Shared Mailbox Email Segmentation and Real-Time Routing
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Solution Overview
Problem
The increasing volume of emails, including both important and junk messages, leads to email overload, making it difficult for users to identify and manage priority emails efficiently, especially in business settings where productivity is hampered by interruptions and the need to organize and coordinate large volumes of communications.
Innovation Solution
A computer-implemented method and system that creates a shared mailbox with client accounts, allowing real-time monitoring and organization of emails across an institution, parsing incoming emails based on attributes like sender, recipient, and content, and assigning them to sections within a client application, with the option to create annotations, tasks, and deadlines, thereby streamlining email management and reducing interruptions.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Volume of stationary object
If emails are stored in a single mailbox by default, then storage capacity is maximized, but email organization and retrieval efficiency deteriorates
Solution Approach 1:
The patent segments the single mailbox into multiple virtual folders organized by client accounts. Each client account receives its own dedicated folder structure, automatically dividing the email stream without requiring physical separation. This allows all emails to remain in one storage location while being logically organized into client-specific segments for efficient retrieval and management.
2Ease of operation
If manual folder rules are created to organize emails, then email organization capability is improved, but time consumption and operational complexity increases
Solution Approach 1:
The system implements self-service email organization by automatically analyzing incoming emails and routing them to the appropriate client account folders based on sender identification and email content. The system performs the organization task autonomously without requiring user intervention to create rules or manually sort emails, thereby eliminating the time consumption associated with manual organization while maintaining high organization capability.
3Reliability
If all incoming emails are monitored and processed, then comprehensive email management is achieved, but system resource consumption and processing time increases
Solution Approach 1:
The patent extracts and processes only the essential identifying information from incoming emails (sender address, client account identifiers) to determine routing destination. Rather than analyzing the complete email content for every message, the system extracts minimal necessary data to perform accurate routing, thereby achieving comprehensive email management while reducing system resource consumption and improving processing efficiency.
Data Source
AI summary
The present invention relates to methods and systems for managing and organizing the emails. The method performed by an application server includes creating a shared mailbox including client accounts based at least receipt of user inputs through a client application from at least one user of an institution. The method includes monitoring mailboxes of the users in real-time for determining at least incoming emails from client users in the mailboxes. The method includes determining a client account based on parsing an incoming email received in the mailboxes of a user. The method further includes assigning the incoming email to a section in the client account based on a sharing option defined for the client account. The method includes transmitting a real-time notification to the user upon assigning the incoming email to the section, thereby indicating occurrence of an activity pertaining to the incoming email in the client account.