Intra

Mailing
Submitted to:
Deepak Singh System
(Project In-charge)
Submitted by : Mr.
ABHISHEK NAYAK(0612610002)
PIYUSH SHARMA(0612610063)
PRABHAKAR SHARMA(0612610064)
.
“INTRA MAILING SYSTEM”
SRS (SOFTWARE REQUIREMENT SPECIFICATION)

•ABSTRACT:
The current world is moving swiftly, agility is a new Buzzword. The digital age has
created a worldwide economy, where customers, suppliers, partners are found
around the globe. Therefore, the mobility of employees is becoming more and more
central issue of the modern expertise. A key concern to mobile professionals is
productivity while away form the office. They lack convenient access to
communication and management tool are needed to do their jobs. To compete, a
company must find ways to communicate instantly and share knowledge across
boundaries of time and distance that were once almost impossible to bridge.

“Intra Mailing System” utilizes a wide range of emerging digital technologies to bridge
this gap & give the people in an organization real time access to the information they
need, no matter where they are located. “Intra Mailing System” provides fast, easy &
secure access tools for communicating within the organization network through mail,
text, images, and instant messages. “Intra Mailing System” aims at connecting all the
people in an organization and within its multiple branches.
PURPOSE:
1.
The main objective of this system (“Intra Mailing System”) is to
develop a communication interface for the organization. “Intra
Mailing System” meets the needs of the employees in the org.
for communicating with each other within their units. This
application provides basic requirements such as
•Mail Management
•File transfer
•Instant messages
•
•
The Intra Mailing System is very User-Friendly application. Only
certain applications like System Monitoring, instant Messaging,
and Chatting between two users need little training.
SCOPE:

This document describes the requirement of the system. It is

meant for use by the developers, and will also be the basis for
validating the final system. Any changes made to the requirements
in the future will have to go through a formal change approval
process. The developer is responsible for asking clarifications
where necessary and will not make any alterations without the
permission of the client.
INTRODUCTION:
The company has different departments situated in different locations. I
has four offices and three sites(factory). These are situated at different
places and have a minimum distance of 15 km.
The basic problem is that they communicate or make correspondence
only through post as their units are located in remote areas. This
method of communication is very slow in nature and it’s not reliable.
Therefore, the solution for this problem is to develop a communication
channel that meet the need of the organization. Basically, the
computerized solution is for improving the services as well as self-
efficiency of the computer.
This project INTRA MAILING SYSTEM aims at providing a good
communication interface for the organization. It can cut down the time of
employees send on routine communication tasks. Its successful
implementation makes easy the job of employees in the organization.
This application provides facilities like mails, instant messages and
allows employees to communicate more effectively, and access the
resources they need to maximize their day-to-day productivity. It
provides fast and better access to up-to-date information.
MAIL:
Intra Mailing system allows organizations with intranet to
exchange emails internally without the need of an Internet
connection, in which
•Usually text is transmitted,
•Operations include sending, storing, processing, and receiving
information,
•Users are allowed to communicate under specified conditions, &
•Messages are held in storage until called for by addressee.
Intra Mailing System is the system which is used to establish
online communication among the employees of an organization at
different branches and within the organization between the
departments. The employees of the organization can send mails
to each other in different departments at different locations.
The purpose of “Intra Mailing System” is, an employee of a
company can send and receive mails only in that organization’s
Local Area Network or Wide Area Network. It will work like Internet
mailing system for this Intranet.
5. MODULE’S EXPLANATION:

This Project consists of two modules:

•Administration module.
•
•User module.
•
ADMINISTRATOR:

•In administrator module we have five options:

