DESC:TECHNICAL FIELD

[0001] The present disclosure relates generally to electronic mail management. The disclosure, more particularly, relates to electronic mail management by controlling printing of electronic mails.

BACKGROUND

[0002] In the currently existing electronic mailing systems, printed email copies can be taken any number of times by the user. There is no tracking available for the number of printed email copies taken by a particular user as the emails cannot be modified once they are delivered by an e-mail server, and they can be read and deleted only from the e-mail server.

[0003] One technical solution to track the number of prints of emails being taken is to store the print information at a centralized database for the emails or a Synchronized Distributed Database, which, however, involves overhead for processing.

[0004] There have been certain endeavors to provide solutions for controlling printing of emails. For example, United States Patent US5958005A talks about the business needs for managing and protecting the confidentiality of electronic mail communications. It mentions a method, system, and product for communicating data text messages, such as Email, between computers connected to a network while providing selectable degrees of security for each message. The methodology comprises the procedure of creating in the originating computer a data message having a header which specifies, in addition to the address of the intended recipient computer, one or more security parameters which control the processing of the data message in the recipient computer. The security parameters include instructions for erasure of the data message following its storage in the recipient computer. The security parameters also include instructions as to whether or not copying, archiving, forwarding and printing of the data message is permitted. The recipient computer processes the data message in accord with the instructions. The erasure is of such a nature as to render the data message irretrievable following erasure.

[0005] Another, United States Patent US7865042B2 mentions document printing with 2D barcode printed on the same recording medium as the document, where the metadata includes an access history of the document and other information. When a printed document including such barcode is copied, the copy includes new barcode containing updated metadata that replaces the original barcode, where the updated metadata includes a record of the current copying or scanning action. When a printed document including such barcode is scanned, the metadata contained in the barcode is extracted and stored.

[0006] Yet another United States Patent US7555649B1 talks about verification of true authorship on the basis of digital watermarks. The digital watermark can be provided with the proof of identity id and/or with the hash value h(m) of the document and/or with a time value t. It mentions generating the watermark as a function of a proof of identity identification and the first hash value of the document, providing a secret key for making the watermark visible, embedding of watermark in the document and restoring the document to an original state by removing the watermark using the secret key.

[0007] However, none of the prior art documents provide for effective controlling of printing of emails. There is therefore felt a need for email management which involves control over printing of emails.

SUMMARY

[0008] This summary is provided to introduce concepts related to an advance email management system and method thereof as disclosed herein. This summary is neither intended to identify essential features of the system and method as per the present disclosure nor is it intended for use in determining or limiting the scope of the system and method as per the present disclosure.

[0009] The email management system and method as disclosed herein enables control over the number of copies of emails that can be printed by limiting the number of copies of the email messages in the network after the e-mail delivery and before it goes to a printing device for prints (hard copies of the e-mails). The e-mail messages are stamped as original when printed for the first time and thereafter will be stamped as duplicate for further copies of prints of emails being taken. All e-mail messages have a unique bar code which is printed on all the pages of the e-mail messages. All the data related to each e-mail message can be retrieved by inputting the associated barcode information into a barcode scanner.

[0010] The system and method as disclosed herein ensures accountability of the number of printed copies taken for a particular e-mail after it delivered from the e-mail server.

BRIEF DESCRIPTION OF ACCOMPANYING DRAWINGS

[0011] The detailed description is described with reference to the accompanying figures. In the figures, the left-most digit(s) of a reference number identifies the figure in which the reference number first appears. The same numbers are used throughout the drawings to reference like features and units.

[0012] Figure 1 illustrates an exemplary implementation of an email management system, according to an exemplary implementation of the present disclosure.

[0013] Figure 2 illustrates an exemplary block diagram of an information processing and management system that is implemented through a plurality of servers of the email management system illustrated in figure 1, according to an exemplary implementation of the present disclosure.

[0014] Figure 3 illustrates a flowchart demonstrating the complete method of email management involving control over printing of emails according to the present disclosure. The method is performed by the email management system as illustrated in figure 1.

