METHOD AND SYSTEM FOR MANAGING DUPLICATE ATTACHMENTS IN AN ELECTRONIC EMAIL

Abstract

The present subject matter discloses a method (400) for managing duplicate attachments in an electronic mail. The method (400) comprises obtaining (402) a plurality of attachments in the electronic mail and analysing (404) content of each of the plurality of attachments attached in the electronic mail. The plurality of attachments are either of same format or different format. The method (400) comprises determining (406) corresponding digital signatures of the plurality of attachments using a predefined cryptographic technique. The method (400) comprises detecting (408) at least two duplicate attachments using the corresponding digital signatures. Lastly, the method (400) comprises performing (414) an action for managing the at least two duplicate attachments prior to sending the electronic mail.

Specification

Description:FIELD OF THE INVENTION

[001] The present disclosure generally relates to the electronic mail systems, and in particular, to a method and a system for managing duplicate attachments in an electronic email.

BACKGROUND

[002] With the increasing reliance on electronic mail as a primary communication tool for both personal and professional purposes, the use of file attachments has become ubiquitous. In the field of email communication systems, managing file attachments has always been an essential yet often cumbersome task, particularly when dealing with large files or multiple attachments. Various email systems and platforms provide basic file attachment handling functionalities, such as attaching, downloading, and previewing files. However, such handling functionalities lack sophisticated mechanisms to address the issue of duplicate file attachments, especially when identical content is saved under different filenames. Users often attach multiple files to an email and sometimes inadvertently attach the same file under different filenames, leading to redundant data transmission. This redundancy not only increases the size of the email but also consumes unnecessary bandwidth and storage, particularly when large file sizes are involved.

[003] Further, the current email systems treat file attachments with different filenames as unique attachments, regardless of whether the actual content of the file attachments is identical. These email systems primarily rely on metadata and filenames rather than the actual content of the files. As a result, multiple instances of the same file attachment, if renamed, are transmitted and stored separately. Thus, contributing to inefficiency in both email transmission and storage management. Further, situations where recipients receive multiple versions of the same file attachment, lead to confusion and thus require manual efforts to identify and eliminate duplicates.

[004] The drawbacks of the current email system are summarised below:

[005] Redundant Data Transmission: One of the major challenges in the current email systems is the transmission of redundant data. When a user attaches the same file attachment with different filenames (e.g., file1.pdf and file2.pdf), the email system treats these as distinct files, leading to unnecessary duplication. This results in increased email size, consuming additional bandwidth and storage resources during transmission. Such inefficiencies are especially problematic in environments with large attachments or limited storage capacity, such as corporate networks, cloud-based email services, or mobile communications.

[006] Lack of Content-Based File Detection: The current email systems typically identify file attachments based on filenames and file metadata, however, they do not examine the actual content. As a result, file attachments with identical content with different names are treated as separate entities, causing duplicate attachments to be sent and stored. There is no built-in mechanism in the current email systems to detect and handle these duplicate file attachments by content, leaving users to manually identify and remove duplicates.

[007] Storage Inefficiencies: Duplicate file attachments take up unnecessary space in email servers, inboxes, and archiving systems. Over time, this may lead to excessive storage consumption, especially in organizations that handle large volumes of email with attachments. Email systems that allow for large attachments often become bloated with duplicate data, requiring costly storage solutions and frequent maintenance.

[008] User Confusion and Manual Effort: When multiple identical file attachments are sent with different names, it may cause confusion to the recipient. This may lead to version control issues, miscommunication, or extra manual effort in identifying and removing duplicate files. The recipient may need to open and inspect each file manually to verify whether the content is the same, wasting valuable time and resources.

[009] Increased Email Size and Slower Delivery: The duplicate file attachments inflate the size of emails unnecessarily, leading to slower delivery of emails, especially over slower networks or with large file sizes. For organizations that rely heavily on email communication with file attachments, this may reduce overall productivity and result in network congestion.

[010] Lack of Standardized Solutions: While there are third-party file management and compression tools, however, mainstream email systems lack standardized solutions for detecting and managing duplicate file attachments efficiently. There have also been attempts to optimize email storage by offloading attachments to cloud storage services (e.g., Google Drive, OneDrive), where the attachment is shared via a link rather than being sent as part of the email. However, these solutions focus on reducing attachment size for storage and transmission but do not provide mechanisms to detect or manage content-based duplicates.

[011] The standalone file management tools, often used outside of email systems provide duplicate detection features. These tools rely on file comparison algorithms (including hash-based methods) to identify and manage duplicate files on a user's local storage or cloud drives. Some advanced tools even allow users to merge duplicates or delete redundant copies. However, these tools are typically external applications or services and are not integrated into the workflow of email systems.

[012] Further, the third-party tools do not address the specific challenge related to duplicate file attachments handling within the email systems, thus the user is required to manually identify duplicate file attachments before attaching the same. Moreover, the detection of cross-format duplicates (e.g., files with identical content but different formats like JPEG and PNG) remains limited or nonexistent in these tools.

[013] Thus, as email usage grows in both personal and professional settings, users frequently send files as attachments, often attaching the same file attachments under different names and formats. This duplication, while seemingly harmless, results in several critical issues, including unnecessary data transmission, increased storage consumption, bandwidth inefficiencies, and confusion for the recipient.

[014] Thus, there is a need to provide a method and a system to overcome the above-mentioned limitations in the conventional techniques and systems.

SUMMARY

[015] This summary is provided to introduce a selection of concepts in a simplified format that are further described in the detailed description of the invention. This summary is not intended to identify essential inventive concepts of the invention, nor is it intended to determine the scope of the invention.

[016] According to an embodiment of the present disclosure, a method for managing duplicate attachments in an electronic mail is disclosed. The method comprises obtaining a plurality of attachments in the electronic mail and analysing, content of each of the plurality of attachments attached in the electronic mail. The plurality of attachments is of either of same format or different format. The method comprises determining corresponding digital signatures of the plurality of attachments using a predefined cryptographic technique. The method comprises detecting at least two duplicate attachments using the corresponding digital signatures. Lastly, the method comprises performing an action for managing the at least two duplicate attachments prior to sending the electronic mail.

