JP4874049B2 - Mail management method, mail system, and display method in mail system - Google Patents

Description

  The present invention relates to a mail management method, a mail system, and a display method in the mail system, and in particular, a mail management method capable of appropriately managing the size of a mail to be transmitted such as an attached file at the time of e-mail transmission, The present invention relates to a mail system and a display method in the mail system.

As a conventional technique for managing the size of a mail to be transmitted at the time of mail transmission, for example, a technique described in Patent Document 1 is known. This conventional technique manages the data amount of outgoing mail based on the capacity limit of the mail server, and determines whether or not it is possible to send mail with that data amount.
JP 2001-358885 A

  The above-described conventional technology can determine whether or not it is possible to send a certain amount of mail based on the limit capacity of the mail server. No consideration is given to the total data capacity. Generally, when operating a system, it is required to reduce the mail capacity of the entire organization and reduce the cost. However, the above-mentioned conventional technology manages the data volume of outgoing mail based on the limit capacity of the mail server. However, it is not possible to implement an appropriate system operation.

  For this reason, the above-described conventional technology causes a problem that the mail capacity of the entire organization cannot be reduced and the cost cannot be reduced. In order to solve such a problem, it is possible to limit the mail size by the system administrator. However, in this case, a burden is imposed on the user of the system.

  For example, when the system administrator estimates that a user will send 10MB of data for 10 mails per mail, totaling 100MB of data, and restricts the amount of mail data when sending one mail at the mail server to 10MB. When a user tries to send a mail of 20 MB to a total of 40 MB, the mail server is restricted, so it is necessary to divide the mail and send it to the system user. On the other hand, if a user uses 5 MB of mail for each of 100 users, a total of 500 MB, the mail server is within the limits, so it is different from the system administrator's intention, but can be sent. It will be done.

  In addition, the above-described conventional technique is a wasteful process in which a broadcast is performed for a plurality of people, and if a reply is repeated many times by members of the broadcast, the mail is continuously sent to a member who does not read the mail. The sending of mail could not be suppressed.

  As described above, the conventional technology puts a burden on the user when trying to achieve the mail data capacity aimed by the system administrator, and in order for the user to use the system comfortably, the data restriction at the time of mail transmission is limited. There is a problem that the amount of mail must be increased and the mail capacity of the entire organization cannot be controlled accurately.

  In addition, when the above-described conventional technology requires a long-term storage of emails in the organization, it is necessary to reduce the email capacity of the organization itself. It has a problem that it cannot be controlled.

  The object of the present invention is to solve the problems of the prior art as described above, to ensure the convenience for the user, to reduce the burden on the user, and for the system administrator to An object of the present invention is to provide a mail management method and a mail system that can be easily controlled while keeping the capacity small.

According to the present invention, the object is a mail management method for managing transmission of electronic mail, wherein a mail server and a client are connected via a network, and the client includes mail usage amount display means, and the server Has a mail usage table for managing the capacity of transmitted emails for each individual and for each group to which the individual belongs, and the mail usage display means of the client is configured to manage the mail of the server in accordance with an instruction from the user The contents of the mail usage table are referred to through the section, a graph showing the mail transmission capacity up to the present along the time axis, the ratio of the current usage to the usable capacity of the individual within a certain period, and the group the ratio of the current usage against available capacity within a certain period of time, is achieved by displaying via the mail display operation unit The

  According to the present invention, it is possible to control the transmission of useless mail while ensuring the convenience for the user, and to suppress the mail storage capacity of the entire organization.

  Embodiments of a mail management method and a mail system according to the present invention will be described below in detail with reference to the drawings.

  FIG. 1 is a block diagram showing the configuration of a mail system according to an embodiment of the present invention. In FIG. 1, 110 is a mail server, 111 and 121 are main storage devices, 112 is a mail management unit, 113 and 126 are CPUs, 114 is a mail data unit, 115 is a management table unit, 116 is a disk device, 120 is a client, 122 is a mail display operation unit, 123 is a mail usage amount management unit, 124 is a mail usage amount display unit, 125 is a transmitted mail management unit, 127 is an input / output device, and 130 is a network.

  The mail system according to the embodiment of the present invention includes a server 110 and a client 120 connected via a network 130. In FIG. 1, only one server 110 and one client 120 are shown, but a plurality of these may be provided.

  The mail server 110 is a server that is built in the information processing apparatus and provides a service related to electronic mail. The mail server 110 includes a main storage device 111 and a CPU 113, and is connected to a disk device 116. The main storage device 111 stores a mail management unit 112, and the disk device 116 stores a mail data unit 114 and a management table unit 115. The mail management unit 112 is realized by reading a program stored in the disk device 116 into the main storage device 111 and executing it by the CPU 113.

