Guided Research Intelligent Contextual Task Support for Mails Simon Bönisch 02112018 Final Presentation Identifying and Tracking Tasks in EMails Challenges and Requirements Tool Comparison Proposed Solution Intelligent Contextual Mail ID: 767467
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Guided Research: Intelligent Contextual Task Support for Mails Simon Bönisch, 02.11.2018, Final Presentation
Identifying and Tracking Tasks in E-Mails Challenges and Requirements Tool ComparisonProposed Solution: Intelligent Contextual MailTechnical DetailsConclusion Outline © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 2
Context Identifying Tasks in E-Mails © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 3 First Example – Mail
Context Identifying Tasks in E-Mails © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 4 First Example – Tasks highlighted
Context Tracking Tasks in E-Mails © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 5 Second Example – E-Mail and Case Details
Context Tracking Tasks in E-Mails © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 6 Second Example – Case Management Overview ?
Challenges Information is un- or semi-structured Isolated solutions for specific problems Proprietary licenses lead to vendor lock-ins © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 7
Requirements Information is un- or semi-structured [R1] Information extraction[R1.1] Extraction of well- known entities [R1.2] Processing of natural language[R1.3] Support for user-defined detection patterns[R1.4] Annotation of extracted data in initial textIsolated solutions for specific problems[R2] Third party integration[R1.1] Integration of core features of third party system[R1.2] Multi-provider support[R1.3] Data updates through third party systems[R1.4] Task-mail linkage Proprietary licenses lead to vendor lock-ins[R3] Open source license © sebis181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails8
Requirement Support amongst most common Tools © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 9
Requirement Support amongst most common Tools Exist for multiple years Widely used around the world Advanced e-mail functionality Native task management Full-fledged plugin system Outlook Business-grade mail client with high spread and high usage Thunderbird Free and open-source mail client with rather classic orientation Gmail Free but proprietary mail client & server targeted at personal use Requirement Outlook Thunder-birdGmail1.1 Extraction from structured data○(●)○(○)●(●)1.2 Processing of natural language○(○) ○(○)●(●) 1.3 Support for user-defined patterns ○(●)○(○) ○(○)1.4 Annotation of extracted data in input ○(○)○(○)○(○) 2.1 Integration of external system ○(●)○(○) ○(●) 2.2 Multi-provider support ○(●) ○(●) ○(●) 2.3 Updates through third party system ○(●) ○(○) ○(●) 2.4 Task-mail- linkage ◐(◐) ○(◐)◐(◐)3 Open source license○(○)●(●)○(○) © sebis181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 10 Established Mail Clients
Requirement Support amongst most common Tools Released in the last years Functional improvements Modernized user experience Emphasize third party integrations Integrations mostly developed in-house Newton Platform independent mail client emulating look and feel of a messenger app hiri Business-oriented mail client with collaboration features for the Microsoft universe Mailbird Highly customizable mail client with highest count of third party integrations Requirement Newton hiriMailbird1.1 Extraction from structured data○○○1.2 Processing of natural language ○○ ○1.3 Support for user- defined patterns○ ○○ 1.4 Annotation of extracted data in input ○○ ○2.1 Integration of external system◐ ○ ● 2.2 Multi-provider support ● ○ ● 2.3 Updates through third party system ● ○ ● 2.4 Task-mail- linkage ◐● ○3 Open source license○ ○○© sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 11 Emergent Mail Clients
Requirement Support amongst most common Tools For managing and controlling businesses Bundles of multiple specialized modules Third party integrations for non-native functionality Often serve as central hub Zoho One Suite of ~40 integrated applications with third party integrations for otherwise missing functionality Pega Platform Case Management Platform designed as a base for quickly developing own business applicationsAsanaSingle application more focused on managing projects with distributed teams Requirement Zoho OnePega PlatformAsana1.1 Extraction from structured data○●○1.2 Processing of natural language ○● ○1.3 Support for user-defined patterns ○●○ 1.4 Annotation of extracted data in input○ ○○2.1 Integration of external system◐ ○ ● 2.2 Multi-provider support ● ○ ● 2.3 Updates through third party system ◐ ○ ● 2.4 Task-mail- linkage ○○ ○3 Open source license○ ○○© sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 12 Enterprise Management Platforms
Requirement Support amongst most common Tools For automation of repeatable processes Integrate arbitrary external systems by standardized means Backend-Tool, UI only for configuration Often triggered by (external) events ZapierWide-spread automation platform with good integration support and native email parserParseur Mainly rule-based email parser that features simple UI to enable configuration by non-technical usersParserrSimilar to Parseur, but provides advanced rule-based analysis instead of focusing on UI RequirementZapierParseurParserr1.1 Extraction from structured data●(●)● ●1.2 Processing of natural language○(●) ○ ○1.3 Support for user-defined patterns●(●) ●● 1.4 Annotation of extracted data in input ○(○) ○ ○ 2.1 Integration of external system ◐(◐) ◐ ◐ 2.2 Multi-provider support ●(●) ● ● 2.3 Updates through third party system○(○)○ ○2.4 Task-mail-linkage○(○) ○○3 Open source license ○(○) ○ ○ © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 13 Automation Platforms
Requirement Support amongst most common Tools © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 14
Proposed Solution – Intelligent Contextual Mail© sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 15 Demo available online at https://icm.in.tum.de
Context Bar Detail View E-Mail List Folder List
Task Suggestions Conversation -Task- Linkage Highlighted Annotations in HTML Mail Multi- Provider- Support
Task Title Task Context Task Content (provider- specific ) Task Metadata
Title Suggestions Date Suggestions Owner Suggestions
Generic Task and Task Provider Lifecycle © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 21
UML Class Diagram © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 22 (Re-) Implemented Classes Existing Classes
Architecture Overview © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 23 4 JSON REST API controllers services models routes MongoDB Gmail Trello connectors icm-server Wikipedia etc icm-webclient email view task list task dialog icm-analytics controllers services Connecare assemblers …
Architecture Overview – Main Contribution © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 24 4 JSON REST API controllers services models routes MongoDB Gmail Trello connectors icm-server Wikipedia etc icm-webclient email view task list task dialog icm-analytics controllers services Connecare assemblers …
Initial Research Goals Goal 1 Compare the integration capabilities of existing solutions for email and task management according to a set of relevant characteristics. Goal 2 Generify ICM‘s task management integration to support multiple task providers and provide a proof of concept by integrating Connecare .© sebis181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 25 Mail Provider TrelloTask Provider ICM Tasks Mails OSS Free NLP 2-way Links Rule Engine Gmail ✓ ✓ ✓ ✓ Outlook ✓ ✓ ✓ Asana ✓ ✓ Parseur ✓ ✓ ✓ Zapier ✓ Pega Platform ✓ ✓ ✓ ✓ ✓ Newton ✓ ✓
Conclusion Identification of main requirements for a mail client with contextual task support Existing tools fulfill only some of the requirements ICM manages to do this … … by providing seamless integration between mail client and task management tool … by identifying and suggesting relevant information when creating or editing a task … by enabling users to improve the suggestions using personalized patterns … while maintaining and extensible architecture … but is only a prototype that needs additional effort for productive use (general stabilization, improved error handling) Paper submitted to ACM IUI 2019 with minor modifications (Conference on Intelligent User Interfaces) © sebis 181102 GR Final Simon Bönisch - Intelligent Contextual Task Support for Mails 26
Simon Bönisch B.Sc. ga34toz@mytum.de
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