Email Attachment Change Tracking via Tagging and Interception
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Solution Overview
Problem
Current document collaboration software is inefficient for tracking changes in documents exchanged via email, requiring users to designate authors and install specific software, which is time-consuming and impractical for frequent document exchanges.
Innovation Solution
A compare service that monitors and tags outgoing emails, intercepts incoming emails, and generates reports on changes by comparing tagged files, providing visual indicators of changes within the email application.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Measurement precision
If document collaboration software is used to track changes in exchanged documents, then change tracking capability is improved, but device complexity and ease of operation deteriorate due to requiring software installation and author designation
Solution Approach 1:
The patent extracts the change tracking functionality from complex document collaboration software and implements it directly within the email system. The email server intercepts emails, compares attachments against stored versions, and automatically generates change reports, eliminating the need for separate collaboration software installation while maintaining change tracking capability
Solution Approach 2:
The email system is enhanced to perform multiple functions: not only sending and receiving emails but also automatically tracking document changes, comparing versions, and generating change reports. This multi-functionality eliminates the need for separate document collaboration tools while maintaining change tracking capabilities
2Measurement precision
If document collaboration software is used for change tracking, then change detection accuracy is improved, but ease of operation worsens due to requiring author designation and software setup
Solution Approach 1:
The system performs change tracking automatically without requiring user intervention for author designation or software configuration. The email server automatically intercepts emails, identifies attachments, compares them with stored versions, and generates change reports, making the process self-service and eliminating setup effort while maintaining detection accuracy
Solution Approach 2:
The system performs preliminary actions by automatically storing copies of sent email attachments and establishing comparison baselines before receiving replies. This preliminary preparation enables accurate change detection when emails are exchanged without requiring any setup work from users
3Ease of operation
If traditional document exchange without monitoring is used, then ease of operation is improved, but loss of information worsens as users cannot track changes in exchanged documents
Solution Approach 1:
The system implements automatic feedback by comparing received email attachments with previously stored versions and generating change reports that are sent back to users. This feedback mechanism provides change information automatically without complicating the document exchange process, maintaining simplicity while preventing information loss
Solution Approach 2:
The email server acts as an intermediary that automatically compares document versions and generates change reports. This intermediary function provides change tracking information without requiring users to manually track changes, maintaining ease of operation while preventing loss of change information
4Reliability
If document collaboration software is deployed for frequent document exchanges, then change tracking reliability is improved, but productivity deteriorates due to time-consuming setup and author designation
Solution Approach 1:
The system automatically performs change tracking without requiring user setup or author designation, making it suitable for frequent document exchanges. The email server autonomously intercepts emails, compares attachments, and generates reports, maintaining reliability while eliminating time-consuming setup steps that would reduce productivity
Solution Approach 2:
The system performs preliminary actions by automatically storing baseline versions of documents before exchanges occur. This preliminary preparation enables reliable change tracking for frequent exchanges without requiring repeated setup, thereby maintaining both reliability and productivity
Data Source
AI summary
Disclosed herein are methods and systems for monitoring and detecting changes in files attached to incoming emails. In one embodiment, if files are attached to an outgoing email, the change service uniquely tags each of the attached files and optionally stores local or remote copies of the tagged files. Additionally, in embodiments, the change service monitors and intercepts incoming emails. If files are attached to an incoming email, the change service identifies whether the files are tagged in a manner unique to the compare service. The change service then matches uniquely tagged files in the incoming email to corresponding files previously tagged by the change service. The change service then compares the two documents and generates reports that identify changes in the received document in relation to the transmitted document. Further, in embodiments, the change service provides visual indicators of the changes within the email application.