System and method for controlling email propagation

A system and method for controlling the propagation of an email message includes defining at least a first email recipient and a second email recipient of the email message. A first email propagation policy associated with at least the first email recipient is defined, and a second email propagation policy associated with at least the second email recipient is defined. The email message is sent to the first email recipient and to the second email recipient.

TECHNICAL FIELD

This disclosure relates to email communications and, more particularly, to systems and methods for controlling the propagation or forwarding of email messages.

BACKGROUND

Generally, once an email message is sent to a recipient, the recipient is free to forward the email message to any number of subsequent recipients. That is, a recipient of an email message generally has an unlimited ability to forward or redistribute the received email message. The unrestricted ability to forward or retransmit email messages may be a serious problem, especially when handling confidential or sensitive information, such as marketing strategies, financial information, or personal information.

The available mechanisms for controlling the forwarding of email messages is relatively limited. An email sender may include the desired recipients in the to, cc, or bcc addressable fields, trusting that any of the intended recipients of the email will exercise the appropriate discretion and not forward the email message to any other users. This mechanism requires a high level of trust between the sender and the intended recipients.

Other options for controlling the forwarding of email messages include the use of “do not forward” flags, which may prevent any of the email recipients of a particular email message from forwarding the email message. While this mechanism may prevent all forwarding of the email message it may, at times, prove overly restrictive and cumbersome. For example, a manager may send email instructions or information to a supervisor with an active “do not forward” flag. The supervisor would then be prevented from forwarding the email to members of the supervisor's team, who may actually carry out the instructions, without requesting permission from the manager.

Another mechanism for controlling the downstream distribution of email messages is an “enterprise confidentiality flag.” The “enterprise confidentiality flag” may allow unlimited forwarding of an email message within a company, while preventing the email message from being forwarded to recipients outside of the enterprise. In various situations, the “enterprise confidentiality flag” may prove to be overly restrictive and in other situations it may prove to be too permissive. For example, the “enterprise confidentiality flag” may complicate cooperative activities between two separate companies, e.g., by preventing emails sent with an active “enterprise confidentiality flag” from being forwarded to recipients in the cooperating company. Furthermore, while the “enterprise confidentiality flag” may prevent an email message from being forwarded to recipients outside of the company, the email message may still be freely forwarded to any recipient within the company.

SUMMARY OF THE DISCLOSURE

In a first implementation, a method includes defining at least a first email recipient and a second email recipient of an email message. A first email propagation policy is defined and associated with at least the first email recipient, and a second email propagation policy is defined and associated with at least the second email recipient. The email message is sent to the first email recipient and to the second email recipient.

One or more of the following features may be included. The first email propagation policy and the second email propagation policy may be permanently associated with the email message. The first email propagation policy may allow the first email recipient to forward the email message.

The second email propagation policy may prevent the second email recipient from forwarding the email message. Additionally, the second email propagation policy may define a set of subsequent recipients to whom the second email recipient can forward the email message. The second email propagation policy may additionally/alternatively define a time period during which the email message can be forwarded. Similarly, the second email propagation policy may limit the number of times the email message can be forwarded. The second email propagation policy may prevent the second email recipient from copying the email.

The method may include notifying at least one of the first email recipient and the second email recipient of the first email propagation policy and/or the second email propagation policy. The method may also include tracking an attempted violation of the second email propagation policy.

According to another implementation, a computer program product resides on a computer readable medium having a plurality of instructions stored thereon. When executed by a processor, the instructions may cause the processor to perform operations including defining at least a first email recipient and a second email recipient of an email message. A first email propagation policy may be defined and associated with at least the first email recipient, and a second email propagation policy may be defined and associated with at least the second email recipient. The email message may be sent to the first email recipient and to the second email recipient.

One or more of the following features may be included. Instructions for permanently associating the first email propagation policy and the second email propagation policy with the email message may be included. The first email propagation policy may allow the first email recipient to forward the email message.

