Slides for

User interface design A software engineering perspective

Soren Lauesen

11. Designing an e-mail system

August 2006

© 2005, Pearson Education retains the copyright to the slides, but allows restricted copying for teaching purposes only. It is a condition that the source and copyright notice is

preserved on all the material.

Fig 11.1A High-level e-mail tasks, overview

H1 Manage a caseStart: Case often started before the user is aware of it.End: Case completed to the satisfaction of the stakeholders.Frequency: A few cases concurrently . . .

Sub-tasks: Solutions:1 Before case is recognized. S0, S1: Folder hierarchy.Problem: Mails scattered in inbox and outbox. S2: Mirror copy in inbox - reminder.2 Define the case. S5: Restructure without the mouse.Problem: Mails may belong to many cases. S2: Mirror copies.3 Handle received mails.Problems: 3p: Hard to see what mail is about. S4: Auto-relate to sent mail.3q: Hard to get overview for decisions. S2: Mirror copies.3r: Would like to annotate mails. S6: Allow edits - visible changes.3s: File hierarchy <> mail hierarchy. S3: Integrated file-mail folders.3t: Attached files invisible space eaters. S7: Attached files as mirror copies.3u: File mail and/or attachments S8: Switch from linked to embedded.4 Handle non-email input. S9: Notes as special messages.Problem: Notes for private use.5 Follow up on outgoing mails. S10: Automatic warnings,Problem: Keeping notes, review outbox. automatic delete from outbox.6 Terminate the case. S11: Closed-indication for folders.Problem: Stop filing, archive. S16: Archiving on other disks.

H1 Manage a caseStart: Case often started before the user is aware of it.End: Case completed to the satisfaction of the stakeholders.Frequency: A few cases concurrently . . .

Sub-tasks: Solutions:1 Before case is recognized. S0, S1: Folder hierarchy.Problem: Mails scattered in inbox and outbox. S2: Mirror copy in inbox - reminder.2 Define the case. S5: Restructure without the mouse.Problem: Mails may belong to many cases. S2: Mirror copies.3 Handle received mails.Problems: 3p: Hard to see what mail is about. S4: Auto-relate to sent mail.3q: Hard to get overview for decisions. S2: Mirror copies.3r: Would like to annotate mails. S6: Allow edits - visible changes.3s: File hierarchy <> mail hierarchy. S3: Integrated file-mail folders.3t: Attached files invisible space eaters. S7: Attached files as mirror copies.3u: File mail and/or attachments S8: Switch from linked to embedded.4 Handle non-email input. S9: Notes as special messages.Problem: Notes for private use.5 Follow up on outgoing mails. S10: Automatic warnings,Problem: Keeping notes, review outbox. automatic delete from outbox.6 Terminate the case. S11: Closed-indication for folders.Problem: Stop filing, archive. S16: Archiving on other disks.

H2 File mails for general referenceStart: Reviewing incoming mail or side effect of H1.End: Mails discarded.Frequency: Rarely above 50 a day.

Sub-tasks: Solutions:1 File. S13: Assign folder to a contact.Clever: File contact data from mail. S12: Extract contact from mail.Problem: Mail relates to many subjects. S2: Mirror copies.2 Retrieve. S14: Standard search with mirror-Clever: Searching for contact, date, etc. copy of selected items.3 Discard. S15: Keep track of lastOpened . . .Problem: When and what to delete? S16: Archiving and retrieval from

other disks.

H2 File mails for general referenceStart: Reviewing incoming mail or side effect of H1.End: Mails discarded.Frequency: Rarely above 50 a day.

Sub-tasks: Solutions:1 File. S13: Assign folder to a contact.Clever: File contact data from mail. S12: Extract contact from mail.Problem: Mail relates to many subjects. S2: Mirror copies.2 Retrieve. S14: Standard search with mirror-Clever: Searching for contact, date, etc. copy of selected items.3 Discard. S15: Keep track of lastOpened . . .Problem: When and what to delete? S16: Archiving and retrieval from

other disks.

(Fig 11.1A Cont.)