[0015] It should be appreciated by those skilled in the art that any block diagrams herein represent conceptual views of illustrative methods embodying the principles of the present disclosure. Similarly, it will be appreciated that any flow charts, flow diagrams, and the like represent various processes which may be substantially represented in computer readable medium and so executed by a computer or processor, whether or not such computer or processor is explicitly shown.

DETAILED DESCRIPTION

[0016] The various embodiments of the present disclosure describe about an advance e-mail management system and method thereof.

[0017] In the following description, for purpose of explanation, specific details are set forth in order to provide an understanding of the present disclosure. It will be apparent, however, to one skilled in the art that the present disclosure may be practiced without these details. One skilled in the art will recognize that embodiments of the present disclosure, some of which are described below, may be incorporated into a number of systems.

[0018] However, the systems and methods are not limited to the specific embodiments described herein. Further, structures and devices shown in the figures are illustrative of exemplary embodiments of the presently disclosure and are meant to avoid obscuring of the presently disclosure.

[0019] The present technical disclosure provides a technical implementation of managing controlled message printing by controlling the distribution of emails through printing of emails in an improved emailing management system. Further, the present technical disclosure provides an improved system and method to get the confidential data in the form of unique barcode stamped at each email, which can be read through a barcode scanner only. Secure updating service for print data in the message has been employed for watermarking on the email message print.

[0020] In an embodiment, the present technical disclosure provides an improved system and method for effectively controlling email printing or copying from an email client, by maintaining a single copy of emails at an email server without content modifications after successful printing or copying by the email client.

[0021] Further, as the e-mail cannot be modified at the email server, the system and method according to present technical disclosure provides an approach of safe cloning of the emails through web services at the business layer. While cloning of the email, the print (copy) count is appended in the e-mail without modifying any other attribute or data of the e-mail. Further, this print count value is read from the email client to display the incremented watermarking data. It is watermarked as original for the very first copy, then onwards for next copy it is water marked as ‘Duplicate 1’, ‘Duplicate 2’, ……., ‘Duplicate n’. With this information at the soft copies, it is known how many copies are taken for an e-mail from the mail client, and on reaching to the pre-defined limit, the copying can be forbidden.

[0022] For example, for every print of an e-mail, the barcode value is same to identify e-mail. The barcode constitutes e-mail headers as ‘Sender’, ‘Receiver’, ‘CC’, ‘BCC’, ‘Subject’ and ‘Mail Timestamp’.

[0023] Now referring to the figures, Figure 1 illustrates an exemplary implementation of an email management system (1), according to the present disclosure. The system (1) is implemented through an information processing system network (18) which consists of a network of computers and network devices connected via communication links. The system (1) comprises at least one email client (10) connected to a web server (12) which is connected to an email server (14) and a directory server (16). The email server (14) is also connected to the directory server (16). Typically, the information processing system network (18) uses TCP/IP (Transmission Control Protocol/Internet Protocol) to establish the communication between the email client (10), the web server (12), the email server (14) and the directory server (16). The email client (10) can be as many as the number of users/individuals accessing emails and requiring printed copies of emails.

[0024] Figure 2 illustrates a block diagram of an information processing and management system that is implemented through the email client (10), the web server (12), the email server (14) and the directory server (16) of the email management system illustrated in figure 1, according to an exemplary implementation of the present disclosure. A web service is deployed at the web server (12) for printing emails. Typically, the email client (10) sends requests for printing emails to the web server (12) and then the web server (12) accordingly sends responses to the email client (10) with the printed outputs.

[0025] Further, the email client (10) displays e-mails, composes and sends emails to the email server (14) via the web server (12). The web server (12) provides services using TTP protocol. The directory server (16) contains user information and is used for authenticating and authorizing the email clients’ users. The email client (10) is used to select and print the e-mail. The email server (14) typically comprises SMTP and IMAP based servers. The email server (14) allows users to communicate with other users connected to the same the email server (14) or to different mail servers.

