Archer Advanced Workflow Content Assistant for SaaS

The Archer Advanced Workflow Content Assistant for SaaS Tool & Utility is an offering provided through the Archer Exchange to enhance your existing Archer implementation.

On this page

Release notes

Release date 

Release version 

Notes 

May 2025

2025.02

Initial release for SaaS environments

Overview

As business processes for your organization change and improve to meet business demands, it is sometimes necessary to change the advanced workflow business flow for an application. When an advanced workflow process change is ready to be deployed, sometimes many jobs in the existing workflow process need to be canceled from the current workflow process and re-enrolled in the new workflow.

The Archer Advanced Workflow Content Assistant provides an API-based utility for Archer SaaS clients to manipulate certain data conditions regarding Archer content and its enrollment in Archer Advanced Workflow. This tool enables the bulk cancellation of a list of Archer content records out of Archer Advanced Workflow. Perform a bulk enrollment of a list of Archer content records into Archer Advanced Workflow. This tool provides a mechanism to efficiently manage bulk actions for items within the Archer Advanced Workflow process.

Use the Archer Advanced Workflow Content Assistant for SaaS utility to perform the following tasks:

  • Cancel multiple Archer Advanced Workflow jobs.

  • Enroll content.

Determine which records to include in either a bulk cancellation, or bulk enrollment procedure by performing an advanced search within Archer. Once the search is completed, export the search results into a CSV file by using the tracking ID configured for the system ID and save the CSV file in a location of your choosing. To bulk cancel or to bulk enroll jobs, import the CSV file into the Advanced Workflow Content Assistant for SaaS utility and select the records to be included in the procedure.

Architecture Diagram

The following diagram shows the utility architecture.

Important considerations

  • The Archer Advanced Workflow Content Assistant for SaaS has been developed and validated against Archer Platform release 2025.02.

  • You must have Administrator rights, be a part of the Sysadmin role group, and enter a valid Archer Username and Password to log in to the utility.

  • Previous installations of the utility must be uninstalled before a new version is installed.

  • Each imported CSV file must not contain more than 1,000 records.

  • Always use a tracking ID configured for the system ID for the utility to enroll jobs regardless of what type of field you are using as the key field, and the file should only contain the tracking IDs; no header should be present in the file.

Installing Archer Advanced Workflow Content Assistant for SaaS

Installation overview

Install the utility in a system which can access the targeted SaaS instance of Archer. If the utility has been previously installed, the previous installation must be uninstalled before proceeding to a new installation.

Note: If you are unable to connect to your Archer SaaS instance due to a restrictive firewall, refer to your IT department to obtain proper networking permissions.

Uninstall previous versions of Archer Advanced Workflow Content Assistant

  1. Locate the AWFCA application file on the system where the utility is installed. The default location is Control Panel > Programs > Programs and Features. Depending on the operating system (OS) being used, Control Panel is available from the Start menu or from the Administrative Tools menu.

  2. Right-click the AWFCA application file.

  3. Click Uninstall.

Install Archer Advanced Workflow Content Assistant

  1. Download the installation file (Setup.msi) from the Archer Exchange.

  2. Double-click the Setup.msi file to install the AWFCA for SaaS.

  3. On the Welcome to the AWFCA Setup Wizard screen, click Next.

  4. On the License Agreement screen click I Agree and click Next.

  5. Select the installation folder and user permissions.

    1. The default installation path displays C:\Program Files\ArcherIRM Technologies\Advanced Workflow Content Assistant for SaaS Tool & Utility. You can change this during installation. Optionally, click Browse and select a different location.

    2. Select either the Everyone radio button or select the Just me radio button. AWFCA for SaaS icons are installed on the desktop or on the Start menu after successful installation.

    3. Click Next.

  6. Click Next on the Confirm Installation window to start the installation.

  7. On the Installation Complete window, click Close.

Using Archer Advanced Workflow Content Assistant

  1. Double-click the AWFCA for SaaS icon to start the application.

  2. On the AWFCA login screen, enter the target instance base URL. Then enter the username instance pin and password. The user should be a system admin to properly use the tool.

