Archer Documentation Request Tracking

Archer Documentation Request Tracking provides an automated governance process for capturing and approving requests, a repository to share the approved documentation, and a mechanism to alert when new documentation is available.

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Release notes

Release	Release date	Release Notes
Archer 2024.11	November 2025	Transitioned to licensed offering using core applications instead of On-Demand Applications (ODAs). Recertified on Archer Platform release 2024.11

Previous releases

Release	Release date	Release Notes
Archer 6.3	February 2018	Initial Release
Archer 6.9	August 2021	Improved user experience Updated dashboards Custom advanced workflow warnings Added the ability to approve requests by email Added new fields to track location/region Added new field to track Documentation Request frequency Added automatic creation of Documentation Requests based on next request date. Added new field to track related Documentation Requests
Archer 2024.09	November 2024	Added Engage feature to request / receive documents from any external / internal users. Added new Cross-Reference field targeting Contacts application to utilize Engage feature. Added new Notification to notify Engage Submission Received from Engage. Old Classic dashboards are merged and converted to new Next Generation Dashboard.

Overview

Information security, legal, human resource, and compliance teams are inundated with requests to review new customer or vendor contracts, or to provide official documentation and attestations about security vulnerabilities, disaster recovery and continuity capabilities, SIG questionnaire responses, and more. These requests are often sent via email and lack an audit trail or approval capabilities.

Organizations face the challenge of transitioning from traditional email-based communication practices to a more structured and automated documentation request process. This shift requires adapting established workflows and convincing teams accustomed to informal email exchanges to embrace a centralized, auditable, and approval-driven approach.

Archer Documentation Request Tracking provides an automated governance process for capturing and approving requests for documentation. Internal teams can request official documentation or legal review for internal teams, customers, or vendors. The offering captures requestor contact information and request priority, and documents the impacted business units, process, applications, products, and services. Upon request approval, the documentation is shared by the approver or a subject matter expert. Finally, the offering helps the organization measure and manage expected delivery and service level agreement timeframes.

Features and benefits

Establishing a consistent, centralized process for managing requests for documentation increases the consistency of responses, minimizes duplicated information, and reduces the workload on employees.

Archer Documentation Request Tracking enables organization to achieve the following goals.

Enable internal teams to request official documentation or legal reviews for internal teams, customers and vendors
Utilize Engage to request documentation externally
Receive notifications when documentation is updated
Upon request approval, share approved documentation
Store approved documentation in a centralized repository
Leverage an approval process for sharing confidential documentation
Manage and track requests based on established SLA timelines
Document the business unit or product and service that is impacted and the business priority

The benefits of using Archer Documentation Request Tracking include the following.

Maintain a comprehensive audit trail that documents every request, showcasing who has requested specific documentation, enhancing transparency and accountability.
Simplify the communication process for documentation justification and status, reducing the complexity of managing requests and enhancing collaboration.
Simplify the process of requesting information security, compliance, human resources, or legal attestations.
Establish and meet service level agreements (SLAs) for documentation responses, ensuring timely and reliable delivery of required information.
Keep affected users informed and updated when documentation is revised or new information becomes available, facilitating better communication and compliance.

User Guide

Create a documentation request

Users: Requestor

Create a Documentation Request record.
1. From the menu bar, click Documentation Request Tracking.
2. Under Solutions, click Documentation Request Tracking.
3. Under Applications, click Documentation Requests.
4. Under More Options , click New Record
In the General Information section, enter all pertinent information related to the request.
Enter a descriptive Document Title and Description for the Document Request.
Select Request Type field values by clicking the down arrow next to the field and making your selection.
(Optional) Select Review Due Date by clicking the calendar icon next to the field.
(Optional) Select the impacted Business Units, Business Processes, Applications, and Products & Services by clicking and selecting respective record.
(Optional) Select the Impacted Location, Request Frequency, and whether to auto-generate the next request by clicking the down arrow next to the field and make your selection
(Optional) Select any Watchers to add to the request by clicking and selecting their username
(Optional) Add attachments and documentation to the record by clicking the | Add New | button in the Supporting Documentation field.
Provide the requestor information in the Requestor Information section.
To save in Draft mode, click Save in the Record Toolbar.
To submit the request to the Approver, click Submit Request in the top left of the screen.

