Functional Design. Message Box Service Directive

Transcription

1 Message Bo Service Directive Author Arjaan Peree Version 1.13 Status Definitive The Hague,

2 2/55 Document information Author Arjaan Peree Status Definitive Project Date Message Bo Service guidelines Organisation ICTU Title Version 1.13 Classification Location History Date Version Amendment Status Processed by Creation of document Arjaan Peree Amendments after comments, further Arjaan Peree additions Amendments after review 0.2 Arjaan Peree Modified screen designs, added Arjaan Peree parameters, worked out data model Processed Screen Design Eden Arjaan Peree Amendments after 0.5 review and Arjaan Peree incorporated latest version of Eden screen designs Incorporated comments after 0.6 Arjaan Peree review Incorporated comments after latest review. Created approval version. Arjaan Peree 21/04/ Incorporated comments after approval Arjaan Peree version 24/04/ Amendment to screen for reading Arjaan Peree message when a message is opened from the bin. In that situation it is not possible to delete a message again. 02/10/ PO Amendments Message bo 1st si must haves. Freek Driesenaar Adding other wanted functions Indra Henneman 13/01/ Incorporating comments after Arjaan Peree discussion with Marieke 21/01/ Small amendments to tet Arjaan Peree

3 3/55 10/02/ Amendments to use cases, screens and Arjaan Peree data model 12/02/ Added latest version of data model Arjaan Peree 25/02/ Amendments after review round ICTU Arjaan Peree 16/03/ Amendments after meeting with EZ Arjaan Peree and review Project Directors Amendments after review Laura Ouwehand (PDL1) and Kristel Nieuwenhuys (TO), draw up in new house style Arjaan Peree Amendments after re-review from Final version Arjaan Peree Laura Ouwehand Amendments after re-review from Laura Ouwehand. Brought in line with screen design Final version Arjaan Peree Distribution list Date Distribution Presentation Version Bart Kooijman Developer 0.1 Ria Volkers Project manager Bart Kooijman Developer 0.2 Ria Volkers Project manager 0.2 Daniel El Helou Environment team Ria Volkers Project manager 0.7 Daniel El Helou Environment team 0.7 Nathalie Looijmans Team leader /01/2009 Marieke Polderman Project manager /02/2009 Marieke Polderman Project manager 1.8 Willem Kossen Team Architect 1.8 Jochem Knoops Technical team leader 1.8 Peter de Wolff Project manager realisation 1.8 Nathalie Looijmans Team leader 1.8 Geert Moouwen er 1.8 Dirk-Jan de Groot Interaction Designer Laura Ouwehand Project management 1.9 Laura Ouwehand Project management 1.10 Kristel Nieuwenhuys Technical designer Laura Ouwehand Project management Laura Ouwehand Project management Laura Ouwehand Project management 1.13

4 4/55 Approval Date Name Version

5 5/55 Introduction The aim of the message bo is to allow entrepeneursentrepreneurs and competent authorities to safely echange messages intended for the eecution of procedures and to allow them to echange formalities with each other. The message bo's origins can be found in the Services Act, which includes a description of the message bo for this aim. Entrepeneurs and competent authorities have to log in to gain access to their message bo. When they receive a message, the application will alert them by sending an or sms tet message. In addition to the web interface, an interface will be created which allows competent authorities to echange messages with the message bo directly via their back office systems. When this is formally accepted, it will serve as a guiding document for the acceptance of the system by the client.

6 6/55 Content 1 Introduction 1.1 Scope Structure of the document 7 2 Operators 8 3 Functional Requirements: Use Cases 9 4 Non-functional requirements 18 5 Screen designs Inbo / sent messages Read message Eport message Compose message Subfunction find Competent Authorities as addressee Subfunction enter addressee (by competent authority) Select standard message Add signature Reply to message Forward message Move message to folder Manage folders Create new folder and change folder Bin Administrate settings Administrate notification settings Administrate standard messages Overview of standard messages Create new standard message Administrate signature Notification message entrepeneur Notification message competent authority 47 6 Logging 49 7 Interface Retrieve new messages Retrieve all messages Send messages Delete messages Retrieve address list of competent authorities Authentication, Authorisation and Confidentiality 51 8 Rolls and rights 52

7 7/ Rolls structure Rights 52 9 Integration and the dutch PSC Class Diagram Description of the classes Authentication 60

8 8/55 1 Introduction The primary aim of this designn is to describe the function of the message bo The functional design has two aims: Firstly, it eplains to the client how the system works and marks the boundaries of the system. Secondly, the design provides the basis for the Developers who are involved in the realisation phase of the project. 1.1 Scope This document describes the message bo as it is going to be realised to comply with the Services Act. This message bo will be implemented as part of the personalised part of antwoordvoorbedrijven.nl, the Dutch single point of contact. The function of the message bo will be of a sufficiently generic nature to allow it to be used in other environments as well Structure of the document The functional design can roughly be divided in two parts: The requirements and the detailed design. These parts can then be subdivided into: Requirements Operators Functional specifications in the shape of Use case outline Detailed design screen designs roles and rights logging

9 9/55 2 Operators The following operators are recognised entrepeneurs, the term for an entrepeneur in the Services Act. In this document we also use the term entrepeneurs. employees of a competent authority. In the services directive, the term competent authority is used. This term will also be used in this document administrators system of competent authority (user of the interface)