  3. Under the Select Action section, select either Cancel or Enroll for the function you want to perform with the utility. You can only select one function for each process cycle. Cancel is selected by default. You must always use a tracking ID for the AWFCA for SaaS to enroll or cancel jobs regardless of what field type you are using as the key field.

  4. Select the target application for which you want to cancel or enroll records in the Select Process section.

  5. To bulk cancel or to bulk enroll jobs, select the CSV file containing the target records in the Select File section and import into AWFCA for SaaS. Before importing the CSV file, edit the file content to remove any field names or labels that exist within the data. Once the CSV content is successfully imported, it is listed in the Display section.

  6. Select which content you want to include in the process you selected in the Import section from Step 5. For each update process, you can only select the Cancel option or the Enroll option, not both.

    • To select all content listed in the Display section across all pages, click the Select All button. All checkboxes next to the displayed content are selected, indicating that those items are to be included in the process you selected in Step 3.

    • To clear all content listed, click the Clear All button to clear all of the checkboxes. All checkboxes next to the displayed content are cleared across all pages, indicating that those items are not to be included in the process you selected in Step 3. Content can also be selected or cleared individually by clicking the checkbox next to each item.

    • You can also filter content by Content Id to search within the loaded content by clicking the Content Id header button.

    • You can filter by job status to search within the loaded content by clicking the Job Status header button.

    • The content is loaded in the display table and distributed into multiple pages for better experience, user can navigate to different pages by selecting the next page or previous page button.

  7. Click Cancel to cancel the selected jobs or click Enroll to enroll the selected jobs.

    • If you selected Cancel in the Import section, the content listed in the Display section will be canceled if the checkbox next to the job is selected.

    • If you selected Enroll in the Import section, the content listed in the Display section will be enrolled if the checkbox next to the job is selected.

  1. If you try to cancel or enroll any record which is not qualified for the action that will be automatically discarded before the process starts. If no record is qualified for the selected process, then a pop-up will come with the same information click OK to keep using the tool.

    • If at least one qualified record is selected then the confirmation box will appear. Click Yes to proceed with the function selected. If Yes is clicked, all selected items are included in the process selected in the Import section of Step 3. A progress bar indicates the status of the procedure. If No is selected, then the process will not continue.

    • The Stop button next to Cancel or Enroll button, will only be action during the running process and it can used to stop any running process. If Stop is clicked a confirmation box will appear and if yes is selected, then it will not process any further, but records already processed before the click will Cancel or Enroll as selected in step 3. Clicking No will resume the process.

      A successful cancellation procedure is indicated in the Job Status column by a status of Canceled. Successful enrollment procedures are indicated by a Job Status of Running.

  1. Upon successful completion, use the buttons and icons to perform additional tasks.

    • Click on the Export the run result button (with the download icon) on the top right above the data-grid table. It will go to the folder where the logs are generated, and the most recently generated log will contain the run result in a tabular format.

    • Click the Reload button to refresh the currently loaded data in table and fetch Advanced workflow job details. Click the Clear table button to clear the content from the data-grid table and the currently loaded file to load a new file.

    • Click the Help icon to open the help page for Advanced workflow Content Assistance for SaaS.

    • Click the About icon to display information about the tool.

Troubleshooting common issues with the Archer Advanced Workflow Content Assistant

  • User has included more than 1,000 records in the imported CSV file batch. The application will not load the content and displays an error.

  • Not all the selected jobs were successfully canceled. In this scenario, the run result file can be checked for details, it will have all the job and the exact response why certain records have failed. The log file contains following details:

    • The Content ID of the record which failed.

    • The error message back from the Advanced Workflow Service and why it failed.

  • If there is a failure while re-enrolling any record check the Allow Re-Enrollment box is checked or not in the Advanced Workflow Designer for your target application or questionnaire. Also, make sure correct tracking ids are provided.

  • Stopping the Advanced Workflow Service before the cancellation or enrollment process has completed will not process rest of the records from point where the stop button was clicked.

Certification environment

Date tested: May 2025

Product name

Version information

Operating system

Archer

2025.02

Windows