Platform User's Guide

6.3
Contact Information
Go to the RSA corporate web site for regional Customer Support telephone and fax numbers:
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For secure sites, Dell recommends that the software be installed onto encrypted storage for secure operations.
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The RSA Archer® Suite is built on web technologies which can be used with assistive technologies, such as screen readers,
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users of these technologies as part of our ongoing product road map for RSA Archer.
The RSA Archer Mobile App can be used with assistive technologies built into iOS. While there remain some gaps in support,
RSA is committed to improving the experience of users of these technologies as part of our ongoing product road map for the
RSA Archer Mobile App.
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Copyright © 2010-2017 Dell Inc. or its subsidiaries. All Rights Reserved.

October 2017
Platform User's Guide

Contents

Preface 5
About This Guide 5
Support and Service 5
Other Resources 5
RSA Archer Documentation 6

Chapter 1: Using RSA Archer 8

Chapter 2: Working with Records 9

Data Entry 11
Printing Records 20
Viewing Record History 21
Working with Records Enrolled in Workflow 22
Relationship Visualization 24
Configuring Relationship Visualization 26
Navigating in Relationship Visualization 30
Viewing Records in Relationship Visualization 33
Data Import 37
Importing Data into a Record 38
Record Export 42
Exporting Records 46

Chapter 3: Working with Questionnaires 48

Completing Assessments 48
Reviewing Assessments 50
Evaluating and Resolving Findings 52

Chapter 4: Managing Tasks 55

Chapter 5: Schedule Management 58

Adding Appointments 58
Deleting Appointments 62
Exporting Appointments 63

3
Platform User's Guide

Searching for Appointments 63

Viewing Appointment Reports 64

Chapter 6: Search 66
Working with Search Results 66
Running Global Searches 69
Running Searches in Applications and Questionnaires 70
Search Options: Fields to Display 73
Search Options: Keywords and Phrases 75
Search Options: Search Filters 79
Search Options: Sorting 85
Search Options: Display Format Options 86
Running Searches in Statistics Mode 88
Creating Charts 92
Trending 105
Viewing Trending Charts 106
Saving and Viewing Reports 106

Chapter 7: Discussion Forums for End Users 109

Bookmarking Discussion Forums 113
Exporting and Sorting Discussion Communities 113
Participating in Discussion Forums 114
Subscribing to Discussion Forum Posts 118

Chapter 8: Customizing RSA Archer 120

Personalizing Your User Interface 120
Managing Workspaces, Dashboards, and iViews 122
Setting Your User Preferences 124
Changing Your Password 125
Managing Your Email Subscriptions 125
Managing Your Discussion Forum Preferences 126
Viewing Your Data Import History 127
Reviewing Job Queues 127
Viewing Your Login History 128

4
Platform User's Guide

Preface

About This Guide 5

Support and Service 5

RSA Archer Documentation 6

About This Guide

This guide contains user-based topics available in the RSA Archer Online Documentation.

Support and Service

Customer Support Information https://community.rsa.com/community/rsa-customer-support

Customer Support E-mail [email protected]

Other Resources

Resource Description

RSA Archer Our public forum, on the RSA Link Community platform, brings together customers,
Community prospects, consultants, RSA Archer thought leaders, partners and analysts to talk
on about GRC as a practice, and includes product demos, GRC videos, white papers,
RSA Link blogs and more.
https://community.rsa.com/community/products/archer-grc

RSA Archer Our private community, is a powerful governance, risk and compliance online
Customer / network that promotes collaboration among RSA Archer customers, partners,
Partner industry analysts, and product experts. Engaging with the RSA Archer Community
Community on RSA Link enables you to collaborate to solve problems, build best practices,
on establish peer connections and engage with RSA Archer thought leaders.
RSA Link https://community.rsa.com/community/products/archer-grc/archer-customer-partner-
community

Preface 5
Platform User's Guide

Resource Description

RSA Ready RSA's Technology Partner Program is where third parties gain access to RSA
Software in order to develop an interoperability and have it documented and
certified. RSA Ready certifications are posted to an online community and
supported by RSA Support.
https://community.rsa.com/community/products/rsa-ready

RSA The RSA Exchange for RSA Archer offerings help you rapidly deploy adjacent or
Exchange supporting risk business processes, quickly integrate new risk data sources, and
for implement administrative utilities to make the most out of their risk and compliance
RSA Archer investment.
https://community.rsa.com/community/products/archer-grc/exchange

RSA Archer Documentation

You can access RSA Archer documentation on the Archer Customer/Partner Community on RSA
Link at: https://community.rsa.com/community/products/archer-grc/archer-customer-partner-
community

Document Description

Release Notes A list of issues fixed in the release and a list of issues known at the time of the
release. Available in PDF format.

What's New Overview of the new and updated features in the current release. Overview of the
Guide differences between RSA Archer version 5.x and version 6.x. Suggestions on
planning for moving from 5.x to 6.x are included. This information is available in
the RSA Archer Online Documentation and in PDF format.

Installation Instructions for installing the latest RSA Archer release, and upgrading from 5.x
and Upgrade and 6.x to the latest release. Available in PDF format.
Guide

Preface 6
Platform User's Guide

Document Description

Online Information for using RSA Archer including how to set up and maintain the
Documentation Platform, how to use the Platform features, how to use the RESTful and Web
APIs, security configuration information, and how to install and use the solution
use cases. Available from within the product in HTML5 format using context-
sensitive links, as well as in a Zip format for local installation. The Online
Documentation is also available in full on the RSA Archer Community on RSA
Link at: https://community.rsa.com/community/products/archer-grc/archer-
customer-partner-community. Content from the Online Documentation system is
also available in PDF format, divided in to the following guides:
l Administrator's Guide
l User's Guide
l RESTful API Guide
l Web API Guide
l Security Configuration Guide
l Use Case Guides (one guide for each of the available solution use cases)

Archer Control Information for using the RSA Archer Control Panel module to manage the
Panel (ACP) internal settings of the Platform, such as license keys, global paths and settings.
Help Available from within the ACP module, in a ZIP format for local installation, and
in PDF format.

Planning Information about how to plan for your new RSA Archer installation. This
Guide document is intended for system administrators who are responsible for installing
and managing RSA Archer. Available in PDF format.

Preface 7
Platform User's Guide

Chapter 1: Using RSA Archer

As an end-user, most of the tasks that you need to perform in RSA Archer are specific to the
solution that you are working in. However, the basic tasks are the same across all solutions. Use the
following sections to learn the basics of working in RSA Archer.
l Records in RSA Archer consist of related fields of data. For example, vendor information is
stored in a vendor record. Working with records is the most common user task. You can also
work with the following specific types of records:
o Questionnaires records are used to assess compliance against an internal control or a
regulatory requirement. If you are responsible for managing a business process, technical
asset, vendor relationship, or some other organizational object, you might be asked to fill out an
assessment.
o Tasks are records in the Task Management application, which you can use to assign, track,
and manage open and completed activities associated with specific content records.
o Appointments are records in the Appointments application that enable you to schedule
appointments and assign resources.
l Search and reporting provides you a variety of options for searching records to locate data
relevant to your business needs and for generating real-time reports.
l Discussion forums provide structured, secure environments where you can participate in focused
conversations with other application users. Discussion forums are a good place to ask questions,
share opinions, offer solutions, and explore new ideas.
l Your user account is the collection of properties that enables you to log on and to interact with the
product. You can personalize your user interface, set your preferences, and view your history.

Important: The minimum supported browser window width is 1280 pixels.

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Platform User's Guide

Chapter 2: Working with Records

The process of working with records is the same for all applications and questionnaires in RSA
Archer.
l If any icons of a task are not available for selection, you do not have access rights to perform the
associated task.
l If the application or questionnaire contains a record permissions field, you might not have access
rights to every record.
l If the application or questionnaire contains private fields for which you do not have access rights,
you cannot view or edit those fields.

Example: Common record details

As you work with a record, you might encounter various ways to enter data. When you are editing a
record, the record becomes locked so that other users cannot make changes to the same record at the
same time. If you navigate away from the page without saving, a message box appears in which you
must confirm whether you want to continue. If you click OK to continue, you will lose any changes
you have made, and RSA Archer unlocks the record.
The record details page includes the following button sets that enable you to add, copy, save,
edit/view, or delete a record and to view related records, recalculate fields, export, print, or email a
link of the record.
l The button bar when viewing a record.
l The button bar when editing a record.
l The button bar for viewing related records, recalculating, exporting, printing, and sending an
email of the record.
l The record determines which buttons are available. For example, if the record does not have a
calculated field, you will not see the Recalculate button.

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Platform User's Guide

User rights for working with records

User rights are granted at the application or questionnaire, record, or field level.

Level User Rights

Application or Create, read, update, and delete permissions determine whether you can add,
Questionnaire edit, delete, and search records within an application or questionnaire.

Record If an application or questionnaire contains a record permissions field, you can

only access the fields to which you have permissions.

Field Individual fields in an application or questionnaire are either public or private.

l Public fields are available to all users who have create, read, update, and
delete permissions.
l Private fields are only available to selected users who can view and enter data
in those fields.
l Private fields can also be read-only for any user, which allows the user to
view the field but not to add, edit, or delete its data.

Add records
1. Do one of the following: 
l From the menu bar, select the Workspace Name menu > solution > application in which you
want to add a new record, and click .
l In an existing record browser, click .
2. Complete the necessary information.
3. Click Save or Save and Close.
l Click Save to apply the changes and continue working.
l Click Save and Close to save and exit.

Delete records
1. From the menu bar, select the Workspace name menu > solution > application that contains the
record you want to delete.
2. Select the record you want to delete.

3. Click .
4. Click OK.

Chapter 2: Working with Records 10

Platform User's Guide

Data Entry
When you add or edit a record in RSA Archer, you are presented with a series of fields for data
entry. An application, questionnaire, or sub-form may contain a variety of field types, each requiring
you to enter or select a specific kind of information.

Cross-reference selection
A cross-reference or related record field enables you to associate the record with one or more
records in the same application (resulting in internal references) or in a related application (resulting
in external references).
Data-selection rules for a cross-reference field:
l You might be required to select a related record in the field before you can save a record.
l If the references are displayed in a list, you can select only one record.
l If the cross-reference or related record field is configured to allow multiple selections, you might
be limited in the number of related records you can select.
l If the application allows you to only see the records that pertain to you, you can select from a list
that contains specific field values.

When you select record references through a cross-reference or related record field, a Record
Lookup page displays that enables you to select records from a list or to keyword search for specific
records in the related application.
The following table describes the options for filtering the list of fields in the Record Lookup page.

Option Description

Search Allows you to enter a keyword to filter the list with only matching records.

Level Allows you to identify the level that should be searched for the keyword.

Display Allows you to include lower-level records that meet the keyword search criteria even if
Higher they do not have a primary application that meets the search criteria. Also, primary
Levels application records are included in the results if they contain lower-level records that
match the search criteria.

Expand Allows you to expand a tree view if the application is a leveled application. Top-level
All record references are shown as the top level and record references in subsequent data
levels are indented.

Date entry
Date fields accept date values in the following format: mm/dd/yyyy, such as 10/15/2015. When

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Platform User's Guide

entering a value in a Date field, you can either enter the value or click to select the date from a
calendar pop-up control.

The Date field can also display a that enables you to enter time information.
Depending on how the date field is configured, you might see a default value in the field when you
create a new record. This default value can be any of the following:
l The date of record creation
l A date that is a specific number of days after the date of record creation
l Static date defined by the administrator

If you have full access to the field (not read-only access), you can change this default date if
necessary.
Data-entry rules for a date field:
l You might be required to enter a value in the field before you can save a record.
l You might be required to enter a unique value in the field. If you enter a value that has already
been saved in the field within another record, you are prompted to enter a new, unique value.

External link entry

An external links field enables you to enter named links in a record that references websites, email
addresses, and others.
To enter an external link, you must click Add New Link, and specify the link protocol and the target
URL. You can also specify link text (an alias) for the link, for example, Google.
The following are supported link types:
l HTTP
l HTTPS
l FTP
l Mailto
l News
l Relative
l File

You can enter multiple external links in a single record by clicking the Add New link again. By
default, the links display in alphabetical ordered list.

Chapter 2: Working with Records 12

Platform User's Guide

File or image attachment

An attachment field enables you to attach documents or images to individual records, one file at a
time. You can upload multiple attachments in a single operation. When you attach a file to a record,
the file is uploaded to the server, and any user who has access to the record can open and save the
attached file.
To attach files, click Add New, and browse to the file you want. The file is saved by its file name,
type (if recognized by RSA Archer), size, and upload date.
You can also attach images through an image field. This field provides an Add link that you can
click to upload and display an image in a record. After you attach an image file, it appears as a
thumbnail in the field with a Delete link that you can click to delete the image. If you click the
thumbnail, the image renders in full size in a new window.
Data-entry rules for attachment and image field:
l You might be required to attach at least one file before you can save a record.
l You might not be able to attach files that are larger than a specific file size. If you attach a file
that is too big, you are notified that the file cannot be uploaded and saved to the record.
l You might be limited in the number of files you can attach to the field.

IP address entry
An IP Address field enables you to enter one of the following address types:
l IPv4 format. Divided into four adjoining sub-fields, which must contain a numeric value between
0 and 255.
l IPv6 format. Divided into eight adjoining sub-fields and is displayed using either the full syntax or
the shorthand syntax.

Matrix value selection

A matrix field enables you to select values in a two-dimensional array of checkboxes. You can
select values relative to two factors: a row value and a column value.
Data-selection rules for a Matrix field:
l You might be required to make at least one selection in the field before you can save a record.
l You might be limited in the total number of selections that you can make.

Multiple reference selection

A multi-reference field enables you to select a record in the same application or a record in multiple
applications. A multi-reference field includes the following two components:

Chapter 2: Working with Records 13

Platform User's Guide

l Drop-down List. This list allows you to select the cross-reference or related records field from a
list that forms a relationship between the application in which you are working and other
applications, allowing you to relate one record to another.

l Pop-up Control. By clicking , you can select records from the application that you referenced
in the drop-down list.

If the field is configured to allow references to multiple applications, you see an Add New link
above the field. Clicking this link allows you to select related records from additional applications.
If the field is designed to allow references to only one application, you can select multiple records
from a single application.

Numeric data entry

A numeric field requires you to input numeric values. Numeric fields do not accept text or special
characters, but they accept both positive and negative numbers. Negative numbers can display in
black text, red text, or in black or red text surrounded by parentheses.
Data-entry rules for a numeric field:
l You might be required to enter a value in the field before you can save a record.
l You might be limited to a specific number of numeric characters that you can enter.
l You might be required to enter a unique value in the field. If you enter a value that already has
been saved in the field in another record, you are prompted to enter a new, unique value.
l You might be required to use a specific number of decimal places.

Record permissions assignment

A record permissions field requires that you have access privileges to the field. A record
permissions field can be displayed in any of the following control types:
l Drop-down lists
l Radio buttons
l Checkboxes
l Listbox
l Values pop-up

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Platform User's Guide

Data-selection rules for a record permissions field:

l You might be required to make at least one selection in the field before you can save a record.
l You might be restricted to a minimum and maximum number of users and groups that you can
select.
l You might be restricted to a specific number of users and groups from which you can select.
l You might be limited to select only groups for which you are a member.

Sub-form data entry

A sub-form is a group of fields embedded in an application or questionnaire. The sub-form is
designed to collect multiple entries for a record. You can enter data in a sub-form several times.

Example: Sub-form used for capturing comments

You are adding a record in an application and you encounter a Comments sub-form. When you click
Add New to make an entry in the sub-form, a new sub-form window opens, displaying three fields:
l User
l Comment
l Date

You fill out the fields in the sub-form, and click Save in the sub-form to save your entry and return to
the record. Later that day, you decide that you want to make another comment about the same
record, so you open the record for editing, click Add New to make an entry in the sub-form and fill
out the sub-form fields. When you click Save in the sub-form, both the entry that you just made and
the entry you made earlier in the day displays in a table in the record. The sub-form can also display
comments other users have made about the record.

You can add a sub-form record while viewing a child record without having to save the parent
record.

Note: When editing a record that has a sub-form, you must save the information in the sub-form and
save again in the record. If you exit the record without saving, you will lose the information that you
entered in the sub-form.

Data-entry rules for a sub-form:

l You might be required to make at least one entry in the sub-form before you can save a record.
l You might be restricted to a specific number of entries that you can make in the sub-form.
l You might be able to edit and delete entries made by other users, you might be able to edit and
delete only your own entries, or you might not be able to edit or delete sub-form entries at all.