10 10/55 3 Functional Requirements: Use Cases The functional requirements are set down in use cases. A choice is made to only include a short description of the use case in this FD, a so-called Use Case Outline. The reason for this is that the eample screens needed to be developed very soon. Etensive Use Cases offer little added value in relation to the required time investment. The use cases are prioritised in accordance with the MoSCoW method: Must have: Function which is essential for the working of the system. Without this function, the system is useless. Should have: Important for the users, but not to the etent that the system is not usable when the function is missing Could have: Function which makes working with the system more pleasant for the user, but not important. Also called Nice To Have Would like to have, but not this time around: Function which has been deemed to offer added value, but a decision has been made that the function will not form part of the system for the time being. A reason for this might be that some good ideas came up during the design process which were not important enough to work out further, or of which it has not become clear yet how to develop them further. In the first phase only the must and should haves are realised. Could haves are realised in their order of importance, if this fits in the planning. Numb er Name Aim and how it works MoSCoW General Use Cases BA01 User opens message bo The user opens his message bo so he can start the other actions from there. In order to open the message bo, the user has to log in first via the temporary facility eauthentication (BA02). Should the user not have an account yet, the system provides a link to apply for an account at eauthentication (BA03a). If the user does have an account with eauthentication but has not used the message bo before, the user will have to run through a registration (BA03b) After logging in, the system shows the user's inbo. must have

11 11/55 BA02 User logs in In order to gain access This happens via the temporary eauthentication facility. The manner of logging in is part of the eauthentication system, but the following steps are run through: The user enters his username, followed by his password and then chooses the organisation (s)he wants to work for, if needed. A user may be authorised to use different organisations' mailboes. As soon as the user is logged in, the system shows the inbo of the relevant organisation. must have BA03a User registers an eauthentication account If the user does not have an eauthentication account yet, he can follow a link to the facility at eauthentication in order to open an account. After opening an account, the user can log in to the message bo. The use case BA03b will then probably have to be carried out. BA03b The user then registers in the message bo If an organisation's user uses the message bo for the first time after registration, the user will have to customise a number of important settings, like the way in which he wishes to be notified. After filling in the data, the user can use the message bo. After registering, the system shows the folder with received messages. (BA04). must have BA04 User opens folder When the user selects a folder from the list of folders, the system will show a summary of all the messages in that folder. As a standard, the folder is sorted by date, descending. After the user logs in, the system automatically opens the received messages folder. must have Echanging messages BU01a Entrepeneur composes a new message The entrepeneur wants to send a new message to one of the affiliated organisations. He composes a new message. He can choose one of the affiliated organisations as an addressee or search for an affiliated organisation on the basis of information from the Cooperating Catalogues. He can add one or more attachments to every message. Any attached documents will be scanned for viruses. If the system suspects that an attachment contains a must have

12 12/55 virus, the sender and the recipient will be notified. The user can decide to send the message despite the warning. The message is delivered to the inbo of the affiliated organisation. When sending a message, the time of receipt is recorded. The time of receipt is the moment the message becomes available to the recipient. BU01b Authority composes a new message An authority also has to be able to start a message. To do so, the authority can enter the entrepeneur's unique account at AvB as addressee. He can add one or more attachments to every message. Any attached documents will be scanned for viruses. If the system suspects the attachments contains a virus, the sender and the recipient will be notified. The message is delivered to the inbo of the entrepeneur. When sending a message, the time of receipt is recorded. must have BU01c Competent authority chooses a standard message A competent authority can select to send a standard message composed by the organisation. The reason for this might be that a certain message is sent many times (a confirmation of receipt for instance). should have BU01d competent authority administrates standard messages The competent authority can compose, edit and delete messages itself. These messages can be chosen when a competent authority composes a new message or replies to a message. should have BU01e System adds signature to a competent authority's message A competent authority can set up its own signature. The system adds this signature to any message the competent authority composes and when forwarding and answering messages. The signature tet will appear at the bottom of the message and can be edited in that message by the user. should have BU01f Competent authority administrates signatures The competent authority can compose, edit and delete signatures itself. should have BU02 User reads a message. The user wants to read a message. In order to do so, he selects a message in the message bo and opens it. Any attachments can be downloaded to the user's system. must have

13 13/55 BU03 User replies to a message. The user has received a message and wishes to send a reply. He selects and/or opens the relevant message and selects the reply option. The system now behaves the same as when composing a new message. The earlier conversation is included in the message. must have BU04a Competent authority forwards a message to another competent authority The competent authority wants to forward a message it has received from an entrepeneur to another competent authority. There are two possible reasons for this: 1. The message is intended for another competent authority. 2. The competent authority wishes to gather information from another competent authority. The competent authority can add tet to the message before forwarding it, but cannot edit the original tet. A competent authority can also add or remove attachments. In turn, the competent authority which receives the forwarded message can forward this again. When replying, it can choose between the competent authority from whom it received the message or the entrepeneur who sent the original message. must have BU04b Entrepeneur forwards a message to competent authority The entrepeneur wishes to forward a message he received earlier or composed himself to an authority. The functionality is the same as replying to a message. The user can select a new address of a different competent authority. Choosing an address is the same function that the entrepeneur has for addressing a competent authority. must have BU05 User eports a message The user can eport a message from the message bo to his own system so that he can archive it digitally in his own organisation. The eported format is PDF/A. must have BU06 User composes a draft When composing a message, the user can save the message as a draft to send later. These are saved in a standard drafts folder. Could have BU07 opens a concept and sends it. The user opens a message from the drafts folder. The system displays the message and the user can edit the message and then send it. Could have

