Workspace Secure File Transfer

Overview

Virginia Community College System (VCCS) faculty and staff have a new method for sending and receiving files containing sensitive information or for sending and receiving files regardless of size or format. VCCS policy 6.0.10.4 requires colleges use a secure site and login procedures to send legally required, personally identifiable, or FERPA-protected information. Workspace should be used instead of email any time you need to send sensitive data to another VCCS faculty staff, and external recipients. Workspace is a secure file transfer system for person-to-person email communication. The Workspace is accessible online.

Workspace offers a simple, secure, and central file sharing method between the employees of VCCS 23 community colleges, Shared Services Center, and the System Office. Workspace allows employees to invite VCCS and 23 community college users to share folders and their content. The Workspace includes multiple secure protocols, flexible authentication, leveraging the highest levels of security, regulatory compliance, authentication, and data encryption aspects of the Electronic File Transfer platform.

Key Results:

• Share folders and their files securely between employees.
• Send secure messages and attachments without file type or size limitations, in a secure drop-off portal
• Send files securely from your browser with just an email address
• Generate reports of Workspaces activity to gain immediate visibility into who shared what with whom.

Download the training guide (PDF, DOC)

Getting Started

1. From the myVCCS portal click the WorkSpaces icon
2. Or navigate to the URL: workspace.vccs.edu
3. myVCCS username and password are required. Employees and faculty members will use their same credentials when they login to the college website.

Frequently Asked Questions

Q: Who can use Workspace?

A: Any active employee or faculty who exists in the VCCS active directory and has a VCCS email address. VCCS active directory contains the emails of all VCCS, Shared Services, and 23 colleges employees and faculties.

Q: What email account is used with Workspace?

A: Workspace uses your preferred email that is set in SIS. To check this, log in to SIS. Navigate to Self Service > Student Center at the bottom left of the page where the drop down shows other personal… Change this to Email Addresses, then click >> The preferred email is what workspace uses. If you change this it will not take effect until the overnight process runs.

Q:  What credentials do I use to log in to Workspace?

A:  Use your college, MYVCCS  user name and password, the same credentials you would use to log in to your college website.

Q: Can I store files using Workspace?

A: Workspace’s Secure File Transfer is used to send and receive files; however, it is not a file storage service. Files are automatically removed from the server when the links expire.

Q: How do I forward my VCCS Student Gmail to Work Email?

A: View as a web page.

Who to Contact for Support

Contact the VCCS ITS at: https://vccs.teamdynamix.com/TDClient/