Agency File Cabinet Document Frequently Asked Questions







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The following frequently asked questions provide details on the most commonly asked about pieces of the Agency File Cabinet feature.  Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.

Can attached documents be write-protected?

Can I limit access to a document to specific staff?

Can the 32MB storage limit for the Agency File Cabinet be increased?

What does the error "only continuum staff can add/edit documents" mean?

Why do I always get a PHI Download Alert when downloading something, even when there's no PHI in it?

Why do I see the Agency File Cabinet button without the "Add/Edit Agency File Cabinet Documents" permit?

Why don't I see the option to add a document when I click the Agency File Cabinet button?

Why isn't a document I attached appearing on the Agency File Cabinet menu?

Can attached documents be write-protected?

AWARDS does not prevent users who open an attached document 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 document.  If you are concerned with the possibility that documents will be altered, you can protect the document before attaching it to the AWARDS system.  The steps for doing so will vary based on the software used to create the document.

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Can I limit access to a document to specific staff?

No. Agency File Cabinet documents 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 review the File Cabinet - Additional Storage Space Information & Pricing Guide and contact your Foothold Customer Success & Advocacy team representative.  There is a fee associated with this increase.

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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 see the Attach Document or Edit Document links when you click the Agency File Cabinet button, 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 am I getting a "Duplicate file name" error when trying to delete files from the Agency File Cabinet?

There are rules in place behind-the-scenes that prevent you from having two documents in the file cabinet with the exact same name.  While there is error-checking that should prevent duplicate file names from being allowed, it is possible that you have documents that were uploaded to the file cabinet prior to this error-checking being put in place.  If you encounter this error, changing one of the file names slightly - for example, adding an "x" to the name of the document you want to delete - will allow you to proceed with the deletion.

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Why do I always get a PHI Download Alert when downloading something, even when there's no PHI in it?

All downloads from AWARDS - including Messages module attachments, excel and data file links, client file cabinet documents, and so on - have the potential to contain confidential data and/or protected health information (PHI) that must be handled appropriately by users.  Because AWARDS cannot distinguish between what is PHI and what is not, the PHI Download Alert pop-up is displayed in all instances of downloading data from the system, even if those downloads do not actually contain PHI.  This is an important aspect of the overall AWARDS security structure.

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Why do I see the Agency File Cabinet button without the "Add/Edit Agency File Cabinet Documents" permit?

The Agency File Cabinet button is not only used to attach/edit documents, but to view them as well.  While the "Add/Edit Agency File Cabinet Documents" permission controls attaching/editing documents, no permission is required to view attached documents.  As a result, the Agency File Cabinet button appears for every user login on any AWARDS page that has attached documents, regardless of whether or not users have the "Add/Edit Agency File Cabinet Documents" permission.

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Why don't I see the option to add a document when I click the Agency File Cabinet button?

If you see the Edit Document link instead, then the maximum storage size for documents that can be in the file cabinet has been met, and no new documents can be added.  The existing documents can be edited or deleted by clicking the Edit Document link.  By default, this limit is 32MB for each agency; however, there is an option for agencies to increase this limit for a fee.  If you are interested in increasing the allowed storage limit,  please review the File Cabinet - Additional Storage Space Information & Pricing Guide and contact your Foothold Customer Success & Advocacy team representative.

If you do not see any links under on the Agency File Cabinet menu, except for links to attached documents, then you do not have the "Add/Edit Agency File Cabinet Documents" permission that is required to attach new documents in AWARDS.

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Why isn't a document I added appearing on the Agency File Cabinet menu?

If you are unable to find the link to a newly added document in the Agency File Cabinet fly-out menu, refresh the web browser while viewing the menu by pressing <Ctrl + R> on the keyboard.

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