AU2007200752A1 - Improvements relating to mail handling systems - Google Patents

Description

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SAUSTRALIA

PATENTS ACT 1990 COMPLETE SPECIFICATION SFOR A STANDARD PATENT

(N

SORIGINAL

Name of Applicant/s: Smartstuff (Australia) Pty Ltd Actual Inventor/s: Salem James Khoury Address for Service is: SHELSTON IP Margaret Street Telephone No: (02) 9777 1111 SYDNEY NSW 2000 Facsimile No. (02) 9241 4666 CCN: 3710000352 Attorney Code: SW Invention Title: IMPROVEMENTS RELATING TO MAIL HANDLING SYSTEMS Details of Original Application No. 76101/01 dated 25 Sep 2001 The following statement is a full description of this invention, including the best method of performing it known to me/us:- File: 29409AUP03 501100668 1.DOC/5844 -2- FIELD OF THE INVENTION This invention relates to a process and system for an integrated approach to letter and label generation, letter and label addressing, letter and label identification, letter and label printing, associated postal optimization of same. The present invention deals with the processes described in modules 1, 3 and 5 of Australian Patent Application No.

76101/01 (Refer Figure 1 and Table 1).

BACKGROUND

It is to be noted that the following discussion of prior art is intended to facilitate an understanding of the present invention. It should not be construed as an admission with regard to the common general knowledge in Australia.

Australian Patent Application No. 76101/01 (Improvements Relating to Mail Handling Systems) is directed to a process of generating items of mail, wherein said items of mail are queued, sorted on the basis of an optimizing parameter, and subsequently printed as one or more consolidated print runs in accordance with said optimizing parameter.

The problem space this claim is aimed at addressing is stated as follows in Patent Application No. 76101/01: "The generation of a letter type item in a department using a desktop printer carries with it some inherent disadvantages. Such a devolved printing system comprising many departmental printers has a higher unit cost ofprinting relative to a centralised system where a single printer services the needs of many departments. This higher unit cost usually consists of a higher capital cost and consumables cost. The ultimate level of centralisation is achieved -3when the printingfunction is outsourced to an external entity such as a mailing house where many organisations share the same equipment and are given access to greater efficiencies ofscale. However, mailing houses usually require a minimum quantityfor cost effective operation. Devolved printing also precludes efficient maximisation ofpostage discounts made available by postal delivery organisations when postal lodgements are provided in a particular sort sequence Patent Application No. 76101/01 addresses the above problem space by using three modules, namely the Address Book Module, the Remote Print Client Module and the Remote Print Server Module. These modules represent the various functional aspects of the system according to the present invention. Typically the modules of the system are implemented by means of computer software operable on a computer network. It should be noted however that whilst the various modules forming the system are illustrated and described separately according to their functional aspects, the modules may be integrated into a single software application.

SUMMARY OF THE INVENTION It is an object of the present invention to overcome or ameliorate at least one of the disadvantages of the prior art, or to provide a useful alternative.

Accordingly, the present invention provides a process of generating items of mail, including the steps of: addressing said items of mail with address information, said address information being accessed and retrieved from one or more databases by means of field level mappings so as to provide a user with a single unified'view of addressing data, and -4- (ii) creating a data set consisting of the data retrieved in and combining this with other pertinent information about the letter including but not limited to information described in this document and further combining this with the actual mail merge document; or (iii) in an alternative embodiment creating a data set consisting of the data retrieved in and combining this with other pertinent information about the letter including but not limited to information described in this document and further combining this with the print ready image of the document; and (iv) creating a queue of the records created in (ii) and/or (iii) where such records come from many different firms wishing to conduct mailing campaigns with such queue consisting of records with one or a plurality of structures being sorted on the basis of an optimising parameter, and optionally routing all or a subset of the records created in (iv) to an alternate mail house facility located nearer the delivery location of said subset so to reduce physical transport costs, and (vi) subsequently printing said items of mail as one or more consolidated print runs in accordance with said optimising parameter DETAILED DESCRIPTION ADDRESS BOOK MODULE The Address Book module (refer module 1 in Fig 1) forms the core of the system of the present invention and is an addressing system aimed at improving the processes in the problem space.

The Address Book Module provides a set of tools and processes for the generation of documents (eg. letters or labels), which may be printed either locally or to remote location. Both labels and letters (local and remote) may be mail merge submissions to one or many contacts stored in the address book. In one form, the process may involve the following steps: 1. The user invokes a printing function (eg. via menu item, tool bar button, or other some means).