Review a document request

Users: Approver

Under the Tasks section on the landing screen, select the Document Request to review by clicking the Documentation Request # text.

Click the Edit button in the top of the record browser.

To approve the request, you have two options:
1. To approve via Archer do the following:
  1. In the Review Details section, select values in the Reviewer, Priority, Expected Completion Date, and Assign to Information Owner fields.
  2. Indicate whether to assign the request to an Information Owner.
    1. To complete the request by the Information Owner, select Yes in the Assign to Information Owner field, and select the information owner in the Information Owner field.
    2. To complete the request by the Reviewer, select No in the Assign to Information Owner field.
  3. Click the Approve button in the top left of the record browser.
2. To approve via email do the following:
1. Login to your mail id.
2. In the inbox double click on the mail which you want to review.
3. Click on the approve button.
  
  Note: You can only approve the request. Reject, require additional request must be done through Archer.

To request additional information from the Requestor, do the following:
1. Select the Reviewer.
2. In the Review Details section, provide comments in the Reviewer Comments field.
3. Click the Needs Additional Information button in the top left of the record browser.

To reject the request, do the following:
1. If the request has already been made, select Yes in the Duplicate Document Request field in Review Details section. A new field called Duplicate Request Record appears.
2. Click Look Up next to the field and select the duplicate record.
3. Provide the reason for rejection in the Reviewer Comments field.
4. In Review Details section, select the Reviewer.
5. Click the Reject button in the top left of the record browser.

Complete a document request

Users: Information Owner/Approver

Under the Tasks section on the landing screen, select the Document Request to review by clicking the Documentation Request # text.

Click the Edit button in the top of the record browser.

Complete the fields in the Final Documentation section.
1. Create or Lookup a record in the Approved Documentation field.
2. When creating a new record in Document Repository, provide Document Name, Description, and Attachment(s) field data.

In the Review Details section, add additional comments in the Information Owner Comments / Reviewer Comments field.

Click the complete button in the top left of the record browser.

Request Document Via Engage

Engage Configurations are added to the Documentation Requests application. Through Engage Archer users can request / receive Documents from any external / internal users. To request any document from users, do the following:

Select 'Yes' in "Request Document Via Engage" field in 'Engage Request Information' section.
Enter your name / the requestor name in "Requestor Name" field.
Enter your / requestor email address in "Requestor Email Address" field.
Enter Engage Submission Due Date.
In the "Engage Contact Information" field, select the contact record of the person whom you are requesting documentation.

Note: Contact record is required to send request via Engage.
Provide a summary of your request in "Request details" field. This will be displayed on the Engage request.
Save the record.

Note: All the Engage fields must have values in it and the record must be saved before sending the request.
Once the record is saved, check the field details. "Requesting Company" will be auto populated.
Click on "Request Document" button from the top of the record. This action will publish the record to the Engage portal and trigger a notification to the selected person in the "Engage Contact Information" field.

Note: This "Request Document" button is disabled for Completed, Rejected and Cancelled records.

Publishing record in Engage portal can take few minutes.

After clicking on the "Request Document" button, the publishing status changes to 'Publishing In Progress'. Once the record is published in the Engage Portal, the Status will change to 'Publish Successful'. The status is reflected in the Engage Status field in the 'Engage Request Information' section.

Follow the steps in the Engage Help for troubleshooting, in case of Publish Failure.

Once the record is published in the Engage Portal, users can view the request by logging into their Engage Portal. To submit document through Engage Portal, do the following:

Open the Document Request record by clicking on the ID.
Attach documents in the 'Supporting Documents' field.
Add comments in the 'Engage Submitter Comments' field.
Click on Submit from the bottom of the page.