[017] According to another embodiment, a system for managing duplicate attachments in an electronic mail is disclosed. The system comprises one or more processors configured to obtain a plurality of attachments in the electronic mail. The one or more processors are configured to analyse, content of each of the plurality of attachments attached in the electronic mail. The plurality of attachments is of either of same format or different format. The one or more processors are configured to determine corresponding digital signatures of the plurality of attachments using a predefined cryptographic technique. The one or more processors are configured to detect at least two duplicate attachments using the corresponding digital signatures. The one or more processors are configured to perform an action for managing the at least two duplicate attachments prior to sending the electronic mail.

[018] To further clarify the advantages and features of the present invention, a more particular description of the invention will be rendered by reference to specific embodiments thereof, which is illustrated in the appended drawing. It is appreciated that these drawings depict only typical embodiments of the invention and are therefore not to be considered limiting its scope. The invention will be described and explained with additional specificity and detail in the accompanying drawings.

BRIEF DESCRIPTION OF THE DRAWINGS

[019] These and other features, aspects, and advantages of the present invention will become better understood when the following detailed description is read with reference to the accompanying drawings in which like characters represent like parts throughout the drawings, wherein:

[020] Figure 1 illustrates a pictorial diagram depicting an exemplary environment for implementing a system facilitating managing duplicate attachments in an electronic email, according to an embodiment of the present invention;

[021] Figure 2 illustrates a schematic architecture of the system for managing duplicate attachments in an electronic email, according to an embodiment of the present invention;

[022] Figure 3 illustrates a schematic block diagram of working of the system and its modules for managing duplicate attachments in an electronic email, according to an embodiment of the present invention; and

[023] Figures 4A-4B illustrate a method for managing duplicate attachments in an electronic email, in accordance with an exemplary embodiment of the present disclosure.

[024] Further, skilled artisans will appreciate that elements in the drawings are illustrated for simplicity and may not have necessarily been drawn to scale. For example, the flow charts illustrate the method in terms of the most prominent steps involved to help to improve understanding of aspects of the present invention. Furthermore, in terms of the construction of the device, one or more components of the device may have been represented in the drawings by conventional symbols, and the drawings may show only those specific details that are pertinent to understanding the embodiments of the present invention so as not to obscure the drawings with details that will be readily apparent to those of ordinary skill in the art having the benefit of the description herein.

DETAILED DESCRIPTION

[025] It should be understood at the outset that although illustrative implementations of the embodiments of the present disclosure are illustrated below, the present invention may be implemented using any number of techniques, whether currently known or in existence. The present disclosure should in no way be limited to the illustrative implementations, drawings, and techniques illustrated below, including the exemplary design and implementation illustrated and described herein, but may be modified within the scope of the appended claims along with their full scope of equivalents.

[026] The term "some" as used herein is defined as "none, or one, or more than one, or all." Accordingly, the terms "none," "one," "more than one," "more than one, but not all" or "all" would all fall under the definition of "some." The term "some embodiments" may refer to no embodiments, to one embodiment or to several embodiments or to all embodiments. Accordingly, the term "some embodiments" is defined as meaning "no embodiment, or one embodiment, or more than one embodiment, or all embodiments."

[027] The terminology and structure employed herein is for describing, teaching, and illuminating some embodiments and their specific features and elements and does not limit, restrict, or reduce the spirit and scope of the claims or their equivalents.

[028] More specifically, any terms used herein such as but not limited to "includes," "comprises," "has," "consists," and grammatical variants thereof do NOT specify an exact limitation or restriction and certainly do NOT exclude the possible addition of one or more features or elements, unless otherwise stated, and furthermore must NOT be taken to exclude the possible removal of one or more of the listed features and elements, unless otherwise stated with the limiting language "MUST comprise" or "NEEDS TO include."

[029] Whether or not a certain feature or element was limited to being used only once, either way, it may still be referred to as "one or more features" or "one or more elements" or "at least one feature" or "at least one element." Furthermore, the use of the terms "one or more" or "at least one" feature or element does NOT preclude there being none of that feature or element, unless otherwise specified by limiting language such as "there NEEDS to be one or more . . ." or "one or more element is REQUIRED."

[030] Hereinafter, it is understood that terms including "unit" or "module" at the end may refer to the unit for processing at least one function or operation and may be implemented in hardware, software, or a combination of hardware and software.

[031] Unless otherwise defined, all terms, and especially any technical and/or scientific terms, used herein may be taken to have the same meaning as commonly understood by one having ordinary skill in the art.

[032] The embodiments herein and the various features and advantageous details thereof are explained more fully with reference to the non-limiting embodiments that are illustrated in the accompanying drawings and detailed in the following description. Descriptions of well-known components and processing techniques are omitted to not unnecessarily obscure the embodiments herein. Also, the various embodiments described herein are not necessarily mutually exclusive, as some embodiments can be combined with one or more other embodiments to form new embodiments. The term "or" as used herein, refers to a non-exclusive or unless otherwise indicated. The examples used herein are intended merely to facilitate an understanding of ways in which the embodiments herein can be practiced and to further enable those skilled in the art to practice the embodiments herein. Accordingly, the examples should not be construed as limiting the scope of the embodiments herein.

[033] As is traditional in the field, embodiments may be described and illustrated in terms of blocks that carry out a described function or functions. These blocks, which may be referred to herein as units or modules or the like, are physically implemented by analog or digital circuits such as logic gates, integrated circuits, microprocessors, microcontrollers, memory circuits, passive electronic components, active electronic components, optical components, hardwired circuits, or the like, and may optionally be driven by firmware and software. The circuits may, for example, be embodied in one or more semiconductor chips, or on substrate supports such as printed circuit boards and the like. The circuits constituting a block may be implemented by dedicated hardware, by a processor (e.g., one or more programmed microprocessors and associated circuitry), or by a combination of dedicated hardware to perform some functions of the block and a processor to perform other functions of the block. Each block of the embodiments may be physically separated into two or more interacting and discrete blocks without departing from the scope of the invention. Likewise, the blocks of the embodiments may be physically combined into more complex blocks without departing from the scope of the invention.

