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QualityNet FileCloud allows users to upload and download files and documents while operating within the HCQIS cloud from any workstation with an internet connection.

Getting Started with QualityNet FileCloud:

QualityNet FileCloud is an easy-to-use file management system that can be utilized to share and store files by members of the QualityNet community. Learn how to get started with QualityNet FileCloud.

Business Case

In support of HCQIS' move from the Ashburn Data Center, the QualityNet FileCloud application was implemented to allow HCQIS contractors to store and share files without needing a direct connection to the Data Center or the HCQIS network. 

Features include:

• File Management: Create and delete new folders, upload/download files and contract deliverables

• Internet-Facing: Explore files using any web browser without the need for connecting to the HCQIS network

• File Versioning: Collaborate effectively using unlimited automatic file versioning

• Cross-organizational Collaboration: Create team-level folders, where CMS employees and HCQIS contractor employees can upload, edit, and share files in a centralized location
• Drive Mapping (via FileCloud Drive): Map your workstation to your organization's FileCloud file share to seamlessly access and retrieve files

• File Support: Supports virtually all common file types

Accessing FileCloud

As of September 2020, FileCloud's URL has been changed. The web version of FileCloud is now reachable via https://filecloud.cms.gov. Please bookmark this new URL.

Who will get FileCloud?

All HCQIS organizations may request access to FileCloud. Based on your scope of work, organizations may request access to FileCloud by reaching out to their COR with a business need for the service, the number of users, and a Security Official (SO) ID. The COR should then reach out to ISG's Contract Engagement team for next steps. If you have any questions about this process, please send an email to QualityNet_IT_Services@hcqis.org.

If your organization has already been approved for FileCloud in HARP, you can proceed with requesting a FileCloud user role by following the Quick Start Guide below.

1. QUICK START GUIDE

Requesting a FileCloud User Role

If you do not yet have a HARP account or an EIDM or EUA account, you must first register for a HARP ID. (For instructions on the process, refer to the HARP page)

Step 1: Once your HARP account has been created, log into HARP and request a FileCloud account via User Roles:

• Select the “QualityNet-FileCloud” Program
• Select your Organization (CMS employees should select CMS, and contractors should find their organization in the drop down)
  • Don't see your organization listed?
• Select a FileCloud Member role (Security Officer (SO) or User)

Step 2: Your organization's SO approves the user role request. You will be notified via email when your role has been approved.

Step 3: Log in to FileCloud at https://filecloud.cms.gov using your HARP credentials for access to the FileCloud application.

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2. FILECLOUD WORK REQUEST PROCESS GUIDE

For File Cloud work or enhancement requests, all users will need to submit requests by filling out a form via Slack channel 

#filecloud-requests (https://hcqis.slack.com/archives/C01RSUR537A)

1. Click on the thunder “icon”

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       2. Choose “FileCloud request”

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      3. Fill out the form by choosing appropriate option “Pick an Option”

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     4. Click Submit and Continue

QualityNet FileCloud Resources 

For QualityNet FileCloud Users:

• QualityNet FileCloud - User Guide: FileCloudUserGuide V20.3.2.docx
• QualityNet FileCloud - Usage Guide (as of Sep 2020): General QualityNet FileCloud Usage Guidance_09_18_20.docx
• QualityNet FileCloud - Drive Application link (for HCQIS contractors only): https://www.getfilecloud.com/filecloud-drive/
• Quality Net FileCloud - Requesting Support Guide v1.2 FileCloud Support Guide v1.2 (002).docx 
• Quality Net FileCloud - Procedures for all Filecloud or MFT requests MFTFC Work Requests SOP.doc

*NOTE: FileCloud Drive is not approved for CMS employee workstations and the download will be blocked on CMSNet. Contractors having trouble downloading the FileCloud Drive App should seek help from their organization's IT department. 

Getting Started with QualityNet FileCloud:

Additional Information for Technical Users (i.e. developers interested in integrating their QualityNet applications with FileCloud):

• FileCloud Developer Guide: https://www.getfilecloud.com/developer/
• FileCloud Overview: https://www.getfilecloud.com/filecloud-overview-tour/

*NOTE: FileCloud is a COTS product. However, the above links for developers do not directly reflect QualityNet's Implementation of FileCloud. For specific information regarding how QualityNet has implemented FileCloud, please reach out to our support team via qnetsupport@hcqis.org OR via QualityNet Slack at #help-filecloud.