14 14/55 BU09 User marks a message as read/unread. Where relevant, the user can mark a message as read or unread Could have Administrate messages and settings BB01 User deletes one or more messages The user wants to delete one or more (sent or received) messages. The reason for this might be that the entrepeneur wants to create clarity in his message bo and wants remove old conversations. Deleted messages are moved to a bin. When a user wants to remove an unread message, the system will give a warning. The user may decide to remove the message(s) anyway, or to cancel the action. must have BB02 User moves a deleted message back Deleted messages are moved to a bin. The user can move deleted message back to the folder from which they were deleted. If that folder has also been removed, the messages are moved back to the received or sent messages folder respectively. must have BB03 User moves one or more messages to a different folder The user wants to move one or more message(s) which he composed or received to a certain folder. The reason for this might be that the user wants to create clarity in his message bo and wants to put message regarding a certain subject together. (in relation to BB04) should have BB04 User administrates folders The user can also create his own folders in addition to the standard folders (in, sent, bin and settled). The folders which are created by the user can be deleted and renamed. The standard folder (in, sent, bin and settled) cannot be deleted. A folder cannot be moved inside other folders. If a user deletes a folder which still contains messages all the messages in it will also be deleted, after a confirmation from the user. should have BB05 User sets notifications The user can set how he receives notifications. The entrepeneur always receives an notification. In addition to this he can also choose to receive an SMS tet message. Competent authorities can only select . The competent authority can set the interval between notifications. must have

15 15/55 BB06 User permanently deletes a message A user can permanently delete a message from the bin. The message is physically removed from the system and cannot be retrieved by any party. must have Search Messages BZ01 User sorts messages The user wants to find a message. He can do this by sorting the messages in his bo. should have BZ01 User searches messages The user searches for messages by using a keyword. The system shows messages sorted by relevance. Won't have Notification BN01 System notifies entrepeneur The entrepeneur receives an or SMS tet message as soon as a message for the entrepeneur arrives in his inbo. The subject is stated in the message, and a link to the site. must have BN02 System notifies competent authority The competent authority periodically receives a notification with the number of new message in the most recent period. The competent authority is able to set the interval between two notifications. The notification message states the number of new messages since last checking. must have Basic flow 1. Entrepeneur sends a message to competent authority 2. The system periodically checks whether messages have been sent to the competent authority. If this is the case, the system sends a notification to the registered address of the competent authority. The interval is set by the employee on the site. The competent authority does not receive notification by SMS tet message. Interface BK01 Competent authority's system retrieves new The competent authority's system authenticates itself via the interface. The message bo delivers all messages to the Must have

16 16/55 message via the interface competent authority's system via the interface which have not yet been retrieved via the interface. The message bo marks the messages which have been retrieved via the interface as read via interface and puts a timestamp of the moment these messages were retrieved from the interface on these messages. The messages are not deleted when this is carried out. BK02 Competent authority's system retrieves all message via the interface The competent authority's system authenticates itself via the interface. Via the interface, the message bo delivers all the received messages to the competent authority s system which are in the competent authority s message bo. The message bo marks the messages which have been retrieved via the interface as read via interface and puts a timestamp of the moment these messages were retrieved from the interface on these messages, but only does this for messages which have not yet been stamped. The messages are not deleted when this is carried out. must have BK03 Competent authority's system sends message interface The competent authority's system authenticates itself via the interface. The system then delivers one or more messages to the message bo, via the interface. The message bo then sees to the virus scanning and the delivery of the messages. In view of the potentially lengthy processing time of the delivered messages, the message bo does not give direct feedback on the results of the virus scan and the delivery. If a message is deemed harmful by the virus scanner, or an addressee cannot be found, the message bo will place a message in the competent authority s inbo with a notification and a reference to the message. The message will not be delivered to the intended addressee. The recipient can see that the system has detected a possible virus when reading the message. must have BK04 System BI permanently deletes messages from The competent authority's system authenticates itself via the interface. The competent authority s system then indicates must have

17 17/55 message bo which messages are to be removed from the message bo. The message bo deletes these messages permanently so it does not move these messages to the recycle bin. The message bo indicates whether each message was successfully deleted or not. BK05 Competent authority's system retrieves list of affiliated competent authorities The competent authority's system authenticates itself via the interface. The message bo returns a list of affiliated institutions. This list can be used to address other competent authorities in order to send a message to another competent authority. must have User maintenance MCO- 015 user records manager blocks account If an organisation's complete account details have been lost, or there is a fear of a security breach, the access to the mail bo has to be blocked temporarily. It does still have to be possible for third parties to send messages to the organisation's message bo. If an organisation has not accepted the authorised person declaration within four weeks, the account has to be blocked temporarily as long as this has not been signed. It only concerns the changing of the password for competent authorities. It does not involve the complete removal of an account. The integrity of the report of abuse of lost details is checked by using a unique code which has been supplied to an authorised person. This has to be produced when reporting abuse or loss. must have

18 18/55 4 Non-functional requirements Requirements for the quality of the system play a role in the development of information systems, as well as functional requirements. These are often actually decisive for the success of the implementation and acceptance of the system. The Non-functional requirements are part of the Supplementary Specifications. For more on this, see the document "Supplementary Specifications Message Bo v0.1.odt"

