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the backbone of our organization
intraComm can carry out the strategies of an organization successfully by:
  • reducing misunderstanding among staffs by channeling more effective and efficient communication
  • retrieving useful and relevant messages and information swiftly and accurately
  • strengthening the management of the organization for greater efficiency at low cost

What is intraComm?

intraComm is an innovative idea for better management of an organization started from secure, effective and efficient internal communication. It, builds on cloud, is a sever-client application composed of LAMP with client written by C#.

To enhance efficiency of intra-organization communication

Now, email is the tool most commonly used in Internet communication. However, is such personal based and general communication tool most suitable for an organization?

This question let us design the intraComm, a system specially for organizational use, is mainly compose of Users/Positions, Contacts, Recipient Groups and Messages.

New ideas in communication

  • We can build our whole organization structure inside the intraComm. Information such as organizational hierarchy, names and posts of the members, their levels of privilege can be set in the System easily [detail ...]
  • The concept of Notices: In intraComm, users are able to send messages to their readers. Conceptually, it is similar to posting notices (ie only one copy of the message, called Message, stored and allow designated readers to read) and Messages are stored in tree structure [detail ...]
  • Email is the means to communicate with external parties. intraComm can integrate with email and all functions offered by general email services are also available [detail ...].  By the way, intraComm can help a group of staffs to manage one email account easily eg info@yourcompany.com or sales@yourcompany.com [detail ...]
  • Have you read the Message? We are no need ask this question again! intraComm record the Reading Status (New or Read) and the reading time in details. Everything has a clear record [detail ...]
  • Instant communication: Just like Yahoo Mail and Gmail, intraComm also provides instant messaging (IM). The IM bases on a Message and will be automatically saved [detail ...]
  • Support Offline Mode: All Messages and Attachments will be saved on our local computer in encrypted format after we have read online. We can read them again even though offline.
  • Different types of Message are available for different purposes:
    • [Notice]: enabling Users to send general information to other readers
    • [Form]: constrainting Users to input required information in a specific format. System Administrator can design a specific approval process according to the rule in the organization for each form, such as Leave Application Form and Transportation Allowance Form [detail ...]
    • [Task]: NOT only allowing Users to assign tasks to other Users but also providing clearly defined work flow for better coordination. Requirements of works and required completion date (the Due Date) can be clearly defined in Task Messages to avoid confusions. User is also required to submit a [Task Report] upon completion of the task [detail ...]
    • [Event]: allows Users to remind oneself or other Users of different events. Different dates like Remind Date, Start and End Date can be set in the Event. We can also send a serial of periodical Events to oneself or other Users at one click for reminding Users of routines such as payroll for the next twelve months [detail ...]
    • Other type of Messages include [Calendar] (state the events on calendar, ONLY has Start and End Date, no Remind Date), [wiki] (allow a group of Users to edit the Message) and etc
  • [Tasks] and [Events] can be integrated into a Message to enhance work efficiency. This function is especially useful in organizing important campaigns/projects. For example, when a User prepares for an exhibition, a set of related [Tasks] and [Events] shown in a Message can easily remind team members of the work arrangement and important dates.
  • Posting Messages according to different situation:
    • Scheduled Post: System will post the Message automatically on the scheduled date
    • Event-triggered Post: User can set an event such as completion of Task for triggering the System to automatically post the Message
    • Delegated Post: User can write a Message for other User to post, e.g. a manager can ask his secretary to write a Message and post by himself
  • Special features for international enterprises:
    • Support different languages: Traditional Chinese, Simplified Chinese and English are supported and other languages can be installed very easily. Languages can be changed anytime during use
    • Support different time zones: Time stamps of Messages are displayed according to the time zone of the viewer