Once the record is submitted through the Engage Portal, it will take a few minutes to reflect the changes in Archer and the status will change to Engage Submission received. Once the changes are reflected in Archer, users can view the Engage Submitter Comments in 'Engage Requestor Information' section and the submitted documents in 'Supporting Documents' field.

Fields mappings

This table contains the field mappings for the Documentation Request: Auto-generate New Request feed (Key Field Definitions in bold).

Source Fields	Target Archer Fields
Account_Name	Account Name
Contact_City	Contact City
Contact_Country	Contact Country
Contact_Email	Contact Email
Contact_Full_Name	Contact Full Name
Contact_Phone	Contact Phone
Contact_State__Province	Contact State/Province
Description	Description
Document_Title_Calc	Document Title
Impacted_Location	Impacted Location
Priority	Priority
Request_Frequency	Request Frequency
Request_Type	Request Type
Requested_By	Requested_By
ArcherRecord/Requestor/Item	Requestor
ArcherRecord/Reviewer/Item	Reviewer
ArcherRecord/Wachers/Item	Watchers

Administrator Guide

Prerequisites (ODA and system requirements)

Components	Prerequisites
Archer solution areas	Any
Archer use cases	This offering does not have any prerequisite use cases
Archer applications	This offering does not have any prerequisite applications
Uses custom objects	No
Requires Archer on-demand application (ODA) licenses	Zero (0) Archer on-demand application licenses required.
Archer licensing	Additional licensing fees apply for Archer Documentation Request Tracking. Contact Archer Sales Representative for more information and pricing.
Archer requirements	Archer 2024.11 and later
Supported Archer environments	On-Premises Archer SaaS
Partner/vendor requirements	Not applicaable
Operating system	Windows

Optional applications

Application	Use case	Primary purpose of the relationship
Applications	Audit Engagements & Workpapers, Business Continuity and IT Disaster Recovery Planning, Third Party Governance, IT Controls Assurance, IT Security Vulnerabilities Program, IT Risk Management, IT Controls Assurance, Information Security Management System, PCI Management, Security Incident Management, Data Governance, Operational Risk Management, Public Sector Continuous Monitoring	It is linked to Impacted Application field in Documentation Requests Application.
Business Unit	Issues Management, Business Impact Analysis, Third Party Catalog, Policy Program Management, Security Incident Management, Key Indicator Management, Assessments & Authorization, Continuous Monitoring	It is linked to Impacted Business Unit field in Documentation Requests Application.
Business Processes	Audit Engagements & Workpapers, Business Impact Analysis, Policy Program Management, IT Controls Assurance, IT Risk Management, Controls Assurance Management, Data Governance, Top-Down Risk Assessment, Bottom-Up Risk Assessment, Operational Risk Management, Assessments & Authorization	It is linked to Impacted Business Processes field in Documentation Requests Application
Products and Services	Business Continuity and IT Disaster Recovery Planning, Third Party Risk Management, Security Operations & Breach Management, Controls Monitoring Program Management, Bottom-Up Risk Assessment	It is linked to Impacted Products and Services field in Documentation Requests Application.
Third Party Profile	Third Party Catalog	If managing vendors in the Third Party Catalog use case, organizations can cross-reference to the Third Party Profile application.
Contacts	Audit Engagements & Workpapers, Policy Program Management, Operational Risk Management, Loss Event Management, IT Risk Management, IT Controls Assurance, ESG Management, Enterprise catalog, Cyber Incident & Breach Response, Controls Assurance Program Management, Business Impact Analysis, Business continuity & IT Disaster Recovery Training	It is linked to Engage Contact Information field in Documentation Requests Application. This link is added to capture the contact information for engage requests.

Components

Architecture diagram

The following diagram shows the architecture of Archer Documentation Request Tracking.

Process diagram

The Archer Documentation Request Tracking process begins when the Requestor creates a new record. The Requestor then selects which type of Document Request they would like to submit for approval. Once submitted, the Approver receives a notification to review the request.

The Approver can do the following.

Approve the request.
Reject the request.
Send the request back to the Requestor for additional information.
Assign the request to the Information Owner.