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Platform User's Guide

Text area entry

A text area field enables you to format the text that you enter through the Rich Text Editor toolbar.
The toolbar supports standard keyboard shortcuts for most common tasks such as CTRL + X for cut,
CTRL + C for copy, and CTRL + V for paste.

Note: For non-western language users (Chinese, Japanese, and Korean), the Rich Text Editor
toolbar is not available. When you paste or enter non-western language text, the Rich Text area
displays HTML tags automatically. To change the HTML formatting, you must edit the tags
manually.

Button Tool Description

Find and Searches for a text string and replaces it with a different text string.
Replace

Cut Deletes the currently selected text and copies the text to the clipboard.
Text that is cut from a field remains available for pasting until the
clipboard content is replaced by another copy or cut operation.

Copy Copies the currently selected text in the system clipboard. Text that is
copied from a field remains available for pasting until the clipboard
content is replaced by another copy or cut operation.

Paste Pastes the contents of the clipboard into the rich text field at the current
insertion point. Formatted text that is copied from a field retains the
formatting when it is pasted into the rich text field.

Spell check Performs spell checking across all rich text fields on the current page.

Undo Reverses the previous action or keystroke from within the text area field.

Redo Reverses the effects of an “Undo” command.

Image Opens the Image Editor where you can edit images and upload them to
Manager the field.

Font Family Provides a list of font types, which can be used to format the currently
selected text.
If the text is truncated when it is printed, you can adjust the font size to
ensure the text prints properly.

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Platform User's Guide

Button Tool Description

Font Size Provides a list of font sizes, which can be used to format the currently
selected text.

Bold Applies bold formatting to the currently selected text. If the selected text
already is bold, this button removes the bold formatting from the text.

Italic Applies italic formatting to the currently selected text. If the selected text
already is italicized, this button removes the italic formatting from the
text.

Underline Underlines the currently selected text. If the selected text already is
underlined, clicking the Underline tool removes the underlining from the
text.

Strikeout Applies a strike-through to the currently selected text. If the selected text
is already struckout, this button removes the line from the text.

Superscript Applies a superscript to the currently selected text, or the text entered
following the insertion point after clicking the tool. If the selected text
already has superscript formatting, this button removes this formatting.

Subscript Applies a subscript to the currently selected text or the text entered
following the insertion point after clicking the tool. If the selected text
already has subscript formatting, this button removes this formatting.

Highlight Applies a highlight color to the currently selected text. The most recently
applied text color is displayed on the button.

Text Color Applies a color to the currently selected text. The most recently applied
text color is displayed on the button.

Align Left Aligns the currently selected paragraphs with the left margin.

Align Center Center aligns the currently selected paragraphs.

Align Right Aligns the currently selected paragraphs with the right margin.

Unordered Applies bullets to the currently selected paragraphs.

List

Ordered List Applies automatic paragraph numbering to the currently selected

paragraphs.

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Platform User's Guide

Button Tool Description

Outdent Decreases the current indenting for the selected paragraphs by one step
to the left.

Indent Indents the selected paragraphs one step to the right. To indent a
paragraph again, click the button again.

Remove Removes all formatting from the currently selected text.

Formatting

Insert Date Inserts the current date at the current insertion point.

Insert Inserts special characters into the field.

Custom
Character

Insert Table Inserts an HTML table in a text field at the current insertion point.

Hyperlink Links the currently selected text to an external FTP, HTTP, or HTTPS
Manager site or an email address (External Link tab), or to an internal page,
record, or workspace (Internal Link tab).

Horizontal Inserts a horizontal rule in the text field. When you click the tool, the
Rule Insert/Edit Horizontal Rule dialog box opens. You can set the width and
height of the horizontal rule and add a shadow.

Edit HTML Opens the HTML Source Editor dialog box, where you can edit the
HTML code of the text field. You can select the Word wrap option to
display the text in a wrapped format.

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Platform User's Guide

Button Tool Description

Bidirectional Inserts bidirectional (BiDi) text in Rich Text Area fields. Traditionally,
Text BiDi languages, such as Hebrew and Arabic, are written from right to
left, but can also contain text from other languages in a left-to-right
format. Using the Bidirectional Text tool, you can enter text from left to
right, right to left, or a combination of both. Additionally, you can search
and sort on any text that contains BiDi languages. The following
functions are currently not supported for BiDi languages:
l Calculations
l Notifications
l Print or Export
l Bullets and numbering in Firefox
l Bullets and numbering when the dir="rtl' tag is included on a list item
instead of the entire list

Search Records and search filters do not accept BiDi characters when
using all supported versions of FireFox.

Text entry
A text field enables you to input text values as one-line text boxes or as multi-line text areas. You
can also encounter a text field that displays a masked format in a defined format, such as an IP
address, a Social Security number, a telephone number, an email address, or a zip code.
Data-entry rules for a text field:
l You might be required to enter a value in the field before you can save a record.
l You might be restricted to a specific number of characters that you can enter.
l You might be required to enter a unique value in the field. If you enter a value that has already
been saved in the field within another record, you are prompted to enter a new, unique value.

User and group selection

A user/groups list field enables you to select users and groups from an application. A user or groups
list field may be displayed in any of the following control types:
l Drop-down list
l Radio buttons
l Checkboxes

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Platform User's Guide

l Listbox
l Values pop-up

Your name can be selected by default when you create a new record. If your name does not display
by default in the field, you can select your name along with the names of other users or groups.
Data-selection rules for a user or groups list field:
l You might be required to make at least one selection in the field before you can save a record.
l You might be restricted to a minimum and maximum number of users and groups that you can
select.
l You might be limited by the users and groups that are available for selection.
l You might be only able to select only groups for which you are a member.

Values from a values list selection

A values list field enables you to select from a list of values. A values list field can display in any of
the following control types:
l Drop-down lists
l Radio buttons
l Checkboxes
l Listbox
l Values pop-up

When there are a large number of values displayed in a Values Pop-up control, you may see a Find
field at the top of the control. The Find field enables you to search by keywords for a value in the
values list.
Data-selection rules for a values list field:
l You might be required to select a value in the field before you can save a record.
l You might be limited to the number of values that you can select when the values list is displayed
as checkboxes, a listbox, or a values pop-up (all of which enable you to select multiple values).

Printing Records
You can print an individual record or multiple records in a set of search results. In most cases, this
feature prints what is displayed on the screen. Some exceptions include Calendar, Card, and Map
formats, in which the data is printed in column format. Note the following important information
about printing options:

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l Records containing trending charts must be exported before the trending chart is displayed in a
printed format.
l The Print option renders the content as an HTML document is displays in a separate window for
printing. You cannot save the HTML document in this window.
l The width of each column is hard-coded to a static value. The HTML document cannot be
resized.
l The document can be printed even though the number of columns exceeds a single page. The
document can be manipulated to fit onto a single page by changing the page layout from Portrait to
Landscape, and scaling the document as low as 30 percent.

Print a record
1. View an individual record or multiple records in a set of search results.
2. Click .
3. From the browser, click Print.
4. Select the destination printer and click Print.
5. Click Close to close the image.

Note: Records containing trending charts must be exported before the trending chart is displayed in a
printed format.

Viewing Record History

Application owners can choose to embed the change information within a record in grid format or to
provide a View History Log link, which you can click to view the information on a separate page.

Note: The application owner can select specific fields in the application to be tracked in the History
Log. Changes are tracked for the selected fields. If you have not been granted access to a field,
changes to that field are not displayed for you in the History Log.

1. Open an existing record.

2. View the History Log section.
3. Select one of the following formats for the log:

Detailed
l Displays the initial entries and the respective changes to a record.
l Displays deleted items in red text with strike-through formatting.
l Displays additions to a field in blue text.

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l Provides you with the date and time of each change, the name of the user who made the
change, and a field-by-field description of each change.

Record version
Displays the last saved value for each tracked field, allowing you to quickly compare the
progression of changes in a record.

Page version

l Displays an About section for the record.

l Displays the general information for the record.
l Gives the option to review the Workflow and Response to the record.
l Gives the option to view the Affected Devices and Associated Vulnerabilities.

4. On the View History Log page, click Compare Record Versions.

5. Select the comparison version from the Compare Current Version field with the drop-down list,
and click Continue.
6. In the Format field, select a different display format to alter the display of the comparison.

Note: The record comparison view displays all fields in View mode. However, when you switch
to a Detailed or Record Version format, only fields that are tracked by the History Log field are
displayed.

Working with Records Enrolled in Workflow

You can use the Workflow toolbar to decide what with a submitted record.

Note: The information described in this topic is specific to the Workflow feature. For information on
the Advanced Workflow feature, see the Advanced Workflow topic in the RSA Archer Online
Documentation.

Accept a task record

1. Go to the application that contains the record that you want to update.
a. From the menu bar, click the solution menu.
b. From the Solutions list, click the solution.
c. From the applications list, click the application.

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d. Select the record.

2. Review the record.

3. From the Workflow toolbar, click Accept to accept the record and move it to the next stage in
the Workflow process.

Reject a task record and enter a comment

1. Go to the application that contains the record that you want to update.
a. From the menu bar, click the solutionmenu.
b. From the Solutions list, click the solution.
c. From the applications list, click the application.
d. Select the record.

2. Review the record.

3. From the Workflow toolbar, click Reject to reject the record and demote it to the previous stage
in the Workflow process.
4. Click Comment to leave a comment describing your decision for rejection.

Reassign a task record

1. Go to the application that contains the record that you want to update.
a. From the menu bar, click the solution menu.
b. From the Solutions list, click the solution.
c. From the applications list, click the application.
d. Select the record.

2. Review the record.

3. From the Workflow toolbar, click Reassign to reassign the record to another user or group.
4. Select the user or group and click OK.

View the history of a task record

1. Go to the application that contains the record that you want to update.
a. From the menu bar, click the solution menu.

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b. From the Solutions list, click the solution.

c. From the applications list, click the application.
d. Select the record.

2. Review the record.

3. From the Workflow toolbar, click History to view a history of the record in the Workflow
process.

Relationship Visualization
In RSA Archer, records can be related and cross-referenced in different applications,
questionnaires, and sub-forms. In these cases, it may be extremely difficult to see the relationship of
the records to one another. Relationship Visualization provides an efficient way to make sense of the
abundant data in your RSA Archer system.
Through Relationship Visualization, you can view complex relationships in a simple visual format.
This feature shows you the relationships of one record to another as they relate to your business
processes so that you can make informed strategic decisions in your business.
Key benefits of Relationship Visualization are:
l Consume data faster and easier.
l Navigate through complex relationship structures so you can focus on the information that you
want.
l Discover information as you visually navigate the relationship structure.

Relationship Visualization requires an HTML 5 enabled browser and requires minimal

configuration. Information is displayed on record nodes. Relationship Visualization uses the defined
theme for the record node title and background colors and body text.
For more information, see "Relationship Visualization" in the RSA Archer Online Documentation.
By default, the record node includes the key field as its title and the first three fields of the record
that have the property of Search Default Field in its body. This property is set on the Options tab of
the field. You can modify which fields display in the body by creating an XML file.

Supported fields and field formats

The following list provides the supported field types in the record node and display list and the
format in which each are displayed on the Relationship Visualization page.

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Field Node Display Display

Node Format Example/Comments
Type Display List Format

Date Yes Date Yes Date

Date/Time Date/Time

External No Yes Name (bound to Directions to Office

Links hyperlink)

IP Address Yes Same as View Yes Same as View

format format

Numeric Yes Prefix, Suffix Yes Prefix, Suffix

Text Yes No special Yes No special

formatting formatting

User/Group Yes Semi-colon Yes Semi-colon Alphabetically sorted

List separated separated within each category
Users (Last, Users (Last, Smith, Joe; Wilson,
First), then First), then Sally; BCM Owners;
Groups Groups
(Groupname) (Groupname)

Values List Yes Semi-colon Yes Semi-colon Midwest; Northeast;

delimited list of delimited list of Southwest:Arizona;
text values text values Southwest:California;
Colon delimited Colon delimited
of hierarchical of hierarchical
values values

Record Yes Semi-colon Yes Semi-colon Alphabetically sorted

Permissions separated separated within each category
Users (Last, Users (Last, Smith, Joe; Wilson,
First), then First), then Sally; BCM Owners;
Groups Groups
(Groupname) (Groupname)
Alphabetically Alphabetically
sorted within sorted within
each category each category

First Yes Date/Time in Yes Date/Time in

Published user Time Zone user Time Zone
Date

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Field Node Display Display

Node Format Example/Comments
Type Display List Format

Last Yes Date/Time in Yes Date/Time in

Updated user Time Zone user Time Zone

Record Yes String value Yes String value Localized where

Status translation exists

Tracking Yes Prefix, Suffix Yes Prefix, Suffix

ID

Unsupported field types

Category Field Type

Basic Attachment
Image
Voting

Advanced Discussion
CAST (Cross Application Status Tracking)
Cross-Reference
Matrix
MRDC (Multiple Reference Display Control)
Questionnaire Reference
Related Records
Scheduler
Sub-Form

System Access History

History Log

Configuring Relationship Visualization

Relationship Visualization requires minimal configuration. The default behavior of Relationship
Visualization is as follows:

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l The key field is the title of the record node.

l The first three fields of the record with the property of Search Default Field display in the record
node. Fields are chosen by Field ID and listed sequentially in the record node.
l The node colors and text use the Page Effects and Text Styles properties from the defined theme.
l The connecting lines from record node to record node use the Section Heading properties of the
theme.

If you want to customize what you see, you must create an XML file and attach it to the specific
module in the Documentation section on the General tab.
By customizing Relationship Visualization, you can:
l Specify display fields
l Specify node fields
l Limit the relationships displayed

Visualization XML file

The visualization.xml file contains the module level, display fields, and reference fields. The name
can include a prefix, for example, risk_visualization.xml, but the file name must end with
visualization and the xml file extension. This XML file must be attached to the specific module in
the Documentation section on the General tab.
If there are multiple XML files attached to the same module, RSA Archer uses the most current one
based on its date and time stamp. When defining fields and levels in the XML file, you must use the
Alias property of the field.

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Example of the visualization.xml file

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Syntax and required sections

The XML file is case sensitive and must include the following sections:

Module Identifies the module. If a module has multiple levels, you must define each level in
Level the XML file. Each level must include Display Fields, Node Fields, and Reference
Fields.

Display Identifies the fields that are listed in the Display Field list of the overview pane. You
Fields can have unlimited display fields.

Node Identifies the fields that are displayed on the record node. Fields are identified by
Fields their aliases. You are limited to three fields. If you do not specify node fields, these
fields are not shown on the record node.

Reference Identifies the relationships of the record. The Reference Fields section is a whitelist
Fields and contains the fields that you want to include. If you do not specify reference fields,
relationships are not shown when you double-click a record node. You can have
unlimited reference fields.

Create the Visualization XML file

Complete this task to create the visualization.xml file for customizing what you see on the

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Relationship Visualization page.

1. Open a text editor.
2. Structure your file using the exact syntax as shown in the following example:

Important: The XML file is case sensitive. When defining fields in the XML file, you must use
the Alias property of the field.

3. Save and name the file.

The file name must end with visualization and the XMLfile extension. The name can have a
unique identifier if it precedes the word visualization, for example, risk_visualization.xml.
4. Attach this XML file to the applicable module in RSA Archer.

Navigating in Relationship Visualization

Record relationships include any cross-referenced field, related record field, or sub-form in that
record. When you select the Related icon ( ), the field and its relationships display on
the Relationship Visualization page. 

To view the relationships of a record, click on the toolbar of the record details, as
shown in the following example:

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Record nodes

Clicking displays the record nodes for the Navigation.

Record node navigation

The following example shows the first level links of a record node.

Record node display field

Single click a record node to refresh the Display Field list with the fields of that record.

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Record node relationships

Double-click a record node to show its relationships to other records.

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Go to record details from Relationship Visualization

1. Go to the Relationship Visualization page.

a. From the menu bar, click the solution workspace.
b. Go to the record browser, and click the link to the record that you want to view.

c. Click on the toolbar.

2. After finding the record you want to edit from a record node, click the record node to refresh the
Display Fields list.
3. Click Go To Record.
The record details for the record selected in Relationship Visualization are displayed.

Viewing Records in Relationship Visualization

Change the display view of the record nodes from the menu bar.

Change the display view

By default, record relationships are displayed in a hierarchical structure.

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1. Go to the Relationship Visualization page.

a. From the menu bar, click the solution workspace.
b. Go to the record browser, and click the link to the record that you want to view.

c. Click on the toolbar.

