ISG Playbook
APIs
Prerequisites to getting access to UFM
Before requesting any role you must have a HARP account and your organization has onboarded with HARP. If you currently have an EIDM or EUA account, then you can go to HARP page and Login using EIDM/EUA credentials. Otherwise, if you do not have an EIDM or EUA account, then you need to request a HARP ID. If you already have a HARP ID, there is no need to create a new one.
Recipients of PHI / PII must be onboarded to UFM and senders may not utilize the non-registered user option when sending PHI / PII.
QUICK START GUIDE
Step 1: Designate Security Official (SO) for Organization
Each organization designates a Security Official. This role will allow that individual to approve Web User role requests within their organization.
Step 2: Register for a HARP account
If you currently have an EIDM or EUA account then go to HARP page https://harp.cms.gov/ and Login using EIDM/EUA credentials
If you do not have an EIDM or EUA account then Get HARP ID. For instructions on obtaining a HARP ID, visit the How to get a HARP ID Help Page.
If you already have a HARP ID, there is no need to create a new one.
Step 3: Request Role
Once your HARP account has been created, log into HARP and request a User Role:
- Select the “Unified File Management” Program
- Select your Organization
- Select a User role:
- Unified File Management (UFM) Security Officer (SO) or
- Unified File Management (UFM) Web User
- Role specific to your ADO: Example, MFT Web USER_ADO-(your ado) for access to (your team folder/network share)
Visit the How to get a HARP ID Help Page to view a helpful video on requesting user roles.
Step 4: Access UFM/MFT
- Log into UFM/MFT using your HARP credentials: https://qnetmft.cms.gov.
- Enter your HARP ID
- Enter your HARP password
Service Request allow the individual to submit a ticket directly to the ESS File Management team. If you do not have Jira access you will not be able to submit a Service Request and instead should submit a Service Now (SNOW) ticket instead.
Go to File Management Requests - Service project (cms.gov)
Step 1: Click on General or Team Folder/Network Share Access Request depending on the type of request needing to be submitted. If unsure what type of request to submit see Types of Request above.
Note: If you do not have Jira access you will not be able to submit a Service Request. Please submit a Service Now (SNOW) ticket instead.
General Request:
Step 1: Complete all fields with the appropriate information:
- Raise this request on behalf of: This will default to the user submitting the request. If individual needs to change they can update to another individuals name.
- Summary: This should be a brief summary of the request being submitted.
- Description: Details should be provided in the description that will help the FM team complete the request in full. Reference when you may submit a Service Request for what should be included here at a minimum.
- Acceptance Criteria: Details on what the end user should see when the request is completed fully.
- Product Owner: Optional field for the user to provide their product owner.
- Need by Date: Date the submitter needs the request completed by.
Step 2: Click on the Create button once all fields are completed.
Result: A Jira ticket will be created and the requested for individual will receive an email with the Jira number as well as a link to view the status of the ticket. The File Management team will follow up if there are additional questions.
Team Folder/Network Share Access Request:
Step 1: Click on Team Folder Access Request or Network Share Access Request depending on the type of request that is needed. Important: If Team Folder and Network Share Access is needed separate tickets will need to be submitted for the access.
Step 2: Complete all fields with the appropriate information:
- Raise this request on behalf of: This will default to the user submitting the request. If individual needs to change they can update to another individuals name.
- HARP ID: Provide the HARP ID for the individual that needs access. If multiple individuals need access provide all HARP IDs.
- Team Folder Name/Network Share Path: Provide the name/path for the folder that the individual needs access to.
- Acceptance Criteria: Optional field to provide details on what the end user should see when the request is completed fully.
- Request Participants: Optional field to allow another individual to view the ticket after it has been created.
- Attachment: Optional field to provide any attachments that may be needed to complete the request.
Step 3: Click on the Create button once all fields are completed.
a. Result: A Jira ticket will be created and the requested for individual will receive an email with the Jira number as well as a link to view the status of the ticket. The File Management team will follow up if there are additional questions.
Logging in
There are two ways you can access UFM.
