Patent Abstract:
A method for interactively communicating with regard to a statement in e-mail form including a tag and a link. The statement is communicated from a first computer to a second via a network. The first computer is operated by the statement provider and the second is operated by a clerk associated with the statement receiver. A client software is provided to the second computer automatically based on said tag being present in the statement. An instant messaging session between the second computer and a third computer is employed based on selective link activation by the clerk. The third computer (potentially the same as the first) is operated by a service representative associated with the provider.

Full Description:
BACKGROUND OF INVENTION 
     1. Technical Field 
     The present invention relates generally to communication of and about electronic document forms of statements and reports, and more particularly to providing such documents by e-mail with integrated capability to respond by instant messaging or chat session. 
     2. Background Art 
     Conventionally, documents used as statements and reports (collectively “statements” herein) are prepared on paper and include data stating like monthly billings, lab results, etc. Such statements are prepared by enterprises acting as vendors of goods or services, or by organizations that need to regularly communicate with their clients on standard matters. Conversely, the statements are intended for other enterprises or organizations acting as goods or services customers, or as clients that receive regular, detail intensive communications on standard matters. 
     Of particular present interest are how statements are then sent from the preparing parties to the receiving parties, and then how these parties handle follow up communications. Traditionally, the statements are sent via a conventional postal or courier service. Of course, as is well known, this is a notoriously slow, serial, and is an expensive process, and it becomes particularly so whenever a receiving party has to follow up with a providing party on details or issues in the statement. That very common situation may require drafting a letter and sending it by mail or courier back to the providing party. Alternately, the receiving party can try to reach the providing party by telephone, with a high attendant likelihood that the provider&#39;s best suited representative for handling the matter will be unavailable, or not have a copy of the statement or other information readily available to address the questions being raised. 
     Despite the advent and growing availability of e-mail, simple follow up transactions regarding statements can still take days. In fact, trying to follow up via e-mail can be worse, since it tends to be addressed to individuals rather than to roles or departments, i.e., not to entities like an Accounting Clerk or a Dept. Thus, even if an original statement includes a contact e-mail address, it may be for a person who is on vacation, or who has left the organization, or who has such a work load that it is days before they can sort through their e-mail and delegate matters. 
     For example, if a conventional statement is a bill in which merely one item requires clarification, resolving that is likely to require a protracted dialog that can be expected to substantially delay payment. Pragmatically, it is the very nature of the information in statements to require such clarification or correction and, continuing with billing as just our example, that is why enterprises and organizations today are still compelled to set payment terms of at least 30 days, and to then often see considerable delay beyond that despite whatever early payment incentives they may provide. 
     Another example of a problem for statement providers is the cost of fielding telesales support. Supporting customers via phone is a notoriously expensive proposition. These calls are measured in time and most of the time spent on the phone is merely navigating to the “right” representative and then getting the basic information from the client such that both parties are talking about the same thing, i.e., establishing the same context. Efforts to date to migrate such support to e-mail has also, by in large, been a failure. When a customer has a problem they usually want to handle it immediately, or at least in a relatively short time period. An aspect of the problem here is that there presently is no assurance that an e-mail will be responded to, in short order or ever. Even when providers implement e-mail support that is highly responsive, they often find that their customers still opt to communicate by telephone. 
     It follows that what is needed is an improved system to communicate statements and to then conduct further communications about them. 
     SUMMARY OF INVENTION 
     Accordingly, it is an object of the present invention to provide an improved system to communicate statements and to then conduct further communications about them. 
     Briefly, one preferred embodiment of the present invention is a method for interactively communicating with regard to a statement. The statement is prepared, in e-mail form and including a tag and a link, at a first computer system operated by a provider of the statement. The statement is then communicated from the first computer system to a second computer system via a network. The second computer system is operated by a clerk associated with a receiver of the statement. A client software is provided to the second computer system automatically, based on the tag being present in the statement. An instant messaging session is then employed between the second computer system of the clerk and a third computer system, based on the clerk selectively activating the link. The third computer system is operated by a service representative associated with the provider (and may potentially be the same as the first computer system). 