2. On the menu bar, click the option for the structure type you want to see.

Menu options

Menu
Description
Option

Hierarchical Shows the relationships in a treelike structure with cross-reference relationships

above the selected record node and related-record relationships below the selected
record node.
Hierarchical Hierarchical Expanded

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Menu
Description
Option

Circular Shows the relationships in the form of a circle.

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Menu
Description
Option

Directed Shows the relationships in a horizontal structure. If the relationships are not in a
treelike structure, this view is not available. If data cannot be displayed in this
view, the data is display hierarchically.

Max Hides the Overview pane so that the viewing area is completely expanded.

Min Shows the Overview pane.

View the relationships of a record from the record details

1. Go to the record details of the record for which you want to view relationships.
a. From the menu bar, click the solution workspace.
b. Go to the record browser, and click the link to the record that you want to view.

2. On the toolbar, click .

3. Do one of the following:
l To see the entire view of the image, click Max on the menu bar.
l To see other relationships of the record, double-click a cross reference or related record.

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l To see the fields of the record, scroll the Display Fields section in the Overview pane.
l To edit a record, click Go To Record in the Display Fields list.
4. Close the Relationship Visualization page when you are finished viewing the record.

Data Import
The Data Import feature enables you to import records into an application, questionnaire, or sub-
form from an external data file. Importing data through the Data Import feature rather than entering
it manually can save you a lot of time. With good preparation, a data import can be completed
quickly and easily.

File format for data imports

The import file must be a flat, delimited-values data file. A flat file contains all data in a single table
and does not include any hierarchical structure. The following information applies to a delimited file
format:
l Each row is equal to one record, and field values are separated in each record by a comma, tab,
or other designated character.
l If your file contains multiple values in individual fields, those values are separated with a
secondary delimiter, such as a semicolon or pipe (|).
l If your Field Delimiter is a character that appears in individual field values, for example, a
comma that separates text strings, the system reads those characters as delimiters. The delimiters
separate the field data that comes before and after the commas into two separate field values. Do
one of the following to ensure that this does not occur:
o Use single or double quotes to enclose field values in your data file, for example, "Server,
Router." Characters enclosed in quotation marks are not interpreted as delimiters.
o Choose Field and Values Delimiters for your data file that do not occur anywhere in your field
values. The pipe (|) and circumflex accent (^) characters are good examples of uncommon
characters that work well as delimiters.

Importing data into leveled applications

When importing data into a leveled application, you must import the data separately for each level,
starting with the top level. You create separate source files by first exporting data from each level
that contains data that you want to import.
For each level you must run an advanced search that includes only the fields for a specific level and
a parent-level field. During mapping, you match each data level to the appropriate level fields and
the parent level data to the appropriate parent level field. This creates the association between the
parent and child levels.

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Important: Importing individual columns into specific levels from a single master file creates
duplicate upper-level records and lower-level records are not associated with their parent records.

Your level-2 import file must contain:

l All the level-2 field values you want to import.
l The unique values for a field in level 1 of the application, such as the Tracking ID field.

Your level-3 import file must contain:

l All the level-3 field values you want to import.
l The unique values for a field in level 2 of the application, such as the Tracking ID field.

Importing Data into a Record

After you have prepared your external data file and your application, questionnaire, or sub-form for
data import, you can begin the import process using the Data Import Wizard. The wizard asks you to
select your data file, configure import options, and map import data to application fields.

Step 1: Select the record

1. Go to the Record Browser for the record.

a. From the menu bar, click the Workspace Name menu.
b. Under Solutions, click the solution.
c. Under Applications, click the application to which the record belongs.

2. Select the record to which you are importing data.

3. Click Import Data.

Step 2: Select the data file and import options

1. In the Import File field of the General Information section, do one of the following.
l Enter the source file name.
l Click Browse to select the source file.
a. Click Add New.
b. Select the file you want to import.
c. Click OK.

Note: If you make changes to the source file after uploading it to the Data Import Wizard, you
must upload the file again before initiating the data validation and import process.

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2. In the File Encoding field, select the applicable format for the import file.
3. In the Format Options section, select the field and values delimiters.
l If the field delimiter for your import file is a character other than a comma or a tab, enter the
correct character in the Other field.
l If the values delimiter for your import file is a character other than a semicolon or pipe (|),
enter the correct character in the Other field.
4. In the Locale field, select the locale language of the input file.
5. In the Header Row field, do one of the following:
l If the first row of data in your file contains field names instead of actual record data, select
File Contains Header Row.
l If the first row of data in your file contains actual record data, select File Does Not Contain
Header Row.
6. In the HTML Formatting field, indicate whether fields in your data file contain HTML
formatting.
7. In the Advanced Options section, complete the fields for specifying advanced import options.
These should including how to determine if your data fields contain field value quotes and if you
want to send a notification for each record created and updated after the import cross has
completed.

Available advanced options

Considerations Available Options

Are any field If yes, select the double quotes or single quotes option.
values quoted in If you have none, than select none.
your data file?

Should imported If notifications are enabled for the application into which you are importing
records be data, select to send notifications for your imported records.
allowed to trigger If you are importing a large number of records, triggering a notification
notifications? email for each record may produce a heavy load on the email accounts of
users who are subscribed to a notification template for the application.

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Considerations Available Options

Should invalid If you select Import Invalid Cross References, records that contain invalid
cross references cross-reference values are imported, but the invalid values are not.
be imported? If you select Do Not Import Invalid Cross-References, each of the cross-
references in the record are validated. If any are found to be invalid, the
Data Import Wizard reports errors after the Validating Records import
stage and prevents you from completing the data import.

How should If you select to replace existing cross-reference values, the existing data in
existing the application is replaced with the data from the import file. Data existing
references be prior to the import process is removed.
handled? If you select to append cross-referenced data, the system leaves all
existing values in the record intact and adds new cross-reference values
from the data file to the records.

8. Click Next.

Step 3: Select unique record identifiers

The steps for selecting unique record identifiers vary depending on the type of data import you are
performing.

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1. Begin on the Step 2 - Identification page of the Data Import Wizard.

2. In the General Information section, select whether to import new records or update existing
records:

Unique record identifier options

Options Description

Import If you are importing new records, existing records in your application remain
New unchanged. The new records are added to the existing population of records in the
Records application.

Update If you are updating existing records, the system examines them. When there is a
Existing match between a record in your application and record in your external data file,
Records the existing record is updated with the imported record. If your external data file
contains records that do not match any records in your application (according to the
unique record identifier that you specify), those unmatched records are added as
new records in your application.

3. If you are updating existing records with your data import, do the following:

a. In Application Field(s), click .

b. Select one or more fields whose values serve as the unique record identifier.
This allows the Data Import Wizard to match records in your external data file with records
in the application, questionnaire, or sub-form.

Step 4: Map import data to application fields

1. Begin on the Step 2 - Identification page of the Data Import Wizard.
2. In the Import Type field of the General Information section, select the file type.
3. (Optional) In the Application Field(s), select the fields for update.
4. In the Import Fields Mapping section, do one or more of the following:
l To map imported fields, select the corresponding field in the Application Fields drop-down.
l To specify not to import one or more columns of data from your import file, select Do Not
Import from the corresponding columns in the Data Import Wizard.
l To update existing records or to import sub-form entries, map the field that you selected as a
unique identifier to the appropriate field in the field mapping grid.
5. (Optional) If you have mapped a Date field in the import file to a Date field in the application,
specify the format for date and time values in the import file.
6. Click Next.

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Step 5: Initiate data validation and import

1. Review the Data Import Wizard Settings.
2. Make any necessary corrections and begin the import process again (starting on the first page of
the Data Import Wizard).
3. Click Import.
Important: Do not close this window or log off from the system during this stage of the import
process. Doing so causes adverse results.

4. (Optional) If additional errors are found, go back and correct them as necessary and click import
again.
5. When the import is completed successfully, click Continue.

Record Export
The export feature enables you to export the information contained in a record. This feature exports
what is displayed on the page. Exceptions include Calendar, Card View, and Map formats, in which
the data is exported in column format. Records containing trending charts must be exported before
the trending chart displays in a printed format.
You can export a record using either the standard or mail merge method.

Exporting records using the standard method

You can use the following formats when using the standard method to export a record.

File Description

Rich Stores data in an RTF document as a Word table. The table is set to Automatic resize
Text File to fit content. The RTF document always fits to the width of one page. Also note that:
l If the width of a page is changed in Word (for example, changing from Portrait to
Landscape) the table is resized automatically.
l If the file contains rows that are wider than the page, and a compressed version
would make the columns extremely small, the right side of the report is truncated.
l If the file contains an HTML table with hard-coded widths that extend beyond the
width of the page, the report will be truncated. To avoid this condition, define table
widths as percentages.

Use this export type when the exported file does not contain an extended number of
columns.

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File Description

Adobe Stores data in a PDF file. The content of this file is static, and therefore cannot be
PDF resized after the document is created.
The content is rendered on multiple pages when a row extends past the right margin.
Columns are automatically sized so that a column never expands multiple pages.
Use this export type when a record or report has a large number of columns. The
columns will not be truncated.

Microsoft Stores data in an Excel spreadsheet. This export type does not include the original
Excel formatting. The data will not look the same as it does in RSA Archer.
Use this export type for performing computations, reporting or charting data, or both
when not possible in RSA Archer.

Using Excel as a .CSV editor

While Microsoft Excel is a tool that most users have for editing comma-separated
values (.csv), it occasionally may make changes to your data file that you do not
expect. If you use Excel only to preview your files, there should be no problems.
However, if you save your file in Excel, you may find that the saved version is
different from what you anticipated.
Note the following types of changes that may occur in your files:
Values Description
Date Excel converts these to use its format. You can use this feature to your
Values advantage if you are pulling values in from disparate sources.

Points of Excel manipulates decimal places to use its format.

Precision

Quoted Excel uses quoted strings if they are necessary, and strips extra ones if
Strings they are not.

Cell A cell in an Excel spreadsheet holds a finite number of characters. If

Limitations your .csv file exceeds this limit, saving it in Excel corrupts your data.

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File Description

CSV Stores data in a comma-delimited file. This export type works best for flat data. If you
are exporting hierarchical data, use the XML file type.
Use this export type for transferring data from RSA Archer to another system.

CSV File Export

Data in the CSV file is enclosed in quotation marks so that it is easily identified when
parsing the data. The following is an example of data exported to a CSV file.
"Value1","ABC Company","12/11/2011 12:51 PM","Value2;Value3""","My
Document.docx","Google:http://www.google.com;RSA:http://www.archer.com","
My Photo1.jpg;My Photo2.png","In Scope:Afghanistan;Out of Scope:Albania;In
Scope:Algeria;Out of Scope:Angola;In Scope:Argentina;Out of Scope:Austria;Out
of Scope:Azerbaijan;Out of Scope:Bangladesh;In Scope:Belarus;In
Scope:Belgium/Luxembourg","Doe,Jane;Doe,Joe;Smith,JR"
Parsed data:
Data Type Example Value
List Field "Value1"

Text Field "ABC Company"

Date and "12/11/2011 12:51 PM"

Time

Value List "Value1;""Value2;Value3"""

Attachment "My Document.docx"

External "Google:http://www.google.com;RSA:http:www.archer.com"
Links

Images "My Photo1.jpg;My Photo2.png"

Matrix "In Scope:Afghanistan;Out of Scope:Albania;In Scope:Algeria;Out of

Scope:Angola;In Scope:Argentina;Out of Scope:Austria;Out of
Scope:Azerbaijan;Out of Scope:Bangladesh;In Scope:Belarus;In
Scope:Belgium/Luxembourg"

User/Groups "Doe,Jane;Doe,Joe;Smith,JR"

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File Description

HTML Renders the content as an HTML document. The width of each column is hard-coded
File to a static value. The HTML file cannot be resized after the document is created.
The document can be printed even though the number of columns exceeds a single
page. The document can be manipulated to fit onto a single page by changing the page
layout from Portrait to Landscape and scaling the document as low as 30 percent.
Use this export type when sending content by email and viewing content in a browser
or in any application capable of rendering an HTML document. This export type works
well for printing documents that have a small number of columns.

XML Fil Stores the data in an XML file. The XML structure is best for complex hierarchical
e data.
Use this export type when the exported data contains complex data, such as
attachments, sub-forms, or cross-references. The XML format is used for transferring
data from RSA Archer to another system.

Exporting records using mail merge

The mail merge method enables users to export a record into a Mail Merge template created in
Microsoft Word. 

Mail merge conditions

l Documents are exported as a .doc file type. Exported attachments do not display styles or
formatting that are only available in .docx or .dotx files.
l Exported records are generated in real time. Changes that occur to a record after it is queued are
not reflected in the exported file.
l Exported records conform to the layout of the Word document, with the exception of attachments.
Attachments are inserted inline on a separate page and retain their original formatting.
l If a mail merge template includes a field that is empty in the record, the field displays as blank in
the exported file, and a message is logged to the log file.
l If you delete a mail merge template after queuing a job for export, the system logs a message in
the log file that indicates that the template is missing. For the Run job and send email notification
when finished option, the message is logged but no email notification is sent.
l If a record contains images, the images are rendered as the same size and in the format defined in
the output file. For example, if a record contains an image that is larger than the page layout, the
image is truncated in the output file.
l If a record contains Word attachments, the attachments are included in the exported file, each
starting on a separate page.

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l Original formatting is replaced with the styes in the Mail Merge template, which may result in
unexpected formatting changes in the exported document.

Mail merge export methods

Method Description

Run job The record is exported inline with the current jobs. While this process is
immediately running, no other action can be executed.

Run job and send The export job is queued and processed with other jobs as prioritized. You can
email queue the job and let it process and then send you an email notification when
notification when the job finishes. You can continue to work in RSA Archer.
finished This option is not available if there is not an email address associated with the
user profile.

Exporting Records
You can export a record using either the standard or mail merge method.

Export a record using the standard method

1. Go to the Record Browser.

a. From the menu bar, click the solution menu.
b. Under Solutions, click the solution.
c. Under Applications, click the application to which the record belongs.

2. Select the record you want to export.

3. Do one of the following: 
l To export a record, select the record you want to export, and click .
l To export multiple records, run an advanced search, and click .
4. Select the applicable display format for the export file.

Note: If you select Column - Hierarchical, only the parent relationships count as records. If you
select Column - Flat, parent and children relationships are counted as records. In Column - Flat
format, the record count matches the number of rows in the exported file.

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Important: If a security message displays when you attempt to download the file, change your
browser security settings to allow downloads and pop-ups for RSA Archer. If you are using
Microsoft Internet Explorer, add RSA Archer to the Local intranet zone.

5. Click on Click here to access the exported file.

6. Click Open to open the exported file.
7. Close the Export Complete message.
8. Close the Export Options dialog box.

Export a record using mail merge

To use this option, a mail merge template must exist and you must have an email address associated
with your user account.
1. Go to the Record Browser.
a. From the menu bar, click the solution menu.
b. Under Solutions, click the solution.
c. Under Applications, click the application to which the record belongs.

2. Select the record you want to export, and click .

3. In the Report Template section, click the template that you want to use.
4. In the Method field, select Run job immediately or Run job and send email notification when
finished.
5. Log on to RSA Archer and go to the email containing the link to the exported file.
6. Click Save.
7. Click Save or Save and Close.
l Click Save to apply the changes and continue working.
l Click Save and Close to save and exit.

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Chapter 3: Working with Questionnaires

Assessments (records in a questionnaire) are designed to assess compliance against an internal
control or a regulatory requirement. Depending on your role, you might be asked to:
l Complete an assessment
l Review an assessment
l Evaluate findings from an assessment

Completing Assessments
Assessments are designed to assess compliance against an internal control or a regulatory
requirement. If you are responsible for managing a business process, technical asset, vendor
relationship, or some other organizational object, you may be asked to fill out an assessment. You
complete your assigned assessments through the Record Browser or Search Results page. When
completing an assessment, you can include question-specific comments to support your answers,
attach supporting evidence, and delegate additional users to an assessment as needed.
After an assessment is completed and submitted, it then goes to the assigned Reviewer for review
and approval.

Question formats
When you fill out an assessment, you may be presented with questions in any of the following
formats:

Format Description

Attachment This question type allows you to upload documents or images to provide supporting
information or evidence.

Cross- This question type enables you to associate the questionnaire record you are filling
Reference out with records from another application or questionnaire. For example, you could
answer the question "Who is responsible for monitoring the security of the server
room?" by selecting a user from your related Contacts application.

Date This question type allows you to enter or select a date value.

Numeric This question type enables you to enter positive or negative numeric values.

Text This question type allows you to provide a free-form response.

Values List This question type allows you to select from a predefined list of answers.

