Electronic mail application with integrated collaborative space management

• US 20030135565A1
• Filed: 03/11/2002
• Published: 07/17/2003
• Est. Priority Date: 01/14/2002
• Status: Abandoned Application

• Current Assignee: Kubi Software, Inc.
• Original Assignee: Kubi Software, Inc.
• Inventors: Estrada, Julio
• Application Number:
  US10/093,713
• Publication Number:
  US 20030135565A1
• Time in Patent Office: Days
• US Class Current: 709/206
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: G06Q 10/107 Computer-aided management of electronic mailing [e-mailing]

Abstract

A system and method for providing an electronic mail application with integrated collaborative spaces. A user may use an electronic mail application to create a project that enables collaboration with a plurality of users. The user may request that a new project be created using the electronic mail application. A project folder may be created in the user'"'"'s mailbox. The project folder may include a project calendar, files folder, participants list, and tasks folder. The user may invite other users to be participants in the project. This may be performed by creating an invitation electronic mail message that includes a link for creating and retrieving the project. The invitation message may be sent to a plurality of users. The users may receive the invitation message and accept, decline or otherwise respond to the invitation to join the project. If the user accepts the invitation, a project folder for that project may be created in the user'"'"'s mailbox. The system monitors project activities and updates each user'"'"'s project folder accordingly. For example, electronic mail messages sent regarding the project may appear in the projects folder inbox as well as the electronic mail application inbox. The messages stored in the projects folder inbox may be provided with identifying information that enables the system to associate the messages within the context of the project. Therefore, all messages associated with a particular project task may be displayed as a list in the order in which the messages were received to provide contextual information regarding the messages.

Claims

1. A computer-implemented electronic mail application system comprising:

an electronic mail module and an integrated collaborative workspace module, the collaborative workspace module, comprising;

means for enabling a first user to create a collaborative workspace; and

means for enabling the first user to view the collaborative workspace in the electronic mail application.

2. The system of claim 1, wherein the collaborative workspace module enables the first user to invite one or more other users to participate in the collaborative workspace.

3. The system of claim 2, wherein an invited participant has an electronic mail application and an electronic mail address, and the collaborative workspace module sends an invitation to participate in the collaborative workspace to an electronic mail address of an invited participant via the electronic mail module.

4. The system of claim 3, wherein the collaborative workspace module further sends to an invited participant, information to enable the collaborative work space module to be integrated with the invited participant'"'"'s electronic mail application, if the invited participant accepts the invitation and the collaborative work space module has not previously been integrated in with the invited participant s electronic mail application.

5. The system of claim 1, wherein the first user'"'"'s electronic mail module comprises a first user mailbox, and the collaborative workspace module comprises means, in response to the first user creating a collaborative workspace, for creating a folder for the collaborative workspace in the first user mailbox.

6. The system of claim 5, wherein the collaborative workspace comprises a plurality of collaborative object types, and the collaborative workspace module comprises means for creating in the collaborative workspace folder, a plurality of sub-folders corresponding to the plurality of collaborative object types.

7. The system of claim 2, wherein the invited participant'"'"'s electronic mail module comprises a second user mailbox, and the collaborative workspace module comprises means, in response to the invited participant accepting an invitation to participate in the collaborative workspace, for creating a folder for the collaborative workspace in the second user mailbox.

8. The system of claim 7, wherein the first user'"'"'s electronic mail module comprises a first user mailbox, and the collaborative workspace module comprises means, in response to the first user creating a collaborative workspace, for creating a folder for the collaborative workspace in the first user mailbox, wherein the folder created in the first user mailbox has a folder name, and the folder for the collaborative workspace in the second user mailbox is automatically created with the same folder name.

9. The system of claim 7, wherein the collaborative workspace comprises a plurality of collaborative object types, and the collaborative workspace module comprises means for creating in the collaborative workspace folder, a plurality of sub-folders corresponding to the plurality of collaborative object types.

10. The system of claim 8, wherein the collaborative workspace comprises means for replicating the collaborative workspace folder in the first user mailbox and the second user electronic mail application.

