Publishing Content Using the Engage Tab

Configure Engage to publish and synchronize content from any Archer request to Engage. A request in Engage is a request for information and can be an application or a questionnaire.

Who can configure Engage?

Through an access role, you must have the following rights:

• Configuration administrator of the application or questionnaire.
• The CRUD access role settings to the Administration | Application Builder | Manage Applications page.

For more information, see "Access Roles" in the Archer Platform Help.

Overall process

1. Building an application, or a questionnaire.

   For more information, see "Building Applications, Questionnaires, and Solutions" in the Archer Platform Help.

2. Configuring Engage.
3. Publishing Requests.

Configuring Engage

Configure Engage to publish and synchronize content from any Archer request to Engage.

Task 1: Enable Engage

1. From the menu, click > Application Builder > Applications.
2. Select an application or a questionnaire.
3. Go to the Properties Tab > Options and select Enable Engage.
4. Click to save your changes.

Once your changes are saved the Engage tab is visible. Enabling Engage also allows you to create Engage specific layouts.

Task 2: Configure Engage

1. Go to the Engage Tab.
2. In the Publish section, do the following:

   1. Select a Layout, a Button Label, and a Publish URL for Engage.

      Publish URLs

      Publish URL is the address Archer uses to connect to the Engage Agent.

      Note: By default, Archer is installed in the Archer directory under the Default Web Site in the Microsoft Internet Information Services (IIS).

      The Publish URLs on the Engage Tab or the custom object must match the ones in the table below:

      For SaaS

      	Default Web Site
      Assessment Publish	/engage/api/questionnaire/Publish
      Template Publish	/engage/api/template/Publish
      Delete Template	/engage/api/template

      For On-Premises

      	Default Web Site	Subdirectory is Archer	Subdirectory is RSAarcher
      Assessment Publish	/engage/api/questionnaire/Publish	/Archer/engage/api/questionnaire/Publish	/RSAarcher/engage/api/questionnaire/Publish
      Template Publish	/engage/api/template/Publish	/Archer/engage/api/template/Publish	/RSAarcher/engage/api/template/Publish
      Delete Template	/engage/api/template	/Archer/engage/api/template	/RSAarcher/engage/api/template

      For Example:

      • If Archer is installed in the MySite sub-directory, the publish URL is:

        /MySite/engage/api/questionnaire/Publish

        Note: The sub-directory name is case sensitive.

      • If Archer is installed in the root directory (Default Web Site), the Publish URL is:

        /engage/api/questionnaire/Publish

   2. Choose to publish your information requests to either External Vendors or Internal Users.

      Based on your choice, the fields in the Contacts and Field Mappings sections are updated. You can also choose to mark all the fields in the assessment as required fields.

      Note: While publishing an assessment with DDE Show/Hide or Read Only actions, do not mark all fields as required fields as this may disable the Submit button in the Portal.

3. In the Contacts section, do one of the following:

   For publishing to external vendors, select a Cross-reference field to the Contacts application. On selecting the appropriate cross reference, select the external vendor’s name, email address, and job title.

   For publishing to internal users, you can either use the Cross-reference field to the Contacts application or the User group/Record permissions field.

4. In the Field Mappings section, map the Engage assessment fields with the corresponding Archer fields. For more information, see Mapping Engage Fields.
5. Click to save your changes.

Publishing Requests

1. From the menu, select the Workspace name>solution> application or questionnaire to which you want to add the record.
2. Click , and click New Record.

3. Update the necessary fields.

   Important: Publishing requests in Engage requires some fields to be populated on the record page. Ensure all mandatory fields are populated to enable the Publish button.

4. Click Save.

   The Publish button next to the Save and Close button is enabled on the record page.

5. Click Publish, to publish your request.

Mapping Engage Fields

This section provides you with a list of Engage assessment fields to map with the corresponding Archer fields.