19 19/55 5 Screen designs In this chapter, the functionality of the message bo is described by referring to screen designs. These designs are of a functional nature. This means that the elements which are displayed will be part of the screen, but their position and the design may differ in the graphic screen designs. 5.1 Inbo / sent messages The inbo and the sent messages folder show the messages which the user has received and sent, respectively. Functionally, the inbo and the sent messages folder are the same, for the most part. The only difference is that in the inbo, the sender of each message is indicated, while in thesent messages folder ; the adressee of each message is indicated. Supporting use cases BA01 Open message bo BB01: Delete message BZ01: Sort message BB04: Move message Screen design Message bo Clarification New message fields Inbo c Date From Subject name description type The Municipality of Am sterdam Inbo From c *( Date in the Sender Application of for message business (addressee paking permit of the label Sent messages sent messages message) in process folder) RE: CWI Bin c date Date orem Ipsum is simply dummy tet of sdsd sd fsdf s Date and typesetting on which industry. the message Lorem Ipsum is delivered h to the Label, date (dd-mmyyyy) Settled 1 user's inbo (moment of receipt) CWI orem Ipsum is simply dummy tet of sdsd sd fsdf s B Fodler 2 1 subject c + Date Subject of the message label and typesetting industry. Lorem Ipsum h C Folder 3 1 attachments Indicated whether there are one or more image RE: Province of North Holland D Folder 4 1 attachments orem Ipsum is simply with dummy the message, tet of sdsd by sd showing fsdf s an E Folder 5 c + Date 1 icon and typesetting industry. Lorem Ipsum h F Etc. 1 Sent/received An RE: icon CWI shows whether the message was image Maintain folders w c Date received orem Ipsum or is sent. simply This dummy is tet particularly of sdsd sd useful fsdf s in and typesetting industry. Lorem Ipsum h the bin and the folders the user has made himself. Select: All None Read Unread Read An icon shows whether the message has been image Selected messages: To bin read or not. A message can be read via the Or move to folder: Select a folder q Move web interface and the interface Net >

20 20/55 A maimum of 10 messages are displayed in the label, sorted by date, with the most recent at the top. If there are more messages, a link will appear at the bottom left of the page in order to navigate to the previous and net pages. No link to the previous page will appear on the first page, and on the last page there will be no link to the net page. Clarification Action elements name description type validations (checkbo) Select the line for an action. If the checkbo in the title line is checked, all messages on the screen are selected. checkbo To bin Moves all selected messages to the bin button At least one message selected. Check on unread messages, warning, choice of continuing or cancelling. Select a folder Selection list with folders Drop down move Moves all selected messages to the selected folder Button At least one message selected. (table rule) Opens the message hyperlink Column headers New message Sorts the messages, with attachment and read unread only descending, date, from and subject descending and ascending Allows user to create a new message. hyperlink button Everything Select all messages on screen button Nothing Deselects all messages on screen button Read Unread Only selects the read messages on the screen Only selects the unread messages on the screen button button 5.2 Read message The user wants to read a message. In order to do this, he selects a message in the message bo and opens it. Any attachments can be downloaded to the user's system.

21 21/55 Supporting use cases BU02: read message BU03: reply to message BB01: delete message BB04: forward message BB05: eport message Screen design Message bo Reply Forw ard Read message From Subject Attachment(s) Message tmb tmb Municipality of Utrecht RE: Query regarding dog license Date dd mm yyyy at 00:00h filename.et filename.et Lorem Ipsum is simply dummy tet of the printing and typesetting industry. Lorem Ipsum has been the industry's standard dummy tet ever since the 1500s, w hen an unknow n printer took a galley of type and scrambled it to make a type specimen book. It has survived not only five centuries, but also the leap into electronic typesetting, remaining essentially unchanged. It w as popularised in the 1960s w ith the release of Letraset sheets containing Lorem Ipsum passages. Kb Kb Inbo Sent messages Bin Settled 1 B Fodler 2 1 C Folder 3 1 D Folder 4 1 E Folder 5 1 F Etc. 1 Maintain folders w Eport message Save as PDF messages To bin Or move to folder: Select a folder q Move Clarification fields name description type from Sender label subject Subject of message label date Date and time message was received label Message content Body of the message Multi line label/tet

22 22/55 Attachments List of attachments hyperlink tmb Icon of file type image Kb Size of file in KB tet Message message tet tet Clarification Action elements name description type Reply Write a reply to this message button Forward attachment Save as PDF To bin Forward message to other organisation for information or handling. List of attachments enclosed. When clicking on the attachment the default action for that type of file is carried out by the browser (downloading or opening in a registered application) Eport the message as PDF/A, see 'Eport Message'. Move message to bin. This button does not appear when the message has been opened from the bin. Check on unread messages, warning, choice of continuing or cancelling. hyperlink Button Select a folder Selection list with folders Drop down move Moves all selected messages to the selected folder Button

23 23/ Eport message The user wants to eport a message. He selects a message in the message bo and clicks the 'Save as PDF' button. Any attachments will not be eported. The user can download these to his system in the usual manner (see read message). Supporting use cases BU05: eport message Screen design Eporting a message is an integral part of the screens for the reading of a message. Clarification fields name description type file name: name of the file in which the message is eported Pre-completed with: <ABB-accountname sender>_<date>_<time>_<subject>'.<etensio n> link/button file classification: 2. <date>: <yyyymmdd> Timestamp received 3. <time>: <hhmmss> Timestamp received 4. <etension>: dependent on file classification file classification. pre-completed with 'PDF/A' (etension: 'pdf')

