JP2019053372A - Electronic mail system and method for preventing erroneous transmission of mail - Google Patents

Abstract

To reduce an electronic mail transmission for which a destination and an affiliation are wrong.SOLUTION: An electric mail system, when a destination is selected by referring to transmission/reception history information stored in a mail transmission/reception history DB 11 of mail system information means 10, determines whether or not the selected destination is stored in a mail system destination list DB 13, determines whether or not a mail creation date is later than an affiliation change date stored in the mail system destination list DB 13, determines whether or not a destination of a created electronic mail is an initial transmission, determines whether or not the affiliation change date has passed over a prescribed period of time in the mail creation date, and issues warning if there is a possibility that the destination or an affiliation is different.SELECTED DRAWING: Figure 1

Description

  The present invention relates to an e-mail system and an e-mail mistransmission prevention method that can reduce erroneous transmission during e-mail transmission.

  In recent years, with the spread of electronic mail using an Internet line of a computer system, designation of a transmission destination is mistaken and the electronic mail is erroneously transmitted to an unintended third party. Also, when sending e-mails to company personnel, the e-mail address is assigned to the wrong e-mail address, and the e-mail address cannot be sent accidentally when sending e-mail to the first e-mail address. May be. It is also important to confirm the affiliation of an address when mailing to an unsent address for a long time.

  In addition, the following patent document is mentioned as a document in which the technique which prevents the erroneous transmission of an email is described. Japanese Patent Application Laid-Open No. 2004-151867 has a description that “a combination of a mail destination and an address is used to reduce a reduction in alerting power of a confirmation item due to an operation burden on a sender and habituation”. Japanese Patent Application Laid-Open No. 2004-228561 has a description that “if the transmission history to the transmission destination address cannot be acquired by the transmission history acquisition unit, a notification is sent that transmission to the transmission destination address is the first time”.

JP 2016-192134 A Japanese Patent Laid-Open No. 2006-126546

  The technique described in Patent Document 1 described above is effective in that a destination or address is evaluated by comparison with history information before transmission of an e-mail, and a warning can be given if there is a possibility of erroneous designation. The technique described in Patent Document 2 is limited to the effect that alerting for preventing erroneous transmission can be performed more efficiently.

  The present invention confirms the address affiliation by notifying information such as the change of address affiliation, sending to the first address, address not sent for a long time, etc. Accordingly, it is an object of the present invention to provide an electronic mail system and a mail erroneous transmission prevention method that reduce erroneous mail transmission.

  The electronic mail system and the mail erroneous transmission preventing method according to the present invention are such that when the electronic mail creator selects a destination by referring to the transmission / reception history information stored in the mail transmission / reception history database of the mail system information means, the selected destination is the mail system. Determining whether the email is stored in the destination list database, determining whether the affiliation change date stored in the mail system destination list database is earlier than the email creation date, and whether the email destination is the first transmission Judgment and whether or not the affiliation change date has passed a predetermined period or more from the e-mail creation date, and warns when the destination or affiliation may be different.

  The e-mail system and e-mail mistransmission prevention method according to the present invention provides information such as the change of address affiliation, the first address to the address, and the address that has not been sent for a long time when the e-mail address is specified. By notifying and confirming the affiliation of the address, erroneous mail transmission can be reduced.

1 is a diagram showing an overall configuration of an electronic mail system according to an embodiment of the present invention. It is a figure which shows the structural example of transmission frequency management DB classified by destination by a present Example. It is a figure which shows the mail destination list screen by this Example, and a mail destination detail screen example. It is a figure which shows the processing flow of mail erroneous transmission prevention by a present Example.

[Constitution]
An e-mail system 1 that realizes a method for preventing erroneous mail transmission according to an embodiment of the present invention includes a destination (mail recipient) designated by an e-mail created by a plurality of mail senders 5 under the control of a mail system administrator 6. 7 and is composed of the following elements. In the present application, “electronic mail” may be abbreviated as “mail”.