UFM URL: https://qnetmft.cms.gov. You will be required to authenticate through HARP first, then you will see the UFM interface. From the dashboard, you will be able to navigate to your folders, shared files and folders, and various mail functions and forms.
IDM: UFM can also be accessed through https://idm.cms.gov. After authenticating through HARP select the GoAnyWhere App widget to access UFM.
Navigation
Left Pane
The left sidebar has three areas a user can access: Files, Mail and Forms
Files
Your File folders are displayed on the left pane as well as on the main pane. Each Files section is unique to the user, it contains their own Folders, Files, Shared Files, Team Folders and Network Shares.
Select the arrow to the left of the folder will expand that folder and show you any nested folders. In the above screenshot you can see the (/Home) Folder arrow is pointing down indicating it has been expanded. There are 2 nested folders: Test and Test 2.
Selecting a folder in the left-hand navigation will display the contents of the selected folder on the screen.
UFM provides the ability for the secure transfer of files from one user to another through a network. The mail functions within UFM are: Inbox, Compose, Request Files, Drafts, Templates, Outbox and Sent Items. Selecting each of these options will display the appropriate content on the page.
Forms
Under Forms you will find available forms, any drafts you have created and any forms you have submitted.
Header
When you select a folder from the left side bar an additional Files navigation will display with the following actions: Upload, create New Folder, Refresh, Share and Navigate.
- Upload: Allows individual to upload file(s) to the current folder.
- New Folder: Allows individual to create a new folder in the current folder being accessed.
- Refresh: Refreshes the current display pane.
- Share: Allows individual to share the current folder in or the folder selected.
- Navigate: Allows individual to put in a specific directory path to access. Once the path is entered press the enter key on the keyboard and the screen will then display the contents of that directory.
Settings Icon
Next to the files and folders is a Settings icon. When selected it will give you additional functionality specific to that file/folder.
To access the actions for a Folder select the Settings Icon. A dropdown will display with the following actions: Rename, Download, Delete, Share With... and Send To...
When you click the Settings Icon next to a File a dropdown will display with the following actions: Rename, Delete, Share With... and Send To...
Note: Multiple files/folders can be selected at once. To access the functionality right click on the line and a dropdown with the following actions will display: Delete, Send To and Download.
Display Pane
The display pane will change depending on the section you are in.
Within Files, the display pane will show you the folders/files, the date a file or folder was modified and the file size.
For Mail and Forms see the Mail and Forms sections to see the examples of the display pane.
Bottom Pane
The bottom pane will display once the check box next to a file/folder is selected. The bottom pane will tell you how many row/s are selected and give uses the ability to delete files/folders, send and download.
Search
In the top right corner there is a search bar where you can search for specific folders and files.
Update the top section to refine your search as needed.
- Last Modified – select from the drop down the timeframe the document was las modified.
- File Size – select from the drop down menu the appropriate value and complete the additional fields populated.
- Include Subfolders – check this box if you want the search to also scan the subfolders in UFM for the document.
- Number of Rows – update as needed to indicate how many documents you wish to see on the page.
Files
Uploading Files
There are two ways to upload file(s) in UFM. You can utilize the Upload button or you can Drag and Drop the file(s). When using the upload functionality the file(s) you upload will be uploaded to the folder currently in the main display.
Preparing for Upload
Before uploading a file/files make sure that you have the upload setting accurate for your upload.
Upload Drop Down:
- Click on the drop down arrow next to the Upload button.
- Select how you would like UFM to treat files when it finds the file already exists in the folder you are uploading it to.
- Rename - will rename the file by adding a number behind it.
- Overwrite - will replacing the existing file(s) with the new version being uploaded.
- Error - will provide you with an error message at the bottom that the upload was finished with errors. By clicking on the Show Details a new window pane will displayed indicating the file(s) that failed and why.
- Skip - will skip the file(s) being uploaded and will not upload a new version.
Upload Button
- Click on the Upload Button.
- Find the file(s) that need to be uploaded.