11. The system of claim 4, wherein the first user has an electronic mail application of a first type arid the second user has an electronic mail application of a second type, wherein the collaborative workspace module enables the first user to see the collaborative workspace in the first type electronic mail application environment and the second user to see the collaborative workspace in the second type electronic mail application environment.

12. The system of claim 11, wherein the first and second electronic mail applications each comprise an electronic mail application selected from the group consisting of Lotus Notes, Microsoft Outlook, and AOL Mail.

13. The system of claim 7, wherein the first user mailbox comprises an inbox and second user mailbox comprises an inbox, and wherein the collaborative workspace module sends to participants of the collaborative workspace via the electronic mail module an electronic mail message regarding a change to the collaborative workspace.

14. The system of claim 1, wherein a user can view an electronic mail message simultaneously via an inbox view of the electronic mail module, and via a collaborative workspace folder view of the collaborative work space module.

15. The system of claim 14, wherein the collaborative workspace folder view displays the electronic mail message in the context of other activity of the collaborative workspace.

16. The system of claim 14, wherein the collaborative workspace folder view displays the electronic mail message in the context of other activity of that object type in the collaborative workspace.

17. The system of claim 9, wherein the object types comprise one or more of electronic mail messages, a calendar, tasks, discussions, documents, participants and other object types.

18. The system of claim 9, wherein the collaborative workspace module comprises an access control module that enables an authorized user to control whether a particular folder is open to all participants in the collaborative workspace or at least partially restricted.

19. The system of claim 1, wherein the collaborative workspace module comprises means for enabling participants to annotate content stored in a project folder or a sub-folder created in the collaborative workspace.

20. The system of claim 19, the collaborative workspace module further comprising annotation access control means for enabling a participants to control whether a particular annotation is open to all participants in the collaborative workspace or at least partially restricted.

21. The system of claim 1, wherein the collaborative workspace module comprises means for enabling participants to create one or more personal sub-folders in the collaborative workspace folder.

22. The system of claim 21, the collaborative workspace module further comprising sub-folder access control means for enabling a participants to control whether a personal sub-folder is open to all participants in the collaborative workspace or at least partially restricted.

23. The system of claim 20, wherein annotations that are at least partially restricted are only replicated to participant'"'"'s permitted access to the annotations.

24. The system of claim 22, wherein personal sub-folders that are at least partially restricted are only replicated to participants permitted access to the personal subfolders.

25. The system of claim 1, wherein the collaborative workspace is stored on a local storage device of a terminal device.

26. The system of claim 1, wherein the collaborative workspace is stored on a local storage device of a terminal device and on a server accessible by the terminal device.

27. The system of claim 2, comprising means for providing a protocol that will enable the replication of the collaborative workspace in the electronic mail application of any user that accepts the invitation, regardless of which platform the accepting user'"'"'s electronic mail application is running.

28. The system of claim 1, wherein the collaborative workspace module further comprises means for monitoring content in the collaborative workspace such that changes to the content made by any user will be propagated into the collaborative workspace of other participating users.

29. The system of claim 2, wherein the invitation includes a link to a location that enables a participant to download a collaborative workspace module.

30. The system of claim 1, wherein the collaborative workspace comprises collaborative objects, and the collaborative objects are transmitted, via electronic mail, to all users participating in the collaborative workspace.

31. The system of claim 30, wherein the collaborative objects are converted to an independent format and are viewable in a user'"'"'s electronic mail application.

32. The system of claim 1, wherein the collaborative workspace is in a web page, web site, or web application.

33. The system of claim 1, wherein the collaborative workspace comprises a plurality of collaborative object types, and the user can selectively view the collaborative workspace by object type.

34. The system of claim 1, wherein the collaborative workspace comprises a plurality of collaborative object types including at least a calendar object, and wherein the user can view the collaborative workspace calendar objects in a calendar view.

35. The system of claim 34, wherein the user can simultaneously view a collaborative workspace calendar view and the user'"'"'s personal calendar.