     Briefly, another preferred embodiment of the present invention is a method for constructing an interactive statement. An e-mail is prepared, including data regarding the subject matter of the statement, at a first computer system operated by a provider of the statement. A tag is included in the e-mail, wherein the tag is suitable for providing an instant messaging client software in a second computer system operated by a clerk associated with a receiver of the statement. A link is also included in the e-mail, one suitable for selective activation of the client software by the clerk to employ an instant messaging session with a third computer system (potentially the same one as the first computer system) operated by a service representative associated with the provider. 
     Briefly, another preferred embodiment of the present invention is a method for interactively communicating about a statement. The statement, including a tag and a link, is received at a first computer system operated by a clerk associated with a receiver of the statement. An instant messaging client software is provided in the first computer system automatically, based on the tag being present in the statement. The link is then selectively activated by the clerk to employ an instant messaging session between the first computer system and a second computer system operated by a service representative associated with a provider of the statement: 
     Briefly, yet another preferred embodiment of the present invention is a statement embodied in a computer readable storage medium. A substantially conventional e-mail is stored in the computer readable storage medium, which is coupled with one of a first computer system of a provider that has created the e-mail, a second computer system of a clerk associated with a receiver that has received the e-mail, or a third computer system of a network where said e-mail is being communicated from the provider to the clerk. A tag is included in said e-mail that is suitable for providing a client software in the second computer system of the clerk, and that client software is suitable for conducting an instant messaging session between the clerk and a service representative associated with the provider. A link is also included in the e-mail, one suitable for selective activation by the clerk to employ said instant messaging session with the service representative. 
     An advantage of the present invention is the ability to present statements from providers for rapid, complete execution or processing by receivers, wherein clerks associated with the receivers can easily follow up on an resolve any issues in the statements with service representatives associated with the providers. 
     Another advantage of the invention is immediate contact. The providers sent the statements rapidly, via e-mail and the clerks are able to respond with similar rapidness. The clerks do not dial through nested phone menus, only to likely be on hold for a long time. Alternately, the clerks do not send off conventional e-mails, for answer at indeterminate later times. 
     Another advantage of the invention is immediate shared context. Both the clerk and the service representative can be looking at the same thing at the same time. The clerk has the statement before them, since a link in it is what as been employed it start the interaction, and the service representative may have the statement (or merely the specific relevant portions) before them by automatic transmission back from the clerk as the interaction commences. 
     Another advantage of the invention is the ability to reduce customer service center costs. The invention permits service representatives to work with multiple clerks for multiple receivers, effectively simultaneously. While one clerk is typing a question, a service representative can be typing the answer to another. This improves the efficiency and productivity of each service representative, lowering costs, wait times, and total issue resolution times. 
     Another advantage of the invention is the ability to not have to build traditional call centers (with their inherent telecommunications infrastructure). The service representative can literally work out of their homes, anywhere in the world, yet effectively support customers and clients. This permits implementing economical, truly geographically distributed call centers that are completely transparent to the customers or clients. 
     Another advantage of the invention is the ability to immediately resolve issues in the statements, with closure. Instead of having to mail a form to fill out after agreement is reached on how the issue will be resolved (say to make a correction). Now an electronic version can be immediately pushed to the clerk, where it can be immediately filled out and transmitted back, perhaps with help from the service representative, who can still be around and interactively assist. 
     Another advantage of the invention is the ability to have an immediate transcript of the clerk-service representative conversations. The transcript can “captured” by either party, or by one and sent to the other for acknowledgement. It can also be digitally signed, if its a transaction meriting that. Such transcripts can be archived and further used for training purposes or for analysis to improve business practices. 
     And another advantage of the invention is the ability to turn a question into a sales opportunity. When combined with security and digital signatures, in particular, what started as a question about a statement could turn into a signed transaction for additional goods or services to be executed by a vendor-provider. 
     These and other objects and advantages of the present invention will become clear to those skilled in the art in view of the description of the best presently known mode of carrying out the invention and the industrial applicability of the preferred embodiment as described herein and as illustrated in the several figures of the drawings. 
    
    
     
       BRIEF DESCRIPTION OF DRAWINGS 
       The purposes and advantages of the present invention will be apparent from the following detailed description in conjunction with the appended figures of drawings in which: 
         FIG. 1  is a schematic block diagram providing an overview of an embodiment according to the inventive interactive e-mail document system; 
         FIG. 2  is a flow chart depicting a process by which the invention may operate; and 
         FIG. 3  is a schematic block diagram providing an overview of a complex embodiment according to the invention. 
