ABSTRACT The Problem

In any organization it is necessary to convey messages to its employees or the people associated with it. The communication may be either directly or indirectly. The communication of the message must be in some sort of medium. The message is to be communicated to the people directly through a letter sent in person or by post indirectly. The message may or may not be received by a particular person if he is not available at that particular time when the message is intimated. The acknowledgement for the message delivery is not possible in the indirect communication. The cost involved to inform the message to all the persons is also goes high. In general a user with in the intranet can be able to send the message from one node to the other node in the network through the command proompt of DOS or any other service.The mailing services such as Yahoo, Rediff, Google, etc.. provides the mailing facilities. Those services are not user friendly and have the following limitations. 1. They support communication among the nodes and not among user, the user need to specify the computer name, which is technical and difficult to remember. 2. There is no facility to store the messages sent as it is a necessary one. 3. The mailing services specified must require the internet connection which is a further difficulty of security for some organizations. 4. There is no guarantee that the security of the message is maintained as it is provided by a third party people.

Proposed Solution:
The above specified problems can be solved by designing a system in such a way that it supports registrations for users and allows one registered user to send a message to other registered user irrespective of the node where the sender and receiver resides within the Intranet. The messages are stored in the database so that when ever the user logged in the messages are displayed in the client area. The project Intranet Mailing System supports all the above features and provides a graphical user interface to the end user. A user needs to register before using the services of the mailing system. A registered user can sign in and can send messages to any of the registered user throughout the intranet.

Current System
In the existing system all the work is done manually. But the job of doing all the work manually is a time taking process and involves more number of people. The manual process involves the persons intimating the message directly to the employees and in some cases the employee may not be available and also he may be busy with some other work and hence it makes him to deviate from that work. With the postal system the process involves high cost of postal charges and also there is no guarantee of the delivery of the message in time. The message privacy is not maintained with this system, which is a necessary thing in all the cases. And also there is a chance of modifying the actual message.

Need for Automation

In this, very busy world and when the technology is being used efficiently to conserve the time we cannot afford to spend so much of time for these types of tasks. In the present computerized organizations it is difficult to maintain more employees for intimating messages to the employees. The privacy of the message is a must in the competing world. The messages must also be need to deliver in time to the intended recipient and can be able to respond to the message as and when he wanted. The cost involved with the communication of the messages must also be reduced.The current system has several drawbacks. So, there is need to develop the system which performs all these tasks. The following are the major difficulties with the existing system. Needs more man power Time taking process Security is not maintained The cost is also high

Proposed System
In order to overcome the problems in the current system, the Intranet Mailing System is designed, as it is developed in java it can be executed in any environment. So this application is platform independent and supports communication in INTRANET. The user needs to register to get the userid of this system. The registered user can login to the system with the userid chosen and can access the facilities of the system. After login the

user can be able to see the messages that were sent to him, can send messages to the other users by specifying their userid. The major advantages of the system are: There is no need of extra employees to perform these operations The security of the messages can enforced The cost of the delivery is very low regardless of the fact you are sending mail to someone next door or to some thousand kilometers away The speed at which delivery takes place It is easy to create a mail address in this system

Intranet Mailing System is basically designed under the following modules. They are Authentication Services Other transactions Address Book Maintenance Folders Options Login Logout Compose (Mail Sending) Sent (Outbox Mails)

Inbox (Mail Checking/Receiving)

Scope Of The System The project Intranet Mailing System has enormous scope for further enhancement in the future. The project is designed in such a way that new modules can be added flexibly without affecting the existing system functionalities. Users need not wait for long time to send their mails for long time they can send within no time without taking much time. He can send the message same time to many people instantaneously. The sender composes the mail message. After composing the mail message the user sends it to the recipients email addresses. The messages are stored in the

database with the sender email and he receivers email. Whenever the recipient login with his email the mail messages from the database that are intended to him can be shown in his inbox. Objectives of the System To provide easy and instantaneous communication between the users of the intranet Allows the user to access the facilities from any where independent of the place Provides the security for the messages Maintains all the user accounts Easy access to the message The functional overview describes the interaction between the system and its external environment. The intranet mailing system allows the user to send the message and check the messages that were sent to him. The major functionalities are: To provide an user interface to register himself with the system To provide convenience for the user to check mails and compose mails

Functional Overview

The minor functionalities are; 1. Sending Mails -With attachments - Without attachments 2. Sending mail to multiple users 3. Maintaining user information

Actors
Actors represent external entities that interact with the system. An actor can be human or an external system. Actors have unique names and descriptions. During this activity, developers identify the different types of users that the future system will support. Actors can be identified using the following heuristics. Actors are roll abstractions and do not directly map to persons. The first step of requirement elicitation is identifying actors. This serves both to define the boundaries of the system and to find all the perspectives form, which the developers need to consider the

system. When the system needs to deploy into an existing organization, most actors usually exist before the system is deployed corresponding to roles in the organization Actors involved in this project are: Intranet User Intranet Mailer

Intranet User: The intranet user is the person who registers with the system and takes his unique mailed to communicate with the other users. The user needs to enter his password that was chosen during the time of registration to access the facilities provided by this system. The user must keep his password confidential to secure his data. Intranet Mailer: The intranet mailing system is responsible for maintaining all the user details. The system provides the facility to send message to one or more users and can be able to view the messages that were sent to him. Hardware Requirements: Processor Memory Hard Disk Software Requirements: Operating System Front-end Back-end Servers : Windows 2000/XP : JSP, Servlets : Oracle9i : Tomcat 5.0 : Pentium III processor or above : 128 MB RAM : 20 GB