The second email propagation policy may prevent the second email recipient from forwarding the email message. The second email propagation policy may define a set of subsequent recipients to whom the second email recipient can forward the email message. The second email propagation policy may define a time period during which the email message can be forwarded. The second email propagation policy may limit the number of times the email message can be forwarded. Still further, the second email propagation policy may prevent the second email recipient from copying the email.

The computer program product may include instructions for notifying at least one of the first email recipient and the second email recipient of the first email propagation policy and/or the second email propagation policy. The computer program product may also include instructions for tracking an attempted violation of the second email propagation policy.

DETAILED DESCRIPTION

Referring toFIG. 1, there is shown email propagation process10that may reside on and may be executed by server computer12, which may be connected to network14(e.g., the Internet or a local area network). Examples of server computer12may include, but are not limited to: a personal computer, a server computer, a series of server computers, a mini computer, and a mainframe computer. Server computer12may be a web server (or a series of servers) running a network operating system, examples of which may include but are not limited to: Microsoft Windows XP Server™; Novell Netware™; or Redhat Linux™, for example. Alternatively, email propagation process may reside on a client electronic device, such as a personal computer, notebook computer, personal digital assistant, or the like. As will be discussed below in greater detail, email propagation process10may allow an email sender to define different email propagation policies for different email recipients of an email message.

The instruction sets and subroutines of data sharing process10, which may be stored on storage device16coupled to server computer12, may be executed by one or more processors (not shown) and one or more memory architectures (not shown) incorporated into server computer12. Storage device16may include but is not limited to: a hard disk drive; a tape drive; an optical drive; a RAID array; a random access memory (RAM); and a read-only memory (ROM).

Server computer12may execute a web server application, examples of which may include but are not limited to: Microsoft IIS™, Novell Webserver™, or Apache Webserver™, that allows for HTTP (i.e., HyperText Transfer Protocol) access to server computer12via network14. Network14may be connected to one or more secondary networks (e.g., network18), examples of which may include but are not limited to: a local area network; a wide area network; or an intranet, for example.

Server computer12may execute email server application20, examples of which may include but are not limited to Lotus Domino™ Server and Microsoft Exchange™ Server. Mail server application20may be a mail transfer agent that may store and route email to one or more email client applications22,24,26,28, examples of which may include but are not limited to Lotus Notes™ and Microsoft Outlook™. Email propagation process10may be a stand alone application that interfaces with email server application20or an applet/application that is executed within email server application20.

The instruction sets and subroutines of email server application20, which may be stored on storage device16coupled to server computer12may be executed by one or more processors (not shown) and one or more memory architectures (not shown) incorporated into server computer12.

In addition/as an alternative to being a server-based application residing on server computer12, the email propagation process may be a client-side application residing on one or more client electronic devices38,40,42,44(e.g., stored on storage devices30,32,34,36, respectively). As a client-side application, email propagation process may, e.g., be a stand alone application, interface with an email client application, or may be an applet/application that is executed within email client application. Accordingly, email propagation process may be a server-based process, a client-side process and/or may be a hybrid client-side/server-based process, which may be executed, in whole or in part, by email client application and by email server application.

The instruction sets and subroutines of email client applications22,24,26,28, which may be stored on storage devices30,32,34,36(respectively) coupled to client electronic devices38,40,42,44(respectively), may be executed by one or more processors (not shown) and one or more memory architectures (not shown) incorporated into client electronic devices38,40,42,44(respectively). Storage devices30,32,34,36may include but are not limited to: hard disk drives; tape drives; optical drives; RAID arrays; random access memories (RAM); read-only memories (ROM), compact flash (CF) storage devices, secure digital (SD) storage devices, and a memory stick storage devices. Examples of computing devices38,40,42,44may include, but are not limited to, personal computer38, laptop computer40, personal digital assistant42, notebook computer44, a data-enabled, cellular telephone (not shown), and a dedicated network device (not shown), for example. Using email client applications22,24,26,28, users46,48,50,52may access email server application20and may send, retrieve and/or organize email messages.

Users46,48,50,52may access email server application20directly through the device on which the email client application (e.g., email client applications22,24,26,28) is executed, namely client electronic devices38,40,42,44, for example. Users46,48,50,52may access email server application20directly through network14or through secondary network18. Further, server computer12(i.e., the computer that executes email server application20) may be connected to network14through secondary network18, as illustrated with phantom link line54.