From Communication to File Management and Knowledge Base System

  • intraComm can completely replace File Server but with even greater efficiency and flexibility and save a lot of money. Messages are stored in tree structure. Files/Documents (paper-based documnets can be converted into electronic files by scanning) can be attached to Message for viewing by other designated Users. Description/summary and Keywords can be added. Finally, the Message can be placed or linked to an appropriate location in the tree structure 
  • When more and more Messages and information accumulate in intraComm, it can be used as a Knowledge Base of the organization.
  • All informations of the whole organization are saved in electronic fomat and hence the use of paper can significantly be reduced and even a paper-free office is possible.
  • All Messages needed are near at hand. The Important Message, Coming Event, Remind Event/Task, New/NOT All Read Message, Favorite Folder and etc are automatically and systematically displayed at the Today Note shown after a User log on intraComm. (The readers can mark the Message to be important/useful by some Tags) [detail ...]
  • To enhance the efficiency of the Knowledge Base, the following functions are provided:
    • Links: They are like file shortcut in Windows. For example, if a Message can be classified under both Account Department and the Personnel Department, Users can save the Message under either subjects and then simply link the Message under the other one. We can move or link the Message by drag and drop, an easy way to classify our Messages [detail...]
    • Enhanced hyperlinks: In Messages, we can use hyperlink to link all internal resources e.g. Messages, Attachments, Users, Contact and etc. [detail ...]
    • Amending the posted Messages
      • Unlike email, intraComm allows posted Messages to be amended, including Subject, Content, Attachments, etc. and the original information can be traced back easily
      • When classifying Messages, Subject of the Messages can be changed for better classification
      • Once the Attachments are modified, Users will be reminded to upload to replace the old ones
      • Once amended, Messages will be marked as New to all designated Users. This is extremely convenient when handling information that needs frequent updates such as proposals in drafting phase
      • Apart from amending, a group of Users can directly modify the Content of Message in special type of Message: [wiki] and [Folder]
    • Tags - many email systems have tag function, but it is more powerful in intraComm [detail ...]
      • Private Tags and Common Tags: Private Tags in Message can be seen by its reader himself only, while Common Tags can be seen by all readers
      • System Tags: intraComm has defined some tags e.g. ★ means important, for Message with ★ tag will automatically be displayed at the Today Note shown after a User log on intraComm
      • User-defined Tags: Besides the System Tags, Users can create their own Tags using any symbols, characters and even words by their own meaning
    • Enhanced search function: Messages can be searched according to different fields such as the Subject, Content, Author, Reader, Keyword, Attachment, Tags and etc.

The team spirit of the organization can be displayed on intraComm

  • Share to reduce redundant work:
    • Users can share what they have done with others
      • Users can share Recipient Groups, Contacts and etc. they created with other Users of intraComm
      • Users do not need to classify their Messages individually
      • Users can search Message with Keywords entered by other Users
    • With things shared and its user-friendly and consistent interface, even Users with little computer knowledge can enjoy the convenience brought by intraComm
    • Giving greater authorities to Users with more computer knowledge such as secretaries, more convenience can be achieved with greater things to be produced and shared
  • intraComm facilitates new members adapting to the new work environment:
    • Users can define a Recipient Groups to represent a group of Users, such as All Teachers in a school, for receiving Message. This function will help Users to save a lot of time if he/she has to post Messages to a large group of recipients repeatedly
    • As the posts in the organization are already available in the System, defining a Recipient Groups is actually a very simple process. Furthermore, for example, when a new Teacher account is created, the System will automatically send all Messages previously sent to all Teachers to the new User in order to help him/her familiarizing with the new working environment (this function called Notice Record)
    • As Messages are saved in server, when a member leaves the organization, it is more difficult for them to make copies of Messages

Our expectations for intraComm

  • For the leaders of organization - We hope intraComm can carry out the strategies of an organization successfully by:
    • Reducing misunderstanding among members by channeling more effective and efficient communication
    • Retrieving useful and relevant messages and information swiftly and accurately
    • Strengthening the management of the organization for greater efficiency at lower cost
  • For the developers - We hope that intraComm is not just a general system with ample functions, but also a platform for the development of other specialized systems since:
    • It is very secure because it is developed from the situation of public network and public workstation. The communication between server and workstation is 128-bit encrypted, equivalent to the SSL encryption level for web pages. All information saved on workstation is also encrypted
    • It has established the fundamental mechanisms including:
      • The communication between database and server, server and workstation
      • Multi-lanuage and timezone support
      • Hierarchy structure of Messages and organization
      • Communication among Users
      • Message management system including sending and receiving external emails
      • Uploading and downloading files in effective way
      • Import/Export: Import files from workstation/Export Messages to workstation as a copy of backup
      • Hardware lock - ONLY allow designated workstations running intraComm, likes build-in firewall
      • Offline mode. All offline information is encrypted
    • For the above reasons, intraComm is a framework in fact. It can be an underlying platform for other systems, such as Personnel Management System, Accounting System or even Enterprise Resource Planning System (ERP). For example, we have extended following functions easily based on original System:
      • Different view of Message e.g. Mindmap View [detail ...]
      • Live chat with outside people eg Live Support