24 24/ Compose Message The entrepeneur wishes to send a new message to an affiliated organisation or an employee of a competent authority wishes to send a message to an entrepeneur. He composes a new message. He can add one or more attachments to every message. The message is delivered to the inbo of the entrepeneur. Supporting use cases BU01: compose message screen design Message bo New message To * Subject * Attachments i Message * Good afternoon, tmb tmb tmb orem Ipsum is simply dummy tet of sdsd sd fsdf s Kind regards, Ma Tabbert filename.et filename.et filename.et Choose a standard message Kb Kb Kb Brow se q Search X X X Add Add Inbo Sent messages Bin Settled 1 B Fodler 2 1 C Folder 3 1 D Folder 4 1 E Folder 5 1 F Etc. 1 Maintain folders w < Cancel * mandatory field Send >

25 25/55 Eample of validation message: Message bo New message Use standard AvB error message To * Subject * Attachment(s) Municipality of Utrecht Use standard AvB error message tmb filename.et Kb Edit X Inbo Sent messages Bin Message * tmb tmb filename.et filename.et Kb Kb Brow se X X Add Settled B Fodler 2 C Folder 3 D Folder E Folder 5 1 F Etc. 1 Maintain folders w < Cancel Send > Clarification fields name description type to Addressee. Tet subject Subject of the message Tet Message content Body of the message. Multi line tet attachments List of attachments label Clarification Action elements name description type validations send Sends the message button Address, subject and message tet are mandatory. cancel Does not send the button

26 26/55 message, rejects all changes to search List with all possible addressees. start subfunction addressee search. Drop down button Delete () Deletes an attachment Button/ hyperlink Browse The users browses on his system for a file he wants to add as an attachment. Button/ hyperlink Add Add the selected attachment. Button/ hyperlink A maimum of 15 attachments can be added, of up to 100 MB in size. The system validates whether it is possible to add a file. If not, the system displays the following message. 'Select a file to add with the Browse button: 5.4.1

27 27/ Subfunction find Competent Authorities as addressee A user can search for (only) affiliated organisations on the basis of information from Cooperative Catalogue. The classification from the cooperative catalogue is used. It is not possible to select competent authorities on the basis of products from the cooperative catalogue. The basic principle is that a user knows which competent authority he needs before he uses the message bo. Other services, such as the Dutch PSC provide that type of information. Comment: In the following screen designs there is option of selecting categories and searching for the name of the organisation. The searching by name is a Could Have. In the final screen designs this has been incorporated as follows Screen design Message bo New message To All (125) Municipalities (1) Water boards (50) Provinces (1) Other (24) Utrecht Municipality of Utrecht Province of Utrecht Public Cleansing Utrecht Parking company Utrecht Ta office Utrecht Etc. Ma 25 results per page Net > Search Inbo Sent messages Bin Settled 1 B Fodler 2 1 C Folder 3 1 D Folder 4 1 E Folder 5 1 F Etc. 1 Maintain folders w

28 28/55 Message bo Clarification fields New message name description type To Government type All (125) (tabs left) Municipalities (1) Utrecht Search CC government type Municipality of Utrecht The tabs of types of government contain the names of the types of government Organisations Water boards (50) List of found affiliated organisations hyperlinks, Provinces (1) Settled alphabetically sorted 1 Other (24) B Fodler 2 1 search field Term which has to be searched on in the list tet field C Folder 3 1 of organisations. The term has to be in the D Folder 4 1 title eactly, not case sensitive. A search can E Folder 5 also be done on part of the name of the 1 F Etc. organisation. 1 Maintain folders w Inbo Sent messages Bin Clarification Action elements name description type validations search Search organisation and fill list with Organisations button At least 1 government type selected or postcode entered. The results only show affiliated organisations. cancel Government type do not search, return to compose Message screen. Tabs with government types Net Displays net (ma) 25 organisations found. Previous Organisations Displays 25 previous found organisations. Click on an affiliated organisation found: back to compose message, but button Button/ hyperlink Button/ hyperlink Hyperlink This button will not be displayed at the end of the list. This button will not be displayed at the start of the list.

29 29/55 addressed to the selected organisation Subfunction enter addressee (by competent authority) The competent authority can forward messages to other competent authorities and send new messages to entrepeneurs who have indicated they wish to communicate via the message bo. If a competent authority wants to forward a message the user has the same address options as described above. If the competent authority wants to send a new message to an entrepeneur, the user will complete the entrepeneur's (unique) account name. The system checks whether the user eists, during sending. If the user does not eist, the system will display an error message. 5.5 Select standard message The employee of the competent authority can choose from one of the standard messages which the competent authority has composed itself, when replying to a message. After selecting a standard tet, this can still be edited before the message is sent. The changes are not saved in the standard message, this is what the administrate standard messages function is for. The screen design is part of compose message 5.6 Add signature When an employee of a competent authority composes a new message, replies to a message, or forwards a message, the system adds a signature to the message. The tet of the signature is added to the bottom of the message, but when replying or forwarding, always above the original tet. This signature is part of the message and can be edited by the user before the message is sent.

