U.S. patent application number 10/930262 was filed with the patent office on 2005-04-21 for apparatus and method for implementing a multimedia distribution list.
Invention is credited to Evans, Dagny, John, Thomas, Mathew, Boban.
Application Number | 20050083915 10/930262 |
Document ID | / |
Family ID | 34079202 |
Filed Date | 2005-04-21 |
United States Patent
Application |
20050083915 |
Kind Code |
A1 |
Mathew, Boban ; et
al. |
April 21, 2005 |
Apparatus and method for implementing a multimedia distribution
list
Abstract
A system is described for providing multi-media notifications
comprising: a multimedia distribution list for storing destination
addresses for a plurality of recipients, the destinations
identified by the addresses including destinations from a variety
of different communication media types, the media types including
both electronic messaging types and voice-based message types; and
multimedia message processing logic for distributing a single
message over a plurality of the different media types responsive to
the multimedia distribution list.
Inventors: |
Mathew, Boban; (Arlington,
VA) ; John, Thomas; (Austin, TX) ; Evans,
Dagny; (Alexandria, VA) |
Correspondence
Address: |
BLAKELY SOKOLOFF TAYLOR & ZAFMAN
12400 WILSHIRE BOULEVARD
SEVENTH FLOOR
LOS ANGELES
CA
90025-1030
US
|
Family ID: |
34079202 |
Appl. No.: |
10/930262 |
Filed: |
August 30, 2004 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
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10930262 |
Aug 30, 2004 |
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10889689 |
Jul 12, 2004 |
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10930262 |
Aug 30, 2004 |
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10889992 |
Jul 12, 2004 |
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10930262 |
Aug 30, 2004 |
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10889709 |
Jul 12, 2004 |
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10930262 |
Aug 30, 2004 |
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10889708 |
Jul 12, 2004 |
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10930262 |
Aug 30, 2004 |
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10889688 |
Jul 12, 2004 |
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60486166 |
Jul 11, 2003 |
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Current U.S.
Class: |
370/352 |
Current CPC
Class: |
G06Q 10/10 20130101;
H04L 51/00 20130101; G06Q 10/06 20130101 |
Class at
Publication: |
370/352 |
International
Class: |
H04L 012/66 |
Claims
What is claimed is:
1. A system comprising: a multimedia distribution list for storing
destination addresses for a plurality of recipients, the
destinations identified by the addresses including destinations
from a variety of different communication media types, the media
types including both electronic messaging types and voice-based
message types; and multimedia message processing logic for
distributing a single message to the destinations over a plurality
of the different media types responsive to the multimedia
distribution list.
2. The system as in claim 1 wherein one of the voice media types
comprises voicemail.
3. The system as in claim 2 wherein one of the electronic messaging
media types comprises email.
4. The system as in claim 3 wherein the single message is a
recorded voice message and wherein the multimedia message
processing logic concurrently transmits the voice message to one or
more voicemail destinations and one or more email destinations
specified within the multimedia distribution list.
5. The system as in claim 4 wherein the voice message is
transmitted to the one or more email destinations in the form of an
attachment or embedded within the email.
6. The system as in claim 1 wherein one of the voice media types
comprises fax and one of the electronic messaging media types
comprises email.
7. The system as in claim 8 wherein the single message is a fax and
wherein the multimedia message processing logic concurrently
transmits the fax to one or more fax destinations and to one or
more email destinations specified within the multimedia
distribution list.
8. The system as in claim 7 wherein the fax is transmitted to the
one or more email destinations in the form of an attachment or
embedded within the email.
9. The system as in claim 1 wherein one of the voice-based message
types comprises videomail and one of the electronic messaging media
types comprises email.
10. The system as in claim 1 wherein the single message is a video
message and wherein the multimedia message processing logic
concurrently transmits the video message to one or more videomail
destinations and to one or more email destinations specified within
the multimedia distribution list.
11. The system as in claim 10 wherein the video message is
transmitted to the one or more email destinations in the form of an
attachment or embedded within the email.
12. A method comprising: storing destination addresses for a
plurality of recipients within a multimedia distribution list, the
destinations identified by the addresses including destinations
from a variety of different communication media types, the media
types including both electronic messaging types and telephony-based
message types; and distributing a single message to the
destinations over a plurality of the different media types
responsive to the multimedia distribution list.
13. The method as in claim 12 wherein one of the voice media types
comprises voicemail.
14. The method as in claim 13 wherein one of the electronic
messaging media types comprises email.
15. The method as in claim 14 wherein the single message is a
recorded voice message, the method further comprising: concurrently
transmitting the voice message to one or more voicemail
destinations and one or more email destinations specified within
the multimedia distribution list.
16. The method as in claim 15 further comprising: attaching the
voice message to an email message or embedding the voice message
within an email message prior to transmitting the voice message to
one or more email destinations.
17. The method as in claim 8 wherein one of the voice media types
comprises fax and one of the electronic messaging media types
comprises email.
18. The method as in claim 17 wherein the single message is a fax,
the method further comprising: concurrently transmitting the fax to
one or more fax destinations and to one or more email destinations
specified within the multimedia distribution list.
19. The method as in claim 17 further comprising: attaching the fax
to an email message or embedding the fax within an email message
prior to transmitting the fax to one or more email
destinations.
20. The method as in claim 12 wherein one of the voice media types
comprises videomail and one of the electronic messaging media types
comprises email.
21. The method as in claim 12 wherein the single message is a
recorded video message, the method further comprising: concurrently
transmitting the video message to one or more videomail
destinations and one or more email destinations specified within
the multimedia distribution list.
22. The method as in claim 21 further comprising: attaching the
video message to an email message or embedding the video message
within an email message prior to transmitting the video message to
the one or more email destinations.
23. A machine-readable medium having stored thereon program code
which, when executed by a machine, cause the machine to perform the
operations of: storing destination addresses for a plurality of
recipients within a multimedia distribution list, the destinations
identified by the addresses including destinations from a variety
of different communication media types, the media types including
both electronic messaging types and telephony-based message types;
and distributing a single message to the destinations over a
plurality of the different media types responsive to the multimedia
distribution list.
24. The machine-readable medium as in claim 23 wherein one of the
voice media types comprises voicemail.
25. The machine-readable medium as in claim 24 wherein one of the
electronic messaging media types comprises email.
26. The machine-readable medium as in claim 25 wherein the single
message is a recorded voice message, the machine-readable medium
comprising additional program code to cause the machine to perform
the operations of: concurrently transmitting the voice message to
one or more voicemail destinations and one or more email
destinations specified within the multimedia distribution list.
27. The machine-readable medium as in claim 26 comprising
additional program code to cause the machine to perform the
operations of: attaching the voice message to an email message or
embedding the voice message within an email message prior to
transmitting the voice message to one or more email
destinations.
28. The machine-readable medium as in claim 23 wherein one of the
voice media types comprises fax and one of the electronic messaging
media types comprises email.
29. The machine-readable medium as in claim 28 wherein the single
message is a fax, the machine-readable medium comprising additional
program code to cause the machine to perform the operations of:
concurrently transmitting the fax to one or more fax destinations
and to one or more email destinations specified within the
multimedia distribution list.
Description
PRIORITY
[0001] The present application is a continuation of the following
co-pending U.S. patent applications: U.S. Ser. No. 10/889,689,
filed Jul. 12, 2004, entitled, "System And Method For Multi-Tiered
Rule Filtering"; and, U.S. Ser. No. 10/889,992, filed Jul. 12,
2004, entitled, "System And Method For Multi-Tiered Rule
Filtering"; and, U.S. Ser. No. 10/889,709, filed Jul. 12, 2004,
entitled, "Agent Architecture Employed Within An Integrated
Message, Document And Communication System"; and, U.S. Ser. No.
10/889,708, filed Jul. 12, 2004, entitled, "Virtual Contextual File
System And Method"; and, U.S. Ser. No. 10/889,688, filed Jul. 12,
2004, entitled, "Multimedia Notification System And Method".
BACKGROUND
[0002] 1. Field of the Invention
[0003] This invention relates generally to the field of information
management systems. More particularly, the invention relates to a
system and method for implementing cross-media distribution lists
within an integrated document/message management system.
[0004] 2. Description of the Related Art
[0005] The average individual accesses and manages a surprisingly
large number of messages and documents every day. In a typical
business environment, the number of legitimate messages received
and sent in the course of a day averages roughly fifty. These
include emails, faxes, voice messages, voice calls, text messages,
and instant messages. The number of devices that individuals use
for communications and messaging has also multiplied. Such devices
include computers, fax machines, wire-line phones, wireless phones,
personal digital assistants ("PDAs"), and pagers, with each device
typically handling a different type of message or method of
communications. Most individuals today manage their messages across
different media and, more importantly, over multiple types of
devices.
[0006] Simultaneous with the proliferation of messages and
messaging devices, the penetration of personal computers and
servers in homes and offices has also risen sharply. The average
individual accesses, creates, modifies, saves, and otherwise
manages a large number of documents every day. This number is even
larger when documents are broadly defined to include private and
work-related databases as well. To complicate matters, documents
are often transferred among individuals as stand-alone messages
such as faxes, as attachments to electronic messages, as
information embedded within messages, and as data files with
attached messages.
[0007] To help manage the complexity of multi-media messaging over
numerous devices, unified communications solutions consolidate
different types of messages into a single platform. Many of these
platforms allow for remote access and management of messages over
the Public Switched Telephone Network ("PSTN"), the Internet, as
well as other public and private voice and data networks.
Increasingly, such solutions are also tied to communications
systems themselves to allow both real-time and near-real-time
communications. For example, many voicemail platforms enable users
to use the call-back number of a voicemail sender to return a call
during the course of retrieving a voicemail. The goal of unified
communications solutions, therefore, is to allow users to access
and manage different types of messages from a single access point,
regardless of the user's device of choice. Through communications
system interfaces, unified communications solutions also permit
some limited communications (as opposed to retrieval and management
of messages) from the same platform.
[0008] In the area of document and data management, solutions have
generally taken the form of remote access to data storage devices
that house documents and databases and the sharing of data on such
devices based on a user's security level. The management of
documents and data, however, has traditionally been viewed as a
problem quite distinct from communications and the management of
messages. Differences between data management solutions and
communications/message management solutions, however, are becoming
blurred as communications and message management solutions
increasingly enable document access and transfer. Nevertheless,
data management solutions and communications/message management
solutions today remain, for the most part, quite separate.
BRIEF DESCRIPTION OF THE DRAWINGS
[0009] A better understanding of the present invention can be
obtained from the following detailed description in conjunction
with the following drawings, in which:
[0010] FIG. 1 illustrates various functional platforms employed in
one embodiment of the invention.
[0011] FIG. 2 illustrates a WorkSpace enterprise environment
according to one embodiment of the invention.
[0012] FIG. 3 illustrates a WorkSpace carrier environment according
to one embodiment of the invention.
[0013] FIG. 4 illustrates WorkSpace user access and information
flows according to one embodiment of the invention.
[0014] FIG. 5a illustrates a meta-document employed in one
embodiment of the invention.
[0015] FIG. 5b illustrates various delivery methods for
meta-documents enabled by one embodiment of the invention.
[0016] FIG. 6 illustrates WorkSpace system hardware architecture
employed in one embodiment of the invention.
[0017] FIG. 7 illustrates a general view of a WorkSpace system
software architecture employed in one embodiment of the
invention.
[0018] FIG. 8 illustrates a more detailed view of a WorkSpace
system software architecture comprised of a plurality of
agents.
[0019] FIGS. 9a-c illustrate a virtual contextual file system
employed in one embodiment of the invention.
[0020] FIG. 10 illustrates an exemplary graphical user interface
for managing advanced rules.
[0021] FIGS. 11a-e illustrate an exemplary graphical user interface
for specifying advanced rule criteria.
[0022] FIG. 12 illustrates one embodiment of a method for rule
detection comprised of basic rules supplemented by priority
sub-rules.
[0023] FIG. 13 illustrates a method to resolve conflicts in message
and document filtering/routing according to one embodiment of the
invention.
[0024] FIG. 14 illustrates an exemplary sample distribution
comprising evening home calls.
[0025] FIG. 15 illustrates a stylized triangular distribution of
the evening home calls.
[0026] FIG. 16 illustrates an exemplary two-dimensional
representation of a two-variable joint distribution.
[0027] FIG. 17 illustrates an exemplary generalized two-dimensional
representation of a two-variable joint distribution.
[0028] FIG. 18 illustrates an exemplary mapping of conditions
against resultant outcomes.
[0029] FIG. 19 illustrates an exemplary outcome space for rules as
defined by acceptability thresholds.
[0030] FIG. 20 illustrates an exemplary degree of membership in a
rule condition.
[0031] FIG. 21 illustrates an exemplary representation of perceived
intrusiveness of calls to home phone.
[0032] FIG. 22 illustrates an exemplary joint mapping of condition
(time of day) and outcome (intrusiveness) associated with calls to
home phone.
[0033] FIG. 23 illustrates an exemplary joint mapping of condition
(time of day) and outcome (intrusiveness) associated with voicemail
messages.
[0034] FIG. 24 illustrates an exemplary representation of joint
outcomes of two possible actions (call to home and voicemail).
[0035] FIG. 25 illustrates an exemplary outcome space for rules as
defined by acceptability thresholds.
[0036] FIG. 26 illustrates an exemplary user interface for
specifying user preference to cluster and listen first to messages
from a set of message senders defined by the user.
[0037] FIG. 27 illustrates multimedia message processing logic
implemented in one embodiment of the invention.
[0038] FIG. 28 illustrates a pre-inbox and multiple layers of rule
processing implemented in one embodiment of the invention.
[0039] FIG. 29 illustrates an exemplary graphical user interface
that allows the user to specify whether or not to apply a rule if a
particular set of actions were taken by prior rules and to specify
the version of the message to which to apply a particular rule.
[0040] FIG. 30 illustrates an example of user preferences related
to message access/retrieval and corresponding message sets
according to one embodiment of the invention.
[0041] FIG. 31 illustrates a pseudo-address method for text
messaging according to one embodiment of the invention.
[0042] FIG. 32 illustrates an exemplary pseudo-address method for
instant messaging according to one embodiment of the invention.
[0043] FIGS. 33a-o illustrate an exemplary graphical user interface
employed to access and configure the WorkSpace system.
[0044] FIG. 34 illustrates multimedia notification and forwarding
logic employed in one embodiment of the invention.
[0045] FIG. 35 illustrates a generic inbox and a generic inbox
manager employed in one embodiment of the invention.
DETAILED DESCRIPTION OF PREFERRED EMBODIMENTS
[0046] Described below is a system and method for advanced
information management and rule creation within an integrated
virtual WorkSpace. Throughout the description, for the purposes of
explanation, numerous specific details are set forth in order to
provide a thorough understanding of the present invention. It will
be apparent, however, to one skilled in the art that the present
invention may be practiced without some of these specific details.
In other instances, well-known structures and devices are shown in
block diagram form to avoid obscuring the underlying principles of
the present invention.
[0047] Note that in this detailed description, references to "one
embodiment" or "an embodiment" mean that the feature being referred
to is included in at least one embodiment of the invention.
Moreover, separate references to "one embodiment" in this
description do not necessarily refer to the same embodiment;
however, neither are such embodiments mutually exclusive, unless so
stated, and except as will be readily apparent to those skilled in
the art. Thus, the invention can include any variety of
combinations and/or integrations of the embodiments described
herein.
Introduction
[0048] A system is described below that contains communications,
message management, and document management functions as well as
applications utilizing these functions. It is a user portal to
communications, message management, and document management
functions. It is also a tool that enables advanced communications,
message management, and document management. This system will be
referred to herein as the "WorkSpace" system. As shown in FIG. 1,
the WorkSpace system contains a communications management platform
110 that is connected to both public and private telephone and data
networks 140. The communications management platform is integrated
with a message management platform 120 that is connected to the
same telephone and data networks 140 as well as to a document and
database management platform 130. The document management platform
could also be connected independently with the telephone and data
networks. Each of these three platforms is connected to each other
either directly or indirectly. In turn, they may also be connected
to other platforms that host third-party applications 150. The term
"platform" is used here to describe software code installed on
appropriate hardware that performs communications, message
management, and document management functions. Finally, although
not shown explicitly, a WorkSpace system may also contain process-
or situation-specific applications that incorporate various
communications, message management, and document management
tasks.
[0049] As a portal, the WorkSpace system acts as the entry point
for the important tasks handled by many individuals during the
course of a day: (1) communications; (2) message management; and
(3) document management. As mentioned above, it may also act as a
portal to applications that incorporate these three functions or as
an interface to other stand-alone third-party applications. For
example, consider the communications and document requirements of a
doctor. They may include transferring documents to colleagues as
part of messages about patient care. An application in this context
could include (a) transmittal of a prescription to a pharmacy along
with (b) information on patient insurance from an insurance
database on the doctor's computer and (c) transmittal of some lab
results to a colleague along with a link to retrieve the history of
the patient's lab tests. The prescription transmittal and the test
result retrieval methods are examples of applications that may be
enabled by and accessed through the WorkSpace system described
herein. The insurance database is an example of a third-party
application that may or may not be integrated with the WorkSpace
system but is nevertheless accessible through the WorkSpace
system.
[0050] In one embodiment, WorkSpace software integrates its
communications and message management platforms to communications
systems such as Private Branch Exchanges ("PBX"s) that are in turn
connected to communications networks. Alternatively, the
functionalities of such communications systems may be incorporated
in the WorkSpace system. It also allows users (consistent with that
user's privileges) to access and manage documents and databases on
computer devices such as servers and mainframes. Beyond merely
facilitating access to documents and databases, the WorkSpace
system also allows for the creation of context-specific document
creation, transfer, storage, and other document management
functions by using the communications and message management
platforms as engines for these functions. It is especially powerful
when documents, messages, and communications are part of the same
work process. The WorkSpace system, therefore, integrates
communications, message management, and document management in a
single system. It also allows the creation of different
applications that incorporate these three functions.
An Exemplary Enterprise Environment
[0051] FIG. 2 shows a typical enterprise environment in which a
WorkSpace system is deployed. In one embodiment, the enterprise,
driven by its voice communications requirements, is connected to
the PSTN 260 directly via Time Division Multiplexing ("TDM")
circuits such as T-1's and PRI's or analog phone lines. In an
additional embodiment, the enterprise is indirectly connected to
the PSTN through a media gateway 230 used to connect an enterprise
using packet-voice protocols such as Voice-over-Internet-Protocol
("VoIP") for internal voice communications. Such media gateways
generally handle conversions from/to TDM protocols to/from VoIP
protocols and may be (1) a stand-alone device; (2) an integrated
component of an enterprise telephony switch 210 that has
packet-switching capabilities; or (3) an integrated component of a
WorkSpace system server 215. An enterprise that chooses to handle
the VoIP to TDM conversion itself rather than through a third-party
service provider will use a media gateway 230 to perform the
conversion.
[0052] The first embodiment is typical in a circuit-switched
environment while the second describes a VoIP environment. In yet
another embodiment, the enterprise may be connected directly to the
PSTN over TDM circuits but may also process some or all VoIP calls
to originate and/or terminate PSTN calls. In this example, a
carrier-grade telephony switch 245 with media gateway
functionalities or a carrier-grade media gateway 245 handles the
VoIP to TDM conversions. Such a device lies either at the edge of
the enterprise's data network 225 or within a carrier's data
network and may or may not be operated by a third-party service
provider.
[0053] On the enterprise side in the first and third embodiments,
the TDM trunks or lines from the PSTN 260 terminate on enterprise
telephony switch devices 210. Such devices include digital PBX's,
analog and digital key systems, and VoIP-capable PBX's. These are
the devices that route calls to and from end user stations such as
telephones and fax machines 200. End-user-facing trunks or lines
connect telephony switch devices to end user stations. If the
enterprise telephony switch device has packet-switching capability,
end user stations 250 capable of processing data packets may be
connected to the enterprise's data network rather than to the
telephony switch.
[0054] The design of the WorkSpace system allows connectivity to
(a) the enterprise telephony network (regardless of the underlying
transport protocols), (b) other data servers or computers 235, (c)
other message management servers or computers used by the
enterprise such as email servers 220, (d) other real-time
communications servers or computers 240, and (e) servers or
computers hosting third-party applications 270. It should be noted
that separate or additional data storage devices, message
management platforms, and real-time communications devices are not
required for complying with the underlying principles of the
invention. They need to be deployed only if message and data
volumes, higher levels of security, and/or user preferences for
third-party solutions are relevant considerations. An enterprise's
Local Area Network ("LAN") or Wide Area Network ("WAN") would
normally tie together the above described infrastructure. Users
typically access the WorkSpace system over a computer device 250
such as a personal computer or PDA connected to the data network of
the enterprise, either through a private or a public data network.
Users may also access the WorkSpace system through a telephone
device connected either to the PSTN or the enterprise's voice
network. Access through hybrid computer-telephone devices is also
possible.