- Click on the file(s) that need to be uploaded. Note: If you need to upload multiple files click the Shift button on your keyboard.
- Click on the open button when the file/files are all selected.
Drag and Drop
- Find the file(s) that need to be uploaded to UFM.
- Select the file(s) that need uploaded.
- Left click and drag the files to the Display Pane.
- Release the mouse.
Multiple File Uploads
Multiple files can be uploaded at the same time. If using the Upload button the Shift button on the keyboard can be used to select multiple files. If using the drag and drop functionality select all the appropriate files prior to dragging them.
Downloading Files
There are three ways to download files/folders and it depends on what is being downloaded.
Downloading a single file
- Find the file you need to download.
- Click on the name of the file.
Result: The file will download to your downloads folder on your local computer.
Downloading multiple files
- Click on the check box next to each file that needs download.
- At the bottom click on the download button or right click on one of the files and select download.
Result: The files will be downloaded to your downloads folder on your local computer.
Important: The download feature will allow you to download a 1000 files at one time. If more than a 1000 files need to be download you will need to perform the download feature multiple times selecting the appropriate files that need downloaded.
Downloading folders
- Click on the check box next to each folder that needs downloading.
- At the bottom click on the download button or right click on one of the files and select download.
Result: The folder and all files/folders in that folder will be downloaded to your downloads folder on your local computer.
Important: The download feature will allow you to download a 1000 files at one time. If more than a 1000 files need to be download you will need to perform the download feature multiple times selecting the appropriate files that need downloaded.
Sharing Files/Folders
The Share functionality allows you to share a file or folder with another UFM user. If a user doesn't have UFM access they will need to request access to view the file/folder that is shared.
File Share
- Click on check box next to the file you would like to share.
- Click on the Cog Icon next to the file.
- Click on the Share With... option.
Result: The Share File pane will display.
- Complete the following fields:
- To - Enter in the email address for the individual the file is being shared with.
- If sharing with multiple individuals make sure to utilize a comma to separate email addresses.
- The ... icon can be used to search the address book.
- Subject - Enter in a subject line.
- Message - This is an optional field you can enter a message in for the individual(s) being shared with.
- File Share As - You can update the name of the file as needed.
- Important: If sharing a file/folder that is more than 126 characters in this field it will fail. Update the name in order to share it.
- To - Enter in the email address for the individual the file is being shared with.
- Update the Permissions as needed.
- Download - allows the individual to download the file to their local computer
- Overwrite -
- Append -
- Share - allows the individual to share the file with another individual
- Click on the Share button in the top left hand corner.
Folder Share
- Click on check box next to the folder you would like to share.
- Click on the Share button in the header or the Clog Icon and select the Share With... option.
Result: The Share Folder pane will display.
- Complete the following fields:
- To - Enter in the email address for the individual the folder is being shared with.
- If sharing with multiple individuals make sure to utilize a comma to separate email addresses.
- The ... icon can be used to search the address book.
- Subject - Enter in a subject line.
- Message - This is an optional field you can enter a message in for the individual(s) being shared with.
- Folder Share As - You can update the name of the folder as needed.
- Important: If sharing a folder that is more than 126 characters in this field it will fail. Update the name in order to share it.
- To - Enter in the email address for the individual the folder is being shared with.
- Update the Permissions as needed.
- General - provides permissions to the main folder being shared.
- List - allows the content of a folder to be listed/viewed.
- Download - allows individual to download folders and files.
- Upload - allows individual to upload files to the folder.
- Rename - allows individual to rename the folder.
- Delete - allows individual to delete the folder.
- Share - allows individual to share the folder and files with other individuals.
- Subfolders - provides permissions to any subfolders within the main folder being shared.
- Allow Access - grants access for individual to access the subfolders within the main folder.
- Create - allows individual to create new folders within the main folder.
- Rename - allows individual to rename subfolders within the main folder.
- Delete - allows individual to delete subfolders within the main folder.
- General - provides permissions to the main folder being shared.
- Click on the Share button in the top left hand corner.
Moving Files
Files and Folders can be moved within UFM in the same manner that you would move files and folders on your local computer.