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Complete an assessment
1. Access the assessment you want to complete in one of the following ways:
l If you received the questionnaire as an email attachment, click the link provided in the email.
l From the Search Records page.
a. From the menu bar, click solution .
b. Under Applications, select an application.
c. Click Search.
d. Perform a Search for the desired questionnaire.
e. Click the Add New button.

l From the Workspace menu.

a. From the menu bar, click solution .
b. Under Applications, select questionnaire name.
c. Click Add New Record.

2. In the Add New Record dialog box, click and select the record from the target application
that you want to assess through the questionnaire record.
3. Click OK.
4. Click Apply.
5. Review the instructions listed in the Instructions section. These instructions explain how to
complete the four sections of the assessment:
a. Answer questions.
b. Add comments.
c. Change the status.
d. Save or Exit the assessment.
6. Complete the appropriate fields in the General Information section.
7. Answer the questions provided in the assessment.

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8. Add comments to questions as appropriate:

a. Click next to the question and complete the appropriate fields in the Questionnaire
Comments page.
b. Click Save.

Note: When a comment has been added to a question, the Comment icon changes from to .

9. Submit the questionnaire for approval:

a. In the General Information section, select Submitted from the Submission Status list.
b. Verify that the remaining fields in the General Information section are completed as
appropriate.
c. Click Submit.

Note: If you are unable to complete an assessment, you can click Save and come back to it later.

Reviewing Assessments
Complete this task to review an assessment in the Review stage after an individual has submitted a
completed assessment.
As a reviewer, you are responsible for ensuring the accuracy of the answers provided in the record.
In addition, if you find the questionnaire inadequate, you can add comments to specific questions
requesting that the submitter provide more detail or justification for an answer. After editing the
assessment for accuracy and making any necessary comments, you need to either approve or reject
the content.

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1. Access the assessment you want to complete in one of the following ways:
l If you received the questionnaire as an email attachment, click the link provided in the email.
l From the Search Records page.
a. From the menu bar, click solution .
b. Under Applications, select the Questionnaires.
c. Click Search.
d. Perform a Search for the desired questionnaire.
e. Select the assessment from the search results.

l From the Workspace menu.

a. From the menu bar, click solution .
b. Under Applications, select the questionnaire.
c. Select the assessment.

2. Review the submitted answers for accuracy. If you notice any errors or find an answer that is not
supported with sufficient documentation, do one of the following:
l Click next to the question to attach a comment describing the error.
This enables the original submitter to understand what steps need to be taken so that the
assessment can be approved.
l Correct the answer.
When a comment has been added to a question, the Comment icon changes from to .

3. In the Reviewer field, click and select your name.

4. From the Review Status list, select one of the following:
l Rejected. Select to send the record back to the submitter. The submitter then references your
comments to ensure the assessment meets the expected requirements.
l Approved. Select to approve the record.
5. Click Save.
6. Click Close.

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Evaluating and Resolving Findings

Findings document incorrect answers to questions in a questionnaire record and allow you to
document, categorize, and remediate issues of non-compliance. Findings are managed through the
Findings application and can be automatically generated when findings rule criteria are satisfied or
may be manually created by users. For each finding, you have the choice to either remediate the
issue or accept the risk.

View findings from a questionnaire

If you enabled Findings for a questionnaire, you can view the related findings from the questionnaire
record page. Findings are displayed in the Quantitative Summary section of the Questionnaire as
well as in the Findings cross-reference field.

Important: To work with Findings, your user account must have access to both the questionnaire
and to the Findings application.

1. Go to the Findings section of the questionnaire.

a. From the menu bar, click solution.
b. Click Findings.

2. Click the Finding ID for the Finding record that you want to view.

3. Click when you are finished reviewing.

Remediate a finding
The following steps apply to a default questionnaire. Your administrator may have customized the
questionnaire.

Important: To work with Findings, your user account must have access to both the questionnaire
and to the Findings application.

1. Go to the Findings section of the questionnaire you want to modify.

a. From the menu bar, select the solution.
b. Click Findings.

2. Click the Finding ID for the Finding record you want to view.
3. Click Edit.
4. In the Description section, in the Response field, click Remediate Risk.

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5. Complete the fields in the Remediation section as follows:

a. To add a new Remediation Plan record, click Add New.
b. Complete the fields provided and click Save to save the Remediation Plan to the Findings
record.
c. In the Remediation Validated field, select Yes.
6. Continue to update the Findings record as needed. Depending on your organization, you may also
need to update the values in the Workflow section.
7. Click Save or Apply.
l Click Save to save and exit.
l Click Apply to apply the changes and continue working.
8. Click Save or Save and Close.
l Click Save to apply the changes and continue working.
l Click Save and Close to save and exit.

Accept the risk of a finding

The following steps apply to a default questionnaire. Your administrator may have customized the
questionnaire.

Important: To work with findings, your user account must have access to both the questionnaire and
to the Findings application.

1. Go to the Findings section of the questionnaire you want to modify.

a. From the menu bar, select the solution.
b. Click Findings.

2. Click the Finding ID for the Finding record that you want to view.
3. Click Edit.
4. In the Description section, in the Response field, click Accept Risk.
5. To link the Finding record to an existing Exception Request, do the following:
a. In the Exception Request section, click Lookup.
b. Select the appropriate record.
c. Click OK.

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6. To create a new Exception Request record, do the following:

a. In the Exception Request section, click Add New.
b. Complete the fields.
c. Click Save.
7. Click Save or Apply.
l Click Save to save and exit.
l Click Apply to apply the changes and continue working.
8. Click Save or Save and Close.
l Click Save to apply the changes and continue working.
l Click Save and Close to save and exit.

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Chapter 4: Managing Tasks

Task management enables you to create, assign, track, and manage open and completed activities.
You can view detailed status reports of open tasks and a history of completed tasks. The Task
Management application is accessible from any application with task management enabled.
When an application includes task management, tasks related to records in that application are
tracked and logged in a related records field called Open Tasks/Activities. In addition to viewing
tasks in a record, you can use the Task-Driven Landing page to see your assigned tasks. The Task-
Driven Landing page enables you to select reports detailing tasks that have been assigned to you.

Task management use case

A risk manager can create assignments to correct an assessment finding. The assigned individual
can view all assigned remediation tasks in the Task-Driven Landing page.
As the remediation progresses, the original risk manager can track the completion status of all
remediation tasks. The risk manager can view a single record or run a search on a group of findings.

Create and assign a task

1. Open a record in an application that has task management.
2. In the application's record, click Add New in the Open Tasks/Activities field to open a new Task
Management record.
3. Complete applicable information related to the task.
4. Click Save or Apply.
l Click Save to save and exit.
l Click Apply to apply the changes and continue working.

Complete a task
1. Do one of the following to open a task record:
l If Task Management is enabled for an application, select the record that contains the task and
select the task you want.
l In the My Tasks iView, select Current Tasks from the Display list and select the task you
want.

2. Click to edit the record.

3. From the Status list, select Complete or Deferred to close the task.

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4. Do one of the following:

l To enter completion date, enter the date the task was finished, or select the date by clicking
in the Completion Date field.

l To defer the task to another user, click in the Delegates field to select that user.
5. In the Resolution field, enter a detailed description of how the task was resolved.
6. Click Save or Apply.
l Click Save to save and exit.
l Click Apply to apply the changes and continue working.

Change the status of a task

You can track or change the completion status of tasks stored in one application against records in
another application. For example, you could track whether security controls found in one application
have been implemented for assets found in another application.
1. Go to the record that you want to track the status of a task.
a. Click the Workspace menu you wish to view.
b. Under Solutions, select the solution you want to view.
c. Under Applications, click the application to which the record belongs.

2. Click the Cross-Application Status Tracking (CAST) field and click View/Edit Related
Application Name.
The following example shows a CAST field related to the Vulnerabilities application:

3. Click the linked task whose status you want to change.

4. Locate the CAST field in the record and click the linked status.
The following example shows the CAST field Implementation Status.

5. From the Status list, select the appropriate status for the task.
6. (Optional) Enter notes about the status change in the Notes field.
7. Click Save.

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View tasks associated with a record

1. Open a record in an application that has task management.
2. In the Open Tasks/Activities or Closed Tasks section, select the task that you want to view.

View your tasks

1. Navigate to a workspace that displays the My Tasks iView.
2. In the My Tasks iView, select one of the available reports from the Display list.
3. From the report, select the task that you want to view.

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Chapter 5: Schedule Management

This sub-solution contains the Appointment application that enables users to schedule appointments
for a use case.
For example, the RSA Archer Audit Planning & Quality use case uses this feature to schedule
resources for engagements. These resources are tracked through an appointment schedule.

Appointment application
The Appointment application stores all data related to individual appointments. Use this application
to schedule appointments to which you want to assign resources. For example, you can use this
application in the Audit Planning & Quality use case to schedule and assign resources to
engagements.
To use the Appointment application, you must create a Scheduler field in the application from which
you intend to manage appointments. For more information on the Scheduler field, see the Scheduler
topic in the RSA Archer Online Documentation.
Appointments are tracked by date only. When an appointment is added with the same start and end
dates, it does not appear in the schedule.

Appointment tasks
l Adding Appointments
l Deleting Appointments
l Exporting Appointments
l Searching for Appointments
l Viewing Appointment Reports

Adding Appointments
You can add an appointment from the schedule or resource view. In the schedule view, you can
drag-and-drop appointments from one resource to another or move the start and end dates by moving
the start and end points of the appointment.
The process of adding appointments is the same as working with all applications in RSA Archer.
l If any icons of a task are not available for selection, you do not have access rights to perform the
associated task.
l If the application contains a Record Permissions field, you may not have access rights to every
record in the application.

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l If the application contains private fields for which you do not have access rights, you cannot view
or edit those fields.

Note: Appointments are tracked by date only. When an appointment is added with the same start and
end dates, it does not appear in the schedule.

Add an appointment

1. Go to the Appointment records page.

a. From the menu bar, click the Workspace Name menu for the workspace that Schedule
Management is assigned to.
b. From the Solutions list, select Schedule Management.
c. From the Applications list, click Appointment.

2. Click .
3. In the Appointment Information section, enter the name, appointment start date, end date,
duration, and type.
Important: Appointments are tracked by date only. When an appointment is added with the
same start and end dates, it will not appear in the schedule.

Option Description

Name Specifies the purpose of the appointment.

Appointment Specifies the date that the appointment begins.

Start Date

Duration Specifies the number of hours dedicated to the appointment. The duration is not
(Hours) reflected by the start and end dates of the appointment. For example, for an
audit engagement, the resource might be scheduled for 4 hours in a 2 day span.

Appointment Specifies the date the appointment ends.

End Date

Type Specifies whether the appointment is billable or non-billable time. Personal time
off (PTO) is an example of Non-Billable time.

4. In the Appointment Detail section, select the parent and the record to which the appointment is
being attached, and the resource application and resource that is being scheduled.

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Option Description

Parent The parent application and the record to which the appointment is being attached.

Resource The resource application (for example, Contacts) and the resource that is being
scheduled.

Note: The Parent and Resource options are populated by the selection you make for one or the
other. When you select a Parent module, only the related resource is available for selection in
the Resource option.

5. Click .

Add an appointment by copying another appointment

1. Go to the Appointment records page.

a. From the menu bar, click the Workspace Name menu for the workspace that Schedule
Management is assigned to.
b. From the Solutions list, select Schedule Management.
c. From the Applications list, click Appointment.

2. Select the appointment, and click .

3. In the Appointment Information section, modify the new appointment.
Important: Appointments are tracked by date only. When an appointment is added with the
same start and end dates, it will not appear in the schedule.

Option Description

Name Specifies the purpose of the appointment.

Appointment Specifies the date that the appointment begins.

Start Date

Duration Specifies the number of hours dedicated to the appointment. The duration is not
(Hours) reflected by the start and end dates of the appointment. For example, for an
audit engagement, the resource might be scheduled for 4 hours in a 2 day span.

Appointment Specifies the date the appointment ends.

End Date

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Option Description

Type Specifies whether the appointment is billable or non-billable time. Personal time
off (PTO) is an example of Non-Billable time.

4. Go to the Appointment Detail section and do the following:

Option Description

Parent The parent application and the record to which the appointment is being attached.

Resource The resource application (for example, Contacts) and the resource that is being
scheduled.

Note: The Parent and Resource options are populated by the selection you make for one or the
other. When you select a Parent module, only the related resource is available for selection in
the Resource option.

a. In Parent, select the parent application and the record to which the appointment is being
attached.
b. In Resource, select the resource application (for example, Contacts) and the resource that is
being scheduled.
5. Click .

Edit an appointment
If an appointment was created while working offline, you must reestablish the relationships between
the parent and resource modules. Complete step 3 to specify these relationships.
1. Go to the Appointment record page of the appointment you are editing.
a. From the menu bar, click the Workspace Name menu for the workspace that Schedule
Management is assigned to.
b. From the Solutions list, select Schedule Management.
c. From the Applications list, click Appointment.
d. Click the appointment record that you want to edit.

2. In the Appointment Information section, modify any of the information you want.
Important: Appointments are tracked by date only. When an appointment is added with the

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same start and end dates, it will not appear in the schedule.

Option Description

Name Specifies the purpose of the appointment.

Appointment Specifies the date that the appointment begins.

Start Date

Duration Specifies the number of hours dedicated to the appointment. The duration is not
(Hours) reflected by the start and end dates of the appointment. For example, for an
audit engagement, the resource might be scheduled for 4 hours in a 2 day span.

Appointment Specifies the date the appointment ends.

End Date

Type Specifies whether the appointment is billable or non-billable time. Personal time
off (PTO) is an example of Non-Billable time.

3. In the Appointment Detail section, modify the information you want.

Option Description

Parent The parent application and the record to which the appointment is being attached.

Resource The resource application (for example, Contacts) and the resource that is being
scheduled.

Note: The Parent and Resource options are populated by the selection you make for one or the
other. When you select a Parent module, only the related resource is available for selection in
the Resource option.

4. Click .

Deleting Appointments
Complete this task to delete an appointment that is no longer valid.
1. Go to the Appointment records page.
a. From the menu bar, click the Workspace Name menu for the workspace that Schedule
Management is assigned to.
b. From the Solutions list, select Schedule Management.

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c. From the Applications list, click Appointments.

2. Select the appointment you want to delete, and click .

3. Click OK to confirm the deletion.
4. Click .

Exporting Appointments
The appointment detail is not exported or printed. You can export and print all other attributes of the
appointment record.

Important: Depending on your browser security settings, a security message may display when
attempting to download the file. To use the Export feature, you may need to change your browser
security settings to allow downloads and pop-ups for RSA Archer. If you are using Microsoft
Internet Explorer, be sure to add RSA Archer to the Local intranet zone.

1. Go to the Application record page.

a. From the menu bar, click the Workspace Name menu for the workspace that Schedule
Management is assigned to.
b. From the Solutions list, select Schedule Management.
c. From the Applications list, click Appointment.
d. Click the appointment that you want to export.

2. Click .
3. Select one of the file formats for exporting the record:
l Rich Text File
l Adobe PDF
l Microsoft Excel
l CSV
l HTML File
l XML File

Searching for Appointments

Complete this task to find a specific appointment and if applicable update the appointment.

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1. Go to the Search Records: Appointments page.

a. From the menu bar, click the Workspace Name menu for the workspace that Schedule
Management is assigned to.
b. From the Solutions list, select Schedule Management.
c. From the Applications list, click Appointment.
d. Click Search.

2. Complete one or more of the following:

l Keyword Search
l Fields To Display
l Filters
l Sorting
l Display Options
3. Click .

Viewing Appointment Reports

Complete this task to review reports on current and scheduled appointments.
1. Go to the Appointment page.
a. From the menu bar, click the Workspace Name menu for the workspace that Schedule
Management is assigned to.
b. From the Solutions list, select Schedule Management.
c. From the Applications list, click Appointment.

2. Click .
3. Select the report that you wish to review and how you want to view it.

Report Description

All Scheduled Lists all scheduled appointments by billable or non-billable type.

Appointments By Type

All Scheduled Hours By Lists billable and non-billable appointments by the sum of all
Type scheduled hours.

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Report Description

Current Appointments Lists all open appointments within the current time period based on
the appointment start date.

Current Scheduled Lists billable and non-billable appointments within the current time
Appointments By Type period based on the appointment start date.

Current Scheduled Hours Lists billable and non-billable appointments within the current time
By Type period by the sum of all scheduled hours.

My Open Appointments Lists all open appointments based on the appointment status for the
current user.

