System and method for Concurrent Version Control and Information Management of files and documents sent as attachments through e-mail or web-mail

A method of providing a secure and unique way to directly manage attachments among senders and receivers using either their e-mail or web-mail client interfaces or a browser based Project/Information Management Client Interface that requires login authentication, the method comprising following steps:

• A sender attaches attachment(s) in an e-mail that will be sent to recipient(s). After attaching the attachment to the e-mail, the sender selects attachment control rules either from a list of features that can be directly linked to individual attachment, or from specifying a set of preemptive rules that apply to any attachments sent or received under certain project folder(s) other than the Inbox;
• The said Adapter/Server Engine intercepts the sent e-mail and processes it to judge whether rules should be applied to the e-mail or not. If it finds out that special rules, such as concurrent version control, are present, the said Adapter/Sever engine will generate a unique locator and descriptor for the e-mail attachment, separate the attachment form the original e-mail, and include the locator and descriptor in the original e-mail. The newly modified e-mail will be passed to conventional mail server and delivered to mail recipient(s). The intercepted attachment along with its descriptor, locator and applied rules will be passed to Project/Information Management Server via unique messaging protocol;
• The said Project/Information Management Server gets the attachment package, processes applied rules, creates a management environment according to the rules, and applies special document management method such as Concurrent Version Control on the attachment. The said server allows users modify settings on an attachment through authenticated browse based Client Interface. Such an interface will be administrated by an agreed upon owner of the project or the original attachment creator. The member list of the project and their accessing right can be from original recipient e-mails and later be added or deleted by the project owner.
• The recipients' Adapter/Server Engine gets the e-mail first and basing on the locator information, establishes a universal locator link within the e-mail ready to broker between mail client and the Project/Information Management Server and passes the e-mail to recipient(s). If the recipient network does not have an Adapter/Server Engine installed, the recipient will get the e-mail with an attachment link. Click on the link will launch a browser window that allows direct secure communication to Project/Information Management Server and download the attachment.
• When recipient(s) receives the e-mail with attachment description and locator link, he/she can request (download) to receive a version-controlled copy of the original attachment by clicking the locator link of the attachment. The request will be sent to the Project/Information Management Server;
• The said Project/Information Management Server gets the request, check whatever rules apply, for example Concurrent version Control, to the requested document and creates a copied version of the master document. The downloaded document will have version control etc. information attached to it;
• When recipient(s) gets the documents, finishes modify it and want to sent it back. He/she can either reply to the original e-mail. Since the version control and identification information are hidden in the original e-mail, as along as users make modification directly on the downloaded file(s), there is no need to specify rules unless user wants to apply different management rules on the said attachment, such as taking out the version control on the document. However, only the document creator will be able to do so. Others can add additional rules only when owner of the file allows them to do so;
• The said Adapter/Server Engine on the recipient side intercepts the e-mail and checks the embedded rules with the attached documents. It will pass the change requests along with the attachment to the Project/Information Manager Server. Meanwhile a descriptor and locator will be created and included with the original e-mail. The e-mail is handled by mail servers and sent to recipients;
• The Project/Information Management Server will update the document according to the requests and keep one updated master file and log changes;
• When recipient gets the attachment file by clicking the attachment link, the document will be the latest updated version.

A method of displaying, synchronizing, and communicating information management between Project/Information Management Server and various mail clients through Adapter/Server Engine, the method comprises the steps:

• A user logins to Project/Information Management Server and create a project specifying members, members' e-mail addresses, document control default settings (such as Concurrent Version Control etc.), etc.;
• A notification of the newly created project will be sent to each member by e-mail. Upon accepting the e-mail invitation by replying on it, the said Adapter/Server Engine will create a new folder in the client mail interface with the project name as the folder name. Under the folder, user will be able to find links to all information related to the project. Click on those links will automatically bring up a web browser with the project related information. The browser will communicate directly with the Project/Information Management Server.
• Under the newly created folder, user can send and receive messages related to the project. The default setting of rules will be applied to all attachments under this folder unless otherwise specified by users. All communication and synchronization between mail clients and the Project/Information Management Server are handled by the Adapter/Server Engine;
• If the user does not install the Adapter/Server Engine on his local network, click on the attachment link will directly establish a communication between the mail client and the Project/Information Management Server through a web browser. The attachment will be downloaded from the said Information Management Server. The user can access the project related information through the browser based Client Information Management Interface. For such a user, all modified documents have to be check-in through the browser interface instead of e-mail. Or
• A user can send e-mails with rules applied to the attachment(s) before creating a project in the Project/Information Management Server. The Adapter/Server Engine will intercept the attachment along with recipient addresses, identification, and control information to the said Information Management Server. The Information Management server then creates a new project with those available information. The user can later perfect the project through Client Information Management Interface. Rest of the communication processes will be the same as that of creating the initial project.