Objective of the Project:

Virtual Assistance does not mean that a computer will automatically generate every document that you want, customized and ready to use. Each document will have some unique content, even if it is only the name and address of the addressee. This unique content will still need to be provided by you (or a database in the case of a mail-merged form letter).

Virtual Assistance software can help you create templates, specify rules and assemble documents. They might also be able to use the templates created by word processing programs such as Word.

Documents templates have been in use for quite some time now. Word processing programs typically have provision to create such templates, e.g., the .dot files in Microsoft Word. Word processing programs also offer facilities to generate customized documents from these templates, such as the mail merge facility of Word.

With document automation software of such capabilities, you need to do only the absolute minimum to create a document. It would almost seem that further document automation is possible only when computers can grasp your thoughts and convert them into relevant documents!

Virtual Assistance software can help you create templates, specify rules and assemble documents. They might also be able to use the templates created by word processing programs such as Word.

With document automation software of such capabilities, you need to do only the absolute minimum to create a document. It would almost seem that further document automation is possible only when computers can grasp your thoughts and convert them into relevant documents!

Study of the system: 

Virtual Assistance is a standalone application; it means that a computer will automatically generates every document that the user needed is customized and ready to use. Each document will have some unique content, if it is only the name and address of the addressee. This unique content will be taken from the database. And this database will look after by the profile manager. The details present in the data base can only access his /her desired document, for example letters. It is useful in everywhere like colleges, organizations. 

Administrator:

Administrator is the super user who maintains the profile of the personnel and maintains the document templates.

Profile Manager:

Profile Manager can add, delete, and update the details of the personnel.

Template Manager: 

Administrator

  •   Login into the System.
  •  Creates new Users, template.
  •   Views all the details of existing users, template.
  • Updates the template, user details.
  • Deletes the Template, user details.
  • Prints the Required document.

Template Manager can create ,deletes, modify the existing template and save the template for the future use.

Software Requirement Specification:

Introduction

Rapid development in science and technology is forcing the human beings to depend on some technology at some stage in solving very simple problem to complex problem. This software called virtual assistance is used to reduce some work at different places in the daily life work process. This document provides details about the entire software requirements specification for the software VIRTUAL ASSISTANCE.

Purpose:

Virtual Assistance is a standalone application; it means that a computer will automatically generates every document that the user needed is customized and ready to use. Each document will have some unique content, if it is only the name and address of the addressee. This unique content will be taken from the database. And this database will look after by the profile manager. The details present in the data base can only access his /her desired document, for example letters. It is useful in everywhere like colleges, organizations.

Scope:

The scope of the project is to perform the following operations

  • Managing all the details of the user, for ex: name, address etc is stored in database all these details will look after by profile master.
  • Profile master and user will be looking after by an administrator. All the changes are done by administrator only. Adminstrator can create, update different types of documents or letters, at the same time he can delete.
  • As administrator provides some templates, it is very easy to use the documents or letters at a time.
  • It is user friendly interface to the user: Requires no technical knowledge for his required document.
  • Easy to use:  becomes easy based on the input provided.
  • To Create a paperless environment: When many of the users require the same application, the same content will be written individually. This will require lot of paper work.  The unique content of all the documents will be stored in the database. This will create a paperless environment in which whenever the user require the document the content will be same, but the details will be different. Here the content is reusable.
  • It requires less time: When a user is needed for a document/letter in a manual process it takes much time in writing the document or letter, but when compared to our proposed system it takes less in providing the documents/letters because we mainly use the templates. And we can get many documents at a time.

 Login Page 

Login Page

Login Page for Administrator

Administrator Page:   

Admin Page

Administrator Task 

Conclusion: 

Virtual Assistance software automatically generates a document that the user needed. It provides same document for the different people by changing the details.

System is fully GUI based. It is easy to operate and user-friendly. Platform includes the in built back-up and recovery facility. Virtual Assistance reduces paper work, equipment maintenance.

All the objectives that had been charted out in the initial phases were achieved successfully.

Future Scope:

We have done the project based on standalone system. The future scope for this project can be developed using web based application. Using this application we can enhance the project to email process .i.e., we can provide the documents on the request of users to their email address. It reduces the paper cost and time.