An Exemplary Carrier Environment
[0055] In one embodiment of the invention, the WorkSpace system is
deployed in a carrier (service provider) environment. This type of
deployment, illustrated in FIG. 3, allows carriers to provide data
management services along with communications and messaging
services. As shown in FIG. 3, the WorkSpace system is connected to
a carrier's telephony switch 310 regardless of whether the switch
was operating in circuit-switched or packet-based environments. In
another embodiment, the WorkSpace system itself could be used
instead of a separate carrier switch for switching and routing
voice calls. If this were the case, the carrier would have to
deploy a media gateway 330 either stand-alone as shown or
integrated with the WorkSpace system to handle TDM to VoIP
conversions. In the former scenario, packetized voice calls would
travel over a data network 325 to the carrier's WorkSpace servers
315. In the latter scenario, TDM voice traffic would terminate into
the WorkSpace servers after passing through a media gateway 330.
End users access the WorkSpace system through a telephone device or
a computer device 350 connected to a data network which may be
either private or public. Users could also access the WorkSpace
system through a telephone device connected to the PSTN.
[0056] As in the enterprise environment, carriers may choose to
deploy messaging platforms of different vendors or additional
servers 320 that are tied to WorkSpace systems over a data network
325. Additional or separate data servers 335 could also be
connected in the same manner. Carriers may also choose to provide
third-party hosted applications 370 that are not part of the
WorkSpace system. A carrier may also opt to deploy real-time
communications servers manufactured by a third-party vendor 340. As
long as industry-standard, non-proprietary protocols are used by
third-party vendors of message management, data management, and
real-time communications devices, integration with the WorkSpace
system requires virtually no integration effort. The
above-described infrastructure would be connected through a private
and/or public data network 325.
[0057] Carriers that want to retain their embedded TDM
infrastructure but also support packet-voice traffic could deploy
media gateways 330 to convert TDM traffic to the appropriate
packet-voice protocol. This would be in addition to a TDM switch.
Alternatively, a carrier could deploy a hybrid telephony switch
capable of both circuit switching and packet switching of voice
traffic. This configuration would also permit carriers to migrate
voice traffic from legacy TDM equipment to packet-voice equipment
over time.
Workspace Portal
[0058] In one embodiment, the WorkSpace system provides a portal
comprised of three main work functions of individuals today. These
functions consist of (1) communications across various media, (2)
management of different types of messages, and (3) management of
documents and databases. Each of these functions in turn includes
numerous sub-functions. The software contains code to control
access and security to the system. The software code is also
designed to work with other mechanisms for managing access to
computer devices and data storage devices that may have been
developed by others. Interfaces to third-party communications
systems such as telephony switching systems to handle different
types of communications may also be included in the WorkSpace
system. By embodying the ability to interface with communications
systems or by incorporating communications system functions within
in it, and by utilizing its message management technology to manage
documents, the WorkSpace system goes beyond the mere unified
communications and group work technologies that are commonplace
today.
[0059] While the WorkSpace system may be particularly suitable for
an enterprise environment, the ability to access WorkSpace systems
over the Internet enables the creation of personal WorkSpace
services that can be offered by hosting and communications service
providers. It integrates communications, message management, and
document management functions in a single system. It is especially
well suited to work with user devices that are capable of both
voice and data communications. Two examples of these devices
include hybrid hand-held phone-computer devices and stationary
computer user devices enabled for real-time communications.
[0060] In one embodiment of the invention, accessing the WorkSpace
system is similar to accessing well-publicized Internet or Web
portals. While such portals typically have Web-based applications
that provide real-time stock quotes or up-to-the-minute news along
with Web-enabled transactions such as online shopping and online
dating, one embodiment of the WorkSpace portal is more specifically
geared towards work-related functions of communications, message
management, and document management. The WorkSpace portal is
accessible either over the public Internet or through a private
data network and allows only authorized users to access the system.
Once within the system through the WorkSpace portal, basic
functions as well as applications built upon these functions are
made available to the user. In its most basic form, a user can
access various message types, communicate or send messages across
multiple media, and access documents made available to the user.
The WorkSpace system, however, is designed to accommodate more
complex combinations of these functions that are customized for
specific individuals, systems, or processes. These combinations are
essentially custom-developed applications available to users or
systems that access them through the WorkSpace portal. The
WorkSpace system is also designed to interface seamlessly with
third-party applications and databases.
Core Workspace Functionalities
[0061] While embodiments of the WorkSpace system allow for advanced
management of communications, messages, and documents, some of the
core functionalities of the WorkSpace system will now be
highlighted. In one embodiment of the WorkSpace system, users can
send, receive, forward, and otherwise manage messages of different
types, including but not limited to email, text messages, faxes,
voice messages, and video messages. These messages can be sent and
forwarded to as well as received from both other WorkSpace system
users/locations and users/locations external to the WorkSpace
system. As different types of messaging are developed, they too can
be easily incorporated into the WorkSpace system.
[0062] The WorkSpace system also allows users to communicate with
both system users and users external to the system. In one
embodiment of the WorkSpace system, users can send, receive, and
forward instant messages ("IM"). They can also make and receive
audio phone calls and video phone calls as well as forward such
calls to destinations both within and external to the WorkSpace
system. They may also participate in audio conferences, video
conferences, Web conferences, group chat, and various combinations
of these and other collaborative communication schemes.
[0063] Document access and management is another core functionality
of the WorkSpace system. Users can store documents of different
types and access them through the various interfaces to the
WorkSpace system. More importantly, they can save the documents
they accessed back to their original locations with little or no
manual intervention (i.e., no uploading of document from a local
computer to a WorkSpace system computer or server is required).
They may also transfer these documents through the messaging
capabilities of the system. The WorkSpace system can also be linked
to external data sources to facilitate a single access interface or
it can be more closely integrated with third-party data sources to
enable meaningful management of such data through the various
functionalities of the WorkSpace system.
[0064] The WorkSpace system is also a Personal Information Manager.
In particular, the system has an extensive contacts management
function. Schedule (event) management of a single user or a group
of users and the assignment and tracking of tasks are also
facilitated by the system. Finally, the system has an extensive
alerts functionality that reminds users of particular events,
deadlines, or tasks through various messaging and communications
methods. In one embodiment, alerts may be in the form of: a direct
alert in one's inbox; an email; a text message; a recorded message
sent to a phone number; a pop up while logged in; or any
combination of these methods.
[0065] In one embodiment of the invention, both the contacts and
the calendar functions of the system are integrated with the
messaging and communications modules of the WorkSpace system. For
example, both messages and communications may be generated from the
contacts section. Information from a user's contacts is also made
available when various rules for managing information within the
WorkSpace system are specified. Similarly the calendar items are
integrated with both the messaging and communications modules to
enable multi-media alerts and to schedule both events and
tasks.
[0066] While there is prior art that focuses on one or more of the
core functionalities within the WorkSpace system, there are
virtually no systems that combine all of the above-mentioned
functionalities in a single platform. This integration of
messaging, document management, and communications functions
mentioned above (or any combinations) in a single platform is
innovative. So too is the advanced means of managing such
information (both statically (information storage and access) as
well as dynamically (information flows) that are described in
greater detail herein.
User Access and Information Flows
[0067] In one embodiment, users may access WorkSpace system
functions and applications in several ways including: over a
telephone device, from a data network access device such as a
personal computer, or through hybrid devices such as I-Mode phones,
Blackberry handheld devices, and devices that access data sources
through voice recognition schemes. As shown in FIG. 4, users
generally access WorkSpace system computers with devices 480
connected to the PSTN and/or the Internet. Of course, access
through other public and private voice and data networks is also
possible. Given the narrow bandwidth of the telephone and the
generally imperfect user experience with accessing text over the
telephone, most users are unlikely to want long text messages or
documents read to them over the telephone. Such access to text
messages or documents is technically feasible and can easily be
accommodated if desired by users through the use of Text-To-Speech
("TTS") engines. Non-text documents (such as spreadsheets and
databases) and non-text messages (such as faxes) may be accessed
over a narrow-band telephone device but they may not be susceptible
to much meaningful manipulation or management. In one embodiment of
the invention, for such documents and messages, users access their
summary characteristics (such as size, name, or document type) over
the telephone and use such characteristics to transfer them and
perform other management functions, as described herein.
[0068] One way to access a WorkSpace system is over a data network
to which the user is connected over a broadband connection. One
particular user device is a hybrid telephone-computer device that
communicates over both voice and data networks. This optimal access
method allows fast and complete access to one's documents and
messages in addition to convenient real-time communications. The
broadband connection may be either in the form of Web access using
a browser or in the form of a computer application (computer client
application). The browser-based Web access gives the user
ubiquitous access from anywhere and from virtually any device
connected to the Internet.
[0069] Access through a computer client application requires
WorkSpace software to be installed on the device used for access to
the WorkSpace system. However, the use of the computer client
application gives the user additional capabilities such as working
offline (i.e., not connected to a WorkSpace system) to compose
messages or to schedule one's calendar. The computer client
application also overcomes many of the limitations inherent in the
use of a Web browser such as the ability to seamlessly and quickly
save a document back to its original location in a WorkSpace
system. Such saving back is virtually seamless when the client
application is the system access method. It should be noted
however, that in one embodiment of the invention, a Web plug-in
allows users to save back their documents to their original
WorkSpace location without having to save the documents locally and
then uploading them to the WorkSpace location. Finally, the
computer client application of the WorkSpace system is designed so
that WorkSpace system computers can be accessed through the client
as long as there is an Internet connection.
[0070] Information (broadly defined) is either stored directly on
or is sent to WorkSpace systems by individuals or systems over
voice and data networks, both public and private. Examples of such
information include voice calls, faxes, text messages, emails and
documents. As shown in FIG. 4, incoming information is generated by
voice-network-connected devices or systems 460,
data-network-connected devices or systems 455, and
data-network-connected data storage and production devices 450
(grouped as 410 in FIG. 4). Based on the preferences and the
settings of the user, the information is processed by the WorkSpace
system and routed to voice-network-connected user devices or
systems 475, data-network-connected user devices or systems 470,
and data-network-connected data storage and production devices 465
(grouped as 420 in FIG. 4). In addition, users may be notified of
messages and documents that they have received based on
notification criteria established in a WorkSpace system 430, as
described herein. When connected to communications switching
equipment or communications networks, or if communications
functions are incorporated within a WorkSpace system, users may
engage in real-time and other communications enabled by such
equipment and networks. As mentioned earlier, the functionalities
enabling such communications need not be external to the WorkSpace
system.
Examples of Integrated Communications, Message Management, and
Document Management
[0071] While the message management functionality of the WorkSpace
system is valuable by itself, the system utilizes message
management as a tool to make more efficient work processes that
require either document management/transfer capabilities and/or
message management/communications capabilities. Many such processes
are handled today as separate sub-processes and often by separate
applications--ones to handle message management and communications
and others to handle the management of documents and data. These
processes generally involve multiple tasks and/or queues.
[0072] By way of example, consider a message (voicemail or email)
sent by a customer placing an order or a completed order form (fax
or Internet-based form) to purchase a product or service. In FIG.
4, the voicemail and fax arrives at the WorkSpace system through
voice-network connected user devices 460 and the email arrives from
a data-network connected user device 455, typically a computer tied
to an email server. The Internet-based form would be stored on a
data-network connected data storage device 450 that the user would
access over the Internet, complete, and then forward to the
WorkSpace system. Many fulfillment processes for customer orders
require multiple tasks involving multiple individuals and queues.
As a first step, the message management platform could either
attach the message to or embed it within the company's order form.
It could then be automatically sent to a queue requiring the first
fulfillment task. These two steps would result from software
instructions within the WorkSpace system (i.e., implemented by one
or more of the functional modules shown in FIG. 7). Since the
message itself is now part of the order form, the fulfillment
person could even review the message if they want to confirm
certain details from the customer's message.
[0073] Furthermore, in one embodiment, a call may be generated to
the customer if the message contained a call-back number and thus
would combine communications functions with document and message
management functions. The WorkSpace system enables such
communications either by incorporating communications
functionalities within itself or by connecting to communications
switching and routing equipment either directly or indirectly
through communications networks, as described above with respect to
FIGS. 2-3.
[0074] To continue with the example, the first fulfillment person
may attach a voice file to the order form to clarify any special
instructions with their own call-back number for the benefit of the
person handling the next task or queue. This integrated approach
also allows the customer to find out by telephone or over the
Internet the particular status of their order which is easily
identified by the task or queue.
[0075] An extension of this approach is to have a voice recognition
algorithm convert the customer's initial phone order onto an order
form with the voice message still attached to the order form and
available for validation by a fulfillment person. One example of
this type of order process is prescription call-ins to pharmacies
by physicians. If this were the application contained in one
embodiment of a WorkSpace system, voice recognition software tied
to within the system would complete the prescription order form
within a certain degree of certainty. The attached voice message
would be available for validation of the order but filling out the
order would be at least partially completed.
[0076] Another example of a process where communications, message
management, and document management functions are integrated
involves sorting and managing information based on characteristics
of the sender or those of the information itself. In a telephone
call context, the calling number ("ANI") or the called number
("DNIS") associated with a telephone call may determine where the
voice message file would be placed. For example, consider the above
example of physician prescription call-ins. A nationwide pharmacy
chain could assign unique toll-free numbers for each pharmacy
location. The voice message files could then be sent to and stored
in mailboxes specific to a pharmacy location. Alternatively, the
voice message files could be attached to or embedded within a
prescription order form and sent to a specific document location
for the pharmacy. This involves specific routing and forwarding
instructions 420 implemented by the WorkSpace system that send the
document to a data-network connected data storage device 465 that
is accessible by pharmacy staff over voice or data networks.
[0077] As a general proposition, characteristics of documents,
messages, and real-time communications may determine whether and
how the WorkSpace system stores, sends, or otherwise handles
information it has received. Of course, specific instructions to
handle the information are triggered by such characteristics. For
example, in one embodiment of the invention, the type of document
attached to a message or otherwise sent to a user is used by the
WorkSpace system to determine where the document is stored. For
example, a user may wish to store all spreadsheet files that they
received in a specified location (e.g., a spreadsheet binder).
Another user may specify that both messages and documents from
different sources be stored together or sent to the same location.
Similar instructions may also be dictated by work processes as
opposed to users. Context-specific applications for such routing
and forwarding 420 may be employed through the core communications,
message management, and document management software within the
WorkSpace system, as described herein.
[0078] Another example of integrated communications, document
management, and message management functions involves individuals
accessing documents based on certain summary characteristics and
requesting over the telephone that these documents be sent to
designated recipient locations (e.g., fax machine or email
address). For example, an individual may request that a paper
titled "Voice-over-IP White Paper" in one of their directories be
sent to their boss's email address or to the fax number of a hotel
where a colleague is staying. Even documents that are external to a
specific WorkSpace system could be accessed and managed in a
similar fashion. Security for access to external documents,
however, would be an added consideration. Thus, one embodiment of
the WorkSpace system provides integration of document management
functions with message management and communications capabilities.
In one embodiment, documents may be accessed over a data network
(including the Internet) and managed with message management
functions. Similar access and management of documents is also
possible over the telephone.
[0079] A final example entails the creation and delivery of "meta
documents," documents that are comprised of sub-documents of
different types. For example, a mortgage application may consist of
copies of tax documents (possibly a TIF file), an application form
(possibly a PDF file), and a spreadsheet listing an individual's
assets against which the mortgage is obtained. Finally, an
applicant may wish to include a personal cover letter (possibly a
word processing file) or a note along with the application to
explain certain irregularities in their application. On the reverse
side of the transaction, the mortgage company may want to deliver
to the applicant closing documents that may also consist of
different types of sub-documents. Indeed, many transactions involve
documents of different types that must be delivered to different
parties to a transaction. Such documents today are sent as
attachments to an electronic message, or as stored documents on a
storage disk, or more commonly, printed out and mailed to the
relevant party to the transaction.
[0080] One embodiment of the WorkSpace document management engine
allows for the creation of a meta-document comprised of different
document types. Its meta-document creation software allows for the
assembly of documents of various formats, thereby creating a single
unified document using a simple Graphical User Interface ("GUI").
FIG. 5a illustrates one embodiment of a GUI used to create and
transfer a meta-document. The interface allows the end user to
compose a personal note 510 that is typically attached to a set of
documents that are transferred. It also allows the user to place
various types of documents 520 in sequence within the meta-document
itself. Documents of different types and sizes may be organized
within the meta-document in the sequence chosen by the user. These
documents are stored in locations that are connected to or
otherwise accessible from the user's WorkSpace system. The
documents may be on the user's computer, on a network shared
document storage device, or even a third-party location. In one
embodiment, users may select documents to be included within the
meta-document using a "browse" function such as those used to
attach documents to electronic mail. Security and access rights may
be considered in determining whether documents may be placed within
the meta-document.
[0081] Once a meta-document has been created, several options are
available for delivery of the meta-document. One option involves
the transfer of the meta-document to a secure but accessible data
storage area (e.g., such as an FTP or Web site) where security
information such as a password specific to the document transfer is
needed to access the document. The sender of the message may create
the password or have it automatically generated as soon as the
document is sent. If so desired, the sender may also request that
the system automatically provide the password to the recipient
(e.g., via an email, text or voice message). For security or
convenience reasons, however, the sender may prefer to provide the
password information to the recipient verbally or through some
other means of communication. Once the recipient accesses the file
and downloads it successfully, in one embodiment, an electronic
receipt notification is automatically transmitted to the sender.
The foregoing process effectively replaces the overnight mail
delivery of documents. The same process, of course, may be clearly
used for the transfer of a single document without the creation of
a meta-document.
[0082] If security or receipt notification is not a concern, the
sender may send the meta-document as an electronic mail attachment
or even have it faxed (text documents only) to a designated fax
number location. Another option is to have each of the component
documents within the meta-document automatically or manually
printed out, assembled, and delivered through physical delivery
methods such as overnight mail. As shown in FIG. 5b, various
delivery methods enabled by WorkSpace system software may also be
used for the delivery of such documents, depending on the size of
the document and the urgency of delivery. The combination of
meta-document creation combined with a delivery mechanism that is
part of an integrated message/document management system is
particularly advantageous.
[0083] As highlighted by the above examples, the most efficient use
of the functionalities within the WorkSpace system involves
processes that integrate communications, message management and
document management functions as required by business practices or
as dictated by user preferences. The use of communications and
message management platforms as engines for document management,
all within a unified portal framework, is advantageous.
An Exemplary System Hardware
[0084] FIG. 6 illustrates one embodiment of a WorkSpace system
computer 651, which may perform the functions of a Web server, a
messaging server for the management and storage of messages, a
server for the storage of documents and/or databases, and a server
for switching and routing real-time communications as described
herein. A similar computer system, either attached to system 651
with a telephone network interface or within system 651 itself,
with TTS and speech recognition programs may be used to read text
messages to users and to implement a voice response unit, as
described herein.
[0085] The CPU 652 may contain a single microprocessor (e.g. an x86
microprocessor), or it may contain a plurality of microprocessors
for configuring the computer system 651 as a multi-processor
system. The memories 653 include a main memory, such as a dynamic
random access memory (DRAM), as well as a read only memory, such as
a PROM, an EPROM, a FLASH-EPROM, or the like. The system 651 also
includes mass storage devices 655 such as various disk drives and
tape drives. The main memory typically includes dynamic random
access memory and high-speed cache memory. In operation, the main
memory stores at least portions of instructions and data for
execution by the CPU 652.
[0086] The mass storage may include one or more magnetic disk or
tape drives or optical disk drives, for storing data and
instructions for use by CPU 652. For an enterprise-based WorkSpace
system, for example, at least one mass storage system 655 in the
form of a disk drive or tape drive, stores the operating system and
application software as well as data, such as received and sent
messages and documents. The mass storage system 655 within the
computer system 651 may also include one or more drives for various
portable media, such as a floppy disk, a compact disc read only
memory (CD-ROM), or an integrated circuit non-volatile memory
adapter (i.e. PC-MCIA adapter) to input and output data and code to
and from the computer system 651. It should be noted that mass
storage devices for messages, documents, and other user
information, as well as parts of the application software may be
outside computer system 651.
[0087] The computer system 651 also includes one or more
input/output interfaces for communications, shown by way of example
as an interface 659 for real-time communications via a real-time
communications network. Examples of real-time communications
include: voice calls; video calls; audio conferences; video
conferences; and audio/video conferences integrated with Web
conferences. The interface 659 may be a modem, channel bank,
digital signal processor card with ports, fax cards, or any other
appropriate voice-grade communications device, for digital and
analog communications of various types via a voice communications
network. The physical communication links may be optical, wired, or
wireless (e.g., via satellite or cellular network).
[0088] The computer system 651 may further include appropriate
input/output ports 656 for interconnection with data networks or
devices connected over a common data network. The input/output
ports 656 may be a modem, an Ethernet card or any other appropriate
data communications device. To provide the WorkSpace service to a
large number of customers, the interface 656 preferably provides a
relatively high-speed link to a data network or to the Internet.
The physical communication link may be optical, wired, or wireless
(e.g., via satellite or cellular network). Alternatively, the
computer system may comprise a mainframe or other type of host
computer system capable of Web-based communications via a data
network or the Internet. The input/output ports may include a
display and keyboard serving as the administrative or user
interface. Although not shown, the server type system could also
include a port for connection to a printer. The input/output ports
are one of the main access points for users into the computer
system 651 as well as the point of interconnection with other
WorkSpace systems and related computer devices.
