Admins: File Manager
Overview
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 see the files uploaded by an entity and interact with those files.
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 will typically not display any file data until an Entity is chosen using 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 the system provides. The System will highlight an arrow next to the field currently used to sort the data, up for ascending and down for descending. Clicking on the title of a column will change the sort to that field. Clicking on the title of a column again will change the direction of the type using the same 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 Variable (CSV), Excel, or PDF. To download the list of files, click on the appropriate button, Save as CSV, Save as Excel, or Save as PDF. Each button will generate the appropriate 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 contain a link to rename the file. Clicking on the link will display a prompt confirming that you truly wish to rename the file and provide a field to type the new name. To rename the file, enter the new name and click Rename. To avoid renaming the file, click Cancel.
Renaming a file cannot be undone. You must re rename the file to change the name to the previous one.
Viewing or Playing a File
If you click on a file name, ITAM will attempt to display a preview if it can be visually represented. 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 on the file name, which will cause ITAM to attempt to display a preview of the file. On the preview screen which pops up, an option to download the file will be presented. If you click the Download button presented, a copy of the file will be downloaded to your local computer.
The second way to download a file is by first selecting the file via the checkbox displayed at the far left of the line item representing the file. Checking that box will highlight that record and cause two new options to be presented above the list of files. Clicking on the Download button presented will initiate a download with your browser. If more than one file is selected, ITAM will attempt to initiate a download for 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 the ability to download the files, selecting one or more files in the File Manager gives 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
Each entry in the File Manager includes a link to replace the file. Clicking this link will open your computer’s file selection interface. Please select a file, and ITAM will upload it and replace the existing file with the one you selected.
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 instead of modifying the selected entry. Clicking on the Upload link will open your computer’s file-selecting interface. Selecting a file will upload it to ITAM and associate it with the same form and field with which the original file was associated.
Viewing the Field Associated with a File
Each entry in the File Manager includes a link to the field associated with the file. Clicking on the Go To Field link will bring you to the field in the form where the file was uploaded.