- Locate the file/folder that needs moved.
- Locate the folder that the file/folder will be moved to by expanding down the folder system in the left hand navigation.
- Click on the check box next to the file/folder that will be moved.
- Left click and drag the file/folder that is being moved to the new folder.
- Drop the file/folder.
Result: The file/folder will be moved to the folder it was dropped in.
Sending Files
The Send To functionality allows you to compose mail to send file(s) to individuals. This functionality is different from the Share With functionality in that the Send To functionality sends the file(s) to the individual as a copy and they won't have access to the original document.
- Click on the check box next to the file(s) that need to be sent.
- Note: This functionality only works with files and you cannot send a folder. If you need to send a folder use the Share With functionality.
- Click on the Cog Icon and select the Send To or click on the Send To button in the bottom pane.
- Use the Mail-Compose section in this documentation on how to fill out the Compose pane.
Renaming Files
The Renaming functionality allows you to rename a file or folder.
- Click on the check box next to the file/folder that needs to be renamed.
- Click on the Cog Icon and select the Rename option.
- Enter in the new name of the file/folder.
- Click on the Rename button.
Result: The file/folder selected will be renamed. If the file/folder does not show the new name click on the refresh button in the top header section.
Deleting Files
Files and Folders can be deleted from UFM.
Deleting a single file or folder:
- Click on the check box next to the file/folder that needs deleted.
- Click on the Cog Icon and select Delete or click on the Delete button in the bottom pane.
- Click on the Confirm button to delete the file/folder from UFM.
Deleting multiple files/folder or mix of file(s) and folder(s):
- Click on the check box next to the file(s) and folder(s) that need deleted.
- Right click on one of the highlighted rows to select the Delete option or click on the Delete button in the bottom pane.
- Click on the Confirm button to delete the file(s) and folder(s) from UFM.
Shared Files
What are Shared Files?
The Shared Files option allows you to manage files and folders that have been shared with you.
Accept/Decline Shared File/Folder
To accept or decline the file/folder that was shared with you:
- Click on the Cog Icon next to the file/folder.
- Select the Accept or Deny option.
Remove Your Access
After you have accepted the file/folder share if you need to remove your access to the file/folder:
- Click on the Cog Icon next to the file/folder.
- Select Remove My Access.
Managing Access
The individual that shared the file/folder can update the access for the users the file/folder was shared with.
- Click on the Cog Icon next to the file/folder.
- Select the item that needs to be updated.
- Manage Permissions - allows you to update the permissions that were originally selected when file/folder was shared.
- Manage Access (Removing a User) - allows you to remove an individual's access to the file/folder by clicking on the Cog Icon next to the users name.
- Manage Access (Adding a User) - allows you to add additional individuals to access the file/folder by clicking on the Invite Users button.
Once a File/Folder Share is accepted the File/Folder can be found on your Home Folder. The document(s) will show who shared with you along with the date and time it was shared.
Compose
Composing a mail allows you to send mail to another UFM user. If you used the Send To functionality the Compose pane will display for completion to send the file. You may also attach files from your local computer to the mail prior to sending it.
- Complete the following fields:
- To - Enter the email address of the individual you are sending the file to.
- CC - Optional field to enter an email address.
- BCC - Optional field to enter an email address.
- The ... icon can be used to search for UFM individuals in the address book.
- Subject - Enter in a subject line.
- Message - optional field you can used to enter a message.
- Under options ensure the appropriate check boxes are selected.
- Required Registered Users - If unchecked it will allow a non UFM user to access the file being sent to them.
- Important: If PII/PHI is being shared this box must remain checked. Unchecking this box when sending PHI/PII is a violation of the CMS security policy.
- Expired Package - This check box cannot be unchecked.
- Note: The Expire Date can be 1-30 days with 30 days being the default. This indicates how long the user has to access the mail in UFM before it is no longer available.
- Read Receipt - Check if you would like to receive confirmation that an individual has opened up the mail.
- Required Registered Users - If unchecked it will allow a non UFM user to access the file being sent to them.
