Managing electronic mail for an end-user that is unavailable

• US 9,722,956 B2
• Filed: 01/25/2013
• Issued: 08/01/2017
• Est. Priority Date: 01/25/2013
• Status: Expired due to Fees

• Current Assignee: International Business Machines Corporation
• Original Assignee: International Business Machines Corporation
• Inventors: Piccinini, Sandro, Sidoti, Stefano
• Primary Examiner(s): Meky, Moustafa M
• Assistant Examiner(s): ISLAM, SM ZAKIRUL
• Application Number:
  US13/749,789
• Publication Number:
  US 20140214969A1
• Time in Patent Office: 1,649 Days
• Field of Search: 709206
• CPC Class Codes: H04L 51/02 using automatic reactions or user delegation, e.g. automatic replies or chatbot-generated messages
• CPC Class Codes: H04L 51/04 Real-time or near real-time messaging, e.g. instant messaging [IM]
• CPC Class Codes: H04L 51/42 Mailbox-related aspects, e.g. synchronisation of mailboxes
• CPC Class Codes: H04L 51/48 Message addressing, e.g. address format or anonymous messages, aliases

Abstract

A first computer sends an electronic message transparently to a second computer of intended recipients of an electronic mail (e-mail), in response to the e-mail addresses of the intended recipients being entered, by a first end-user on the first computer, into a ‘To’ message header field of the e-mail. The second computer sends a Boolean value to the first computer, wherein one of the intended recipients is not available to respond to the e-mail. The first computer queries a repository to return to the first end-user contact information of backup contact entities to respond the e-mail for the intended recipients that are not available to respond to the e-mail. The first computer sends the e-mail to the backup contact entities that are available to respond to the e-mail. The first computer deletes the e-mail from each inbox of the backup contact entities that received but did not read the e-mail before the intended recipients read the e-mail.

Claims

1. A method for selecting a backup contact entity, the method comprising the steps of:

prior to the sending of an electronic mail (e-mail), a first computer responding to a determination that an e-mail addresses of at least one second end user of a plurality of second end users has been added to an electronic mail (e-mail), by a first end user via the first computer, as a recipient for that electronic mail, by sending an electronic message to a second computer of the at least one second end user, wherein the e-mail addresses of the at least one second end user and the plurality of second end users are included in a ‘

To’

message header field of the e-mail during generation of the email;

receiving, by the first computer, a response to the electronic message, from the second computer, that includes a Boolean value from program code of the second computer, wherein the at least one second end user is associated with a configurable profile that designates a preferred backup third end user for the at least one second end user, wherein the preferred backup third end user is capable of both reading and responding to the email in place of the at least one second user;

the first computer determining if the at least one second user is available to respond to the e-mail based on the Boolean value;

responsive to a determination that i) the at least one second user is not available to respond to the email and that ii) the preferred backup third end user is available to respond to the email, the first computer querying a repository to return to contact information of the preferred backup third end user;

the first computer extracting, from the contact information returned, an email address of the preferred backup third end user;

the first computer adding, to the ‘

To’

message header field of the e-mail, the email address of the preferred backup third end user such that the preferred backup third end user is included a recipient for the e-mail;

the first computer visually indicating, to the first end user, that the ‘

To’

message header field of the e-mail has been modified to include the email address of the preferred backup third end user;

the first computer sending the e-mail to the plurality of second end users and the preferred backup third end user; and

the first computer responding to the e-mail being read by one of the plurality of second end users by deleting the e-mail from each inbox of the plurality of second end users and the preferred backup third end user that received but did not read the e-mail.

2. The method of claim 1, wherein the metadata, in the step of sending the electronic message, comprises the following:

a parameter indicating a ‘

To’

message header field of an e-mail is modified to include the one or more backup third end users selected by the first end-user, a parameter value for storing contact information of entities to whom the e-mail was subsequently forwarded, parameter values indicating which of the one or more backup third end users have or have not read the e-mail, a parameter value indicating whether the e-mail has been read by any of the second end users, and a list of the second end users included in the ‘

To’

message header field prior to the e-mail being modified.

3. The method of claim 1, wherein the contact information in the step of querying includes a name, a job title, a phone number, and an e-mail address of each of the one or more backup third end users.

4. The method of claim 1, wherein the step of extracting comprises:

the first computer querying the repository to return contact information for a plurality of potential backup third end users

the first computer sending an additional electronic message to computers of the plurality of potential backup third end users associated with the contact information; and

based on received responses to the additional electronic message, determining which of the one or more backup third end users are available to respond to the e-mail; and

the first computer presenting, for selection, a list of potential backup third end users that are available.