•Generate User.
•Delete User.
•Check Mail.
•Send Mail.
•Show User.
•When the administrator select the option “Generate User”, he will
creates a new User id and Password for the new user.
•
•When the administrator selects the option “Delete User”, he will
delete an existing user, if any.
•
•When the administrator selects the “Send Mail” option, then the
form will be opened for sending mail. Then, the admin send mail
to any other user who has user id in the organization.
•
•“In Check Mail” option, the admin check for the mails. If the user
has any mails, then the mails will are displayed. He will check the
mails and delete the unnecessary mails. If the user has no mails
then the message ‘No Mails‘will be displayed.
•When the admin selects the “Show User “ option, then the no. of
users who currently logged on is displayed. This page
automatically refreshes after 5 seconds to give the current user
list.
NORMAL USER:
•In user module we have two options:
1.Send mail.
2.
3.Check mail.
4.
1.When the user selects the “Send Mail” option, then
the form will be opened for sending mail. Then the
user can send mail to any user who has a user id in
the organization.
2.
3.In “Check Mail” option, the user can check for the
mails. If the user has any mails, then the mails are
displayed. He will check the mails and can delete the
unnecessary mails. If the user has no mails then the
message “No Mails” will be displayed.
FUNCTIONAL REQUIREMENTS:
•ADMINISTRATOR:

IN administrator module, we have five options:

•Generate User: Creating a new User account.

Input: user id and password.
Output: User added to database.

•Edit User Information: Changing Login and Password.

Input: ID, New Password, Confirm Password.
Output: Changed Information.

•Delete User: Removing a user entry from the database.

Input: User Id, and Password of the user to be
deleted from the database.
Output: User entry removed.
•Check Mail: Shows mail stored.
Input: Request from user to check his mail.
Output: Mails of the user.
•Send Mail: Send mail to the appropriate user.
Input: User Id.
Output: Mail sent to user.
•Authentic Administrator: to check the authenticate
administrator.
Input: Login Id and Password.
Output: Valid or invalid message.
•Show Users: Gives the list of all the user who are
Logged on.
Input: Request to show Users.
Output: List of currently logged on users.
•USER:
•
1.Send Mail: Send mail to user in organization.
2.
Input: user id to whom he wants to send mail.

Output: Mail sent.

Check Mail: Shows mail stored.

Input: Request from user to check his mail and delete the

Read the read mail.

Output: mails to the users after checking or deleting his

Mail.
NON-FUNCTIONAL REQUIREMENTS:
HARDWARE REQUIREMNETS:
•512 MB RAM.
•80 GB Hard Disk.
•PIV 2.4 GHZ.
•
SOFTWARE REQUIREMENTS:
FRONT END:
•JSP 1.1
•JDK 1.5.0
•OPEN SOURCE BASED Server
•BACK END:
•Oracle 11g
•
SERVER: APACHE TOMCAT 5.0.8
2.USER CHARACTERISTICS:

ADMINISTRATOR:

WHO ADMINISTRATOR
WHAT •Creating a new user account.

•Delete a user account.

•Can see the list of all logged on users.

•Change the password of the user.

WHEN •Whenever there is a request from the

user to
•Change password

•To create a new user account

•Can see the list when he wants to.

•And delete the user account whenever he

thinks to be necessary
HOW By just clicking on the appropriate option
WHERE on thehis
From form.
current location, on his PC.
USER:
WHO
WHAT
HOW
WHERE From
USER/CLIENT
By
• Canselecting
check
his onhis
PC,
themail
sitting at
•his
appropriate
Canonsend
location
mail
option
to another
on the
user whose user id is there
form.
in the organization.
•Can delete the unnecessary

mails.
•DATA DICTIONARY:
1.USER INFORMATION:
ROW ID DATATYPE CONSTRAINT DESCRIPTION

User_id Varchar2(15) Unique, Emil id of the

NOT NULL user/admin.

Psd Varchar2(10) NOT NULL Password

Addr Varchar2(40) NOT NULL Valid address.

Mob_no NUMBER(10) NOT NULL Valid phone no.