[034] The accompanying drawings are used to help easily understand various technical features and it should be understood that the embodiments presented herein are not limited by the accompanying drawings. As such, the present disclosure should be construed to extend to any alterations, equivalents, and substitutes in addition to those which are particularly set out in the accompanying drawings. Although the terms first, second, etc. may be used herein to describe various elements, these elements should not be limited by these terms. These terms are generally only used to distinguish one element from another.

[035] An object of the present disclosure is to provide an improved technique to overcome the above-described limitations associated with electronic mail systems.

[036] The above-mentioned objective is achieved by providing a system and a method for managing duplicate attachments in an electronic email that manages and optimizes file attachments. More particularly, the present invention enables the detection, identification, and management of duplicate attachments based on file content rather than filenames. The present invention detects and handles redundant file attachments that may have been renamed or saved under different filenames, thereby enhancing email transmission efficiency, reducing bandwidth consumption, and optimizing storage utilization in digital communication systems.

[037] Although file compression techniques and basic attachment management solutions exist, there is no comprehensive method in popular email systems that automatically detects and handles duplicate file attachments based on content, especially when the files have different filenames. Furthermore, while some email systems offer basic warnings for attaching large files, they do not offer solutions for detecting redundant content. This limitation persists across both desktop and web-based email systems, as well as mobile email applications.

[038] The present invention addresses the aforesaid problems by introducing a method and system that detects identical file attachments through content-based analysis thereby enabling users to manage duplicate file attachments efficiently, regardless of filename and format differences. Further, the present invention provides options to the user to merge, remove, or flag such files before sending the email.

[039] The present invention improves email performance by reducing the size of emails, optimizing bandwidth usage, and preventing unnecessary duplication of data. Additionally, the present invention provides a smoother user experience by allowing users to handle duplicate file attachments intelligently, without requiring manual intervention.

[040] Embodiments of the present invention will be described below in detail with reference to the accompanying drawings.

[041] As used in the present disclosure, the term "plurality of attachments" corresponds to one or more files of at least one of different sizes, names, and formats attached to the email before sending.

[042] The detailed methodology of the disclosure is explained in the following paragraphs.

[043] Figure 1 illustrates a pictorial diagram depicting an exemplary environment 100 for implementing a system 1-8 facilitating managing duplicate attachments in an electronic email, according to an embodiment of the present invention. As depicted in the figure, the exemplary environment 100 may include the system 108 implemented on sender email system 102 and a receiver email system 104. The sender email system 102 may be communicatively coupled with the system 108. The system 108 may include a software, a hardware, a combination of software or hardware, an in-built application on the email system or an application to be installed and operated on the email system in communication with a network interface 106.

[044] The network interface 106 may be configured to provide network connectivity and enable communication with paired devices such as the system 108. The network connectivity may be provided via a wireless connection or a wired connection. For example, the network connectivity may be provided via cellular technology, such as 3rd Generation (3G), 4th Generation (4G), 5th Generation (5G), pre-5G, 6th Generation (6G), or any other wireless communication technology such as Bluetooth.

[045] The network interface 106 enables communication between the sender email system 102 and the receiver email system 104. The system 108 on the sender email system 104, detects identical file attachments through content-based analysis thereby enabling users to manage duplicate file attachments efficiently, regardless of filename and format differences.

[046] The system 108 determines digital signatures using cryptographic techniques to analyze the content of attached file attachments and detects duplicate file attachments regardless of filename or format. The system 108 offers users several options to the sender email system 102 to choose from before sending the email, such as merging, removing, or ignoring duplicate file attachments thereby ensuring optimized email communication between the sender email system 102 and the receiver email system 104.

[047] Thus, the system 108 detects duplicate file attachments based on actual content rather than filenames of the file attachments. The system 108 provides options for cross-format duplicate file attachment detection, identifying file attachments with identical content with different formats (e.g., JPEG vs. PNG). The integrates duplicate detection into the existing email system (such as the sender email system 102, the receiver email system 104), offering a seamless user experience. The system 108 reduces email size and optimizes bandwidth usage by eliminating redundant file attachment transmissions. The system 108 improves storage efficiency on email servers and cloud storage systems by handling duplicates intelligently.

[048] Figure 2 illustrates a schematic architecture of the system 108 for managing duplicate attachments in an electronic email, according to an embodiment of the present invention.

[049] The system 108 detects identical file attachments through content-based analysis thereby enabling user to manage duplicate file attachments efficiently, regardless of filename and format differences. The system 108 may include a processor 202 which is communicatively coupled to a memory 204, one or more modules 206, and a data unit 208.

[050] In an example, the processor 202 may be implemented as one or more microprocessors, microcomputers, microcontrollers, digital signal processors, central processing units, state machines, logic circuitries, and/or any devices that manipulate signals based on operational instructions. Among other capabilities, the processor 202 may be configured to fetch and execute computer-readable instructions and data stored in the memory 204. At this time, the processor 202 may be a general-purpose processor, such as a central processing unit (CPU), an application processor (AP), or the like, and an AI-dedicated processor such as a neural processing unit (NPU). The processor 202 may control the processing of input data in accordance with a predefined operating rule or artificial intelligence (AI) model stored in the non-volatile memory and the volatile memory, i.e., the memory 204. The predefined operating rule or artificial intelligence model is provided through training or learning. Further, the processor 202 may be operatively coupled to each of the memory, the I/O Interface. The processor 202 may be configured to process, execute, or perform a plurality of operations described herein.

[051] In an example, the memory 204 may include any non-transitory computer-readable medium known in the art including, for example, volatile memory, such as static random-access memory (SRAM) and dynamic random-access memory (DRAM), and/or non-volatile memory, such as read-only memory (ROM), erasable programmable ROM, flash memories, hard disks, optical disks, and magnetic tapes. The memory 204 is communicatively coupled with the processor 202 to store processing instructions for completing the process. Further, the memory 204 may include an operating system for performing one or more tasks of the system, as performed by a generic operating system in a computing domain. The memory 204 is operable to store instructions executable by the processor 202.

