Scan-to-Mail System with Adaptive Link Attachment
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Solution Overview
Problem
Existing mechanisms for transmitting scanned image data from multifunction machines to client terminals, such as using FTP or SMB, face challenges like requiring extensive setup and corporate security restrictions, and may strain mail servers, while existing email-based solutions can result in incorrect notifications and access issues due to authentication limitations.
Innovation Solution
A system that determines whether to transmit an email with an attached file or a link to download the file based on transmission destination information, using an authentication server to manage user access and a mail server to handle mail transmission, allowing the multifunction machine to store image data and send a link or attachment accordingly.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If image data is transmitted by attaching the file to an electronic mail, then the user can obtain the image data easily, but the mail server is strained
Solution Approach 1:
The patent extracts the image data from the mail transmission process by providing a separate download mechanism. Instead of attaching the actual image file to the email, the system sends a notification email containing a download link, separating the notification function from the data transfer function and reducing mail server strain.
Solution Approach 2:
The patent introduces an intermediary download link mechanism between the mail server and the image data. The mail server only transmits lightweight notification emails with URLs, while the actual image data is served through a separate file access mechanism, reducing the burden on the mail server.
2Reliability
If a notification is transmitted to the user who logged in to the multifunction machine, then the notification can be sent, but the user who cannot log in cannot obtain the image data
Solution Approach 1:
The patent segments the user identification process by separating the login authentication from the image data access. The notification email contains a download link that can be accessed without requiring the recipient to log in to the multifunction machine, allowing different users to access the data through different mechanisms.
Solution Approach 2:
Instead of requiring the user to log in to the multifunction machine to access their image data, the patent inverts the approach by providing a download link in the notification email that allows direct access without login, enabling users who cannot log in to still obtain their data.
3Productivity
If FTP or SMB is used for transmitting image data, then the transmission can be performed, but extensive setup and security restrictions are required
Solution Approach 1:
The patent implements a self-service mechanism where the multifunction machine automatically generates and sends notification emails with download links after scanning. This eliminates the need for manual FTP or SMB setup, as the system automatically handles the file transfer process through email notifications and automated file serving.
Data Source
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AI summary
In an information processing apparatus which can transmit an electronic mail, transmission destination information of the electronic mail is obtained; it is judged based on the obtained transmission destination information whether to attach an electronic file to the electronic mail or describe link information for downloading the electronic file in the electronic mail; and the electronic mail to which the electronic file has been attached or the electronic mail in which the link information for downloading the electronic file has been described is transmitted based on a result of the judgment.