Fig 11.2A Task descriptions, overview

T1 Simple handling of received mailsStart: Morning, beep, I have sent you a mail.End: Messages dealt with for now.Frequency: Once daily (5-50 messages) . . .Difficult: After vacation: 500 mails.

Sub-tasks: All sub-tasks optional and repeatable.1 Transfer incoming mail.1a Skip attachments.2 Read a mail. Find related sent message. S43 Delete the mail.3a File attachments anyway. S84 Send reply. Mirror-file in final folder. S24a Add deadline for reply . . . S105 Forward message . . .6 Annotate message, change subject. S67 Write and file note. Add deadline. S98 Mirror-file mail. Delete or file attachments. S0 ...9 Leave mail in inbox with deadline. S1010 Record sender as contact. S1211 Resend related message - with changes. S1012 Print message with/without annotations.13 Start complex task

T1 Simple handling of received mailsStart: Morning, beep, I have sent you a mail.End: Messages dealt with for now.Frequency: Once daily (5-50 messages) . . .Difficult: After vacation: 500 mails.

Sub-tasks: All sub-tasks optional and repeatable.1 Transfer incoming mail.1a Skip attachments.2 Read a mail. Find related sent message. S43 Delete the mail.3a File attachments anyway. S84 Send reply. Mirror-file in final folder. S24a Add deadline for reply . . . S105 Forward message . . .6 Annotate message, change subject. S67 Write and file note. Add deadline. S98 Mirror-file mail. Delete or file attachments. S0 ...9 Leave mail in inbox with deadline. S1010 Record sender as contact. S1211 Resend related message - with changes. S1012 Print message with/without annotations.13 Start complex task

T2 Non-email triggers - user’s initiativeStart: Phone call, got an idea, . . . End: Message sent, note filed, inf. found.Frequency: A few times daily.Difficult: Deadlines - many kinds.

Sub-tasks: All sub-tasks optional and repeatable.1 Review folders.2 Compose message - cut and paste, resend.3 Define recipients.4 Attach files.5 Mirror-file and send. Add deadline . . . S2 ...6 Write and file note. Add deadline. S97 Print message.8 Start complex task.

T2 Non-email triggers - user’s initiativeStart: Phone call, got an idea, . . . End: Message sent, note filed, inf. found.Frequency: A few times daily.Difficult: Deadlines - many kinds.

Sub-tasks: All sub-tasks optional and repeatable.1 Review folders.2 Compose message - cut and paste, resend.3 Define recipients.4 Attach files.5 Mirror-file and send. Add deadline . . . S2 ...6 Write and file note. Add deadline. S97 Print message.8 Start complex task.

T3 Complex message handlingStart: Side effect of T1 or T2. End: Case created, message or reply sent . . .Frequency: A few times daily.Difficult: Deadlines - many kinds.

Sub-tasks: All sub-tasks optional and repeatable.1 Search for messages by folders, dates, . . . S141a Include closed and archived folders2 Mirror-file selected mails and attachments. S2...2a Transfer message. . .3 Annotate, write notes . . . as T1 and T2.

T3 Complex message handlingStart: Side effect of T1 or T2. End: Case created, message or reply sent . . .Frequency: A few times daily.Difficult: Deadlines - many kinds.

Sub-tasks: All sub-tasks optional and repeatable.1 Search for messages by folders, dates, . . . S141a Include closed and archived folders2 Mirror-file selected mails and attachments. S2...2a Transfer message. . .3 Annotate, write notes . . . as T1 and T2.

T4 Clean upStart: User’s initiative.End: Order in growing mess.Frequency: Rarely.Difficult: Never.

Sub-tasks: All sub-tasks optional and repeatable.1 Review a folder.2 Sort by created, lastOpened, size . . . S153 Read, delete, write notes . . . 8 Close folder and archive. S11 ...

T4 Clean upStart: User’s initiative.End: Order in growing mess.Frequency: Rarely.Difficult: Never.

Sub-tasks: All sub-tasks optional and repeatable.1 Review a folder.2 Sort by created, lastOpened, size . . . S153 Read, delete, write notes . . . 8 Close folder and archive. S11 ...