2. The following information is collected from the user: Package or service identification optional extras, such as delivery/handling criteria required delivery date required delivery time Plain or Letterhead Stock Simplex or Duplex printing Inserts, such as additional material, to be added to the letter item Package type (Box, Cylinder or envelope) "Draft" or "Final" "RemotePrint" OR "Local Print" OR "Label Print" (if"RemotePrint" ask for target RemotePrint Server) Current, selected, or all contacts "Current Contact" OR "All contacts" The following information is retrieved from one or more databases programmatically: Tracking State Record Submit date/time RemotePrint key Email Submit date/time S 5 Mail merge record count Total document page count Document property set SAdvantageously, the Address Book module provides the user with a single unified view of an organisation's contact databases, which contain addressing information, and as such represents a significant improvement over current systems. This is achieved by concurrently mapping the data structures of multiple existing data systems into a single data structure using, but not limited to, Open Database Connectivity (ODBC) methods.

The data set of the external data sources becomes the module's own data set. The data in the data structures is then presented to the user for viewing, incremental searching, sorting and query-based subset generation. The data set is also used for decision making and programming in the three modules of the present invention.

The Address Book module communicates its data structure and data therein to a computer software, hardware or firmware application (including but not limited to Microsoft WordTM) for the purpose of creating a mail merge document, controlled by the module, and consistent with that application's management of the mail merge function.

The mail merge fields for said mail merge document may of any class type, including but not limited to, Destination Address, Source Address and Return Address. These merge fields may be made available to a computer software, hardware or firmware application -7- (including but not limited to Microsoft WordTM) via a variety of means including, but not limited to, use of Microsoft's COM technology or a template document suitable for that application's environment (eg. a .dot document add-in in Microsoft WordTM) which displays the fields using that application's interface (menu, button, macro or other item) or another application to achieve the same results and inserts these fields at a selected insertion point using said application (including but not limited to Microsoft WordTM).

The Address Book module inserts the contact details of the currently selected contact into a computer software, hardware or firmware application (including, but not limited to, Microsoft WordTM) using a user defined layout template. This template is predefined by the user and is designed using an editor that enables definition of layout attributes (including, but not limited to, field position, font size and type and layout size) and the module's available data set. The object(s) inserted into a computer software, hardware or firmware application (including, but not limited to, Microsoft WordTM) may be a series of lines containing the template field items or a Microsoft WordTM text box containing the template field items.

If a delivery point identifier (DPID) representing a unique delivery address is present in the destination address, the module formats it to the approved standard and barcode presentation of the relevant postal authority including, but not limited to, Australia Post.

The Address Book module can also add a unique tracking identifier, such as a mark or number, to the document. For example, it may add a unique number to the DPID barcode. This unique tracking number indexes a database listing all transactions for a specific mail carrier. The database is sent to the mail, carrier either at the end of the day's processing or as each transaction occurs via disk or some other electronic means including, but not limited to, email. The mail carrier is then able to use this unique tracking number to look up further information about the mailing piece including but not limited to, destination, sender and return details. These details will usually such contact information including email address. The carrier can then offer value added services to track each piece through the delivery network and inform the sender and recipient of the progress of this item through the delivery process.

The Address Book module uses the currently open document of a computer software, hardware or firmware application (including but not limited to Microsoft WordTM) containing the merge fields made available by the Address Book module so as to control and print a mail merge and to create a mail merge data source from the currently selected contact record, all contact records or a subset created by a search function in the module which uses a query-by-example technique to filter the complete data set into a required subset. In a preferred embodiment of the invention the interface to the software will be styled after a standard WindowsTM print panel that is modified to accept additional information prior to printing documents (locally or remotely) or labels.

An example of such a print panel is depicted in Fig. 3. This panel is activated when the user presses the standard print button of the computer software, hardware or firmware application (including but not limited to Microsoft WordTM). This panel may also be activated when the user uses some other means to invoke the printing process in the computer software, hardware or firmware application (including but not limited to Microsoft WordTM).

As an alternative to a process of generating letters, the Address Book module may write the contact details of the currently selected contact(s) to a label printer using a user defined layout template. This template is predefined by the user and is designed using an editor that enables definition of layout attributes (including but not limited to field position, font size and type and layout size) and the module's available data set. If a delivery point identifier (DPID) is present in the destination address, the module formats it to the approved format of any postal authority including but not limited to the standards defined by Australia Post. As in the case of a letter, the Address Book module can also add a unique tracking number to the DPID barcode on a label. This unique tracking number indexes a database listing all transactions for a specific mail carrier along with a current and historical status for each unique tracking number. The database may be sent to the mail carrier either at the end of the day's processing or as each transaction occurs via disk or some other electronic means, including but not limited to email. In one preferred form the data is collected in a central database prior to forwarding to the mail carrier. The mail carrier is then able to use this unique tracking number to look up further information about the mailing piece including but not limited to, destination, sender and return details. These details will usually such contact information including email address. The carrier can then offer value added services to track each piece through the delivery network and inform the sender and recipient of the progress of this item through the delivery process.

