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Software Requirements
Specification

for

<File Tracking System>

30 April 2018

<version 1.3>

Team Members:
Arnav Jain(2017055)
Anirudh yadav (2017040)
Apurv Sirohi (2017054)
Abhishek Vishwakarma(2017016)
Ujjwal Singh Bhadoria(2017278)
Shishir Maurya(2017238)
Saksham Gaur(2017343)
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Table of Contents
Table of Contents 2
Revision History
…………………………………………………………………………………………………………………….3
1. Introduction 3
1.1 Purpose 3
1.2 Product Scope 3
1.3 References 4

2. Overall Description 4
2.1 Product Perspective 4
2.2 Product Functions 4
2.3 User Classes and Characteristics 5
2.4 Operating Environment 6

3. System Features(Functional Requirements) 6

3.1 Use case Diagram 6
3.1.0 Use case Diagram for Managing Files 7
3.1.1 Use case Diagram for Forwarding Files 8
3.1.2 Use case Diagram for Managing User Account 9
3.1.3 Use case Diagram for Managing Designation 10

4. Other Nonfunctional Requirements 11

4.1 Performance Requirements 11
4.2 Security Requirements 11
4.3 Software Quality Attributes 12
4.4 Business Rules 12

5. List of open issues with the module 13

5. Suggestions 13
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Revision History-
Name Date Reason For Changes Version

FTS_1.0 30th September 2017 Initial SRS V1.0

FTS_1.1 27th October 2017 Modifications after understanding V1.1

FTS_1.2 05th November 2017 Further modifications after review by Mentor V1.2

FTS_1.1\3 28th April 2018 Updated SRS for Integrated System V1.3

FTS_1.1\4 5th February 2020 Updated SRS for Delete File V1.4
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1. Introduction
File Tracking System is intended to assist in the tracking and managing of files in our
Institute right from the time it is created. It would simplify the process of tracking down a
particular file, making the whole movement of file as transparent as possible.

1.1 Purpose

There exists a lot of time overhead and paper-work involved in the day-to-day file
tracking activities. The whole process is quite cumbersome and also inconvenient for any user
who wants to know the status of a particular file. With the use of File Tracking System, the
whole notion of tracking down a file would undergo a major shift from the paper-work based
tracking to online tracking.
The project aims at designing and implementing a user-friendly and secure File Tracking
System which addresses the above-mentioned shortcomings of the traditional system, which
doesn’t provide any easy approach to tracking a file. It would also cater to the needs of
different class of users, i.e. Employee(s).

1.2 Product Scope

The Scope of the File Tracking System includes:

⮚ Providing a user-friendly interface for employees.
⮚ Providing a secure mode for interacting with the system.
⮚ Providing a secured means for creating or processing a file.
⮚ Providing a secured means for tracking status of a file.
⮚ Providing a secured means for visualizing the complete flow of a file.
⮚ Providing secured storage of confidential data on the server.
⮚ Providing appropriate privileges to the different authorities.
⮚ Handling a huge number of files efficiently.

Providing the authenticated users privilege for changing their account settings, such as
registered email address and login password
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1.3 References

Rizwan, Assistant Registrar, Accounts Department.

● Dr. Atul Gupta, Associate Professor, Computer Science and Engineering.

2. Overall Description
2.1 Product Perspective

An Employee has a web-based user-interface through which they can interact with the
File Tracking System and perform various file operations. There is a login page for the users,
from where they can log into their accounts. After successfully logging into the account, the
user can perform the available file operations like composing new files, viewing list of draft
files, inward files, sent files, forwarding a file and file flow options. These form the part of the
employee-side interface.
The System Administrator also has a web-based user-interface through which they can
interact with the File Tracking System and perform various administrative operations. These
consist of creating new user accounts, adding new designations to user accounts, viewing and
updating designations, deleting a user account, deleting a designation and changing account
settings like email & password. These form the part of the system administrator-side interface.