[0026] Each of the email client (10), the web server (12), the email server (14) and the directory server (16) comprise at least a memory and at least a processor embedded therein. Each processor in the email client (10), the web server (12), the email server (14) and the directory server (16) cooperates with the corresponding memory in the email client (10), the web server (12), the email server (14) and the directory server (16) respectively, such that the email management system (1) collectively implements a plurality of units that interact with each other to control printing of copies of emails.

[0027] The processor (102) in the email client (10) cooperates with the corresponding memory (101) therein to execute the set of instructions to implement at least a sending unit (103) configured to send, from the email client (10), a request for printing an email, to the web server (12); and a disabling unit (104) to disable further requests for printing the email in the email client (10).

[0028] The processor (122) in the web server (12) cooperates with the corresponding memory (121) therein to execute the set of instructions to implement a plurality of units including: a starting unit (123) configured to start, by the web server (12) in response to the request for printing the email from the email client (10), an email session with the email server (14); a retrieving unit (124) configured to retrieve, in the web server (12), contents of the email to be printed, from the email server (14); a generating unit (125) configured to generate in the web server (12): a barcode based on at least a portion of the contents of the email, a watermark corresponding to a print count value, a printed email with the barcode, the contents of the email and the watermark and further send the printed email to the email client (10), and an updated watermark corresponding to an incremented print count value; a cloning unit (126) configured to clone the email with the contents thereof, in the web server (12), whereby the generating unit (125) further generates a printing cloned email with the barcode, the contents of the email and the updated watermark in response to each subsequent request for printing the email, and sends the printing cloned email to the email client (10); and a closing unit (129) configured to close requests for printing the email on reaching a pre-determined print count value in the web server (12) to control email printing.

[0029] The processor (142) in the email server (14) cooperates with the corresponding memory (141) therein to execute the set of instructions to implement a deletion unit (144) configured to delete an original copy of the email in the email server (14); and a storing unit (145) configured to store the cloned email with the contents in the email server (14). In order to delete the original copy of the email, the generation unit (125) of the web server (12), after sending the printed email to the email client (10), sets a delete flag as “TRUE” and a signal indicating the same is then sent to the email server (14). The deletion unit (144) in the email server (14) upon receiving the signal indicating that the delete flag has been set as “TRUE”, deletes the original copy of the email.

[0030] After the delete flag is set to “TRUE”, the cloning unit (126) clones the email with the contents thereof in the web server (12) and the cloned email is sent from the web server (12) to the email server (14) whereupon the storing unit (145) stores the cloned email in a database (140) at the email server (14). Thereafter for a subsequent request for printing the email, the cloned email is retrieved from the email server (14), by the retrieving unit (124) in the web server (12), the printed cloned email is generated by the generating unit (125) in the web server (12) and sent to the email client (10) making the respective subsequent request. Thereupon the cloned email in the email server (14) is also deleted in the same manner as the original email copy is deleted, and another cloned email is created, and the cycle repeats. The system ensures that the original email data is intact in all the subsequent cloned emails except for the print count which will keep incrementing.

[0031] Additionally, in the email server (14), a first assigning unit (143) is also implemented through the execution of instructions by the processor (142) in cooperation with the corresponding memory (141). The first assigning unit (143) is configured to assign a unique identification (UID) to each email, in the email server (14), and accordingly the retrieving unit (124) retrieves in the web server (12) the contents of each email based on the UID assigned to the email to be printed.

[0032] Further, in the web server (12), a second assigning unit (127) and an incrementing unit (128) are also implemented through the execution of instructions by the processor (122) in cooperation with the corresponding memory (121). The second assigning unit (127) is configured to assign the print count value to the request for printing the email from the email client (10); and the incrementing unit (128) is configured to increment the print count value in the web server (12), such that the second assigning unit (127) assigns incremented print count values to each subsequent request for printing the email. Upon reaching a pre-determined print count value, the closing unit (129) closes further requests for printing the email and sends a signal to that effect to the email client (10) wherein the disabling unit (104) disables further requests for printing the email in the email client (10), to control email printing. For example, the second assigning unit (127) will firstly assign a print count value, say one, to the request for printing an email from the email client (10). Thereafter the incrementing unit (128) will increment the print count value to, say two, such that the second assigning unit (127) will then assign the same value (two) to a subsequent request for printing the email. The incrementing unit (128) will then again increment the print count value to, say three, and the second assigning unit (127) will then assign the same value (three) to another subsequent request for printing the email. In this manner, print count values are assigned, in the web server (12) to each request for printing an email from the email server (10). Upon reaching a pre-determined print count value, for example ten, the closing unit (129) closes further requests for printing the email and sends a signal to that effect to the email client (10) wherein the disabling unit (104) disables further requests for printing the email in the email client (10) to control email printing.