Currently, FileCloud is running v20.1.1.7769. Release notes are available here.

For Assistance

• Please contact the QualityNet Help Desk with questions regarding registering or access via email at qnetsupport@hcqis.org or phone at 1-866-288-8914
• Users with HCQIS Slack can reach our team for assistance utilizing the #help-filecloud channel
• Business hours are 7 am-7 pm CDT Monday through Friday.  

FAQs

GENERAL  |  ACCESS  |  WORKING IN FILECLOUD 

• When the POP ends, the contractor needs to provide the following information to the Offboarding Team:
• Name of the folder they want archived (so we know what to archive)
• The date that their POP ends (so we know when to archive it and when to remove group access on FileCloud side)
• The name of the subfolder that includes the folders they believe will be utilized by new contractor (so we know what data may be needed in the near future)
• Data will remain in FileCloud but won’t be accessible to anyone
• Data will be retained for 6 years (CMS requirement)
• Once confirmed, the Offboarding Team will submit:
  • A JIRA ticket for the decommissioning phase
  • Contractor SO will remove roles in HARP
  • The SD Collab team will manually remove access from FileCloud and rename Contractor folder to “FolderName_Archive”
• ServiceNow Ticket created with the following tasks:

Full Release Notes for FileCloud are available here: https://getfilecloud.com/releasenotes

Date

Action

Release #

Environment

Notes

• First version of application released to the HCQIS community

• A new modern user interface is now available for FileCloud Drive

• The Notification system has been redesigned to enable greater customization of notifications
• ServerLink has been enhanced. New features include improved status reporting and instant folder creation
• FileCloud now supports configuring up to six different IDPs for single sign-on (SSO)
• FileCloud can now convert MS Office tags to FileCloud tags when it imports MS Office files

• User Portal redesign – Completely new, easy-to-navigate user interface
• FileCloud Sync application – Updated look with intuitive functionality
• Digital Rights Management (DRM) – A new feature that provides more restrictive security for documents

• OCR support – A new character recognition feature that enables searching for content in image and PDF files.
• Metadata color tagging – Enhancement that enables users to apply color tags to metadata.
• TLS 1.3 support – Support for TLS 1.3 on all Windows, Mac OS, and Linux clients.
• ICAP DLP – ICAP DLP has been added as a provider for FileCloud’s content classification engine, enabling it to flag files for blocking or deletion by DLP rules.
• Theme settings – New settings have been added for customizing themes and more built-in theme choices have been added.

March 2021

(Tentative)

Main benefits:

• DRM- Screenshot, Print, Copy Protection
  • https://www.getfilecloud.com/digital-rights-management-protect-track-and-control-your-confidential-documents/
• Full Text Search
  • https://www.getfilecloud.com/full-text-search-in-documents/
• Server Sync
  • https://www.getfilecloud.com/filecloud-serversync-cloud-enable-your-windows-file-servers/
• Governance – Retention, Archival, Legal Hold
  • https://www.getfilecloud.com/data-governance/
• High Availability
  • https://www.getfilecloud.com/filecloud-high-availability-architecture/

The FileCloud application (https://filecloud.cms.gov) was taken offline  on Tuesday, 08/03/2021 for system-wide maintenance.  System-wide maintenance was successfully completed and all systems are active.

The FileCloud application (https://filecloud.cms.gov) was taken offline  on Monday, 08/09/2021 for system maintenance.  System maintenance was successfully completed and all systems are active.

The FileCloud application (https://filecloud.cms.gov) was taken offline  on Thursday, 08/19/2021 for system-wide maintenance.  System maintenance was successfully completed and all systems are active.

The AIOps and Data Services team are preparing to refresh the AMIs for ClamAV Non-PROD and PROD. This is an off-cycle maintenance to address security vulnerabilities. There is no Downtime expected but FileCloud users may experience application interruptions from 8 p.m. ET to 10 p.m. ET on Thursday September 9th, 2021. Please retry if issue occurs.