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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.

FileCloud Announcement 05/02/2022

New FileCloud Policy for Permanently Removing Deleted Files

   In an effort to reduce the number of data files on the FileCloud servers, CMS is introducing a new FileCloud policy to permanently remove deleted FileCloud Team Folder files from the FileCloud application.   The new CMS FileCloud policy will go into effect on Monday May 9, 2022.  The FileCloud policy will permanently remove any deleted FileCloud Team Folder file after seven (7) calendar days.   

As an example of the new CMS FileCloud Policy, if a file is deleted from a FileCloud Team Folder on May 9, 2022, the file will be permanently removed from the FileCloud application on May 16, 2022.

Note, any FileCloud Team Folder files  deleted prior to May 9, 2022 will be permanently removed from FileCloud starting May 16, 2022.  This FileCloud policy does not impact deleted My Files or deleted Network Share files.

FileCloud Announcement 03/02/2022 

The File Management Team has been made aware of issues with users not receiving notifications when changes occurred within a particular directory or other events. Upon investigation, the team worked with the FileCloud vendor and received a patch which was applied to production the evening of 3/1/2022.

By default, FileCloud will automatically send you an email notification with these events:

• A file or folder is shared with you
• One of the following actions is performed (by you or another user) on a file or folder you have access to:
• a file or folder is uploaded
• a file or folder is downloaded
• a file or folder is shared
• a file or folder is deleted
• a file or folder is renamed
• a file is updated
• a file is previewed in the browser or one of the mobile apps
• a file or folder is locked

Users may experience several emails coming in from changes which occurred over the past seven days. Afterwards, the mail server will have caught up with the notifications and they will be sent every fifteen minutes by default after a change occurs. You can customize notifications by going to Settings à Notifications à Use my own notification settings.

FileCloud Announcement 01/24/2022 

For any FileCloud users who are still experiencing issues with the desktop version of FileCloud Drive, please download the latest version of the drive from https://www.filecloud.com/additional-downloads/#drive. The File Management Team recently upgraded the FileCloud product to version 21.3 which rectified these errors. If you are still experiencing an issue with FileCloud, please contact the HCQIS Services and Operations Support Team at (866) 288-8914, Slack: #help-service-center-sos or Email: ServiceCenterSOS@cms.hhs.gov.

FileCloud Announcement 01/20/2022 

FileCloud System release 9.8 deployed FileCloud release v21.3 on January 20th. The FileCloud v21.3 release contains the upgrade for Apache Log4J version 2.17.1 and a fix for FileCloud Drive issues reported by users following the FileCloud v21.2 upgrade in November 2021.

FileCloud Announcement 01/03/2022 

The File Management Team has received reports of some users of FileCloud Drive experiencing connectivity issues after an upgrade or after logging out of FileCloud Drive. The File Management Team is working with the FileCloud vendor on these issues, and the vendor is currently investigating. In the interim, please continue to use the web version of FileCloud (https://filecloud.cms.gov) for any tasks where you may have previously used FileCloud Drive. Further communications will be distributed when remediation is provided by the vendor.

FileCloud Announcement 11/15/2021 

Per CMS direction, the File Management Team will be disabling any FileCloud accounts if a user has not logged in during the past 180 days. If you have not logged in to FileCloud in the past 180 days, or are unsure, please take a moment to log in to ensure your access remains active. We will be distributing a targeted communication to those users who have not logged in on 11/17/2021 and again on 11/24/2021. Any user who has not logged in within 180 days will have their account disabled in FileCloud on 12/1/2021 and will need to request access again through HARP.

FileCloud Announcement 09/22/2021 

The File Management Team has made some modifications to the FileCloud Request form on Slack to mitigate submitters from accidentally identifying any sensitive information while making their requests. For the interim, we are asking for a need by date, type of request, Product Owner and point of contact. Once this is provided in Slack, the team will be notified, a JIRA item will be created, and the number provided to the requester. At that point, we will ask the requester to complete their documentation within the JIRA ticket itself, which has limited exposure, and enables the work to be prioritized and executed. We acknowledge this is an additional step which we are asking and appreciate the flexibility while we try to balance obtaining crucial information through a secure method.

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 ServiceCenterSOS@cms.hhs.gov.

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)

• FileCloud Work Request Process - FileCloud Request Process Guide.pdf
• FileCloud Work Request SOP - FileCloud Work Requests SOP.pdf

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 Custom Work Requests:
  • FileCloud Request Process Guide.pdf
  • FileCloud Work Requests SOP.pdf

*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 email at  ServiceCenterSOS@cms.hhs.gov 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 ServiceCenterSOS@cms.hhs.gov or phone at 1-866-288-8914 or via QualityNet Slack at #help-filecloud.
• 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 FileCloud application (https://filecloud.cms.gov) was taken offline  on Tuesday, 09/14/2021 for system-wide maintenance.  System maintenance was successfully completed and all systems are active.

The FileCloud application (https://filecloud.cms.gov) was taken offline on Tuesday, September 28, 2021, for system maintenance.  Maintenance was completed successfully, and all systems are active.

The FileCloud application (https://filecloud.cms.gov) was taken offline on Tuesday, December 14, 2021, for system maintenance. Maintenance was completed successfully, and all systems are active.

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Phone: (866) 288-8914 (TRS:711)

Slack: #help-service-center-sos

Email: ServiceCenterSOS@cms.hhs.gov

Hours of Operation: 24/7