  The client 120 is a client constituted by a computer represented by a PC or the like that provides a mail function when a user operates to call a service of the mail server 110, and includes a main storage device 121, a CPU 126, and a disk device (not shown). The input / output device 128 is connected. The main storage device 121 stores a mail display operation unit 122, a mail usage amount management unit 123, a mail usage amount display unit 124, and a transmitted mail management unit 125, which are programs stored in a disk device (not shown). Is read into the main storage device 121 and executed by the CPU 126.

  The input / output device 127 is an input device such as a keyboard and a mouse, a display device, and a printing device. The network 130 may be, for example, an open network such as the Internet, a local network such as an in-house network (intranet), or a combination thereof.

  The above-described mail system according to the embodiment of the present invention can be realized as a Web system and configured to be operated as a user operating with an Internet browser. The example shown in FIG. 1 shows an example realized by assigning elements such as a mail storage unit to each computer of a client-server system connected by a network. It may be assigned to one computer or may be configured by assigning all the above-mentioned elements to a stand-alone system.

  It is assumed that the client 120 has a login function for confirming that the user is a legitimate user by using a user ID, a password, or the like when the user operates the client 120.

  FIG. 2 is a diagram illustrating a configuration example of the destination restriction table 210 included in the management table unit 115. The destination restriction table 210 includes an attached file size section 211, a warning destination number section 212, and an upper limit destination number section 213. The attached file size portion 211 has an attached file size classification at the time of mail transmission, and the warning destination number portion 212 has the number of destinations for displaying a warning message for each value stored in the attached file size portion 211, the maximum number of destinations. The unit 213 stores a value for designating the upper limit of the number of destinations for each value stored in the attached file size unit 211.

  The record on the first line of the destination restriction table 210 indicates that when the attached file size is 100 KB or less, there is no warning destination number and no upper limit destination number. Also, when trying to send an email exceeding 100 KB, a warning message is displayed if the number of destinations exceeds 5 from the record in the second row of the destination restriction table 210, and if the number of destinations exceeds 10, it should be sent It means not. Instead of the size of the attached file shown in the attached file size section 211, the size of the mail text that does not include the attached file, the total size of the mail text and the attached file, or the number of attached files may be used.

  FIG. 3 is a diagram showing a display example of a warning message. A warning message 310 shown in FIG. 3A is an example of a message displayed when an email exceeding 1000 KB is transmitted to six or more destinations, and three lines of the management table unit 115 shown in FIG. It is an example of a screen displayed when it corresponds to an eye record. Here, as an example, “Email exceeding the size of 1000 KB cannot be sent to 6 or more people. Please select a destination or send a URL without attaching a file.” is doing. In this case, the user can return to the mail editing screen and re-edit the mail by clicking the “OK” button displayed on the display screen with a mouse or the like.

  The warning message 311 shown in FIG. 3B is an example of a message that is displayed when trying to send an email of more than 100 KB and less than 1000 KB to a destination of 6 or more and less than 10, and the management shown in FIG. It is an example of a screen displayed when it corresponds to the record of the 2nd line of the table part 115. FIG. Here, as an example, “It is not preferable to send an email exceeding the size of 100KB to more than 6 people. Please select a destination or send a URL without attaching a file.” it's shown. In this case, the user can send an email to be sent by clicking the “send” button displayed on the display screen with a mouse or the like, or click the “edit” button. Thus, it is possible to return to the mail editing screen and re-edit the mail.

  FIG. 4 is a flowchart for explaining the processing operation in the mail display operation unit 122 when the user performs an operation for sending mail using the client 120. Next, this will be described. The process here is an example of a process in which the mail display operation unit 122 refers to the destination restriction table 210 shown in FIG. 2 and displays a warning message or a message rejecting transmission as necessary.

(1) When a user edits an email using the client 120 to create an email and clicks a send button to perform an email transmission operation, the email display operation unit 122 is created by the user. The mail capacity and the number of recipients are checked and compared with the conditions of the destination restriction table 210 shown in FIG. 2 in the management table 115 via the mail management unit 112 of the mail server 110 (steps 401 to 403).

(2) As a result of the comparison in step 403, first, it is checked whether or not the upper limit number of recipients corresponding to the mail capacity is exceeded, and if so, a warning message 310 as illustrated in FIG. When the user clicks the “OK” button, the process returns to the process from step 401 and continues (steps 404 and 405).

(3) If the upper limit number of destinations is not exceeded in the examination in step 404, it is examined whether or not the number of warning destinations according to the mail capacity is exceeded, and if so, as illustrated in FIG. A warning message 311 is displayed (steps 406 and 407).

