The AWARDS Agency File Cabinet allows you to upload files to AWARDS, so they can be accessed by all users of the database. Examples of files frequently saved in the Agency File Cabinet include employee handbooks, policy docs, important templates or forms, etc.
When files are accessed, they open in a new window, outside of AWARDS, using the software that was used to create them (for example, Adobe Acrobat, Microsoft Word, Excel, etc.)
Other AWARDS File Cabinets can be used to upload and access client and employee-specific files. For more information, see:
Required Permissions
No special permissions are required to access a file attached to the Agency File Cabinet. Permissions required to add, edit, or delete an attached file are as follows:
- Add/Edit Agency File Cabinet Documents
Working in the Agency File Cabinet
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Click Administration > Agency File Cabinet.
Any previously uploaded files are displayed on this page, where they are sorted alphabetically by "Category" (if applicable), and then by "Name."
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Complete one or more of the following tasks as needed:
- Add a new file - Click the add new icon from the action bar above the files table. A new data entry page is displayed. Configure the fields and options on this page, and then click Save. The file is uploaded, and a confirmation page is displayed.
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Name - Type the name of the file using 40 characters or less. (The name entered here will be used to identify and access the file in the future, and should therefore be brief and descriptive.)
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Description - Type a brief description of what the file contains using 100 characters or less.
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Choose File - Click this button to open a File Upload window. Select the file to be uploaded, and then click Open.
Accepted file types are DOC, XLS, PDF, JPG, BMP, TIFF, MP4, and ZIP. While there are no limits on how many individual files can be added to an agency's file cabinet, the maximum individual file size allowed is 8MB per file. Further, the total storage limit (which defaults to 32MB) may prevent additional files from being added. (If your agency is interested in increasing this storage limit for a fee, please contact your Foothold Customer Experience team representative.
- Update the information for an existing file - Click on the file name or click the checkbox to the left of that file, and then click the edit icon from the action bar above the files table. A data entry page is displayed. Make changes to the information on this page as needed (field/option descriptions are detailed above), and then click Save.
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Download an existing file - Click the checkbox to the left of the file to be downloaded, and then click the download icon from the action bar above the files table. A PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies. After reading the alert, click OK to acknowledge it and proceed with the download, or Cancel to return to the previous page. Once downloaded, the file is accessible on your machine and can be opened and displayed in the appropriate software application (for example, Adobe Acrobat or Microsoft Word). AWARDS remains open and available in the web browser window behind the file.
If changes are made to a file once it has been opened and the updated file is saved on your computer, the updates are not reflected in AWARDS; rather, the existing file must be deleted and the new version uploaded in its place.
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View or print an existing file's details - Click the checkbox to the left of the file and then click the view icon from the action bar above the files table. A read-only version of the file information (name, description, category, etc.) is displayed and can be printed as needed using your browser's print option. This option does NOT display the file itself; for file viewing use the download option.
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Delete an existing file - Click the checkbox(es) to the left of the file(s) to be deleted, and then click the delete icon from the action bar above the files table. A confirmation message is displayed. Click OK to proceed with the deletion. The selected files(s) are deleted and the updated index is displayed.
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Return to the Agency File Cabinet index - To do so, click the To Index icon from the action bar while working with a file's details to return to the index page. You can also return to the index page at any time by clicking Agency File Cabinet from the breadcrumbs trail below the AWARDS navigation bar.
Frequently Asked Questions
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Can attached documents be write-protected?
AWARDS does not prevent users who open an attached file from making changes to it on their computer; however, the changes made will not be reflected on AWARDS unless the updated file is attached in place of the original file. If you are concerned with the possibility that files will be altered, you can protect the file before attaching it to the AWARDS system. The steps for doing so will vary based on the software used to create the file.
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Can I delete or add multiple files at one time?
Files can only be added individually; however, they can be deleted in groups using the multi-select checkboxes on the file cabinet index.
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Can I limit access to specific staff members?
No. Agency File Cabinet files are viewable by all users of your AWARDS database.
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Can the 32MB storage limit for the Agency File Cabinet be increased?
Yes. If you would like to increase the storage limit for the Agency File Cabinet so that it is greater than the 32MB default, please contact your Foothold Customer Experience team representative.
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What does the error "only continuum staff can add/edit documents" mean?
In multi-agency databases continuum staff can assign the "Add/Edit Agency File Cabinet Documents" permission to anyone, but only they have the actual authority to use that permission. If you are non-continuum staff and have the ability to add or update files, it means that a continuum staff member has given you the "Add/Edit Agency File Cabinet Documents" permission. While you will be able to view any attached documents as all users can, you will receive an "only continuum staff can add/edit documents" error if you try to attach or edit one. Please contact a continuum staff member and request that the permission be removed.
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Why do I see an old File Cabinet category in the ReportBuilder that's no longer available for use?
When a category in the custom categories list is disabled it is removed from availability when categorizing files in the future; however, it is retained as part of historical data. Any existing files assigned to that category at the time it was disabled will continue to display that original category assignment in the ReportBuilder unless/until that category selection is changed.
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Why doesn't anything happen when I click a link to download a file or attachment from AWARDS?
Clicking a link in AWARDS to download a report/export file, message attachment or File Cabinet file is designed to generate a "PHI Download Alert" pop-up notification to inform you that the content of the download may contain confidential or protected information and should be handled accordingly. If you have a pop-up blocker turned on in your browser's settings and have not exempted *.footholdtechnology.com so that it is always allowed to open pop-ups, it will seem as if nothing is happening when the AWARDS link is clicked. Please see the instructions for your browser to adjust the settings related to the pop-up blocker.