[0089] Each computer system 651 runs a variety of application
programs and stores data, enabling one or more interactions via the
communications interfaces or the input/output ports to implement
the desired processing for the WorkSpace service or the processing
of requests for related services. One or more such applications
enable the delivery of Web pages, the management of documents, the
generation of email and other messages, and communications in a
real-time environment. Those skilled in the art will recognize that
the computer system 651 may run other programs and/or host other
Web-based or Internet Protocol based services. As such, the
computer system 651 need not sit idle while waiting for WorkSpace
service related functions. Also, the system 651 may be implemented
as a single computer system or as a distributed system having
multiple appearances at different nodes on the Internet.
[0090] The components contained in the computer system 651 are
those typically found in general purpose computer systems used as
servers, workstations, personal computers, network terminals, and
the like. In fact, these components are intended to represent a
broad category of such computer components that are well known in
the art. It should be noted, however, that the underlying
principles of the invention are not limited to any particular
computer system architecture.
An Exemplary System Software and Data
[0091] Many concepts discussed herein relate to the software
elements, such as the executable code and/or the various databases
containing information essential for proper working of the
executable code, and other software used to implement the different
functions in each of the software modules identified in FIG. 7.
These functions may reside on the same physical system or on
different physical systems that are linked by local or wide area
communications networks. However communications among WorkSpace
systems and computer systems serving as storage systems for
messages, documents and databases may be private and/or
appropriately secured.
[0092] Thus, some of the concepts discussed herein relate to
functionalities embedded within and processes enabled by WorkSpace
software. The software consists of executable code that performs
various functions contained within various modules. It also
consists of various databases that are essential to the performance
of the executable software code. The exemplary modules illustrated
in FIG. 7 include system access, security and administrative
modules 701 for providing access, security and network
administration functions (e.g., such as user authentication,
encryption, and authorization, as described herein); real time
communication modules 702 and non-real time communication modules
703 for providing the various real time and non-real time
communication techniques described herein; communications, message,
and document filtering modules 704 for providing the various
rule-based filtering techniques described herein; media conversion
modules 705 for converting between different types of
communications media (e.g., voicemail to email conversion);
communications, message and document routing modules 710 for
performing various document and message routing functions described
herein; message and document storage modules 707 for performing
message/document storage functions; message and document access and
management modules 708 and 709, respectively, for providing various
message and document management functions described herein; account
and system management modules 706 for providing end users and
administrators with account management capabilities described
herein; personal information management modules 711 for management
of contacts, calendar items (events, tasks, alerts), and other
user-specific information; and search and retrieval modules 712 for
providing the search and message/document retrieval capabilities
described herein.
[0093] Thus, FIG. 7 provides a high level view of the functional
modules used to implement a variety of different WorkSpace system
features described herein. The specific functions performed by each
of the modules 701-712 will be apparent from the specific examples
of system operation set forth below. It should be noted that other
modules necessary for specific or custom processes or applications
may also constitute functional modules of a WorkSpace system. For
example, an embodiment of the WorkSpace system may entail
integration with a company's accounting system. In this case, an
additional third-party application interface module would
constitute a WorkSpace system functional module.
[0094] In one embodiment, the functional modules illustrated in
FIG. 7 are designed to run on a Linux operating system, but may
also be extended to work with other operating systems such as UNIX
and Windows. Of course, as mentioned above, the underlying
principles are not limited to any particular software or hardware
implementation.
Embodiments of an Agent Software Architecture for Integrated
Communications, Message, and Document Management
[0095] One embodiment of the invention is built from a plurality of
autonomous communicating entities referred to herein as "agents."
By way of example, messages transmitted via different communication
media, such as email, voice, and text messaging, are managed using
agents that process and communicate messages/documents from one
location to another while respecting various instructions that are
associated with the messages/documents. As described in greater
detail below, in one embodiment, the agents perform their
respective functions (e.g., processing, routing, filtering) based
on a multi-layered set of rules (see, e.g., FIGS. 27-28).
[0096] In one embodiment of the WorkSpace system, some agents are
responsible for performing specific tasks such as, by way of
example, sending an email, saving a message to a folder, or
handling a phone call. Agents that perform these specific tasks are
referred to herein as "Task Agents." Some agents in the WorkSpace
system mainly perform the work of coordinating the tasks of other
agents. Such agents are generally referred to as "Manager
Agents."
[0097] FIG. 8 illustrates an exemplary architecture showing a
plurality of manager agents 800-807 and a plurality of task agents
810-823 managed by the manager agents. Manager agents are arranged
in a hierarchical fashion, with some manager agents, such as
manager agent 800, coordinating the management activities of other
manager agents 801-807. This model of management is generally
called a "Federated System of Agents" and is a way of organizing
communications between agents. Messages between agents are sent
through manager agents so that manager agents may decide the best
way to perform the activities associated with the agent.
[0098] Even though the agents 800-807 can run autonomously, i.e.,
as independent programs, they can also respond to messages they
receive through a messaging medium. In one embodiment, internet
sockets are used to pass messages between agents, but other
techniques for message passing may also be used. When an agent
receives a message it can choose to act on the message by
responding to it, performing a task requested in the message or ask
other agents to perform this or other related tasks.
[0099] Within the WorkSpace system, agents may be organized on the
same computer or they may be organized, according to their
function, on separate computers. Since portions of WorkSpace may
operate on different computers, the WorkSpace system may be
considered as a distributed program. For example, agents handling
fax services may reside on one computer while agents handling Web
services may reside on a separate computer. The agents that are on
different computers may work together as if they are on the same
computer by exchanging messages that relate to performing tasks.
For example when a fax arrives at the fax server, an agent on the
fax server will inform its manager agent on the same fax server,
which will then inform the manager agent on the Web server
computer. This information will tell a Web server task agent to
update the Web pages of the user who just received the fax, even
though the Web server computer never received the fax. When the
user tries to retrieve the fax, a Web server agent will, through a
system of managers, ask an agent on the fax server to retrieve the
fax and to send it to the user's Web page.
[0100] A system of agents accomplishes distributed message
management of equivalent messages through the coordination of
multiple management tasks, one task for each location where the
message is stored or sent. At the head of these agents is a main
task manager agent 800 that coordinates all other manager agents
801-807 and associated task agents. In one embodiment, when a
message is managed by a task agent, the main task manager is
informed when the particular task is performed. This, in turn,
initiates a series of instructions to manage the same message
across the system as specified by a set of rules.
[0101] In operation, any request to the WorkSpace system arrives at
one of the different interfaces provided by one of the manager
agents 800-807. Depending on the nature of the request, a task is
initiated within the domain of the manager, or some other managers
are involved in handling the request. The workflows involved for
handling different tasks are coded into the request-handling
manager. In one embodiment, the session manager agent 807 is
involved in most activities not involving telephony connections and
the call manager 806 is involved in activities involving
telecommunications.
[0102] As an illustration, suppose that an instant message is sent
to a WorkSpace system user. In one embodiment, this message arrives
at an agent managed by the session manager agent 807 that handles
instant messaging. The session manager agent 807 may invoke some
rule-based filters to decide how to process this message. The
security manager 804 may also be involved to determine whether the
instant message received is a legitimate message. The user manager
801 may be involved in retrieving the user's profile to determine
where to forward the message (e.g., perhaps in a different
format).
[0103] Suppose that the rules/filters determine that a text message
containing the content of the instant message is to be sent to the
user's cell phone. Then, in one embodiment, the appropriately
filtered text message version of the instant message is created by
a message translation agent. This message is then relayed to the
user's cell phone through an agent managed by the call manager
agent 806. If the message cannot be sent successfully, the call
manager agent 806 may notify the session manger agent 807 to send
an instant message to the sender, indicating that the user is
offline. To do this, the session manager agent 807 needs to
maintain a session history, so a history agent subordinate to the
session manager is utilized to see how to respond to the last
message.
[0104] The foregoing example illustrates that many different
components may be involved in achieving a task. In addition, tasks
may be achieved asynchronously through message passing and the
system does not depend on every component being available all the
time. For example, in the example, the fact that the user's cell
phone is not be turned on is merely a condition to be handled by
the call manager agent 806.
[0105] In addition, each component maintains its own activity and
interprets any arriving request reasonably based on its available
information. For example, in one embodiment, the session manager
807 maintains a history that tells it how to handle a failed
attempt to send a message. This can also take into account other
conditions such as a later message from the same sender.
[0106] Moreover, for tasks that may involve significant
computational or communications resources, many versions of the
same capability (i.e., the same manager agents and associated task
agents) can be provided within WorkSpace system. For example when
experiencing a high volume of call handling, the session manager
may communicate with the next available call manager through the
local high speed network just as if it is on the same computer.
[0107] Finally, using the agent architecture, capabilities may be
developed and added in stages (e.g., some can be achieved and
tested while others are being developed). For example, until a text
message agent is available, an email agent may send an email to the
user containing the text of the instant message. Incorporating the
text message manager would then require only a few lines of extra
program logic when the text message manager becomes available.
[0108] The foregoing example is intended to illustrate the way
agent-based systems work in managing messages and communications,
but should not be read to limit the scope of the present invention.
Different agent types and hierarchies may be employed while still
complying with the underlying principles of the invention.
[0109] In one embodiment of the invention, the set of agents
illustrated in FIG. 8 provide the following features to the
WorkSpace system:
[0110] 1. User Manager Agent 801
[0111] 1.1. Profile--each user has a profile that expresses user
information such as logins, address or devices. This may also
include accounting information for billing and personal information
such as contacts and calendar items (events, tasks, alerts).
[0112] 1.2. Preference management--users can express preferences
that may be used by the filtering and routing subsystems of the
session manager.
[0113] 1.3. Capabilities--users may be provisioned for various
combinations of services. These preferences are used by the session
manager to decide on services available to the user. The
provisioning manager interacts with the user to recall and change
account capabilities that can be later used during sessions.
[0114] 2. Storage Manager Agent 802
[0115] 2.1. Archival agent--data about prior states of the
WorkSpace system, including, by way of example and not limitation,
database backups and previous user preferences that are saved using
an archival, or backup, subsystem.
[0116] 2.2. Session history agent--history of various sessions are
stored using a session history manager that can recall previous
sessions. This is also the part that may be affected if very large
storage for user sessions, such as email and voice mail, is offered
as part of WorkSpace system. There are different session histories
for different communication modes, each of these may be handled by
a separate agent:
[0117] 2.2.1. Fax history agent--provides a history of
received/sent faxes.
[0118] 2.2.2. Text message history agent--provides a history of
received/sent text messages using the short message service.
[0119] 2.2.3.1M history agent--provides a history of received/sent
instant messages.
[0120] 2.2.4. Email history agent--provides a history of
received/sent email messages.
[0121] 2.2.5. Voice message history agent--provides a history of
received/sent voice messages.
[0122] 2.3. Call records agent--record of various telecommunication
sessions are saved since these may be needed for billing some
services and also for resolving disputes.
[0123] 2.4. Voice mail archives agent--this manages older voice
mail messages and usually includes automatic cleanup of old records
(being autonomous, the agent can perform this task at regular time
intervals regardless of other activities.)
[0124] 3. Account Manager Agent 803
[0125] 3.1. Billing agent--involves preparing the bills on regular
intervals according to different criteria. There may be different
modes of billing such as direct billing and credit card billing
that may be handled by subsystems of this agent.
[0126] 3.2. Account profile agent--a user may have different
profiles, different display preferences, multiple messaging
accounts, and other information specific to the user.
[0127] 3.3. Account utilities agent--interfaces with external data
sources with which data is exchanged. There may be different
subsystems for this agent that handle tasks such as synchronization
of data (e.g., personal contacts, calendar items), exporting and
importing of data including sound and image files, and interfacing
with external applications (e.g., corporate accounting system,
third-party content providers).
[0128] 4. Security Manager Agent 804
[0129] 4.1. Web security agent--this manages security of the Web
site, with log-ins, cookies, secure sockets and other standard Web
security measures.
[0130] 4.2. Device security agent--deals with similar security
considerations for other access devices. The method and quality of
security will differ based on device capabilities.
[0131] 4.3. Secure storage agent--applies primarily to accounting
information, but it can also be used in managing storage of
anything securely. The functionality here is to store everything in
such a way that all information is stored in an encrypted way so
that a compromised computer does not compromise the contents in
storage.
[0132] 4.4. Voice signature agent--is a way to manage security of
voice sessions, it is a possible addition to the various functions,
but may require integration with some third party system.
[0133] Data Manager Agent 805--Manages the various databases
employed on the WorkSpace system including, for example:
[0134] 5.1. Personal Information databases--manages each user's
contacts and calendar items.
[0135] 5.2. Telephone number database--manages comprehensive list
of telephone numbers
[0136] 5.3. Account history--user account history 5.4. Session
history--includes major parameters such as session duration, start
and end time for each mode of access. More detailed session data
such as email or voice mail may be separately stored by the storage
system.
[0137] 5.5. Provisioning history--this is useful for account
disputes
[0138] 5.6. Management reports--the database can produce a variety
of reports, this can also use some standard report generation
tools.
[0139] 5.7. Just in time information systems--this may be used for
management reports, but it can also be a service that supplies
filtered reports to users.
[0140] 6. Call Manager 806--manages all aspects of
telecommunications.
[0141] 6.1. PSTN interface--access to the PSTN through an
intelligent network layer.
[0142] 6.2. Fax server--this is an important WorkSpace system
component for managing incoming/outgoing fax traffic.
[0143] 6.3. Voice mail server--this is another important WorkSpace
system component for managing voicemail.
[0144] 6.4. Voice services--involves managing messages using voice
commands and may require some third party components.
[0145] 6.6. Telecommunications services including forwarding,
recording, conferencing, and blocking of voice and video calls and
conferences.
[0146] 6.7. Voice over IP services--for providing and managing
voice over IP connections.
[0147] 6.8. Fax over IP services--for managing fax over IP
communications.
[0148] 7. Session manager 807--Manages user sessions within the
WorkSpace system.
[0149] 7.1. Web session manager
[0150] 7.1.1. Web page server
[0151] 7.1.2. Application interfaces
[0152] 7.1.3. Database manager for Web sessions
[0153] 7.2. Filtering subsystem
[0154] 7.2.1. Rule management
[0155] 7.2.1.1. Rule session--where the user defines the rules
[0156] 7.2.1.2. Logical rule interpreter--this may utilize a simple
rule engine
[0157] 7.2.1.3. Flexible rule interpreter--this involves finding
balanced resolution between multiple possibly conflicting rules
[0158] 7.2.2. Learning filters
[0159] 7.2.2.1. Neural network learning filters
[0160] 7.2.2.2. Machine learning systems
[0161] 7.2.3. Spam filters--if required
[0162] 7.2.3.1. Email filter
[0163] 7.2.3.2.1M filter
[0164] 7.2.3.3. Voice call filter
[0165] 7.2.3.4. Fax filter
[0166] 7.2.3.5. Voice message filter
[0167] 7.2.3.4. Text message filter
[0168] 7.3. Message translation system--consists of systems for
extracting information from messages in one format and sending that
information in an appropriate form to a target device. The
following agents are merely examples
[0169] 7.3.1. Fax header to telephone
[0170] 7.3.2. Email to stored voice messages
[0171] 7.3.3. Voice mail to email enclosure
[0172] 7.3.4. Any media to text message
[0173] 7.3.5. Any media to speech
[0174] 7.4. Provisioning
[0175] 7.4.1. Account provisioning--may also be in the accounts
manager
[0176] 7.4.2. Route provisioning--setting up various call and
message handling options
[0177] 7.4.3. Route preferences--is related to rules and user
profiles
[0178] 7.5. Synchronization
[0179] 7.5.1. Synchronization with other messaging systems or
external databases
[0180] 7.5.2. Synchronization with desktop data
[0181] 7.6. Third party devices
[0182] 7.6.1. Wireline phone devices
[0183] 7.6.2. Wireless phone devices
[0184] 7.6.3. Wireline computer devices
[0185] 7.6.4. Wireless computer devices
[0186] 7.6.5. Personal Digital Assistants
[0187] 7.6.6. Hybrid phone/computer devices
[0188] 7.7. Call session manager--handles various aspects of a call
session and is related to the call manager.
[0189] 7.8. History manager--also interacts with history storage
and learning systems.
[0190] 7.9. Voice session--largely voice-based sessions. The
following components may be considered separately:
[0191] 7.9.1. Voice recognition
[0192] 7.9.2. Text to speech (TTS)
[0193] 7.9.3. Voice dialing
[0194] 7.9.4. Voice security.
[0195] In one embodiment of the invention, the hierarchical,
agent-based architecture described above is used to enable the
various WorkSpace system features described herein. It should be
noted, however, that the underlying principles of the invention are
not limited to any particular software or hardware
architecture.
Context-Specific Views and Filtering Using A Virtual Contextual
File System
[0196] Individual users of computer devices access documents and
messages in a variety of formats. Generally, different
document/message sets are associated with different devices. The
documents accessed on a desktop, for example, are often different
from those obtained through the Web. Similarly, the
documents/messages retrieved through telephone systems form yet
another set of documents/messages. One embodiment of the WorkSpace
integrated message and document management system overcomes
limitations of traditional systems and aims to provide contextual
access to messages and documents from different devices.
[0197] Users generally need access to not just individual documents
but a group of related documents. Users of desktop computers
generally organize related documents in folders. The simplest way
to provide access to documents is to provide access to documents
based on the physical organization of documents in a desktop
computer. This however does not meet the requirements of contextual
access. Users may have different contexts for their documents. For
example, a user may have various work-related projects. In
addition, such a user may have contexts associated with home,
social activities or hobbies. One embodiment of the WorkSpace
system provides contextual access to groups of documents/messages
and yet provides this access in a way similar to how
messages/documents may be accessed on a familiar desktop
system.
[0198] FIG. 9a illustrates one embodiment of a Virtual Contextual
File System ("VCFS") implemented within the WorkSpace system to
provide users with contextual views of messages and/or documents.
The VCFS 930 is connected to the PSTN 920 and the LAN/WAN INTERNET
960. The VCFS 930 is also connected to document/message servers 980
within the WorkSpace system that provide raw document and message
(hereinafter referred to generally as "documents" in this section)
storage. The document servers 980 may support any of the document
and message types described herein including, for example, email
messages, voice messages, fax messages, word processing documents,
and spreadsheets. The documents stored within the document storage
may be accessed through any of the communication channels described
herein including, for example, telephone or fax devices 910,
Internet phones 950 or computer devices 970. Devices utilizing
wireless telephony are included among telephone and fax devices
910, while a variety of computer devices including internet devices
and wireless local area network devices are included among computer
devices 970.
[0199] In one embodiment, the VCFS and the other components
illustrated in FIG. 9a exist within the framework of the WorkSpace
system and the agent architecture described above. For example, the
call manager agent 806 (and associated task agents) may provide
connectivity to telephony devices 910, 950 and the data manager
agent 805 (and associated task agents) may provide access to the
document servers 980. In fact, in one embodiment, the VCFS is
itself a manager agent which communicates with the rest of the
agent framework via message passing. In one embodiment, documents
are organized according to contexts such as "Work," "Friends," and
"Home." A variety of additional customized contexts may be
specified by the user.
[0200] FIG. 9b provides a more detailed illustration of one
embodiment of the VCFS. Access device 911 may be any access device
including PSTN phones, fax devices, Internet computers, Internet
phones, or computing devices of all types. Through the graphical
user interface 900 (or other type of interface) of the access
device 911, users may specify contexts 941 for document viewing and
access. For example, as illustrated a user may specify a "Work"
context. In response, context mapping module 921 within the VCFS
will employ document filtering techniques to ensure that only
documents related to "Work" are displayed and made accessible to
the user. In addition, in one embodiment, the user may switch
contexts at any time. In one embodiment, the GUI 900 includes a
drop-down menu for switching between contexts (e.g., such as those
described below). In response, the context mapping module 921
generates a new view based on the selected context. For example, in
response to selection of the "Friends" context via the GUI 900, the
VCFS will filter out any documents not associated with the
"Friends" context. In one embodiment, the currently selected
context 941 within the access device is used by the VCFS to
identify and organize documents related to the particular
context.
[0201] Information associated with the current context is
communicated to the VCFS through various network protocols (e.g.,
wireless and Internet transmission protocols including wireless
Internet). The Context mapping module 921 interprets the context to
create the virtual file systems by retrieving information
associated with the current context from the document servers 980.
Thus, for each context, such as "Work" or "Friends," the context
mapping module 921 maps actual files or folders residing on the
document server 980 to the current context 941 of the access
device. As illustrated, the document server contains multiple files
(e.g., documents and messages) and folders such as "File or Folder
A" 961.
[0202] Each context within the context mapping module 921 is
associated with an arrangement of files and folders on the document
server. Moreover, it is possible for different contexts to share
one or more files or folders on the document server (such as "File
or Folder C" in the illustrated example). It is also possible to
have files or folders on the document server 980 that are not
associated with any context.
[0203] FIG. 9c illustrates the operation of one embodiment of the
context mapping module 921. In this embodiment, the context mapping
module 921 performs the mapping functions through a set of rules
which may be specified by the user (e.g., via the WorkSpace user
interface as described below). The VCFS may also contain a set of
predefined rules. For example, a predefined rule may associate
documents created between 8 a.m. and 5 p.m. with the "Work"
context. The context mapping module 921 interprets the rules to
search the document system for files and folders matching the
current context. This information is then packaged to appear to be
a real file system that simulates the desktop appearance of a file
system.