Client electronic devices38,40,42,44may each execute an operating system, examples of which may include but are not limited to Microsoft Windows™, Microsoft Windows CE™, Redhat Linux™, or a custom operating system.

Email Propagation Policy Process

Referring also toFIG. 2, email propagation process10may allow a user to create100an email message. In creating the email, email propagation process10may allow the user to define102at least a first email recipient, and to define104at least a second email recipient of the email message. Once the first email recipient has been defined102, the user may be allowed to define104a first email propagation policy associated with the first email recipient. Similarly, once the second email recipient has been defined104, the user may be allowed to define108a second email propagation policy associated with the second email recipient. Email propagation process10may also allow the user to send110the email message to the first email recipient and to the second email recipient.

Referring also toFIG. 3, user46may, for example, create100an email using email client application22. To create100the email, email client application22may render new email template150, which may include, but is not limited to, recipient fields (e.g., “to” field152, “cc” field154, “bcc” field; not shown), subject field156, as well as message body block158. User46may define102,104recipients of the email message in one or more of “to” field152and “cc” field154. Recipients of the email message may be defined102,104in various ways. For example, user46may select one of the recipient fields (e.g., “to” field152or “cc” field154) by positioning onscreen pointer160in the field using a pointing device (e.g., mouse; not shown) and clicking. User46may then type the email address(es) of the intended recipients in one of the recipient fields. Alternatively, user46may define102,104recipients of the email message, e.g., using a contacts list, or similar directory. For the particular example shown inFIG. 1, user46may define102,106users48,50,52as recipients of the email message by placing their email addresses (namely: user48; user50; and user52) in recipient fields (i.e., in “to” field152, and “cc” field154).

Once user46has defined102,104email recipients of the email message, user46may define email propagation policies for the various email recipients (user48, user50, user52). For example, user46may define106a first email propagation policy for user48, and may define108a second email propagation policy for user50. In general, the email propagation policies may determine and/or influence the usage of the email message by the recipients. For example, the email propagation policies may affect a recipient's ability to forward the email to subsequent recipients, to copy the email, and so forth. The email propagation policies established by the email sender may be embedded in the email, e.g., and be permanently associated112with the email message. As such, on any attempts by an original, or subsequent, email recipient to forward, copy, or perform other actions relative to the email, the email propagation policies may be enforced by the email application or system.

Continuing with the above-stated example, user46may define106one or more email propagation policies associated with one of the email recipients, e.g., user48. The email propagation policy may be defined106for, and associated with, user48in various ways. For example, and with reference also toFIG. 4, user46may position onscreen pointer160on the email address of user48using a pointing device (e.g., a mouse; not shown) and may “right click” resulting in email propagation process10rendering email propagation policy popup menu162. Popup menu162may define a plurality of available email propagation policies including, but not limited to, “forward”, “do not forward”, “limited forward”, “copy”, “do not copy”, “hide”, and “notify”, for example. User46may select (e.g., using onscreen pointer160controlled by a pointing device, such as a mouse; not shown) one or more of the defined email propagation policies from popup menu162be associated with email recipient user48. For example, user46may select “forward” from popup menu162, allowing user48to forward the email message to subsequent email recipients.

Continuing with the above-stated example, user46may similarly define108one or more email propagation policies associated with another of the email recipients, e.g., user50. An email propagation policy defined108for, and associated with, user50may be the same as or different than the email propagation policy associated with user48. As described above, user46may position onscreen pointer160on the email address of user50and “right click”, resulting in email propagation process10rendering email propagation policy popup menu162. User46may select one or more desired email propagation policies from popup menu162.

User46may select (e.g., using onscreen pointer160controlled by a pointing device, such as a mouse; not shown) “do not forward” from popup menu162. Selecting “do not forward” may define108the email propagation policy for email recipient user50as a prohibition on forwarding the email message. In such an example, while user48may be able to forward the email message to subsequent email recipients, user50may be prohibited from forwarding the email to others.

