Gmail Software Requirements Specification

Email Communication Version: 1.
0
Software Requirements Specification Date: 10/10/2016
GMAIL-001
Gmail
Software Requirements Specification
Version 1.0
Confidential Google, 2016 Page 1

Email Communication Version: 1.0
GMAIL-001
Revision History
Date Version Description Author
<15/10/16> 1.0 Initial document Kingsley Usen

GMAIL-001
Table of Contents
1. Introduction 4
1.1 Purpose 4
1.2 Scope 4
1.3 Definitions, Acronyms and Abbreviations 5
1.4 References 5
1.5 Overview 5
2. Overall Description 6
2.1 Use-Case Model Survey 6
2.2 Assumptions and Dependencies 6
3. Specific Requirements 7
3.1 Use-Case Reports 7
3.2 Supplementary Requirements 27
4. Supporting Information 27

GMAIL-001
Software Requirements Specification

1. Introduction
Spartex Inc. is an IT consulting firm that provides services to clients all around the world. The company
just recently expanded its labor force and created additional workstations across its branch locations around
the world. Certain documents get transferred back and forth between field consultants and office
technicians. One major setback in the flow of operation is the lack of adequate communication between the
employees since employees need to log into the workstations to access the files. This problem can be
solved by incorporating an emailing system which allows the sender to attach various files along with the
email. Spartex Inc. needs to adopt the Gmail mailing system.
Spartex Inc, decided to get into a contract with Google in order to implement Gmail into its daily routine.
Google is a multinational company known for its internet related services and products such as; Google
search, AdWorlds, Gmail and so on.
This document is the Software Requirement Specification (SRS) of the email composing software. All of
the software features permitted for this software would be illustrated in the SRS document
1.1 Purpose
The purpose of the SRS is to provide a concise and well documented model of the system requirements.
Google will implement this SRS document in order to construct the required software and have it delivered
by fall 2017
The software will implement various Use Cases (shown in Section 3). The Use Case inventory is as
follows:
1. Compose email
2. Discard email
3. Compose group email
4. Importing files
5. Creating draft
6. Adding carbon copy recipients
7. Adding subject
8. Adding body
9. Insert files using drive
10. Forwarding emails
1.2 Scope
The software to be used is called Gmail. This software is capable of performing the needed functionality in
order to allow the actor send and receive various files through the Gmail mailing system. This activities
include, composing email, discarding emails, composing group emails, importing files into emails, creating
draft documents and most especially, incorporating Google drive to transport heavy files.

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1.3 Definitions, Acronyms and Abbreviations

The terms used in this SRS are self-explanatory and relate to the action being performed. They mostly
relate to how to effectively utilize the emailing system to solidify communication and are provided below:
 Email – an email is a way to allow digital messages to be exchanged between computer operators
 CC/Carbon Copy – this is to make a copy of the email available to selected colleagues
 Inbox – an inbox is a list of all the digital messages the user received
 Sent Mail – this is a list of all the digital messages the user sent
 Drafts – This is a list of all the saved documents that haven’t been sent out yet
 Email composer – An interface that takes in input from the user and send it out to the recipients
whose addresses where specified
 To field – This is a section of the mail composer that contains the addresses of the recipient of the
digital message
 Subject field – This is a section of the email composer where the subject of the email lies
 Body field – This is a section of the email composer that holds the main contents and file
attachments of the email
 Attachment – This is any data file that gets attached to the email message
1.4 References
Glossary of Email Terms. Retrieved October 17, 2016, from http://www.lsoft.com/resources/glossary.asp
Gmail. Retrieved October 17, 2016, from https://en.wikipedia.org/wiki/Gmail
Vendan Murugavel, M. (2015). Users' Opinion On Gmail Service -- A Research Study In
Coimbatore. Journal Of Commerce & Management Thought, 6(4), 741-750. doi:10.5958/0976-
478X.2015.00045.2
ArgoUML - Open Source Unified Modeling Language UML Tool. Retrieved October 17, 2016, from
http://www.methodsandtools.com/tools/tools.php?argouml
1.5 Overview
This SRS document is divided into two sections: Overall Description and Specific Requirements. The
Overall Description give an overview, at a higher level, of the requirements of the software while the
Specific Requirements describes the requirements that are relevant to the system