(4) It is determined whether or not the user has selected mail editing by clicking the “edit” button displayed in the warning message. If mail editing is selected, the process returns to the processing from step 401 to perform the processing. Continue (step 408).

(5) If the number of warning destinations corresponding to the mail capacity has not been exceeded in the examination in step 406, or the mail editing has not been selected in the determination in step 408, that is, the “Send” button is clicked. If so, mail transmission processing is performed (step 409).

  In the above description, for example, when the mail size is 1000 KB and the number of recipients is 6, the process proceeds to step 405 from the result of the investigation in step 404 and a warning message 310 is displayed. If the mail size is 500 KB and the number of recipients is 6, the process proceeds from step 406 to step 407 and a warning message 311 is displayed.

  FIG. 5 shows a configuration example of a mail usage table 510 indicating the mail usage included in the management table unit 115, a usage limit table 520 indicating the mail usage limit for individuals and groups, and a member information table 530 indicating member affiliation information. FIG.

  The mail usage amount table 510 is created in units of individuals and groups, and as shown in FIG. 5A, includes a time portion 511 that stores a transmission time and a data amount portion 512 that stores a transmission mail data amount. Is done. The mail usage table 510 may include a column for storing the remaining data amount, and may include a column for storing a user when creating the data in groups.

  As shown in FIG. 5B, the usage amount limit table 520 includes a type unit 521 that stores individual types and group types, a limited capacity unit 522 that stores a daily limited capacity for each type, The warning capacity unit 523 stores the daily warning capacity. The type section 521 may store an ID or the like that can uniquely identify the type. In the usage limit table 520, the content of the record shown in the second line is information on the officer, and the officer can send 15 MB of mail data per day, and the total amount of mail sent per day is a warning. This indicates that a warning screen is displayed when the capacity exceeds 9 MB set as the capacity. The record information shown in the third line of the usage amount limit table 520 is information on the accounting department, which indicates the amount of mail data that can be shared and used by members whose accounting group is the accounting department. This means that 100 MB of mail data can be sent per day, and a warning screen is displayed when the total amount of mail sent per day exceeds 60 MB and reaches the warning capacity.

  As shown in FIG. 5C, the member information table 530 includes a member unit 531 for storing members, a personal type unit 532 for storing personal types, and a belonging group type unit 533 for storing belonging group types. Is done. The member portion 531 may store an ID or the like that can uniquely identify an individual.

  In the member information table 530, the record on the second line indicates that “Mr. Osaki” is an officer belonging to the sales department. And, for example, when “Mr. Shibuya” sends an email, the individual type of “Mr. Shibuya” is identified as a general employee and the belonging group is identified as the sales department from the individual type part 532 and the belonging group type part 533, Since the personal email usage amount corresponds to the general employee 524 of the classification unit 521 from the usage fee limitation table 520 shown in FIG. 5B, the limited capacity corresponds to 525 of the limited capacity unit 522, so 10 MB warning Since the capacity corresponds to 526 of the warning capacity unit 523, the capacity is 6 MB. Similarly, since the mail usage amount of the belonging group corresponds to the sales department 527 of the classification part 521, the capacity limit corresponds to 528 of the capacity limit part 522, so the warning capacity is set to 529 of the warning capacity part 523. Since it corresponds, it becomes 120MB.

  FIG. 6 is a flowchart for explaining the processing operation in the mail usage management unit 123 when the user performs an email transmission operation using the client 120. Next, this will be described. In this process, the mail usage management unit 122 refers to the mail usage table 510, the usage limit table 520, and the member information table 530 shown in FIG. 5, and displays or transmits a warning message as necessary. It is an example of the process which displays the message to refuse.

(1) When the user edits an email using the client 120 to create an email and clicks the send button to perform an email transmission operation, the email usage management unit 123 sets the email server 110 Data is acquired from the mail usage table 510, usage limit table 520, and member information table 530 in the management table 115 via the mail management unit 112 (steps 401, 402, and 611).

(2) Next, among the data acquired in the processing of step 611, the sum of the amount of data shown in the data amount column 512 corresponding to the current day in the time column 511 of the mail usage amount table 510, and the user will transmit this time And the total amount of data shown in the data amount column 512 of the mail usage amount table 510 and the user It is determined whether or not the sum of the e-mail data to be transmitted exceeds the limit amount in the limit capacity column 522 of the use amount limit table 520, that is, whether or not the limit limit of the individual is exceeded (step 612).