30 30/ Reply to message The user wants to reply to a message. He opens a message from the inbo and selects to reply to a message. The function of this use case is largely the same as the composing of a message Supporting use cases BU03: Reply to message screen design The screen design is broadly the same as composing a message. The fields which differ are described below Message bo Reply To * Subject * Attachments i Hello, Message * tmb tmb tmb Thank you for your request for information filename.et filename.et filename.et Kb Kb Kb Brow se Yours sincerely, J. Jansen ICTU Wilhelmina van Pruisenweg AA Den Haag From: Name Surname - Company name Sent: dd-mm-yyyy hh:mm To: Government name Subject: Subject Hello, orem Ipsum is simply dummy tet of sdsd sd fsdf s Name Surname Forwarded by: J. Jansen, ICTU Ma Tabbert Re: Request for information Choose a standard message q X X X Add Add Inbo Sent messages Bin Settled 1 B Fodler 2 1 C Folder 3 1 D Folder 4 1 E Folder 5 1 F Etc. 1 Maintain folders w < Cancel * mandatory field Send >

31 31/55 Clarification fields name description type to subject Message content Addressee, sender of the original message. When a competent authority has forwarded a message, the user has the option between the original entrepeneur or the competent authority. Subject of original message preceded by the tet Re: The body of the message, within which a dividing line appears, the following fields from the original message: Tet / drop down bo tet field Multi line tet from: sent: to: subject: Attachments the tet of the original message. These are the attachments which the user has newly added. When replying, the attachments of the original message are not sent along.

32 32/ Forward message A message can be forwarded by the entrepeneur and by the competent authority. The aim of forwarding by the entrepeneur is that he wants to forward the answer he has been given by one competent authority to another competent authority. A competent authority may wish to forward a message for two reasons: Gaining information from another competent authority Forwarding a wrongly addressed message to the correct organisation A forwarded message which comes from a competent authority may be forwarded by the receiving competent authority. When answering a forwarded message the user can choose to either reply to the the entrepeneur or the competent authority from whom the user received the message. This choice can be made when replying. Supporting use cases BU04: Forward message screen design Message bo Forw ard To * Search Subject * FW: Original subject Inbo Attachments i tmb filename.et Kb Sent messages tmb filename.et Kb Bin tmb filename.et Kb Message * Choose a standard message q Add Settled B Fodler Hello, I would like to forward the following message to you, C Folder 3 D Folder Yours sincerely, J. Jansen ICTU Wilhelmina van Pruisenweg AA Den Haag E Folder 5 1 F Etc. 1 Maintain folders w From: Name Surname - Company name Sent: dd-mm-yyyy hh:mm To: Government name Subject: Subject Hello, orem Ipsum is simply dummy tet of sdsd sd fsdf s Name Surname Forwarded by: J. Jansen, ICTU < Cancel * mandatory field Send >

33 33/55 Clarification fields name description type to addressee Label (comment: there is a drop down list in the design, this is incorrect) subject Etra information Message content Subject of original message preceded by the tet FW: Option of adding additional information to the request The body of the message, within which a dividing line appears, with the following fields from the original message: tet tet Multi line tet, not editable From: sent: to: subject: the tet of the original subject. Attachments Forwarded by: Attachments can be removed or added when forwarding

34 34/ Move message to folder The user is given the option to move the messages to a self-made folder. In the eamples, the user has made his own "Settled" folder. The user selects one or more message after which he can move the messages to the selected folder by using 'move to folder' Administrate folders The user can create, rename and delete folders himself. When a folder is deleted which still contains messages, these messages are moved to the bin after the user is asked for a confirmation. screen design Clarification Message bo Action elements New folder name description type validations Name New folder Opens the screen in which a new folder can be created 1 B Fodler 2 Edit Edits the folder 1 C Folder 3 Delete 1 Settled concerned, opens the screen in which the folder can be edited. Deleted that folder after confirmation from the user button Edit button Edit button Edit Delete Delete Delete Manage Folders Inbo Sent messages Bin Settled 1 B Fodler 2 1 C Folder 3 1 D Folder 4 1 E Folder 5 1 F Etc. 1 Administrate folders w

35 35/ Create new folder and edit folder Clarification Message bo fields New folder / Edit name name description type Name Name * < Cancel Name of the folder. This field is empty when creating a new folder and contains the name of the folder when editing the name Save/Edit of the > folder tet Inbo Sent messages Bin Clarification Action elements Settled name description type validations B Fodler 2 1 C Folder 3 1 Save/Edit Depending on the action, button The name of the D folder Folder 4is 1 this button saves or edits unique to the organisation of E Folder 5 1 the label. the user who is logged in. F Etc. 1 cancel Do not create new folder / do not save changes. Shows the administrate folders screen. button Manage folders w 5.12 Bin 1 Supporting Message use bocases BB02: move message back New message BB06: permanently delete message c * Date sort messages From Subject Bin screen c + Date Clarification c fields Date RE: The Municipality of Am sterdam Application for business paking permit in process Jan Jansen Com pany orem Ipsum is simply dummy tet of sdsd sd fsdf s and typesetting industry. Lorem Ipsum h name description RE: CWI type orem Ipsum is simply dummy tet of sdsd sd fsdf s c + Date From / to Sender and typesetting / addressee industry. of message Lorem Ipsum h label received Date RE: on Province which of message North Holland D Folder 4 was received Label, date (dd-mmyyyy) E Folder 5 1 orem Ipsum is simply dummy tet of sdsd sd fsdf s c + Date 1 and typesetting industry. Lorem Ipsum h F Etc. 1 subject Subject of the message label RE: CWI Administrate folders w attachments Indicates orem Ipsum whether is simply there dummy are tet + one of sdsd or more sd fsdf s Date image and typesetting industry. Lorem Ipsum h attachments with the message, by showing an icon Select: All None Read Unread Selected messages: Move back Permanently delete Or move to folder: Select a folder q Net > Move Inbo Sent messages Bin Settled B Fodler 2 C Folder