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Chapter 6: Search
The Search feature provides a variety of options for searching records and generating real-time
reports. From a simple keyword search to complex, multi-application searches using multiple filter
options, you can locate data relevant to your business needs.
Use the following methods for searching:
l Global Search: Global search enables you to search all applications in RSA Archer using
keywords and phrases that you enter into the search bar. For example, running a global search for
the keyword "alert" returns all records throughout RSA Archer that contain the term
"alert." Global search is found on the workspace menu bar.
l Search: Search enables you to search within a specific application or questionnaire in RSA
Archer. For example, running a search for the keyword "alert" within the Findings application
returns all records within the Findings application that contain the term "alert." Searches are more
detailed and thorough than a global search, with the addition of extra search criteria and narrowed
scope. Search can be run in statistics mode, which enables you to display your search results in
charts. Search can also be performed across multiple applications when the applications are
related by a Cross-Reference, Related Record, CAST (cross-application status tracking), CAST
Scorecard, or Scheduler field type. Search is accessible from the Search tab in the application
Record Browser.

Search provides more options for working with search results than global search. For example, after
you complete running a search, you can:
l Save the search criteria as a report.
l Use inline edit to modify multiple records quickly from search results.
l Update fields in bulk from the search results list.
l Display the data results in chart form, which can provide you with a more concise visual
presentation of the data.

Working with Search Results

The Search Results page provides all of the information gathered in either a search or a statistics
search. Your application or questionnaire and permission settings determine what you can do with
records in the Search Results list. You can view or edit a record by clicking the record link.
Depending on the type of search you run, you can take different actions on the search results.

Available for Available for

Option
Standard mode? Statistics mode?

Modify results Yes Yes

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Available for Available for

Option
Standard mode? Statistics mode?

Print or email results Yes Yes

Export results Yes Yes

Inline edit Yes No

Create charts No Yes

Save as a report Yes Yes

Bulk actions (update, create new reference Yes No

records, delete)

Modify results
From the Search Results page, you can modify the your search and how the results are displayed.
1. Run a search or a statistics search.
2. On the Search Results page, do any of the following:
a. To modify your search criteria, click Modify.
b. To modify the results per page, select Options > Modify Results Per Page, and select the
number of records you want displayed per page.
c. To change your report format, select Options > Change Report Format, and select a new
format.
d. To hide grouping (if you enabled it on any sort fields), select Options > Hide Grouping.

Print or email search results

You can share records from a Search Results list by printing or emailing the results.
1. Run a search or a statistics search.
2. On the Search Results page, do either of the following:

l To print the search results, click .

l To email the search results, click .

Export search results

You can export the results of your search to one of several formats and display them on the screen or
save them to a file.

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1. Run a search or a statistics search.

2. On the Search Results page, click Export.
3. Click the name of the Export formatting option in which you want the results to display.
4. If a warning box opens, do one of the following:
l If you selected Microsoft Excel, CSV, or XML File, select whether to include or exclude all
HTML formatting tags in the export file, and then click OK.
l If you selected HTML File, select whether to include or exclude all images in the export file,
and then click OK.
5. In the Export Complete box, click click here.
6. Display or save the search results. The process may vary depending on your browser.

Note: If you selected Add New Relationship in the search options you specified in the Fields to
Display section of the Search Results page, related records in that relationship may display on
separate lines in the final output.

Edit records in search results

If the application is set up for inline edit, you can edit fields directly in the search results. When you
define a search, set the following display options to enable inline editing in the search results:
l Display Format: Select Column-Flat or Column-Hierarchical.
l Enable Inline Edit

Note: You cannot enable the Inline Edit and Delete options at the same time. When the Inline Edit
option is enabled, the grouping bar is not available.

1. Run a search.
2. On the Search Results page, select Options > Enable Inline Edit.
The search results are displayed with in the column header of each editable field.
3. Click editable fields in a record row to change their values and content.
4. Save the changes you made in one of the following ways:

l Click at the end of a row to save changes in one record.

l Click Save Changes at the top of the search results to save all changes on the page.

Important: Always save changes before you do anything that moves you off of the page.
Actions that refresh the page or navigate to a different page may lose unsaved changes.

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If changes to a record save successfully, the icon at the end of the record row changes to a green
check mark and then disappears.

If changes to a record do not save successfully, appears at the end of the record row.
Hovering over the icon displays the reason that field changes were not saved.

Note: Calculated fields are not automatically updated by saving field changes. If calculated
fields on the page are computed using any of the saved field changes, click to update the
calculated field values.

Running Global Searches

Global search enables you to search throughout RSA Archer using keywords or phrases. Global
search is available from the menu bar of each workspace, dashboard, application, and all other
features in RSA Archer.
If, after running a global search you want to run a more detailed and thorough search, you can
transition your global search to a search.

Run a global search

1. From the menu bar, click .

2. Type in the keyword or phrase you are searching for.
3. Press the Enter key on your keyboard.
By default, a global search displays the search results as a list with 10 records to a page.
4. (Optional) To only view the search results of a specific application or questionnaire, select the
application menu from the dropdown menu.

Transition from a global search to search

1. Run a global search.
2. Click one of the application or questionnaire names that appears next to Transfer this search to.
The search page for that application or questionnaire opens. For more information, see Running
Searches in Applications and Questionnaires.

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Running Searches in Applications and Questionnaires

Search enables you to perform searches within a specific application or questionnaire of RSA
Archer. Besides keywords and phrases, search provides other options to narrow search results: you
can select which fields to display in the search results, use filters to show only the information you
want, sort records in the search, and configure the display options on the search results page. You
can also present data in a format that is clear and easy to read by defining the display format.

Note: If you want to create charts from your search results, run a search in statistics mode.

Multiple application search options

The following table describes the options for searching across multiple applications, which may run
in tandem.

Options Description

Multiple Each secondary application has a direct relationship to the primary application. The
Application system ignores any relationships between the secondary applications.
Search

N-Tier The primary application has a direct relationship to a secondary application. The
Search secondary application in turn has a direct relationship to another secondary
application, and so on.

The primary application is the application from which you originate your search, and secondary
applications are any number of subsequent applications linked to the primary application and
sometimes to each other. Cross-references contained within sub-form records are not supported. In
addition, an application or questionnaire can be displayed in a search tree only once.
Permissions still apply, regardless of the structure of the search. In other words, you cannot view
records for which you do not have access.

Run a search
1. Go to the Search Records page.
a. From the menu bar, click the Solution menu.
b. From the Solutions list, click the solution.
c. From the Applications list, click the application or questionnaire.
d. Click the Search button.

2. (Optional) In the Keyword Search section, enter the keyword or phrase.

3. In the Fields to Display section, select the fields you want to appear in the search results.

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a. From the Available list, select the fields that you want to include in your search results.

Note: If the application in which you are searching is related to other applications, you can
include fields from the related applications.

b. (Optional) Do one or more of the following:

l To remove fields from your search results, click to the right of the field in the Selected
list.

l To remove fields from your search results, click to the right of the field in the Selected
list.
l To reorder the fields in the Selected list, click a field and use the to move it up or
down in the list.

Note: If you select to view fields from related applications or data levels, or fields from
within a history log or sub-form field, you can reorder how these fields are displayed in their
respective grouping. However, you cannot mix fields contained in these items with fields
from your primary application. All contained sub-form fields must be displayed together.

c. (Optional) Add relationships to additional applications that you want to include in the search.
i. In the Available list, click Add New Relationship.
ii. Select the related application that you want to include in the search.
iii. At the bottom of the Available list, expand the list of fields for the related application and
select the fields that are to be included in the search.
iv. Continue adding fields and related applications as needed.
v. (Optional) Specify that the search results contain only records that form a relationship
between the associated applications or data levels.
a. On the bottom right corner of the Fields to Display section, click Configure
Relationships.
b. For each associated application or data level that you want included in the search
results, select Enforce Relationships.
To specify that the search results contain higher levels of directly matched records
from secondary applications, click Add Higher Levels to Record Lookup.
c. Click OK.
4. (Optional) In the Fields to Display section, add relationships to additional applications that you
want to include in the search.
a. In the Available list, click Add New Relationship.
b. Select the related application that you want to include in the search.

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c. At the bottom of the Available list, expand the list of fields for the related application and
select the fields that are to be included in the search.
d. Continue adding fields and related applications as needed.
e. (Optional) Specify that the search results contain only records that form a relationship
between the associated applications or data levels.
i. On the bottom right corner of the Fields to Display section, click Configure Relationships.
ii. For each associated application or data level that you want included in the search results,
select Enforce Relationships.
To specify that the search results contain higher levels of directly matched records from
secondary applications, click Add Higher Levels to Record Lookup.
iii. Click OK.
5. (Optional) In the Filters section, filter what records are returned in the search results.
a. In the Field to Evaluate field, select the field to evaluate for one or more specific values.
b. In the Operator column, select the filter operator.
c. In the Value(s) column, select the values for the condition.
d. (Optional) To create additional conditions, click Add New and repeat steps a-c.
e. (Optional) If you create more than on condition, apply logic to your search criteria in the
Advanced Operator Logic section.
6. (Optional) In the Sorting section, sort records in the search.
a. In the Field column, select the field that is the primary sort for the search results.
b. (Optional) Click Add New to add additional fields for sorting.
c. In the Order column, select to sort records in ascending or descending order.

Note: When items in a value list are custom ordered, the order is used for the ascending or
descending in the sort order, not an alphabetic sort. Null (blank) values are listed first in
ascending sorts. Prefixes and suffixes are not evaluated when determining a sort order.

d. In the Grouping column, select whether to enable grouping for the search results displayed in
the column-hierarchical format.
If you select to enable grouping, you can expand and collapse sections of the search results
based on the values in the sorting field.
e. (Optional) In the second row of the Field column, select a field by which results are sorted
after the initial sort.
f. (Optional) Select the order and grouping preferences for this field.

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7. (Optional) In the Display Options section, configure the display options for your search results.
a. From the Display Format list, select one of the available display format options.
b. From the Results Per Page list, select the number of records you want displayed on each
page.
c. In the Headings field, select the content to display as the header.
d. From the Record Count list, set the limit of records to display in the search results.
e. (Optional) Choose one or more of the following display options:
l Expand All Results
l Fix Headers
l Enable Inline Edit

Note: Display options vary based on the selected display format.

8. Click Search.

Search Options: Fields to Display

The Fields to Display section allows you to choose which fields to include in your search results.

Supported functions by field type in a statistics search

Not all functions are available for each field type. For example, it is not possible to return a
"Minimum of" for the Text field type.

Note: While the Sub-Form field type is not supported for statistics searches, fields within an
embedded sub-form are supported. In other words, you cannot apply a grouping or aggregate function
to a sub-form field, but you can apply these functions to fields within the sub-form.

Field Type Supported Functions

Attachment Not applicable

Content Access History Not applicable

Cross-Application Status Tracking Group by

Count of

Cross-Reference Group by
Count of

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Field Type Supported Functions

Date Group by
Group by [Date Range]
Count of
Minimum of
Maximum of

Discussion Not applicable

External Links Not applicable

First Published Date Group by [Date Range]

Count of
Minimum of
Maximum of

History Log Not applicable

Image Not applicable

IP Address Group by
Count of

Last Updated Date Group by [Date Range]

Count of
Minimum of
Maximum of

Matrix Group by
Count of

Multiple Reference Display Control Not applicable

Numeric Group by
Count of
Average
Median
Mode
Sum
Minimum of
Maximum of

Questionnaire References Group by

Count of

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Field Type Supported Functions

Record Permissions Group by

Count of

Record Status Group by

Count of

Scheduler Not applicable

Sub-Form Not applicable

Text Group by
Count of

Tracking ID Group by

User/Groups List Group by

Count of

Values List Group by

Count of

Voting Group by
Count of
Average
Median
Mode
Sum
Minimum of
Maximum of

Search Options: Keywords and Phrases

When running a keyword search, you can search for records that contain specific terms or phrases,
or by keywords in files that are attached to records through an attachment field.
For example, a Microsoft Word document that contains the term "password" is attached to a record.
You can search for "password," and that record will be included within the search results.
You cannot search on terms that contain decimal points, for example, 10.5. In this case, RSA Archer
translates the decimal point as "AND" and returns records that contain both the number 10 and the
number 5. You cannot do a keyword search on dates, for example, 12/01/2011.

Searchable file types

Document file types:

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l Microsoft Word
l Microsoft Excel
l HTML
l PDF
l Text
l CSV

Attachment and image file types:

l HTM
l JPG
l JPEG
l GIF
l PNG
l BMP

Keyword search operators

Search
Description
Type

Single Example: Using the term Document

Term Returns all records that contain the term "Document."

Phrase Example: Using the phrase Important document

Returns all records that contain the phrase “important document.” Enclose your
phrase in quotation marks. If you do not, your search returns all records that contain
the term “important” or the term “document.”

Wildcard Example: a?ert
Search Returns all records that contain the terms “alert,” “avert,” and so on. The question
mark (?) is a single-character wildcard, meaning that it can represent any letter of the
alphabet within your search term. The question mark cannot be the first character in
the search term, but can replace any other character in the term, including being
placed after the term, for example, alert?.

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Search
Description
Type

*Operator Example: document*
Returns all records that contain the terms “document,” “documentation,”
“documenting” and so on. The asterisk (*) is a multi-character wildcard, meaning
that it can represent any suffix for your search term. The asterisk cannot be the first
character in the search term, but can replace any other character in the term,
including being placed after the term, for example, alert*.

Fuzzy Example: receive~
Search Returns all records that contain the term “receive” and any other term that is similar
in spelling. Fuzzy searching enables you to search for keywords that may be
misspelled within records. For example, if you search for "receive~", the search
returns records that contain "receive," "reseive" and so on. Place the tilde (~) directly
after the term with no space between the term and the tilde.

Proximity Example: important document~5

Search Returns all records that contain the terms “important” and “document” within five
words of each other. You can use any number for the required proximity. Enclose
your phrase in quotation marks with no space between the closing quotation mark, the
tilde (~) and the number.

AND Example: important AND document

Operator Returns all records that contain both the term “important” and the term "document.”
Capitalize the AND operator. You can use the && symbol in place of the AND
operator, for example, important && document.

OR Example: important OR document
Operator Returns all records that contain either or both terms “important” and "document.”
Capitalize the OR operator. You can use the || symbol in place of the OR operator,
for example, important || document.

NOT Example: important NOT document

Operator Returns all records that contain the term “important,” but do not contain the term
“document.” Capitalize the NOT operator. You can use an exclamation point (!) in
place of the NOT operator, for example, important ! document.

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Search
Description
Type

+ Operator Example: +important document

Returns all records that contain the term “important.” The records also may contain
the term “document,” but they do not have to. Place the plus sign (+) before the
required term or phrase with no space between the plus sign and the term that follows
it.

- Operator Example: document-"important document"

Returns all records that contain the term “document,” but do not contain the phrase
“important document.” Place the minus sign (-) before the prohibited term or phrase
with no space between the minus sign and the term that follows it.

Grouping Example: (important OR urgent) AND document

Returns all records that contain the term “document” and either or both of the terms
“important” and “urgent.” Note the use of parentheses in this example. Without the
parentheses, the search returns all records that contain both the terms “urgent” and
“document,” but it does not return records that contain both the terms “important” and
“document.”

Escaping Example: "11:02"

Special Returns all records that contain "11:02.” The colon (:) in this search term is a special
Characters character, and unless the search term is surrounded in quotes, it does not return any
search results because of this special character. The following are the special
characters that affect your search results if they are not properly escaped:
+ - && || ! ( ) { } [ ] ^ " ~ * ? : \
If your search string contains any of these special characters, enclose your term or
terms in quotation marks (for example, "warning!") to achieve the search results.

Keyword search operators examples

The following search string examples show how you can combine several query types to produce
complex keyword searches.

Example: Records based on keywords using proximity search

("method starting"~10) AND token

Results: Returns records that contain the terms "method" and "starting" within 10 words of each
other and also contain the term "token."

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Example: Records based on AND and NOT operators

"buffer overflow" AND NOT (remote OR local)

Results: Returns records that contain the exact phrase "buffer overflow" only if the records do not
contain either the terms "remote" or "local."

Example : Records based on the OR and * operators

(document AND urgent) OR alert*

Results: Returns records that contain the terms "document" and "urgent" or contain the terms "alert",
"alerts", "alerting", and so on.

Search Options: Search Filters

Before running a search, you can use a variety of filter operators, such as "Equals" and "Contains,"
to filter your search results to only information you want. You can build filters through a series of
conditional statements. Filter values are not case sensitive. Additionally, you can then relate your
statement through the use of advanced operator logic.

Filter types

Filter
Description
Type

Contains Includes any record that has a value that matches the specified filter values.