[0204] The context mapping module illustrated in FIG. 9c includes
three major components: a document indexing system 922, the rule
interpreter 912 and a virtual disk 902. The document indexing
system 922 maintains persistent, up-to-date information related to
the files and folders that are used by the VCFS. Specifically, in
one embodiment, the document indexing system 922 creates and
updates information that facilitates later retrieval of documents
(performed, for example, during periods of low user activity). This
involves analyzing the contents of the actual document storage 980
to associate documents with certain specified properties.
Information from this analysis is stored in a property list 932
that extends the usual dictionaries used in search operations. A
property list may contain details besides document contents. For
example, it may contain information about the time of creation and
the times and durations of previous access, when associated with
various contexts. In particular, property lists also contain
information, called ancestry, about each file or folder in terms of
its "parent" and other "ancestor" folders. The property list is
used to create a reverse index 942 which associates queries about
documents with actual documents according to document properties.
In a simple example, the reverse index could associate a point in
time with documents created within a few hours of that point in
time.
[0205] In one embodiment, the reverse index 942 and property list
932 are further analyzed within the document indexing system 922
using a scoring system 952. This system assigns scores to matching
documents so as to organize the documents using a number of
different criteria. Some of the criteria may be common criteria
associated with file systems on the desktop. For example, the
scoring system 952 may organize files based on alphabetical
ordering of names and/or times of creation or access. Other scoring
criteria may be based on various measures of relevance such as
frequency of access or higher degree of match with each document
query.
[0206] Another function of the document indexing system is executed
when users are searching for documents. This operation involves the
virtual disk 902 and the rule interpreter 912. During this
function, queries are sent from the rule interpreter to the
document indexing system. Each query accesses the reverse index 942
and the scoring system 952 to create a hierarchy of files and
folders based on the query.
[0207] The rule interpreter 912 utilizes predefined or customized
rules associated with the user's current context. For example, one
rule associated with the "Work" context may state "Documents
created under folders starting with the name `Project` belong to
the Work context." Another rule may state "If a document A has text
that substantially overlaps text from a document B already
belonging to the Work context, then A also belongs to the Work
context." A virtually unlimited number of additional rules may be
employed. The find documents 962 component of the rule interpreter
is a rule-based interpreter that translates rules, such as the ones
mentioned, to query terms that are understood by the document
indexing system. For example, documents that fall within a folder
starting with the name "Project" are identified through the reverse
index 942 using the ancestry property of each file or folder.
[0208] Once a hierarchy of folders or files is obtained from the
document indexing system 922, the package documents component 972
creates a secure, possibly compressed, version of the file system
on the document server 980 for use by the virtual disk. The
packaging may include whole documents or just links to documents
based on the user's context and current access device. For example,
if the user is accessing documents through a telephone, the package
documents component 972 may provide the information only in the
form of links, whereas if the user is accessing through a broadband
internet connection, the package documents component 972 may supply
the entire contents of some files.
[0209] In one embodiment, the contents from the package documents
component 972 is utilized by the virtual disk 902 to present the
user with a file system that mimics the appearance and
functionality of an ordinary desktop file system (e.g., such as
Windows). The first step of providing this view is to retrieve the
packaged documents (or packaged links) from the package documents
component 972 of the rule interpreter 912. After retrieving the
packaged documents, a disk organization component 982 arranges the
packaged information in the form of a disk. The user may access
this information through a variety of devices. Depending on the
device, the device access module 992 interprets the disk
organization information in a manner suitable for the device. For
example, when documents are accessed using a personal digital
assistant, the device access module 992 may provide the documents
using a familiar folder view as on desktops, but if accessed
through a telephone, documents may be arranged in the form of a
menu as in interactive voice response ("IVR") systems.
Advanced Rule-Based Administration & Management For
Communications, Messages and Documents
[0210] As mentioned above, one embodiment of the WorkSpace system
employs a variety of rule-based techniques for managing
communication channels, messages and documents. In particular,
users may invoke advanced rules to perform functions such as
filtering, routing, synchronization, notification, and searching.
The specification of rules (criteria, exceptions, and actions) is
essential to advanced management of messages, documents, and
communications. Such rules may be specified (1) on a system-wide
basis applicable to all users, (2) at the system-level but
applicable to a select set of users or accounts; (3) at the
system-level in the form of pre-defined default rules that can be
changed by the user; and (4) at the user level in the form of rules
that the user can define, activate, and change.
[0211] The WorkSpace system employs various techniques to
facilitate advanced information management including filters,
views, searches, and saved searches. Given a particular set of
information, filters narrow the set based on criteria defined by a
user. In general, filters are used to narrow the set of information
temporarily, quickly, and somewhat broadly. Filters are used in the
Workspace system to narrow pre-defined sets of messages, documents,
contacts, and calendar items. Pre-defined sets of messages include
messages in a given folder, messages that comprise a view, and
messages retrieved by a search. Pre-defined sets of documents
include documents in a given binder, documents that comprise a
view, and documents retrieved by a search. Pre-defined sets of
contacts include the entire set of contacts and contacts retrieved
by a search. Pre-defined sets of calendar items include the entire
set of calendar items, particular subsets of calendar items
(events, tasks, alerts), and calendar items retrieved by a search.
The notion of a pre-defined set could easily be extended. In
general, filters are temporary and any characteristic of the set of
underlying members of the information set (e.g., document name,
receipt date of a message) could be used to define the filter.
[0212] In contrast to a filter, "views" are more permanent. Users
specify the various sources of information (e.g., folders, binders)
as well as the characteristics of such information. Views are
permanent displays of the filtered information and are
automatically updated as the information in the defined sources
change. Examples of views that many users find extremely useful
include "new messages," "messages from particular people,"
"documents attached to messages," and "documents in a particular
storage location" such as a user's local drive.
[0213] Searches of various kinds (quick, basic, and advanced) allow
a user to retrieve information based on the information source and
information characteristics that a user specifies. In contrast to
views, searches are ad hoc and temporary. They are applied to
information within the specified sources as it exists at the time
of a search. In between views and searches are "saved searches"
that contain previously defined sources of information and
information characteristics. Such searches are applied to
information contained in the specified sources at the time of the
search. However, the sources and characteristics are saved so that
a search may be run at a later time without having to repeat the
specification of sources and information characteristics.
[0214] The above techniques--filters, views, searches, and saved
searches--apply to data that is essentially static at a given point
in time. They do not apply to information that is flowing in real
time. Messages and calls, however, flow and rules may be specified
to information as it is being received or sent. In the context of
such dynamic flows of messages and calls, users may define
management rules to handle them. Users may define management rules
for incoming and outgoing messages such as email, text messages,
faxes, and voicemail. They may also define management rules for
incoming instant messages and calls. All of these management rules
can be applied to incoming and outgoing information based on
various characteristics of the information. In one embodiment of
the invention, the management rules are defined within the context
of a particular "mode" with "normal" mode being the default mode.
The notion of "modes" is described in greater detail elsewhere in
this application.
[0215] Some of the prior art incorporates few of the
above-mentioned notions of narrowing the set of information in a
user's WorkSpace. Yet few, if any, incorporate all of the various
techniques described above--filters, views, searches, saved
searches, and management rules. Even fewer allow for such
techniques to apply simultaneously to various types of messages and
across multiple sources of information (e.g., messages and
documents).
[0216] In addition, the prior art has been fundamentally restricted
in how to specify complex information characteristics. In
particular, the ability to specify an unlimited number of rules
with multiple criteria joined by AND, OR and NOT is not found in
the prior art. The use of such "joins" does exist in the prior art
but typically in the context of a single criteria specification
such as "keyword" and often limited in the number of values that
could be specified (e.g., three keywords). In general, much of the
prior art in multiple criteria specification assumes AND as the
operative join. Thus, advanced criteria specification in the prior
art requires that all (and not some as implied by the join OR) of
the criteria must be met. Furthermore, the method of specifying
advanced or complex multiple criteria in the prior art is typically
cumbersome and highly unintuitive.
[0217] The WorkSpace system allows for the specification of
advanced rules in the context of views, searches, saved searches,
and management rules. Three notable differences from the prior art
is the ability to: (1) specify different types of "joins"; (2)
rearrange the order of the criteria; (3) define unlimited multiple
criteria efficiently; and (4) preview the results of applying the
specifications before making "views" and "management rules"
permanent.
[0218] One embodiment of the Workspace system provides these
features via a highly intuitive graphical user interface ("GUI")
illustrated in FIGS. 10 and 11a-e. FIG. 10 shows a set of criteria
1001 which may be joined together using a variety of logical
connectors selected through a drop down selection menu 1002. In one
embodiment, the drop down menu 1002 includes AND, OR and NOT
connectors. If two criteria are connected via an AND connector, the
values of both criteria must be met to trigger an action. By
contrast, if two criteria are connected using an OR connector, an
associated action may be triggered if the value of either criteria
is met. Finally, NOT connectors are employed to exclude certain
criteria from the search, view, or filter. Any number or new
criteria may be added via an "add" graphic element 1003 and joined
together as described above. In addition, "move up" and "move down"
elements 1004 allow the user to reposition each of the rules
relative to one another (thereby facilitating the organization of
the rules and associated connectors).
[0219] FIG. 11a illustrates a GUI which may be employed to create
new or edit existing criteria (i.e., in response to selection of
the "add" graphic 1003). The GUI includes a plurality of tabs 1103
for specifying various different types of criteria including a
"senders" tab for identifying one or more message senders who
satisfy the criteria. In the illustrated embodiment, the "senders"
tab is selected and a listing of users 1101 is provided which may
include all WorkSpace system users, all contacts in a user's
address book, all business contacts, all personal contacts, or any
other grouping of potential message senders. Once selected, the
sender is moved from the first listing 1101 to a second listing
1102 which includes all message senders to whom the rule
applies.
[0220] FIG. 11b illustrates a GUI generated when the "recipients"
tab is selected from the plurality of tabs 1103. As in FIG. 11a, a
listing of users 1111 is provided which may include all WorkSpace
system users, all contacts in a user's address book, all business
contacts, all personal contacts, or any other grouping of potential
message senders. Once selected, the recipient is moved from the
first listing 1111 to a second listing 1112 which includes all
message recipients to whom the rule applies. In addition, a drop
down menu 1113 is provided so that the user may specify whether the
recipients are listed in the "TO" field, the "CC" field, the "BCC"
field, or "ANY" field of the electronic message.
[0221] FIG. 1c illustrates an exemplary GUI for entering keyword
criteria. A plurality of keywords may be entered in a plurality of
data fields 1122 which may be joined together by AND, OR, and NOT
operands selected via drop-down menus 1121. A second set of
drop-down menus 1123 allow users to specify whether the criteria
should include the entire keyword phrase or only portions of the
phrase (e.g., any single word included in the phrase). In one
embodiment, the user may also specify wildcard characters (such as
$ or !) to identify portions of relevant words within the phrase.
In addition, the user may specify specific locations in which the
keywords appear via selection elements 1124. A variety of options
are available including, for example, message subject or body.
[0222] FIG. 11d illustrates an exemplary GUI for entering message
property criteria. By selecting from a variety of check boxes 1131,
the user may specify email accounts through which messages are
received; date/time periods over which messages are received; email
flags, priority levels and sensitivity levels; categories
associated with the email messages (e.g., personal, business); and
email message size limitations. A variety of additional message
properties described throughout this detailed description may also
be selected by the end user.
[0223] FIG. 11e illustrates an exemplary GUI for specifying
attachment properties associated with electronic messages. The GUI
includes user-selectable options for specifying no email
attachments 1141 and any email attachments 1142. When the option
for no email attachments 1141 is selected, no messages with email
attachments associated with the overall user-specified criteria
1101 will be permitted. By contrast, when the option for any email
attachments 1142 is selected, no attachment filtering is performed
by the system. In addition, in one embodiment, an option 1143 is
provided for identifying specific attachment criteria. In
particular, a first data entry field 1144 is provided for
specifying particular attachment suffixes (e.g., .doc for Word
documents) and a second data entry field 1145 is provided for
specifying file names of attachments. Once again, different
wildcard characters (e.g., $ or !) may be used. Once entered, the
attachment suffixes and names are listed within regions 1146 and
1147, respectively of the GUI. The suffixes and names may be added
and removed via selection buttons 1148.
[0224] The WorkSpace system also permits the specification of
advanced rules in the context of data synchronization. One critical
feature of the WorkSpace systems is the ability to synchronize
information such as messages, contacts, and calendar items inside
the WorkSpace system with similar information in other systems.
WorkSpace enables specification of advanced criteria to refine the
set of such information that should be synchronized. It also allows
the definition of different synchronization instructions for
information that have different characteristics.
Resolving Conflicts in Action and Filtering Rules
[0225] 1. General Background
[0226] Action rules specify what to do with a particular
communication, message or document. How should a call be routed?
Where should a message be sent and how? Where should a document be
stored? Filtering rules on the other hand make a determination
about message or document characteristics. For example, is a call,
message, or document from someone who is a friend? What is the
nature of the call, message or document if the sender is also a
work colleague? This is important because users may specify
different rules for communications, messages and documents from
different groups of senders.
[0227] Once users are allowed to specify action and filtering
rules, conflicts between and among such rules are inevitable,
especially as communication, message and document types and
rule-triggering conditions multiply. The question then is how to
resolve them. One answer is never allowing users to specify
conflicting rules. While appealing, this solution requires the
system to anticipate all conflicts and for the user to isolate and
resolve easily the source(s) of all conflicts. Another answer is to
require the user to specify the order of applying action rules
(e.g., apply rule one before rule two) or the priority of filtering
rules (e.g., if caller is friend and colleague, treat caller as
friend for purposes of applying action rule). This is the approach
taken by many filtering and action rule schemes. For example, rule
one is applied before rule two. However, this still leads to
conflict if rule two specifies an action (e.g., mark the message as
important) at odds with rule one (e.g., mark the message as
normal). Most systems today recognize the conflict and apply
neither rule.
[0228] An approach employed in one embodiment allows the user to
specify sub-rules related to priority. For example, a user may
specify that a rule not be applied if a particular type of action
was specified by a previous rule. In the previous example, the user
may specify that if a previous rule marks the message as normal
then a subsequent rule should not remark the message as important
(i.e., the message would remain marked normal as called for by the
first rule). This approach of basic rules supplemented by priority
sub-rules employed in one embodiment of the WorkSpace system is an
approach that is superior to doing nothing if there is a conflict
among rules.
[0229] An exemplary method directed to this approach is set forth
in FIG. 12. At 1201, a plurality of rules are specified and
arranged in a preferred order of rule execution. At 1202 sub-rules
are specified which define a priority of actions associated with
each of the rules. At 1203, a version of the message and/or
document to which subsequent rules are to be applied is identified.
For example, the user may specify whether the criteria of a rule is
to be checked against the original version of the message (i.e., as
it existed prior to the application of any other rules) or the most
recent version of the message (i.e., inclusive of the changes
resulting from other rules). FIG. 29 illustrates one embodiment of
a GUI for specifying this functionality.
[0230] Another embodiment of the WorkSpace system employs the
following solution that allows the user to specify rules and not be
concerned about conflicts unless they are "large". The solution is
a method of simultaneously resolving conflicts between and among
rules rather than attempting to resolve them sequentially as in the
first embodiment. The logic underlying the solution is as follows:
"Small" conflicts should be resolved intelligently by the system
while only "large" conflicts should require user intervention or a
default resolution scheme. Consider a user who specifies that calls
to their office phone from "friends" between 5 p.m. and 7 p.m. be
routed to their home phone. They may also specify a second rule
that specifies that phone calls from "work colleagues" between 6:30
p.m. and 8 p.m. be routed to their cell phone. Suppose that John
who is both a friend and work colleague calls at 6:55 p.m. This is
an example of a "small" conflict assuming a conflict resolution
threshold of 30 minutes. Since John is both a "friend" and "work
colleague," the two rules clearly conflict--the first requiring
that the call be directed to their home phone and the second
requiring that the call be directed to their cell phone. Given the
30-minute threshold, however, the conflict would be resolved
automatically since the second rule is "more or less" dominant and
the call would be sent to the cell phone. The second-rule is
dominant because the 30 minutes (between 6:40 p.m. and 7:10 p.m.)
centered on 6:55 p.m. is contained entirely within the second rule
while only 20 minutes (between 6:40 p.m. and 7:00 p.m.) is
contained by the first rule. With the same set of rules but with a
threshold of 10 minutes, a call from John at exactly 6:40 p.m.
would result in the two rules being equivalent. This is because a
10-minute window centered on 6:40 p.m. (between 6:35 p.m. and 6:45
p.m.) would be contained entirely within both rules. When no rule
is "more or less" dominant, some default resolution method such as
"send the call to voicemail" would have to apply. The above
situation would be an example of a "large" conflict.
[0231] It is difficult to anticipate the possibility of the above
conflict when the user is entering their call routing rules. In
fact, it is not clear at all that the user should be prohibited
from entering the second rule because there are many situations
where the two rules (despite overlapping times) would not conflict.
By contrast, if a user first specified that calls from "friends"
between 5 p.m. and 7 p.m. be sent to their home phone and then
specified in a second rule that calls from "friends" between 6:30
p.m. and 8:00 p.m. be routed to their cell phone, the system would
consider the second rule to be a "large" conflict that required
user intervention. The system would generate an error message that
prevented the second rule from being specified.
[0232] In one embodiment of the invention, to accomplish the type
of conflict resolution described above, rules are first converted
to mappings between multi-dimensional real number spaces. Each
variable in each condition is then mapped to a part of the real
number line and associated with a statistical distribution centered
at a numerical value (real number). Similarly, outcomes in each
rule are mapped to a statistical distribution. Conditions
associated with each rule are mapped to a multi-dimensional region
made up of the regions for each individual variable. In each
specific sample of variable values, an approximate outcome of the
rules is computed using a resolution method. This is illustrated in
FIG. 13. The outcome is then compared with outcomes prescribed by
the rules to determine the amount of conflict present in the rules
in that specific situation. For small conflicts between applicable
rules, the method determines a solution that approximates
user-supplied instructions on the disposition of each message. For
large conflicts as determined by a user- or system-specified
parameter, the method informs the user of the specific rules that
cause large conflicts. The method updates the degree of large
conflicts while the user adds and removes rules. One embodiment of
the WorkSpace system detects and resolves message and document
action and filtering rule conflicts using the following method:
[0233] Referring to FIG. 13:
[0234] 1301: Convert variables in the conditional part of each rule
to a value in a statistical distribution centered at a point in the
real line and convert each outcome also to a numerical value in the
real line.
[0235] 1302: Map all conditions applicable in a particular time and
space locality as a region in N-dimensional space.
[0236] 1303: For each time-space region, determine the outcome of
applicable rules using a resolution method.
[0237] 1304: Compute the distance of the outcome value from each of
the possible values of outcome variables from rule-specified
outcomes using a Euclidean metric.
[0238] 1305: Compare the distance of outcome variables with a
specified threshold to determine if conflict is small or large.
[0239] 1306: If the conflict is small, use the outcome of the
resolution as the value of the outcome and use the resultant value
to manage messages and documents within the specific time and
space.
[0240] 1307: If the conflict is large, determine the rules that
participated in the decision. Iteratively compute the distance of
the outcome variables from rule outcomes as user changes the rules
that caused the large conflict.
[0241] Users of the WorkSpace system are likely to specify rules to
route, store and otherwise handle communications and messages,
including those created by telephone, fax, voicemail, email, and
text messaging systems. They may also provide rules to route, store
and otherwise handle documents. These rules apply to a combination
of time and space constraints. The rules instruct underlying
transmission, retrieval, and storage systems to manage these
communications, messages, and documents based on those rules that
apply at any particular time and location.
[0242] Each rule describes a specific set of actions corresponding
to a specific time and space location. Individually, each rule is
assumed to provide non-contradictory information about the
disposition of any applicable message or document. However, when
creating a rule, it is difficult for users to determine if one rule
may conflict with another. Consequently users may create rules that
instruct the underlying system to perform conflicting actions.
Indeed, the likelihood of such conflicts is so great that one may
safely assume that they will arise with most users.
[0243] The method described herein overcomes this limitation of
rule systems for disposition of communications, messages and
documents. It applies to management rules where conditions for the
application of each rule are based on a location in space and time.
It applies to the management of a variety of communications,
messages, and documents that arrive at a particular location (i.e.,
communications or data storage device, in a particular format,
within a specific time period). The method determines a disposition
of each communication, message, or document according to an
approximate evaluation of all possible actions. In situations where
such an action would vary significantly from the prescribed
outcome, the method determines that rule conflicts are too large to
provide a reasonable approximate outcome and instructs the user to
avoid such conflicts in their rules for managing messages and
documents.