36 36/55 Clarification Action elements name description type validations (checkbo) Select the line for an action. checkbo Move back Move the selected message back to the folder it originally came from. If that folder no longer eists a received message goes to the inbo, a sent message goes to sent messages. button One or more messages have to be selected (table rule) Opens the message hyperlink Column headers Sorts the messages. Delete permanently Delete selected messages permanently button One or more messages have to be selected

37 37/ Administrate settings The user can administrate the settings in the message bo which specifically apply to the message bo. The settings which can be administrated are the notifications settings, standard messages and signature. You can go to the temporary eauthorization facility directly in order to change the password Administrate notifications settings The settings for notifications are different for the entrepeneur and the competent authority. The most important difference is that sms tet notification is not available for competent authorities. Notifications settings Service Provider Profile Notifications When a new message has been received, a notification can automatically be sent to your address and/or an SMS tet message can be sent to your mobile phone. address * i SMS Phone number o Send to my mobile phone number: o Do not send me an SMS tet notification Notifications Signature Standard Messages Language of notification * Select a language q * mandatory field Cancel Save Clarification fields name description type validation address Mail address tet Mandatory, valid format telephone number International telephone number format tet In accordance with International telephone number

38 38/55 format Mandatory if notification by sms tet message has been selected Notification settings Competent Authority Profile Notifications When a new message has been received, a notification w ill automatically be sent to your address. address * i Notifications Signature Standard Messages Language of notification * Interval of notification * * mandatory field Select a language Direct Cancel Save q q Not in the screen design but part of the final design: The competent authority has to have the opportunity to set an interval from a previously defined list of possible intervals (e.g. every 5 minutes, half hour, hour, 2 hours, 4 hours, 8 hours, 16 hours, 24 hours) Manage standard messages The employee of the competent authority can compose, delete and edit standard messages.

39 39/ List of standard messages Profile Compose new standard message Standard Replies Application for parking perm it... Dear sir/madam {NAME}, your request for a parking permit on the {NAME OF STREET} Application for parking perm it... Dear sir/madam {NAME}, your request for a parking permit on the {NAME OF STREET} Application for parking perm it... Dear sir/madam {NAME}, your request for a parking permit on the {NAME OF STREET} Application for parking perm it... Dear sir/madam {NAME}, your request for a parking permit on the {NAME OF STREET} Edit Delete Edit Delete Edit Delete Edit Delete Notifications Signature Standard messages Clarification fields name description type Name (Bold) Name of standard message. tet Message Content of the standard message, cut off at 40 characters tet Clarification Action elements name description type validations Create new standard message Edit Opens the screen in which a new folder can be created Edits that message, opens the screen in which the message can be edited. button button Delete Deletes that message button

40 40/55 after confirmation from the user.

41 41/ Create new standard message Profile Clarification Name fields * Compose new reply name description type Message * name Name of standard message. This field is empty tet when composing a new message and filled in with the standard message when editing the message Notifications Signature Message Content of standard message. This field is empty when composing a new message and filled in with the standard message when editing the message tetstandard messages Clarification Action elements Cancel Save name description type validations Save/Edit Depending on the action, this button has the label save or edit. button The content of the name and the message tet must not be empty. cancel Do not create new folder / do not save changes. Shows the administrate standard messages screen. button Administrate signature The employee of the competent authority can compose, and edit a signature.

42 42/55 Profile Signature signature Yours sincerely, J. Pieterse ICTU Wilhelmina v an Pruisenweg AA Den Haag Cancel Save Notifications Signature Standard messages Clarification fields name description type signature Tet of the signature. tet Clarification Action elements name description type validations Save Saves the changes button The content of the signature can be empty. This is a way of no longer adding a standard signature to the messages. cancel The changes are not saved. button 5.14 Notification message entrepeneur

43 43/55 The entrepeneur can be notified by sms tet message and/or . As soon as a message for the entrepeneur arrives in his inbo, a notification is sent. Supporting use cases BN01: Notification message entrepeneur screen design this is a system function without user interface Content notification message Every notification message has the following content You have received a message in your My Reply message bo for entrepeneurs. From: Date: Subject: <sender> <date and time received> <subject of message> Go to your message bo in My Reply for entrepeneurs in order to read the message: <url> 5.15 Notification message competent authority competent authorities receive an notification about received message after an interval which they themselves have set. Supporting use cases BN02: Notification message competent authority Screen design this is a system function without user interface Content notification message

44 44/55 New message(s) have been received for your organisation in the My Reply for entrepeneurs message bo. Go to your organisation's message bo in My Reply for entrepeneurs to read the message(s): <url>

45 45/55 6 Logging The purpose of logging is to be able to trace who carried out what actions. The reason logging has to be done is to prove what actions users carried out in the message bo. The following actions are logged: Action Logged details Log in Send message Notification sent Read message Time, organisationid, pseudoid time of sending, time of receipt, sent to who, sent by who, subject, forwarded, names of attachments. Time, notificationmethod (SMS, ) notificationaddress ( address, telephone number) Time or reading, time received, sender, addressee, subject, names of attachments Retrieved via interface Time of retrieval, time received, sender, addressee, subject, names of attachments Permanently delete message Time of reading, time received, sender, addressee, subject, names of attachments This system cannot log faulty log-in attempts because the authentication is done by an eauthentication service. When a user does manage to log in through that service, the message bo is not notified of this.