(A) Mail system information means 10:
This mail system information means 10 stores various types of information related to electronic mail in this system, and is composed of the following elements.
(1) Mail transmission / reception history DB (database) 11 for storing transmission / reception history of transmitted / received mail (TO / CC, BCC, title, text, attached file, etc. of transmission / reception mail).
(2) A personal destination list DB (database) 12 that stores a plurality of destinations (TO) for a plurality of mail senders 5.

(3) A mail system destination list DB (database) 13 that stores destination information including the affiliation and affiliation change date for each of a plurality of destinations set by the mail system administrator 6.
(4) A reflecting unit 15 that reflects the destination information stored in the mail system destination list DB 13 in the transmission / reception history stored in the mail transmission / reception history DB 11 and the destination stored in the personal destination list DB 12.

(B) Text creating means 30:
The body creation means 30 is an input means such as a keyboard for creating the body of the mail on the date of mail creation by the operation of the mail sender.

(C) Mail transmission / reception means 40:
The mail transmitting / receiving means 40 is means for transmitting the mail created by the text creating means 30 to a designated destination.

(D) E-mail erroneous transmission prevention means 20:
This mail mistransmission preventing means 20 includes a destination transmission count management DB (database) 130 for storing mail transmission count information for each destination, and the affiliation status of each destination personal name of the destination information stored in the mail system destination list DB 13. And a affiliation state and transmission count confirmation unit 110 for confirming the number of transmissions, and a confirmation result display / mail transmission setting unit 120 for displaying the confirmed affiliation state and transmission count as a warning with reference to the affiliation state and transmission count confirmation unit 110 Is provided.

  As shown in FIG. 2, the mail transmission frequency information for each address stored in the transmission frequency management DB 130 for each address is assigned to each individual address (individual name). ), The number of mail transmissions to the individual, and item information of the latest transmission date for the individual.

  As shown in FIG. 1, the confirmation result display / mail transmission setting unit 120 displays a mail destination detail screen 122 which is detailed screen information of a mail destination and a mail destination list screen 121 which is mail destination list information. And a mail transmission instruction unit 123 that transmits the destination list information to the mail transmission / reception means 40.

  As a display example of the mail destination list screen 121 displayed for warning in the confirmation result display / mail transmission setting unit 120, as shown on the left side of FIG. E-mail destination display screen example 311, e-mail destination display screen example 312 displaying the affiliation (to location, to long) of the confirmation items TO and BCC and the first address (first), and the confirmation items TO and BCC An e-mail destination display screen example 313 is displayed in a font color display (represented in italics in the figure). Thus, in the mail destination list screen 121, the sender is alerted by highlighting / displaying the affiliation of the address / coloring the character string that the sender particularly confirms in order to prevent erroneous transmission. it can.

  As shown on the right side of FIG. 3, the mail address detail screen 122 highlights the confirmation items TO and BCC with the font highlighted, and displays the items that need to be confirmed (for example, “• change affiliation yyyy as confirmation items). Mail address detail screen example 321 for displaying / mm / dd, etc.).

(E) Update means 50:
The updating unit 50 is an input unit such as a keyboard for the mail system administrator 6 to update the destination information stored in the mail system destination list DB 13.

(F) Address direct input means:
This direct address input means 60 is an input means such as a keyboard for the mail system manager 6 to input an email address using the erroneous email transmission prevention means 20.

  The electronic mail system 1 according to the present embodiment configured as described above manages the change of address affiliation, and when the address is designated, the address change of address, the first address, the long-time unsent address, etc. It is determined whether the address needs to be confirmed, and if it is necessary to confirm the affiliation, an erroneous mail transmission is prevented by checking the address list and address details.

[Operation]
The electronic mail system 1 according to the present embodiment configured as described above performs the steps shown in FIG. 4 to be described below, and when the mail sender 5 designates the destination, Judgment is made whether the address is the first address and the address that needs to be confirmed, such as an unsent address for a long period of time, and if it is necessary to confirm the affiliation, confirmation is made with the address list and address details to prevent erroneous mail transmission. .

[Basic operation when address is specified from history]
(1) Step S410 where the destination designation source information designated by the erroneous mail transmission preventing means 20 is confirmed and branched to each individual process. This individual processing is to specify a destination from the mail transmission / reception history, to specify a destination from the personal destination list, to specify a destination from the mail system destination list, or to specify by directly entering the destination. Is selected by the mail sender.