Referring also toFIG. 6, user46may select “limited forward” from popup menu162, e.g., to define108an email propagation policy associated with user50including a restriction on forwarding of the email message to subsequent email recipients that may be less than a total prohibition on forwarding. As shown, selecting “limited forward” from popup menu162may result in email propagation policy process10rendering popup submenu164, which may define a plurality of limited forward email propagation policy options. Limited forward email propagation policy options may include, but are not limited to, limited forwarding rights based, at least in part, upon “recipients”, “incidents” and “time”, for example. User46may select “recipients” from popup submenu164to define108an email propagation policy associated with email recipient user50that may limit user50's rights to forward the email message to a defined set of subsequent email recipients. For example, user46may define one or more specific recipients to whom user50may subsequently forward the email message. For example, selecting “recipients” in popup submenu164may render a recipients popup menu (not shown) in which user46may define the recipients to whom user50may forward the email message.

User46may define specific individual subsequent recipients for subsequent forwarding (e.g., by inputting the subsequent recipients' email addresses). Additionally/alternatively, user46may generally define the subsequent recipients based on inclusion in an established email group, domain, country, or the like. For example, email recipient user50may be part of the development team. User46may define the subsequent recipients as being members of the development team, allowing user50to forward the email message to all members of the development team. The members of the development team may change over time, resulting in updating of the email group of the development team. User50may, based on the email propagation policy, for example forward the email to later added members of the development team. Various other schemes for defining email recipients to whom the email message may be forwarded may also be used.

As mentioned, defining the subsequent recipients for subsequent forwarding may include defining the subsequent recipients based on inclusion in an established email group, domain, country, or the like. The inclusion of subsequent recipients in an established email group may be indicated by reference to a user registry, e.g., a corporate directory, a shared email contact directory, or the like. For example, user46may define the subsequent recipients as members of department XYZ, the members of which are listed in a corporate directory. As such, the set of subsequent recipients may be dynamically generated. The dynamically generated set of allowed subsequent recipients may reflect the current members of department XYZ, accounting for any personnel changes that may have occurred since the set of subsequent recipients was defined.

Defining the subsequent recipients for subsequent forwarding may include the use of wild cards on domains. For example, user46may define the set of subsequent recipients as “*.us.ibm.com”. As such, the email may be subsequently forwarded to any person in IBM USA. Similarly, user46may define the set of subsequent recipients as “*.edu”. In this situation, the email may be forwarded to any person having an email address associated with a university or college. Similar wild card usage may be employed to restrict subsequent forwarding of the email address by country, or the like.

In addition to defining recipients for subsequent forwarding, user46may define the number of forwarding incidents (e.g., the number of times the email message may be forwarded). For example, user46may select “incidents” in popup submenu164. Selecting “incidents” in popup submenu164may result in email propagation policy process10rendering an additional popup (not shown), in which user46may input (e.g., using a keyboard) the number of permitted forwarding incidents, or may select the number of permitted forwarding incidents, e.g., from a rendered list.

The defined number of forwarding incidents may define the total number of time that user50may forward the email message and/or may define the total number of time the email message received by user50may be forwarded. For example, if the number of forwarding incidents is defined as four, in one embodiment user50may forward the email message to four separate subsequent recipients, who may or may not be permitted to forward the email message, depending upon configuration. In another example, with a defined number of forwarding incidents set to four, user50may forward the email message to one or more subsequent recipients, who may, in turn, forward the email message to one or more additional subsequent recipients, e.g., for a total of four rounds of forwarding. In such an embodiment, while the email message may be distributed to a limited degree, the overall proliferation of the email message may be controlled or limited. Various combinations of the defined number of forwarding incidents may also be utilized.

