Processes of Receiving and Sending Emails and Meetings

Hyper executes several processes, related to the receiving and sending of Emails and meetings. These processes include the meetings invitations as well as the activity of the servers and the database updating.

Email Receiving Process

Hyper server executes a synchronization process every 5 minutes, with all of the incoming mail boxes of third party servers (e.g. Gmail). This process can be executed on up to 5 mailboxes at the same time, in a loop, until finishing to run on all of the mail boxes. Messages from Hyper's server are received instantly.

When pressing the Check for New Mail (F5) button, The server checks whether there are any new received incoming messages, unless it is done less than 20 seconds after the previous check. These restrictions were defined as the standard be Gmail, in order to prevent processing overload. This check is also done on up to 5 mail boxes at the same time.

This process is done according to the following order:

  1. Hyper is identified by the external server.
  2. Hyper requests the list of the exist messages in the mailbox (UIDL command).
  3. Hyper requests a comparison of the previous messages list with the _____________ table, in Hyper's DataBase.
  4. Each message that does not exist in Hyper, is taken from the the mail server (RETR Command).
  5. According to the messages delete definitions, the messages are deleted after the defined X Days, by using the DELE command.
  6. Hyper disconnects the session with the Mail server and the attachment process to clients / suppliers Relationship log begins.
  7. A filter is being executed to identify the sender of the message, as well as the rest of the addressees, from the following tables of the database:
    • hyp_Client - the clients table.
    • hyp_Suppliers - the suppliers table.
    • hyp_Projects - the projects table.
    • hyp_Contact Persons - the contact persons table.
    • hyp_User Personal Contacts - the personal contacts.
    • hyp_Employees - the employees table.
    • hyp_Anti Spam White List - the list of approved domains and Email addresses.
  8. A technological test is executed to identify fake messages and harmful files.
  9. The system decides whether to accept the message and receive it into the database, according to the above steps. Some of the files that were received from an identified entity will be approved while files from unidentified entity will be denied (according to security considerations, this algorithm is not reviled).
  10. The message will be saved in the database as EML file and in the following tables:
    As an integral part of this process, receiving and sending activities of meetings are executed, as described below.

Email Sending Process

This process is done according to the following order:

  1. The message is always saved in the database and in the different tables by one of the modules (manual / Automatic).
  2. The Hyper server identifies and sends up to 5 messages at the same time. For external mail server, the sending is executed in ESMTP or even in SMTP.
  3. After successful sending, the status is updated (in the hyp_Outbox table) and the message is attached to the relevant client/supplier cards relationship log. In case of sending is failure due to technical reasons, the error will be added to the hyp_Outbox table.

Receiving / Sending meetings

  1. The receiving of the meetings is an integral part of receiving the incoming Emails.
  2. Each mailbox is related to Hyper User / Entity. The mailbox receives the incoming Email and identify a message of meeting invitation (ICS file). Hyper decodes this file and creates a new meeting in the calendar with a status of "Tentative".
  3. Hyper decodes winmail.dat files and displays its content with the received message.

Sending Meetings Invitations from Hyper Calendar, by Using Email / SMS

  1. The meeting window of Hyper, includes the attendees details, as well as the required media for delivering the message (Email / SMS). This dialog window also saves these details to ____________ table. Hyper sends live updates to each attendee that this update is relevant for (For example: when adding a new attendee to an exist meeting, the meeting details will be sent to this attendee only). The modifications in the meeting details will also be saved in the table. The user can decide and define whether to send the invitation or not. The table contains the commands for inviting the required user, updating the relevant users and also whether to use Email or SMS to update the attendees.
  2. After saving the meetings details in the table, the server sends all of its requests. Please note - When using external servers, it is recommended to verify that these servers allow to send multiple messages at the same time (e.g. in case of sending invitation and Email message at the same time).