(2) Step S421 in which when the step S410 determines that the destination designation source information is designated from the past mail transmission / reception history, the past mail transmission / reception date is set as the confirmation date.
(3) Subsequent to step S421, step S430 is performed to check whether the designated destination exists in the mail system destination list DB 13.

  (4) When it is determined in step S430 that the designated destination exists in the mail system destination list DB 13, the confirmation date set in steps S421 and S422 is compared with the affiliation change date of the mail system destination list DB 13, and the confirmation date Step S440 for determining whether or not the date is before the affiliation change date.

  (5) If it is determined in step S440 that the confirmation date is before the affiliation change date (YES), whether the selected destination exists in the destination-specific transmission count management DB 130 (whether it is the first transmission / reception) and Step S450 for determining whether the affiliation is different even if it exists (whether it has been changed).

  (6) When it is determined in step S450 that the destination exists, a step of determining whether or not the confirmation date has passed for a predetermined period (for example, one year or more) compared to the affiliation change date of the mail system destination list DB 13 S460. This step S460 is a process for confirming the affiliation when the affiliation has been changed for a long time since the affiliation change confirmation date, and the affiliation is likely to be changed.

  (7) When it is determined in step S460 that a certain period of time has not passed since the affiliation change date and the affiliation has not been changed, the affiliation change / first time confirmed by the above-described processing on the mail destination list screen 121 and the mail destination detail screen 122 In step S470, a display for recognizing that confirmation is required is made for the first time after sending / affiliation change and for a long period of time, and mail sending is set when mail sending can be performed.

  The flow of each of the above steps includes confirmation that the destination selected from the past transmission history exists in the mail system destination list DB 13, confirmation that the past transmission / reception date is before the affiliation change date, and destination transmission by destination. This is a processing step when confirmation of registration in the number management DB 130 and confirmation that a predetermined period has not elapsed since the affiliation confirmation are performed, and any confirmation items are cleared.

[Initial operation when address is specified from personal address list]
(8) If it is determined in step S410 that individual processing for specifying a destination is specified from the personal destination list, a personal destination list creation date is set on the confirmation date, and the process proceeds to step S430.

[Initial operation when entering a destination directly]
(9) If it is determined in step S410 that individual processing for designating a destination by direct input is designated, direct input of the destination is accepted and an input date is set as a confirmation date (step S423).

(10) Step S425 for determining whether or not the destination input in Step S423 exists.
(11) When it is determined in step S425 that it is determined that a certain period has elapsed since the past transmission / reception date, and when it is determined that a certain period has elapsed, step S441 proceeds to step S450.

[Initial operation when a destination is selected from the mail system destination list DB 13]
(12) If it is determined in step S410 that the individual processing specified from the mail system destination list DB 13 is specified, a destination is selected from the mail system destination list DB 13 and a selection date is set as a confirmation date, and the step S441 is performed. Step S424 for shifting to step S424.

[Affiliation status judgment processing]
(13) When it is determined in step S440 that the confirmation date is after the affiliation change date (NO), or when it is determined in step S441 that a certain period has not elapsed, “affiliation change” is set as the affiliation state. Step S422 to set and move to step S450.

  (14) When it is determined in step S430 or step S425 that the destination does not exist in the mail system destination list DB 13, “unknown affiliation” is set as the affiliation state, and the process proceeds to step S460.

[First send / receive processing]
(15) Step S451 of setting the first transmission of the destination when it is determined in step S450 that the destination does not exist in the destination-specific transmission count management DB 130 (first transmission / reception).
(16) Step S452 in which the destination transmission information set for the first time in step S451 is registered in the destination-specific transmission count management DB 130, and the process proceeds to step S460.

  [First transmission / reception processing after affiliation change]

(17) Step S453 for setting the first time after the change of affiliation when it is determined that the affiliation registered in the destination-specific transmission count management DB 130 is different (changed) in Step S450.
(18) The transmission information of the destination set for the first time after the change of affiliation in step S453 is registered in the destination-specific transmission count management DB 130, and the process proceeds to step S460.

