JP4544232B2 - Email management system - Google Patents

Description

  The present invention relates to an e-mail management system that can efficiently create a mailing list of e-mails to be distributed, and can be suitably used in situations such as information education for schools and information sharing for companies.

  When exchanging e-mails between groups, multiple addresses are specified as destinations (TO, CC, BCC) and sent to all members, or mail delivery of all-participants using mailing list addresses is performed. . In the method of designating a plurality of destinations, not only is the input complicated, but the history of contents posted in the past (contents transmitted / received) between groups cannot be efficiently browsed. On the other hand, if a mailing list is used, the efficiency of input and history browsing is realized. This mailing list requires the information system staff to apply for the creation / deletion of the mailing list in advance, and the information system staff must manage the creation / deletion of the mailing list address, etc. The mailing list has to be changed each time, and this management is very complicated, and efficiency has been demanded.

  On the other hand, as a mailing list creation device that can automatically create a mailing list for a person in charge related to a predetermined job without registering the mailing list in the database in advance, it relates to a job designated by the job management unit from the database. A search section for searching for a person in charge and searching for the mail address of the person in charge is provided, and a mailing list is created by referring to the search result of the search section. As a result, a system for registering a mailing list in a database in advance has been proposed (see, for example, Patent Document 1). However, such a system is complicated because it is necessary to create a mailing list each time. It is not efficient to create and send a mailing list even for a single email.

JP 2004-199281 A

  Therefore, in view of the above-described situation, the present invention intends to solve the problem by efficiently creating and managing a mailing list without bothering information system members and the like, and efficiently communicating between groups. Is to provide an e-mail management system that supports the above.

  The present invention is an electronic mail management system comprising a plurality of personal computers and a server that is communicatively connected to the personal computer in order to solve the above-mentioned problem, wherein the server manages member information belonging to a mailing list. Managing mailing list storage means, mail delivery means for receiving an email requested to be delivered from the personal computer and delivering it to the destination address, and delivery history information including the sender and destination address information of the delivered email The history information storage means, and the combination of all e-mail addresses of the sender and destination of the e-mail requested to be distributed are collated with the distribution history information of the history information storage means, and some or all of the address combinations are common. A group identification means for identifying a group, and the group If specified number of times or more constant, and configure the e-mail management system is characterized in that a mailing registration means for newly registered in the list storage unit with a new mailing address as a member of the mailing list.

  Here, there is provided an address changing means for changing the address to the mailing list address when the same combination as the registered mailing list exists in some or all of the sender address and the destination mail address of the requested e-mail. The email delivery means performs email participation for all members using the mailing list to the members.

  And when new member registration is carried out by a mailing list registration means, it is preferable to provide a new registration notification means for notifying each member's personal computer of the assigned new mailing list address.

Furthermore, we preferably be provided with a list deletion means for deleting a mailing list that is not used for a certain period of time.

  According to the present invention as described above, the combination of all the mail addresses of the sender and the destination of the e-mail requested for distribution is collated with the distribution history information of the history information storage means by the group specifying means, and the combination of addresses is one. If a group is specified for a certain number of times, or if a group is specified more than a predetermined number of times, it will be newly registered in the mailing list storage means together with a new mailing list address as a mailing list member. It is possible to automatically identify a group that frequently communicates without assigning it and assign a mailing list address, so it eliminates the trouble of creating and managing the mailing list, narrows down to the required group, and assigns the mailing list address efficiently. Can It is possible to improve the efficiency of management, members by switching the destination to the mailing list address, thereby improving the convenience become available additional functions, such as can see the history posted content.

  In addition, when the same combination as the registered mailing list exists in some or all of the sender and destination e-mail addresses for which delivery is requested, these addresses are changed to the mailing list addresses. Even if the address is specified individually without checking the members, communication using the mailing list can be promoted, and communication between groups can be strongly supported.

  In addition, when a new mailing list is registered, the assigned new mailing list address is notified to the personal computer of each member, so that its use can be promoted.

In addition, since a list deletion unit that deletes a mailing list that has not been used for a certain period of time is provided, the mailing list can be automatically deleted for a group that has lost communication, and the efficiency of mailing list management can be improved.

  Next, embodiments of the present invention will be described in detail with reference to the accompanying drawings.

  FIG. 1 is a diagram showing the overall configuration of an e-mail management system according to the present invention, and FIGS. 1 to 14 show typical embodiments of the present invention.

  The e-mail management system S of the present invention is composed of a plurality of personal computers 2,... And a server 1 that is communicatively connected thereto via a communication network N. The server 1 sends a distribution request from the personal computer 2. E-mail system that automatically generates a mailing list together with the sender when the address of the received e-mail address (TO or CC) frequently matches, and automatically deletes it when the usage frequency decreases is realized. System.