[0244] A related consequence of the method here is in managing
filtering rules. Filtering rules may apply to the outward
characteristics of messages and documents, but may also apply to
the content of the messages and documents. These rules decide on
the disposition of a piece of information on the basis of
conditions that involve variables in time and space, including an
information space. Filtering rules may be interpreted as involving
mappings between multi-dimensional spaces of real numbers. When
users create filtering rules, they may create conflicts between
these rules. The method described here resolves conflicts between
these rules to produce approximate actions. The method also advises
users on filtering rules that may create large conflicts. Under
such advice, users may tune filtering rules to lower the level of
conflict between rules.
[0245] 2. Resolving Conflicts in Communications. Message, and
Document Management Actions
[0246] Communications, message, and data management systems offer
users a variety of devices and methods for exchanging
communications and messages and for managing documents. While most
systems were designed with a view of creating and delivering
communications, messages, and documents using similar devices and
platforms, the proliferation of devices and methods of
communications, message, and data management have created the need
to deliver communications, messages, and documents generated on one
device to a variety of target devices or locations. Therefore,
communications, messages, and documents sent to a device may be
routed to a different device and location based on preferences
selected by the user. These preferences are often expressed in
terms of rules.
[0247] Rules consist of conditions and consequences. Conditions
usually involve statements that contain variables. When the
variables in a condition fall within specific ranges of values, the
rule is applicable (or said to "fire"). A rule also contains one or
more consequences. Consequences consist of specific actions. When a
rule fires, the actions listed among the consequences should be
carried out by the system that utilizes the rules. Rules in a
communications, message and document management system generally
determine how communications, messages and documents should be
handled under specific conditions involving time and space. Here
space is generally described in terms of locations and devices and
time is described as time periods.
[0248] A rule may be statements such as "If I get a phone call on
my office phone between 5 p.m. and 10 p.m., and if the phone call
is from a friend, then forward that call to my home phone." In this
rule, the variables in the conditional part of the rule include:
(a) a time period between 5 p.m. and 10 p.m.; (b) a device that may
be considered as location, i.e., office phone; and (c) an
originator that may be considered as another "location," namely a
friend. The consequence in this rule involves: (d) a location,
i.e., home phone; (e) an action on the home phone, i.e. ring the
phone to get immediate attention; and (f) an implicit specification
that the time period involved is the same as the time period in the
condition.
[0249] In many situations, rules are defined by the provider of a
service. For example, a telephone service provider may activate a
"call waiting" tone to a user already using a phone--the
determination of when to supply this tone is made by rules created
by the provider. With some systems, however, users have the ability
to create rules that personalize or customize the way messages are
delivered.
[0250] The method described here generally applies to situations
involving rules created by users. Unlike rules created by careful
analysis, users tend to create a variety of rules in an ad-hoc
manner. These rules are interpreted in a strict manner by most
communications, message, and document management systems. Due to
unintended interplay between rules, the behavior of a system may
not conform to a user's expectations. There are situations where
rule interpretation does not produce correct communications,
message or document management solutions. The following examples
consider some such situations.
[0251] 1. Rules are often evaluated based on hard boundary values.
For example, a rule that specifies calls to be routed to a home
phone number starting at 5 p.m. would not apply at 4:59 p.m. As a
result, a user may not get a call that came in at some boundary
value as illustrated above even though that value was close to the
time a rule would have applied.
[0252] 2. Rules are generally interpreted in a linear order. For
example an older rule that calls should be forwarded starting at 5
p.m. will need to be removed to activate a new rule that says calls
should be forwarded after 6 p.m. Often users have difficulty
understanding such interplays in rule execution order. The result
is that the older rule (that the user may have forgotten) overrides
the newer rule that was recently created by the user to address
specific needs.
[0253] 3. A rule may conflict with another rule when interpreted in
a strict way. For example there may be a rule to send calls to the
office from 8 a.m. to 5 p.m. and another to send them to the home
phone after 4 p.m. Rule systems generally do not interpret what
needs to be done from 4 p.m. to 5 p.m. Here again users have
trouble understanding the interactions of various rules.
[0254] 4. If rule boundaries do not cover a specific situation, a
rule system may do nothing. For example, there may be a rule
covering the time period from 8 a.m. to 5 p.m. to send calls to the
office, another starting at 6 p.m. to send calls to the home phone.
But there is no interpretation of what to do at 5:02 p.m. and at
5:58 p.m. even though there are reasonable solutions in both
situations.
[0255] The problems of rule application have been addressed using
various forms of approximate reasoning. These may include Neural
Networks, Fuzzy Logic, Probabilistic Reasoning and some
lesser-known methods such as Belief Networks. All of these methods
try to overcome the limitation of strict reasoning. Each method
used varies in terms of how it carries out approximate
reasoning.
[0256] While the different approximate reasoning methods differ in
terms of their methods, they generally try to find a conclusion by
simultaneously evaluating multiple pieces of evidence. When
multiple pieces of evidence are considered in user-created rules,
conflicts may also be present. The method here deals with conflicts
that arise from evaluating multiple conditions simultaneously when
performing approximate reasoning.
[0257] One embodiment of the method also tries to consider multiple
conditions using a method that can be adapted to different
approximate reasoning methods. In one preferred application of the
method here, a form of reasoning related to fuzzy logic is used as
the approximate reasoning component. The method described here
differs from other methods in one key respect--in managing messages
and documents, the method described here is aware of whether the
conflicts it deals with are too large. Hence the method is able to
determine whether an approximate conclusion is reasonable and
therefore alert the user that the conflicts may be too large to be
overcome by a selected approximate reasoning method.
[0258] 3. Resolving Conflicts in Communications, Message, and
Document Filtering
[0259] Filters are communications, message, and document management
screening devices that attempt to select communications, messages,
and documents from a pool of all available communications,
messages, and documents. Filters accomplish this task by evaluating
properties of communications, messages, and documents. The
properties considered by filters for managing communications,
messages, and documents include time and space characteristics.
Filters generally involve properties of communications, messages,
and documents but may also be related to their content.
[0260] Filtering rules then are instructions on how filters should
be applied. These rules contain a set of conditions and an implicit
action (place communications, messages, and documents meeting the
conditions in a single set). The conditions may involve a number of
variables. When variables within the condition of a filtering rule
are within certain ranges of values, the filter applies, or fires.
As a result, variables in the action part of the rule are set to
specific values (i.e., in the set or not in the set). These values
eventually translate to some actual actions in terms of the
disposition of a message or document as defined by action
rules.
[0261] Filtering rules are often applied to messages and documents
where content may be assessed. For example, a filtering rule
(together with an action rule) may be "If an Excel file arrives
from work colleagues as an email attachment, detach the file and
place in the `Work Excel` file folder. Otherwise, do not detach."
Another filtering rule (together with an action rule) may be "If an
email arrives with a subject line that mostly consists of sexually
explicit words, and if the sender is not in my list of contacts,
then send the email to my trash folder." Here the degree to which
the subject line is made up of meaningful words is assessed as a
real number value. Similarly whether the sender is in my list of
contacts may also be assessed as a numerical value, i.e., a real
number. The action may also be considered as a numerical value
associated with the degree to which the user may pay attention to
the incoming message or document. Thus filtering rules may be
interpreted as mappings between multiple dimensional real number
spaces.
[0262] Filtering rules are created by users or service provider
organizations. Service providers usually filter only messages that
are generally accepted to be promotional "junk" mail since it is
hard for them to determine the value of each type of content.
Individual users or organizations of users may create filtering
rules to try to reduce the number of messages they need to
consider. When users create filtering rules, it is hard for them to
assess and anticipate the potential conflicts between filtering
rules and their associated action rules. Such conflicts in
user-created filtering rules arise especially when multiple
conditions need to be considered. The following are some of the
conflicts in filtering rules that may result in unintended
consequences while applying rules:
[0263] 1. A filtering rule may specify an ad-hoc numerical value.
For example a rule may specify that if a message contains three
occurrences of the word "price" that it should be considered as
junk. However there may be other evidence along with this word
(such as that this is in direct reply to a message sent by the
user) that may indicate that this message should get immediate
attention and not be treated as junk.
[0264] 2. Filtering rules are also generally applied in the order
in which they are given. This produces unintended results since
earlier rules have precedence, a fact that may not be clear to
users especially if the earlier rules are "legacy" rules. In this
case, the conflict is that older rules should be given greater
weight in an overall estimation of a filter's decision.
[0265] 3. Rules may be directly in conflict. This frequently
happens when merging rules created in different situations such as
work-time filtering rules combined with personal-time filtering
rules.
[0266] 4. Filtering rules often do not cover all situations. This
leads to further conflicts as users try to create rules without
sufficient consideration of potential conflicts. This is often a
problem for example in unsolicited email filtering (including rules
created by service providers).
[0267] 5. Since filtering rules are hard to write, users often
combine rules created by others. This combination is done without
understanding the situation when the rules were created and results
in unintended consequences. This situation is often seen when
Internet Service Providers combine lists of suspect sites,
resulting in unintentionally blocking legitimate sites included
within the general domain.
[0268] Conflicts within filtering rules are resolved using the
method described here. In the case of filtering rules, variables
are evaluated in terms of positions within a vector space of
multi-dimensional values. This mapping results in some clusters;
data outside of these clusters generally are mapped to one of these
clusters. Clusters are created both for variables within conditions
of the rules and for variables involved in the consequences of
rules (i.e., actions). A vector space is an N-dimensional space; a
two-dimensional space is illustrated in FIG. 16. Each dimension of
such a space consists of data values in that dimension. The data
values generally are close to each other while some may be further
from the majority of values. This is illustrated in FIG. 14. In
two-dimensional space, a cluster is illustrated in FIG. 16 and FIG.
17 where a cluster is the set of points that looks like a shaded
region. The darkest parts of the shaded region include the majority
of points in the cluster; there are fewer points in the less
densely shaded parts. Mappings between clusters are illustrated in
FIG. 18 where each of the curves lines going from left to right
indicates a mapping. A mapping associates points representing
variables in the conditional ("if") part of the rule with variables
in the consequence part of the same rule. When there are multiple
rules, there will be a corresponding number of mappings.
[0269] When a specific message or document is evaluated by the
filtering system, a set of rules applied to a set of clusters fire
in response to conditions in the rule. This is evaluated using an
approximate reasoning system that may be related to fuzzy logic or
neural networks. The resulting conclusions are compared to clusters
of outcomes. If the distance is too great, the rules involved in
this outcome are shown to the user to determine whether some of
them may be adjusted or removed. FIGS. 19 and 25 illustrate this
distance with circles. Values falling within the circle are within
the expected distance of a centroid, the center of gravity of the
two-dimensional region. This process can be continued until
outcomes are close to one of the outcome clusters.
[0270] The method described here is different from other approaches
to filtering rules in the way conflicts are removed based on
whether conflicts are large or small based on user- or
system-specified criteria. The method includes an iterative
refinement procedure that adjusts rules until conflicts are within
user-specified bounds. A flow chart of this iterative procedure is
shown in FIG. 13.
[0271] One embodiment of a high level method underlying the
WorkSpace system filtering and disposition of communications,
messages, and documents is detailed below. The numbered items in
this method (numbered 1-7) correspond to the numbered steps shown
in FIG. 13. The variables in Step 1 of the method are those that
appear within rules. The rules here may be related to filtering and
disposition of communications, messages, and documents. The
variables are converted to numerical (real number) values that
correspond to the degree of membership in a representative set.
This can be done using a possibility value as in fuzzy logic that
can be derived from a probability value associated with a
statistical distribution.
[0272] As an example, we may consider a variable that represents
the time that a solicitation phone call arrives at a home phone.
Most of these phone calls may arrive around 7 p.m., but other calls
may arrive as early as 4 p.m. and as late as 10 p.m. There may be a
few calls before 4 p.m. and after 10 p.m. In this case, the
probability of a phone call at home may be derived from a
distribution of the frequency of such calls. It may be pictured as
a normal distribution as shown in FIG. 14.
[0273] For computational convenience in this method we convert the
distribution here into a triangular profile as illustrated in FIG.
15. The method can determine a degree of membership of a variable
"solicitation phone call arrives at home" based on this
distribution by picking the value of the triangular profile at each
point. The values may be set so that the value at 7 p.m. is 1, and
the values before 4 p.m. or after 10 p.m. are zero.
[0274] As a result, if a rule contains a condition that "if a
solicitation phone call arrives at home and (other conditions) then
(do the following actions)" then this can be converted into a
numerical mapping where the value of the "solicitation phone call"
is now converted into a numerical value. Other variables may also
be converted, generally based on an estimation of a degree of
membership in some set of values. The choices of these conversions
are implementation-dependent and are generally guided by
distributions of values as indicated here.
[0275] In Step 2 of FIG. 13, we consider several of these variables
simultaneously. Each of these variables has distributions.
Considering these distributions as degrees of membership we can
consider the joint distribution of several variables. If we
consider only two variables, such a distribution involving two
variables may be pictured as a shaded grid as shown in FIG. 16,
where the shading is darker in some places and lighter in some
other places. The darkest shading represents the region where both
variables have the highest possible values.
[0276] If a rule has two variables, then each rule says that the
darkest region of the grid is mapped to a value for each variable
in the action part of the rule. If the values of the variables do
not fall within the darkest region, then the rule does not apply
according to conventional rule-based procedures. But in approximate
reasoning, the rule may still apply when values are outside of the
darkest region of the values of the variables. The values may not
be distributed near the center of space, but may be centered on
another part of the two dimensional space as pictured in FIG.
17.
[0277] Before we consider Step 3 of the procedure in FIG. 13, we
determine the list of regions of space. In the two dimensional case
pictured above, this means we perform steps 3, 4 and 5 for each
small square region within the large grid shown above. For Step 3,
for each such region, we evaluate rules that may involve the
pictured variables. Assuming that the outcomes consist of two
variables also, this means that each rule maps regions in the
condition space, as pictured above to a similar outcome space. In
FIG. 18, the outcomes or consequences are shown on the right side
and the conditions are shown on the left side.
[0278] In the pictorial representation shown in FIG. 18, a region
in the condition space is shown as being mapped to three different
regions in a consequence or outcomes space. There is greater or
lesser value associated with the conclusion in each mapping, with
the darker colors indicating greater certainty. Based on
approximate reasoning such as fuzzy logic, we can arrive at an
overall value in the outcome space as a resolved value. In the
picture above, the black square without an associated arrow
("outcome square") represents the resolved value from all of the
different mappings.
[0279] Each rule is a mapping; the resolved value is not exactly
the value predicted by any of the rules individually. The resolved
value is also not necessarily at equal distance from all the
outcomes of rules. In FIG. 18, the outcome square is closest to
Rule 1 in the outcome space, indicating the greater influence of
the rule that fires with the greatest strength.
[0280] At Step 4 as shown in FIG. 13, we consider the distance
between the outcome value represented by the outcome square and the
values predicted by each of the rules. Since the outcome square is
not exactly the value predicted by any of the rules, this outcome
is in some conflict with each of the rules pictured here.
[0281] At Step 5 as shown in FIG. 13, we consider whether conflict
between rules is too great. There is a threshold of distance of the
outcome from the predicted outcome from the rule that may be set by
the user (or the administrator of a system.) This may be considered
as a Euclidean distance, i.e., the distance between two points in
N-dimensional space. This can be evaluated by means of a simple
formula for two-dimensional space: Euclidean Distance from
(x.sub.1, y.sub.1) to (x.sub.2, y.sub.2)=Square Root of
((x.sub.1-x.sub.2).sup.2+(y.sub.1-y.sub.2).sup.2)- . The formula
for N dimensions is similar.
[0282] Here (x.sub.1, y.sub.1) is a point in two-dimensional space
and similarly (x.sub.2, y.sub.2) is also a point in two-dimensional
space. In practice, we will consider square regions in space, thus
instead of considering specific points, we will consider small
square regions centered on these points. The distances are
indicated in FIGS. 19 and 25. In FIG. 25, the circle on the left
for instance indicates the set of points that are within some
distance of the center, marked as "2" in the figure. The point
marked as "A" in FIG. 25 is within the threshold distance from the
point "2". Any point in two-dimensional space that falls within the
circle on the left is within the threshold distance from the point
"2".
[0283] The regions in FIG. 18 may be considered as points in
two-dimensional space. One of the squares within the grid shown may
be a square of some size with center at a point such as (x.sub.2,
y.sub.2) considered in the formula above. The distance is computed
as shown using the centers of the square regions and then compared
to the distance from each of the rule outcomes and the outcome
square. This distance can be considered as a circle centered at the
center of the square representing the outcome for each rule. This
is shown in FIG. 18.
[0284] There are three circles shown in FIG. 19, all of the same
size based on the threshold distance specified by the user or
administrator. In this case we can see that the circle representing
distance from the outcome of Rule 1 (1610) reaches (in fact
contains) the black square. The circle representing Rule 2 (1620)
also reaches the outcome square (though barely) within the defined
threshold level and the circle for Rule 3 (1630) does not reach the
outcome square at all. We consider further actions based on this
result at Step 6 as shown in FIG. 13.
[0285] At Step 6, we note that Rule 1 and Rule 2 are in conflict
but the outcome is not in great conflict with the rules. But at
Step 7, we will have to either remove Rule 3, or adjust the
conditions in that so that the circle around the outcome of Rule 3
reaches the outcome square (within the defined threshold) computed
with the newly formulated rule.
[0286] The process of refining rules continues iteratively until
the rule set does not produce large conflicts on all regions we
consider. This process may be guided by a user, but it also may be
automated if we allow for the algorithm to adjust the values of
conditions and consequences so that distances found at Step 5 are
not too great.
[0287] The user may choose to increase or decrease the threshold
associated with Step 5. If the threshold is increased in this
example, then the circle surrounding the square representing Rule 3
outcome (1630) will increase in diameter--it may increase to touch
the black square. If the threshold is decreased, then the circles
shown will decrease in diameter and the circle surrounding the
square representing Rule 2 (1620) may also not touch the black
square. Then the conflict with Rule 2 will also be considered too
great and Step 7 will also need to adjust or remove Rule 2.
[0288] One embodiment of the method will consider more than two
variables in general, hence the squares shown here will be "cubes"
in N-dimensional space and the circles will be "spheres" in
N-dimensional space. The condition space shown on the left in the
previous figure may be N-dimensional while the outcome space may be
M-dimensional and N and M may not be the same.
[0289] The methods described here can be detailed in terms of an
implementation using specific mappings of variables to numerical
values and specific approximate reasoning method. One preferred
approximate reasoning method is based on fuzzy logic. The
application of the method to filtering differs from the application
to routing only in terms of the mapping of variables to numerical
values; the underlying conflict resolution method is the same in
both applications.
[0290] 4. Example of Rule Conflict Detection and Resolution
[0291] Consider the following situation involving message routing.
Rules specified by users may involve conflicts. We consider an
algorithm to resolve situations involving these conflicts.
[0292] Bill is a member of both "Friends" and "Work Colleagues"
groups. Jane has specified two rules for call routing.
[0293] Rule 1: If Friends call between 6 p.m. and 8 p.m. send the
call to my home phone.
[0294] Rule 2: If Work Colleagues call between 7 p.m. and 9 p.m.
send the call to voicemail.
[0295] Bill calls at 7:30 p.m. How should the call be routed?
[0296] Below is an explanation of the proposed conflict detection
and resolution for this example. The example will later clarify the
following aspects of our conflict detection and resolution
algorithm:
[0297] Conflict resolution applies to the time when Jane is
specifying rules, the result of conflict resolution is utilized
when handling a call as required in this example.
[0298] Calls are handled using fuzzy logic algorithms which are
well known but have not previously been used in selecting the rules
to apply to filtering and routing of messages and documents.
[0299] Following is a brief overview of fuzzy logic. The
application of fuzzy logic to the specific call routing situation
here may be new. In conventional logic, a statement is either
considered as completely true or completely false. Fuzzy logic
considers a statement in terms of whether something belongs to a
set. Then also, using conventional logic we could take the view
that an object is either in the set or not in the set. In fuzzy
logic, a real-valued function is considered that assigns a value to
the membership in a set in terms of the degree of membership of an
object in a set.
[0300] One usual example is to consider a statement "the outside
temperature is pleasant." Depending on the location, the
temperatures that are "pleasant" may vary. But let us assume that
if the temperature is 70 degrees, nearly everyone considers that to
be pleasant. If the temperature is either less than or greater than
70 degrees, it may be considered pleasant by fewer people. As the
temperature differs significantly from 70 degrees, fewer people
will consider it pleasant. Thus for any temperature, we may assume
a value indicating the level of certainty that this temperature is
pleasant. Instead of performing deduction based on the absolute
certainty that temperatures are either pleasant or non-pleasant,
fuzzy logic uses these real number values of certainty in logical
deductions involving rules.
[0301] In the context of the rules given in the example, we can
assign a degree to which conditions of each rule are valid.
Considering Rule 1, we could assign a real number to the degree to
which conditions of this rule are true. Since there is only one
condition, whether a call arrives between 6 p.m. and 8 p.m., we can
consider a membership in this set using a simple triangular
function. The specific function may be implementation dependent and
may be related to data on call distribution, but for now we just
pick a simple triangular function that indicates the degree to
which a time belongs to the conditional part of Rule 1.
[0302] Thus as shown in FIG. 20, if a call arrives at 6 p.m., we
consider the Rule 1 condition to be true with value 0.5, at 7 p.m.,
the value is 1.0, at 8 p.m. the value is again 0.5. Earlier than 5
p.m. and later than 9 p.m., the conditions of the rule do not hold.