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2. Overall Description
Gmail would allow the actor send and receive documents through its emailing services. An email contains a
recipient’s field, a subject field, a text body, formatting options, attaching options, google drive utilization,
the option to send and receive funds and so much more. The primary features are to allow the actor send
documents of almost any format to another actor through the emailing system.
Another set of features allows the actor to modify this email in order to fulfill its required needs. An actor
can make a copy of an email available to multiple recipient by adding these recipients to its “cc” field. A
set of features allows the actor to incorporate Google drive in order to transfer large files.
Another important feature would allow the actor to check the spelling of the text body. This would ensure
the integrity of the documents and would enforce formal communication between members of the company
2.1 Use-Case Model Survey
There are a total of 10 Use Cases that make up the requirements for this system. The detailed Use Cases
can be viewed in section 3
Use Case Description
Composing Email Creates an email in the Gmail system
Discarding Email Discards emails that are being composed, composed
emails or draft
Composing Group Email Creates an email and sends it to multiple recipients
Adding Carbon Copy Recipients Adds recipients who may benefit from the email.
The contents of the message may not be directed to
Carbon Copy recipients
Importing Files Imports files that would be attached to the email
Creating Draft Creates a message and saves it without sending it
out to the receiver
Adding Subject Adds a subject title to the email being sent
Adding Body Adds the message and relevant attachments to the
email
Inserting Files Using Drive Inserts large files into Google drive when the Gmail
software can’t transfer the files
Forwarding Emails Sends the entire email to more recipients in contact
address book
2.2 Assumptions and Dependencies

In order to operate this software effectively, the actor must have access to a reliable internet connection.
This would enable Gmail to interact with the web services. The actor must also know the recipients addres.
So long as the recipient is known, the email message can be sent successfully.

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3. Specific Requirements
The Specific Requirement section will provide the Use Case Reports which specifies the 10 Use Cases that
make up the emailing system. The Use Cases in the section contains both internal and external pre and post
conditions.
3.1 Use-Case Reports

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Use Case Name: Composing Email

Summary: The Compose Email feature allows the actor of the software to create a new message that
would be sent to a recipients
Preconditions:
Triggers: Actor triggers the compose email event
Basic course of events (Scenario):
Actor System Screen
1. The actor
selects to
compose a
new email
2. The system opens an

interface that would
contain the recipients,
subject and body of the
message
3. Actor fills
in the empty
fields and
selects send
4. The system notifies

the actor if the message
was sent successfully

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Alternative paths:
A. The actor enters an invalid recipient address
Actor System Screen
5. Actor
inputs an
invalid email
address
6. The system
informs the actor
of this mistake
and recommends
checking the
addresses
properly
Post Conditions:
1. An email has been successfully sent to the recipients
2. The email is saved under sent mails

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Use Case Name: Discarding Email

Summary: The Discard Email feature will allow the user delete any composed or draft emails
Preconditions: At least the email to be discarded must be selected
Triggers: Actor selects the discard email event
Actor System Screen
1. The actor
selects to
discard an
email
2. The system
notifies the
actor when
email has been
deleted
Inter Post Condition:
Alternative paths: None
Post Conditions:
1. An email has been successfully deleted
2. The email could be retrieved from the Trash folder

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Use Case Name: Composing Group Emails

Summary: The Compose Group Email feature allows the actor of the software to create a new message
that would be sent to one or more recipients
Preconditions:
Triggers: Actor triggers the compose email event
Actor System Screen
1. The actor
selects to
compose a
new email
2. The system opens

and interface that
would contain the
recipients, subject and
body of the message

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3. Actor fills
in the empty
fields.
4. Actor adds
multiple
recipients by
separating
each address
using with a
comma
5. Actor
selects send to
send the email

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5. The system notifies

the actor if the message
was sent successfully
Alternative paths:
B. The actor enters an invalid recipient address
Actor System Screen
5. Actor
inputs an
invalid email
address
6. The system
informs the actor
of this mistake
and recommends
checking the
addresses
properly
Post Conditions:
1. An email has been successfully sent to the group recipients
2. The email is saved under sent mails

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Use Case Name: Adding Carbon Copy Recipients

Summary: This feature allows the actor to inform other recipients of the message being without directly
involving the recipients
Preconditions: Actor must select to compose an email first
Triggers: Actor selects “Cc” in the “To” field
Actor System Screen
1. Actor
selects “Cc”
button in the
“To” field

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2. The system
proceeds to add
the recipients as
it would a
regular recipient

Post Conditions:
1. The recipient has been successfully copied to the email
2. The Cc’d recipients would appear alongside the addresses in the To field

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Use Case Name: Importing Files

Summary: This feature allows the actor to attach files to the email by importing them into the Gmail
system
Preconditions: The actor must select to compose an email first
Triggers: Actor selects the “Attach file” icon on the tool bar
Actor System Screen
1. Actor
selects to
attach files to
the email
2. System opens
up Windows
Explorer to
allow the actor
search for files
to attach

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3. System adds
the file to the
footer of the
messaging
interface