36. The system of claim 35, wherein the user'"'"'s electronic mail application is integrated with a personal information manager, the PIM including a calendar module, and wherein the user can elect to have the user'"'"'s personal calendar view show both personal and collaborative workspace calendar items.

37. The system of claim 36, wherein the calendar view comprises calendar objects related to the collaborative workspace.

38. The system of claim 36, wherein personal items and collaborative workspace items are differentiated by their appearance.

39. The system of claim 1, wherein the collaborative workspace comprises a plurality of collaborative object types including at least a participants object, and wherein the user can view the collaborative workspace participants objects in a participants view.

40. The system of claim 39, wherein the user can simultaneously view a collaborative workspace participants view and the user'"'"'s personal contacts.

41. The system of claim 39, wherein the user'"'"'s electronic mail application is integrated with a personal information manager, the PIM including a contacts module, and wherein the user can elect to have the user'"'"'s personal contacts view show personal and collaborative workspace contact items.

42. The system of claim 39, wherein the participants view can selectively display project participant information.

43. The system of claim 42, wherein project participant information includes at least one of participant status or participants postings information.

44. The system of claim 42, wherein personal contact items and collaborative workspace participant items are differentiated by their appearance.

45. The system of claim 1, wherein the collaborative workspace comprises a plurality of collaborative object types including at least a tasks object, and wherein the user can view the collaborative workspace task objects in a tasks view.

46. The system of claim 45, wherein the user can simultaneously view a collaborative workspace tasks view and the user'"'"'s personal tasks.

47. The system of claim 45, wherein the user'"'"'s electronic mail application is integrated with a personal information manager, the PIM including a tasks module, and wherein the user can elect to have the user'"'"'s personal tasks view show personal and collaborative workspace task items.

48. The system of claim 45, wherein the tasks view can selectively display project tasks information.

49. The system of claim 48, wherein the project tasks information comprises at least one of task status or task responsibility.

50. The system of claim 42, wherein personal task items and collaborative workspace task items are differentiated by their appearance.

51. The system of claim 1, further comprising a relay box for supporting POP3 and SMTP protocols for receiving and sending electronic mail.

52. The system of claim 51, wherein the relay box is hosted on a relay box server, which is a server other than a server hosting the mail application of a project participant.

53. The system of claim 52, wherein the relay box is used when a participants own electronic mail server does not support POP3 access.

54. The system of claim 53, wherein a relay box is created and assigned as part of the user'"'"'s registration prior to downloading the collaborative workspace module.

55. The system of claim 54, wherein the collaborative workspace protocol comprises means for dealing with users who require a relay box for the transfer of collaborative work space messages.

56. The system of claim 55, wherein the collaborative workspace module protocol relies on rich access to a user'"'"'s mailbox and uses XML-tagged messages.

57. The system of claim 56, wherein the relay box configuration is used for users when rich access to the user'"'"'s mailbox is not possible.

58. The system of claim 56, wherein the relay box configuration is used for users when the user retrieves their electronic mail using a standard POP3 protocol.

59. The system of claim 55, wherein the relay box comprises a local POP3 proxy that reads the electronic mail arriving at the user'"'"'s inbox, and copies appropriate messages into the relay box'"'"'s own data store for rich processing.

60. The system of claim 1, wherein the collaborative work space comprises collaborative objects that comprise structured items.

61. The system of claim 60, wherein the structured items comprise structured item data, and the collaborative workspace protocol supports changing the structured item data by sending XML-tagged electronic mail messages to other participants to update their local copy of the shared space with the changed data.

62. The system of claim 1, where the collaborative work space module enables participants to set operational preferences.

63. The system of claim 62, wherein the operational preferences include whether to send a periodic summary of the status of the project.

64. The system of claim 62, wherein the operational preferences include whether to automatically remove, from a user'"'"'s inbox, messages associated with the collaborative workspace.

65. The system of claim 63, wherein the periodic summary may be sent on a daily, weekly, or monthly basis.

66. The system of claim 1, wherein the collaborative work space module converts an electronic mail platform object into platform independent format and comprises a schema for transfer.

