QualityNet IT Services

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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)
  • 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.

_________________________________________________________________________________________________________________

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”

       2. Choose “FileCloud request”

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

 


     4. Click Submit and Continue

QualityNet FileCloud Resources 

For QualityNet FileCloud Users:

*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):

*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 


General

FileCloud allows users to upload, download, and share contract-related files and documents while operating within the HCQIS cloud. (FileCloudUserGuide)

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

Your Security Officer (SO) is the person designated by a line of business (LoB) or other CMS contractor who has the authority to approve requests for FileCloud access.


Access

For instructions on how to register for a HARP account, visit the HARP page.

Users must register for a HARP ID. Once the HARP account has been created, log into HARP and request a QualityNet FileCloud account via a HARP User Role. (See "Requesting a User Role" process above.)

For additional information regarding HARP ID's and instructions on this process, visit the HARP page. 

Yes, a HARP ID or an EIDM account is required to access the FileCloud application. For instructions on this process, visit the HARP page. 

No, you must use your HARP ID in order to access FileCloud.

Per CMS request, FileCloud users will not be able to access the application from mobile devices or use the following apps:

FileCloud Mobile, FileCloud Sync, and File Sharing

FileCloud Mobile, FileCloud Sync, and File Sharing applications have been disabled per CMS request. Users should utilize their team folder when file sharing is needed.

An internet connection is required to access the cloud-based application by logging in to https://filecloud.cms.gov using your HARP credentials.

FileCloud Drive is an app that permits mapping of FileCloud to your local device, but must be installed at the admin level. Learn more about FileCloud Drive and how to install.

Login to FileCloud at https://filecloud.cms.gov using your HARP credentials

  • 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:



Working in FIlecloud

Yes. FileCloud is regularly backed-up. Feel free to contact the Service Center @ 866-288-8914 or via email at qnetsupport@hcqis.org if you need assistance.

Files can be moved by uploading files from your local device. For unusually large file transfers or unique conditions you may contact the Service Center @ 866-288-8914 or via email at qnetsupport@hcqis.org

No. Shared files should be stored in your organization's team folder(s).

To obtain access to team folders, users should forward their HARP ID to their organization's SO during the User Role registration process.

Once the SO has provided your HARP ID to the FileCloud Onboarding Team and you login to FileCloud, you will have access to team folders.

FileCloud does NOT have a check out and check in capability with the Team Folders like Microsoft SharePoint, but it does allow a user to lock a file in FileCloud that has been downloaded to their local drive and unlock it when it is uploaded back to the folder.

https://www.getfilecloud.com/supportdocs/display/cloud/File+Locking

Storing PII/PHI on FileCloud is permitted, as long as the organization has a Data Use Agreement in place.





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


Date

Action

Release #

Environment

Notes

10/1/2019N/AFileCloud v19.2PROD
  • First version of application released to the HCQIS community
04/10/2020UpgradeFileCloud v19.3PROD
  • A new modern user interface is now available for FileCloud Drive
07/10/2020UpgradeFileCloud v20.1PROD
  • 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
12/19/2020UpgradeFileCloud v20.2PROD
  • 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
March 2021 (Tentative) UpgradeFileCloud v20.3PROD
  • 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)

UpgradeFileCloud Enterprise VersionPROD

Main benefits:

April 16/2021Maintenance 6.1PRODThe FileCloud website (https://filecloud.cms.gov) was taken offline on Thursday, April 15, 2021 for system-wide maintenance. System wide maintenance was successfully completed and all systems are active.
May 7/2021Maintenance 7.1PRODThe FileCloud application (https://filecloud.cms.gov) was taken offline on Friday, May 7th, 2021 for system-wide maintenance. System wide maintenance was successfully completed and all systems are active.
May 28, 2021Upgrade7.2PRODFileCloud System release 7.2. was successfully deployed to production on Friday May 28th, 2021. FileCloud System release 7.2 deployed the FileCloud v21.1 Upgrade which contains 508, Apache, and PHP updates.
July 8, 2021Feature added7.3PRODFileCloud Release 7.3 deployed to production on Thursday July 8th, 2021. FileCloud Release 7.3 enables FileCloud Sharing capabilities.  File and folder sharing allows users to provide private access to files stored in FileCloud with various levels of access privileges.  Users who are logged into the system during this change will need to logout and log back in for the changes to take effect.



System Status
OPERATIONAL

FileCloud Release 7.3 has been deployed to production on Thursday July 8th, 2021. FileCloud Release 7.3 enables FileCloud Sharing capabilities.  File and folder sharing allows users to provide private access to files stored in FileCloud with various levels of access privileges.  Users who are logged into the system during this change will need to logout and log back in for the changes to take effect.


Security Guidelines

  • Storing PII/PHI on FileCloud is permitted, as long as the organization has a Data Use Agreement in place.

  • FileCloud users shall be mindful of the type of content that is made publicly vs. within private channels.
  • ONLY CMS approved FileCloud apps will be made available. To request an application plug-in, please contact the Service Center at:

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

    Slack: #help-service-center-sos

    Email: ServiceCenterSOS@cms.hhs.gov

    Hours of Operation: 24/7


Need Help ?
  • Please contact the QualityNet Service Center with questions regarding registering or access at:

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

    Slack: #help-service-center-sos

    Email: ServiceCenterSOS@cms.hhs.gov

    Hours of Operation: 24/7

  • Users with HCQIS Slack: Effective April 1st, 2021, any work requests or enhancement requests for Filecloud must be submitted via Slack through the form on (https://hcqis.slack.com/archives/C01RSUR537A) and/or #filecloud-requests channel
  • Business hours are 7 am-7 pm CDT Monday through Friday.  






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