46 46/55 7 Interface The interface allows competent authorities to read and send messages via the message bo without using the web interface. The interface was designed to allow users to switch back and forth between the web interface and the non-web based interface whilst using the service. The interface allows competent authorities to realise a link with their own systems. Depending on the system which they are linking up with, an effort will be required from the competent authority in order to achieve the link. The message bo offers an interface based on open standards. The following services are offered via the interface: retrieving messages, new messages as well as all messages sending messages deleting messages retrieving address list competent authorities 7.1 Retrieve new messages The competent authority's system authenticates itself via the interface. The message bo delivers all message to the competent authority's system via the interface which have not yet been retrieved via the interface. The message bo marks the messages which have been retrieved via the interface as read via interface and puts a timestamp of the moment these messages were retrieved from the interface on these messages. The messages are not deleted when this is carried out. 7.2 Retrieve all messages The competent authority's system authenticates itself via the interface. Via the interface, the message bo delivers all the received messages to the competent authority s system which are in the competent authority s message bo. The message bo marks the messages which have been retrieved via the interface as read via interface and puts a timestamp of the moment these messages were retrieved from the interface on these messages, but only does this for messages which have not yet been stamped. The messages are not deleted when this is carried out. 7.3 Send message The competent authority's system authenticates itself via the interface. The system then delivers one or more messages to the message bo, via the interface. The message bo then sees to the virus scanning and the delivery of the messages. In view of the potentially lengthy processing time of the delivered messages, the message bo does not give direct feedback on the results of the virus scan and the delivery. If a message is deemed harmful by the virus

47 47/55 scanner, or an addressee cannot be found, the message bo will place a message in the competent authority s inbo with a notification and a reference to the message. The message will not be delivered to the intended addressee. 7.4 Delete messages The competent authority's system authenticates itself via the interface. The competent authority s system then indicates which messages are to be removed from the message bo. The message bo deletes these messages permanently so it does not move these messages to the recycle bin. The message bo indicates whether each message was successfully deleted or not. 7.5 Retrieve address list competent authorities The competent authority's system authenticates itself via the interface. The message bo returns a list of affiliated institutions. This list can be used to address other competent authorities in order to send a message to another competent authority. 7.6 Authentication, Authorisation and Confidentiality The following preconditions are part of the non-functional requirements, but for the sake of completeness they are eplicitly stated here in relation to the interface. The authentication has to be able to run automatically, without human interaction, every time a service is carried out via the interface. The authentication has to take place before every service is carried out and ends with the termination of the service. The competent authority has the same rights via the interface as it does via the web interface. The data which is echanged via the interface may not be read by any third parties.

48 48/55 8 Roles and rights 8.1 Role structure Roles are provided so that certain users can easily be granted the same set of rights, and to allow you to administrate these. The following roles are currently identified: Competent Authorities Entrepeneurs Administrators 8.2 Rights Please find a list of Use Cases below with their sub functions. At each subfunction an "" indicates whether a user with that role is permitted to carry out the function. General Main Processes Use case BA01: Open message bo Entrepeneur Competent authority administrator show message folders show inbo Use case BA02: user logs in log in BA03: user registers Create account Fill in profile data

49 49/55 Main process Echange messages use case BU01: compose messages (must have) enter tet search for addressee select / enter addressee (government organisation) Select standard messages enter subject add attachments cancel composing message send message use case BU02: read message (must have) display message display attachments download attachments use case BU03: reply to message (must have) display original message tet change subject

50 50/55 enter tet cancel reply to message send message select answer entrepeneur competent authority with a forwarded message use case BU04: forward message Forward to entrepeneur Forward to competent authority display original message tet change subject enter tet cancel forwarding message send message Add or remove attachments use case BU05: eport message (must have) eport message (in pdf/a) Main Process Administrate message bo Use Case BB01: delete

51 51/55 message select and then delete message open and then delete message Use case BA02: move message back show bin open message select one or more messages move message(s) back to folder they were removed from Use case BB03/ BB04: move message / create folders Show standard folders move message to folder Create folder Delete folder Rename folder Use case BB06: permanently delete message(s) show bin open message select one or more messages permanently delete message

52 52/55 Main process Search messages use case BZ01: Sort message click on column header to select messages Main process Notify Use case BN01: Notification message entrepeneur send notification via send notification via sms tet message Use case BN02 (and BB05): Notify government organisation send notification via set notification interval Main process Administration Use Case MCO-015: Administrator blocks account Block account

53 53/55 9 Integration and the Dutch PSC The manner in which the message bo is displayed in the Dutch PSC is not part of this functional design but will be documented in the "Synergy" project.

54 54/55 10 Class Diagram This chapter describes the objects which play a role in the message bo. An object, or class, is a set of data which belongs together, which is stored together in the system. A characteristic of a class is an attribute. In the description of the data model it is made clear in what units (entities) the data will be saved by the system and what their relations will be towards each other. These entities' relations and attributes are the basis for the way in which details are stored in a database or other storage data storage device. The logical data model serves as a basis for the eventual storage structures in the realisation phase. The UML Class Diagram is used.