- Ensure all appropriate attachments are present.
- Press the Send button in the top left hand corner.
- Note: The Save button will allow you to save the mail as a draft to be accessed later under Drafts. The Cancel button will delete the mail.
Request Files
This function allows you to specify a message that will be sent to one or multiple recipients containing a link where the recipient can upload files to you. Files that are uploaded will be sent as a package to your inbox.
- Send Request To - Enter the email address of the UFM user(s) that the request needs to be sent to.
- The ... icon can be used to search for UFM individuals in the address book.
- Subject - The subject will prefill with File Request and can be updated as needed.
- Message - It is recommended to enter in a message for the recipient so that they know what file(s) you are requesting.
- Options - Update the Expired Request checkbox if needed.
- Press the Send button in the top left hand corner.
- Note: The Save button will allow you to save the mail as a draft to be accessed later under Drafts. The Cancel button will delete the mail.
Templates
A template can be created to help reduce time spent on composing mail that a user sends on a frequent basis.
Viewing Templates
When clicking on the Template option the pane will display all current templates that you have created. It will show you the Name of the template you gave it, the subject line of the mail and the last date the mail was modified.
Creating a Template
- Click on the Add Template button in the top left hand corner.
- Complete all the appropriate fields needed for your template.
- Note: The Name is a required field and is used by you to help you with knowing what the template is used for.
- Press the Save Button in the top left hand corner to save the template.
Using, Editing and Deleting a Template
Once a template is created you can utilize the template, make additional edits or delete the template.
- To utilize the template you can click on the name of the template or click on the Cog Icon and select Use.
- To edit the template you can click on the Cog Icon and select Edit.
- To delete the template you can click on the delete button at the bottom or click on the Cog Icon and select Delete
Mail Folder Options
These options under mail function the same as any other e-mail application that you may use.
Inbox
The inbox will display any messages that were sent to you by users. The inbox displays who the message is from, the subject, when it was received, when it expires and the size of the message.
Drafts
Any messages that were saved while composing them will appear here.
Outbox
The outbox will contain any messages that are in process from you but have not yet been transmitted.
Sent Items
The outbox will contain any messages that you have previously sent.
Forms
What are Forms
Forms allows you to enter information into a custom screen for processing by the systems. They are created by the UFM Team and contain fields unique to the form.
Why are Forms Used?
Forms are used by individuals to upload files
Form Options
There are three options to select under Forms: Available, Drafts and Submitted.
Available Forms
- Available Forms will provide you a list of forms that you have access to and will provide a description of when the form is utilized. If there are no forms available to select this may mean that your team/organization doesn't utilize this feature.
Draft Forms
- Drafts will contain any forms that were not completed and sent fully when accessed under Available Forms.
Submitted Forms
- Submitted will show you any forms that you have submitted.
Team Folders
What are Team Folders?
This functionality provides teams within the same company to organize files and folders for individuals to easily access the files/folders. These files/folders are tied to that teams AWS S3 Bucket that is maintained by them or another team within their company. These folders provide the organization with a central content management solution, ease of access provisioning through UFM and granular control of folder permissions.
How do I get Access to Team Folders?
If your team has team folders set up and they are not available to you then.
- Submit a Service Request https://qnetjira.cms.gov/servicedesk/customer/portal/8.
- Include your HARP ID and the folder(s) you need access to.
Large File Transfers
If you need to transfer a large number of files from one Team Folder/Network Share to another (S3 Bucket to S3 Bucket Transfer) you will need to work with the owners of both S3 buckets so that the AWS functionality can be utilized to transfer the files.
Setting Up a New S3 Bucket
The File Management (FM) team does not set up new S3 Buckets for teams. It is the teams responsibility to follow all processes/procedures on setting up a new S3 Bucket. Once a bucket is set up a Service Request can be submitted for the FM team to set up the access point within UFM.
Self Troubleshooting
Access Issues
How do I get a user/myself access to Team Folders?
Submit a Service Request and include HARP ID and what Team Folders access is needed for.