SAP_code NUMBER(10) PRIMARY KEY Employee no/id

Branch Varchar2(6) NOT NULL Valid branch

Desig Varchar2(15) NOT NULL Designation of the

user.
Name Varchar2(25) NOT NULL Name of the user.
 1.MAIL INFORMATION:
ROW ID DATATYPE CONSTRAINT DESCRIPTION
Login_id
Mail_id
Msg/mail
Read/unread
Attachments
From
Date
Time
SUB
Size Varchar2(10)
Varchar2(20)
Char
Varchar2(25)
Date
Varchar2(15)
Number
Varchar2(35) Primary
Unique
NOT
----
NOTNOT
NULL
NULL
,key
NULL Size
Login_id
Mail
If
Name
Date
TIME
Subject
it’sof
there
of
idread
aof
OF
attachment,
message
is
of
sending
the
of
attachments,
SENDING
the
oreither
sender.
unread.
user
mail
the
orthe
aif
NOT NULL user or
then
mail.
THE
any. path
MAIL.
theofadmin.
that. Else
write “NO”
U1: Admin Module:- This module contains administrator related
functionalities :-

U1.1: Validate User/Admin: Here, a valid admin login id is required

to enter the system.
Scenario 1: Main line sequence: -
System asks user to enter admin login id and password.
User enters login id and password.
System checks the input and authenticate user.
Scenario 2: At step 3 of mainline sequence system returns
incorrect login and password.
U1.2: Create New User: Here, a new user is added to system or
new login account is created as admin.
Scenario 1: Main line sequence:-
User Selects the Create New User Option.
System asks the user to enter his/her details.
User enters the details.
System gives successful account creation information.

Scenario 2: At step 4 of the mainline sequence, System gives an

error message that the user id already exists.

Scenario 3: At step 4 of the mainline sequence, System gives an

error message that the mandatory fields are not fields.

Scenario 4: At the step 3 of mainline sequence, system returns a

message that password and confirms password fields are not
same.
U1.3: Grant Access:- Here, administrator can grant privilege to
other user
.
Scenario 1: Main line sequence:-
•Admin selects the grant user access option.
•System displays a list of new user to be granted access.
•Admin selects the user to be granted access.
•System grants access to selected user.
•
U1.4: Check Mail:-Here, administrator can check his own mails.

Scenario 1: Main line sequence:-

•Admin Selects the check mail option.
•System displays a list of mail intended to him/her.
•Admin select a mail.
•System displays the mail content to the user.
U1.5: Send Mail:- Here, administrator can send mail to
anyone on the intranet.

Scenario 1: Main line sequence:-

•Admin selects the send mail option.

•System returns the format of the mail.
•Admin enter the userid of the receiver, subject(if
any),attachment(if any) and messages.
•System sends the mail to the intended receiver.
Scenario 2: At step 4 of the mainline sequence, System
gives an error message that the user id does not exist.
U1.6: Show User:-Here, administrator can see all user available on the
intranet.
Scenario 1: Main line sequence:-

•Admin selects the show user option.

•System returns the list of user available.
•Admin enter selects a user.
•System asks admin to enter the message.
•Admin enters the message for receiver.
•System sends the instant message to the user.
•
U1.7: Logout User:-Here, administrator can log out from his/her
account.
Scenario 1: Main line sequence:-

•Admin selects the logout option.

•System logs him/her out of the system.
U1.8: Delete User:- Here, administrator can delete his/her mail.

Scenario 1: Main line sequence:-

•Admin select the delete mail option.
•System asks admin to select the user account to be deleted.
•Admin selects the user account to be deleted.
•System deletes the account selected by the administrator.
U1.9: Reply Mail:- Here, administrator can reply to any mail.

Scenario 1: Main line sequence:-

•Admin selects the reply option.
•System returns the format of the mail.
•Admin enter the subject(if any),attachment(if any) and
messages.
•System sends the mail to the intended receiver.
U1.10: Edit Profile:- Here, administrator can edit his/her profile
according to his own wish.

Scenario 1: Main line sequence:-

•Admin selects the edit profile option.
•System displays the details of the admin.
•Admin can now modify his/her profile information.
•System updates the profile information in the user_info table.
•System displays the current information of the user.

Scenario 2: At the step 3 of mainline sequence, system returns a

message that password and confirms password fields are not
same.
U2: User Module: This module contains user related
functionalities :-

U2.1: Validate User: Here, a valid user login id is required to enter

the system.