The Information Owner can then do the following.

Cancel the request.
Request additional information.
Complete the Document Request by creating requested document in the document repository application.

The following diagram shows the general workflow of the application.

Applications

The following table describes the applications.

Application	Description
Documentation Requests	Archer Documentation Request Tracking captures document requests from Customers, Vendors, or Internal Teams to simplify the process of requesting Information Security or Compliance attestations. It tracks which business unit, business process, applications, products, and services are impacted, and stores all uploaded documents in a centralized location controlled by the user’s access rights.
Document Repository	The Document Repository application allows users to store, access, and update information related to documentation requests.

Personas and access roles

The following table describes the functions that make up the application’s organization roles. Depending on the organization of your company, these functions and responsibilities may vary.

Function	Description
Requestor	Initiates the request on behalf of the internal team, customer, or vendor that requires the information.
Approver	Evaluates the request, determines if more information is needed, and communicates this to the appropriate contact. Once approved, the Approver provides the requested information if they have access and the right to deliver the appropriate documentation. This person would typically be an Information Security Manager, Compliance Manager, or a legal representative.
Information Owner	Responsible for keeping documentation up to date, appropriately classified, and sufficiently safeguarded. For smaller and medium-sized organization, the Information Owner and Approver can be the same individual.

Function

Description

Requestor

Initiates the request on behalf of the internal team, customer, or vendor that requires the information.

Approver

Evaluates the request, determines if more information is needed, and communicates this to the appropriate contact. Once approved, the Approver provides the requested information if they have access and the right to deliver the appropriate documentation. This person would typically be an Information Security Manager, Compliance Manager, or a legal representative.

Information

Owner

Responsible for keeping documentation up to date, appropriately classified, and sufficiently safeguarded. For smaller and medium-sized organization, the Information Owner and Approver can be the same individual.

Upgrading Archer Documentation Request Tracking

With the release of Archer Documentation Request Tracking 2024.11, the offering has transitioned to a licensed offering. This means it is no longer using Archer On-Demand Applications (ODA).

Organizations upgrading to Archer Documentation Request Tracking 2024.11 and later will need to follow the steps below:

Perform an impact analysis on any customized configurations. A data dictionary is provided to support this process.
Purchase offering through Archer Sales Representative
Refresh the license key upon completion of purchase
Download installation package from myArcher
Proceed with installation steps below

Upon installation, the ODAs will be converted to core applications.

Installing Archer Documentation Request Tracking

Prepare for the installation.
1. Obtain the installation package.
2. Read and understand the "Packaging Data" Archer Platform Help.
Install the package.
Apply the latest license file in the Archer Control Panel.
(Optional) Enable Actions by Email in your instance.
Set up the datafeeds.
Test the installation. Test the application according to your company standards and procedures, to ensure that the use case works with your existing processes.

Install the package

Task 3: Map objects in the package

Important: This step is required only if you are upgrading to a later version of Archer Documentation Request Tracking.

From the menu bar, click > Application Builder > Install Packages.
In the Available Packages section, locate the package you want to map.
In the Actions column, click for that package.
The analyzer examines the information in the package. The analyzer automatically matches the system IDs of the objects in the package with the objects in the target instance and identifies objects from the package that are successfully mapped to objects in the target instance, objects that are new or exist but are not mapped, and objects that do not exist (the object is in the target but not in the source).
When the analyzer is complete, the Advanced Package Mapping page lists the objects in the package file and corresponding objects in the target instance.

On the Advanced Mapping page, click to open each category and review the icons next to each object to determine which objects you must map manually.

The following table describes the icons.
Icon	Name	Description
	Awaiting Mapping Review	Indicates that the system could not automatically match the object or one of its children to a corresponding object in the target instance. Objects marked with this icon must be mapped manually. New objects should not be mapped. Select Do Not Map from the drop-down menu to clear this icon for an individual object, or click Do Not Map to clear the icon for all unmapped objects.
	Mapping Completed	Indicates that the object and all children are mapped to objects in the target instance, or that they have been marked as Do Not Map. Nothing more needs to be done with these objects in Advanced Package Mapping.

