Multifunction Device Email Workflow Segmentation

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Solution Overview

Problem

Conventional multifunction machines have non-intuitive user interfaces that make it difficult for users to navigate and access email functionality, often requiring manual entry of destination email addresses and authentication processes, which can be cumbersome and insecure.

Innovation Solution

A multifunction communication system with a user interface that guides users through a logical progression of steps for email functions, including authentication with a username and password, and automatic sending of scanned documents to the user's email address, utilizing an address book and SMTP server for secure communication.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Adaptability or versatility

If conventional multifunction machines use traditional user interfaces with menu scrolling or touch screens, then the device can provide multiple functions, but the user interface becomes non-intuitive and difficult to navigate

Engineering Contradiction:

Improvemulti-function capabilityVSAvoiduser interface navigation

Core Design Contradiction:

Adaptability or versatilityVSEase of operation

Solution Approach 1:

The email sending process is divided into distinct sequential steps: user authentication, sender email entry, recipient email entry, and document attachment. Each step is presented separately on the display, allowing users to focus on one task at a time rather than navigating complex menus, thus improving ease of operation while maintaining multi-function capability

Inventive Principle:

Principle #1Segmentation

Solution Approach 2:

The system performs preliminary authentication by requiring users to enter their username and password before accessing email functionality. This preliminary action establishes user identity and permissions upfront, streamlining subsequent email sending operations and eliminating the need for repeated authentication during the email composition process

Inventive Principle:

Principle #10Preliminary action

2Reliability

If conventional email applications require authentication with user IDs and passwords, then individual identity security is provided, but accessing and utilizing email functionality becomes difficult

Engineering Contradiction:

Improveidentity securityVSAvoidemail functionality access

Core Design Contradiction:

ReliabilityVSEase of operation

Solution Approach 1:

Authentication is performed as a preliminary step before email functionality is accessed. Users enter their username and password once at the beginning, and the system maintains this authenticated state throughout the email sending process, providing security while eliminating repeated authentication requirements

Inventive Principle:

Principle #10Preliminary action

Solution Approach 2:

The system automatically manages the authenticated user's email address as the sender address throughout the email composition process. Once authenticated, the system self-services by automatically populating the sender field and maintaining user identity context, eliminating manual re-entry and simplifying the email sending workflow

Inventive Principle:

Principle #25Self-service

3Adaptability or versatility

If conventional multifunction machines require manual entry of entire destination email addresses, then email functionality can be provided, but the process becomes cumbersome

Engineering Contradiction:

Improveemail sending capabilityVSAvoidtime to send email

Core Design Contradiction:

Adaptability or versatilityVSLoss of time

Solution Approach 1:

The system extracts and stores the essential email address information during the authentication phase. When users send emails subsequently, only the recipient address needs to be entered rather than the entire email header information, significantly reducing the time and effort required for email sending while maintaining full email functionality

Inventive Principle:

Principle #2Taking out (Extraction)

4Adaptability or versatility

If user interfaces present an overload of options, then comprehensive functionality is available, but determining the appropriate task selection becomes difficult

Engineering Contradiction:

Improvefunctionality optionsVSAvoidtask selection

Core Design Contradiction:

Adaptability or versatilityVSEase of operation

Solution Approach 1:

The email sending functionality is segmented into a linear sequence of steps displayed one at a time on the interface. Users are presented with only the current step's requirements (authentication, then sender email, then recipient email, then attachment) rather than overwhelming them with all possible options simultaneously, making task selection intuitive while preserving comprehensive email functionality

Inventive Principle:

Principle #1Segmentation

Data Source

PatentUS7831665B2Electronic mail behavior with a multi-function machine

Publication Date: 2010.11.09 XEROX CORP

AI summary

In accordance with one aspect of the present exemplary embodiment, a multifunction communication system comprises a scanner and a multifunction device that processes data received from the scanner. The multifunction device comprises a user interface that allows a user to enter commands to configure at least one functional aspect of the multifunction device, wherein the user is presented with a logical progression of steps that inquire of the user information that is needed to complete an email function. An authentication component communicates with the user interface that requires a user to enter a valid username and password via the user interface to access specific functionality of the multifunction device. An email component facilitates sending one or more email messages that contain data received from the scanner. A receiving component that receives at least one email message from the multifunction device.