67. The system of claim 66, wherein upon receipt, the recipient'"'"'s collaborative workspace module converts the platform independent format/schema to the recipient'"'"'s electronic mail platform.

68. The system of claim 66, wherein the objects comprise at least one of message objects, event objects, task objects, file attributes objects, and participant objects.

69. The system of claim 1, wherein a message caused to be sent by the collaborative workspace module adheres to MIME and S/MIME standards, includes data about a given collaborative workspace object and its attributes in a platform independent format.

70. The system of claim 69, wherein the collaborative work space module converts the data into an XML format with a platform neutral schema with all encompassing attributes before transmitting to a recipient.

71. The system of claim 70, wherein upon receipt, a recipient'"'"'s collaborative work space module converts the object to the platform'"'"'s format, reconciling differences in the naming and type of attributes.

72. The system of claim 1, wherein when the collaborative work space module resides on a server, and monitors a designated number of mailboxes.

73. The system of claim 72, wherein when a collaborative workspace message arrives at a mailbox the module transfers it to the a centralized collaborative workspace storage.

74. The system of claim 73, wherein if the same collaborative workspace message arrives at different user mailboxes on the same server, the module only processes one of the messages and ignores other copies of the message.

75. The system of claim 1, wherein only a project leader of a collaborative work space can invite and add new users.

76. The system of claim 75, wherein other users can propose new members to the project leader.

77. The system of claim 76, wherein a proposed new member message is sent as an XML-tagged electronic mail to the project leader, who can decide whether to invite the new member or not.

78. The system of claim 1, wherein the user may simultaneously view a message in an inbox view and in the context of the collaborative workspace to which it belongs in a project view, and further wherein the user may reply to the message from the inbox without having to separately access the project view.

79. The system of claim 78, wherein the reply message will automatically be placed in the context of the collaborative workspace.

80. The system of claim 79, wherein the message includes a collaborative workspace message designator message part and the collaborative workspace module monitors messages sent by the user.

81. The system of claim 1, wherein electronic mail users without the collaborative workspace module can participate in a collaborative workspace as an electronic mail only participant.

82. The system of claim 81, wherein an electronic mail only participant is enabled by replying to a collaborative workspace invitation without downloading the collaborative workspace module.

83. The system of claim 82, wherein an electronic mail only participant can later become a full participant by installing the collaborative workspace module.

84. The system of claim 81, wherein electronic mail only participants receive changes to a collaborative workspace via electronic mail messages.

85. The system of claim 81, wherein electronic mail only participants receive changes to a collaborative workspace optionally formatted in HTML with contextual information.

86. The system of claim 85, wherein when a new message is added to a discussion, electronic mail only participants are sent a message containing the subject and contents of the message, and the applicable list of messages in the discussion in which the message was created.

87. The system of claim 85, wherein when a new task is added to a task list, electronic mail only participants are sent a message containing the task and the applicable task list related information.

88. The system of claim 85, wherein when a new calendar item is added to a calendar, electronic mail only participants are sent a message containing the calendar item and applicable calendar related information.

89. The system of claim 85, wherein, when a new file is added to a file list, electronic mail only participants are sent a message containing the file and the applicable file list related information.

90. The system of claim 81, wherein electronic mail only participants may receive at their option a summary of what is new in a collaborative workspace.

91. The system of claim 81, wherein electronic mail only participants may respond to a message and the response will be placed in the collaborative workspace.

92. The system of claim 81, wherein in the participants view, electronic mail only participants appear in the view with a graphical designator showing that they are electronic mail only participants.

93. The system of claim 1, wherein collaborative workspace module enables secure platform independent replication of collaborative workspaces across entities.

94. The system of claim 93, wherein the collaborative workspace module uses public/private key technology to sign the collaborative workspace message part to guarantee its integrity and reliably determine the participant who originated it and optionally encrypt the data contents of the message depending on the security setting of the collaborative workspace.