  [Long-term undelivered judgment processing]

  When it is determined in step S460 that the confirmation date has passed for a certain period of time compared to the affiliation change date of the mail system destination list DB 13, a long-term unsent message is set, and the process proceeds to step S470.

  The e-mail system and e-mail mistransmission prevention method according to the present embodiment was not able to cope with the change of the address affiliation or the e-mail address in the past, but when the e-mail address was specified, the address affiliation By notifying information such as the fact that the address has been changed, the first address delivery, and the address not sent for a long period of time, and confirming the address affiliation, erroneous mail transmission can be reduced.

  In other words, in the prior art, it is impossible to recognize that the affiliation of the destination has been changed, address specification by searching by personal name, address specification by diverting past sent / received mail, address specification from a personal address list, etc. Therefore, the confirmation of the affiliation of the destination is often not performed. In addition, a destination for sending mail for the first time or a destination for which mail has not been sent for a long period of time has a high possibility of specification error, and erroneous mail transmission occurs due to omission of confirmation of address affiliation.

  On the other hand, in this embodiment, when the mail address is specified, information such as the address affiliation changed to the mail creator, the first address, and the address that has not been sent for a long time is displayed. By notifying and confirming the affiliation of the address, erroneous mail transmission can be reduced.

1 e-mail system, 5 mail sender, 6 mail system administrator,
7 Address (mail recipient), 10 mail system information means,
11 Mail transmission / reception history DB, 12 Personal destination list DB
13 Mail system destination list DB, 130 Send count management DB by destination,
15 reflection section, 20 mail erroneous transmission prevention means, 30 text creation means,
40 mail transmission / reception means, 50 update means, 60 address direct input means,
110 Affiliation status and transmission count confirmation section, 120 Confirmation result display / mail transmission setting section,
121 mail address list screen, 122 mail address details screen,
123 mail transmission instruction part, 311 to 313 mail destination display screen example,
321 Email address details screen example

Claims (8)

