Secure Document Upload
Documents are Removed Post Virus Scan Failure Result
When any new document is uploaded into the system via any of the routes listed below, including the documents module, it is scanned by Microsoft Virus Defender.
- Add File Open Data Test in a Monitoring or Receiving Record
- Any Record in the system using the Actions > Add Attachment button
- In a Management Review Record using the Attach/Add Link button
- When a document is added in the documents module or new version of a document
- When documents are attached in a doclist in Assessment records
If a scan fails the document is removed from where it was originally uploaded but the document file name will be visible (document does not download or preview) and contain in the name the text, [Removed by Virus Scan].
Notifications to Users & Audit Log Entry
An email notification is generated to the user who adds a file that has been rejected by the virus scan and the email will contain the message that the document has been removed with a link to the corresponding record. An action is also populated under the users My Actions tab on the Main Dashboard for the user (uploader of the offending file).
Any uploaded document that fails the virus scan check is removed from the site and a corresponding Audit Log entry is recorded on the record to indicate this. This allows users to have an explicit trail or log of when and how a document has been removed from the application.
Document File Type Validation
When any new document is uploaded to a Safefood360 site at any location it is first validated based on file type against a file type white list. Where the uploaded file type matches a file type on the file type whitelist, the document is allowed to be attached.
Whitelisted File Types:
- Document:.doc, .docx, .txt, .rtf, .odt
- Excel:.xls, .xlsx, .csv, .ods
- PDF:.pdf
- Powerpoint:.ppt, .pptx, .odp
- Images:.bmp, gif, .jpg, .jpeg, .mac, .png, .psd, .psp, .tif, .tiff
- HTML:.htm, .html,
- Email:.msg
- Visio:.vsdx, .vsd
- Publisher:.pub
When the uploaded file type does not match a file type on the file type whitelist, the document is not allowed to be attached and a message is displayed to the user prompting them to upload another document.
The allowable file size is restricted to 30MB. Files cannot be attached when the file size exceeds the allowable limit of 30MB. If a user attaches a file exceeding the size a notification pops up to let them know the file exceeds the limit and to upload the file in an alternative format.