Does Includes any record that does not have a value that matches the specified filter values.
Not
Contain

Equals Includes records with values that exactly match to the specified filter values. For Date
fields, date and time values can be included in the filter.

Does Includes only the records with values that do not match the specified filter values. For
Not Date fields, date and time values can be included in the filter.
Equal

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Filter
Description
Type

Current Includes only records of the current interval. Available intervals include:
l Minutes
l Hours
l Days
l Months
l Quarters
l Years

Last Includes records based on the selected interval previous to the current interval.
Available intervals include:
l Minutes
l Hours
l Days
l Months
l Quarters
l Years

This filter does not include records of the current interval. For example, if you filter
"Last" "3" "Days", the results include the previous three days, but do not include the
current day. To include the current day, add another filter condition to the search
criteria that includes the "Current" "Day".

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Filter
Description
Type

Next Includes records based on the selected interval after the current interval. Available
intervals include:
l Minutes
l Hours
l Days
l Months
l Quarters
l Years

This filter does not include records of the current interval. For example, if you filter
"Next" "3" "Days", the results include the next three days, but do not include the
current day. To include the current day, add another filter condition to the search
criteria that includes the "Current" "Day".

Greater Includes only records with values greater than the specified filter value. for Date fields,
Than date and time values can be included in the filter.

Less Includes only records with values less than the specified filter value. For Date fields,
Than date and time values can be included in the filter.

Between Includes only records with values within the specified date range, or date and time
range, including the date and time selected.

Time Includes only records with values within the specified time range. Dates can also be
Interval specified to further filter the search. Search results include the selected times and
dates.

After Includes records of all dates after the current day, but does not include the current day.
Today

Prior to Includes records of all dates before the current day, but does not include the current
Today day.

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Common scenarios for using search filters

Search Rule

Searching for Use field-value filter criteria. Filter criteria returns only those records that match
records in the the field value.
Devices For example, you are searching for only the records in the Accounting business
application units. You would specify Business Unit as the field and Accounting as the field
value.
You can then also enter another filter criteria that would return records where
the value Desktop is selected in the Type field.
The Filters feature also enables you to exclude records from your search results
if they contain certain values. For example, you can run a search in the Devices
application that returns all device records, excluding those where the value
Laptop has been selected for the Type field.

Creating Use field-value filter criteria. Filter criteria results display only records relevant
reports in an to the user who is viewing them.
application The Current User filter permits you to create a report that dynamically adjusts
with a content based on the user generating the report. For example, you can create a
User/Groups “My Incidents” report for your Investigators team. When "Incident Investigator
List or Record A" runs the report, only the incidents assigned to this user are displayed. When
Permissions "Incident Investigator B" runs the report, only the incidents assigned to this user
field are displayed.

Locating Use field-value filter criteria. Search for records based on date values that fall
records that within a given number of days of the current date. These dates can contain
fall within a specific times, or date values relative to the current date.
specific date You can also perform date-range searches against a Date field in an application
range or against Date fields in applications. To do so, the Date fields need to be linked
through a Cross-Reference or a Cross-Application Status Tracking field.

Locating Use field-value filter criteria. Search for records based on time values that fall
records that within a given number of minutes or hours. The time values can fall between two
fall within a time intervals with specific dates included or not, or time values relative to the
specific time current minute or hour.
range You can also perform time-range searches against a Time field in an application
or against Time fields in applications. To do so, the Time fields need to be linked
through a Cross-Reference or a Cross-Application Status Tracking field.

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Example: filtering search results

The following examples of search strings show how you can use operators to form your filter
conditions:
l Example 1: [Product and Services] CONTAINS "IT Development"
Result: This search returns any records where the Product and Services field contains the value
"IT Development." If there are other values selected in the field for a record, that record is still
returned in the search results.
l Example 2: [Product and Services] EQUALS "IT Development"
Result: This search returns any records where the Product and Services field includes only the
value "IT Development." If there are other values selected in the field for a record, that record is
not returned in the search results; the value must match the filter criteria exactly.
l Example 3: [Contract Amount] GREATER THAN "1,000,000"
Result. This search returns any records where the Contract Amount field includes any value
greater than 1,000,000.
l Example 4: [First Publishes] LAST "10 Hours"
Result: If the current time is 10:00 p.m., 10:15 p.m., 10:59 p.m., or any other value during the 10
o'clock hour, this search returns all records where the time value for the First Published field is
equal to one of the values between 12:00 a.m. and 9:59 p.m. (the last 10 hours not including the
current hour). The search will not return any records where the First Published field falls in the
current 10 o'clock hour.

Time-based filtering
You can set time filters to return results for a specific time period, such as, hours or minutes. Using
specific filter operators and values, you can configure time filters, with or without dates.
Time-based filtering requires several rules and logic to determine the correct search results. The
following general rules apply to the time filter options:
l The time filter options are available only when a Date field is configured to show time.
l Unless a specific time is selected, RSA Archer uses the "All Times" option.
l Where available, a specific time zone can be selected, or the local time zone of the user
performing the search can be used when the search is saved and run by another user.
l A time must be selected before a specific time zone can be selected.
l Daylight saving time is accommodated.

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Rules and logic for search filters with Date fields

Filter Rules and Logic

Blank A blank value is acceptable only when the ‘Equals’ or ‘Does Not Equal’ operator has
Values been selected for non-list-based fields, such as Text, Numeric, Date, and IP address. In
this case, if no value is entered, the system translates that to mean either an empty
string or a null value. A blank/null value is not the same as an explicitly entered value
of 0.
Unless a specific time is selected, RSA Archer uses the "All Times" option.
For list-based fields, such as Values List, Cross Reference, Related Record,
Users/Groups, Record Permissions, and Matrix, there is a 'No Selection' value that
represents the blank value.

Equals If you enter 09/12/2012 1:15 p.m., the search returns records that meet that exact date
Does and time for an "Equals" search, or records that do not equal that exact date and time
Not for a "Does Not Equal" search.
Equal If the field is not configured to show time, you can only select a date.
You must select a date before you can select a time.
You must select a time before you can select a time zone.
If you leave the date and time values empty, the results return all records that have
blank values in the field on which the filter was configured. If a date is selected, but
you do not select a time value, the filter acts as a date-only filter.

Current If you select the current hour, all records with a time in the current hour are included in
(Minute the search results. For example, if the time value is 10:14, all records in the 10:00 hour
or Hour) are included.
Time zone options are not available on this filter type. The local time zone of the user
performing the search is used.

Last If you filter "Last" "3" "Hours", the results include the previous three hours, but do not
(Minutes include the current hour.
or The time zone options are not available on this filter type. The local time zone of the
Hours) user performing the search is used.
This filter types does not include the current minute or hour.

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Filter Rules and Logic

Next If you filter "Next" "3" "Days", the results include the next three days, but do not
(Minutes include the current day.
or The time zone options are not available on this filter type. The local time zone of the
Hours) user performing the search is used.
This filter types does not include the current minute or hour.

Greater If the field is not configured to show time, you can only select a date.
Than You must select a date before you can select a time.
Less If you leave the date and time values empty, the results return as blank values. If a date
Than is selected, but you do not select a time value, the filter acts as a date-only filter.

Between Search results include selected dates and times.

You must select a date before you can select a time.
You must select a time before you can select a specific time zone.
You must select a date in each Date field.
If a date is selected, but you do not select a time value, the filter acts as a date-only
filter with selected dates included.

Time Search results include selected dates and times.

Interval You must select a time in both Time fields.
You must select a time before you can select a specific time zone.
You can configure the filter based on two Time values for all dates, or filter the search
to a specific date range in addition to the time range.
If you do not select dates, the filter is not restricted to a date range, and RSA Archer
searches for all records that occur within the selected times, including the selected
times.

Search Options: Sorting

You can define sorting options on the Search page for when the search results yield a "one-to-many"
relationship between the initial sorting field and the additional sorting fields. For example, you can
either alphabetize records within the Third Party Profile application by sorting by ascending values
in the Third Party Name field, or you can sort records in the Third Party Profile application by the
values in the Risk Rating field.
You can sort your search results by multiple fields, and you can sort how records appear within the
initial sort. When sorting by multiple fields, numeric indicators show the sort order.

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Fields Description

Field to Enables you to select which fields you want to be displayed in the search.
Evaluate

Order Enables you to change how your search results appear.

l Ascending: Text values are sorted A to Z. Numeric values are sorted smallest to
largest. Date values are sorted oldest to newest.
l Descending: Text values are sorted Z to A. Numeric values are sorted largest to
smallest. Date values are sorted newest to oldest.

Grouping Enables you to decide how you want your results to be grouped. This option is not
always provided.

Search Options: Display Format Options

You can present data in a format that is clear and easy to read by defining the display format. Select
one of the following options from the drop-down list just before you run a search or run a statistical
search.

Format Search
Description
Type Type

Column- Shows the search results in columnar layout where fields are l Non-
Hierarchical displayed across the page from left to right. The Hierarchical option statistical
groups the results by the values in the search fields. l Statistical
The top-to-bottom order of the fields in the Selected list in the l Statistical
Search Records page is the left-to-right order of the field in the (Drill-
search results. down)
Note: Only parent records are counted in this view.

Column-Flat Shows the search results in a columnar layout where fields are l Non-
displayed across the page from left to right. The Flat format displays statistical
field values in a simple column layout. Selecting this format hides l Statistical
the Expand All Results display option.
l Statistical
The top-to-bottom order of the fields in the Selected list in the (Drill-
Search Records page is the left-to-right order of the field in the down)
search results.

Note: Both parent and child records are counted in this view.

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Format Search
Description
Type Type

Row Displays the search results in a row layout where fields are stacked l Non-
vertically, and records are separated by horizontal lines. This format statistical
does not display field labels for empty fields. Selecting this format l Statistical
hides the Fix Headers and Enable Inline Edit display options.
l (Drill-
For this format, the top-to-bottom order of the fields in the Selected down)
list in the Search Records page is the top-to-bottom order of the
fields in the search results.

Summary Shows the search results in a simple "block" record format in which l Non-
all field names are omitted. The key field serves as a heading for statistical
each record block. The additional specified fields are displayed in a l Statistical
single paragraph with each field value separated by a diamond
symbol. Selecting this format hides the Fix Headers and Enable l (Drill-
Inline Edit display options. down)

The top-to-bottom order of the fields in the Selected list in the

Search Records page is the left-to-right order of the field in the
search results.

Card Shows the search results in a series of rectangular boxes, with a Non-
maximum of four records that are displayed across the page. The statistical
page vertically expands to accommodate more records. This view
displays fields from the primary application in flat searches or fields
from the first level of the primary application in leveled searches.
Selecting this format hides the Expand All Results, Fix Headers, and
Enable Inline Edit display options.

Calendar Renders search results in a calendar display. This format is available Non-
for Date fields in leveled and flat applications. You can toggle statistical
between day, week, and month views. You also can create events in
1-hour blocks or all-day events. Selecting this format hides the
Expand All Results, Fix Headers, and Enable Inline Edit, and
Record Count display options, and then displays the Date Display
option.

Map Enables you to map the location of each record returned in the Non-
search results. Selecting this format hides the Expand All Results, statistical
Fix Headers, and Enable Inline Edit, and then displays the Map
Configuration area.

Note: This option is available only if you have enabled the Microsoft
Mapping Connection in the Archer Control Panel.

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Running Searches in Statistics Mode

When you run a search in statistics mode, the results of your search are displayed as statistical data
in a table. This search type enables you to return data groupings based on the search results of the
query. You can also display this data in a chart, which can provide you with a more concise visual
presentation of the information.

Statistical report functions

Create statistical reports by grouping specific field values in the search results, and by applying
aggregate functions, such as Group by, Count of, Average, Median, Mode, and Sum, Minimum of, or
Maximum of, to other field values.
To render a chart from a statistical report, the results of a statistical query must properly form a
series. For example, Group by and Count of options define the series results.

Function Description

Group by A function that returns a record for each distinct value stored in the specified field.
Use this function with the Aggregate function.
For example, if you are performing a statistics search in the Facilities application, and
you apply the Group by function to the Region field and apply the Count of function to
the Facility Name field, you can produce a report listing the number of facilities by
region.
Additionally, if you apply the Group by function to two or more fields in the Selected
list, the statistical report is grouped by the first Group by field in the list, and all other
fields with the Group by function are nested in the previous Group by field in the list.
Therefore, building on your statistical search in the Facilities application, you can nest
the Type field with the Group by function under the Region field, which produces a
report that lists both the number and type of facilities by region.

Note: For a cross-reference field, the internal segment count result may be different
if the Group by is on a parent application as opposed to a sub-form. The Statistics
Search is limited in this case because if the last Group by field is in the parent
application, it only counts the relationships to the parent application.

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Function Description

Group by Groups data of date-based fields (for example, Date, First Published, and Last
(Date Updated) into specific date ranges, such as "by Week" or "by Day." Returns a record
Range) for each distinct value stored in the specified field. Use this function with one of the
aggregate functions.
For example, you are performing a statistics search in the Incidents application. You
would apply the Group by Month function to the Date Reported field and apply the
Count of function to the same field. The search produces a report listing the number of
incidents reported by month.

Count of Returns a count of each distinct value returned for a specified field (aggregate
function).

Average Returns the average of all numeric values for a specified field. When you drill down
on the value in the Average of [Selected field] column, you see the records that were
calculated to the average value (aggregate function).

Median Returns the middle value of all numeric fields in a list of records. When there is an
even set of records, a calculated value shows as the average of the two middle
values.
For example, a list of values is 1, 2, 3, 4, 5, 6, The value shown is 3.5 ([3 + 4] / 2).
When you drill down on the value in the Median of [Selected field] column, you see
the records that were calculated to the median value (aggregate function).

Mode Returns the value that occurs most often of all numeric fields in a list of records.
When you drill down on a value shown in the Mode of [Selected field] column, you
see the records that were calculated to the mode value or multi-modal values. If no
value occurs multiple times, (no value) is shown in this column. If the list of records
have multiple values that occur more than once, the values that occur most often are
listed.
For example, the multi-modal results are 6, 15, and 25. When you drill down on 6, you
see only the records where 6 appears most often. The same is true for 15 and 25.
Charting is not available for a multi-modal result (aggregate function).

Sum Returns the total of all numeric values for a specified field (aggregate function).

Minimum Returns the minimum numeric value for a specified field (aggregate function).
of

Maximum Returns the greatest numeric value for a specified field (aggregate function).
of

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In the search results, a Totals row can be listed for each unique group. For example, you are running
a statistics search in the Facilities application using the Display Totals function combined with the
Group by and Count of functions. You would set the search results to list the number of facilities in
each of your regions and the total number of facilities in all regions.

Run a search in statistics mode

1. Go to the Search Records page.

a. From the menu bar, click the Solution menu.
b. From the Solutions list, click the solution.
c. From the Applications list, click the application or questionnaire.
d. Click the Search button.

2. (Optional) In the Keyword Search section, enter the keyword or phrase.

3. In the Fields to Display section, select which fields appear in the search results.
a. Select the Statistics Mode checkbox.
b. From the Available list, select the fields to which you want to apply grouping and aggregate
functions. You can add the same field to the Selected list multiple times to apply different
functions to the same field.

Note: If the application in which you are searching is related to other applications, you can
include fields from the related applications.

c. (Optional) Do one or more of the following:

l To remove fields from your search results, click to the right of the field in the Selected
list.

l To remove fields from your search results, click to the right of the field in the Selected
list.
l To reorder the fields in the Selected list, click a field and use the to move it up or
down in the list.

Note: If you select to view fields from related applications or data levels, or fields from
within a history log or sub-form field, you can reorder how these fields are displayed in their
respective grouping. However, you cannot mix fields contained in these items with fields
from your primary application. All contained sub-form fields must be displayed together.

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d. From the Selected list, select the grouping or aggregate function that you want to apply.

Note: The order of the fields determines the relationship among multiple groups. For
example, if you apply the Group by function to two or more fields, the second Group by field
in the list becomes nested beneath the first field.

4. (Optional) In the Filters section, filter what records are returned in the search results.
a. In the Field to Evaluate field, select the field to evaluate for one or more specific values.
b. In the Operator column, select the filter operator.
c. In the Value(s) column, select the values for the condition.
d. (Optional) To create additional conditions, click Add New and repeat steps a-c.
e. (Optional) If you create more than one condition, apply logic to your search criteria in the
Advanced Operator Logic section.
5. (Optional) In the Sorting section, sort records in the search.
a. In the Field column, select the field that is the primary sort for the search results.
b. (Optional) Click Add New to add additional fields for sorting.
c. In the Order column, select to sort records in ascending or descending order.

