Synchronization Process

The ArcherEngageAgent service periodically downloads any content marked as Submitted in the Engage Portal for all Archer instances supported by the ArcherEngageAgent service. The ArcherEngageAgent service downloads necessary data into the File Repository location specified during ArcherEngageAgent service installation and captured in the PortalDataStore.json file. The service then uses this data to update the associated content in Archer.

The ArcherEngageAgent service updates all fields in the Archer® Suite content as submitted from the associated Engage Portal content. The ArcherEngageAgent service also updates the associated contact records to match the participants associated to the Engage Portal content. If an original participant is removed in the Engage Portal, the link to the appropriate contact record is removed. If there is no existing contact record with the email address for any participant, the ArcherEngageAgent service creates a new contact record and associates it to the updated Archer content. If there are multiple contact records with a matching email address, they are all linked to the updated Archer content.

Any content that is successfully updated by the ArcherEngageAgent service has its Portal Status set to Vendor Submission Received. It is possible for changes made to the Archer fields to cause content save failures. Any content that fails to synchronize sets the Portal Status field to Vendor Submission Failed.Requests that fail to sync are deleted after 180 days.

The log files for the ArcherEngageAgent service indicate why the content could not be saved. The Publish Message field also displays the error that the ArcherEngageAgent service encountered during the save. In such cases, it is possible to change the Archer field configuration based on error logged to allow an update to be completed successfully on the next synchronization cycle.

By default, the ArcherEngageAgent service checks for newly submitted assessments every 30 minutes. You can configure this frequency by changing the PollingInterval setting in PortalDataStore.json. This setting is in milliseconds. It is recommended to have a minimum value of 900,000 milliseconds (15 minutes), to avoid overlap between synchronization cycles.

Note: When a request is updated, the synchronization of Engage Status, Engage Progress, Required Fields Remaining, and Visible Fields to Archer occurs every 24 hours, outside of business hours, for each region.