(3) If it is determined in step 612 that the sum of the amount of data shown in the data amount column 512 and the sum of the mail data to be transmitted by the user does not exceed the limit capacity column 522, that is, the individual limit When the capacity is not exceeded, the comparison control is set to the warning capacity column 523 instead of the limited capacity column 522, and the sum of the data amount shown in the data amount column 512 and the sum of the mail data to be transmitted by the user is warned. Compared with the warning amount in the capacity column 523, when the sum of the amount of data shown in the data amount column 512 and the mail data to be transmitted by the user does not exceed the warning amount in the warning capacity column 523, that is, If the individual warning capacity is not exceeded, mail transmission processing is performed (steps 613 and 620).

(4) If it is determined in step 612 that the sum of the amount of data shown in the data amount column 512 and the sum of the mail data to be transmitted by the user exceeds the limit capacity column 522, that is, the individual limit capacity If it exceeds the limit, it is determined whether or not mail can be transmitted within the group limit. Here, the comparison control is set as an individual limit capacity, and this is compared with the sum of the remaining limit capacity of the group. The remaining capacity limit of the group is a value obtained by subtracting the sum of the daily usage amount of the affiliated group from the affiliated group restricted capacity shown in the restricted capacity column 522. Then, it is determined whether or not the sum of the amount of data shown in the data amount column 512 and the sum of the mail data to be transmitted by the user exceeds the sum of the individual limit capacity and the remaining limit capacity of the group, When the sum of the amount of data shown in the data amount column 512 and the sum of the mail data to be transmitted by the user exceeds the sum of the individual limit capacity and the remaining limit capacity of the group, a message to that effect is displayed. The mail re-editing is instructed, and the processing returns to the processing from step 401 to continue the processing (step 614).

(5) As a result of the determination in step 614, the sum of the amount of data shown in the data amount column 512 and the mail data to be transmitted by the user exceeds the sum of the individual limit capacity and the remaining limit capacity of the group. If not, the group limit capacity portion as a comparison control is set as the group warning capacity, and the sum of the amount of data shown in the data amount column 512 and the mail data to be transmitted by the user is the individual limit. It is determined whether or not the sum of the capacity and the remaining warning capacity of the group is exceeded (step 615).

(6) If it is determined in step 613 that the sum of the amount of data shown in the data amount column 512 and the mail data to be transmitted by the user exceeds the warning amount in the warning capacity column 523, that is, When the warning capacity is exceeded, a warning message screen as shown in FIG. 9 and described later is displayed. The display here is the content of “Personal usage warning value exceeded, but edit or send” (step 616).

(7) As a result of the determination in step 615, the sum of the amount of data shown in the data amount column 512 and the mail data to be transmitted by the user exceeds the sum of the individual limit capacity and the remaining warning capacity of the group. If not, a screen in which a warning message as shown in FIG. 9 and described later is transformed is displayed. The display here is a content such as “Personal usage limit has already been exceeded and the group warning usage amount has not been exceeded, but is to be edited or transmitted” (step 617).

(8) As a result of the determination in step 615, the sum of the amount of data shown in the data amount column 512 and the mail data to be transmitted by the user exceeds the sum of the individual limit capacity and the remaining warning capacity of the group. In such a case, a screen obtained by modifying a warning message as shown in FIG. 9 and described later is displayed. The display here is, for example, the content of “Personal usage limit has already been exceeded and the group warning usage limit has been exceeded but should be edited or transmitted” (step 618).

(9) The display of the warning message in steps 616, 617, and 618 determines whether or not the user has selected edit. If edit is selected, the process returns to step 401 and continues. If transmission is selected, mail transmission processing is performed (steps 619 and 620).

  In the above-described process, for example, when a general employee who belongs to the sales department, such as “Mr. Shibuya”, the usage amount for today is 9 MB for an individual, 150 MB for a group, and 2 MB for email to be transmitted, in step 612, Since the sum of today's personal use amount and the mail data to be transmitted is 11 MB, which exceeds the personal limit capacity of 10 MB, the process proceeds to step 614. In step 614, since the sum of today's personal usage amount and the mail data to be transmitted does not exceed the sum of the personal limit capacity 10MB and the remaining limit capacity 50MB of the group, the process proceeds to step 615. However, the remaining capacity limit of the group is a value obtained by subtracting the current usage amount 150 MB of the group from the capacity limit 200 MB of the sales department. In step 615, since the sum of the personal usage amount of today and the mail data to be transmitted exceeds the sum of the limit capacity 10 MB and the remaining warning capacity of the group, −30 MB, the process proceeds to step 618. However, the remaining warning capacity of the group is a value obtained by subtracting the current usage amount 150 MB of the group from the warning capacity 120 MB of the sales department.

  In the process described with reference to FIG. 6, the daily usage amount is used, but the usage amount for an arbitrarily determined period such as a period of less than one day or more than one day may be used.