T5 System setupStart: Change in technical surroundings .... . .(Usually system specialist. Not ordinary user.)

T5 System setupStart: Change in technical surroundings .... . .(Usually system specialist. Not ordinary user.)

(Fig 11.2A Cont.)

Fig 11.3 Data model, e-mail

Folder

File

MirrorCopy Message

subject, bodyto, cc, bccfrom, sender, replyTocreated, lastOpenedstate*, timer1, timer2tag1, tag2, tag3

Attachment Role

Contact

FileRef

in-re

ply-

to

linkedAttachments

mailList

role (to|cc|from ...)

(standard), caseClosed

name,e-addr . . .

name . . .

name . . .

File system Anonymouse-mail files

state (received | seen | replied | forwarded | replied+forwarded | warning |note | composed | queued | sent | replyReceived)

embeddedAttachments

tree

tree

Fig 11.4A Virtual windows plan, e-mail

FileSearch:criteria, files

ContactList:Tree view

ProgressIndicator:action, remaining

MessageSearch:criteria, messages

FolderTree:

MessageTree listview File

list

Message 2:

Message 1:body, allattributes

Contact:all attributes

Fileview

Fol

derT

ree

Mes

sage

Sea

rch

File

Sea

rch

Mes

sage

1

Mes

sage

2

File

Vie

w

Pro

gres

sInd

icat

or

Con

tact

List

Con

tact

T1-1 Mail transfer2 Read mail3 Delete mail

4+5 Reply, forward6+9+3 Annotate, deadline

7+6 Write note8 Mirror-file

10 Record sender11 Resend related mail

12+7 PrintT2-1+T4-1 Review folders

T2-2 Compose message3 Define recipients4 Attach files5 Mirror-file & send

T3-1 Search2 Mirror-file selected

T4-2 Sort by . . .T4-8 Close folder & archive

m mm m (s) mm mo (o) m n (n) (n)

mn (m) nm m (m)

m m mo m om m mo o o oo o (o) n o o

n n nn (n) n nn n no o oo oo oo o

Virtual windows used for:m: Message received.s: Source message (original

request or warning).o: Old message.n: New message or note.

(Fig 11.4A Cont.)

Message List: Inbox

File List: Inbox

Fig 11.4B Virtual windows, graphical version

Vienna trip: IMG_0103.JPG

FolderTree

Message sentTo: khh@itu.dk Sent: 12:30 04-08-2002From: joc@itu.dk State: SentSubject: Print of empty pages In outbox: 8 daysCc: Warning: 3 daysBcc: pfk@itu.dk Last read: 12:30 04-08-2002

Attach: Filed in: Outbox, ITpains,Win2000

Hi Ken

Eudora cannot print from the outbox under Windows 2000. Prints heaps of empty pages. Anything we can do about it?

Message receivedTo: joc@itu.dk Sent: 17:42 28-04-2002From: jpvium@iqm.dk State: SeenSubject: Vienna trip In outbox:Cc: Warning: noneBcc: Last read: 15:10 29-04-2002

Attach: IMG-0103.JPG Filed in: Inbox, ViumIMG-0107.JPG

Hi John

We had a great trip to Vienna. I have enclosed some pictures that might interest you. The first one is the famous gate where the horses pass several times a day.

Find MessageContact: After: v 29-04-2001Subject: Before:Text: austr State: (any)Attach: Filed in: Positions, Vium

Results

ProgressTransferring: amh@itu.dk, Thesis vers. 3.2 for your review

Skip attachment

Stop

(Fig 11.4B Cont.)

Fig 11.5A Semantic and search functions, e-mail

TreeViewEdit: nameSelectFolderNewFolderDelFolderOpenListsCloseCaseOpenCaseArchive

MessageListSelectMultipleOpenMessageOpenSourceTrash, DelCopyFileIn, Copy, MoveReply, ReplyAll, ForwardSend, ReSendSelectAttributesPrint

FileListEdit: nameSelectMultipleAttachFileEmbedFileDeleteCopy, MoveOpenFile

ProgressIndicatorStopSkipAttachment

Global:TransferMailNewMessageNewNoteUndoSetUpImport, Export

MessageSearchEdit: criteriaSearchSelectMultiple. . . as MessageList

FileSearchEdit: criteriaSearchEdit: nameSelectMultiple. . . as FileList

MessageOperations on message:

NextMessage, PreviousRecordSenderOpenSourceTrash, DelCopy. . . as MessageList

Edit attributes:to, cc, bcc, subject, bodytimer1, timer2ShowChanges

Operations on attachments:AttachFile, EmbedFileMoveTo, EmbedDetach, DeleteViewAttachmentOpenAttachment

ContactListSelect . . .

