Software Specification Document

OpenOffice.org
5 File Passwords

Specification Status
Last Change Jun 15, 2010
Status Standard

Abstract
Save file with password functionality needs to be extended by customer request. Beside the already implemented file
10 encryption, an additional password to protect a document from being edited is implemented.

i-Team Members
Role First Name, Last Name, Initials E-Mail Address
I-Team Lead Mathias Bauer (MBA) [email protected]
Specification Author Frank Loehmann (FL) [email protected]
User Experience Frank Loehmann (FL) [email protected]
Development Daniel Rentz (DR) [email protected]
Henning Brinkmann [email protected]
Sven Jacobi [email protected]
Mikhail Voitenko [email protected]
Quality Assurance Thorsten Martens (TM) [email protected]
Accessibility Thorsten Martens (TM) [email protected]
Documentation Uwe Fischer (UFI) [email protected]
Program Management Marcus Lange (MLA) [email protected]

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Contents
Abstract............................................................................................................................................................. 1
i-Team Members............................................................................................................................................... 1
References and Reference Documents..............................................................................................................3
Acronyms and Abbreviations............................................................................................................................3

1 Detailed Specification......................................................................................................................................4
1.1 Usage Scenarios................................................................................................................................................ 4
1.1.1 Protect................................................................................................................................................................4
1.1.1.1 Encrypt File.......................................................................................................................................................4
1.1.1.2 Receiving an Encrypted Document...................................................................................................................4
1.1.2 Share..................................................................................................................................................................4
1.1.2.1 Sharing a File With Others................................................................................................................................4
1.1.2.2 Consuming a Document Shared With Others................................................................................................... 4
1.1.2.3 Consuming a Document Shared With Others................................................................................................... 4
1.2 Behavior............................................................................................................................................................ 5
1.3 User Interface....................................................................................................................................................5
1.3.1 Open File with Passwords.................................................................................................................................5
1.3.1.1 Open File with Password to Modify..................................................................................................................6
1.3.1.2 Enter Password Dialog......................................................................................................................................6
1.3.1.3 Wrong Password Entered..................................................................................................................................6
1.3.2 Save Files with Passwords................................................................................................................................ 7
1.3.2.1 Password Dialog................................................................................................................................................8
1.3.2.2 Sharing Options ................................................................................................................................................9
1.3.2.3 File Properties Dialog........................................................................................................................................9
1.3.2.4 Password Check.............................................................................................................................................. 10
1.3.2.5 Options Dialog................................................................................................................................................ 11

2 Accessibility....................................................................................................................................................12

3 Migration........................................................................................................................................................12

4 Configuration.................................................................................................................................................12

5 File Format.....................................................................................................................................................12

6 Open Issues.................................................................................................................................................... 12
Document Change History..............................................................................................................................13

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15 References and Reference Documents

Reference Document Check Location (URL)

Specification Process Entry Check Passed N/A
Product Requirement, RFE, issue [Required] Not Available N/A
Accessibility Check [Required] Failed See section 2 Accessibility below
Product Concept Document Not Available

Competitive Analysis Not Available

IDL Specification Not Available

Test Case Specification [Required] Not Available

Software Specification Rules N/A N/A

Acronyms and Abbreviations

Acronym / Abbreviation Definition

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1 Detailed Specification

1.1 Usage Scenarios

1.1.1 Protect

20 1.1.1.1 Encrypt File

Peter is working on an important text document. He must send this document to a friend Andreas via email. He wants to
be sure that nobody except his friend could open this document. So he encrypts the document with a password that only
he and Andreas know.

1.1.1.2 Receiving an Encrypted Document

25 Andreas got an important document by email. We double click the attached file to open the file. The application asked
him to enter a password. Andreas knows the password and the document is decrypted, so that he can finalize the
document before he sends it back to the author Peter.

1.1.2 Share

1.1.2.1 Sharing a File With Others

30 Nils wants to share a document with his colleagues. The are two groups of colleagues. The first one, a group of
managers, must be able to change something and to sign the document. The second group must not be able to change it,
but needs to read it for transfer of information. He puts the document on a server to make the file available to all his
colleagues and assigns a password protection so that he can be sure that only the first group of managers can
change/sign the document.

35 1.1.2.2 Consuming a Document Shared With Others

Katrin gets a document for her information from one of her colleagues. She should read the document to be informed
what is going on.

1.1.2.3 Consuming a Document Shared With Others

Kay is a manager and gets a document from one of his colleagues. He must read this document and has to digitally sign
40 it to declare that he has read the document.