  The personal computer 2 has e-mail software installed therein, a communication control unit for connecting to the communication network N, and a CPU, RAM, and ROM that store programs, processing data, and the like. A conventional general-purpose personal computer including a processing device, a storage device such as a hard disk, an input operation unit such as a keyboard, and a display can be used.

  The server 1 is composed of one or a plurality of server computers. As shown in FIG. 2, the server 1 includes a storage unit 11 and a communication control unit 12 with a processing device 10 at the center. The processing device 10 includes a CPU such as a microprocessor. A program and processing data, which are mainly configured and have a storage unit including a RAM and a ROM (not shown), and which define procedures for various processing operations, are stored.

  The storage unit 11 includes a mail data storage unit 11a for temporarily storing mail data requested for distribution, a mailing list storage unit 11b for managing member information of the mailing list, and distribution history information including a sender address and a destination address of the distribution e-mail. And a history information storage unit 11c for managing the information.

  In addition, the processing device 10 functionally receives the e-mail requested to be delivered, analyzes the header and reads the address of the sender and the destination, and if the read address matches the member, Is changed to the mailing list address, a mail distribution processing unit 10c that distributes mail data to the read destination address or the changed mailing list address, and all mail addresses of the sender and destination of the distributed e-mail Is compared with the distribution history of the history information storage unit 11c, the group specifying processing unit 10d for specifying a group in which some or all of the address combinations are common, and the address group is specified a predetermined number of times or more. Mailing list members when Then, the mailing list registration unit 10e that newly registers in the mailing list storage unit 11b together with the new mailing list address, the new registration notification unit 10f that notifies the personal computer of each member of the mailing list of the new mailing list address, and the mailing list that is not used for a certain period of time are deleted. A list deletion processing unit 10g and a deletion notification processing unit 10h for notifying the personal computer of each member of the deletion of the mailing list are provided, and these functions are realized by the above program.

  The address changing unit 10b refers to the mailing list storage unit 11b, and if there is a mailing list having the same member as the read address, the address changing unit 10b changes the address to the mailing list address, and the sender and destination read by the address reading unit 10a. In addition to the case where all addresses in a list match a specific mailing list member, if some address combinations match a specific mailing list member and other addresses do not match, The mail data is changed to a mailing list address, and mail data is delivered to the mailing list address by mail participation of all members using the mailing list, and normal mail delivery is performed to other addresses.

  In addition, the group specifying processing unit 10d checks the combination of all the mail addresses of the sender and destination of the distributed electronic mail with each address group stored in the distribution history information, and some or all of the address combinations A common group is specified, and the number of times of matching is updated. When the number of times of updating reaches a predetermined number, the mailing list registration unit 10e newly registers in the mailing list storage unit 11b together with a new mailing list address as a member of the mailing list. Will be.

  In this example, as shown in FIG. 1, an example in which the processing device 10 and the storage unit 11 of a single server computer are provided with these functions and storage units has been described, but these functions and storage are performed by a plurality of server computers. Of course, it is also possible to share the parts.

  Hereinafter, each procedure of the e-mail management method of the present invention will be described based on the flowchart of FIG.

  In the following description, an example will be described in which the e-mail management system according to the present invention is configured by the personal computers 2... Operated by employees in a company office or the like and the server 1 that manages them. Of course, the system is not limited to such an in-house system, and can be applied to various scenes such as a school education site and a general mail system.

  The server 1 receives the e-mail from the personal computer 2 (S1), analyzes the header (S2), and refers to the mailing list storage unit 11b whether the sender address and the destination address include the mailing list address. If not, mail is delivered to an individual address (S4), and if there is a mailing list address, all-participant mail delivery is performed to that address (S5).

  In S6, the history information storage unit 11c is referred to by the group specifying processing unit 10d for the delivered sender address and destination address, and the history of the group is updated if it matches the group of the already registered address (S8). If not, it is registered as a new group (S7). Here, what is registered in the history information storage unit 11c is limited to a case where there are a plurality of destination addresses, that is, a mail transmitted from a specific sender to a plurality of destinations.

  For example, FIG. 3 and FIG. 4 show examples of the history information storage unit 11c in which the server 1 distributes electronic mail and manages the distribution history information including the sender address and the destination address. The address “From” and the address “To” of the e-mail read by the address reading unit 10a are shown, and (b) shows the history information storage unit 11c storing the addresses.

  In FIG. 3, after mail data is distributed to the read destination address, the group identification processing unit 10 d collates with the history information storage unit 11 c, and as a result, is the first combination of all sender and destination mail addresses. From S7, the date and time of distribution (update date and time “2006/09/20 9:20”) are recorded together with the address group in the history information storage unit 11c, and the number of times “1” is recorded.