Note: When items in a value list are custom ordered, the order is used for the ascending or
descending in the sort order, not an alphabetic sort. Null (blank) values are listed first in
ascending sorts. Prefixes and suffixes are not evaluated when determining a sort order.

d. In the Grouping column, select whether to enable grouping for the search results displayed in
the column-hierarchical format.
If you select to enable grouping, you can expand and collapse sections of the search results
based on the values in the sorting field.
e. (Optional) In the second row of the Field column, select a field by which results are sorted
after the initial sort.
f. (Optional) Select the order and grouping preferences for this field.
If you select to enable grouping, you can expand and collapse sections of the data point search
results based on the values in the sorting field. This option is available for only the Column-
Hierarchical display format.
6. (Optional) In the Display Options section, configure the display options for your search results.
a. From the Display Format list, select one of the available display format options.
b. From the Results Per Page list, select the number of records you want displayed on each
page.
c. In the Headings field, select the content to display as the header.

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d. From the Record Count list, set the limit of records to display in the search results.
e. (Optional) Choose one or more of the following display options:
l Expand All Results
l Fix Headers
l Enable Inline Edit

Note: Display options vary based on the selected Display Format.

7. In Statistics Drill Down Options section, configure the settings that you want applied when a
user drills into the search results.
a. In the Fields to Display section, configure the fields that you want displayed.
b. In the Sorting section, configure how you want the records to be sorted.
c. In the Display Options section, configure the drill down display options.
8. Click Search.

Creating Charts
When you run a statistics search, the data results of your search are displayed as data in a table.
You can display this data in chart form, which can provide you with a more concise visual
presentation of the data. RSA Archer can render search results in different chart types, and each
chart type can be displayed in different styles. The charting feature is designed for you to grasp the
full scope of data without browsing through hundreds or thousands of records. You can share charts
by exporting them to embed into presentations, by emailing them, or printing them for paper
distribution.
You can also drill into charts to view the details of the underlying data. For example, if a bar chart
contains a data element indicating that you are responsible for one laptop, clicking that data element
executes a search for that laptop record in the Asset Management application. Depending on the
value set of the data element, multiple records can be returned in the search results.

Charting terminology

Term Definition

Aggregate A function that returns a value that is calculated from the values of each distinct value
of a Group by function. Use this function with a Group by function. For example, if
you are performing a statistics search in the Facilities application, and you apply the
Group by function to the Region field and apply the Count of function to the Facility
Name field, you can produce a report listing the number of facilities by region.

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Term Definition

Data A numeric value displayed as a part of bar, pie slice, or other shape associated with a
Point specific data element in a chart. For example, for Risk Level, the data element
"High" has a value of 23. This numeric value translates into a data point for charting
purposes.

Group by A function that returns a record for each distinct value stored in the specified field.
Use this function with the Aggregate function.
For example, if you are performing a statistics search in the Facilities application, and
you apply the Group by function to the Region field and apply the Count of function to
the Facility Name field, you can produce a report listing the number of facilities by
region.
Additionally, if you apply the Group by function to two or more fields in the Selected
list, the statistical report is grouped by the first Group by field in the list, and all other
fields with the Group by function are nested in the previous Group by field in the list.
Therefore, building on your statistical search in the Facilities application, you can nest
the Type field with the Group by function under the Region field, which produces a
report that lists both the number and type of facilities by region.

Note: For a cross-reference field, the internal segment count result may be different
if the Group by is on a parent application as opposed to a sub-form. The Statistics
Search is limited in this case because if the last Group by field is in the parent
application, it only counts the relationships to the parent application.

Marker A static line, needle, or shaded area that can be added to charts to communicate a
goal, requirement level, overload range, or comparison figure.

Render To create a chart representing the results of a statistical search.

Series A group of data points, such as the entire line on a chart.

Chart types
You can display the search results in different chart types.

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Chart
Description Example
Type

Vertical Provides a visual representation of grouped data. The height of the

Bar rectangular bars are proportional to the values they represent.
Renders single-series chart or multi-series charts. The following table
identifies the report configurations and plotting results for vertical bar
charts.

Report
Plotting Results
Configuration

One Group by function Group by function plotted on X axis.

with one or more Aggregate value plotted on Y axis.
aggregate functions.

Two Group by First Group by function plotted on X axis.

functions with one Second Group by function is plotted as a
aggregate function. subset of first Group by function on the X
axis and referenced in the legend.
Aggregate value is plotted on the Y axis.

Display variations include:

l Standard l Stacked Cylinder

l Stacked l Full Stacked Cylinder
l Full Stacked l Pareto
l Cylinder

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Chart
Description Example
Type

Horizontal Use a horizontal bar chart to visually compare or contrast data points as
Bar their actual values or as a comparative percentage in one or more series
of data elements grouped into categories. The categories appear along
the Y axis and the length of the bar corresponds to the value of each
category
Renders single-series or multi-series charts. The following table
identifies the report configurations and plotting results for horizontal bar
charts.

Report
Plotting Results
Configuration

One Group by function Group by function is plotted on the Y axis.

with one or more Aggregate value plotted on X axis.
aggregate functions.

Two Group by First Group by function is plotted on the Y

functions with one axis.
aggregate function. Second Group by function is plotted as a
subset of first Group by function on the Y
axis and referenced in the legend.
Aggregate value plotted on X axis.

Display variations include:

l Standard l Stacked Cylinder

l Stacked l Full Stacked Cylinder
l Full Stacked l Progress Bar
l Cylinder

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Chart
Description Example
Type

Pie Renders single-series charts.

Use a pie chart to visually compare or contrast data points as their
actual values or as a comparative percentage in a single series of data
elements.
Pie charts are circular charts divided into slices, illustrating proportions.
In a pie chart, each data element from the Group by function is
represented by its own slice of the pie. The aggregate value is sized
relative to its actual value compared to the other values.
Display variations include:
l Standard
l Explode Largest
l Explode Smallest
l Explode All

Donut Renders single-series charts.

Use a donut chart to visually compare or contrast data points as their
actual values or as a comparative percentage in a single series of data
elements.
Similar to pie charts, donut charts show the relationship of parts to a
whole. In a donut chart, each data element from the Group by function is
represented by its own piece of the donut. Each slice of the donut is
measured by the size of the data. The larger the value of the data point
of an element, the larger the slice relative to all other elements on the
chart.
Display variations include:
l Standard
l Explode Largest
l Explode Smallest
l Explode All

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Chart
Description Example
Type

Gauge Renders single-series charts.

On a gauge chart, each data point is represented by an individual gauge.
Gauge charts are often used to present key indicators to the end users,
such as statistics or measurements of a particular data point against a
defined point or group of points. A needle originates from the center of
the gauge and acts as the data point. In a gauge chart, each element of a
Group by function is represented by its own gauge. The aggregate value
is the value of the gauge itself shown in a tooltip.
Display variations include:
l Standard
l Clipped
l Vertical Linear
l Horizontal Linear

Funnel Renders single-series charts.

The funnel represents a value of 100 percent, with each data point in the
stack representing a portion of the total percentage.
Display variations include:
l Standard
l Squared

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Chart
Description Example
Type

Line Renders trends by drawing connecting lines between data points.

Use a line chart to display information as a series of data points
connected by a line. A typical use of a line chart is to visualize a trend
in data over intervals of time, drawing connecting lines between data
points, thus the line chart is often used for chronological data.
The following table identifies the report configurations and plotting
results for line charts.

Report Configuration Plotting Results

One Group by function Group by function is plotted on the X axis.

with one aggregate Aggregate value is plotted on the Y axis.
function.

One Group by function Group by function is plotted on the X axis.

with more than one Each selected aggregate function is plotted
aggregate function. as a separate line containing points for
each Group by value.

Two Group by functions First Group by function is plotted on the X

with one aggregate axis.
function. Each element of the second Group by
function is plotted in its own line.
Aggregate value is plotted on the Y axis.

Display variations include:

l Standard
l Rounded
l Stacked (multi-line)
l Rounded Stacked (multi-line)

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Chart
Description Example
Type

Radar Compares the aggregate values of several data points.

Radar charts plot the values of each category along a separate axis that
starts in the center of the chart and ends on the outer ring. In a radar
chart, the elements of the Group by function are the "spokes" of the
chart. The aggregate value for each element is the value from the center
outwards compared to the other aggregate values.
This chart type displays single-series or multi-series data in the form of
a 2D chart of three or more data elements represented on axes starting
from the same point. A line connects the data points of each element
until all elements are connected, forming a complete shape.
The following table identifies the report configurations and plotting
results for radar charts.

Report Configuration Plotting Results

One Group by function with Each element of the Group by function

one or more aggregate renders as a spoke in the radar.
functions. Each aggregate function renders as a
line.

Two Group by functions with Each element of the second Group by

one aggregate function. function renders as a spoke in the
radar.
Each aggregate functions plot as a
line.

Display variations include:

l Standard
l Stacked Area
l Line Series

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Chart
Description Example
Type

Bubble Shows the relationships between the plotted data points that have three
numerical values.
The values that are displayed on a bubble chart indicate their size, as
well as their relative positions with respect to the value of each data
point and their numeric axis. The size of the bubble is indicated by the
third value, which is a numeric data element.
The display variation for bubble charts is standard: two of the
quantitative values of the bubble are plotted on the X and Y axes, while
the other value is represented by its diameter. A fourth value can be
added that is represented by the color.
The following table identifies the report configurations and plotting
results for bubble charts.

Report
Plotting Results
Configuration

One Group by function Group by function is represented by the

with two aggregate bubble size and is shown in legend.
functions. Aggregate values are plotted in X and Y
axes.

One Group by function Group by function is shown in the legend.

with three aggregate Aggregate values plotted in X and Y axes
functions. with the third aggregate value represented
by bubble size.

Two Group by First Group by function are plotted in X axis.

functions with one Second Group by function shown in legend.
aggregate function.
Aggregate value plotted in Y axis and
represented by bubble size.

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Chart
Description Example
Type

Heat Map Shows data in a tabular format with user-defined color ranges, for Standard
example, low, average, and high. This chart type displays series values
in a matrix of two categories.
Use heat map charts to visualize risk across a department, business unit, Risk
or the entire organization in a tabular format with user-defined color (Summary)
ranges, such as low, average, and high. Heat maps can also be used to
understand below or above average trends in the data or to see
abnormalities.
Risk
The type of heat map that is generated is based on the combination of
(Scatter
the Group by functions and Aggregate functions and the specific field
Overlay)
types.
The following table identifies the report configurations and plotting
results for heat map charts.

Report Configuration Plotting Results

One Group by function Renders a risk chart with a scatter

with two aggregate overlay.
functions If you switch between this chart type and
the scatter chart type, you will get
similar scatter points.

Two Group by functions Renders the standard heat map chart.

and one aggregate function

Two Values Lists Group Renders the standard heat map, which
by functions with one you can change to the risk (summary)
aggregate function chart.

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Chart
Description Example
Type

Scatter Shows the relationships among the numeric values in several data series, 1 Group by
or plots two groups of numbers as one series of XY coordinates. (not
Use a scatter chart to quickly identify outliers, which are data points that Tracking
deviate markedly from other data points of the sample of data in which it ID field)
occurs. and 2
aggregate
Scatter charts have two value axes, showing one set of numerical data functions
along the X axis and another along the Y axis. These values are
combined into single data points, which are displayed in clusters.
The appearance of scatter charts is based on the field assigned to the
1 Group by
Group by function and the number of aggregates. The following table
on
identifies the report configurations and plotting results for scatter charts.
Tracking
Report Configuration Plotting Results ID field
and 2
One Group by function (not Group by function is aggregate
Tracking ID field) with two represented by data points. functions
aggregate functions. First aggregate value is plotted
on the X axis.
Second aggregate value is 2 Group by
plotted on the Y axis. and 2
aggregate
One Group by function (on the All data points are one color.
functions
Tracking ID field) with two
aggregate functions.

Two Group by functions with two First Group by function

aggregate functions. represented by data points of a
different color.
Second Group by function is
represented in a label.
First aggregate value plotted on
the X axis.
Second aggregate value plotted
on the Y axis.

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Available chart types by function

The options in the Chart Type list on the Charting toolbar are based on the Group by and Aggregate
functions included in a statistical report.
The following table identifies the available chart types according to the number of Group by and
Aggregate functions.

1 Group by Function 2 Group by Functions

1 Vertical Bar Vertical Bar

Aggregate Horizontal Bar Horizontal Bar
Function
Pie Line
Donut Radar
Gauge Bubble
Funnel Heat Map - Standard
Line Heat Map - Risk (Summary)
Radar For Heat Map - Risk (Summary), the Group by
functions must be Values Lists and the
aggregate function must be a numeric field.

>1 Vertical Bar Cannot chart

Aggregate Horizontal Bar
Function
Line
Radar
Bubble
Scatter

2 Heat Map - Risk (Scatter Overlay) Scatter

Aggregate Scatter
Functions
The scatter chart plots differently
based on whether the Group by
function is the Tracking ID field.

3 Bubble Cannot chart

Aggregate
Functions

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Conditions when a chart cannot be rendered

A chart is not rendered when any of the following conditions exist:
l The statistics search yields more than 400 points.
l The statistics search is configured with more than two Group by functions or more than three
aggregate functions.
l The statistics search is configured to apply either the Minimum of or Maximum of aggregate
function to a date type field.
l The statistics search yields more than one value in a mode aggregate.
l The statistics search yields unchartable data. For example, if you include an aggregate function
for a sub-form contained in a field, and no sub-form records are attached to any parent records,
there is no data for the sub-form aggregate. Therefore the chart is not rendered.

Create a chart
1. Run a search in statistics mode.

Note: See "Available chart types by function" above to determine the Group by and Aggregate
by functions required for the chart type that you want to create.

2. On the Search Results page of the chart that you created, click and
select the preferred display format:
l Chart and Data. Displays both the chart and data results from the statistical search.
l Chart Only. Displays only the rendered chart as a result from the statistical search.
l Data Only. Displays only the rendered data as a result from the statistical search. No charts
are rendered or displayed when you select this option. Also, this option is the only available
option if the statistical query cannot be rendered as a chart.

3. Click and select the chart type. Only certain chart types may be
available depending on the Group by and Aggregate by functions that you selected in the
statistical search.
4. (Optional) Do any of the following:
l Configure the chart options.
l Drill into the underlying data. Click a data element to execute a search for that record in the
associated application.

Note: After the search results are displayed, return to the chart by clicking on the drill-
down search results page.

l Save the search criteria as a report.

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Trending
Trending is a method of tracking status changes for a numeric or values list field. Trending charts
enable you to observe patterns in data over a specified period of time. The chart reflects a plot point
for each time a field value is saved. When a field is enabled for trending with a duration period,
RSA Archer captures data for the specified field and retains the data for the duration period as
trending data.
The trending data can be displayed on a chart in the record after the Add Trending Chart layout
object is added to the application layout. Viewing trended data on the chart enables you to see trends
in the data in order to make informed business decisions. These trending charts are displayed in a
record when the Enable trending options for this field option is selected for a Numeric or Values List
field. The trending chart title is displayed when the Show Title option is selected in the Trending
Chart Description dialog box. If no trended data exists for the field when you view the record, the
message "No Trending Data Available" is displayed in this section.
Plot points displayed on the trending chart represent each time the trended value is saved. You can
hover over a plot point to view a tooltip consisting of the following details after saving the record.
l The field value.
l The timestamp (MM/DD/YYYY HH:MM:SS AM/PM) from when the value was initially
selected.
l The timestamp (MM/DD/YYYY HH:MM:SS AM/PM) from when the value was changed (the
value "Now" displays instead of a timestamp when the value has not been changed since the
previous save occurrence).
l The user (Last name, First name) who saved the value.

Trended Numeric fields with a null value are currently displayed on a trending chart with a plot point
at 0. To ensure that the data on the trending chart is accurate, select the Required field option on the
Manage Field page.
The removal of any trended data occurs after an asynchronous job runs. This asynchronous cleanup
job removes both expired trended data and any trended data for fields that the user has disabled
trending.

Note: If you are attempting to display a trending chart for a Values List field that has a large number
(approximately 2500) of historical changes, an error may occur.

Example: Trending chart duration

You might create a trending chart called "Safety Incidents" to track the number of safety incidents
that occur at a facility before safety policies are instituted. If the duration period was specified as
one year (365 days), you might view the trending chart and observe that the number of safety
incidents at the facility has decreased during the one year duration period. You might conclude that
the safety policies are working.

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Example: Changing the duration of a trending chart

To expand on the first example, the duration period is changed from one year to one month. The
trending data on the chart spans the one year duration period plus the one-month duration (30 days).
On the 31st day, the trending data shows only the one-month period once an asynchronous job runs.
This once-daily cleanup job removes both expired trended data and any trended data for fields that
the user has disabled trending.