2.2 Product Functions

File Tracking System provides for online file tracking services to the already registered
users, who are the employees. The system would be accessed by both employees(s). It is
designed to handle a large number of accounts & files efficiently, with the users having to be
registered for the service, which is done by the System Administrator.
Employees are privileged with required permissions to compose a file/document,
process a file, view draft files, received files in Inbox, and sent files in Sent Box etc. When an
Employee sends a composed file to another employee, the receiver views the description of file
and job to be accomplished. An employee who receives a file may forward a file to another
employee along with attachments and remarks. A file flow continues like this. A File is sent from
one employee to another employee only through designation. Any employee can send a file to
any employee in this assumed system. And an employee can appear multiple times in the flow
of file.
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System administrator is responsible for performing various administrative operations

available with the file tracking system to manage employees. However, system administrators
have no privilege to perform any file-related operation. Administrative actions include creation
of new user accounts, adding new designations to existing user accounts, viewing the
registered set of designations and corresponding details, resetting login password for any user
account, deleting a user account, deleting a particular designation from a user account and
changing account settings like email and password.
The files involved in the File Tracking System are.
● Soft copies where all files are scanned/soft copies.

Structure of File: File contains two parts

1. Note Sheet: Note Sheet is a place where details of file like title, description and initial
uploader are available. Along with this it contains remarks sent by all employees till
present file flow along with data and time of sent and receivers who receive.

2. Attachments: Attachments contain all uploaded files by employees involved in file flow
data and time wise along with uploader.

Major Functions of File Tracking System:

⮚ Features accessible to Employee:
▪ Composing a new File/document.
▪ View Draft Files
▪ Send File (soft copies).
▪ Inbox where all received files are displayed.
▪ Sent box where all forwarded files are displayed.

⮚ Features accessible to System Administrator:

▪ Create a new user or administrator account.
▪ Add a new designation(s) to a user account.
▪ View and update designations & their details.
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2.3 User Classes and Characteristics

Following are the users of the module

Employee: An employee is a person serving the PDPM

PDPM-IIITDM
IIITDM Jabalpur in some capacity like a
faculty or a staff and should have a PF numbe
numberr and an official institute email id, which should be
used for accessing the system.
Employees have privileges like Composing a File, View Drafts Files, Send File, Forwarding
Files, Inbox, and Sent box etc.

Side Administrator, it refers to a user

System Administrator: Generally referred to as an Server-Side
with enhanced privileges for creating/deleting other user accounts, adding/deleting
designations from user accounts and other administrative functions.

2.4 Operating Environment

accessed over all platforms using the majority of available

File Tracking System can be accessed
web browsers.
An Institute employee can only access file tracking systems. Any user from outside the
Institute will not be able to access the system.

3. System Features
3.1 Use Case Diagram

We specify the functional requirements for the module using use cases. The figure represents
the use case diagram for the module features.
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3.1.0 Use Case for Managing Files

⮚ Use Case #1

UC ID UC#1
Use case manage_files
Name
Description This use case specifies the managing files of the employee to process the file. For this, the
employee can create, send and forward a file. Employees can also view draft files.
Actor Employee
Precondition An Employee must be logged-into File Tracking System
Main Flow S NO. Description
Main Flow 1 A File Tracking System Dashboard is displayed initially to employees after successful
login.
2 The system presents a list of the operations like Compose, Send, View Draft files etc.
3 An employee selects one of listed options to perform file operations
4 Following operations can be performed by an employee:
Compose File : Creating new file/document. A new file consisting of Reference No.
[A1] [S1], Subject [A1], Description of File and Remarks field.
View Draft File: An employee can check draft files (files created by user and yet to
send) in file workflow.
Send File: An employee can send a soft copy file to another employee. [A2]
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Add Attachments:
Attachments: An employee can add file attachments to file.
Inbox:: An employee can find all the received soft copy files from another employee by
clicking on the Inbox file.
Sent Box: An n employee can find all the sent soft copy files to another employee by
clicking on the Sent box file.

5 A successful message is displayed corresponding to file operation.

Post After operations are successfully performed, they will be reflected in the database.
Condition
Alternate ID. Description
Flow
Alternate A1 Reference No., Subject, Destination field cannot be empty. If it it is so, error pops up.
Flow A2 If the 'cancel' option is selected, then the operation will be aborted and the system will
be redirected to the home page.
Post-condition
condition – The system displays the initial screen.
Sub Flow S1 The reference no. is manually entered by the composer.