[0033] The processor (162) in the directory server (16) cooperates with the corresponding memory (161) therein to execute the set of instructions to implement at least an authenticating unit (163) configured to authenticate a user of the email client (10).

[0034] In an embodiment, the generating unit (125) in the web server (12) is configured to update the watermark independent of the request for printing the email. In another embodiment, the pre-determined print count value is pre-set in the email client (10) or can be set by a user. In yet another embodiment, the email client (10) facilitates a user to select a location on the printing email to append the barcode and the watermark, and to select the orientation of the watermark.

[0035] Figure 3 illustrates a flowchart demonstrating the complete method of email management involving control over printing of emails according to the present technical disclosure Typically, the method is performed by the email management system as illustrated in figure 1.

[0036] At step 30-34, an email client (10) sends a request for printing of an email to a web server (12). At step 36, the web server (12) in response to the request, through web services, starts an email session with an email server (14). At step 38, the email server (14) assigns a unique identification (UID) to each email in the email server (14) and the web server (12) retrieves email’s UID from the email server (14). Further, at step 40, based on the email UID, the email content is retrieved by the web server (12) to print on the email copy. At step 42, a portion of the email contents such as email headers are read from the email to construct barcode on the email print copy and a print count value is assigned to the request for printing the email, in the web server (12). At step 44, the web server (12) reads the print count value from the e-mail data to construct/generate a watermark as original or duplicate on the printed output. The email data is typically stored in a database (120) of the web server (12) At step 46, the web server (12) constructs/generates a printed output with barcode, e-mail data and watermark. At step 48, the web server (12) generates a printing e-mail with the print output as in step 46 and sends the printing email to the email client (10). After responding to the email client with printing mail, at step 50 the web server (12) sets delete flag (e-mail metadata) as “TRUE” for the original email, which deletes the original email from a database (140) at the email server (14). At step 52, the web server (12) generates another duplicate email with the same email data as in original with updated value of the print count as incremented of the previous value. This is the email cloning process. At step 54, this cloned email is added to the database (140) in the email server.

[0037] Further, the email client (10) is unaware of the cloning process of the email, as there is no change in the email except for the print count. Although at the email server this cloned email is considered as a new email, the email client receives the original email data only. Thereafter, in response to each subsequent request for printing the email, steps 40-54 are repeated wherein incremented print count values are assigned to each subsequent request for printing the email, and the cloning process is re-executed wherein the previously generated cloned email is deleted from the database (140) at the email server (14), and another cloned email with updated value of the print count is generated in the web server (12) which is then stored in the database (140) at the email server (14). This cycle is repeated for each subsequent request for printing the email. It is ensured that the original email data is intact in all the subsequent cloned emails except for the print count which will keep incrementing.

[0038] Thus, based on figure 3 and the steps depicted therein, the method comprises: sending, from at least one email client (10), a request for printing an email, to a web server (12); starting, by the web server (12) in response to the request, an email session with an email server (14); retrieving, by the web server (12), contents of the email to be printed from the email server (14); generating, in the web server (12), a barcode based on at least a portion of said contents of the email; generating, in the web server (12), a watermark corresponding to a print count value; generating, in the web server (12), a printing email with the barcode, said contents of the email and the watermark, and sending the printing email to the at least one email client (10); deleting, in the email server (14), an original copy of the email; cloning, in the web server (12), the email with said contents; generating, in the web server (12), an updated watermark corresponding to an incremented print count value; storing, in the email server (14), the cloned email with said contents; generating, in the web server (12), a printing cloned email with the barcode, said contents of the email and the updated watermark in response to each subsequent request for printing the email, and sending the printing cloned email to the email client (10); and closing, by web server (12), requests for printing the email, on reaching a pre-determined print count value to control email printing.