Note: You can run the mapping process without mapping all objects. The Awaiting mapping review icon is for informational purposes only.

For objects awaiting mapping review, do one of the following:
- To map each object individually, use the drop-down menu in the Target column to select the object in the target instance to which you want to map the source object. To leave an object unmapped, select Do Not Map in the Target column.
- To automatically map all objects in a category that have different system IDs but the same object name as an object in the target instance, click Auto Map. Select whether to ignore case and spaces when matching object names. Click OK.
- To mark all unmapped objects as Do Not Map, click Do Not Map.
(Optional) Click to enable filter fields that you can use to find specific objects in each mapping category. To undo your mapping selections, click Undo, then select whether to undo all mappings in the category or only the mappings on a single page. If you choose to undo all mappings, you will be returned to the categories list.
(Optional) To save your mapping selections and return to the categories list without committing changes to the target instance, click .
After you review and map all objects, click Execute.
Select I understand the implications of performing this operation. Click OK.
When the mapping is complete, the Import and Install Packages page displays.
Important: Advanced Package Mapping modifies the system IDs in the target instance. You must update any Data Feeds and Web Service APIs that use these objects with the new system IDs.

Task 4: Install the package

All objects from the source instance are installed in the target instance unless the object cannot be found or is flagged to not be installed in the target instance. A list of conditions that may cause objects not to be installed is provided in the Log Messages section. A log entry is displayed in the Package Installation Log section.

From the menu bar, click > Application Builder > Install Packages.
In the Available Packages section, locate the package file that you want to install, and click the file name or at end of the row to open the Options menu.
In the Selected Components section, click the Lookup button to open the Package Selector window.
- To select all components, select the top-level checkbox.
- To install only specific global reports in an already installed application, select the checkbox associated with each report that you want to install.
Note: Items in the package that do not match an existing item in the target instance are selected by default.

Under the Translation Option drop-down menu, select an option for each selected component. To use the same Translation Option for all selected components, select a method from the top-level drop-down list.
The Translation Option is enabled only when a language is selected.

The following table describes the options.
Option	Description
Full Install	Installs the component and its translations from the selected languages.
Translations Only	Only installs the translations from the selected languages.

Under the Install Method drop-down menu, select an option for each selected component. To use the same Install Method for all selected components, select a method from the top-level drop-down list.

The following table describes the options.
Option	Description
Create New Only	Only creates new fields and other elements in the applications, questionnaires, workspaces, data feeds, and dashboards specified in the package file. This option does not modify any existing elements on your instance of Archer. This is useful when you want to add functionality to an existing application, questionnaire, workspace, dashboard, data feed, or access role, but you do not want to risk making any unwanted changes to the existing elements of workspaces, data feeds, or dashboards. iViews that are not currently on the dashboards that are selected for the package install are created. Note: The Create New Only option does not apply to access roles or languages.
Create New and Update	Updates all elements in the applications, questionnaires, workspaces, data feeds, and dashboards as specified in the package file. This includes adding new elements and updating existing elements. Existing iViews on the dashboards that are selected for the package install are updated, and iViews that are not currently on the dashboards that are selected for the package install are created. Note: The Create New and Update option does not apply to access roles or languages.

Under the Install Option drop-down menu, select an option for each selected component. To use the same Install Option for all selected components, select an option from the top-level drop-down list.

The following table describes the options.
Option	Description
Do not Override Layout	Installs the component, but does not change the existing layout. This is useful if you have a lot of custom fields and formatting in your layout that you do not want to risk losing. You may have to modify the layout after installing the package to use the changes made by the package. Note: The Do not Override Layout option does not apply to access roles or languages.
Override Layout	Updates the layout as specified in the package file, overwriting the existing layout. Note: The Override Layout option does not apply to access roles or languages.