[052] In some embodiments, the one or more modules 206 may include a set of instructions that can be executed to cause the system 108 to perform any one or more of the methods disclosed. The system 108 may operate as a standalone device or may be connected, e.g., using a network, to other computer systems or peripheral devices. Further, while a single system 108 is illustrated, the term "system" shall also be taken to include any collection of systems or sub-systems that individually or jointly execute a set, or multiple sets, of instructions to perform one or more computer functions.

[053] In an embodiment, the module(s) 206 may be implemented using one or more artificial intelligence (AI) modules that may include a plurality of neural network layers. Examples of neural networks include but are not limited to, Convolutional Neural Network (CNN), Deep Neural Network (DNN), Recurrent Neural Network (RNN), and Restricted Boltzmann Machine (RBM). Further, 'learning' may be referred to in the disclosure as a method for training a predetermined target device (for example, a robot) using a plurality of learning data to cause, allow, or control the target device to make a determination or prediction. Examples of learning techniques include, but are not limited to supervised learning, unsupervised learning, semi-supervised learning, or reinforcement learning. At least one of a plurality of CNN, DNN, RNN, RMB models and the like may be implemented to thereby achieve execution of the present subject matter's mechanism through an AI model. A function associated with an AI module may be performed through the non-volatile memory, the volatile memory, and the processor. The processor may include one or a plurality of processors. At this time, one or a plurality of processors may be a general-purpose processor, such as a central processing unit (CPU), an application processor (AP), or the like, a graphics-only processing unit such as a graphics processing unit (GPU), a visual processing unit (VPU), and/or an AI-dedicated processor, such as a neural processing unit (NPU). One or a plurality of processors control the processing of the input data in accordance with a predefined operating rule or artificial intelligence (AI) model stored in the non-volatile memory and the volatile memory. The predefined operating rule or artificial intelligence model is provided through training or learning.

[054] The processor may include one or a plurality of processors. At this time, one or a plurality of processors may be a general purpose processor, such as a central processing unit (CPU), an application processor (AP), or the like, a graphics-only processing unit such as a graphics processing unit (GPU), a visual processing unit (VPU), and/or an AI-dedicated processor such as a neural processing unit (NPU).

[055] The one or a plurality of processors control the processing of the input data in accordance with a predefined operating rule or artificial intelligence (AI) model stored in the non-volatile memory and the volatile memory. The predefined operating rule or artificial intelligence model is provided through training or learning.

[056] Here, being provided through learning means that, by applying a learning technique to a plurality of learning data, a predefined operating rule or AI model of a desired characteristic is made. The learning may be performed in a device itself in which AI according to an embodiment is performed, and/or may be implemented through a separate server/system.

[057] The AI model may consist of a plurality of neural network layers. Each layer has a plurality of weight values, and performs a layer operation through calculation of a previous layer and an operation of a plurality of weights. Examples of neural networks include, but are not limited to, convolutional neural network (CNN), deep neural network (DNN), recurrent neural network (RNN), restricted Boltzmann Machine (RBM), deep belief network (DBN), bidirectional recurrent deep neural network (BRDNN), generative adversarial networks (GAN), and deep Q-networks.

[058] The learning technique is a method for training a predetermined target device (for example, a robot) using a plurality of learning data to cause, allow, or control the target device to make a determination or prediction. Examples of learning techniques include, but are not limited to, supervised learning, unsupervised learning, semi-supervised learning, or reinforcement learning.

[059] In some embodiments, the data unit 208 serves, amongst other things, as a repository for storing data processed, received, and generated by one or more of the modules 206.

[060] According to embodiments of the present disclosure, the system 108 may include one or more modules 206, such as a file content analyser 210, a duplicate file detector 212, a user notification and interaction unit 214, a content format converter 216, and an optimization module 218. The file content analyser 210, the duplicate file detector 212, the user notification and interaction unit 214, the content format converter 216, and the optimization module 218 are communicably coupled with each other.

[061] In an embodiment, the file content analyser 210 may be configured to analyse content of each of the plurality of attachments attached in the electronic mail. The plurality of attachments are of either of same format or different format. Further, the file content analyser 210 determines corresponding digital signatures of the plurality of attachments using a predefined cryptographic technique.

[062] In an embodiment, the file content analyser 210 may be responsible for examining the actual content of each of the plurality of attachments attached in the electronic mail before sending. When a user attaches the plurality of attachments, the file content analyzer 210 determines corresponding digital signatures of the plurality of attachments using a predefined cryptographic technique, for example a cryptographic hash as MD5, SHA-1, or SHA-256 are used to generate the digital signature for each of the plurality of attachments based on the content. Thus, even if the file names of the plurality of attachments differ, the attachments with identical content generate the same hash value, enabling detection of duplicate attachments.

[063] In an embodiment, the duplicate file detector 212 may be configured to detect at least two duplicate attachments using the corresponding digital signatures. The duplicate file detector 212 may be configured to compare a first corresponding digital signature of a first attachment of a plurality of attachments with the corresponding remaining digital signatures of the remaining attachments of the plurality of attachments in the electronic mail. The duplicate file detector 212 may be configured to detect at least two duplicate attachments when the corresponding digital signature of the first attachment is same as at least one of the corresponding digital signatures of the remaining attachments of the plurality of attachments such that the duplicate attachments are managed.

[064] In an embodiment, the duplicate file detector 212 flags at least two duplicate attachments for further processing, regardless of differences in filenames or file formats. The duplicate file detector 212 is highly efficient and capable of handling large attachment size or multiple attachments in real-time.

[065] In an embodiment, the user notification and interaction unit 214 may be configured to provide a notification indicating presence of the at least two duplicate attachments along with respective formats of the at least two duplicate attachments. The user notification and interaction unit 214 may be configured to perform an action for managing the at least two duplicate attachments prior to sending the electronic mail.

[066] Further, to perform the action, the user notification and interaction unit 214 may be configured to provide one or more options via a user interface (UI) at an electronic communication platform and perform the action based on a selection of at least one of the one or more options. In an embodiment, the one or more options include merging of the duplicate attachments, deleting one of the duplicate attachments, and sending the duplicate attachments.