[0039] The method includes assigning a unique identification to each email in the email server (14), and the step of retrieving said contents of the email to be printed includes retrieving said contents based on the unique identification assigned to the email to be printed.

[0040] The method also includes assigning, in the web server (12), the print count value to the request for printing the email; incrementing the print count value in the web server (12); and assigning, in the web server (12), incremented print count values to each subsequent request for printing the email.

[0041] The method also includes deleting, in the email server (14), the cloned email; generating, in the web server (12), another cloned email with said contents; and disabling, in the email client (10), requests for printing the email upon the web server (12) closing requests for printing the email on reaching the pre-determined print count value, to control email printing. It is ensured through the method that the original email data is intact in all the subsequent cloned emails except for the print count which will keep incrementing.

[0042] According to the method, the watermark value is updated dynamically independent of the request for printing the email from the email client (10). Furthermore, according to the method, the pre-determined print count value or a threshold on the maximum number of copies for an email to be printed is pre-set in the email client (10) or can be set by a user.

[0043] The method includes facilitating, in the email client (10), a user to select a location on the printing email to append the barcode and the watermark, and to select the orientation of the watermark. The method also includes authenticating, in a directory server (16), a user of the email client (10).

[0044] The advance email management system and method involving control over printing of emails, as disclosed in the present disclosure, generates a computer readable printed output as pdf file after reading the email and structuring the email in a defined format. A printing device can be connected to generate hardcopy of the print, wherein the watermark indicates the number of prints taken of the email and the barcode on each page of the printed email copy contains combination of email information to uniquely identify the printed email copy. A barcode scanner can be used to read the barcode data.

[0045] Thus, the advance email management system and method involving control over printing of emails, as disclosed in the present disclosure, facilitates information protection through controlled email printing by indicating how many prints of an email have already been taken before a particular print is taken and enabling users to limit the number of printed email copies that can be taken.
,CLAIMS:

1. A computer implemented method for controlling email printing, the method comprising:
sending, from at least one email client (10), a request for printing an email, to a web server (12);
starting, by the web server (12) in response to the request, an email session with an email server (14);
retrieving, by the web server (12), contents of the email to be printed from the email server (14);
generating, in the web server (12), a barcode based on at least a portion of said contents of the email;
generating, in the web server (12), a watermark corresponding to a print count value;
generating, in the web server (12), a printing email with the barcode, said contents of the email and the watermark, and sending the printing email to the at least one email client (10);
deleting, in the email server (14), an original copy of the email;
cloning, in the web server (12), the email with said contents;
generating, in the web server (12), an updated watermark corresponding to an incremented print count value;
storing, in the email server (14), the cloned email with said contents;
generating, in the web server (12), a printing cloned email with the barcode, said contents of the email and the updated watermark in response to each subsequent request for printing the email, and sending the printing cloned email to the email client (10); and
closing, by the web server (12), requests for printing the email, on reaching a pre-determined print count value to control email printing.

2. The method as claimed in claim 1, wherein the method includes assigning a unique identification to each email in the email server (14), and
retrieving said contents of the email to be printed includes retrieving said contents based on the unique identification assigned to the email to be printed.

3. The method as claimed in claim 1, wherein the portion of said contents of the email includes the email header selected from the group consisting of sender, receiver, CC, BCC, subject and mail timestamp.

4. The method as claimed in claim 1, wherein the method includes the steps of:
assigning, in the web server (12), the print count value to the request for printing the email;
incrementing the print count value in the web server (12); and
assigning, in the web server (12), incremented print count values to each subsequent request for printing the email.

5. The method as claimed in claim 1, wherein the method includes the steps of:
deleting, in the email server (14), the cloned email;
generating, in the web server (12), another cloned email with said contents; and
disabling, in the email client (10), requests for printing the email upon the web server (12) closing requests for printing the email on reaching the pre-determined print count value, to control email printing.

