is larger than Y (step S71).

  If it is determined in step S71 that the current counter value j is less than or equal to the number of records Y (step S71; NO), the process returns to step S64 and is set to the jth record (record j) in the template selection table 72. Personnel α is acquired (step S64). In step S71, when it is determined that the current counter value j is larger than the number of records Y in the template selection table 72 (step S71; YES), a message notifying that there is no corresponding template is displayed on the display device 3. (Step S72), the present template determination process ends.

  Next, the signature determination process shown in step S28 of FIG. 9 will be described with reference to the flowchart of FIG.

  First, the number of records Z in the signature selection table 73 is acquired (step S80), and a counter value k for designating a record in the signature selection table 73 is set to 1 (step S81). Next, the personnel information set in the kth record (record k) of the signature selection table 73 is acquired (step S82).

  Of the personnel information acquired by the address / personnel information acquisition process (see FIG. 10), the personnel information of the transmission destination corresponding to the counter value i (see FIG. 9) and the signature selection table acquired in step S82. The personnel information set in the 73rd record (record k) 73 is compared (step S83), and it is determined whether or not the two personnel information matches (step S84).

  If it is determined in step S84 that the personnel information of the destination corresponding to the counter value i (see FIG. 9) matches the personnel information set in the kth record of the signature selection table 73 (step S84; YES) ), The signature set in the kth record (record k) in the signature selection table 73 is determined as the signature used for the destination e-mail corresponding to the counter value i (see FIG. 9) (step S85). This signature determination process ends. FIG. 15C shows an example of a signature used for e-mail.

  If it is determined in step S84 that the personnel information of the transmission destination corresponding to the counter value i (see FIG. 9) does not match the personnel information set in the kth record of the signature selection table 73 (step S84; NO), the counter value k is incremented (k ← k + 1) (step S86), and it is determined whether or not the current counter value k is greater than the number of records Z in the signature selection table 73 (step S87).

  If it is determined in step S87 that the current counter value k is equal to or smaller than the number of records Z (step S87; NO), the process returns to step S82 and is set in the kth record (record k) in the signature selection table 73. Personnel information is acquired (step S82). If it is determined in step S87 that the current counter value k is greater than the record number Z in the signature selection table 73 (step S87; YES), a message notifying that the corresponding signature does not exist is displayed on the display device 3. (Step S88), and the signature determination process ends.

  As described above, according to the mail transmission device 1 of the present embodiment, a greeting (template) and a signature to be added to an e-mail transmission message are set in advance in association with personnel information of the e-mail transmission destination. By automatically selecting and sending greetings (templates) and signatures according to the personnel information of the destination of the email, the user creates an email separately for each destination as before. This eliminates the need for email creation.

  Note that the description in the present embodiment can be changed as appropriate without departing from the spirit of the present invention.

  For example, in this embodiment, a greeting (template) and a signature to be added to an e-mail transmission message are automatically selected in accordance with the personnel information of the destination, but it is associated with the personnel information of the destination. A transmission message may be created in advance, and the transmission message may be automatically selected according to the personnel information of the transmission destination. Also, when attaching a file to an e-mail, the file to be attached is set in advance in association with the personnel information of the destination of the email, and the file to be attached is automatically selected according to the personnel information of the destination You may make it do. Furthermore, the font, color, etc. of the email may be switched according to the personnel information of the email transmission destination.

The block diagram which shows the principal part structure of the mail transmission device 1 of embodiment to which this invention is applied. The figure which shows the structure of the data stored in the memory | storage device 7 of the mail transmitter 1. FIG. The figure which shows the data structural example of the personnel database 71. FIG. The figure which shows the data structural example of the template selection table 72. FIG. The figure which shows the data structural example of the signature selection table 73. FIG. The figure which shows the data structural example of the mail address table 74. FIG. 5 is a flowchart showing template creation processing executed by the mail transmission device 1; 5 is a flowchart showing signature creation processing executed by the mail transmission device 1; 5 is a flowchart showing mail transmission processing executed by the mail transmission device 1; 10 is a flowchart showing details of an address / personnel information acquisition process shown in FIG. 9; 10 is a flowchart showing details of template determination processing shown in FIG. 9. 10 is a flowchart showing details of signature determination processing shown in FIG. 9. The figure which shows an example of the organization chart of (circle) x company created from personnel information. The figure which shows an example of the seat table of (circle) x company created from personnel information. The figure which shows an example (the figure (a)) of the created message (the figure (a)), the example of the template (the figure (b)) which shows a greeting, and the example of the signature (the figure (c)).

Explanation of symbols

1 Mail sending device 2 CPU
3 Display device 4 Input device 5 Communication control device 6 RAM
7 Storage Device 71 Personnel Database 72 Template Selection Table 73 Signature Selection Table 74 Mail Address Table

Claims (8)

Storage means for storing additional information added to the e-mail in association with the personnel information of the e-mail destination;
A specification means for specifying the destination of the email;
Obtaining means for obtaining personnel information of a destination designated by the designation means;
A reading unit that reads additional information corresponding to the personnel information acquired by the acquiring unit from the storage unit;
Transmitting means for adding the additional information read by the reading means to an e-mail and transmitting it to the destination specified by the specifying means;
A mail transmitting device comprising:   The mail transmitting apparatus according to claim 1, wherein the storage unit stores additional information corresponding to a relationship between personnel information of a sender of electronic mail and personnel information of a transmission destination as the additional information. The storage means stores a plurality of types of additional information added to the email in association with personnel information of the destination of the email,
The reading means reads a plurality of types of additional information corresponding to the personnel information acquired by the acquiring means from the storage means,
3. The mail transmission according to claim 1, wherein the transmission unit adds a plurality of types of additional information read by the reading unit to an e-mail and transmits the e-mail to the designated transmission destination. apparatus.   The said additional information contains the greetings created according to the relationship between the personnel information of the transmission origin of an electronic mail, and the personnel information of a transmission destination, The statement of any one of Claims 1-3 characterized by the above-mentioned. The described email transmission device.   The sender information signature created according to the relationship between the personnel information of the sender of the electronic mail and the personnel information of the recipient is included in the additional information. The mail transmitting device according to the item. Based on personnel information of personnel belonging to a predetermined organization, a creation means for creating an organization chart of the organization is provided,
The mail transmitting apparatus according to claim 1, wherein the specifying unit specifies a transmission destination of an electronic mail on the organization chart created by the creating unit. Based on personnel information of personnel belonging to a predetermined organization, a preparation means for creating a seating chart showing the arrangement of each person's seat in the organization,
The mail transmitting apparatus according to claim 1, wherein the specifying unit specifies a transmission destination of an electronic mail on the seating chart created by the creating unit. On the computer,
The ability to specify the email destination,
A function of acquiring personnel information of the designated destination;
A function of reading additional information corresponding to the acquired personnel information from a storage means storing additional information added to the email in association with personnel information of the destination of the email;
A function of adding the read additional information to an e-mail and transmitting it to the specified destination;
A program to realize

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