Secure File Center

The Completion Status System includes the Secure File Center, which is a repository for the files created when the results include 21 or more schools. It also provides the means for a user to share a file with one or more users with TOMS logon credentials. Exported files are available in the Secure File Center for 30 days. Shared files are available in the Secure File Center for 15 days.

Access the Secure File Center by selecting the [Secure File Center] button in the header of any Completion Status page (figure 1).

Completion Status header with the Secure File Center button indicated.

Figure 1. [Secure File Center] button

View Files

The Secure File Center opens a list of files requested by the user. The default view is Temporary File Storage area in the [View Files] tab. This is presented in figure 2.

Temporary File Storage list in the Secure File Center.

Figure 2. List of files in the Temporary File Storage area

Columns are described in table 1.

Table 1. Secure File Center Column Descriptions
Column Name Description
NAME This is the filename.
CREATED This is the date the file was requested. If the file was uploaded to share or shared by another LEA user, that user’s email address appears under the date.
EXPIRATION This is the date on which the file will no longer be available on this list. Exported files expire after 30 days; shared files, after 15 days.
DAYS LEFT This bar graph presents the number of days left until the expiration date.
ACTIONS The two buttons indicate the two actions that can be taken on the file in the row, either to archive the file or delete it.

View Panel

The panel on the left of the [View Files] tab allows a user to select a file view:

  • View temporary or archived files
  • Toggle the view of files with existing General and TIDE labels on the file list
  • Select a user-created label
  • Show (on) or hide (off) the labels under the filename

Select the arrow next to the view type to expand or collapse a list (figure 3).

View panel in the Secure File Center that has sections for File Storage, System Labels, and Custom Labels, as well as a toggle to Show Labels.

Figure 3. Secure File Center View panel

Downloading

There are two ways to download a file in the Secure File Center; these are displayed in figure 4. Note that while this figure presents the Temporary File Storage area, the descriptions here also apply to the Archived File Storage area.

  1. Select a file’s link in the NAME column.
  2. Select the checkbox next to the file name and then select the [Download] icon from the Batch Actions bar at the top of the Secure File Center.

List of files in the Secure file center with a filename, Download button, and empty checkbox indicated.

Figure 4. List of files in the Secure File Center

Batch Actions

Batch actions can be performed for one or more files. Select the checkbox for at least one file to use a Batch Action function. The buttons are displayed in figure 5.

Batch Action buttons, which are Label, Archive, Delete, and Download

Figure 5. Batch Actions buttons

Buttons for these functions are as follows:

  • [Label]—This function allows a user to create a custom label to appear under a filename or edit an existing custom label. The new label appears in the Custom Labels option in the View panel on the left. Take these steps to use this function:
    1. Select a file.
    2. In the Manage & Assign Labels pop-up box, select the [Create New Label] button.
    3. Type text in the field that appears.
    4. Select the [Add] button to add it to the list.
    5. Check the box and click [Apply Selected Labels].
  • [Archive]—This function moves file(s) indicated with a check mark to the Archived Storage Area. To view archived files, open the File Storage option in the View panel on the left and then select the Archived radio button.
  • [Delete]—This function allows deletion of file(s) indicated with a check mark.
  • [Download]—This function downloads the indicated file(s). When more than file is selected, it is downloaded in a.zip file.

Deleting

Use a file’s individual [Delete] button or delete files in batch to remove files from either the Temporary File Storage or Archived File Storage lists. Note the following about deleting files in the Secure File Center:

  • Using the option to delete a file that was exported to the Secure File Center will delete the file from the individual list.
  • A file shared by the user can, optionally, also delete the file for the other users with whom that file was shared in the Secure File Center.
  • A file shared with the user deletes the file for only that user.

Archiving

A user has the option to move files to a different storage area, called the Archived File Storage area. Take the following steps to move one or more files to archive:

  • For an individual file, select the [Archive] button in the ACTIONS column (figure 6).

    Temporary File Storage with the Archive button indicated in the ACTIONS column.

    Figure 6. [Archive] button in the ACTIONS column

  • For one or more files, select the checkbox next to the filename(s) and then select the [Archive] button in the Batch Actions group at the top of the [View Files] screen (figure 7).

    Temporary File Storage with the Archive button indicated in the Batch Actions.

    Figure 7. [Archive] button in the Batch Actions

Share Files

The Secure File Center allows a user to share an exported file with others in the LEA by specific role or with other California users by email address so long as the recipient(s) has TOMS credentials.

Share By Role

Take the following steps to share a file based on the recipient’s role within the LEA using the Secure File Center:

  1. Select the [Share Files] tab.
  2. Select the Role radio button to select recipients based on TOMS user role.
  3. Select either the District roles or School roles radio button. Additional options will appear (figure 8):
    • Check the box(es) in the [Type] Roles list to select a role.
    • Select California in the State drop-down list.
    • Select an LEA from the District drop-down list.
    • If sharing by school role, select one or more schools in the Select School list.

    Select Recipients in the Share Files tab; options include selecting roles and location information.

    Figure 8. Select recipients in the [Share Files] tab

  4. Once selections are made, the “Select Files” section appears (figure 9).

    'Select Files' section of the Share Files tab with the Choose File(s) and Share Files buttons indicated.

    Figure 9. “Select Files” section in the [Share Files] tab

  5. Either drag and drop into the upload square or select the [Choose File(s)] button, which is indicated in figure 9, to browse a local system.
  6. Select the [Share Files] button to complete the share process (also indicated in figure 9); select the [Close] button in the Files shared! pop-up box to acknowledge the action. Files will appear in the [View Files] area for the appropriate user(s).

Share by Email Address

Take the following steps to share a file to one or more users’ email addresses using the Secure File Center:

  1. Select the [Share Files] tab.

  2. Select the Email radio button to select recipients based on email address (figure 10).

    Share Files tab for an email recipient with the Choose File(s) and Share Files buttons indicated.

    Figure 10. Enter email recipient in the [Share Files] tab

  3. Enter up to 25 email addresses, separated by commas, in the Email field.
  4. Either drag and drop into the upload square or select the [Choose File(s)] button, which is indicated in figure 10, to browse a local system.
  5. Select the [Share Files] button to complete the share process (also indicated in figure 10); select the [Close] button in the Files shared! pop-up box to acknowledge the action. Files will appear in the [View Files] area for the appropriate user(s).

Recipients are notified, via email, that a file has been shared.