The value then is considered to be zero. This is just one example
of interpreting the condition in Rule 1, the shape of the
triangular function shown here may be varied by bringing its lower
corners closer to 6 p.m. and 8 p.m.
[0303] Now let us consider the consequence of Rule 1. This
consequence should be either true or false in a specific situation.
But before we get to determine whether it should be true or false,
we will give it a membership value similar to the membership value
for conditions. One way to assign a membership value to the
consequence interpreting this the same way we considered the
statement "the temperature is pleasant." We will consider the act
of ringing the home phone based on whether people consider this
intrusive. For the sake of this discussion let us assume that most
people consider a ringing home phone to be quite intrusive, while
few people consider it extremely intrusive and very few people
consider it entirely welcome. Then we may consider "ring the home
phone" as a triangular function based on an axis where
intrusiveness ranges from very low to very high.
[0304] In fuzzy logic, generally seven discrete values are
recognized: very low, medium low, somewhat low, even, somewhat
high, medium high and very high. This range is usually shifted so
that we consider the low values to be negative, even to be zero and
the rest to be positive. We generally label the values NL, NM, NS,
ZE, PS, PM, and PL. Based on this scale, we may construct a
triangular function as in FIG. 21 that indicates the perception of
intrusion of ringing the home phone. This function may be different
from the one shown in FIG. 21 based on our knowledge of people's
likes and dislikes. In FIG. 21, we are assuming that a ringing home
phone is considered intrusive by a medium high proportion of
people, while almost no one considers it to be welcome. We can
shift this function in various ways depending on adjustments to
this assumption.
[0305] The standard fuzzy logic deduction step involves two stages.
The first stage is a minimization (the second stage is not quite a
maximization problem). The first stage involves examining the
degree of membership of the variables in the conditional part of a
rule, and minimizing over these to take the smallest degree of
membership. As part of the first step, we also determine the degree
of membership in the consequent variables of each rule. The second
step involves combining the degrees of membership of each
consequent variable and creating a discrete value by combining
contributions from multiple rules. The discrete value can be
computed using various methods. The most common method involves
finding the x-coordinate of the centroid of the regions of support
from all the rules.
[0306] In the example here, both rules have only one condition
each, therefore there is no need to minimize over the degrees of
membership of each variable in the conditions. For Rule 1, we
combine FIGS. 20 and 21 above to get the degree of membership in
the consequence, assuming that the call is coming in at 7:30 p.m.
FIG. 22 shows the condition and the consequence together, the
x-axes of the two variables have nothing in common, but the y-axes
are aligned (we generally normalize the values of the triangular
functions so that their maximum values are always 1.0 and minimum
values are 0.0.) The shaded region shows the support for the action
of Rule 1. The standard procedure here is as follows:
[0307] 1. Compute the value of the condition variable at the
specific location. So here the variable's value is 7:30, so we draw
a line from x-axis value 7:30 to the corresponding functional
value.
[0308] 2. Find the minimums of all y-values for all the conditional
variables. In this case there is only one variable so the
conditional value is just the one value we have for the single
variable.
[0309] 3. Find the corresponding value in the function for the
variable in the rule's consequence. (The drawing makes it look
higher than it should be here, but the idea is that we cut off the
triangular function at the right height.)
[0310] 4. Consider the shaded region as the support for Rule 1. We
have to combine the supports for all rules that apply at a later
step.
[0311] If this were the only rule, then the centroid of the support
region will have x-axis value=PM, therefore we can conclude that
Rule 1 sanctions a PM activity, that is to ring the home phone. But
we have to consider the effect of Rule 2 also.
[0312] Now let us consider Rule 2 in the same way. For simplicity,
let us assume that the condition in the rule is treated the same
way as in Rule 1 except for a change in the triangular function.
The consequence, in this case voicemail, may be placed on the same
x-axis as the consequence in Rule 1, by considering the
intrusiveness of voicemail (let us assume this voicemail is without
notification, so that it is not very intrusive.) The triangular
function here may be something that starts high at NL and comes
down in value by the time it reaches ZE (this is based on the
thinking that most people consider voicemail to be not intrusive at
all but nobody considers it even slightly intrusive.)
[0313] Based on all the assumptions above, the operation of Rule 2
in this situation can be illustrated by a picture as shown in FIG.
18. Here the condition of the rule is shifted so that we think of
the rule applying between 6 p.m. and 10 p.m. (condition of Rule 1
applied between 5 p.m. and 9 p.m.) The shaded region shows the
support for the conclusion. The next step combines the two rule
consequences to determine the appropriate action. FIG. 24
illustrates this combination.
[0314] In FIG. 24, each of the lines (A, B, C) indicate points (at
the other end of the line as indicated by the arrow head) that are
possible values for the centroid of the two regions. The different
values may be obtained based on the exact shape of the two
triangles, for instance the two triangles may overlap somewhat.
Depending on the centroid value obtained, we compute the discrete
value of the x-axis of the centroid point. Based on that value we
decide on the appropriate action.
[0315] 1. If the centroid is A, then the x-axis value is reasonably
close to the conclusion that voicemail is appropriate. So we send
the message to voice mail.
[0316] 2. If the centroid is C, then similarly the action of
sending the call to the home phone is appropriate.
[0317] 3. If the centroid is B, we really cannot decide what action
to use.
[0318] All that has been said above is fairly standard fuzzy logic;
this is well known except for the fact that we are considering it
for rules involving action rules and filtering rules as applied to
communications, messages, and documents.
[0319] The situation B above is one where the rules cannot reach a
conclusion, i.e., the applicable rules are in conflict. We can of
course create some fall back rule, such as "if in doubt, send
everything to storage." But that is simply an administrator
overriding the wishes of the user. There is a way we can avoid such
conflicting situations. The method to avoid conflicts should be
utilized when rules are created.
[0320] The conflict resolution method has a parameter that may be
set by the user or the administrator. This parameter is the maximum
allowable distance of an obtained solution from the centroids of
each of the participating consequent regions. In the example here,
there are two participating regions, those corresponding to the
consequences of Rules 1 and 2. The distance is simply the distance
of the centroid of the combined regions from the centroids of the
individual participating regions. FIG. 25 illustrates this
situation.
[0321] Here the points 1 and 2 indicate the centroids of the
consequent regions associated with Rule 1 and Rule 2 respectively.
The two circles centered at these points indicate the maximum
allowable distance for a solution to be from the points 1 or 2. In
this case solution B is not acceptable to either Rule 1 or Rule 2.
The other solutions are acceptable according to the designated
distance.
[0322] Even if situation A or C is obtained, the conflict
resolution algorithm will consider whether the centroid that is
obtained is too far from the centroid of the region within any of
the triangles. If the distance indicated by the circle radius is
smaller, either A or C could also indicate a conflict. Distance in
this case will be a simple two-dimensional distance. In more
complex cases, the N-dimensional regions replace the triangles
illustrated here. In this case, the distance may be the
N-dimensional Euclidean distance between points.
[0323] One embodiment of the conflict resolution method works
during the time that rules are created. Consider the interaction
where Jane creates rules. Initially there are no rules. Jane
creates Rule 1. There is no possible conflict with anything else
since this is the first rule.
[0324] Now Jane creates Rule 2. At this point, our algorithm
computes the consequence for the system of rules using a set of
sample values. We may consider several sample x-axis values for
each of the variables and compute the result of applying the rules
at each of these values.
[0325] Since the algorithm computes the result of applying rules,
it will find a situation where the centroid found is too far from
the centroid of individual regions according to the maximum
allowable distance. FIG. 25 illustrates this distance by circles
from the two centers "1" and "2", the points within the each of the
circles are within the distance of the corresponding centroids. An
administrator may set the maximum allowable distance but it can
also be a parameter that is adjustable by the user. Thus the method
knows that there are conflicting situations. There are a number of
possible solutions to this conflict. The user may change the rules
in many ways as shown below. If the user adjusts rules using 1, 2,
3 or 4 below, then the conflict detection will be run again. This
process continues until all conflicts are resolved.
[0326] The following actions summarize possible responses to
conflict. The user or administrator may choose only some of these
solutions. The algorithm itself is used only to detect
conflicts--any mix of the following methods may be used to resolve
conflicts.
[0327] 1. Jane can simply remove one of Rule 1 or Rule 2.
[0328] 2. Jane can adjust Rule 1 or Rule 2 to be a different range.
The conflict detection algorithm then re-computes the samples to
check for conflicts. If, for example, Jane moves the time range of
Rule 2 to the left, then the support from Rule 2 at, say 7:30 p.m.,
will be so low that the centroid will get pulled into the region
close to the centroid for Rule 1.
[0329] 3. Jane can be shown different times of conflict and can
choose to deactivate Rule 1 or Rule 2 during these times of
conflict. In general this means that Jane selects sets of rules to
apply at different times based on our report of conflict
periods.
[0330] 4. Jane can adjust the maximum allowable between the
centroid and the consequence (assuming that the system allows users
to do this). This may make the result close enough.
[0331] 5. Jane can leave the conflict in place. The system can
choose to interpret conflicting situations arbitrarily (for
example, we can pick the first rule that applied and use that as
the only rule, or it can pick the nearest shaded region to the
actual centroid).
[0332] In this example, assuming that the user prefers lesser
intrusion, and assuming the shapes of distributions given in FIGS.
21 through 25, the call will be sent to voicemail because Rule 2
will have more impact than Rule 1. There are several complications
not considered in this example which, in one embodiment, are
accommodated within the context of filtering and action rules as
applied to communications, messages, and documents:
[0333] 1. Rules with multiple variables among conditions have not
been considered. This changes the fuzzy logic algorithm by
minimizing over multiple variables before computing the support in
the consequence.
[0334] 2. The rules and their functional forms may be influenced by
data on what sort of calls are likely to occur at what time.
[0335] 3. Intrusiveness is only one dimension of a possible set of
variables we may consider, so that the conflict resolution may be
taking place by considering regions in N-dimensional space (as
illustrated in the earlier write up about this method).
[0336] 4. The rules are subject to cultural interpretation, for
example the level of intrusiveness of different access methods may
vary based on demographic characteristics.
[0337] 5. Application of Routing and Filtering Rules to All
Communications. Message, and Document Management Functions and to
All Types of Communications, Messages, and Documents.
[0338] One embodiment of the WorkSpace system allows the
application of the rule conflict resolution algorithm described
above to all communications, message, and document management
functions and to all types of communications, messages and
documents. In addition, the user may specify their rules online and
in a more limited context choose their rule-set over a telephone
device. The WorkSpace system, therefore, allows users to specify
rules to access, send, forward, delete, save, and otherwise manage
communications, messages, and documents. It also permits users to
specify rules for notification of messages and documents and the
routing of all communications. The WorkSpace system also allows
users to specify different rules for all communications and message
types that can be into an integrated platform such as the WorkSpace
system. Such message types include voicemail, email, text messages
and faxes but the functionality of specifying rules is easily
extended into all message types that can be integrated into a
unified messaging platform. The same is true of the different types
of communications as well as documents and databases that can be
managed by the WorkSpace system.
Advanced Features of the Workspace System
[0339] A variety of advanced information management features may be
implemented using the foregoing integrated WorkSpace
architecture:
[0340] 1. Multimedia Distribution Lists
[0341] Prior art distribution lists are media-specific. For
example, email distribution lists are typically comprised of email
addresses only whereas fax distribution lists are comprised of fax
numbers only. However, these prior systems were not capable of
supporting distribution lists comprised of both fax numbers and
email addresses to be used for the distribution of a fax.
[0342] By contrast, the Workspace architecture described herein
allows for the creation of non-media specific distribution lists.
For example, using the integrated messaging platform described
above, WorkSpace system users may define a fax distribution list to
include fax numbers, email addresses, and system generic inboxes.
Voicemail messages may also be distributed across multiple types of
media using a single distribution list. For example, the user may
speak a message and distribute the message to system users and
individuals outside the system. System users may receive the voice
message either directly or as an email attachment while those
outside the system would receive the voice file as an email
attachment. Various other multi-media distribution lists may be
created for the distribution of various message types while still
complying with the underlying principles of the invention.
[0343] The use of distribution lists in messaging systems within a
common medium is commonplace. For example, there are voicemail
distribution lists and email distribution lists enabled by
voicemail platforms and email servers respectively. Such
distributions lists may be defined by users or pre-defined for
users. Such distribution lists, however, do not take into account
the messaging preferences of message recipients. Some individuals
rely primarily on voicemail while others rely primarily on email.
Yet others constantly engage in text messaging or two-way paging.
For example, a user may know that their boss checks their voicemail
often but seldom checks their email. By contrast, the boss's
secretary may check email frequently but voicemail infrequently. If
that user wants to send a voice message to both parties reflecting
the two recipients' preferred messaging media, the user may create
a distribution list that contains their boss's voicemail box number
and his/her secretary's email address. The user may record a voice
message and send the message to both of these destinations at the
same time with a single user instruction. The voicemail would then
be sent directly to the boss's voicemail box and to the secretary
in the form of a sound file attached to an email.
[0344] One embodiment of the WorkSpace system allows users to
create cross-media distribution lists. Given different messaging
habits, the ability to create a single message but send it to
different device types in different formats through the use of a
single multimedia distribution list increases the probability that
the recipient will actually receive and listen to messages sent by
a user.
[0345] 2. Accessing Messages over Different Media
[0346] As indicated in FIG. 27, in one embodiment of the invention,
users may specify rules 2731 to define different sets of messages
arranged differently when accessed over different media. Such rules
may be applied to messages accessed by telephone as well as those
accessed through a data network connection. For example, when a
user calls in to check email and voicemail messages, he/she will
typically prefer a different set of options for reviewing messages
than when he/she checks messages from a computer.
[0347] Thus, in one embodiment of the invention, the user may
specify different criteria for reviewing messages by telephone. For
example, the user may not want to review certain types of messages
via telephone such as faxes or text messages. Similarly, the user
may only want to review email messages from certain designated
message senders when the user calls in via telephone (e.g., his/her
boss, spouse, or children).
[0348] The user may also specify rules to cluster and/or sequence
new email and or voicemail messages. For example, the user may
specify that he/she wants to review messages from co-workers first,
followed by friends and family. In addition, the user may specify
an order within each cluster. For example, within the "Work"
cluster, the user may want to review messages first from his/her
boss and administrative assistant prior to any other coworkers.
Similarly, within the "Friends and Family" cluster, the user may
want to review messages from his/her spouse before reviewing any
other messages.
[0349] FIG. 26 illustrates one embodiment of a graphical user
interface for configuring various voicemail parameters. For
example, by selecting element 2607 the user may define a set of
potential voicemail senders whose voicemail the user wishes to
listen to first. In one embodiment, the user may select voicemail
senders via a system/contacts selection list 2602. Once selected,
the voicemail senders (or sender groups) appear in selection list
2603. By selecting one or more of selection elements 2605, the user
may specify various information to be played back with each message
including, by way of example, the date/time of the message, the
sender name phone number and/or user ID, and the message
itself.
[0350] By selecting element 2608, the user may specify that message
management functions performed via the telephone (e.g., review,
save, delete) are to be synchronized when the user connects via a
computing device (e.g., a computer with a Web browser). Conversely,
by selecting element 2609, the user may specify that online
management functions performed online are to be synchronized when
the user connects via a telephone.
[0351] In addition, in one embodiment, different forwarding
features are made available when the user checks messages over
different media. For example, when the user checks email messages
via a telephone, the user may be provided with forwarding options
suitable to the medium such as voice recognition. Thus, the user
may forward messages by stating the name of the user to whom the
message(s) should be forwarded.
[0352] In one embodiment, to simplify message sending and
forwarding by phone to Internet-format addresses (e.g.,
jsmith@xyz.com) that are either difficult for voice recognition
schemes to recognize accurately or cumbersome for users to
verbalize, the address book maintained on the WorkSpace system will
allow the user to enter an X-digit "forwarding" number for each
contact. To forward a message, the user may then simply enter the
X-digit number via the telephone keypad. This mechanism may be used
in addition to or in lieu of voice recognition (which may not be
accurate under certain conditions). In one embodiment, the user may
enter multiple X-digit numbers to forward the email message (or
other type of message) to multiple recipients. Similarly,
distribution lists containing Internet-format addresses can also be
assigned an X-digit numerical identifier for purposes of sending
and forwarding messages by phone.
[0353] It should be noted that the foregoing examples are meant to
merely illustrate the flexibility of the WorkSpace system described
above. The underlying principles of the invention are not limited
to any particular set of rules for reviewing and/or managing
messages.
[0354] 3. Advanced Attachment Processing
[0355] In one embodiment, the user may provide specific rules
defining how the multimedia message processing logic 2701 processes
message attachments. For example, in one embodiment the user may
specify certain local folders into which certain attachments should
be automatically stored. For example, a user may create a folder in
which any attachments from his/her boss or administrative assistant
are stored. Similarly, the user may filter message attachments
based on the attachment type. For example, the user may specify
that any spreadsheet attachments from his/her administrative
assistant are stored within a "Spreadsheet" folder. Various
additional attachment types may be identified for folder-selection
purposes (e.g., word processing documents, music files, picture
files).
[0356] One embodiment of the invention will automatically decode
(e.g., unzip/uncompress) encoded attachments prior to storing the
attachments to a designated folder. Thus, in this embodiment,
multiple files encoded within a single file may be automatically
sent to different destinations following decoding and analysis.
[0357] Rather than physically detaching attachments and storing
them in a local folder, the multimedia message processing logic
2701 may generate different user-specified views of the
attachments. For example, the user may create a general view of all
attachments contained within the generic inbox 2723 and/or an email
platform 2720. The user may then filter the general view and create
temporary or virtual attachment folders using any of the variables
described herein as filtering criteria (e.g., message sender,
attachment type, attachment size, data and time). This feature
would be particularly useful to users who use their emails as
storage and filing systems. Once again, the underlying principles
of the invention are not limited to any particular set of view
filtering criteria.
[0358] 4. Multi-Tier Rule Execution
[0359] FIG. 27 shows that multiple layers of rules may be
implemented by multimedia message processing logic 2701 including
system rules 2730, user-specified advanced rules 2731 and default
setting rules 2732 examples of which are described throughout this
detailed description. As such, one embodiment of the invention
includes conflict detection logic 2702 and conflict resolution
logic 2703 for detecting and resolving conflicts, respectively,
between rules. The conflicts may exist within the same layer (e.g.,
the user-specified rule layer 2731) or across multiple layers
(e.g., a user-specified rule 2731 may conflict with a system rule
2730). The conflict detection logic 2702 and resolution logic 2703
may implement any of the various detection and resolution
techniques described herein.
[0360] FIG. 28 illustrates one embodiment of the invention that
employs a "pre-Inbox" 2820 to store incoming messages until all
rules within each layer have been applied and any conflicts between
rules have been resolved. The pre-inbox may be implemented in a
variety of ways. For example, in one embodiment the pre-inbox is
maintained as a first-in-first out ("FIFO") queue or buffer
allocated in volatile memory (e.g., RAM) and/or non-volatile memory
(e.g., a hard drive). In one embodiment, the pre-inbox is managed
by a file system such as the virtual file system described above.
However, the underlying principles of the invention are not limited
to any particular mechanism for managing the pre-inbox 2820.
[0361] Message filtering in this embodiment may occur at both the
system level and the client level. In FIG. 28, system-level
filtering of incoming calls/voicemails and/or faxes (hereinafter
"calls") is performed by WorkSpace system PBX 2801 and system
filtering module 2802, and system-level filtering of electronic
messages such as email, text messages, and instant messages
(hereinafter "electronic messages") is performed by message server
filtering module 2811 and system filtering module 2812 (i.e., based
on the system rules 2730 illustrated in FIG. 27). By way of
example, the WorkSpace system PBX 2801 may be configured to route
all calls to a particular number to a company's branch office.
Similarly, incoming messages such as email and instant messages may
be initially filtered by an external server 2811, such as a
system-level firewall, prior to arriving at the pre-inbox 2820. For
example, the external server filtering module 2811 may implement
virus and spam filtering at the system level.
[0362] System filtering modules 2802 and 2812 provide an additional
layer of system-level filtering which may be configured by a system
administrator. For example, an administrator may configure system
filtering module 2812 to forward all incoming email messages
addressed to custservice@xyz.com to a specified group of
individuals. Similarly, the administrator may configure system
filtering module 2812 to block all calls from certain designated
numbers (e.g., via a caller "blacklist"). Time of day routing of
nighttime calls to an answering service is yet another example.
[0363] In one embodiment of the WorkSpace system, highly complex
rules may also be specified at the system level. For example, the
administrator may specify that messages containing the word
"billing" anywhere in the message should be sent to a group of
specific individuals in the accounting department. Another example
is a rule according to which any emails to a "trouble reports"
group received after 5 p.m. should be sent to the email address of
the specific person who is on call for the night. Once again,
however, the underlying principles of the invention are not limited
to any particular set of rules.