[067] In an embodiment, when the selection of the at least one option corresponds to merging of the duplicate attachments, the user notification and interaction unit 214 may be configured to update the electronic mail with a content attachment corresponding to the same content of the duplicate attachments, a corresponding icon of each of the duplicate attachments and metadata information indicative of a relation between the content attachment and the corresponding icon of each of the duplicate attachments.

[068] In an embodiment, when the selection of the at least one option corresponds to deleting one of the duplicate attachments, the user notification and interaction unit 214 may be configured to update the electronic mail with only one of the duplicate attachments corresponding to the same content as per predefined setting. The predefined setting includes sending one of the first attachments, a renamed attachment, and one attachment of the duplicate attachments having the least size.

[069] In an embodiment, when the selection of the at least one option corresponds to sending the duplicate attachments, the user notification and interaction unit 214 may be configured to update the electronic mail with each of the duplicate attachments.

[070] In an embodiment, the content format converter 216 may be configured to detect attachments with the same content but saved in different formats e.g., image1.jpeg and image1.png. In such cases, the content format converter 216 may be configured to detect such attachments as duplicates and send the detection information to the user notification and interaction unit 214.

[071] Further, the user notification and interaction unit 214 may be configured to provide options to the user to either retain both formats of the attachments in the electronic email or send only one attachment in the electronic email, optimizing the email before sending. The one or more options include deleting one of the duplicate attachments and sending the duplicate attachments.

[072] In an embodiment, the optimization module 218 may be configured to send only one copy of the attachment even when the user selects to merge files or retain both filenames. The email metadata is updated to reflect both filenames of the attachments without duplicating the attachments. The optimization module 218 may be configured to ensure that minimal bandwidth is used for transmission and that email size remains optimized.


[073] Figure 3 illustrates a schematic block diagram of the operational flow of the modules 206 of the system 108 for managing duplicate attachments in an electronic email, according to an embodiment of the present invention.

[074] Initially, the system 108 is configured to receive a draft electronic email with a plurality of attachments.

[075] At operation 301, the file content analyser 210 is configured to analyse content of each of the plurality of attachments attached in the electronic mail. The plurality of attachments is of either of same format or a different format.

[076] At operation 302, the file content analyser 210 is configured to determine corresponding digital signatures of the plurality of attachments using a predefined cryptographic technique.

[077] In an embodiment, the file content analyser 210 is configured to generate a digital signature using the predefined cryptographic technique, such as hash value, of each of the plurality of attachments. By comparing hash values instead of filenames of each of the plurality of attachments, the file content analyser 210 ensures accurate duplicate detection. The cryptographic technique like MD5 or SHA-256 are computationally efficient, ensuring that even large file sizes of the attachments may be analyzed quickly in real time.

[078] At operation 303, the duplicate file detector 212 is configured to detect at least two duplicate attachments using the corresponding digital signature. The duplicate file detector 212 is configured to compare a first corresponding digital signature of a first attachment of plurality of attachments with corresponding remaining digital signatures of the remaining attachments of the plurality of attachments in the electronic mail. The duplicate file detector 212 is configured to detect at least two duplicate attachments when the corresponding digital signature of the first attachment is the same as at least one of the corresponding digital signatures of the remaining attachments of the plurality of attachments such that the duplicate attachments are managed.

[079] Once, the duplicate attachments are detected, at operation 304, the user notification and interaction unit 214 is configured to alert the user of detection of the at least two duplicate attachments.

[080] At operation 305, the user notification and interaction unit 214 is configured to provide one or more options via a user interface (UI) at an electronic communication platform and perform the action based on a selection of at least one of the one or more options. the one or more options includes a) merge attachments, b) delete one of the duplicate attachments and c) send both attachments.

[081] In an embodiment, on selecting option a)- Merge attachments: the user notification and interaction unit 214 is configured to retain one attachment (e.g. image1.jpeg) and inform the recipient that the second attachment (e.g. image2.jpeg) is merged due to identical content.

[082] In an embodiment, on selecting option b)- Delete one of the duplicate attachments: the user notification and interaction unit 214 is configured to automatically remove one of the attachments (e.g., image2.jpeg) and proceeds with sending only the remaining one (e.g. image1.jpeg). Further, the deletion of one of the duplicate files is based on the predefined setting. The predefined setting includes sending one of the first attachments, a renamed attachment, and one attachment of the duplicate attachments having the least size.

[083] In an embodiment, on selecting option c)- Send both attachments: the user notification and interaction unit 214 is configured to send both attachments if the user deems it necessary, despite the duplication.

[084] At operation 306, the content format converter 216 may be configured to detect attachments with the same content but saved in different formats e.g., image1.jpeg and image1.png.

[085] On detection, at operation 307, the content format converter 216 may be configured to provide one or more options via a user interface (UI) at an electronic communication platform and perform the action based on a selection of at least one of the one or more options. The one or more options include a) deleting one of the duplicate attachments and b) sending the duplicate attachments.

[086] In an embodiment, on selecting option a)- Delete one of the duplicate attachments: the user notification and interaction unit 214 is configured to automatically remove one of the attachments (e.g., image2.jpeg) and proceeds with sending only the remaining one (e.g. image1.jpeg). Further, the deletion of one of the duplicate files is based on the predefined setting. The predefined setting includes sending one of the first attachments, a renamed attachment, and one attachment of the duplicate attachments having the least size.

[087] In an embodiment, on selecting option b)- Send both attachments: the user notification and interaction unit 214 is configured to send both attachments if the user deems it necessary, despite the duplication.

[088] The present invention enhances communication clarity but also optimizes email bandwidth and storage efficiency, which is particularly beneficial in environments where large files are frequently exchanged.

[089] At operation 308, the optimization module 218 is configured to send only one copy of the attachment even when the user selects to merge files or retain both filenames. The email metadata is updated to reflect both filenames of the attachments without duplicating the attachments.

[090] The present invention significantly improves email management by reducing redundancy in file attachments and enhancing user experience through real-time notifications and customizable options. The present invention is applicable in various industries, including corporate environments, education, healthcare, and creative sectors, making it a versatile solution for effective data management in electronic communications.