  FIG. 7 is a flowchart for explaining the processing operation in the mail usage amount display unit 124 when the user performs an operation of displaying the mail usage amount using the client 120. Next, this will be described. In this processing, the mail usage amount display unit 124 performs the mail usage amount table 510 shown in FIG. 5 in the management table 115 via the mail usage amount management unit 122 and the mail management unit 112 of the mail server 110. This is an example of processing for displaying a mail usage amount display screen as shown in FIG. 8 and described later with reference to the restriction table 520 and the member information table 530.

(1) First, the user selects a mail usage amount display by clicking a usage status button 1014 on a mail creation screen, which will be described later with reference to FIG. This selection may be triggered by processing such as steps 616, 617, and 618 in FIG. 6 (step 711).

(2) When the user selects the mail usage display, the mail usage display unit 124 acquires the time and the mail data usage for each hour from the mail usage table 510 created for each individual. At the same time, the time and the mail data usage for each hour are acquired from the mail usage table 510 created for each group (steps 712 and 713).

(3) Next, the mail usage amount display unit 124 obtains the daily limit capacity and warning capacity of individuals and groups from the usage amount limit table 520 and the member information table 530 (step 714).

(4) Thereafter, the mail usage amount display unit 124, based on the information acquired in the processing of steps 712, 713, and 714, the email usage amount graph for each hour, the usage rate graph for the personal limited capacity up to now, the belonging group A usage rate graph for the limited capacity up to now is created and displayed (step 715).

  In the above-described processing, the warning capacity may be indicated by a usage ratio graph with respect to the limited capacity up to the present time for individuals and groups. Further, when there are a plurality of belonging groups, a usage ratio graph with respect to the limited capacity up to now of the second and third belonging groups may be displayed.

  FIG. 8 is a diagram showing an example of a mail usage amount display screen displayed in the process of step 715 of the flow described above.

  The mail usage amount display screen 810 includes a personal email usage graph 811 for each hour with the vertical axis representing email usage and the horizontal axis representing time, a usage percentage graph 812 for the individual's current limited capacity, A usage rate graph 813 for the limited capacity up to now is displayed. Although not shown in the drawing, a graph of individual warning capacity and a graph of warning capacity of belonging group may be displayed. Further, when there are a plurality of belonging groups, a usage ratio graph with respect to the limited capacity up to now of the second and third belonging groups may be displayed.

  The example shown in FIG. 8 is a display example of the daily usage amount, but the usage amount for an arbitrarily defined period such as a period of less than one day or more than one day may be targeted.

  By displaying the e-mail usage amount display screen 810 as described above, the user can visually grasp the trend of the daily e-mail usage, the individual remaining e-mail usage allowance, and the remaining e-mail usage allowance of the group. Is possible.

  FIG. 9 is a diagram illustrating an example of a warning message. The warning message 910 is a screen displayed when the warning capacity 523 described with reference to FIG. 5B is described, and the message displayed in steps 616, 617, and 618 of the flow described with reference to FIG. It is an example. As described with reference to FIG. 6, the content of the message is modified.

  FIG. 10 is a diagram showing an example of a mail creation screen. The mail creation screen 1010 includes a mail subject entry part 1011, a destination designation part 1012, an attached file designation part 1013, a mail text entry part 1016, a “personal use situation” button 1014, and a “reference situation” button 1015. It consists of. The “personal usage status” button 1014 is a button for triggering the display of the usage status, and when clicked, the mail usage screen 810 described with reference to FIG. 8 is displayed. The “reference status” button 1015 is a button that triggers the display of past read information of the designated destination when the destination is designated in the destination designation unit 1012, for example. Thus, a post-send information summary screen 1310, which will be described later with reference to FIG. 13, is displayed.

  FIG. 11 is a diagram showing a configuration example of a broadcast member opening status table 1110 and a broadcast member attachment reference status table 1120 for storing post-send information included in the management table unit 115.

  As shown in FIG. 11A, the broadcast member opening status table 1110 includes a No part indicating the mail transmission time and a part for storing the time until the mail opening for each broadcast member including the sender. The In the broadcast member opening status table 1110 shown in the figure, the contents shown in the second line record in which the No part is 2 are the mail whose sender is “Otsuka-san” and “Shibuya-san” is opened 17 minutes after sending. “Osaki-san” opened 1 hour after sending, “Jimbo-san” opened 1 hour after sending, and “Kanda-san” opened 2 minutes after sending. In this broadcast member opening status table 1110, 1111 indicates that “Mr. Kanda” is the sender of the first mail, and 1112 indicates that “Mr. Kanda” opened the second mail in 2 minutes. It shows that. Further, 1113 indicates that “Mr. Jimbo” deleted the mail for the 12th time without reading it.