[0364] "Client-level" rule filtering is performed by user-specified
rule filtering module 2803 and default settings module 2804 for
calls; and by user-specified rule filtering module 2813 and default
message server rules module 2814 for electronic messages. The
user-specified rule filtering modules 2803 and 2813 apply both
user-specified mode rules and user-specified management rules. In
one embodiment, the user-specified mode rules are applied first,
followed by the user-specified management rules, although they may
be applied in the reverse order or simultaneously while still
complying with the underlying principles of the invention. In one
embodiment, mode filtering rules cause the filtering modules 2803
and 2813 to filter calls and electronic messages, respectively,
based on the particular "mode" in which the system is operating
(e.g., vacation mode, work mode, etc). User-specified management
rules cause the user-specified rule filtering modules 2803 and 2813
to filter calls and electronic messages, respectively, as specified
by the end user (e.g., via the various GUIs set forth herein).
[0365] Default settings 2732 are applied by default settings module
2804 for calls and default message server settings module 2814 for
electronic messages. For example, with respect to calls, the
default settings 2804 may specify that all voicemails are
automatically to be deleted once listened to by the user. With
respect to electronic messages, for example, each time a user sends
an email message, the message may be stored in the user's "sent
mail" folder. It should be noted, of course, that the underlying
principles of the invention are not limited to any particular set
of system, user-specified or default rules.
[0366] It should be noted that the "client-level" filtering
described above does not necessarily require filtering on a client
computer. Rather, "client-level" is used broadly herein to refer to
any type of filtering other than system-level filtering that is
unique to a user or account. For example, the user-specified rule
filtering module 2813 and default message server settings module
2814 may be implemented on a server (e.g., an email server) rather
than on a client workstation. Moreover, the particular order in
which filtering is implemented in FIG. 28 is not necessary for
complying with the underlying principles of the invention.
[0367] While prior systems may contain examples of system-level
message and call management (e.g., forwarding instructions), they
generally do not permit multiple criteria specification for such
rules (e.g., forward all email from "Friends" (sender criteria)
that contain a music file attachment (attachment criteria)). They
also do not typically permit a set of criteria to apply to a
particular group of users or accounts (e.g., forward incoming email
with the word "billing" in the subject line to certain individuals
in accounting). Furthermore, advanced criteria specification for
rules does not exist nor does the ability to forward a particular
type of message (e.g., fax) to destinations of different media
types (e.g., fax machine, email). Finally, virtually no prior art
system-level management platforms allow for different actions to be
taken for different criteria, as described herein.
[0368] As mentioned above, in one embodiment, as each set of rules
are applied by filtering modules 2802-2804 and 2812-2814, to the
incoming call or electronic message, respectively, the call/message
may be temporarily stored within the pre-inbox 2820. Once each
layer of rules has been applied, if a conflict is detected by the
conflict detection logic 2702, the conflict resolution logic 2703
attempts to resolve the conflict (e.g., using one or more of the
conflict detection and resolution techniques, respectively,
described herein).
[0369] In one embodiment, a conflict may be as simple as two rules
that cause the same message to be copied twice to the same folder
or to multiple folders. For example, a user-specified rule may
state that if an email is received from "User X" between 4 p.m. and
6 p.m., it should be sent to a folder designated for User X
messages. However, another rule may exist that states that all
messages from "Friends" (User X is a member of "Friends") are to be
copied to the "Friends" folder. Between 4 p.m. and 6 p.m., all
messages from User X would be copied twice to two different
folders. This may be the intended effect but unlikely because
message management rules that multiply messages are rarely useful
to most users. In one embodiment, where rules are applied
sequentially to messages based on the order of the rules, the user
may specify that if a message was "disposed of" by a previous rule,
then the message processing logic 2701 should not apply the current
rule.
[0370] FIG. 29 illustrates one embodiment in which the user may
specify a variety of email rule options. By selecting either 2901
or 2902, the user may specify whether the criteria of a rule is to
be checked against the original version of the message (i.e., as it
existed prior to the application of any other rules) or the most
recent version of the message (i.e., inclusive of the changes
resulting from other rules). In addition, by selecting either 2905
or 2906, the user may specify whether actions associated with the
current rule should be applied to the original version of the
message or the most recent version of the message, respectively. A
basic repository of messages would not enable such nuanced
applications of message management rules. Storing the message in
the pre-inbox 2820 until all rules are applied allows for this
criteria check against a message as it first arrived in the
WorkSpace system or as it was changed by previous rules.
[0371] By selecting 2903 the user may specify that the current rule
should not be applied if certain actions associated with previous
rules were applied to the message (e.g., the message was moved to a
particular folder as described above). The user can further specify
any or all actions which effectively "dispose of" the message such
as delete, copy, move, and forward. On the other hand, the user may
in fact want to have the two copies of the message in two different
folders. The pre-inbox 2820 enables the execution of such a "meta
rule" that gives the user the choice.
[0372] By selecting 2904, the user may specify that the current
rule should not be applied if a markup action associated with the
current rule conflicts with previous markup actions. By way of
example, the first rule may specify that a message (meeting certain
criteria) be marked urgent. If a second rule specifies that the
same message be marked normal, a conflict arises that is not easily
resolved. The choices are clear: execute the first rule, execute
the second rule, or execute no rule. Thus, the pre-inbox again
allows the user to specify a "meta rule" that the second rule
should not be applied if a previous rule had marked a message as
"urgent."
[0373] 5. Integration with Third Party Applications
[0374] Document management is perhaps the most critical application
that is tied to communications and message management. However,
other third-applications that work on or with generally used
computer operating systems may also be easily integrated with the
WorkSpace system through its Web server functionality. This
capability also facilitates integration with third-party data
management applications.
[0375] In one embodiment, integration of third-party applications
within a WorkSpace system takes the form of a "platform" 150 within
the WorkSpace portal. Users may determine the choice of
applications to be integrated in the WorkSpace portal. Such
integration is possible in WorkSpace enterprise environments 270
and carrier environments 370. Examples of third-party applications
that may be integrated within a WorkSpace system and incorporated
in a WorkSpace portal include (a) Web-based applications such as a
sales force management application; (b) content sites that provide
real-time stock quotes for a brokerage firm or breaking news
information (online wire service) for a media company; (c) content
sites from which transactions such as the purchase of goods or the
downloading of content is possible; and (d) other messaging
locations. Other examples include integration with a company's
accounting or time-keeper systems. As part of such integration,
scripts may be easily developed so that a user does not have to
reenter security passcode information to access such systems when
successfully logged into a WorkSpace system. Thus, in one
embodiment, the WorkSpace system acts as a gatekeeper application
that monitors security to external applications in addition to
itself.
[0376] 6. Management of Messages Accessed Over Different Media
[0377] One problem that is common to many unified communications
solutions today is the need to manage messages at least twice when
different access methods to messages are permitted or when messages
are routed to non-system locations. The cause of this problem is
the fact that equivalent messages are produced in various devices
and locations. Consider, for example, a messaging system that
allows users to retrieve voicemail by telephone and over the
Internet. If the user reviews a particular voicemail over the
Internet and deletes it, the same voicemail is typically retained
as "new" in the telephone accessible area. The user is forced to
manage the voicemail the next time he/she accesses voicemail by
telephone even though he/she had disposed of the voicemail
earlier.
[0378] Alternatively, a few systems automatically mirror the status
of messages in one area in other areas. For example, a message
accessed over the Web and deleted would no longer be available over
the telephone. This too is an extreme outcome not desired by all
users. Some users may actually prefer to have voicemails accessible
over the telephone even though the voicemails have been reviewed
over the Internet. For example, a secretary may routinely review
voicemail over the Internet for their boss to alert the boss if
urgent messages arrive, but the boss (who may seldom use a
computer) may want to have all voicemail available by
telephone.
[0379] One embodiment of the WorkSpace system allows users to
specify whether they want to manage only once their voicemails and
other messages. For example, a user may specify that he/she does
not want to double manage their voicemail messages. As a result,
the WorkSpace system would not make available to the user a
voicemail that was previously accessed over the Internet and
deleted. Conversely, the user may want to double-manage their
messages for reasons unique to the user. In one embodiment, the
WorkSpace system allows the user to narrow the set of messages they
want to subject to single management (e.g., by characteristics such
as the identity of the message sender). Thus, in this embodiment,
the user's preferences dictate single and multiple message
management and the set of messages subject to either rule. The user
preferences may be embodied in a set of instructions within
WorkSpace message management software.
[0380] In one embodiment, the method described above is
accomplished in the following manner. Each message is given a
unique identifier based on the recipient, type of message and time
of arrival of the initial message. In various file directories, the
message identifiers are retained, though the locations may be
different. When the user asks to delete, save, or otherwise dispose
of a message, the action is carried out by a centralized message
storage manager 802 (see FIG. 8). This message may be relayed by
the centralized storage manager 802 to user-selected subsidiary
storage areas to appropriately dispose of the uniquely-identified
message. Each manager of a storage area then identifies the message
within its storage area and performs (or not) the requested
task.
[0381] The WorkSpace system, therefore, provides a method for users
to handle either identically or differently equivalent messages
that are stored in or sent to different locations. In one
embodiment, this is accomplished by a distributed federated system
of task agents that are distributed autonomous communicating
processes such as that illustrated in FIG. 8.
[0382] In general, the sets of messages that are accessible by
telephone, over the Internet, or through other means need not be
identical, and these sets can be specified by a user to reflect
their preferences or habits. This is accomplished either by
maintaining separate message locations corresponding to each access
method or marking each message to be made accessible over
particular access methods. For example, a user may only want to
access voicemail from work colleagues and friends over the
telephone but may want to have all voicemail available over the
Internet. When messages are made available in different access
areas, the status of the messages may be mirrored in each of these
areas through the techniques described above. Thus, a voicemail
that has been deleted over the telephone may also be among deleted
voicemails in the message storage area accessible over the
Internet. As illustrated earlier, some users may not wish to have
such equivalence. If so, the central storage manager 802 would not
issue instructions to maintain equivalence. Alternatively, a user
may want equivalence in only two locations but not in a third
location. In this case, only a subset of instructions may be
executed.
[0383] The problem of multiple message management is more difficult
to resolve in a context where the message itself has been forwarded
or otherwise sent to a device or location outside the message
management system. One example is where voicemail is forwarded as
an email attachment to an email address. In this case, the user may
access the voicemail through their email and even delete it. The
same voicemail, however, remains in the telephone accessible area
of most unified communications systems. The WorkSpace system
addresses this issue by allowing users to specify whether to retain
messages that have been forwarded to non-system destinations
(outside fax numbers or email addresses) and if so, what status to
use for such messages (e.g., new or saved or old or deleted). By
way of example, FIG. 30 provides a graphical representation of a
set of voicemail messages for a user who wants to access only work
voicemail by telephone, has all voicemail from family forwarded to
their personal email, and requests that only non-work, non-family
voicemail be accessible over the Internet.
[0384] 7. Online Specification of Personal Preferences
[0385] One embodiment of the invention provides for online
specification of preferences for multiple and different message and
document types as well as for multiple and different communication
methods. This embodiment of the WorkSpace system allows users and
administrators to specify online preferences with respect to all
message and document types as well for real-time
communications.
[0386] As mentioned above, users may specify the set of messages as
well as how much or how little of the message or document
characteristics they wish to access over the telephone or view
online. For example, a user may not want to know over the telephone
whether they have received faxes. Alternatively, they may want to
know over the telephone whether they have received email from work
colleagues or a text message from a particular individual. They may
only want summary information about faxes such as the originating
fax number but not the time of receipt. Users may also want to
start at a particular point in the IVR menu tree (e.g., new
voicemail) rather than the main menu.
[0387] Users may also specify not only what messages and documents
they access but also how they access them. They may want a
particular form of clustering and sequencing. For example, a user
may want to listen to voicemail from family first and the remaining
voicemails chronologically. In one embodiment of the WorkSpace
system, users may specify online virtually all preferences
typically associated with accessing voicemails over the telephone.
The specification of these preferences is not unlike the
specification of account preferences for Internet accounts. The
WorkSpace system described herein goes further by allowing users to
specify online access and management preferences for all types of
messages and documents managed through its integrated platform as
well as for real-time communications. A user's specific set of
preferences comprise a subset of the user's profile that determines
the particular set of feature/functionalities that are activated
for the user.
[0388] 8. Heuristic IVR Menu Options
[0389] Most Interactive Voice Response ("IVR") systems have a
limitation that can be a significant nuisance for many users. The
announcements and prompts employed in these systems are generally
fixed and do not take into account the underlying information that
is to be conveyed or the user's usage patterns. This is especially
true of announcements and prompts in the course of retrieving
messages and information about documents over a telephone.
[0390] One embodiment of the WorkSpace system implements a
heuristic learning approach to this problem. For example, this
embodiment of the WorkSpace system will not provide users with
prompts that apply to faxes if they do not have faxes. This saves
time and the absence of fax prompts is itself informative. In
addition, similar to online menus that incorporate heuristic
learning, IVR menus that have not been used for a specified period
of time may be automatically hidden (i.e., IVR menu announcements
not played) from the user while still available for use. It is the
usage of menus and choices within menus along with the presence or
absence of relevant information that will passively activate the
"hiding" of menus and choices. In one embodiment, different
"hiding" rules are specified for different menus and even for
choices within menus. Rather than hiding, menu choices used
infrequently may be placed further towards the bottom of each IVR
list relative to choices which are used frequently.
[0391] By way of example, consider a message retrieval menu that
states the following: "Press 1 for Voicemail, Press 2 for Fax,
Press 3 for Email." In one variation of heuristic IVR menus, if the
user did not have any faxes to be retrieved, the menu would now be
"Press 1 for Voicemail, Press 3 for Email" or alternatively "Press
1 for Voicemail, Press 2 for Email." Either version of the
truncated menu could also be activated if the user never used the
"Press 2" key during a specified period of time (e.g., one month)
that is specified as a system parameter or user preference.
[0392] In one embodiment, IVR choices may be managed online rather
than merely over the telephone. For example, different greetings
and announcements may be recorded and associated with different
mailboxes via the GUI 900 described above.
[0393] 9. Messages to Direct Reports from Superiors
[0394] In one embodiment, managers in an enterprise can send
messages to their direct reports with relative ease. Assigning
users to particular departments and locations together with
defining the departments and locations within the jurisdiction of a
"manager" makes this possible. Users who are "managers" can send
email, text, or voice messages to their direct reports without
having to define and update distribution lists. The list of direct
reports varies as personnel and management responsibilities change.
In one embodiment, important messages from superiors are visible to
users in the "Main" section of a user's personal WorkSpace.
[0395] 10. Advanced Contacts Management
[0396] To facilitate the ease with which various filtering and
actions may be specified, the WorkSpace system embodies the notion
of a "group" that is distinct from a distribution list. A
distribution list requires the user to assign particular
destinations (i.e., email addresses, voicemail boxes) to it. By
contrast, a group consists of members within a user's contacts. For
example, a "Friends" group may consist of Bob, Tom, and Jane. A
voicemail distribution list of these three "Friends" would consist
of their email addresses and system voicemail boxes that a user
included as part of the distribution list. This distribution list
is irrelevant in the context of email messages and must be updated
if the email address of one of the three changed or if one of the
three has a new email address. By contrast, the group "Friends" can
be used in the context of all message types. Thus, a user may
specify one rule that states "Send all calls from `Friends` to
voicemail" and another that states "Forward all email from
`Friends` to my personal email address." The WorkSpace system knows
that all phone numbers and all email addresses of the three friends
are to be included in the criteria. Furthermore, if phone numbers
of email addresses of the three change, there is no need to
redefine the rules.
[0397] In one embodiment of the invention, the WorkSpace system
updates contacts information automatically. This may be
accomplished in a variety of ways. The first and most
straightforward way is for a user to link a system contact to their
personal contacts. Alternatively, a user could link their personal
contact to a system member identifier. Once the linkage has been
registered on the WorkSpace system, when a contact updates their
information, the information about that contact is automatically
updated in the user's contact list. Conversely, updates to their
personal information by a user are automatically sent to other
linked contacts. The second and more complicated way to "create"
linkages is to generate a scoring scheme to determine whether a
contact in a user's list is a member of the system. There are
numerous ways to generate such scoring and create linkages
including, for example, a score based on how many contact fields
are identical. Regardless of the linkage method employed, in one
embodiment, users are provided with the option to specify whether
they want to send and/or receive contact update information.
[0398] Since the WorkSpace system may incorporate real-time
communications functionality, in one embodiment, calls may be
generated directly from a user's contact list. To ensure the
success of such calls, it is important that the information be
entered correctly. Some prior systems validate phone and fax number
entries but only check to see if the entries are comprised of
numbers and/or a few select non-number characters. One embodiment
of the WorkSpace system prevents free-form entry and requires the
user to enter all of the sub fields of a number including: toll
code (e.g. 011 or 1); country code if not the user's default
country; area or regional code; and finally the local number
itself. Such strict enforcement of data entry minimizes the
possibility of error when calls are placed directly from a user's
contact list.
[0399] 11. Advanced Call Management
[0400] The WorkSpace system allows for the definition of basic and
advanced specifications for filtering and routing phone calls.
Through the GUI interface (certain aspects of which are described
herein, users may define complex filtering criteria based on the
identity of the caller, the called number, time of day, schedule,
and other call characteristics. Audio and video conference
parameters may also be defined in the same manner. Calls and
conferences may also be controlled and managed through GUI
interface commands even as they are happening.
[0401] In addition, both Web and client application GUI interfaces
may allow users to define IVR and Auto Attendant scripts (including
time-of-day and other criteria based routing). Various
administrative functions such as setting up a Centrex group and all
moves, adds, and changes could be conducted via the same interfaces
rather than direct programming of a WorkSpace system's real-time
communication module. Both users and administrators manage
pre-recorded greetings and announcements in the form of sound files
from a network-connected computer device. One embodiment of the
invention treats voice and video calls/conferences as movable
objects so that functions like relocating entire calls/conferences
to a different server could be implemented. Conceptually, this is
no different than forwarding an email that is also an object. The
difference is that the former is a dynamic object while the latter
is a static object.
[0402] 12. Management of Text and Instant Messaging
[0403] If voice communications is considered "real-time"
communication and if regular mail and email is considered
"non-real-time" communication, both instant messaging ("IM") and
text messaging (such as over wireless phones and pagers) may be
considered "near-real-time" communication. Users may wish to limit
the individuals with whom they communicate through these methods
because of the invasive and pervasive nature of such
communications. They are invasive because they intrude into an
individual's privacy in a written and recorded form. They are
pervasive because one can easily guess what another's text address
is and certainly one's online presence is easily detected by
others. While ignoring text messages and blocking instant messages
are possible ways of controlling "near-real-time" communications, a
more polite technique that limits such communications to a set of
users may be preferred by many. This may be accomplished through
the use of "double-blind" or "pseudo-address" method.
[0404] Through the use of a pseudo Internet address for text
messaging, all text messages that are sent to a user arrive in a
WorkSpace system and the message is then sent to the specified true
text messaging Internet address. Thus, as illustrated in FIG. 31, a
user could publish the text messaging address of
username.txt@company.com while the true address is
username.txt@carrier1.com 3110. The user could specify their
preferences to allow text messages from only certain individuals or
numbers, or groups of individuals 3120 to reach their true text
messaging address. With respect to text messages from all others
3130, users may create a polite personalized response such as "User
Name Is Not Able to Receive Text Messages at This Time" or
alternatively direct all "unwanted" text messages to a message
storage area 3140. The approach simultaneously allows blocking of
unwanted text messages, storing of non-critical but valuable text
messages, and the receipt of wanted/critical text messages based on
the characteristics of the messages themselves (beyond just the
sender or the sender's group). Only text messages as defined by the
user (e.g., from people at work and marked urgent) reach the user's
actual text messaging device. A secondary benefit of this approach
is the ability of users to switch to another text messaging
provider with a new text messaging address
username.txt@carrier2.com 3150 without having to republish their
previously published text messaging address. The text message could
also be easily forwarded to multiple devices and addresses very
easily. This approach is particularly useful for enterprises who
wish to change service providers with minimal disruption (e.g.,
avoid republishing business cards).
[0405] A similar approach may be used for purposes of instant
messaging, as illustrated in FIG. 32. The invasive nature of
instant messaging combined with the psychological discomfort to
block senders affirmatively makes the "double-blind" approach
extremely well-suited for instant messaging. For example, users may
publish their business or primary email address
username@business.com 3210 but login under a different screen name
username@home.com 3220 to go online. Similar to most IM filters
today, only those users 3230 whom the user permits would know that
the user is online and available for instant messaging. Unlike most
IM filters today, however, the user appears to these individuals as
if they were online with their published email address
username@business.com, as opposed to their login screen name.
Furthermore, no affirmative blocking of other individuals 3240 is
required.
[0406] The instant messaging module of the WorkSpace system enables
a multiplicity of "presence options" of which the double-blind
scheme is but one option. The ability to make one self available to
some but not others and through different schemes (double-blind
scheme and text forwarding) is essentially filtered routing of
instant messages. Different filtering criteria may also be
specified to log certain IM sessions but not others. This, of
course, depends on whether there is a system rule that enforces
logging of all IM sessions.