The Address Book module (or any of its functions) may be integrated into a computer software, hardware or firmware application (including but not limited to Microsoft WordTM) and accessed by means of a button, a menu item or some other method.

Alternatively, the Address Book Module may be accessed directly as an application independent of any other computer software, hardware or firmware application. The module will open a document in the target environment (including but not limited to Microsoft WordTM) when required to do so.

The Address Book module may be adapted to use the postal address files of any country including but not limited to the Australia Post Postal Address File (PAF) to provide the ability to search for new and existing addresses on the postal address file provided by any postal authority including but not limited to Australia Post. The module then automatically writes a delivery point identifier into the new or existing address structure and formats said delivery point identifier in the required format for the relevant postal authority including but not limited to Australia Post.

The postal address file is integrated into the module using a variety of available technologies including but not limited to Dynamic Link Libraries (DLL).

In one form, the Address Book module constructs the abovementioned unique tracking number into the barcode representation of the DPID.

Advantageously, the Address Book module allows users to inform the party responsible for collecting items that a particular item or items are ready for collection.

This notification may take place using a variety of methods including but no limited to electronic mail. The module writes the notification details of the currently selected contact(s) to the said method of notification using a user defined layout template. This template is predefined by the user and is designed using an editor that enables definition -11- "I of layout attributes (including but not limited to field position, font size and type and Slayout size) and modules available data set. The user may add comments to complete the notification.

N REMOTE PRINTING CLIENT MODULE t\- This module (refer module 3 in Fig 1) is aimed at improving the processes in the problem space described above by helping users move away from a devolved printing model to a centralised printing model. Typically this module resides on a user's desktop computer. Many instances of this module will send a plurality of letters to a single Remote Print Server Module thereby allowing many different letters from many different sources to be consolidated into one or more consolidated print runs thereby achieving economies of scope afforded by wide area networks such as the intemet.

The module is integrated into the Address Book module and is used to prepare documents for processing on the Remote Printing Server module discussed below. The Remote Print module, in conjunction with the Address Book module, provides a set of tools and processes for the generation of documents (eg. letters). Letters are printed to a remote location. Letters may be mail merge submissions to one or many contacts stored in the Address Book. In one form, the process may involve the following steps: I. The user invokes a printing function (eg. via menu item, tool bar button, or other some means).

2. The following information is collected from the user: Package or service identification optional extras, such as delivery/handling criteria required delivery date 12required delivery time Plain or Letterhead Stock B&W or colour printing Simplex or Duplex printing Inserts, such as additional material, to be added to the letter item Package type (Box, Cylinder or envelope) "Draft" or "Final" "RemotePrint" OR "Local Print" OR "Label Print" (if"RemotePrint" ask for target RemotePrint Server) Current, selected, or all contacts "Current Contact" OR "All contacts" The following information is retrieved from one or more databases programmatically: Tracking State Record Submit date/time RemotePrint key Email Submit date/time Mail merge record count Total document page count Document property set The Remote Printing Client module uses the currently open computer software, hardware or firmware application (including but not limited to Microsoft WordTM) document containing the merge fields of the Address Book module to create a mail merge -13document and to create a mail merge data source from the currently selected contact record, all contact records or a subset created by the search function of the Address Book module. In a preferred embodiment of the invention the interface to the software will be styled after a standard WindowsTM print panel (Refer FIG 5) that is modified to accept additional information prior to printing documents (locally or remotely) or labels. This panel is activated when the user presses the standard print button of the computer software, hardware or firmware application (including but not limited to Microsoft WordTM). This panel may also be activated when the user uses some other means to invoke the printing process in the computer software, hardware or firmware application (including but not limited to Microsoft WordTM).

Advantageously, this module, enables those submitting mail to select what brochures and "inserts" are added to the mailing piece once the piece is printed by the Remote Printing Server amongst the various parameters defined above. With the proliferation of low cost colour printing, these brochures and "inserts" may be either printed electronically inline or added to the envelope mechanically after having been printed as part of a separate process. A further benefit of colour printing is that mailing houses need not carry stock for all the various firms originating letters using their specific instance of the Remote Print Client module. Advantageously each record carries with it its own letterhead in electronic form and prints said form with the letter content and merge data at the same time. This is important when one considers the queue design in the present invention which takes records from a plurality of Remote Print Client modules and merges these into a consolidated queue in the Remote Server Module which keeps records sorted according to a delivery parameter rather than an order based on the 14original submission by a firm using a specific instance of the Remote Print Client Module. Without colour printing, the letterhead in the printer paper trays may need to be changed as each letter was being printed as the queue is constantly sorted to optimize a postage (or other) parameter. Colour printing removes this problem.