     
    
    
     In the various figures of the drawings, like references are used to denote like or similar elements or steps. 
     DETAILED DESCRIPTION 
     Best Mode for Carrying Out the Invention 
     A preferred embodiment of the present invention is an interactive e-mail document system. As illustrated in the various drawings herein, and particularly in the view of  FIG. 1 , this preferred embodiment of the invention is depicted by the general reference character  10 . 
       FIG. 1  is a schematic block diagram providing an overview of an embodiment according to the inventive interactive e-mail document system (IEDS  10 ). Briefly, a provider  12  generates a statement  14  that is provided to a receiver  16  via a network  18 . As is typically the case with statements, generally, a clerk  20  that is part of the organization of the receiver  16  may or may not need to communicate with a customer service or support representative (CSR  22 ) that is part of the organization of the provider  12 . The statement  14  therefore permits initiation of an instant messaging or chat session (IM/chat  24 ) between the clerk  20  and the CSR  22 . 
     As discussed in the Background Art section, and now extended to the context of the inventive IEDS  10 , the provider  12  is, typically but not necessarily, an enterprise acting as a vendor or an organization needing to regularly communicate with its clients on standard matters. The receiver  16  is another enterprise or organization, but acting as a customer or a client that receives regular detailed communications from the provider  12 . The statement  14  can encompass considerable breadth of data and formats. For instance, it can be virtually any document, including a statement of account, bills, lab reports, confirmation notices, other reports, or other results; it can be in text, html, or other formats; it can have image, audio, or animation elements incorporated, etc. 
     The provider  12  generates and provides the statement  14  to the receiver  16  in the general form of an e-mail. The e-mail format used can be essentially standard, or encryption, digital signatures, etc. can be employed. The inventive IEDS  10  does not necessarily foreclose the, concurrent use of such other sophisticated e-mail options. An insert in  FIG. 1  shows more details of an exemplary statement  14  here. It includes a subject  26  that identifies the purpose of the e-mail as being a statement  14 , and it includes data  28  intended for receiver  16 , i.e., the statement of account, monthly billing, lab results, other report, etc. that constitutes the very purpose of the statement  14 . The statement  14  also includes conventional e-mail header information, not shown. In particular, however, the statement  14  includes a tag  30  and a link  32 . 
     The tag  30  provides client software  34  to be copied to the receiver  16 , where it is then ready for use if the clerk  20  activates the link  32 . The tag  30  is basically an Applet tag in an HTML document, here the statement  14 . This has the usual behavior in that when the statement  14  is opened by the clerk  20 , a browser attempts to load the object referenced by the tag  30 , here the client software  34 . It first checks the local cache and loads the client software  34  from there, if present. Otherwise it will request a download from a server as depicted. The server for this may be the provider  12 , as shown, or another location accessible via the network  18 . Once the client software  34  is loaded it is started, allowing the clerk  20  to engage in a live IM/chat  24  session with a CSR  22 . 
     The receiver  16  may, understandably, have some concerns about allowing the dynamic downloading, installation, and automatic operation of software such as the client software  34 . Various means exist to address such concerns and to insure that the client software  34  is safe. For instance, it can be downloaded from a trusted source or it can be vouched for by a trusted authority (i.e., signed). The security of the client software  34  is a matter of code signing, which is today supported by browsers directly and by code signing tools produced by the vendors who sell tools for writing downloadable code. 
     The link  32 , when activated, causes the clerk  20  to be connected, via the network  18 , to the CSR  22  in the IM/chat  24  session. The link  32  is, conceptually, and visually if desired, a “button” that the clerk  20  at the receiver  16  presses to employ an IM/chat  24  session. Of course, in some manner the clerk  20  would have to take an action in order to either load the client software  34  and run it, or simply run it assuming it was already loaded. Such a “lazy load” may be appropriate, since there is no point in incurring the downloading of the client software  34  every time a statement  14  is opened, particularly since it may not be needed a large percentage of the time. Alternately, depending on implementation, the clerk  20  need not press anything. Merely typing a message into a window that is already visible as a result of loading and running the client software  34  is also an option. 