6. The method as claimed in claim 1, wherein the watermark is updated independent of the request for printing the email from the email client (10).

7. The method as claimed in claim 1, wherein the pre-determined print count value is settable in the email client (10).

8. The method as claimed in claim 1, wherein the watermark indicates the number of prints taken of the email.

9. The method as claimed in claim 1, wherein the method includes the step of facilitating, in the email client (10), a user to select a location on the printing email to append the barcode and the watermark, and to select the orientation of the watermark.

10. The method as claimed in claim 1, wherein the method includes the step of authenticating, in a directory server (16), a user of the email client (10).

11. A system for controlling email printing, said system comprising:
at least one email client (10), a web server (12) and an email server (14) in communication with each other;
a memory (101, 121, 141, 161) embedded each of said at least one email client (10), said web server (12) and said email server (14), and configured to store a set of instructions; and
a processor (102, 122, 142, 162) embedded in each of said at least one email client (10), said web server (12) and said email server (14), each processor cooperating with the corresponding memory to execute said set of instructions to collectively implement a plurality of units including:
a sending unit (103) configured to send, from said email client (10), a request for printing an email, to said web server (12);
a starting unit (123) configured to start, by said web server (12) in response to said request, an email session with said email server (14);
a retrieving unit (124) configured to retrieve, in said web server (12), contents of said email to be printed, from said email server (14);
a generating unit (125) configured to generate in said web server (12):
a barcode based on at least a portion of said contents of said email;
a watermark corresponding to a print count value;
a printed email with said barcode, said contents of said email and said watermark, and further configured to send the printed email to said at least one email client (10);
an updated watermark corresponding to an incremented print count value;
a deletion unit (144) configured to delete an original copy of said email in said email server (14);
a cloning unit (126) configured to clone said email with said contents, in said web server (12);
a storing unit (145) configured to store the cloned email with said contents in said email server (14);
said generating unit (125) further configured to generate, in said web server (12), a printing cloned email with said barcode, said contents of said email and the updated watermark in response to each subsequent request for printing said email, and to send said printing cloned email to said email client (10); and
a closing unit (129) configured to close requests for printing said email on reaching a pre-determined print count value in said web server (12), to control email printing.

12. The system as claimed in claim 12, wherein said plurality of units include a first assigning unit (143) configured to assign a unique identification to each email, in said email server (14), and
said retrieving unit (124) is configured to retrieve said contents based on the unique identification assigned to the email to be printed.

13. The system as claimed in claim 11, wherein said portion of said contents of the email includes the email header selected from the group consisting of sender, receiver, CC, BCC, subject and mail timestamp.

14. The system as claimed in claim 11, wherein said plurality of units include:
a second assigning unit (127) configured to assign said print count value to said request for printing said email, in said web server (12);
an incrementing unit (128) configured to increment said print count value in said web server (12); and
wherein said second assigning unit (127) is configured to assign incremented print count values to each subsequent request for printing said email, in said web server (12).

15. The system as claimed in claim 11, wherein:
said deletion unit (144) is configured to delete the cloned email in said email server (14); and
said cloning unit (126) is configured to generate another cloned email with said contents in said web server (12); and
a disabling unit (104), in said email client (10), disables requests for printing said email upon said web server (12) closing requests for printing said email on reaching the pre-determined print count value, to control email printing.

16. The system as claimed in claim 11, wherein said generating unit (125) is configured to update said watermark independent of the request for printing said email.

17. The system as claimed in claim 11, wherein said pre-determined print count value is settable in said email client (10).

18. The system as claimed in claim 11, wherein the watermark indicates the number of prints taken of said email.

19. The system as claimed in claim 11, wherein said email client (10) facilitates a user to select a location on the printing email to append the barcode and the watermark, and to select the orientation of the watermark.

20. The system as claimed in claim 11, wherein said plurality of units includes an authenticating unit (163) configured to authenticate a user of said email client (10) in a directory server (16).