[091] Further, the present invention by preventing unnecessary duplication of files, contributes to a more organized and efficient workflow, ultimately enhancing productivity and reducing storage costs.

[092] Figures 4A-4B illustrate the method for managing duplicate attachments in an electronic mail, in accordance with an exemplary embodiment of the present disclosure.

[093] At step 402, the method 400 comprises obtaining a plurality of attachments in the electronic mail. The plurality of attachments is attached by the user on the electronic emails before sending.

[094] In an embodiment, at step 404, the method 400 comprises analysing content of each of the plurality of attachments attached in the electronic mail. The plurality of attachments is of either of same format or a different format.

[095] At step 406, the method 400 comprises corresponding digital signatures of the plurality of attachments using a predefined cryptographic technique. The predefined cryptographic technique, for example a cryptographic hash as MD5, SHA-1, or SHA-256 are used to generate the digital signature for each of the plurality of attachments based on the content.

[096] At step 408, the method 400 comprises detecting at least two duplicate attachments using the corresponding digital signatures.

[097] At step 410, the method 400 comprises comparing a first corresponding digital signature of a first attachment of plurality of attachments with corresponding remaining digital signatures of the remaining attachments of the plurality of attachments in the electronic mail.

[098] At step 412, the method 400 comprises detecting at least two duplicate attachments when the corresponding digital signature of the first attachment is same as at least one of the corresponding digital signatures of the remaining attachments of the plurality of attachments such that the duplicate attachments are managed.

[099] At step 414, the method 400 comprises performing an action for managing the at least two duplicate attachments prior to sending the electronic mail. In an embodiment, prior to performing the action, the method 400 comprises providing a notification indicating presence of the at least two duplicate attachments along with the respective formats of the at least two duplicate attachments.

[0100] At step 416, the method 400 comprises providing one or more options via a user interface (UI) at an electronic communication platform.

[0101] At step 418, the method 400 comprises performing the action based on a selection of at least one of the one or more options. In an embodiment, the one or more options includes merging of the duplicate attachments, deleting one of the duplicate attachments and sending the duplicate attachments.

[0102] In an embodiment, on the selection of the at least one option corresponds to merging of the duplicate attachments, the method comprises updating the electronic mail with a content attachment corresponding to the same content of the duplicate attachments, a corresponding icon of each of the duplicate attachments, and metadata information indicative of a relation between the content attachment and the corresponding icon of each of the duplicate attachments.

[0103] In an embodiment, on the selection of the at least one option corresponds to deleting one of the duplicate attachments, the method comprises updating the electronic mail with only one of the duplicate attachments corresponding to the same content as per predefined setting, wherein the predefined setting includes sending one of the first attachment, a renamed attachment and one attachment of the duplicate attachments having the least size.

[0104] In an embodiment, the method 400 also comprises detecting cross-format duplicates, where attachments with the same content are saved in different formats (e.g., image1.jpeg and image1.png). In such cases, the method 400 is able to flag these attachments as duplicates and offer the user the option to either retain both formats or send only one attachment in predefined chosen or preferred format, further optimizing the email. Thus, even if the file names of the plurality of attachments differ, the attachments with identical content generate the same hash value, allowing the method 400 to detect duplicate attachments.

[0105] In an embodiment, the method 400 also comprises sending only one copy of the attachment even when the user selects to merge files or retain both filenames. The email metadata is updated to reflect both filenames of the attachments to the receiver on receipt of the electronic email, without duplicating the attachments. Thus, the process is transparent to both the sender and the recipient, allowing seamless attachment handling.

[0106] In an exemplary use case, Alex attaches image1.jpeg and image2.jpeg to an electronic email before sending. The email system, equipped with duplicate file detection feature of the present invention, initiates its processing of the attachments. Upon detection of attachments, the present invention generates a unique digital signature for both the attachments using cryptographic technique such as MD5 or SHA-256. Thus, despite the different filenames (image1.jpeg and image2.jpeg) of the attachments, the digital signature for both files attached are identical since their content is the same. For example, the digital signature for both files is d41d8cd98f00b204e9800998ecf8427e.

[0107] The present invention compares the digital signatures of all attached files. Since both image1.jpeg and image2.jpeg share the same digital signature, the present invention identifies them as duplicates, even though their filenames differ.

[0108] The present invention then alerts Alex through a notification:
"The files 'image1.jpeg' and 'image2.jpeg' are identical in content but have different filenames. Do you want to merge them, remove one or send both files?"

[0109] Thus, Alex is provided with three options for selection:

[0110] Option 1: Merge attachments - On selection of this option, the present invention retains one attachment (say image1.jpeg), however, informs the recipient that the second attachment (image2.jpeg) is merged due to identical content.

[0111] On the receiver's end, when Alex's colleague receives the email, only image1.jpeg is attached. However, the recipient is also informed: "A file named 'image2.jpeg' was identified as a duplicate of 'image1.jpeg' and has been merged to optimize the email." This transparency ensures that the recipient understands why only one file was received.

[0112] Option 2: Delete one of the duplicate attachments - On selection of this option, the present invention automatically removes one of the file attachments (e.g., image2.jpeg) and proceeds with sending only the remaining attachment.

[0113] This option simply removes one of the file attachments (say image2.jpeg) from the email. Only image1.jpeg is attached and sent, while the duplicate file attachment (in terms of content) is completely discarded from the email transmission. Thus, the electronic email includes one file attachment (image1.jpeg), and there is no reference or inclusion of the second attachment (image2.jpeg). This option is for optimizing email size and avoiding redundancy.

[0114] Option 3: Send both the attachments - On selection of this option, the present invention sends both attachments if Alex deems it necessary, despite the duplication. The present invention optimizes the delivery by sending only one physical file attachment and presenting it to the recipient under both filenames (image1.jpeg and image2.jpeg). This way, redundancy is avoided while preserving both filenames for reference purposes.