ContactEdit: . . .

FileViewDelete, Detach

Fig 11.5B State diagram, e-mail

Send, ResendPrintFindMessageFindFileDockWindowsWindowList

Main windowGlobal functions

FolderTree:

MessageTree listview File

list

Application

OpenFileOpenAttachmentProgressIndicator

Send, PrintTransferMail

Stop(EndTransfer)

MessageSearch

OpenMessage ...

FindMessage

Close

Message

NewMessage, ResendOpenMessage

OpenSource

OpenSourceViewAttachmentOpenAttachment

Close

FileView

ViewAttachment

Delete, DetachClose

FileSearch

FindFile

OpenFileClose

TransferMailNewMessageOpenFileOpenMessageOpenSource

Fig 11.5C Function presentation, e-mail

TreeView Menu Button/IconEdit: name Folder Select+ClickSelectFolder ClickNewFolder Folder Button, MainDelFolder Folder DeleteOpenLists Double clickCloseCase FolderOpenCase FolderArchive FolderShowClosed View

Message Menu Button/IconOperations on message:

Next, Previous Message Icon, MessageRecordSender MessageOpenSource Message Button, MessageTrash Message Button, MessageDelCopy MessageFileIn Message ComboboxCopy MessageMove MessageReply Message Button, MessageReplyAll Message Button, MessageForward MessageSend Message Button, MessageReSend Message

Edit attributes:to, cc, bcc Message Comboboxsubject, body (direct)timer1, timer2 ComboboxShowChanges View

Operations on attachments:AttachFile Attachm. ComboboxEmbedFile Attachm.MoveTo Attachm.Embed Attachm.. . .

Global Menu Button/IconTransferMail File Button, MainNewMessage Message Button, MainNewNote Message Button, MainUndo Edit Icon, MainSetUp FileImport, Export FileFindMessage EditFindFile EditDockWindows ViewWindowList Window

Main Window:

Message list Menu Button/Icon. . .

Fig 11.5D Pieces of the prototype, e-mail

FolderNew Folder ...Delete FolderEdit NameClose CaseOpen CaseArchive ...

FileDeleteCopy To >Move To >Attach FileEmbed FileTransfer MailPrintSetup ...Import ...Export ...

MessageNew MessageNew NoteNext MessagePrevious MessageOpen Source MessageTrash MessageDelete CopyFile In >Copy To >Move To >ReplyReply to AllForwardSendSend AgainInsert Contact >Record Sender ...

EditUndoRedoFont ...Alignment ...Select AllFind Message ...Find File ...

AttachmentAttach File >Embed File >Move To >EmbedDetachDeleteView AttachmentOpen Attachment

ViewSelect Attributes ...Show Changes

v Show Closed Cases v Dock Windows

Window1 Messages & Files2 Print of empty ...3 Vienna trip

Folder list

Message sent

To: khh@itu.dk Sent: 12:30 04-08-2002From: joc@itu.dk State: SentSubject: Print of empty pages In outbox: 8 daysCc: Warning: 3 daysBcc: pfk@itu.dk Last read: 12:30 04-08-2002

Attach: Filed in: Outbox, ITpains,Win2000

Hi Ken

Eudora cannot print from the outbox under Windows 2000. Prints heaps of empty pages. Anything we can do about it?

Open SourceSendTrash Resend

This folder All folders

Show in Message List

v State

v Attachment indication

v Who (From or To)

v Date (sent or created)

Deadline

Date last seen

v Subject

Filed in

Size of text body

v Size of attachments

(Fig 11.5D Cont.)