How do I get a user/myself access to Network Shares?
Submit a Service Request and include HARP ID and what Network Shares access is needed for.
I had access to a Team Folder and/or Network Share and it is no longer displaying. What do I do?
Submit a Service Request and include HARP ID and what Team Folders/Network Shares is missing.
I don't have access to Jira to submit the Service Request. How can I submit over the request?
Open up a Service Now (SNOW) ticket which will be routed to the UFM Team to grant access.
Upload Errors
I am receiving an error when I try to upload a file.
- This could be caused by a Security Policy. If you have the Developer Tools in your browser enabled when uploading you will probably see a 403 Status in the Networking tab with a Response message indicating the request was blocked by a security policy.
- Check the file name to ensure special characters aren't in the name of the document.
Moving Files
How do I move files from a Network Share to a Team Folder?
Download the file to your local computer and then upload the file to the appropriate team folder.
How do I move a file/folder without downloading it?
A file and/or folder can be moved by clicking on it and dragging it to the appropriate folder. Important: This will move the file/folder from it's current location into the new one. It does not copy the file/folder.
Copying Files
How do I copy a file/folder and paste to a new location?
This functionality is not available. You will need to download the file/folder and upload to the appropriate location.
Previewing Files
How do I preview my file without downloading it?
This functionality is not available. You will need to download the file to see the content.
AWS S3 Buckets
I need a new S3 bucket connection set up. How do I do that?
Submit a Service Request and include HARP ID for all individuals that need access to the bucket. Note: All users that need access must have a UFM license. Request access through HARP for any individual that does not.
I need to move files from one S3 bucket to another S3 bucket. How can I do that?
- Large File Transfers: The UFM Team suggest that for large file transfers between S3 buckets that you utilize the AWS functionality to transition files. The owners of the S3 buckets should work together to complete this transfer and the UFM Team doesn't support this transfer.
- Smaller File Transfers: The second option which can be used if there aren't a large number of files to transfer is to download the files using UFM and reupload to the appropriate S3 bucket.
Miscellaneous
What is the code for the path to export to the Team Folders directory in UFM?
Access to the UFM Team Folders from a third-party application or a desktop application is not supported. UFM users must use the UFM Web UI to download and upload Team Folder files.
Mailbox
I received notification that a file was sent to me; however, the inbox is empty in UFM. Why is that?
Potential Reason for this: The email address in UFM is not the same as the email address it was sent to.
Example: In UFM your email address is ufmuser1@address.com
however your email address in outlook is outlookuser1@outlook.org.
Root Cause: Your email address in HARP/OKTA is outlookuser1@outlook.org
but your UFM account was set up with ufmuser1@address.com.
Fix 1: Reach out to individual that sent the original email and have them send to ufmuser1@address.com.
Fix 2: Update HARP to ufmuser1@address.com
which will update OKTA.
Video recording for Training
Video recording for Network Shares and Team Folders
There are several avenues of support available to you:
- ServiceNow Service Portal: Intended only for CMS employees and contractors. The portal provides self-service options for the following:
- Reporting Incidents, such as Security Incidents
- Submitting Service Requests for tools or services offered to the QualityNet community
- Providing Approvals
- Accessing internal Knowledge Base articles.
- Service Center: For technical assistance with any account related issues, please contact the Service Center at:
- CCSQ Support Central: Provides you with multi-program support to submit a new ticket and track the status of an existing case, incident or request.
- Phone: (866) 288-8914 (TRS:711)
- Slack: #help-service-center-sos
- Email: ServiceCenterSOS@cms.hhs.gov
- Hours of Operation: 24/7
Notification Listserv
To receive notifications with news, release and maintenance information, sign up for the MFT ListServ. Users can be request to be added to our subscriber list by clicking on the link and following the instructions below:
- On the page select the Private Lists tab
- Enter Your Information
- Select the checkbox next to Unified File Management (UFM) Notifications.
- Click Submit
To unsubscribe from this list please send ‘unsubscribe’ to ufmnotification@mailer.qualitynet.org