[0115] Thus, the present invention optimizes email file attachments by detecting and handling duplicate files based on their content, rather than solely relying on filenames. The present invention uses content-based comparison using a digital signature to identify files with identical data and different names and provides several options to optimize attachment handling before the email is sent. The present invention is designed to improve email transmission efficiency, reduce unnecessary storage consumption, and simplify the user experience.

[0116] Further, the present invention also logs instances of duplicate file attachments for future reference, enabling users to review past occurrences and enhance file management practices. Further, the potential for integration with cloud storage solutions further extends the present invention's capabilities, ensuring that file attachments handling is efficient across different platforms.

[0117] In addition, the present invention ooptimizes the cryptographic techniques to handle large files efficiently. The present invention ensures that the cryptographic techniques used are secure to prevent collisions. Further, user notification is clear and informative and allows users to adjust settings (predefined settings) for duplicate detection sensitivity.

[0118] The present invention enables:

[0119] Optimization of Email Systems: The email system remains one of the most commonly used communication tools globally, however, inefficient handling of attachments, especially when duplicates are involved, unnecessarily bloats the size of emails, consumes bandwidth, and increases server storage requirements. The present invention addresses these issues by automatically detecting and removing or merging duplicate file attachments based on file content, thus optimizing email transmission.

[0120] User Convenience and Enhanced Workflow: By detecting and managing duplicate attachments before emails are sent, the present invention significantly reduces the manual effort required from users to handle redundant files. Users are alerted to the presence of duplicates and provided with options (e.g., merging, removing files, or sending both files) that streamline the email-sending process. This leads to a more efficient workflow and minimizes errors or confusion caused by sending multiple identical attachments with different names.

[0121] Bandwidth and Storage Efficiency: With the growing importance of email in corporate environments, cloud storage, and mobile communication, optimizing data transmission is essential. The present invention eliminates redundant file attachments which drastically reduces the amount of data transferred over networks, ensuring faster email delivery and less congestion. Similarly, email servers and cloud systems benefit from reduced storage consumption, as only one copy of the file needs to be stored, regardless of the filenames associated with it.

[0122] Minimization of User Errors and Confusion: When multiple file attachments are exchanged, the user may inadvertently send the same attachment multiple times under different names. This confuses the recipient leading to version control issues or wastage of time in manually sorting the attachments. By automating the detection and handling of duplicates, the present invention reduces such errors, ensuring clarity and consistency in email communications.

[0123] Support for Large and Complex Attachments: The present invention optimizes the handling of duplicate files and also supports various file types, including attachments with cross-format duplications (e.g., JPEG and PNG images with the same content).

[0124] Improved Communication Transparency: The present invention improves transparency in communication by notifying both the sender and recipient of the actions taken to handle duplicate attachments. If files are merged or removed, both the sender and the receiver are informed about any modifications made to the original attachments.

[0125] Seamless User Integration: The present invention is designed to integrate seamlessly with existing email systems, requiring minimal user interaction and maintaining a familiar workflow. The duplicate attachment detection and handling process is triggered automatically when the user attaches file attachments, and the present invention provides non-intrusive notifications, making the user experience smooth and intuitive. The invention is compatible with various email protocols and is easily deployable across different platforms (desktop, mobile, web-based email systems).

[0126] Scalable and Extensible Design: The present invention is built on a scalable architecture, allowing it to function effectively on both personal email systems and enterprise-level email systems. The present invention is easily extensible and is adaptable to new file attachment formats, different email systems, and various organizational requirements. The present invention is capable of being integrated with additional file management technologies such as file compression, encryption, and cloud storage systems, further enhancing its application scope.

[0127] The present invention for detecting and managing duplicate file attachments in electronic mail systems is applicable in various industrial domains, examples of some of the relevant applications are mentioned below, which are not considered to limit the scope of the application.

[0128] The system of the present disclosure may be implemented in Corporate Email Systems.

• Application: The present invention reduces redundant attachments in corporate communications, enhancing productivity and storage efficiency across organizations.
• Benefit: The present invention streamlines email management for employees, especially in industries that frequently exchange large files.
[0129] The present invention finds its application in Educational Institutions.
• Application: The present invention facilitates file attachment sharing among students and faculty, helping prevent confusion from duplicate submissions or attachments.
• Benefit: The present invention enhances collaboration on projects and ensures that instructors receive unique documents.
[0130] The present invention finds its application in the Creative Industries.
• Application: The present invention assists design firms, advertising agencies, and media companies in managing multiple versions of creative assets (images, videos, etc.).
• Benefit: The present invention ensures clarity in file submissions and reduces storage costs for large multimedia files.
[0131] The present invention finds its application in the Legal Firms.
• Application: Helps manage document submissions in legal cases, where multiple versions of the same document may be shared.
• Benefit: Ensures that attorneys and clients have access to unique documents, reducing the risk of confusion.
[0132] The present invention finds its application in the Healthcare Sector.
• Application: The present invention manages patient records and medical imaging attachments shared via email, preventing duplicate file attachments that could compromise data integrity.
• Benefit: The present invention enhances patient care by ensuring healthcare professionals have access to the correct, up-to-date documents.
[0133] The present invention finds its application in the Cloud Storage Services.
• Application: The present invention integrates with email clients to optimize storage in cloud platforms by preventing duplicate uploads of file attachments.
• Benefit: The present invention saves users storage space and reduces costs associated with storing redundant data.
[0134] The present invention finds its application in the Collaboration Tools.
• Application: The present invention enhances existing collaboration platforms (like Slack, and Microsoft Teams) by integrating duplicate detection when sharing file attachments.
• Benefit: The present invention improves communication efficiency and file management in team environments.
[0135] The present invention finds its application in the Email Marketing Platforms.
• Application: The present invention ensures that marketing emails do not contain duplicate attachments, maintaining professionalism and clarity.
• Benefit: The present invention enhances the effectiveness of campaigns by ensuring recipients receive only the necessary content.
[0136] The present invention finds its application in Personal Use.
• Application: The present invention helps individual users manage their email attachments effectively, especially for personal projects or sharing with family.
• Benefit: The present invention simplifies file management and reduces clutter in personal email accounts.
[0137] The present invention finds its application in Data Analysis and Reporting.
• Application: The present invention provides insights into file attachment-sharing patterns and duplicate attachment occurrences for organizations looking to optimize their data management strategies.
• Benefit: The present invention assists in understanding and refining file-sharing practices, leading to improved efficiency.
[0138] While specific language has been used to describe the disclosure, any limitations arising on account of the same are not intended. As would be apparent to a person in the art, various working modifications may be made to the method in order to implement the inventive concept as taught herein.