Global GA1 An employee can ‘cancel’ the operation at any time by exercising such an option.
Alternate
Flow
condition – The system returns to the employee ‘Dashboard’ – initial screen.
Post-condition
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3.1.1 Use Case for Forwarding Files

⮚ Use Case #2

UC ID UC#2
Use case forward_file
Name
Description This use case specifies the forward operation of the file to other employee.
Actor Employee
Precondition The user must be logged
logged-into File Tracking System.
Main Flow S NO.. Description
Main Flow 1 Employee finds all received files in Inbox.
2 When an employee clicks on Inbox, all inward files are displayed.
3 An employee can view files by clicking the view option of a particular received file.
4 A received file is displayed along with description and attachments to employees.
5 An employee views file description and attachments and performs his actions like
attaching his accomplished files and commenting on tasks to be done by other
employees who receive files.
6 An employee selects the receiver and hits the forward button.
7 Then a successful message will be displayed.
Post After the file is successfully forwarded, the sender finds the file in the Sent box and receiver
conditions finds file in Inbox.
Alternate AF ID. Description
Flow
Global GA1 An user can ‘cancel’ the operation at any time by exercising such an option.
Alternate
Flow
condition – The system returns to the employee ‘Dashboard’ – initial screen.
Post-condition
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3.1.2 Use Case for Managing User Accounts (Already implemented in

Database)

⮚ Use Case #3

UC ID UC#3
Use case manage_user_account
Name
Description This use case describes the management of users accounts by System Administrator.
Actor System Administrator (SA)
Precondition The System Administrator must be logged-in
logged
Main Flow S NO.. Description
Main Flow 1 The SA chose the "manage user account" option. Then, three options will be displayed
as 'Create New User', 'Reset User Password ' , 'Delete User account'.
2 In 'Create New User', the SA enters the details for the new user such as PFId [A1],
email address [A1], full name [A1], password [A1], confirm password [A2] and
indicates whether the new user account is of a new system administrator or not and
'Create User' button. A success message is displayed back.
Clicks 'Create
3 In 'Reset User Password ', the SA enters the PFId [A1], new password [A1], retypes
new password [A2] and clicks 'Change Password' button. A success message is
displayed back to the user saying that the password was reset successfully for the user
account [S1].

4 In 'Delete User Account', the SA enters the PFId whose account is to be deleted [A1],
indicates whether the account to be deleted is a SA's account and clicks the 'Delete
User Account' button. Then, the user account is successfully deleted.
5 The SA will be redirected to Dashboard.
Post The SA processes the user account operations, and corresponding data is reflected in the
conditions database.
Alternate AF ID. Description
Flow
Alternate A1 PFId, new password and retype new password fields should not be empty and should
Flow contain valid PFid, valid password.
A2 The confirm (retype) password and password fields must be the same. If not, error
pops up.

Sub Flow S1 A mail containing the new password is sent to the email address corresponding to the
PFId provided.
Global GA1 The SA can ‘cancel’ the procedure at any time by exercising such an option.
Alternate
Flow
condition – The system returns to the SA ‘Dashboard’ – initial screen.
Post-condition
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3.1.3 Use Case for Managing Designations(Already implemented in

Database)

⮚ Use Case #4

UC ID UC#4
Use case manage_designation
Name
Description This use case describes the management of designations by System Administrator.
Actor System Administrator (SA)
Precondition The System Administrator must be logged-in
logged
Main Flow S NO.. Description
Main Flow 1 The SA choose the "manage designation" option. Then, three options will be displayed
as 'Add New Designation', 'update designation ', 'Delete designation'.
2 In ' Add New Designation ', the SA enters the details for the new user such as PFId
[A1], designation code [A1], designation name [A1], whether the designation belongs
to a staff administrator, selects appropriate privileges to assign to the designation and
an
Clicks Add Designation button. A success message is displayed back.
3 In ' Update designation ', the SA enters the PFId [A1], new designation code [A1], new
designation name and clicks 'update designation' button. A success message is
displayed back to the user saying that the designation is successfully updated[S1].