Post Conditions:
1. The attached file is visible at the footer of the compose message interface
2. Almost all file formats can be attached to an email

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Use Case Name: Creating Draft

Summary: This feature lets the actor create a message and saves it only.
Preconditions: The actor needs to select to compose an email
Triggers: The actor selects to close out of a composed email
Actor System Screen
1. Actor closes
out of the email
composer
interface
2. The system
saves the
email in the
Drafts folder
3. The actor
selects the draft
message in
order to edit or
send it out

Post Conditions:
1. An email gets saved in the Draft folder
2. The actor can access this draft document in the Draft folder at any time

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Use Case Name: Adding Subject

Summary: This feature allows the actor to add a subject header to the email message
Preconditions: The actor must select to compose email
Triggers: The actor selects the Subject field in the message composer interface
Actor System Screen
1. The actor
selects the
subject field in
the message
composer
interface

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2. The actor
then enters a
subject text for
the email

Post Conditions:
1. A subject body gets attached to the email to be sent

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Use Case Name: Adding Body

Summary: This feature allows the actor to add a body text to the email message
Preconditions: The actor must select to compose email
Triggers: The actor selects the Body field in the message composer interface
Actor System Screen
1. The actor
selects the body
field in the
message
composer
interface

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2. The actor
then enters the
main content
for the email

Post Conditions:
1. The email get successfully composed in the body field

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Use Case Name: Inserting Files Using Google Drive

Summary: This feature allows the actor to attach files to the email, by importing them from Google Drive
into the Gmail system
Preconditions: The actor must select to compose an email first
Triggers: The actor selects to insert files using the drive
Actor System Screen
1. Actor
selects to
insert files
using the
drive
2. System opens
up the Google
Drive interface
4. Actor
selects

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required file
from the
Drive and
clicks insert
5. System adds
the file to the
footer of the
messaging
interface

Post Conditions:
1. The attached file is visible at the footer of the compose message interface
2. Almost all file formats can be attached to an email

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Use Case Name: Forwarding Email

Summary: This feature allows the Actor to forward a received email to recipients
Preconditions: The actor must have received an email located in the inbox
Triggers: The actor selects the “Forward” icon in the drop down menu
Actor System Screen
1. The actor
selects the
“Forward”
icon in the
drop down
menu

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The system
opens another
email composer
and populates it
with the
forwarded
message
The actor
adds the
recipients to
the email and
selects send
The System
notifies the
user when the
message has
been forwarded
successfully
Post Conditions:
1. The email message gets forwarded successfully

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3.2 Supplementary Requirements

The only functional requirement associated with this software is that the software shall run on the latest
versions of the Windows Operating System (Operating System). The system was written in Java and runs
on JVM machines but this SRS is specific to Windows OS.
4. Supporting Information
None

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Email Communication Version: 1.

Confidential Google, 2016 Page 1

Confidential Google, 2016 Page 2

Confidential Google, 2016 Page 3

Software Requirements Specification

Confidential Google, 2016 Page 4

1.3 Definitions, Acronyms and Abbreviations

Confidential Google, 2016 Page 5

2.2 Assumptions and Dependencies

Confidential Google, 2016 Page 6

3.1 Use-Case Reports

Confidential Google, 2016 Page 7

Use Case Name: Composing Email

2. The system opens an

4. The system notifies

Confidential Google, 2016 Page 8

Confidential Google, 2016 Page 9

Use Case Name: Discarding Email

Confidential Google, 2016 Page 10

Use Case Name: Composing Group Emails

2. The system opens

Confidential Google, 2016 Page 11

Confidential Google, 2016 Page 12

5. The system notifies

Confidential Google, 2016 Page 13

Use Case Name: Adding Carbon Copy Recipients

Confidential Google, 2016 Page 14

Alternative paths: None

Confidential Google, 2016 Page 15

Use Case Name: Importing Files

Confidential Google, 2016 Page 16

Alternative paths: None

Confidential Google, 2016 Page 17

Use Case Name: Creating Draft

Alternative paths: None

Confidential Google, 2016 Page 18

Use Case Name: Adding Subject

Confidential Google, 2016 Page 19

Alternative paths: None

Confidential Google, 2016 Page 20

Use Case Name: Adding Body

Confidential Google, 2016 Page 21

Alternative paths: None

Confidential Google, 2016 Page 22

Use Case Name: Inserting Files Using Google Drive

Confidential Google, 2016 Page 23

Alternative paths: None

Confidential Google, 2016 Page 24

Use Case Name: Forwarding Email

Confidential Google, 2016 Page 25

Confidential Google, 2016 Page 26

3.2 Supplementary Requirements

Confidential Google, 2016 Page 27

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