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1.2 Behavior
1. An file.
2. Save file in ODF or MS Office format and assign password to modify.
3. Open file with password to modify.
45 1. Open file in read-only mode automatically.
1. User whats to edit file.
1. Edit mode button/menu pressed/called.
2. Dialog to enter Password shown (incl. error handling)
3. File in edit mode.
50 4. User makes changes.
5. Save file with password to modify set.
2. User wants to edit a copy of document.
1. Save as from read-only mode.
2. Password will be removed on saving.
55 Copy of document is in edit mode
3. User wants to make copy of document.
1. Save as from edit mode.
2. Password will be removed on saving.
4. User wants to read document.
60 1. User closes document if done.

1.3 User Interface

1.3.1 Open File with Passwords

The File-Load dialogs (system and internal one) will be kept unchanged. If a password for loading the file has been set,
the following dialog is shown and the user is asked to enter the password to decrypt the file. Default is the OK button.

65

Illustration 1: Password dialog to open

In case of a wrong password the following dialog is shown and loading will be aborted:

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Illustration 2: Error Message

1.3.1.1 Open File with Password to Modify

70 If a password to modify has been set for a file, this file will be directly opened in read-only mode. If the user presses the
edit button, the following password dialog appears.

1.3.1.2 Enter Password Dialog

1.3.1.3 Wrong Password Entered

75 In case of a wrong password the following dialog is shown and read-only mode keeps active.

Illustration 3: Error dialog

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1.3.2 Save Files with Passwords

The File-Save dialog will be kept unchanged. User can check password option. If checked, the user is asked to enter a
password when saving the file. The 'Save with password' check box gets disabled, if a filter is chosen that does not
80 support encryption.

Illustration 4: System Save as dialog

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1.3.2.1 Password Dialog

The entered passwords will be checked on pressing OK. See 1.3.2.4 Password Check for details.

1.3.2.1.a Initial State

85 Dialog shows a notice regarding passwords.

Illustration 5: Initial Password dialog

Note: If the current file format does not support password for sharing (i.e. old StarOffice formats) then the 'More
Options' button is hidden.

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1.3.2.2 Sharing Options

90 The Password dialog could be extended by the 'More Options' button. Then the dialog shows an additional password to
modify the document.

1.3.2.2.a Initial State

Illustration 6: Initial state

1.3.2.3 File Properties Dialog

95 The Properties dialog of a document will be extended by a Security tab. For consistency reasons the Digital Signatures
dialog gets integrated as another tab page.

1.3.2.3.a Security Tab

The new Security tab will handle the password.
Passwords will be checked on OK. See 1.3.2.4 Password Check for details.

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100 The document gets modified after a password has been set or changed, to ensure that the new password will be saved to
file by the user. This is valid for all other settings in the Properties dialog. The encryption and sharing section are
disabled, if a filter is chosen that does not support encryption.

Illustration 7: Security tab

1.3.2.4 Password Check

105 1.3.2.4.a Wrong Password Confirmation

The following dialog is shown in case one password is wrong. After confirming the dialog, the focus is set to the
corresponding ‘Reenter password....’ field and it’s content gets selected. So the user could start typing.

Illustration 8: Warning message

1.3.2.4.b Both Password Confirmations Wrong

110 The following dialog is shown in case of both password are wrong. After confirming the dialog, the focus is set to the
‘Reenter password to open’ field and it’s content gets selected. So the user could start typing.

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Illustration 9: Both passwords have not been confirmed correctly

1.3.2.5 Options Dialog

The Security tab page of the Options dialog has changed slightly. The document relevant security settings have been
115 migrated to the extended File Properties dialog and ‘web connection’

Illustration 10: Tools – Options -Security dialog

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2 Accessibility
Accessibility is the responsibility of the I-Team, beginning with UX, DEV and QA, to ensure that the following
120 requirements are fulfilled:
1. Is the feature fully keyboard accessible?
(Ex: “I can go everywhere and use every function using the keyboard only”)
Yes
2. Have I specified visual alternatives for the case that the specified feature includes audio as output?
125 n/a
3. Are text alternatives for all icons and graphics available?
n/a
4. Don't provide important information in colors alone
(Ex: marking important information hard coded in red)
130 n/a
5. Does the specified feature respect system settings for font, size, and color for all windows and user interface
elements?
Yes.
6. Have I ensured that flash rates do not exceed 2 hertz for blinking text, objects, or other elements? In any case,
135 try to avoid flashing UI elements
Yes.
7. Ensure that assistive technology(AT) (like ZoomText or Orca) is able to read everything.
@Thorsten: One for you.

3 Migration
140 None, new feature.

4 Configuration
None.

5 File Format

145 6 Open Issues

Issue Initials Date

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Document Change History

Rev. Change Initials Date
1 Initial specification FL Feb 01, 2010
2 Refined mock-ups FL Feb 02, 2010
3 UI Refinements FL Feb 04, 2010
4 Add behavior description FL Feb 05, 2010
5 Recommend to open file read only FL March 3, 2010
6 Change back to simple password check for accessibility reasons FL March 5, 2010
7 New strings from Liz FL March 12, 2010
8 Updated Document Properties – Security dialog. FL March 15, 2010

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