  FIG. 4 shows the sender “bbb@xxx.com” after mail data is delivered to the read destination address, and the group identification processing unit 10d collates with the history information storage unit 11c. Since the combination of all the e-mail addresses of the recipients matches the one of the recorded address group (all are common), the delivery date / time of the group is updated to “2006/09/25 16:00” in S8. In addition, the number of times is updated to “2”.

  In this example, it is assumed that when the number of times is “3” or more, the mailing list registration unit 10e is set to give a mailing list address. Accordingly, in S9, the mailing list registration unit 10e does not set a new mailing list address at this stage. For example, if a predetermined period such as one year is set, and if the update is not made within the predetermined period, the record of the same group is deleted, and the record with a lower frequency is deleted, the history information storage unit It is preferable in that the increase in data of 11c can be avoided in advance.

  In this state, it is assumed that there is a distribution request with “ccc@xxx.com” as the sender as shown in FIG. Similarly, after the mail data is distributed to the read destination address (S1 to S4), the group identification processing unit 10d collates with the history information storage unit 11c (S6). Is coincident with that of the recorded address group, the distribution date and time of the group is updated to “2006/10/1 12:30” and the number of times is updated to “3” (S8).

  In S9, the mailing list registration unit 10e detects that the address group specified by the history information storage unit 11c has reached a predetermined number of times “3” or more, and as shown in FIG. As a member, the address of the group is newly registered (member registration) as a new mailing list address “A@xxx.com” in the mailing list storage unit 11b (S10). Here, although not shown, if necessary, an address (such as an information system member) set in advance as a mailing list administrator may be registered.

  Then, the new registration notification unit 10f notifies the personal computer 2 of each member of the mailing list of the new mailing list address “A@xxx.com” and information (name, address, etc.) regarding the registered member without delay (S11). When each member desires participatory mail distribution using the mailing list, each member may request distribution using the mailing list address, and the use of the mailing list can be promoted.

  FIG. 7 shows that when a new mailing list address is registered and a distribution request is made using an individual address without using the address, the read address is changed to the mailing list address by the address changing unit 10b in S3. Thus, the mail data is distributed toward the mailing list address changed by the mail distribution processing unit 10c (S5). In this case, the distribution date and time (update date and time “2006/10/5 10:20”) of “A@xxx.com” and the number of times of distribution are recorded in the history information storage unit 11c, and this mailing list address is used thereafter. The date and time are updated every time.

  Mailing lists (mailing list addresses and member addresses) are automatically deleted if they are not used for a certain period of time. Specifically, the list deletion processing unit 10g refers to the update date and time of each mailing list address in the history information storage unit 11c, automatically deletes those that have not been used for a predetermined period, and simultaneously deletes them by the deletion notification processing unit 10h. Is notified to the personal computer of each member or mailing list manager.

  In the above example, the case where the combination of all the mail addresses of the sender and destination of the e-mail requested to be delivered is the same as that of the address group in the history is described. Also explained.

  After the distribution request shown in FIGS. 3 and 4, in this state, there is a distribution request with “ccc@xxx.com” as the sender as shown in FIG. 9A instead of FIG. 5A. Suppose. Also in this case, after the mail data is delivered to the read destination address (S1 to S4), the group identification processing unit 10d collates with the history information storage unit 11c (S6). Not all email address combinations are the same as those in the recorded address group. However, the four persons “aaa@xxx.com” to “ddd@xxx.com” are common.

  Therefore, the group identification processing unit 10d includes groups “aaa@xxx.com”, “bbb@xxx.com”, “ccc@xxx.com”, “ddd@xxx.com”, and “fff@xxx.com”. A new distribution date and time (update date and time “2006/10/1 12:30”) is recorded in the history information storage unit 11c, the number of times “1” is recorded, and a common part, that is, “aaa @ xxx” is recorded. .Com ”to“ ddd@xxx.com ”, the distribution date and time (update date and time“ 2006/10/1 12:30 ”) and the number of times“ 3 ”are recorded. Note that recording a partially common group in this way may increase the amount of recorded data in the history information storage unit 11c. However, as described above, deleting a group that has not been updated within a predetermined period is deleted. If this is done, an increase in data can be prevented.

  In S9, the mailing list registration unit 10e determines that the address groups “aaa@xxx.com” to “ddd@xxx.com” specified from the history information storage unit 11c are equal to or greater than a predetermined number “3”. As shown in FIG. 10, as a member of the mailing list, the address of the group is newly registered in the mailing list storage unit 11b as a new mailing list address “B@xxx.com” (S10), and a new registration notification is made. The part 10f notifies the new mailing list address “B@xxx.com” to the personal computer 2 of each member of the mailing list (S11).

  FIG. 11 shows an address change unit when a distribution request including “eee@xxx.com” is made with an individual address without using the address “B@xxx.com” under the above situation. 10b shows a state in which only the member address among the read addresses is changed to the mailing list address. As a result, all-participation type mail distribution is performed toward the mailing list address “B@xxx.com” changed by the mail distribution processing unit 10c, and normal individual mail distribution is performed on “eee@xxx.com”. Is called.