[0139] The drawings and the forgoing description give examples of embodiments. Those skilled in the art will appreciate that one or more of the described elements may well be combined into a single functional element. Alternatively, certain elements may be split into multiple functional elements. Elements from one embodiment may be added to another embodiment. For example, orders of processes described herein may be changed and are not limited to the manner described herein.

[0140] Moreover, the actions of any flow diagram need not be implemented in the order shown; nor do all of the acts necessarily need to be performed. Also, those acts that are not dependent on other acts may be performed in parallel with the other acts. The scope of embodiments is by no means limited by these specific examples. Numerous variations, whether explicitly given in the specification or not, such as differences in structure, dimension, and use of material, are possible. The scope of embodiments is at least as broad as given by the following claims.

[0141] Benefits, other advantages, and solutions to problems have been described above with regard to specific embodiments. However, the benefits, advantages, solutions to problems, and any component(s) that may cause any benefit, advantage, or solution to occur or become more pronounced are not to be construed as a critical, required, or essential feature or component of any or all the claims. , Claims:1. A method (400) for managing duplicate attachments in an electronic mail, the method comprising:
obtaining (402) a plurality of attachments in the electronic mail;
analysing (404), content of each of the plurality of attachments attached in the electronic mail, wherein the plurality of attachments is of either of same format or different format;
determining (406) corresponding digital signatures of the plurality of attachments using a predefined cryptographic technique;
detecting (408) at least two duplicate attachments using the corresponding digital signatures; and
performing (414) an action for managing the at least two duplicate attachments prior to sending the electronic mail.

2. The method as claimed in claim 1, wherein detecting the at least two duplicate attachments comprises:
comparing (410) a first corresponding digital signature of a first attachment of plurality of attachments with corresponding remaining digital signatures of the remaining attachments of the plurality of attachments in the electronic mail; and
detecting (412) at least two duplicate attachments when the corresponding digital signature of the first attachment is same as at least one of the corresponding digital signatures of the remaining attachments of the plurality of attachments such that the duplicate attachments are managed.

3. The method as claimed in claim 2, further comprising:
providing a notification indicating presence of the at least two duplicate attachments along with respective formats of the at least two duplicate attachments.

4. The method as claimed in claim 1, wherein performing the action comprises:
providing (416) one or more options via a user interface (UI) at an electronic communication platform; and
performing (418) the action based on a selection of at least one of the one or more options.

5. The method as claimed in claim 4, wherein the one or more options includes merging of the duplicate attachments, deleting one of the duplicate attachments and sending the duplicate attachments.

6. The method as claimed in claim 5, wherein when the selection of the at least one option corresponds to merging of the duplicate attachments, the method comprises:
updating the electronic mail with:
a content attachment corresponding to the same content of the duplicate attachments;
a corresponding icon of each of the duplicate attachments; and
metadata information indicative of a relation between the content attachment and the corresponding icon of each of the duplicate attachments.

7. The method as claimed in claim 5, wherein when the selection of the at least one option corresponds to deleting one of the duplicate attachments, the method comprises:
updating the electronic mail with:
only one of the duplicate attachments corresponding to the same content as per predefined setting, wherein the predefined setting includes sending one of the first attachment, a renamed attachment and one attachment of the duplicate attachments having the least size.

8. A system (200) for managing duplicate attachments in an electronic mail, the system comprising:
one or more processors (202);
a memory coupled with the one or more processors, wherein the one or more processors are configured to:
obtain a plurality of attachments in the electronic mail;
analyse, content of each of the plurality of attachments attached in the electronic mail, wherein the plurality of attachments is of either of same format or different format;
determine corresponding digital signatures of the plurality of attachments using a predefined cryptographic technique;
detect at least two duplicate attachments using the corresponding digital signatures; and
perform an action for managing the at least two duplicate attachments prior to sending the electronic mail.

9. The system (200) as claimed in claim 8 wherein to detect the at least two duplicate attachments, the one or more processors (202) are configured to:
compare a first corresponding digital signature of a first attachment of plurality of attachments with corresponding remaining digital signatures of the remaining attachments of the plurality of attachments in the electronic mail; and
detect at least two duplicate attachments when the corresponding digital signature of the first attachment is same as at least one of the corresponding digital signatures of the remaining attachments of the plurality of attachments such that the duplicate attachments are managed.

10. The system (200) as claimed in claim 9, wherein the one or more processors (202) are configured to:
provide a notification indicating presence of the at least two duplicate attachments along with respective formats of the at least two duplicate attachments.

11. The system (200) as claimed in claim 8, wherein to perform the action, the one or more processors (202) are configured to:
provide one or more options via a user interface (UI) at an electronic communication platform; and
perform the action based on a selection of at least one of the one or more options.

12. The system (200) as claimed in claim 11, wherein the one or more options includes merging of the duplicate attachments, deleting one of the duplicate attachments and sending the duplicate attachments.

13. The system (200) as claimed in claim 12, wherein on the selection of the at least one option corresponds to merging of the duplicate attachments, wherein the one or more processors (202) are configured to:
update the electronic mail with:
a content attachment corresponding to the same content of the duplicate attachments;
a corresponding icon of each of the duplicate attachments; and
metadata information indicative of a relation between the content attachment and the corresponding icon of each of the duplicate attachments.

14. The system (200) as claimed in claim 12, wherein when the selection of the at least one option corresponds to deleting one of the duplicate attachments, the one or more processors (202) are configured to:
update the electronic mail with:
only one of the duplicate attachments corresponding to the same content as per predefined setting, wherein the predefined setting includes sending one of the first attachment, a renamed attachment and one attachment of the duplicate attachments having the least size.

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