5. The method of claim 4, wherein the additional electronic message is formatted and includes the following information:

an e-mail address of the first end-user, each e-mail address of the plurality of second end users, a string value that allows the additional electronic message to be recognized as an acknowledge message, and a randomly generated unique system identifier utilized to prevent a duplicate of the additional electronic message being sent to each of the plurality of second end users.

6. The method of claim 4, wherein the first computer sending the e-mail comprises:

sending the e-mail to the preferred backup third end user if no selection is received, wherein the configurable profile indicates that the preferred backup third end user is a default selection if no selection is received; and

inserting a notification within the e-mail if the preferred backup third end user is a manager, wherein the notification includes a history of prior attempts to obtain the contact information of one or more backup third end users to respond to the e-mail.

7. The method of claim 1, wherein the step of deleting the e-mail comprises sending, to computers of each of the one or more backup third end users that received but have not read the e-mail, an electronic message having program code deleting the e-mail.

8. A computer program product for selecting a backup contact entity, the computer program product comprising:

a computer readable storage medium and program instructions stored on the computer readable storage medium, the program instructions comprising;

program instructions to, prior to the sending of an electronic mail (e-mail), a first computer respond to a determination that an e-mail addresses of at least one second end user of a plurality of second end users has been added to an electronic mail (e-mail), by a first end user via the first computer, as a recipient for that electronic mail, by sending an electronic message to a second computer of the at least one second end user, wherein the e-mail addresses of the at least one second end user and the plurality of second end users are included in a ‘

To’

message header field of the e-mail during generation of the email;

program instructions to receive, by the first computer, a response to the electronic message, from the second computer, that includes a Boolean value from program code of the second computer, wherein the at least one second end user is associated with a configurable profile that designates a preferred backup third end user for the at least one second end user, wherein the preferred backup third end user is capable of both reading and responding to the email in place of the at least one second user;

program instructions for the first computer to determine if the at least one second user is available to respond to the e-mail based on the Boolean value;

program instructions to respond to a determination that i) the at least one second user is not available to respond to the email and that ii) the preferred backup third end user is available to respond to the email, by the first computer to querying a repository to return to contact information of the preferred backup third end user;

program instructions for the first computer to extract from the contact information returned, an email address of the preferred backup third end user;

program instructions for the first computer to add, to the ‘

To’

message header field of the e-mail, the email address of the preferred backup third end user such that the preferred backup third end user is included a recipient for the e-mail;

program instructions for the first computer to visually indicate, to the first end user, that the ‘

To’

message header field of the e-mail has been modified to include the email address of the preferred backup third end user;

program instructions for the first computer to send the e-mail to the plurality of second end users and the preferred backup third end user; and

program instructions for the first computer to respond to the e-mail being read by one of the plurality of second end users by deleting the e-mail from each inbox of the plurality of second end users and the preferred backup third end user that received but did not read the e-mail.

9. The computer program product of claim 8, wherein the metadata comprises the following:

a parameter indicating a ‘

To’

message header field of an e-mail is modified to include the one or more backup third end users selected by the first end-user, a parameter value for storing contact information of entities to whom the e-mail was subsequently forwarded, parameter values indicating which of the one or more backup third end users have or have not read the e-mail, a parameter value indicating whether the e-mail has been read by any of the second end users, and a list of the second end users included in the ‘

To’

message header field prior to the e-mail being modified.

10. The computer program product of claim 8, wherein the contact information includes a name, a job title, a phone number, and an e-mail address of each of the one or more backup third end users.

11. The computer program product of claim 8, wherein the program instructions for the first computer to extract comprises:

program instructions for the first computer to query the repository to return contact information for a plurality of potential backup third end users

program instructions for the first computer to send an additional electronic message to computers of the plurality of potential backup third end users associated with the contact information; and

program instructions for the first computer to, based on received responses to the additional electronic message, determine which of the one or more backup third end users are available to respond to the e-mail; and

program instructions for the first computer to present, for selection, a list of potential backup third end users that are available.

12. The computer program product of claim 11, wherein the additional electronic message is formatted and includes the following information:

an e-mail address of the first end-user, each e-mail address of the plurality of second end users, a string value that allows the additional electronic message to be recognized as an acknowledge message, and a randomly generated unique system identifier utilized to prevent a duplicate of the additional electronic message being sent to each of the plurality of second end users.