The limited forwarding email propagation policy defined108by user46and associated with user50may establish a time frame during which the email message may be forwarded. Still continuing with the above-stated example, user46may select “time” in popup submenu164, which may result in, for example, an additional popup (not shown) or the like being rendered by email propagation policy process10. User46may be allowed to define a time period during which the email sent110to user50may be forwarded. For example, user46may set a time period of one week. User50may forward the email message for a period of one week, after which user50may be prevented from forwarding the email message. In a particular embodiment, any subsequent recipients of the email message forwarded from user50may subsequently forward the email message during the one week period. After the time period for forwarding the email message has expired, any subsequent email recipients who received the email message forwarded, directly or indirectly, from user50may be prevented from subsequently forwarding the email message.

The defined108email propagation policy associated with the second email recipient may prevent the second email recipient from copying the email. For example, user46may select “do not copy” in popup menu162. In this example, the defined108email propagation policy associated with user50may prevent user50from copying the email message and/or portions of the email message. User50may be permitted to forward the email message to subsequent recipients.

The sender of the email may define106,108one or more email propagation policies that may delegate the ability to edit the one or more email propagation policies and/or add additional email propagation policies. For example, user46may send an email to users50,52. User46may define106an email propagation policy associated with user50that restricts any subsequent propagation by user50. User46may define108an email propagation policy associated with user52that delegates the ability to add or edit the email propagation policies. As such, user52may edit the email propagation policy associated with user50, e.g., to allow user50to forward the email to a defined subsequent recipient, or other such modification.

While various email propagation policies have been separately discussed, the sender of the email may define106,108one or more email propagation policy associated with defined102,104email recipients. For example, user46may define108email propagation policies associated with email recipient user50including “do not forward” and “do not copy”. In this example, not only would user50be prevented from forwarding the email message, user50may also be prevented from copying the email message. Various other combinations of email propagation polices may be defined104,106for various ones of the defined102,104email recipients.

As discussed above, user46may have defined106an email propagation policy associated with email recipient user48, which may be different than the defined108email propagation policy associated with user50. As such different email propagation policies may be defined for various different email recipients. For example, while limitations may be placed on the ability of user50to forward the email message and/or to copy the email message, the defined106email propagation policy associated with user48may allow user48to freely forward and/or copy the email message. Additionally/alternatively, restrictions may be placed on forwarding and/or copying of the email message by user48that may be, at least in part, different from those placed on forwarding and/or copying of the email message by user50.

As discussed above, once user46has defined102,104one or more email recipients of the email message, and had defined106,108email propagation policies for the one or more email recipients, user46may send the email message to the defined email recipients. For example, in a conventional manner, user46may select “send” button166associated with email template150.

Email propagation policy process10may notify114one or more of the email recipients of the email propagation policy defined106,108for, and associated with, the one or more email recipients. For example, the email message received by an email recipient may include a caption indicating the email propagation policy, such as “email message cannot be forwarded”, or other applicable notice. Email propagation policy process10may always notify114an email message recipient of any relevant email propagation policy. Alternatively, email propagation policy process10may allow the sender of the email message to selectively notify the recipient of any applicable email propagation policy. Continuing with the above-stated example, when user46defines108an email propagation policy associated with user50, user46may choose to notify114user50of the email propagation policy, or may choose to hide the email propagation policy (i.e., not notify user50). For example, when user46defines108the email propagation policy, user46may select “hide” or “notify” in popup menu16, respectively hiding the email propagation policy from user50, or notifying user50of the associated email propagation policy.

Email propagation policy process10may also track116any attempted violations of a defined106,108email propagation policy. For example, user46may define108an email propagation policy associated with email recipient user50that may prohibit user50from forwarding the email message. Despite the email propagation policy prohibiting user50from forwarding the email message, user50may, nonetheless, attempt to forward the email message. While the email propagation policy may prevent the email message from being forwarded, email propagation policy process10may track116the attempted violation. Tracking116the attempted violation of the email propagation policy may include, for example, keeping a record (e.g., in a database or the like) of the attempted violation and the user (e.g., user50) who attempted to violate the email propagation policy. Tracking116the attempted violation of the email propagation policy may include notifying118the sender of the email message (e.g., user46) of the attempted violation. For example, an attempted violation of the email propagation policy may result in email propagation policy process10sending a notice (e.g., an email, instant message, text message, or the like) to user46. As such, user46may be made aware of the attempted violation of the email propagation policy.