Contents

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 which 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

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The File Manager is accessed from the main menu by clicking on the second icon from the left.

Selecting an Entity

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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 on the top right of the working area. To select an Entity, simply click on the drop down, choose the entity whose files you wish to review and then click the Go button.

Filtering Files

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Once an Entity has been selected and the data returned it is possible that you will receive more data than anticipated. Fortunately it is possible to filter the data using the Search field on the right of the display just above the returned data. Typing anything into the field will start filtering the data based on items which match the data in any of the returned fields. For example, you can start entering a Form Name and the list of files will be restricted to only those which are associated with that form.

Sorting Files

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The File Manager in ITAM includes the same sorting options as many of the other data lists and reports provide by the system. The System will highlight an arrow next to the field which is currently being used to sort the data, up for ascending and down for descending. Clicking on the title of a column will cause the sort to be changed to that field. Clicking on the title of a column again will change the direction of the sort using the same column.

 

Downloading a List of Files

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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 of which will generate the appropriate file time and initiate a download via your browser.

Renaming a File

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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 providing a field into which you can type the new name. To rename the file, enter the new name and click Rename. To avoid renaming the file, click Cancel.

Viewing/Playing a File

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If you click on the name of a file ITAM will attempt to display a preview of the file if it can be visually represented. If the file is a video or audio file, ITAM will attempt to play it.

Downloading a File

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There are two ways to download a file from the File Manager. The first involves clicking on the name of the file, 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 on 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 will 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.

Deleting one or more Files

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In addition to the ability to download the files, selecting one or more files in the File Manager also gives the option to delete them. To do so, click the Delete button which is displayed when one or more files are selected. The files will be immediately deleted and a notice of deletion will be displayed.

Replacing a File

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Each entry in the File Manager comes with a link to replace the file. Clicking this link will open your computer’s file selection interface. Select a file and ITAM will upload the file and replace the existing file with the one you selected.

Uploading a File

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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 with the same form and field with which the original file was associated.

Viewing the Field associated with a File

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Each entry in the File Manager comes with a link to go 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.

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In this section we explored the File Manager and how it can assist you in finding and reviewing files which have been uploaded to an entity’s forms in ITAM.

In the next section, we will discuss …

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