Click Continue to advance to the next object category in the Package Selector, and repeat steps 4 to 6. After reviewing all object categories, click OK.
To deactivate target fields and data-driven events that are not in the package, in the Post-Install Actions section, select the Deactivate target fields and data-driven events that are not in the package checkbox. To rename the deactivated target fields and data-driven events with a user-defined prefix, select Apply a prefix to all deactivated objects, and enter a prefix. This can help you identify any fields or data-driven events that you may want to review for cleanup post-install.
Click Install.
Click OK.

(Optional) Enable Actions by Email for document request approver review

Actions by email enables users to perform advance workflow actions from the email they receive from Archer. Customers can enable Actions by email for Documentation Request Approver Review. Actions by email needs to be enabled at multiple places before utilizing it.

Archer Control Panel: Advance Workflow Actions By Email Configuration should be enabled and updated.
Notification: Enable in the on-demand notification template. An on-demand notification template is readily available on package installation.
Document Request Tracking Application: Enable Actions By Email in the general tab of the

application
Document Request Tracking Advance Workflow: Enable in the Document Request Approver Review user action node and select action by email notification template.
User Accounts: Enable in Account Maintenance section of the user account page. Ensure email id is configured for the user.

Set up data feed

Data Feed Documentation Request: Auto-generate New Request is included in this package. This Data feed is used to create new request automatically according to the request frequency. Follow below steps to setup the Data Feed:

From the menu, click > Integration > Data Feeds.
Locate and select the data feed Documentation Request: Auto-generate New Request.
Verify settings in the General tab.
1. In the General Information section, set the Status field to Active.
2. In the Feed Information section, confirm that the Target field is set to Documentation Requests.
3. In the Notifications section, confirm that send notification checkbox is selected.
Click the Transport tab.
1. In the Transport section, confirm that the Transport Method field is set to Archer Web Services Transporter.
2. In the Security section, in the URL field, insert the URL to your instance.
3. In the Transport Configuration section, do the following:
  1. In the User Name and Password fields, type the username and password of a Platform user.
  2. In the Instance field, enter the name of your instance.

Verify the settings on the Source Definition tab. This will be pre-configured.

Verify the settings and mappings on the Data Map tab. This will be pre-configured.

The Key Definition fields should be pre-populated based on the information from the imported Data Feed.

The final configuration step is to schedule the data feed. Click the Schedule tab and configure the frequency and start time of the Data Feed.

Click Save to apply your configuration to the data feed. Click the Run Detail link for additional information on the status of the feed or to troubleshoot any feed errors.

Note: All the Source Fields on the Source Definition tab will get automatically populated when you import the data feed. Repopulating the fields by clicking on “Load Fields” will lead to removal of two pre-populated fields from the list i.e., Auto_Generate_Next_Request and Document_Title_Calc. Hence, add a new fields by clicking on “Add New” and rename as “Auto_Generate_Next_Request” and select field type “Static Text” with value “No” in the Text editor. Add another new field and rename it as ”Document_Title_Calc” and select filed type “Calculated Field” with Calculation “=CONCATENATE([Document_Title]," -",DATEFORMAT([Next_Request_Date],"MM.dd.yyyy"))”. Also, make sure that the data mappings are configured correctly after the load fields. Refer Appendix A for data mapping.

Configuring the Archer Documentation Request Tracking

Task 1: Create user accounts

User: Requestor

Go to the Manage Users page.
1. From the menu bar, click .
2. Under Access Control, click Users.

Click Add New.

Enter a descriptive Document Title and Description for the Document Request.

Select Request Type field values by clicking the down arrow next to the field and making your selection.

(Optional) Select Review Due Date by clicking the calendar icon next to the field.

In the Account Maintenance section, enter the user password, and assign the security parameter for this user

Note: To send the user an email notification of their new password, select the corresponding checkbox. The notification uses the user’s Default Email address.

Important: If you do not select this option, you must inform the user of the new password.

(Optional) In the Notes section, enter any additional information about the user account, for example, hours of availability or preferences for how the user should be contacted. Account notes appear when users click a linked username in Archer to view the user profile.