  FIG. 12 shows the history information storage unit 11c after distribution, which is updated to the distribution date and time (update date and time “2006/10/5 10:20”) from “aaa@xxx.com” to “eee@xxx.com”. The number of distributions is updated to “3”. Also, “B@xxx.com” is newly recorded. Then, the mailing list registration unit 10e detects that the specified address groups “aaa@xxx.com” to “eeee@xxx.com” have reached a predetermined number of times “3” or more, and FIG. As a member of the mailing list, the group address is newly registered in the mailing list storage unit 11b as a new mailing list address “A@xxx.com”, and the new mailing list address “A @ xxx. com "to the personal computer 2 of each member.

  Although the embodiments of the present invention have been described above, the present invention is not limited to these embodiments, and can of course be implemented in various forms without departing from the gist of the present invention.

1 is an explanatory diagram showing a network configuration of an e-mail management system according to a representative embodiment of the present invention. FIG. The block diagram which similarly shows the structure of the server of an electronic mail management system. (A) shows the analyzed mail address, (b) is an explanatory view showing the history information storage unit 11c that records this. Similarly, (a) shows the analyzed mail address, and (b) is an explanatory diagram showing the history information storage unit 11c in which this is recorded. Similarly, (a) shows the analyzed mail address, and (b) is an explanatory diagram showing the history information storage unit 11c in which this is recorded. Explanatory drawing which shows a mailing list memory | storage part. Explanatory drawing which shows a mode that it is changed into a mailing list address from an address change part. Explanatory drawing which shows the log | history information storage part 11c. (A) shows the analyzed mail address, (b) is an explanatory view showing the history information storage unit 11c that records this. Explanatory drawing which shows a mailing list memory | storage part. Explanatory drawing which shows a mode that it is changed into a mailing list address from an address change part. Explanatory drawing which shows the log | history information storage part 11c. Explanatory drawing which shows a mailing list memory | storage part. The flowchart which shows the procedure of an email management.

Explanation of symbols

S e-mail management system N communication network 1 server 2 personal computer 10 processing device 10a address reading unit 10b address changing unit 10c mail delivery processing unit 10d group identification processing unit 10e mailing list registration unit 10f new registration notification unit 10g list deletion processing unit 10h deletion Notification processing unit 11 Storage means 11a Mail data storage unit 11b Mailing list storage unit 11c History information storage unit 12 Communication control unit

Claims (4)

An e-mail management system comprising a plurality of personal computers and a server connected to the computer,
The server is
Mailing list storage means for managing member information belonging to the mailing list;
A mail delivery means for receiving an email requested for delivery from the personal computer and delivering it to the destination address;
History information storage means for managing distribution history information including sender and destination address information of delivered e-mail;
A group specification for identifying a group in which a combination of all or a combination of addresses of senders and destinations of an e-mail requested for distribution is compared with the distribution history information of the history information storage means, and a combination of some or all of the address combinations is common Means,
A mailing list registration means for newly registering in the mailing list storage means together with a new mailing list address as a member of a mailing list when the group has been identified a predetermined number of times;
An address changing means for changing the address to the mailing list address when the same combination as the registered mailing list exists in some or all of the sender and destination email addresses of the email requested to be delivered;
With
The e-mail management system , wherein the e-mail distribution means performs e-mail distribution for all members using a mailing list to the member . E-mail management system according to claim 1, further comprising a new registration notification unit for notifying when it is new member registration, the granted the new mailing address to the personal computer of each member of the list by mailing lists means. 3. The e-mail management system according to claim 1, further comprising a list deleting unit that deletes a mailing list that has not been used for a certain period of time. An electronic mail management program for causing a plurality of personal computers and a server connected to the personal computer to function as each means in the electronic mail management system according to any one of claims 1 to 3,
The server,
Mailing list storage means for managing member information belonging to the mailing list,
A mail delivery means for receiving an email requested to be delivered from the personal computer and delivering it to the destination address;
History information storage means for managing distribution history information including sender and destination address information of delivered e-mail;
A group specification for identifying a group in which a combination of all or a combination of addresses of senders and destinations of an e-mail requested for distribution is compared with the distribution history information of the history information storage means, and a combination of some or all of the address combinations is common means,
A mailing list registration means for newly registering in the mailing list storage means together with a new mailing list address as a member of the mailing list when the group is specified a predetermined number of times or more;
And, when the same combination as the registered mailing list exists in some or all of the sender and destination e-mail addresses of the e-mail requested to be delivered, it functions as an address changing means for changing these addresses to the mailing list addresses. ,
An e-mail management program, wherein the e-mail distribution means performs e-mail distribution for all members using a mailing list to the member .

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