Table of Contents

File Manager

The audit and evaluation process depends on documentation and evidence to show that an organization has achieved compliance with a control. In ITAM, much of that evidence consists of files uploaded into the appropriate fields in a form. These files may be images, text, affidavits, spreadsheets, or almost any other type of file that conveys the information needed. The File Manager is a convenient way to view the files uploaded by an entity and interact with them.

File Manager View

The File Manager is accessed from the main menu by clicking on the second icon from the left.

Selecting an Entity

When the File Manager is first accessed, it typically does not display any file data until an Entity is selected from the Select an Entity dropdown at the top right of the working area. To select an Entity, click the dropdown, choose the entity whose files you wish to review, and then click the Go button.

Filtering Files

Once an Entity has been selected and the data returned, you may receive more data than anticipated. Fortunately, filtering the data using the search field on the right of the display above the returned data is possible. Typing anything into the field will start filtering the data based on items matching the data in any returned fields. For example, you can start entering a Form Name, and the list of files will be restricted to only those associated with that form.

Sorting Files

The File Manager in ITAM includes the same sorting options as many other data lists and reports in the system. The System will highlight an arrow next to the field currently used to sort the data, with an up arrow for ascending and a down arrow for descending. Clicking the title of a column changes the sort to that field. Clicking the title of a column again will reverse the direction of the type in that column.

Downloading a List of Files

The list of files displayed on the screen in the File Manager can be downloaded in one of three formats: Comma-Separated Values (CSV), Excel, or PDF. To download the list of files, click the Export List button, then select Save as CSV, Save as Excel, or Save as PDF. Each button will generate the proper file size and initiate a download via your browser.

The list downloaded will contain only the files associated with the current search filter.

Renaming a File

Each file displayed in the File Manager will also include a link to rename it. Clicking the link will display a prompt confirming that you truly wish to rename the file and a field to enter the new name. To rename the file, enter the new name and click Rename. To avoid renaming the file, click Cancel.

A file's renaming cannot be undone. You must rename the file to restore the previous name.

Viewing or Playing a File

If you click a file name, ITAM will attempt to display a preview if it can be rendered visually. If the file is a video or audio file, ITAM will attempt to play it.

Downloading a File

There are two ways to download a file from the File Manager. The first involves clicking the file name, which causes ITAM to attempt to display a preview of the file. On the preview screen that pops up, an option to download the file will be available. If you click the Download button, a copy of the file will be downloaded to your local computer.

The second way to download a file is to select it via the checkbox at the far left of the line item representing the file. Checking that box will highlight the record and display two new options above the list of files. Clicking on the Download button will initiate a download with your browser. If more than one file is selected, ITAM will attempt to download each file.

If you download more than one file at a time, your browser may prompt you to confirm that you authorize the action.

Deleting One or More Files

In addition to downloading files, selecting one or more files in the File Manager provides the option to delete them. To do so, click the Delete button displayed when one or more files are selected. The files will be immediately deleted, and a notice will be displayed.

When deleting files using this functionality, there is no confirmation before deletion. Only use it when you are sure you want to delete it.

Replacing a File

Select a file, click the Replace button, and select a new file from your machine. ITAM will upload it, replacing the existing file.

Uploading a File

Each entry in the File Manager comes with a link to upload a file. Although the link is on an entry, the Upload feature will create a new entry rather than modify the selected one. Clicking the Upload link will open your computer’s file selection interface. Selecting a file will upload it to ITAM and associate it with the same form and field as the original file.

Viewing the Field Associated with a File

Each entry in the File Manager includes a link to the field associated with the file. If the file is located in more than one field, you can click on the button in the Selected Form column.