  As shown in FIG. 11B, the broadcast member attachment reference situation table 1120 includes a No part indicating the mail transmission time and a part for storing the presence / absence of reference to the attached file for each broadcast member including the sender. Composed. The storage status of the broadcast member attachment reference status table 1120 indicates an attached file reference by “◯”, an unattached file reference by “×”, and no attached file by “−”. The attached file reference status may not be “◯”, “×”, or “−”.

  In the broadcast member attachment reference situation table 1120 shown in FIG. 11B, 1121 indicates that “Mr. Jimbo” referred to the attached file of the first mail, and 1122 indicates that “Mr. Jimbo” received the second mail. Indicates that the attached file is not referenced or discarded. Reference numeral 1123 indicates that the attached file does not exist in the 12th mail.

  In the broadcast member opening status table 1110 and the broadcast member attachment reference status table 1120 described above, members are added when the transmission of mail is repeated and the number of broadcast members increases.

  The broadcast member opening status table 1110 and the broadcast member attachment reference status table 1120 described above show a case where there are a plurality of broadcast members and a reply is repeated a plurality of times, but a new mail is created. In this case, it may be a table indicating past information of the designated destination, and the destination may be one person.

  FIG. 12 is a flowchart for explaining the processing operation in the sent mail management unit 125 when the user performs an operation of displaying the mail usage amount using the client 120, which will be described next. In this process, the sent mail management unit 125 performs the broadcast member unsealing status table described with reference to FIG. 11 in the management table 115 via the mail display management unit 122 and the mail management unit 112 of the mail server 110. 11 is an example of processing for displaying a post-delivery information screen as shown in FIG. 13 and described later with reference to the broadcast member attachment reference situation table 1120.

(1) When the user uses the client 120 to display the mail usage amount, the sent mail management unit 125 displays a mail creation screen or a warning screen due to illegal transmission upper limit. On this screen, there are provided post-delivery detailed status display buttons and the like for selecting display of post-delivery detailed information (step 1211).

(2) If the user determines whether or not the post-delivery detailed status is selected by clicking the post-delivery detailed status display button to refer to the post-delivery detailed information, and if the post-delivery detailed status is not selected, The processing here is terminated without doing anything (step 1212).

(3) If it is determined in step 1212 that the user selects the detailed status after sending, whether or not the destination has been specified is confirmed. If the destination has not been specified, “Please specify the destination.” Is displayed, and the process returns to the process from step 1211 to continue the process (step 1214).

(4) If the destination has been specified in the confirmation in step 1213, the sent mail management unit 125 uses the information in the broadcast member opening status table 1110 and the broadcast member attachment reference status table 1120 shown in FIG. Based on the acquired information, a post-send information summary screen 1310 shown in FIG. 13A and described later is displayed. In the post-send information summary screen 1310, in addition to a check box that can delete the specified destination, a button for reflecting the destination deletion, a button for not reflecting the destination deletion, and post-send information described later with reference to FIG. Buttons for selecting display of the detailed screen 1320 are provided (steps 1215 and 1216).

(5) It is determined whether or not the user has clicked a button for selecting the display of the post-delivery information details screen 1320 provided in the post-delivery information summary screen 1310 displayed, and the display of the post-delivery information details screen 1320 is selected. If so, the post-send information details screen 1320 is displayed (steps 1217 and 1218).

(6) If the display of the post-send information details screen 1320 is not selected in the step determination, whether or not the post-send information summary screen 1310 is selected other than the post-send information details screen, that is, the post-send information summary It is determined on the screen 1310 whether the selection for reflecting the destination deletion or the selection for canceling the reflection has been made (step 1219).

(7) If the destination deletion check box is checked and the OK button is clicked in the determination in step 1219, for example, if destination deletion is selected on the post-delivery information summary screen 1310, the deletion content is This is reflected in the mail creation screen 1010 or the like (step 1220).

(8) If the cancel button is clicked in the determination of step 1219 and cancel is selected, or after the processing of step 1220, the post-send information summary screen 1310 is closed, and the post-send information detail screen 1320 is not closed. In this case, the post-delivery information omission screen 132 is also closed, and the processing here ends (1221).

  FIG. 13 is a diagram showing an example of a post-send information display screen. FIG. 13A shows an example of a post-send information summary screen 1310, and FIG. 13B shows an example of a post-send information detail screen 1320. . These screen examples show the case where there are multiple broadcast members and replies are repeated multiple times. However, when a new mail is created, it is a screen showing past information of the specified destination. There may be. One person may be the destination.