4 n 'Delete designation ', the SA enters the PFId whose designation is to be deleted [A2],
In
indicates whether the account to be deleted is a SA's account and clicks 'Delete
Designation' button. Then, the designation is successfully deleted.
5 The SA will be redirected to the Dashboard.
Post The SA processes the user designation operations, and corresponding data is reflected in the
conditions database.
Alternate AF ID. Description
Flow
Alternate A1 PFId, designation code and designation name fields should not be empty and should
Flow contain valid PFid and designation code which doesn't exist already.
A2 SA can 'cancel' delete operation.
Sub Flow S1 A mail containing the new designation is sent to the email address corresponding to
the PFId provided.
Global GA1 The SA can ‘cancel’ the procedure at any time by exercising such an option.
Alternate
Flow
condition – The system returns to the SA ‘Dashboard’ – initial screen.
Post-condition
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4. Other Nonfunctional Requirements

4.1 Performance Requirements

System should perform efficiently, with all major tasks like updating database
User response: The Home Page as well as the other web pages on the website should be able to
load in minimum time possible, in which case the page should not be heavy on the network.
The system shall respond to any user input within seconds, considering no glitches in the
network.
● Efficiency: Better component design to get better performance at peak time. The
Database accesses should be as efficient as possible. Also, the system will be available to
the users 365x24x7 with negligible downtime.

4.2 Security Requirements

Following are the security-related issues to be taken care of:

● Only authorized employees can use the system and no others.

● Secured Login: The system will use Captcha Code for filtering automated systems from
logging into the system by guessing passwords.

● Secured Data: The system will employ complex encryption or hashing algorithms to save
confidential user data into the database. It is to be noted that hashing algorithms offer
fool-proof security to store passwords in database.

● System Administrator can only manage user accounts but he cannot do any operations
on user data (files).

● An employee can only view files of other employees if and only if he has been granted
permission.
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4.3 Software Quality Attributes

⮚ Usability

▪ User Interface: The system shall allow a user to interface with it through
mouse/keyboard events on text-fields, check-boxes, buttons and drop down
boxes. Also, the user interface should be such that the system is easy to use.
▪ Compatibility: The user should be able to properly view the web-site in most
of the available browsers (Internet Explorer, Firefox and Safari).
▪ Validations: The user should be flagged appropriate warnings/errors upon
invalid input or operations, with specific reference to the error.

⮚ Correctness
▪ Data content in files sent by one employee to another employee must be
correct. Incorrect leads to failure of the system.

⮚ Interoperability
▪ In the file tracking system, files are operated between several employees
in file workflow. So, interoperability plays a crucial role in the interaction
of employees.
▪ It must ensure that data is exchanged and make use of that information
among employees.

⮚ Robustness
▪ Interaction between a some employees should not impact on interaction
of other employees

4.4 Business Rules

1. System Administrator can only manage user accounts, but he cannot perform any operations on
their files.
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5. List of open issues with the module

S. Issue details Category How can it be Any other
No resolved? relevant
information
1. Auto Increment File File ID Generation Add department Allot
ID Department wise (Dept/year/month/ID) field to ‘holds department
designations’ table to each
in database. designation
2. Incomplete Notifications Add Notification ----
Notifications Feature
3. Sorting Inbox based Inbox Using dynamics Providing tabs
on designation tabs for each in Inbox
designation in designation
Inbox wise.
4. Form Validations Form BY adding form ----
while forwarding conditions and
file validations
5. Delete File leads to Form By adding a valid -----
unknown URL page redirect URl.

6. Some of the issues, problems you faced, lessons you

learned during the project.

Issues and Suggestions:

We have faced a problem in generating automated ID (Department/Year/Month/File
No.) for file department wise. Suppose an employee has two designations one is
assistant professor (CSE) and the other is cc-convener. If employee creates file as
assistant professor, then its ID should be named as CSE/2018/04/#4. When created as
cc-convener its ID is CC/2018/04/#1. But there exists no such table in the database
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where designations are categorized department wise. So, we suggest adding the
required department field to the HoldsDesignations table in the database.

Lessons Learned during project:

We have understood how File Tracking System in Institute works and how file flows
from one designation to other designation. We have also got an idea of the structure of
the Institute file. Every file contains two parts, one is Note Sheet and other is
Attachments. In Note Sheet file description and remarks by all employees involved in
file are available where as in Attachments, you find all attachments uploaded by
employees involved in file. Only Initial uploader can complete file and archive file.