Additional Workspace Graphical User Interface Features and
Functional Modules
[0407] FIGS. 33a-o illustrate a graphical user interface ("GUI")
3300 employed in one embodiment of the invention. As in prior
message management platforms, the GUI provides access to a variety
of information management and messaging applications including, by
way of example and not limitation, email, an electronic calendar,
and an electronic address book. In one embodiment, the GUI also
includes a telephony icon 3303 to provide access to real time
telephone connections (e.g., VoIP connections) and an instant
messaging icon 3304 to provide access to instant messaging
functions. To streamline access to real time communication, in one
embodiment, the telephony icon and instant messaging icon are
provided within the same location of the GUI at all times (i.e.,
regardless the section of the GUI that the user is navigating).
[0408] As illustrated, one embodiment of the GUI 3300 includes a
primary row of graphical tabs 3301 to provide access to the various
WorkSpace applications. In the example illustrated in FIG. 33a, the
"calendar" tab is selected, thereby generating calendar GUI which
includes a secondary row of tabs 3302 related to calendar
functions. An "events" tab is selected in the secondary row,
thereby generating a monthly event view 3311.
[0409] In one embodiment, users create new events by selecting a
"new event" button 3310. FIG. 33b illustrates an exemplary event
creation window which includes a variety of data fields for
specifying a new event (e.g., subject, location, event type, start
time, end time, etc). In addition, a "reminder" element 3315 is
provided which, when selected, allows the user to specify different
mechanisms for reminding the user of the new event.
[0410] FIG. 33c illustrates an exemplary reminder GUI (generated in
response to selection of the reminder element) which includes a
drop-down selection menu 3322 comprised of different communication
channels which may be used to provide event notification. In one
embodiment of the invention, the notification types include any
messaging types supported by the WorkSpace system including, for
example, email, text messaging (e.g., instant messaging and/or
standard text messaging), fax, and telephony. A data entry field
3320 is provided in which the event notification destination
associated with the selected notification type may be entered. For
example, if "phone" is selected, the user may enter different
telephone numbers which will be called to remind the user of the
event. Similarly, if email or instant messaging is selected, then
the user may enter one or more email or instant messaging addresses
in the data entry field 3320. Each event notification type selected
by the user is displayed in a notification list 3321. In addition,
a list 3323 containing different notification addresses/numbers is
provided to aid the user in selecting notification destinations. In
one embodiment, the list is comprised of the user's personal
contact information (e.g., the user's email address, telephone
numbers, instant messaging address, etc).
[0411] FIG. 34 illustrates one embodiment of software architecture
for implementing the foregoing features. This embodiment includes a
multimedia notification/forwarding module 3400 for generating
notifications and/or forwarding messages using a variety of
different communication channels including, but not limited to,
email 3410, text messaging 3411, telephony 3412 and/or fax 3413. In
one embodiment, the notification module 3400 is integrated as part
of the calendar application 3402. In another embodiment, it is
integrated as part of the contacts application 3403. However, as
illustrated in FIG. 34, the notification logic 3400 may be
implemented as a separate, independent program or agent and
generate notifications and/or forward messages in response to a
variety of multi-media triggers including calendar 3402 events,
contact application 3403 events, and/or various other types of
system events 3404 (e.g., incoming calls and electronic messages).
For example, calendar event triggers may include scheduled calendar
events, tasks and alerts. Contact event triggers may include, for
example, the additional of a new contact (e.g., by the user's
administrative assistant). Other system event triggers may include
the receipt of messages, data and/or calls as well as system
threshold triggers such as, for example, a voicemail or email
storage space being exceeded. Various other/additional event
triggers may be employed while still complying with the underling
principles of the invention.
[0412] As mentioned above, the user may configure the multimedia
notification module 3400 by specifying different notification
addresses and telephony numbers via the GUI 900. For example, when
a telephony notification is selected, the notification module 3400
will call one or more designated telephone numbers prior to (or at)
the designated time of the event. In addition, in one embodiment,
the notification logic 3400 or the telephony module 3412 utilizes a
text-to-speech engine to read the user selected text associated
with the event. For example, after automatically calling the user,
the text-to-speech engine may read the subject line or other
designated data associated with the event entry. If a fax
notification is selected, then, in one embodiment, the fax module
3413 will fax the user a printout of text associated with the
event. If email or text message notification is selected, then the
email module 3410 and/or text messaging module 3411 will
automatically generate event notifications directed to the user's
email address and/or text messaging address, respectively.
[0413] FIG. 33d illustrates one embodiment of the GUI 3300 in which
the "messages" tab is selected from the primary row 3301 and the
"check messages" tab is selected from the secondary row of tabs
3302. In FIG. 33d, a single, unified view 3330 of all pending
messages is generated, including electronic messages, voice
messages, and faxes. In one embodiment, to retrieve an email,
voicemail or fax the user may simply select the corresponding
message from the unified view. In addition, a plurality of message
filtering elements 3331-3334 is provided to filter the unified view
3330 in a variety of different ways. For example, if the user only
wants to review email messages, the user may select the email 3331
filtering element. In response, the unified view 3330 will only
display email messages, as illustrated in FIG. 33e. Similarly, in
response to user selection of the voicemail element 3332, the
unified view 3330 will display only voicemail messages.
[0414] Various additional types of message filtering may be
specified by the user. For example, in one embodiment the user may
specify a view containing only new messages (i.e., only messages
that the user has not viewed/accessed). FIG. 33f illustrates a GUI
for specifying different message views which includes a first drop
down menu 3340 for specifying each of the different message types
supported by the WorkSpace system and a second drop down menu 3341
for specifying the statuses of messages to be displayed in the
view. Message statuses may include, for example, all messages, old
messages, new & old messages, old & saved messages, new and
saved messages, and saved messages. Of course, a variety of
additional message view specifications may be provided while still
complying with the underlying principles of the invention.
[0415] FIG. 35 illustrates one embodiment of a generic inbox 3500
architecture from which the various unified messaging views are
generated. In this embodiment, email messages, text messages,
voicemail messages, faxes, and other types of messages are managed
by a generic message manager 3501 which stores and processes
messages from a variety of different messaging platforms including
multiple email accounts 3510, voicemail accounts 3512, fax numbers
3513 and test messaging accounts 3514. In one embodiment, upon
receiving a new message, the generic message manager 3501 generates
a unique identification code which it uses to identify the message
within the generic inbox 3500. In one embodiment, each message is
stored as a separate file within the generic inbox 3500. Message
view filters 3505 and 3507 provide a view of the generic inbox 3500
as specified via user-selectable view rules, examples of which are
provided above. The generic inbox is identified by a unique
identifier which, in one embodiment, is associated with an
individual user. Because the unique identifier is not tied to any
message type or to any message address (i.e., email address), it
may therefore be easily associated with multiple message addresses
and multiple message types. Since different message types are sent
and received through different messaging platforms (i.e., email
servers, fax machines, voicemail systems), commands within the
WorkSpace system periodically polls the different messaging
platforms that are either part of or tied to it. These messages are
then sorted by the recipient address (i.e., fax number, system
extension, email address) and then placed in the recipient's
generic inbox.
[0416] As indicated in FIG. 35, in one embodiment, other WorkSpace
system users may send messages directly to the user's generic inbox
3500 via the generic message manager 3501. That is, the generic
inbox 3500 is a separate, independent message repository from the
user's email 3510, voicemail 3512, fax 3513 and text messaging 3514
accounts. In fact, the user may not even be assigned a separate
email account and may communicate with other WorkSpace system users
exclusively via the generic inbox 3500. The unified generic inbox
3500 provides for greater flexibility than in prior systems because
it allows a single point of management and coordination for
multiple email accounts, text messaging accounts, voicemail
accounts and telephone/fax numbers. Moreover, using the generic
inbox 3500, WorkSpace system users may send messages directly to
the user, rather than to one of the user's many email or voicemail
accounts. For example, a fax that one user received may be sent
directly to another user's generic inbox as a fax even though the
other user does not have a dedicated fax number. This is
significantly differently that forwarding a fax to a person's email
address either as an email attachment or an embedded message. The
difference is illustrated by the fact that the user without a
dedicated fax number could forward the fax to the fax machine at
their hotel. This simply cannot be done with systems that
incorporate fax-to-email functionality.
[0417] The generic message manager 3501 may also synchronize the
state of the messages viewed over the GUI interface 900 and those
accessed over the telephony interface 910. For example, if a user
deletes a particular voicemail message accessed over the telephone,
the generic message manager 3501 may alter the view rules for the
GUI view and delete the message (making it no longer accessible
over the Web). Alternatively, the instructions may be to leave
untouched the status as viewed over the Web, thus leaving the
message available for viewing over the GUI even though it was
deleted over the telephone interface. Conversely, the instructions
could flow in the opposite direction so that a message whose status
is changed over the Web may or may not (depending on the specific
instructions) change the status when accessed over the telephone
interface. One embodiment of the WorkSpace system allows users to
specify virtually any type of synchronization parameters to
synchronize messages (or not) as viewed over the two different
interfaces 900 and 910.
[0418] FIG. 27 illustrates multimedia message processing logic 2701
employed in one embodiment of the invention which operates in
response to multiple sets of rules including system-specified rules
2730, user-specified rules 2731 and default rule settings 2732.
Depending on the particular sets of specified rules, the multimedia
message processing logic 2701 may filter, store and/or forward
messages received over a variety of source media channels 2710-2713
to any one of a plurality of destination media channels 2720-2723
(including the generic inbox 2723 described above). In one
embodiment, the multimedia processing logic 2701 is a manager agent
which manages the activities of a plurality of subordinate message
processing agents including, for example, the multimedia
notification/forwarding module 3400 illustrated in FIG. 34 and the
generic message manager agent 3501 illustrated in FIG. 35. However,
an agent architecture is not required for complying with the
underlying principles of the invention.
[0419] In one embodiment, user-specified rules 2731 include mode
rules that specify how messages are to be processed when the user
places the WorkSpace system in a particular operational "mode."
Modes are groups of rules which reflect how the multimedia message
processing logic 2701 should process messages based on the current
status of the user. For example, when the user is on vacation
he/she may select the "Vacation" mode of operation to cause
incoming messages to be forwarded to the user's administrative
assistant and/or to be sent to the user's portable data processing
device.
[0420] FIG. 33g illustrates a variety of operational modes
including: "Work" containing rules for when the user is at work,
"Home" containing rules for when the user is at home, "Travel"
containing rules for when the user is working on the road,
"vacation" containing rules for when the user is on vacation,
"On-the-Fly" containing simple (all or nothing) rules that a user
can specify over the telephone, and "Custom" which may include any
combination of rules as specified by the end user. The notion of
modes allows a user to define contextual rules for all types of
messages and all accounts for each message type. Within each mode,
the user selects the appropriate auto reply and the appropriate
voicemail greeting to be applied to each of the user's accounts
while in that mode. The user also specifies forwarding and
notification actions within each mode that are based on either
simple or advanced criteria.
[0421] FIG. 33h illustrates an exemplary GUI generated when the
user chooses to edit a particular mode from FIG. 33g (e.g., the
"Work" mode rule in the example). Call forwarding element 3350 may
be selected for forward incoming calls to any one of a variety of
multimedia destinations (e.g., telephone numbers, email messages,
faxes, instant messages); voicemail forwarding element 3351 may be
used to forward voicemail to any multimedia destination; and mail
notification element 3352 may be selected to notify the user of a
new call over any of the communication channels supported by the
workspace system. The user may configure the multimedia message
processing logic 2701 to forward messages and/or generate
notifications in a similar manner for fax messages (via elements
3410 and 3413), text messages (via elements 3410 and 3412); voice
or telephone messages (via element 3410 and 3412); and email
messages (via element 3410).
[0422] In addition to system-specified rules 2730, a virtually
unlimited number of user-specified rules 2731 may be created and
implemented by the end user. Such user-specified rules may or may
not be associated with a particular mode of operation and may be
implemented at all times. FIG. 33i illustrates one embodiment of a
GUI for specifying a call-forwarding rule which includes a
drop-down list 3360 of other users and groups of users (e.g., from
the user's contact list) and two additional drop-down menus
3361-3362 for designating a time period when the rule is to be
implemented. To cause incoming calls to be forwarded during the
specified time period, the user may enter one or more telephone
numbers within a forwarding number list 3363. When the user
receives a telephone call from a specified user (or a user from a
specified group) during the designated period of time, the call
will be forwarded to one or more of the telephone numbers provided
in the list 3363. In one embodiment, the multimedia message
processing logic 2701 will initially attempt to reach the user at
the numbers relatively higher up on the list.
[0423] In one embodiment, similar data entry features are provided
for email, fax and instant messaging. For example, the user may
select various email accounts or instant messaging accounts which
will receive forwarded messages (voicemails, faxes, emails or
instant messages) sent from specified users during a specified
period of time.
[0424] A variety of advanced rule definition features are
illustrated in FIGS. 33j-o. In this embodiment, the user may
generate a new rule by providing a rule name and specifying
criteria for triggering the rule (via criteria tab 3365), actions
to take upon triggering the rule (via actions tab 3366) and
exceptions to the rule (via exceptions tab 3367). A drop down menu
3368 allows the user to specify whether the rule applies to
incoming messages or outgoing messages.
[0425] As illustrated in FIG. 33k, upon selecting the criteria tab
3365, a second row of tabs 3370 is provided including a summary tab
to provide a quick summary of the rule; a sender tab to allow the
user to enter senders or groups of senders to whom the rule
applies; a recipient tab to specify recipients to whom the rule
applies; a traits tab to allow the user to enter specific message
traits; and an attachment tab to allow the user to specify
different attachment features to which the rule will apply.
[0426] FIGS. 33k-l illustrate various traits 3371 that may be
specified when the traits tab is selected. The traits include but
are not limited to the type of message sent/received (e.g.,
voicemail, email, fax); a date and time range within which the
message is sent/received; particular flags associated with the
message; a priority level associated with the message; whether the
message is mass generated (e.g., as identified by spam detection
software); whether the message is of a particular calendar type
(e.g., task, reminder/alert, event); the particular email/instant
messaging account and/or the telephone/fax number to which the
message was directed (e.g., the user may specify a variety of
different email accounts, fax numbers and telephone numbers managed
by the WorkSpace system); and the particular category of the
message. It should be noted that the specific criteria above are
provided for the purpose of illustration only. The underlying
principles of the invention may be implemented using a variety of
additional and/or different message criteria.
[0427] In FIG. 33m, the actions tab is selected, thereby generating
a second row of tabs 3375 which the user may select to specify
different actions associated with the rule. In response to
detecting a new message to which the rule applies, the multimedia
message processing logic 2701 will then perform the specified
actions. These actions may include, for example, forwarding the
message to any of the messaging channels 3410-3413 supported by the
workspace system (e.g., forwarding a voicemail as an email
attachment).
[0428] In addition, the user may provide options for generating an
"auto-response" to the message. As with message forwarding and
notification, the multimedia message processing logic 2701 may
automatically generate a response via any of the messaging types
supported by the system. For example, in response to an email from
an important client, the multimedia message processing logic 2701
may automatically generate a call to the client and play back a
recording indicating that the user is out of the office. As
illustrated in FIG. 33n, in one embodiment, the user may specify a
text message to be used for the automatic response in data field
3376 and may also specify an audio auto-response (e.g., a .WAV or
.MP3 file) in drop down menu 3377. In general, however, a
text-based or image-based response is sent in response to a
text-based or image-based message and an audio response is played
in response to a phone call.
[0429] As illustrated in FIG. 33o, the user may also specify a
plurality of exception traits 3380 identifying exceptions to the
rule. In one embodiment, the exception traits mirror the criteria
traits described above with respect to FIGS. 33k-l. Thus, after
determining that a particular rule should be triggered based on the
specified criteria traits, the multimedia message processing logic
2701 will determine whether the message within one or more of the
defined exceptions before executing the action associated with the
rule.
[0430] In one embodiment, a drop down menu 3305 is provided within
each window of the GUI 3300, allowing the user to easily select and
switch between different profiles. Unlike most prior messaging
systems in which a 1:1 correspondence exists between a profile and
an email account, in one embodiment of the invention, multiple
email accounts may be associated with a user and a user may have
multiple profiles. A "Work" profile may include multiple business
email accounts for which the user is responsible. For example, if
the user works in both the customer service department and the
billing department, them both of these email accounts (e.g.,
customerservice@xyz.com and billing@xyz.com) may be mapped to the
"Work" profile. The user may also create a "Personal" user profile
for receiving messages from any of the user's personal accounts.
Similarly, multiple different address books, calendar entries,
instant messaging accounts, voicemail accounts, and fax numbers may
be associated with a user who has multiple profiles.
[0431] In one embodiment, the user may choose to either share or
enter separate information between profiles. For example, the user
may wish to use the same address book and calendar for each
profile, but use different email addresses and telephone
numbers/voicemail boxes.
[0432] In addition, in one embodiment, a drop down menu that
contains "projects" to which the user belongs is provided. In
response to selecting a particular project from within the menu, a
filtered project view will be provided to the user, containing only
those messages, documents and/or other information associated with
the selected project. A "project" can be thought of as a type of
"user" whose unique and dedicated WorkSpace is accessed by
different users (both within and outside an enterprise) with
different sets of privileges. This, of course, is the definition of
collaboration. Through a simple drop down, system members can
easily toggle between their personal WorkSpace and the WorkSpace of
"projects" to which they belong. In one embodiment, a "project" can
be integrated with third-party applications or Web locations and
could also serve as the master security with respect to such
applications and locations.
[0433] The default settings 2732 illustrated in FIG. 27 provide
default rules employed by the WorkSpace system. These include
certain basic rules for managing messages which the vast majority
of users will want to use. For example, each time a user sends an
email message, the message will be stored in the user's "sent mail"
folder. Of course, one embodiment of the multimedia message
processing logic 2701 will allow the user to change or supplement
any of the default settings 2732 if granted permission to do
so.
[0434] While the foregoing has described what are considered to be
the best mode and/or other preferred embodiments, it is understood
that various modifications may be made therein and that the
concepts disclosed herein may be implemented in various forms and
embodiments, and that they may be applied in numerous applications,
only some of which have been described herein.
[0435] At different times, all or portions of the executable code
or database for any or all of these software elements may reside in
physical media or be carried by electromagnetic media. The various
data components as well as WorkSpace system files relating to the
performance of the WorkSpace software developed by the processing
also may reside in or be transported via a variety of different
media. Physical media include the memory of the computer system
651, such as various semiconductor memories, tape drives, disc
drives and the like of general-purpose computer systems. All or
portions of the software may at times be communicated through the
Internet or various other telecommunications networks. Such
communications, for example, may be to load the software from
another computer (not shown) into the Web server or into another
network element. Thus, other type of media that may bear the
software elements includes optical, electrical and electromagnetic
waves, such as used across physical interfaces between local
devices, through wired and optical landline networks and over
various air-links.
[0436] The term "computer-readable medium" as used herein refers to
any medium that participates in providing instructions to a
processor for execution. Such a medium may take many forms,
including but not limited to, non-volatile media, volatile media,
and transmission media. Non-volatile media include, for example,
optical or magnetic disks, such as any of the storage devices in
the system of FIG. 6. Volatile media include dynamic memory, such
as main memory. Transmission media include coaxial cables, copper
wire, fiber optics, and also the wires that comprise a bus within a
computer system. Transmission media can also take the form of
electric or electromagnetic signals, or acoustic or light waves
such as those generated during radio frequency (RF) and infrared
(IR) data communications. Common forms of computer-readable media
include, for example, a floppy disk, a flexible disk, hard disk,
magnetic tape, any other magnetic medium, a CD-ROM, DVD, any other
optical medium, punch cards, paper tape, any other physical medium
with patterns of holes, a RAM, a PROM, and EPROM, a FLASH-EPROM,
any other memory chip or cartridge, a carrier wave transporting
data or instructions, or any other medium from which a computer can
read. Various forms of computer-readable media may be involved in
carrying one or more sequences of one or more instructions to a
processor for execution. Additionally, code for implementing the
described operations may be in the form of computer instructions in
any form (e.g., source code, object code, interpreted code) stored
in or carried by any computer- or machine-readable medium. The
machine-readable medium may include, but is not limited to, flash
memory, optical disks, CD-ROMs, DVD ROMs, RAMs, EPROMs, EEPROMs,
magnetic or optical cards, propagation media or other type of
machine-readable media suitable for storing electronic
instructions. For example, the present invention may be downloaded
as a computer program which may be transferred from a remote
computer (e.g., a server) to a requesting computer (e.g., a client)
by way of data signals embodied in a carrier wave or other
propagation medium via a communication link (e.g., a modem or
network connection).
[0437] Embodiments of the invention may include various steps as
set forth above. The steps may be embodied in machine-executable
instructions which cause a general-purpose or special-purpose
processor to perform certain steps. Alternatively, these steps may
be performed by specific hardware components that-contain hardwired
logic for performing the steps, or by any combination of programmed
computer components and custom hardware components.
[0438] Throughout the foregoing description, for the purposes of
explanation, numerous specific details were set forth in order to
provide a thorough understanding of the invention. It will be
apparent, however, to one skilled in the art that the invention may
be practiced without some of these specific details. For example,
although the embodiments of the invention described above focus on
the use of Fuzzy Logic techniques for conflict
detection/resolution, various alternate/additional techniques may
also be employed (e.g., neural networks, probabilistic reasoning,
belief networks). Accordingly, the scope and spirit of the
invention should be judged in terms of the claims which follow.
* * * * *