In the Groups tab, select Documentation Request: Requestor.

Click Save.

User: Approver

Go to the Manage Users page.
1. From the menu bar, click .
2. Under Access Control, click Users.

Click Add New.

In the General Information section, enter the name of the user, the username for log on, and the domain.

(Optional) In the Contact Information section, enter the default email address, and any other pertinent information for contacting the user.

(Optional) In the Localization section, enter the time zone, locale, and language if the location and language of the user is different from the system.
In the Account Maintenance section, enter the user password, and assign the security parameter for this user.

Note: To send the user an email notification of their new password, select the corresponding checkbox. The notification uses the user’s Default Email address.

Important: If you do not select this option, you must inform the user of the new password.
(Optional) In the Notes section, enter any additional information about the user account, for example, hours of availability or preferences for how the user should be contacted. Account notes appear when users click a linked username in Archer to view the user profile.
In the Groups tab, select Documentation Request: Approver.
Click Save.

User: Information Owner

Go to the Manage Users page.
1. From the menu bar, click .
2. Under Access Control, click Users.

Click Add New.

In the General Information section, enter the name of the user, the username for log on, and the domain.

(Optional) In the Contact Information section, enter the default email address and any other pertinent information for contacting the user.

(Optional) In the Localization section, enter the time zone, locale, and language if the location and language of the user is different from the system.
In the Account Maintenance section, enter the user password, and assign the security parameter for this user.

Note: To send the user an email notification of their new password, select the corresponding checkbox. The notification uses the user’s Default Email address.

Important: If you do not select this option, you must inform the user of the new password.
(Optional) In the Notes section, enter any additional information about the user account, for example, hours of availability or preferences for how the user should be contacted. Account notes appear when users click a linked username in Archer to view the user profile.
In the Groups tab, select Documentation Request: Information Owner
Click Save.

Task 2: Configure Engage (Optional)

Archer Engage allows users to publish information requests from Archer to an external portal. Archer Engage is configured in Documentation Requests application to request / receive documents from internal/external Users. To use the pre-configured Engage functionalities, Archer Engage Agent needs to be installed on the server since Engage uses the Archer Engage Agent to publish content between Archer and the Engage Portal. To install the Archer Engage Agent on the server, follow the steps in the Engage Help.

Once the Archer Engage Agent Installation is completed. Configure few fields in Documentation Requests application mentioned below:

Open Documentation Requests application and go to Properties tab.
Check the Enable Engage option in Options section.
Save the Application.

Once the Enable Engage option is checked in the Properties tab, the Engage tab will be displayed. Now the pre-configured "Requesting Company" name needs to be changed as it will be used in Engage notifications. To change the company name, do the following:

Open Documentation Requests application and go to field listing.
Search for 'Requesting Company' field.
Open the field and go to calculation properties to edit the formula.
Replace the company name with your company name. By default "ArcherIRM" is used in the formula.
Validate the formula and save it.
Launch Recalculation for all records.

Important: The members of "Documentation Requests: Requestor", "Documentation Requests: Approver" and "Documentation Requests: Information Owner" groups must have read access in Contacts records. It is needed to select contact record in "Engage Contact Information" field. Configure the record permission in Contacts application to give read access to the groups mentioned above.

Recalculation schedule

The Recalculation Schedule is enabled with a one (1) day interval. The logic used to generate a notification to Requestor (when someone updated the Document Repository records of the Completed Document Request) depends on the recalculation schedule.

If the recalculation schedule is disabled, notifications are not sent to the Requestor upon updates to Document Repository records.

Miscellaneous

If you are already using Archer Third Party Catalog use case, you can cross-reference the vendor name and contact information within the Documentation Requests application to capture vendor information.

To use Archer Third Party Catalog in the Documentation Request application, create a cross-reference field to Third Party Profile application, and place that field in the Requestor Information section. Additionally, changes are required in the respective DDE Actions.

Certification environment

Date tested: November 2025

Product Name	Version Information	Operating System
Archer Suite	2024.11	Virtual Application