Scenario 1: Main line sequence: -

•System asks user to enter login id and password.
•User enters login id and password.
•System checks the input and authenticate user.
Scenario 2: At step 3 of mainline sequence system returns
incorrect login and password.
U2.2: Create New User: Here, a new user is added to system or
new login account is created as general user.
Scenario 1: Main line sequence:-
•User Selects the Create New User Option.
•System asks the user to enter his/her details.
•User enters the details.
•System gives successful account creation information.
Scenario 2: At step 4 of the mainline sequence, System gives an
error message that the user id already exists.
Scenario 3: At step 4 of the mainline sequence, System gives an
error message that the mandatory fields are not fields.
Scenario 4: At the step 3 of mainline sequence, system returns a
message that password and confirms password fields are not
same.
U2.3: Check Mail:- Here, user can check his own mails.
Scenario 1: Main line sequence:-
•User selects the check mail option.
•System displays a list of mail intended to him/her.
•User selects a mail.
•System displays the mail content to the user.
U2.4: Send Mail:- Here, user can send mail to anyone on the
intranet.
Scenario 1: Main line sequence:-
•User selects the send mail option.
•System returns the format of the mail.
•User enters the userid of the receiver, subject (if any),
attachment (if any) and messages.
•System sends the mail to the intended receiver.
Scenario 2: At step 4 of the mainline sequence, System gives
an error message that the user id does not exist.
U2.5: Show User:- Here, user can see all user available on the
intranet.
Scenario 1: Main line sequence:-

1.User selects the show user option.

2.System returns the list of user available.
3.User enter selects a user.
4.System asks admin to enter the message.
5.User enters the message for receiver.
6.System sends the instant message to the user.
7.
U2.6: Logout User:-Here, user can log out from his/her
account.
Scenario 1: Main line sequence:-
•User selects the logout option.
•System logs him/her out of the system.
U2.7: Delete Mails:- Here, a user can delete his/her mail.
Scenario 1: Main line sequence:-
•User select the delete mail option.
•System asks admin to select the user account to be deleted.
•User selects the user account to be deleted.
•System deletes the account selected by the user.
•

U2.8: Reply Mail:- Here, user can reply to any mail.

Scenario 1: Main line sequence:-
•User selects the reply option.
•System returns the format of the mail.
•User enter the subject(if any),attachment(if any) and
messages.
•System sends the mail to the intended receiver.
U2.9: Edit Profile:- Here, user can edit his/her profile according to
his own wish.
Scenario 1: Main line sequence:-
User selects the edit profile option.
System displays the details of the admin.
User can now modify his/her profile information.
System updates the profile information in the user_info table.
System displays the current information of the user.
CLASS DIAGRAM
ADMINISTRATOR
1.FOR ADMINISTRATOR
ADMINISTRATOR LOGIN_ID
ADMINISTRATOR MAIL_ID
PASSWORD

GENERATE USER();
EDIT USER();
DELETE USER();
CHECK MAIL();
SEND MAIL();
SHOW USERS();
AUTHENTICATE ADMINISTRATOR();
2. FOR USER
USER

USER LOGIN-ID
USER MAIL-ID
PASSWORD

SEND MAIL();
CHECK MAIL();
DELETE MAIL();
FUTURE PROSPECTS & CONCLUSION
Scope For Future Works:-
•Every chances of reusability of the codes in other environment even in different platforms.
•Its present features can be enhanced by some simple modification in the codes so as to reuse it in
the changing scenario.
Scope of Future application:-
• We can add new features as and when we require .
• We can update it next version.
• There is flexibility in all the modules.
•
SOFTWARE SCOPE
 
Reusability
Extensibility
Robustness
Understandability
Cost - effectiveness

Note :- Scope of this document is to put down the requirements, clearly

identifying the information needed by the user, the source of the information
and outputs expected from the system
 CONSTRAINTS

1.EMPLOYEE DATABASE SHALL BE PROVIDED ALONG WITH NECESSARY

DETAILS OF THEIR EMPLOYEE ACCOUNT BY ORGANISATION.

2.SECURITY FFEATURES ARE SUFFICIENT UNDER MENTIONED

CONDITIONS

a.User systems shouldn’t be updated without authority of n/w

administrator.
b. Any update should be acc. to requirement of system and
compatibility of systems.
c. Cryptographic part of mail shall be the sole responsibility
as embedded with in protocols.
 Thanking you

Constructive suggestions and queries are thoroughly welcome