  As shown in FIG. 13A, the post-send information summary screen 1310 includes a broadcast member display unit 1311, a deleted member selection unit 1312, a member reply count unit 1313, a received mail deletion count unit 1314, and a received mail opening average time unit. Reference numeral 1315 denotes an attached reference situation unit 1316. Further, as shown in FIG. 13B, the post-send information detail screen 1320 includes a broadcast member display section 1321, an information display section 1322 for each transmission time, a member reply count section 1323, a received mail deletion count section 1324, a reception count. The mail opening average time part 1325 and the attached reference situation part 1326 are configured.

  In the example of the two screens 1310 and 1320 described above, the broadcast member display units 1311 and 1321 are columns for displaying broadcast members. If a reply is repeated a plurality of times, the members may include themselves. The deletion member selection unit 1312 in the example of the screen 1310 is a column for specifying a deletion member when deleting the member specified in the destination specification unit 1012 of the mail creation screen 1010 described with reference to FIG. In the example shown in the figure, “Mr. Jimbo” on the fourth line of the broadcast member display unit 1311 is designated as being deleted from the destination designation unit 1012. In FIG. 13A, the check box is used for specifying, but other means may be used.

  In the examples of the screens 1310 and 1320, the member reply frequency sections 1313 and 1323 indicate the number of times the member has replied to the mail for which the reply is repeated when the reply is repeated. When a new mail is created, the number of replies sent to the mail sender in the past may be displayed. The received mail deletion count sections 1314 and 1324 indicate the number of times the mail has been deleted without reading, and the received mail opening average time sections 1315 and 1325 indicate the average value of the time taken to open the mail. . The attached reference status sections 1316 and 1326 are the reference status of the attached file, “◯” indicates the number of times the attached file has been referenced, and “X” indicates the number of times the email attached file has not been referenced or discarded. Yes. In the illustrated example, the reference status of the attached file is indicated by “◯” and “×”, but may not be “◯” and “×”.

  An OK button 1317 in the example of the screen 1310 is a button that reflects the designation of the deletion member selection unit 1312, and the member selected by the deletion member selection unit 1312 is displayed from the destination designation unit 1012 by clicking the OK button 1317. Is deleted. A cancel button 1318 is a button for closing the screen regardless of whether the deletion member selection unit 1312 is selected. When the cancel button 1318 is clicked, unlike the case of the OK button 1317, even if a member is selected by the deleted member selection unit 1312, the display of the destination designation unit 1012 does not change. The detailed status display button 1319 is a button for displaying the post-delivery information detail screen 1320.

  The information display unit 1322 for each transmission time in the example of the screen 1320 displays a member's mail reference status for each transmission number. The upper part shows the time until the mail is opened for each transmission part, and the lower part shows the time. The attached reference status is displayed. In the illustrated example, the information display unit 1322 for each transmission time displays information of the first time, the second time, and the twelfth time, and is omitted from the third time to the eleventh time, but is actually omitted. Not. In addition, you may display only one part instead of displaying the information of all the transmission times. The mail opening time for each transmission time in the upper part of the information display section 1322 for each transmission time indicates the time until the mail is opened, whether the sender is deleted, whether the mail is deleted without being read, and until the mail is opened. The time is expressed as the opening time, “sender” in the case of the sender, and “deletion” in the case of deleting without reading the mail. The attached reference status in the lower part of the information display section 1322 for each transmission time indicates that the attached file is referred to as “◯”, that the attached file is not referred to as “×”, and that there is no attached file as “−”.

  For example, “Otsuka-san” on the third line of the broadcast member display unit 1321 opens the first email in 5 minutes, refers to the attached file, the second email is the sender, and is attached to the email. This indicates that there was a file, and the twelfth mail is a sender, indicating that there was no attached file in the mail. Similarly, “Mr. Jimbo” on line 4 opened the first email in 26 hours and referred to the attached file, and the second email opened in 1 hour, but did not refer to the attached file. , Indicating that the twelfth mail was deleted without being opened.

  By providing the user with information on the post-send information summary screen 1310 and post-send information details screen 1320 as described above, the user sends a mail in advance to a destination where the information is not transmitted even if the mail is sent. As a result, useless mail can be prevented from being sent.

  FIG. 14 is a diagram showing an example of the structure of an attached file acquisition status table for storing the attached file acquisition status included in the mail data unit 114 and an example of a message notifying the attached file acquisition status.

  The attached file acquisition status table 1400 includes an attached file size part 1401 and an attached file name part 1402 as shown in FIG. The attached file size part 1401 stores the size of the file attached to the mail, and the attached file name part 1402 stores the name of the file attached to the mail.