External Vendors

Field Name	Field Type	Description
Requesting Company	Text	Name of the company requesting data from Engage. This is usually the Archer customer name. The requesting company appears in Engage email invitations and in the portal dashboard and assessment pages.
Requester Name	Text	Name of the requester. The requester name appears in Engage email invitations. This name is added as the first name and last name of the user added as a Requestor in the portal.
Requester Email	Text	Email address of the requester. The requester email appears in Engage email invitations. The person with this email address gets requestor access to the published request in Engage.
Vendor Name	Text	Name of the vendor. The vendor name appears in Engage email invitations.
Due Date	Date	Date when the assessment is due for submission in Engage.
Publish Message	Text	Messages returned by the publish and sync actions from the Engage Agent.
Engage Status	Values List	Current record status between your Archer instance and Engage. You must tie this field to the Portal Status global values list.
Additional Guidance	Text	Additional instructions for the Engage participant that appear in the Assessment Help Text section of the assessment page. Note: Help text is limited to 50,000 characters and supports rich text. If the text in the Archer Help Text Field exceeds this amount, the text is truncated and not saved in the Engage database.
History Sub-form	Sub-Form	(Optional) This field is used to track the task submission history. Note: Before you can add this information, you must create a sub-form that contains Email, Action, and Action Date fields.
History – Action By	Text	Name of the person who submitted or recalled the request.
History – Action	Text	Action taken on the request. This field is auto-populated on successful recall or submit of the request.
History – Action Date	Date	Date when the request was submitted or recalled.
Request Identifier	Tracking Id/Text/Numeric/Date	(Optional) Select this field if you want to select any other field than the key field as the identifier in Engage for this request.
Publish Language	Values List (Single Selection)/Single line text field	(Optional) Request content is displayed in this language on the Engage Portal. When using Single line text field ensure you enter a single language name. Note: Ensure this language is available in your Archer instance. The language string in this values list should exactly match the values list of the user profile page.
Portal Request URL	Text or URL	(Optional) Select the application or questionnaire field to receive the unique engage request on successful publication.
Visible Fields	Numeric	(Optional) The number of non-read only fields visible to the Engage user on the portal. Note: Do not map this field with a calculated field, read-only field, or a Numeric Question field.
Engage Progress	Numeric	(Optional) Progress in percentage made by the portal user on the request based on the visible fields. Note: Do not map this field with a calculated field, read-only field, or a Numeric Question field.
Required Fields Remaining	Numeric	(Optional) The number of required fields remaining to be answered for a portal user to submit the request. Note: Do not map this field with a calculated field, read-only field, or a Numeric Question field.
Continue sending default Engage notifications	Checkbox	(Optional) When this is selected, the default Engage notifications are sent to the participants after successful publish.
Enable Comments	Checkbox	(Optional) When this is selected, questionnaire comments is enabled for the Engage portal user.

Internal Users

Field Name	Field Types	Description
Requester Name	Text	Requester name from your organization, which is sent with the email notification to the Engage participant. This name is added as the first name and last name of the user added as a Requestor in the portal.
Requester Email	Text	Requestor email address from your organization, which is sent with the email notification to the Engage participant. The person with this email address gets requestor access to the published request in Engage.
Due Date	Date	Date when the assessment is due for submission in Engage.
Publish Message	Text	Messages returned by the publish and sync actions from the Engage Agent.
Engage Status	Values List	Current record status between your Archer instance and Engage. You must tie this field to the Portal Status global values list. Note: If you do not have the Portal Status Global Values List, it is available in the Third-Party Risk Management use case.
Additional Guidance	Text	Additional instructions for the Engage participant that appear in the Instructions section of the request page. Note: Help text is limited to 50,000 characters and supports rich text. If the text in the Archer Help Text Field exceeds this amount, the text is truncated and not saved in the Engage database.
History Sub-form	Sub-Form	(Optional) This field is used to track the task submission history. Note: Before you can add this information, you must create a sub-form that contains Email, Action, and Action Date fields.
History – Action By	Text	Name of the person who submitted or recalled the request.
History – Action	Text	Action taken on the request. This field is auto-populated on successful recall or submit of the request.
History – Action Date	Date	Date when the request was submitted or recalled.
Request Identifier	Tracking Id/Text/Numeric/Date	(Optional) Select this field if you want to select any other field than the key field as the identifier in Engage for this request.
Publish Language	Values List (Single Selection)/Single line text field	(Optional) Request content is displayed in this language on the Engage Portal. When using Single line text field ensure you enter a single language name. Note: Ensure this language is available in your Archer instance. The language string in the values list should exactly match the string in the values list of the user profile page.
Portal Request URL	Text or URL	(Optional) Select the application or questionnaire field to receive the unique engage request on successful publication.
Visible Fields	Numeric	(Optional) The number of non-read only fields visible to the Engage user on the portal. Note: Do not map this field with a calculated field, read-only field, or a Numeric Question field.
Engage Progress	Numeric	(Optional) Progress in percentage made by the portal user on the request based on the visible fields. Note: Do not map this field with a calculated field, read-only field, or a Numeric Question field.
Required Fields Remaining	Numeric	(Optional) The number of required fields remaining to be answered for a portal user to submit the request. Note: Do not map this field with a calculated field, read-only field, or a Numeric Question field.
Continue sending default Engage notifications	Checkbox	(Optional) When this is selected, the default Engage notifications are sent to the participants after successful publish.
Enable Comments	Checkbox	(Optional) When this is selected, questionnaire comments is enabled for the Engage portal user.