     In general, the link  32  will initiate the IM/chat  24  session. However, the nature of the link  32  can also be to use an already opened IM/chat  24  window. That is, the link  32  may not, always have to explicitly open or activate the software for the IM/chat  24  this could already be running and available dust potentially not used). 
     In either case, once the clerk  20  indicates a desire to engage in the IM/chat  24  session, an instant messaging window becomes active on their screen (perhaps in the same browser window as the statement  14 , perhaps in a new one) and the clerk  20  can begin typing. On the provider  12  side, routing software  36  is present that not only connects to an available (and perhaps “specialized” CSR  22 ), but then automatically opens a window on a device at that CSR  22  so that a dialog is initiated as if the clerk  20  had initiated a conversation with precisely that CSR  22 . Depending on the level of sophistication desired, and as a straightforward matter of implementation, the routing software  36  can optimize which CSR  22  gets engaged in particular IM/chat  24  sessions. For example, without limitation, such optimization can be based on the identity of the receiver  16 , characteristics of or about the clerk  20  (e.g., native language), the subject of the statement  14 , a sub-topic within the statement  14  (e.g., if many links  32  are provided in the statement  14 ), the availabilities and expertise of a particular CSR  22 , etc. 
     The nature of the IM/chat  24  sessions can also be optimized, depending on the sophistication desired and the implementation complexity. For example, the inventor contemplates that it will be popular in many embodiments of the IEDS  10  to include context meta-data, such as a copy of the very statement  14  which a clerk  20  is viewing. Based on experience with conventional, paper statements many experts feel that that this is the only way efficient communication can be guaranteed. “Back end” systems are regarded as not reliable enough to store read-only, non-mutable, exact copies of what is sent out. The inventive IEDS  10 , however, is not limited to any particular approach here, and different embodiments can support variations as a matter of design or as user configurable options. 
     Only one link  32  is depicted in  FIG. 1  but, as noted above, this is not a limitation and additional links  32  can be provided in the same statement  14 . Say, to contact respective CSRs  22  in different departments or at different locations within the provider  12 . For example, the provider  12  might be a large law firm and the receiver  16  might be an automobile manufacturer purchasing various legal services from offices of the provider  12  located in different cities. The statement  14  might then be a monthly invoice for those services. The provider  12  and the receiver  16  in such a scenario will typically have centralized accounting departments, lets say in Dallas and Detroit, respectively. If our hypothetical clerk  20  in Detroit needs to clarify a matter for a number for services performed by the provider&#39;s Los Angeles office, and to protest a duplicate charge in the same invoice by the provider&#39;s Denver office, the statement  14  can include respective links  32  to reach appropriate CSRs  22  in Dallas, Los Angeles, Denver, etc. 
     As another example, let us say our same automotive industry receiver  16  purchases seat-belts from a provider  12  with only one site, but with many departments within that single facility. The statement  14  here might be an invoice that is also supposed to include lab reports certifying that the product units meet department of transportation (DOT) standards. Let us now say that the clerk  20  has to follow up on whether specific units being invoiced for have actually shipped, as well as follow up regarding omitted lab report data for some other units. It follows that the use of different links  32  here can facilitate reaching appropriate quality control and shipping related CSRs  22 . 
       FIG. 2  is a flow chart depicting a process  100  by which the inventive IEDS  10  may operate. The process  100  has steps occurring at the provider  12 , and thus shown in a provider/vendor region  102 . The process  100  also has steps occurring at the receiver  16 , and thus shown in a receiver/customer region  104 . 
     The process  100  starts in a step  106 , where conventional, optional set-up and initiation operations may occur. In a step  108  the statement  14  is prepared and in a step  110  it is sent to the receiver  16 . 
     In a step  112  the receiver  16  receives the statement  14  and the tag  30  initiates a request for a copy of the client software  34 . In a step  114  a copy of the client software  34  is retrieved from a storage  11 S and sent to the receiver  16 . Both step  114  and the storage  115  are shown here as being within the provider/vendor region  102  but, as previously discussed, that is not a requirement. Either or b of these may be elsewhere. 