  With such an attached file acquisition status table 1400, it is possible to confirm whether or not the user designated as the destination has already acquired the same file at the time of mail transmission, and the destination user has acquired the same file. If this happens, it is possible to display a message and not send the attached file. This can prevent duplicate transmission of the same file, and as a result, the amount of mail data in the organization can be reduced.

  An example of the message in this case is shown as a message 1410 in FIG. The message 1410 in this example is a message notifying the user who sent the e-mail that the attached file has already been sent from another member and has been deleted.

  The attached file acquisition situation table 1400 described above may include a file creator part for identifying a file, a file creation date part, etc. in addition to the attached file size part 1401 and the attached file name part 1402. Good.

  In the above-described embodiment of the present invention, the conditions of the attached file, the number of recipients, the daily usage, and the sent mail information have been described. Information may be combined. By combining these functions, it is possible to more effectively secure user convenience, reduce the burden on the user, and provide a system administrator with a function that is easy to control while reducing the mail capacity of the entire organization. it can.

  Each process in the above-described embodiment of the present invention is configured by a program and can be executed by a CPU included in the present invention. These programs are stored in a recording medium such as an FD, CDROM, or DVD. It can be provided and can be provided by digital information via a network.

It is a block diagram which shows the structure of the mail system by one Embodiment of this invention. It is a figure which shows the structural example of the destination restriction | limiting table contained in the management table part. It is a figure which shows the example of a display of a warning message. It is a flowchart explaining the processing operation in a mail display operation part when a user performs mail transmission operation using a client. It is a figure which shows the structural example of the mail usage amount table which shows the mail usage amount contained in the management table part, the usage amount restriction | limiting table which shows the mail usage amount restriction | limiting of an individual and a group, and the member information table which shows member affiliation information. It is a flowchart explaining the processing operation | movement in a mail usage amount management part when a user performs operation of mail transmission using a client. It is a flowchart explaining the processing operation in a mail usage amount display part when a user performs operation of a mail usage amount display using a client. It is a figure which shows the example of the mail usage-amount display screen displayed by the process of the step of the flow shown in FIG. It is a figure which shows the example of a warning message. It is a figure which shows the example of a mail preparation screen. It is a figure which shows the structural example of the broadcast member opening condition table and the broadcast member attachment reference condition table which store the post-delivery information contained in the management table part. It is a flowchart explaining the processing operation | movement in the transmitted mail management part when a user performs operation of mail usage amount display using a client. It is a figure which shows the example of the information display screen after a transmission. It is a figure which shows the example of the message which notifies the structure of the attachment file acquisition condition table which stores the attachment file acquisition condition contained in a mail data part, and the acquisition condition of an attachment file.

Explanation of symbols

110 Mail server 111, 121 Main storage device 112 Mail management unit 113, 126 CPU
114 Mail Data Unit 115 Management Table Unit 116 Disk Device 120 Client 122 Mail Display Operation Unit 123 Mail Usage Management Unit 124 Mail Usage Display Unit 125 Sent Mail Management Unit 127 Input / Output Device 130 Network

Claims (3)

In a mail management method for managing the transmission of emails,
A mail server and a client are connected via a network, the client has a mail usage amount display means, and the server manages a mail volume for each individual and for each group to which the individual belongs. Has a usage table,
The mail usage amount display means of the client refers to the contents of the email usage table via the mail management unit of the server according to an instruction from the user, and shows the mail transmission capacity up to the present along the time axis. graph, the ratio of the current usage against available capacity within a certain period of the current rate of consumption and groups against available capacity within a certain period of individuals, characterized by displaying via the mail display operation unit Email management method. In a mail system that manages the sending of emails and controls the sending of emails,
A mail server and a client are connected via a network, the client has a mail usage amount display means, and the server manages a mail volume for each individual and for each group to which the individual belongs. Has a usage table,
The mail usage amount display means of the client refers to the contents of the email usage table via the mail management unit of the server according to an instruction from the user, and shows the mail transmission capacity up to the present along the time axis. graph, the ratio of the current usage against available capacity within a certain period of the current rate of consumption and groups against available capacity within a certain period of individuals, characterized by displaying via the mail display operation unit And mail system. In the display method in the mail system that manages the sending of emails and controls the sending of emails,
A mail server and a client are connected via a network, the client has a mail usage amount display means, and the server manages a mail volume for each individual and for each group to which the individual belongs. Has a usage table,
The mail usage amount display means of the client refers to the contents of the email usage table via the mail management unit of the server according to an instruction from the user, and shows the mail transmission capacity up to the present along the time axis. graph, the ratio of the current usage against available capacity within a certain period of the current rate of consumption and groups against available capacity within a certain period of individuals, characterized by displaying via the mail display operation unit Display method in the mail system.

Images