Using the Secure File Center

Reporting allows you to access a Secure File Center that is integrated with other online assessment systems, such as TIDE, and accessible from the AR ATLAS portal (https://atlasportal.org). The Secure File Center serves as a central repository for secure documents uploaded by administrators (such as state-level personnel), sent between users, or exported by users, as well as Hotline alerts.

Each user’s Secure File Center is personal and not shared among other users. Users can share files to other users’ Secure File Centers.

Accessing and Managing Files in the Secure File Center

In the View Files tab, files are categorized into different storage folders to allow users to view non-archived and archived files, and by default are sorted by creation date. Users can search for files by keyword.

File creation and file expiration dates appear, if applicable, and the number of days remaining until a file expires is also displayed. By default, system-exported files are available for 30 days while secure files are available for the period specified by the ADE.

Users can choose to archive or delete files as needed, except for secure files uploaded by administrators.

  1. In the banner, select Secure File Center. The Secure File Center window appears, displaying the View Files tab.

  2. Optional: To filter the files displayed, enter a search term in the text box in the upper-right corner.

  3. Optional: Select Show Filters at the top left to open the filters panel.

    1.  Expand the File Storage section and choose either of the available folders:

      • Temporary: Displays all files except those that have been archived.
      • Archived: Displays files that have been archived.

    2. Optional: To hide or display files by system label, expand the System Labels section and use the checkbox for each label.

    3. Optional: To hide or display files by custom label, expand the Custom Labels section and use the checkbox for each label.

    4. To hide or display all labels, use the Show Labels toggle.

  4. Optional: Do any of the following:

    • To download a file, select the name of the file or select the checkboxes and then select Download.
    • To add a new custom label or apply an existing custom label, select the checkbox beside the file, then select Label. The Manage & Assign Labels pop-up appears.
      • To create a new custom label, select Create New Label, enter the label name, and select Add.
      • To apply existing custom labels, select the checkboxes beside the labels, then select Apply Selected Labels.
    • To archive files, select the checkboxes beside them, then select Archive. To unarchive a file from the Archived folder, select Move to Temporary. Note that archiving a file does not change its expiration date.
    • To delete files, select the checkboxes beside them, then select Delete.

Sharing Files to Other Users’ Secure File Centers

You can share up to 10 files at a time from the Secure File Center window to individual recipients by email address or to groups of recipients by user role. The files appear in each recipient’s Secure File Center window. Your ability to share files may be limited by your user role.

  1. In the banner, select Secure File Center. The Secure File Center page appears. By default, the View Files tab displays.

  2. To share files from your Secure File Center, you must either save them to your computer first or forward them from the View Files tab. You can forward files by selecting the checkboxes beside them and then selecting Forward at the top of the tab.

  3. If necessary, select the Share Files tab. If you chose to forward files in the previous step, this tab opens automatically and the files are listed in the section Files Selected for Sharing.

  4. In the Select Recipients field, do one of the following:

    • Select Role to send a file or files to a group of users by user role.
    • Select Email to send a file or files to up to 25 users at a time by email address. If you select Email, skip to step .

  5. In the Select Role(s) field, select the role group to which you want to send a file or files. A dropdown list appears.

  6. From the dropdown list, select the role(s) to which you want to send a file or files. The options adhere to the user role hierarchy. For example, district-level users will be able to filter at their role level and below.

  7. If you selected Role in step , skip this step. If you selected Email, enter up to 25 email addresses for the recipients to whom you wish to send a file or files.

  8. If you already chose to forward files and don’t need to upload any, skip this step. To select a file to share, select Choose File(s) in the Select Files box. Select the files you wish to share from your computer. You can also drag and drop the files.

  9. Select Share Files.

Files display in the recipients’ Secure File Centers after you share them. Files you’ve shared also show up in the View Files tab.

If you’ve shared the wrong file, you can remove access from all users on the View Files tab. Be sure to use the button for delete under the Actions column instead of the Batch Actions, though.