Mail system information means for storing e-mail transmission / reception history information, destination information and mail system destination list information, destination direct input means for a mail system administrator to input the destination information, and storage in the mail system information means An update unit for a mail system administrator to update the address information, an email mistransmission prevention unit for preventing an erroneous transmission of an email, and an email for creating an email in which the email creator specifies an address A text creating means; a mail transmitting / receiving means for sending the email created by the mail text creating means to a specified destination;
An email system comprising:
The mail system information means is
A mail transmission / reception history database for storing transmission / reception history information of sent / received mails, a personal destination list database for storing a plurality of the destination information for each of a plurality of mail senders, and a plurality of destinations set by a mail system administrator A mail system destination list database that stores the destination information including affiliation and affiliation change date, and the destination information stored in the mail system destination list database is reflected in the transmission / reception history stored in the mail transmission / reception history database and the personal destination A reflection unit to be reflected in the destination stored in the list database,
The means for preventing erroneous email transmission is
Destination transmission count management database storing mail transmission count information for each destination, and affiliation status and transmission count confirmation for confirming the affiliation status and transmission count for each destination personal name of the destination information stored in the mail system destination list database And a confirmation result display / mail transmission setting unit for displaying the confirmed affiliation state and the number of transmissions with reference to the affiliation state and transmission number confirmation unit,
When the e-mail creator creates an e-mail on the e-mail creation date using the e-mail body creation means, and selects a destination with reference to the transmission / reception history information stored in the mail transmission / reception history database of the mail system information means ,
A first step of determining whether or not the selected destination is stored in the mail system destination list database;
A second step of warning the mail creator that the destination belongs is unknown when it is determined that the destination selected in the first step is not stored in the mail system destination list database;
Run an email system. The means for preventing erroneous email transmission is
A third step of determining whether the affiliation change date stored in the mail system destination list database is earlier than the mail creation date;
A fourth step of warning the mail creator that the affiliation of the destination has been changed when it is determined in the third step that the affiliation change date is earlier than the mail creation date;
The electronic mail system according to claim 1, wherein: The means for preventing erroneous email transmission is
A fifth step of determining whether or not the email transmission frequency information of the destination selected in the first step is stored in the destination-specific transmission frequency management database of the erroneous email transmission preventing unit;
When it is determined in the fifth step that the mail transmission count information is not stored in the destination-specific transmission count management database of the mail erroneous transmission prevention means, the mail creator is warned that the selected destination is the first transmission And a sixth step to
The electronic mail system according to claim 1 or 2, wherein the electronic mail system is executed. The means for preventing erroneous email transmission is
The mail creation date of the destination selected in the first step is compared with the affiliation change date of the mail system destination list database, and the period between the affiliation change date and the mail creation date has passed a predetermined period or more. A seventh step of determining whether or not,
An eighth step of warning the mail creator of the affiliation confirmation when it is determined in the seventh step that the period between the affiliation change date and the mail creation date has passed a predetermined period;
The electronic mail system according to any one of claims 1 to 3, wherein: Mail system information means for storing e-mail transmission / reception history information, destination information and mail system destination list information, destination direct input means for a mail system administrator to input the destination information, and storage in the mail system information means An update unit for a mail system administrator to update the address information, an email mistransmission prevention unit for preventing an erroneous transmission of an email, and an email for creating an email in which the email creator specifies an address A body creation means; and a mail transmission / reception means for sending the email created by the mail body creation means to a specified destination,
The mail system information means is
A mail transmission / reception history database for storing transmission / reception history information of sent / received mails, a personal destination list database for storing a plurality of the destination information for each of a plurality of mail senders, and a plurality of destinations set by a mail system administrator A mail system destination list database that stores the destination information including affiliation and affiliation change date, and the destination information stored in the mail system destination list database is reflected in the transmission / reception history stored in the mail transmission / reception history database and the personal destination A reflection unit to be reflected in the destination stored in the list database,
The means for preventing erroneous email transmission is
Destination transmission count management database storing mail transmission count information for each destination, and affiliation status and transmission count confirmation for confirming the affiliation status and transmission count for each destination personal name of the destination information stored in the mail system destination list database And a confirmation result display / mail transmission setting unit that displays the confirmed affiliation state and the number of transmissions with reference to the affiliation state and transmission number confirmation unit,
In the means for preventing erroneous email transmission,
The e-mail creator created an e-mail on the e-mail creation date using the e-mail body creation means, and the destination was selected with reference to the transmission / reception history information stored in the mail transmission / reception history database of the mail system information means When
A first step of determining whether or not the selected destination is stored in the mail system destination list database;
A second step of warning the mail creator that the destination belongs is unknown when it is determined that the destination selected in the first step is not stored in the mail system destination list database;
A method to prevent erroneous email transmission. In the means for preventing erroneous email transmission,
A third step of determining whether the affiliation change date stored in the mail system destination list database is earlier than the mail creation date;
A fourth step of warning the mail creator that the affiliation of the destination has been changed when it is determined in the third step that the affiliation change date is earlier than the mail creation date;
The method of preventing erroneous mail transmission according to claim 5, wherein: In the means for preventing erroneous email transmission,
A fifth step of determining whether or not the email transmission frequency information of the destination selected in the first step is stored in the destination-specific transmission frequency management database of the erroneous email transmission preventing unit;
When it is determined in the fifth step that the mail transmission count information is not stored in the destination-specific transmission count management database of the mail erroneous transmission prevention means, the mail creator is warned that the selected destination is the first transmission And a sixth step to
7. The method of preventing erroneous mail transmission according to claim 5 or 6, wherein: In the means for preventing erroneous email transmission,
The mail creation date of the destination selected in the first step is compared with the affiliation change date of the mail system destination list database, and the period between the affiliation change date and the mail creation date has passed a predetermined period or more. A seventh step of determining whether or not,
An eighth step of warning the mail creator of the affiliation confirmation when it is determined in the seventh step that the period between the affiliation change date and the mail creation date has passed a predetermined period;
The method of preventing erroneous mail transmission according to any one of claims 5 to 7.

Images