FileMover Instructions


FileMover is designed to help you share files that you can't send through e-mail. With FileMover, you can upload and download large files, or files that e-mail clients normally block, like .exe or .mdb files. If you have a file to send, simply use the form on the "Upload a File" option. If you need to receive a file from someone, send them a request with the "Request a File" option. FileMover stores files for a limited amount of time. While it will provide ample time for files to be distributed, it is not designed as a place for permanent file storage or document management. 
 
Options for Limiting Access to Uploaded Files File Expiration and Removal Managing Uploaded Files Data Classification and Responsibilities Accessing FileMover
 

Options for Limiting Access to Uploaded Files
*NOTICE: While FileMover provides access control options, it may not be an appropriate platform for your data, and there is no guarantee being made that this application inherently protects data from unintentional disclosure. Before distributing any data, you should ensure that all involved systems, processes, and entities are operating in accordance with all internal or external data policies. See "Data Classification and Responsibilities" for further recommendations on appropriate use of the FileMover application. 
 

1. If the file is intended for internal Auburn recipients, you can restrict access to authenticated Auburn accounts by selecting "Require AU Login". With this option, anyone who receives the download URL will be required to authenticate using their normal Auburn username and password. 

2. To further restrict access to uploaded documents intended for internal Auburn recipients, you can limit download access to only computers that are connected to the campus network. This includes workstations with IP addresses within the wired, wireless, and VPN campus address ranges. To use this access control feature, select "On Campus Downloads Only".

3. For added protection of file uploads intended for external recipients with no Auburn identity, the "Assign a Password" option will accept a custom password of your choosing. With this option selected, any download requests will be required to enter the chosen password. To avoid unintended disclosure, FileMover does not send or display the custom password at any time after upload. You should provide the custom password to your intended recipients through a separate communication channel, e.g. voice, text message, or email.

4. For widely distributed files with no data protection requirements, you may disable all protection options. This will allow completely unrestricted downloads to anyone with the associated URL, worldwide. This is only recommended when any combination of the previous protection options are prohibitive for your file audience.

File Expiration and Removal
Upon upload, the expiration timer begins, and files are deleted by automated processing at the indicated expiration time. To view expiration times for your existing file uploads, or request immediate expiration, use options in the "Manage Files" tab, described in the section below. If you have an urgent data requirement, you can request immediate deletion or other support through directly contacting system administratiors at hpcadmin@auburn.edu. 

Managing Uploaded Files

1. To view and modify certain options for your existing file uploads, click the "Manage Files" tab. You can view a list of all files that are still available for download, and the associated expiration and security settings in the "Active Files" group. To see a full history of previous uploads that have expired, click "Expired Files". 

2. To change protection options, in the Active Files group, select the desired distribution context in the drop down list on the right. If your chosen option differs from the settings provided on upload, FileMover will provide an alert containing a *new URL* and request confirmation of the change. Upon confirmation, the new protection option will be applied. FileMover will not automatically notify your recipients of this change. So, you will need to provide recipients with the new URL through a different communication channel. 

3.  To immediately expire a file and prevent downloads, click the small red button to the left of the file you wish to deactivate. FileMover will request confirmation. If confirmed, FileMover will assign an expiration of the current date and time and immediately disable downloads. The file will be deleted in the next automated processing window. For more information on managing uploaded files, visit the "Accessing File Mover" section.

Data Classification and Responsibilities
It is the responsibility of the entity initiating any upload operation via the FileMover application, as the source data custodian, to ensure that distribution of data is in accordance with all internal data classification policies, and any associated internal or external regulatory/compliance requirements, and to follow all corresponding procedures for reporting any deviation thereof. If there is any question, please contact your designated departmental IT personnel, or the Information Security Office.
 
Data protection, security, and privacy are shared responsibilities. As a best practice, you should select the most restrictive protection options possible for your use case. It is also recommended to periodically review the "Manage Files" tab to ensure that data removal has been completed as expected, and to initiate immediate expiration of any files that have been successfully distributed but that still have not reached expiration.
 
Please notify hpcadmin@auburn.edu, your designated departmental IT personnel, and/or the Information Security Office for any security and privacy concerns.
 
FileMover is subject to the Auburn University Appropriate Use of Information Technology Policy. 

Accessing FileMover

Click here to access FileMover.

1.  Log into FileMover with your Auburn credentials.

log into Filemover

 

2.  Once logged in, you will see tabs across the top.  Generally you will access:

Upload Files

Request a File

Manage Files

 

3.  On the "Upload Files" tab, you can share files with another user.  You will chose the files, enter a recipient(s), enter any necessary notes for the recipient, select the security for the file, then click "Upload File".

filemover upload a file

Typically, the security selected for the file is adequate.  Once you upload the file, the designated recipient will receive an email notifying them that a file has been shared and how to access it.  

 

4.  You can also request a file through FileMover from the "Request a File" tab.  Select the recipient and enter notes regarding the file you are requesting. Click "Send Request".

filemover request a file

The user will receive an email with this information, and they will need to log into FileMover and upload the requested file.

 

5.  You can also manage the files you have received through FileMover from the "Manage Files" tab.  You can see your active files as well as your expired files.

filemover manage files