The present invention may create a transaction record related to the letter to be sent. This record may consist of a plurality of data fields, but most advantageously will consist of a dataset (containing information collected from the Address Book Module, the merge document and the print panel described in FIG 5) and a mail merge document allowing complete document reconstruction of the merge at the Remote Print Server Module. Alternatively, the transaction record may consist of a dataset (containing information collected from the Address Book Module, the merge document and the print panel described in FIG 5) and a document image file allowing some document reconstruction at the Remote Print Server Module.

In an alternative embodiment, an instance of the Remote Print Client Module can break up its data sets into groups so that each group can be routed to a Remote Print Server Module closest to the delivery destination. In this manner, physical delivery costs may be reduced and the time to deliver expedited as part of the physical transportation is replaced by electronic routing.

The transaction record described above may then be transported by any available means, including but not limited to electronic mail to the Remote Printing Server module.

Alternatively, this module may print directly to the attached local or network printer not necessarily associated with the Remote Printing Module. The Remote Printing Server module may be linked to a particular Remote Printing Client module via a shared 'write to' 'read from' electronic mailbox or some other means.

In a preferred embodiment of the invention, the Remote Printing Client module may write transaction details directly to the Mailroom Client module for the purpose of performing those functions detailed above in the section "Mailroom Client Module" as described in Patent Application No. 76101/01.

REMOTE PRINT SERVER MODULE The Remote Print Server module (refer module 5 in Fig 1) is aimed at improving the processes in the problem space by helping users move away from a devolved printing model to a centralised printing model. Typically this module resides in a mail house or in a central printing facility owned or managed by the firm whose staff are originating the letters.

Remote Printing Server module receives submissions from the Remote Printing Client module via a shared 'write to' 'read from' electronic mailbox or some other means. This submission consists of a transaction record as described above and may be made directly from the Remote Printing Client module or via the Mailroom Server module as described in Patent Application No. 76101/01.

In a preferred embodiment of the invention the interface to the software is styled in the form of a WindowsTM print panel that is modified to accept additional information.

This panel is activated when the user presses the standard print button of the computer software, hardware or firmware application (including but not limited to Microsoft WordTM). This panel may also be activated when the user uses some other means to -16invoke the printing process in the computer software, hardware or firmware application (including but not limited to Microsoft WordTM).

An instance of the Remote Print Server Module may be connected to many instances of the Address Book Module/Remote Print Client Module combination. This allows the consolidation of many different letters generated on many different desktops into one centralized print run. This is achieved by using the inherently tightly structured nature of the Address Book Module to create common elements amongst the datasets from the disparate Remote Print Client submissions, whilst allowing variability in document design using commonly used desktop software.

In an alternative embodiment, an instance of the Remote Print Server Module can break up its data sets into groups so that each group can be routed to another Remote Print Server Module closest to the delivery destination. In this manner, physical delivery costs may be reduced and the time to deliver expedited as part of the physical transportation is replaced by electronic routing.

The Remote Print Server module processes the dataset to produce a data structure consisting of (but not limited to) Destination, Source and Return address details and an associated print file for each of the records in the print merge data source (this merging step may be skipped if the Remote Print Client Module had originally submitted a print ready file rather than a merge file). Remote Print Server module may add document integrity control at this stage of processing. These controls may consist of, but are not limited to barcodes, OMR marks, OCR marks or some other form of control and are used to allow the controlled mixing of the different submissions made by a plurality of Remote Print Client Modules into a single consolidated queue.

-17- Thus at this stage the data set is transformed from its original state into a data set consisting of a data structure and an associated print file. The plurality of records are consolidated to a print queue that is constantly sorted and resorted based on submissions from one or a plurality of Remote Print Client Modules to provide the best possible postal sort order (minimum postage cost). This sort order is usually defined by postal organisations and includes, but is not limited to the sort order defined by Australia Post as the 'National Pre-sort PlanTM' and the 'Barcode Sort PlanTM'.

Alternatively, the Remote Print Server module may sort records according to any desired parameter provided in the submission including, but not limited to, address data, simplex/duplex printing, black and white or colour printing, insert requirements, or letterhead requirements.

The Remote Print Server module may be adapted to use the postal address files of any country including but not limited to the Australia Post Postal Address File (PAF).

The Remote Print Server module can check for submissions on cue or in predefined time intervals.

The Remote Print Server module provides for management of print queues including deletion and re-submission of items as well as reprinting and clearing of queue logs.

The Remote Print Server module can be set to print at a defined time or upon request by the print operator.

In a preferred embodiment of the invention, the Remote Printing Server module may write transaction details directly to the Mailroom Client module for the purpose of -18performing those functions detailed the section "Mailroom Client Module" as described in Patent Application No. 76101/01.

Although the invention has been described with reference to specific examples it will be appreciated by those skilled in the art that the invention may be embodied in many other forms.