95. The system of claim 1, wherein the collaborative workspace is embedded in the user'"'"'s mailbox and securely replicated/synchronized to other participants'"'"' mailboxes in a platform independent fashion regardless of version or type of electronic mail application and version or type of operating system.

96. The system of claim 95, further comprising means for determining when the collaborative workspace is out of synch between two or more participants.

97. A computer-implemented electronic mail application and collaborative work space system comprising:

an electronic mail module comprising;

individual user mailboxes for each user, each mailbox comprising an inbox; and

means for enabling the creation of at least one folder in a user'"'"'s mailbox; and

a collaborative workspace module comprising;

means for enabling a first user to create at least one shared collaborative workspace and designate one or more other users for the shared collaborative workspace;

means for embedding the collaborative functionality in the user'"'"'s electronic mail application; and

means for monitoring changes in the at least one collaborative workspace and propagating those changes into the collaborative workspace of another user of the collaborative workspace.

98. The system of claim 97, further comprising means for creating a folder in the mailbox of each shared collaborative workspace user, the folder corresponding to the shared collaborative workspace.

99. The system of claim 98, wherein each shared collaborative workspace folder comprises one or more sub-folders, the sub-folders comprising one or more of a calendar, tasks, participants, and files folder.

100. The system of claim 97, further comprising means for synchronizing changes to a shared collaborative workspace which is stored in the electronic mailboxes of two or more participants.

101. The system of claim 97, further comprising means for enabling a user to create a project and invite other participants, and in response thereto the system creating a folder in each participants'"'"' mailbox, performing an initial synchronization of each project folder, and periodically performing subsequent synchronizations of each project folder.

102. The system of claim 97, wherein a collaborative workspace folder is stored on participants'"'"' client terminals.

103. The system of claim 97, wherein a collaborative workspace folder is stored on a central server.

104. The system of claim 97, wherein a collaborative workspace folder is stored on a central server and on participants'"'"' client terminals.

105. The system of claim 97, wherein certain activity in the collaborative work space generates an electronic mail message relating to the activity, and the message 18 stored in the inbox of the recipients of the message and in project folders corresponding to the collaborative work space.

106. The system of claim 97, wherein certain activity in the collaborative work space generates an electronic mail message with an attachment, and wherein the attachments are stored in a files folder of the project folder.

107. The system of claim 97, wherein certain activity in the collaborative work space generates an electronic mail message with an attachment, and the message with an attachment is stored in the inbox of the recipients of the message wherein the attachments are stored in a files folder of the project folder.

108. The system of claim 97, comprising a common user interface for the electronic mail module and the collaborative workspace module.

109. The system of claim 108, comprising means for enabling a user to simultaneously view an inbox view and a project folder view.

110. The system of claim 97, comprising means for leveraging the existing messaging infrastructure, including protocols and servers, to replicate a collaborative space from an electronic mail environment in one computer to another electronic mail environment in another computer.

111. The system of claim 97, comprising means for using the existing messaging infrastructure of an electronic mail system for project management functionality including means for sending project management messages comprising project data and commands.

112. The system of claim 97, wherein the system appends a proprietary S/MIME part to outgoing messages, the part comprising information to:

represent the contents of the message in a format independent of electronic mail platform;

identify the collaborative workspace to which the message relates;

securely identify the originator of the message; and

securely encrypt the contents of the message.

113. The system of claim 112, wherein the S/MIME part is formatted in XML format independent of electronic mail platform.

114. The system of claim 113, wherein a receiving end decrypts the message, reads the S/MIME part, re-formats the message to match the receiver'"'"'s electronic mail platform which may be different than the sender'"'"'s electronic mail platform, and places the message in the intended collaborative workspace folder.

115. The system of claim 97, wherein the system comprises a collaboration protocol comprising commands and arguments, embedded in electronic mail messages as an S/MIME part for the purpose of maintaining two or more synchronized collaborative spaces.

116. The system of claim 97, comprising a collaboration protocol for inviting and “

bootstrapping”

new participants to an electronic mail-based collaborative work space.