     In a step  16  the receiver  16  receives and installs the client software  34 . In a step  118  the clerk  20  either activates the link  32 , or not. If the clerk  20  does not activate the link  32 , say, because they have no issues with the statement  14  as received, in a step  120  other, conventional processing can occur and in a step  122  the process is complete. Conventional, optional wind-down and termination operations may occur in step  122 . 
     Alternately, if the clerk  20  does activate the link  32 , in a step  124  the IM/chat  24  session between the receiver  16  and the provider  12  takes place. Then, in a step  126  other, conventional processing can occur and in step  122  the process is also complete. 
       FIG. 3  is a schematic block diagram providing an overview of a complex embodiment according to the inventive IEDS  10 . Here the provider  12  has three locations: a 1st location  38   a,  2nd location  38   b , and 3rd location  38   c . The 1 st location  38   a  includes three provider systems  40 , with two (marked “accounting” and “quality assurance” for example purposes) used by the provider  12  to construct and send the statements  14 , and the other including a storage (marked “client copy”) for serving the client software  34 . The 2nd location  38   b  and 3rd location  38   c  here have two CSRs  22  each. The routing software  36  may, for instance, direct IM/chat  24  sessions to the 2nd location  38   b  or the 3rd location  38   c  based on business hours. However, as discussed previously, many different criteria can be used by the routing software  36 , if it is present and if it is used. 
     The receiver  16  in  FIG. 3  has two locations: a 4th location  42   a  and 5th location  42   b . The 4th location  42   a  Includes clerks  20  (marked “accounting” for example purposes), and the 5th location  42   b  has more clerks  20  (marked “quality control” and “shipping” for example purposes here). 
     Despite its complexity, however, the embodiment of the IEDS  10  in  FIG. 3  is merely a sophisticated extension of the underlying principles of the embodiment of the IEDS  10  in FIG.  1 . The provider system  40  marked “accounting” can create billing statements  14  that are directed to the clerks  20  marked “accounting.” The provider system  40  marked “quality assurance” can create lab report statements  14  that are directed to the clerk  20  marked “quality control.” The clerk  20  marked “quality control” can forward a lab report statement  14  to the clerk  20  marked “shipping,” and that clerk  20  can directly follow up with an IM/chat  24  session with a CSR  22  if desired. The clerks  20  can activate the links  32  to reach the CSRs  22  in whatever manner the IEDS  10  is configured. For instance, the CSR  22  marked “CSR 1 ” can be “hard linked” so that it is communicated with only when a link  32  specifically requests it. The other CSRs  22  (marked “CSR  2 ,” “CSR  3 ,” and “CSR  4 ”) can then be “soft linked” under control of the routing software  36 . Thus, when the CSR  22  marked “CSR  2 ” is busy and the clerk  20  marked “accounting  2 ” activates a link  32 , the routing software  36  can automatically direct the ensuing IM/chat  24  to either of the CSRs  22  marked “CSR  3 ” or “CSR  4 .” Furthermore, the CSR  22  marked “CSR  4 ,” might not even be a human service representative. It might be an automated system, with the routing software  36  programmatically connecting a clerk  20  to it only when the other CSRs  22  are all busy. 
     While various embodiments have been described above it should be understood that they have been presented by way of example only, and not limitation. Thus, the breadth and scope of the invention should not be limited by any of the above described exemplary embodiments, but should be defined only in accordance with the following claims and their equivalents. 
     INDUSTRIAL APPLICABILITY 
     The present IEDS  10  is well suited for application to communicate statements  14  and then interactively communicate about such statements  14 . As has been discussed herein with regard to the inventor&#39;s best mode and preferred embodiments, the inventive IEDS  10  meets its objectives and provides numerous advantages. 
     The IEDS  10  fulfills the current need for providers  12  to provide the statements  14  to receivers  16 , and for the receivers  16  to then communicate back or “follow up” with the providers  12 . In doing this, however, the invention may be largely implemented within and generally employ conventional mechanisms, such as existing computer systems, e-mail, instant messaging or chat, networks such as the Internet, and the design and support skills that already exist for such mechanisms. It then follows from this, that the invention is also highly economical. 
     For the above, and other, reasons, it is expected that the IEDS  1  OIEDS  10  of the present invention will have widespread industrial applicability. Therefore, it is expected that the commercial utility of the present invention will be extensive and long lasting.

Technology Classification (CPC): 6