13. The computer program product of claim 11, wherein the program instructions for first computer to send the e-mail comprises:

program instructions to send the e-mail to the preferred backup third end user if no selection is received, wherein the configurable profile indicates that the preferred backup third end user is a default selection if no selection is received; and

program instructions to insert a notification within the e-mail if the preferred backup third end user is a manager, wherein the notification includes a history of prior attempts to obtain the contact information of one or more backup third end users to respond to the e-mail.

14. The computer program product of claim 8, wherein the program instructions for the first computer to delete the e-mail comprises sending, to computers of each of the one or more backup third end users that received but have not read the e-mail, an electronic message having program code deleting the e-mail.

15. A computer system for selecting a backup contact entity, the computer system comprising:

one or more processors, one or more computer readable memories, one or more computer readable storage media, and program instructions stored on the one or more storage media for execution by the one or more processors via the one or more memories, the program instructions comprising;

program instructions to, prior to the sending of an electronic mail (e-mail), a first computer respond to a determination that an e-mail addresses of at least one second end user of a plurality of second end users has been added to an electronic mail (e-mail), by a first end user via the first computer, as a recipient for that electronic mail, by sending an electronic message to a second computer of the at least one second end user, wherein the e-mail addresses of the at least one second end user and the plurality of second end users are included in a ‘

To’

message header field of the e-mail during generation of the email;

program instructions to receive, by the first computer, a response to the electronic message, from the second computer, that includes a Boolean value from program code of the second computer, wherein the at least one second end user is associated with a configurable profile that designates a preferred backup third end user for the at least one second end user, wherein the preferred backup third end user is capable of both reading and responding to the email in place of the at least one second user;

program instructions for the first computer to determine if the at least one second user is available to respond to the e-mail based on the Boolean value;

program instructions to respond to a determination that i) the at least one second user is not available to respond to the email and that ii) the preferred backup third end user is available to respond to the email, by the first computer to querying a repository to return to contact information of the preferred backup third end user;

program instructions for the first computer to extract from the contact information returned, an email address of the preferred backup third end user;

program instructions for the first computer to add, to the ‘

To’

message header field of the e-mail, the email address of the preferred backup third end user such that the preferred backup third end user is included a recipient for the e-mail;

program instructions for the first computer to visually indicate, to the first end user, that the ‘

To’

message header field of the e-mail has been modified to include the email address of the preferred backup third end user;

program instructions for the first computer to send the e-mail to the plurality of second end users and the preferred backup third end user; and

program instructions for the first computer to respond to the e-mail being read by one of the plurality of second end users by deleting the e-mail from each inbox of the plurality of second end users and the preferred backup third end user that received but did not read the e-mail.

16. The computer system of claim 15, wherein the metadata comprises the following:

a parameter indicating a ‘

To’

message header field of an e-mail is modified to include the one or more backup third end users selected by the first end-user, a parameter value for storing contact information of entities to whom the e-mail was subsequently forwarded, parameter values indicating which of the one or more backup third end users have or have not read the e-mail, a parameter value indicating whether the e-mail has been read by any of the second end users, and a list of the second end users included in the ‘

To’

message header field prior to the e-mail being modified.

17. The computer system of claim 15, wherein the contact information includes a name, a job title, a phone number, and an e-mail address of each of the one or more backup third end users.

18. The computer system of claim 15, wherein the program instructions for the first computer to extract comprises:

program instructions for the first computer to query the repository to return contact information for a plurality of potential backup third end users

program instructions for the first computer to send an additional electronic message to computers of the plurality of potential backup third end users associated with the contact information; and

program instructions for the first computer to, based on received responses to the additional electronic message, determine which of the one or more backup third end users are available to respond to the e-mail; and

program instructions for the first computer to present, for selection, a list of potential backup third end users that are available.

19. The computer system of claim 18, wherein the additional electronic message is formatted and includes the following information:

an e-mail address of the first end-user, each e-mail address of the plurality of second end users, a string value that allows the additional electronic message to be recognized as an acknowledge message, and a randomly generated unique system identifier utilized to prevent a duplicate of the additional electronic message being sent to each of the plurality of second end users.

20. The computer system of claim 15, wherein the program instructions for first computer to send the e-mail comprises:

program instructions to send the e-mail to the preferred backup third end user if no selection is received, wherein the configurable profile indicates that the preferred backup third end user is a default selection if no selection is received; and

program instructions to insert a notification within the e-mail if the preferred backup third end user is a manager, wherein the notification includes a history of prior attempts to obtain the contact information of one or more backup third end users to respond to the e-mail.

21. The computer system of claim 15, wherein the program instructions for the first computer to delete the e-mail comprises sending, to computers of each of the one or more backup third end users that received but have not read the e-mail, an electronic message having program code deleting the e-mail.