Example: Trending update

You might not update a trending-enabled field until after the period of time specified in the duration
period. When the update takes place after the duration period ends, the chart reflects data for a
longer time span, and any removal of data will not occur until a new value is added.

Viewing Trending Charts

Complete the following to view a trending chart. Viewing trended data on the chart enables you to
see trends in the data in order to make informed business decisions. These trending charts are
displayed in a record when the Enable trending options for this field option is selected for a Numeric
or Values List field. The trending chart title is displayed when the Show Title option is selected in
the Trending Chart Description dialog box. If no trended data exists for the field when you view the
record, the message "No Trending Data Available" is displayed in this section.

View a trending chart in a record with global search

1. Search for the record you want to find by using global search.
2. On the Quick Search Results page, open the record that you want to view.

View a trending chart in a record with search

1. Search for the record you want to find by using search.
2. On the Search Results page, open the record that you want to view.

Note: If you are attempting to display a trending chart for a Values List field that has a large number
(approximately 2500) of historical changes, an error can occur.

Saving and Viewing Reports

After you run a search, you can save the search criteria as a report. These reports are then saved to
the application or questionnaire's Report Listing page. The Report Listing page displays global and
personal reports, and each page lists up to 50 reports. You can filter the reports displayed on the
Report Listing page by name, solution, application, or type.

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Save a search as a report

1. Run a search.
2. Click Save. If you previously saved this search as a report, do one of the following:
l Click Save as New Report to save a separate new report.
l Click Save Report Changes to save changes to an existing report.
3. In the Report Information section, enter a name for the report.
4. (Optional) Enter a description.
5. In the Report Type section, select either Personal Report or Global Report.
l A personal report is accessible only by the person who created it. However, you can share
personal reports through e-mail to other people.
l A global report can be made accessible to all users in an application or to selected users and
user groups.

Note: If you change an existing report from Global to Personal, the original Global report is not
modified. Instead, a copy of the global report is made and is marked as Personal. If you do not
want to keep the original Global report, you must delete it separately.

6. If you selected Global Report, do the following:

a. Assign user and group access rights for the report.
b. (Optional) Select a language for a new report. The default language is English.

Note: The report cannot be saved if the default language of the global report does not match the
default language of the user.

7. (Optional) If you want iView Caching for the report, click the Enable iView Caching checkbox
and select the Cache Duration for the report.
8. In the Refresh Rate list, select how often you want the report to refresh.

Note: If you enabled iView Caching, Refresh Rate is disabled.

9. Click Save.

Note: If you changed the cache duration from one time range to another, open and refresh the
Report iView to complete the change.

View a saved report from a specific application

1. Go to the Record Browser.

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a. From the menu bar, click the Solution menu.

b. From the Solutions list, click the solution.
c. From the Applications list, click the application or questionnaire.

2. Click Reports.
3. Select the report you want to view from the Report Listing page.

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Chapter 7: Discussion Forums for End Users

This topic is intended for end users. For an administrative overview, see the Discussion Forums for
Administrators topic in the RSA Archer Online Documentation.
A discussion forum is a structured, secure environment where you can participate in focused
conversations with other application users. Discussion forums are a good place to ask questions,
share opinions, offer solutions, and explore new ideas. When you post a message to a discussion
forum, the message is immediately available to other forum members, and the message remains
displayed in the forum until the forum administrator archives or deletes it.
Access discussion forums from the end-user Discussion Forums feature within the Menu bar. If an
application administrator has included a Discussion field within an application, you can also access
content-specific discussion forums within individual records. For example, if you are reviewing a
Password Requirements record in the Policies application, click the View Forum link in the
Discussion field to discuss changes to the record with other policy administrators.
Forums accessed through the Navigation Menu are organized into discussion communities by subject
or theme. A single community can contain any number of forums; however, you can only view
forums for which you are enrolled as a member.
Depending on how the discussion forum was configured, a forum may allow anonymous posting.
Posts within a forum may be required to be made anonymously, or you may be able to choose
whether to post anonymously or to identify yourself.
A helpful way to keep track of new discussion forum posts is to bookmark or subscribe to topics
within your forums. When you bookmark a topic, you can quickly access it from your bookmarks list,
which saves you the time of scrolling through a forum looking for topics of interest to you. When you
subscribe to a topic, you are alerted by email each time a new post is added to the topic. You also
can subscribe to entire forums to receive emails each time a post is added to any topic within the
forum.

Discussion forums terminology

The definitions of terms in the following table are specific to the Discussion Forums feature.

Term Definition

Community An organizational structure for grouping one or more related discussion forums. A
community itself is not a forum and cannot receive posts.

Forum A discussion area focused on a specific subject or theme. A forum is housed in a

discussion community. The forum contains information exchanges relative to one
specific subject. Each forum can contain many topics, and those topics should all
relate back to the central subject or theme established by the forum.

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Term Definition

Traditional A standard discussion forum built through the Discussion Forums feature.
Forum

Content- A discussion forum that is linked directly to a specific content record. It cannot be
Specific accessed through the Discussion Forums application. Instead, users can access it
Forum by clicking View Forum in the Discussion field in a record.

Locked Messages in a locked forum can be read by users, but no new messages can be
Forum posted to the forum.

Archived An archived forum is hidden entirely from forum participants. No messages can be
Forum read or posted in the forum. However, an archived forum can be made available
again to forum participants by a community or forum administrator.

Community A user who has been granted the rights to view, edit, and delete all forums in a
Administrator selected community, regardless of whether the user has been enrolled as a
member of those forums. Discussion community administrators also can add new
forums in their assigned communities.

Forum To access and contribute to a forum, a user must be enrolled as a member of that
Membership forum. Each member is assigned a specific role that governs the user rights in the
forum.

Forum Role Each member of a forum is assigned a specific role, which is a named grouping of
rights. A user role dictates what the user can and cannot do in a particular
discussion forum. For example, administrators might create a role called "Reader,"
which is assigned to users who need the ability to view all posts in a given forum,
but who will not be permitted to respond to those posts or to contribute new topics
for discussion.

Forum When a forum creator assigns a user as an administrator of a selected forum, the
Administrator administrator has rights to post messages and to edit and delete posts made by any
forum participant. Forum administrators also can enroll additional members or
revoke the membership of any user or group.

Moderator When a forum creator assigns a user as a moderator of a selected forum, that
moderator has rights to post messages and to edit and delete posts made by any
forum participant. They also can enroll additional members or revoke the
membership of any user or group, and they can manage the properties of the
forum, including its expiration plan, reply depth, display options, and so on. In
addition, moderators can merge topics in the forum.

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Term Definition

Post A generalized term referring to any type of message submitted to a forum. Topics
and replies are specific types of posts.

Topic A top-level post that poses a question or otherwise establishes the context for a
thread of discussion. Topics serve as containers for replies.

Reply A post that is submitted in response to an existing post. Replies provide the means
for exchanging thoughts, opinions, or supporting information relative to a given
topic.

Thread A single topic and all of its related replies. The topic-directed discussion that
occurs in a forum is thought of as "threaded" because you can trace the path of
information from the original topic down through all of its reply postings.

Hot Topic A topic is considered "hot" if it has been replied to or viewed several times in a
short period of time. Hot topics are displayed with a star icon so users can easily
identify them. Community and forum administrators define the criteria for topics
marked as "hot," and these criteria can vary from forum to forum. For example, in
one forum, a hot topic may be defined as one that has received 10 posts in the last
3 days and has been viewed 20 times in the last day. In another forum, a hot topic
may be defined simply as one that has received 5 posts in the last day.

Locked Topic When a topic is locked, users are not permitted to reply to it. The topic and its
previous replies, however, remain visible to users. Locked topics can be unlocked
at any time by users who have the proper rights.

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Discussion forum rights

As a discussion forum member, you are assigned a role that determines your rights within the forum.
Depending on the role your discussion forum administrator has assigned to you for a particular
forum, you may have rights to:
l Read posts
l Post replies to existing topics
l Post new topics
l Delete your own posts
l Edit posts belonging to others
l Delete posts belonging to others
l Add users or groups to the forum and assign roles to them
l Remove forum access for existing users and groups
l Manage forum properties
l Merge topics (threads) within a forum

Icon legend
The following table describes icons that are unique in the Discussion Forums feature.

Icon Description

You have read all posts in this discussion community, forum, or topic.

This discussion community, forum, or topic contains new posts for you to read.

This discussion community, forum, or topic has recently experienced a large number of
postings and information that you have viewed. You have read all posts in this community,
forum, or topic.

This discussion community, forum, or topic recently experienced a large number of postings
and information that you have viewed. The community, forum, or topic contains new posts
for you to read.

This discussion forum or topic is locked, and you have read all posts in it.

This discussion forum or topic is locked, and it contains new posts.

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Bookmarking Discussion Forums

Use bookmarks to easily access a discussion forum or discussion forum topic.

Bookmark a discussion forum topic

1. Go to Forum page.
a. From the Workspace menu, click a solution.
b. If the discussion forum is enabled, click a sub-solution
c. Under Discussion Forums, click Communities.
d. Click the discussion community with the forum that you want to manage.

2. Click the discussion forum that contains the topic that you want to bookmark.
3. Click the topic.
4. Click the Options menu, point to Personal Options and select Bookmark this Topic.
5. To remove a bookmark, select the topic, click the Options menu, point to Personal Options and
clear the Bookmark this Topic option.

Access a discussion forum bookmark

Your bookmarks are stored on the Manage Discussion Forum Bookmarks page, and from this page,
you can open any bookmarked topic or delete a bookmark.
1. From the menu bar, click your User menu and select Discussion Forum Preferences.
2. Click the row to display a description of the bookmark.
3. Click the topic that you want to display.

4. To delete a bookmark, click in the Actions column.

5. To delete a bookmark, click in the Actions column.

Exporting and Sorting Discussion Communities

Complete these tasks to export and sort the contents of a discussion forum.

Export the contents of a discussion forum

1. Go to the Forum page.

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a. From the Workspace menu, click a solution.

b. If the discussion forum is enabled, click a sub-solution.
c. Under Discussion Forum, click Communities.
d. Select the discussion community with the forum you want to manage.

2. Go to the discussion forum that contains the content you want to export.

3. Click .
4. Select the file format option.
5. Click Save.
6. Specify a location for the file and click Save.

Filter and sort topics in a discussion forum

1. Go to the Forum page.

a. From the Workspace menu, click a solution.
b. If the discussion forum is enabled, click a sub-solution.
c. Under Discussion Forum, click Communities.
d. Select the discussion community with the forum that you want to manage.

2. Go to the discussion forum that you want to manage.

3. To filter the list, click Filter list and select the topic type.
4. To change the sort order of topics, click the Topics heading and rearrange.

Participating in Discussion Forums

The Discussion Community allows you to see all discussion communities that contain at least one
forum of which you are a member. If you have been assigned as a community administrator or forum
creator for a particular discussion community, that community also displays on this page, regardless
of whether it contains any forums.
The Forums page allows you to see all discussion forums in which you are a member in the selected
discussion community. If you are an administrator for the selected community, this page contains all
forums within the community, regardless of your membership within them. This page offers a
description of each forum (if provided by the forum creator) along with the number of topics and
posts each forum contains. In addition, you can quickly identify the forums that contain posts that you
have not yet read by looking for the Contains New Posts icon in the far-left column.

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For discussion community administrators and forum creators, the Forums page also provides controls
for adding, editing and deleting forums within the selected discussion community.

Post a message

1. Go to the Forum page.

a. From the Workspace menu, click a solution.
b. If the discussion forums is enabled, click a sub-solution.
c. Under Discussion Forum, click Communities.
d. Select the discussion community with the forum that you want to manage.

2. Go to the discussion forum where you want to post a message.

3. Do one of the following:
l To add a new topic, click Add New in the toolbar.
l To reply to an existing post:
a. Click the post that you want to reply to.
b. Click Reply in the toolbar of the Message section.
4. In the Subject field, enter a title for your post.
5. (Optional) If the forum creator has enabled you to post anonymously in the forum, select the Post
this message as Anonymous option to the right of the Subject field to conceal your identity.
6. In the Body field, enter and edit the content of your message.
7. Do one or more of the following:
l To add attachments to the message, click Add New in the Attachments section and select the
files in the Upload dialog box.
l To subscribe to the forum and receive an email message when a new topic is posted, select
one of the options in the Subscribe field.
l To bookmark the topic, select the option in the Bookmark field.
8. Click Save or Apply.
l Click Save to save and exit.
l Click Apply to apply the changes and continue working.

Edit a post

1. Go to the Forum page.

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a. From the Workspace menu, click a solution.

b. If the discussion forum is enabled, click a sub-solution.
c. Under Discussion Forum, click Communities.
d. Select the discussion community with the forum that you want to manage.

2. Go to the discussion forum that contains the post you want to edit.
3. Click the post that you want to edit.
4. In the Message section, click the Options menu and click Edit this Post.
5. In the Subject field, edit the title of the post.
6. (Optional) If the forum creator has enabled you to post anonymously in the forum, select the Post
this message as Anonymous option to the right of the Subject field to conceal your identity.
7. In the Body field, enter and edit the content of your message.
You can format the text that you enter in this field using the Rich Text Editor toolbar at the top of
the page.
8. To add attachments to the message, click Add New in the Attachments section and select the
files in the Upload dialog box.
9. To subscribe to the forum and receive an email message when a new topic is posted, select one
of the options in the Subscribe field.
10. To bookmark the topic, select the option in the Bookmark field.
11. Click Save.

Email a post

1. Go to the Forum page.

a. From the Workspace menu, click a solution.
b. If the discussion forum is enabled, click a sub-solution.
c. Under Discussion Forum, click Communities.
d. Select the discussion community with the forum that you want to manage.

2. Go to the discussion forum that contains the post you want to email.
3. Select the post that you want to email.
4. In the Message section, click the Options menu and click Email a friend.
5. Send the message to the appropriate recipients.

Note: The recipient must have proper access rights to display the link.

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Lock or unlock a topic

1. Go to the Forum page.

a. From the Workspace menu, click a solution.
b. If the discussion forum is enabled, click a sub-solution.
c. Under Discussion Forum, click Communities.
d. Select the discussion community with the forum that you want to manage.

2. Go to the discussion forum that contains the topic you want to manage.
3. Click a post in the topic that you want to lock or unlock.
4. Do one of the following:
l To lock the topic, in the Message section, click the Options menu, point to Personal Options
and select Lock this Topic.
l To unlock the topic, in the Message section, click the Options menu, point to Personal Options
and clear the Lock this Topic option.

Print a post

1. Go to the Forum page.

a. From the Workspace menu, click a solution.
b. If the discussion forum is enabled, click a sub-solution.
c. Under Discussion Forum, click Communities.
d. Select the discussion community with the forum that you want to manage.

2. Go to the discussion forum that contains the post you want to print.
3. Select the post that you want to print.
4. In the Message section, click the Options menu and do one of the following:
l To print a single post, select Print this Post.
l To print and entire topic, select Print this Topic.
5. Select the appropriate print options and click Print.

Search for posts

1. Go to the Forum page.

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a. From the Workspace menu, click a solution

b. If the discussion forum is enabled, click a sub-solution.
c. Under Discussion Forum, click Communities.
d. Select the discussion community with the forum that you want to manage.

2. Go to the discussion forum in which you want to search for posts.

3. In the Search field, enter keywords for the posts that you want to find and click .

Note: If a large number of posts display on the Forum Search Results page, you can sort the
display of posts by clicking a subject or date/time sort option in the Sort By list at the top of the
page.

Delete a post from a forum

1. Go to the Forum page.

a. From the Workspace menu, click a solution.
b. If the discussion forum is enabled, click a sub-solution.
c. Under Discussion Forum, Communities.
d. Select the discussion community with the forum that you want to manage.

2. Go to the discussion forum that contains the post that you want to delete.
3. Click the post that you want to delete.
4. In the Message section, navigate to the Options menu, and select Delete this Post.
5. Click OK to confirm the delete.

Subscribing to Discussion Forum Posts

Note: When you subscribe to a discussion forum, topic, or individual post, you receive an email each
time a user posts a topic, message, or reply to the subscribed item.

1. Go to Forum page.
a. On the Workspace menu, click a solution.
b. If the discussion forum is enabled, click a sub-solution.
c. Under Discussion Forum, click Communities.

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d. Select a discussion community with the forum that you want to manage.

2. Select the forum that you want to manage.

3. In the Message section, click the Options menu.
4. Go to Personal Options and select one of the following options:
l Subscribe to all posts in the Forum. When you subscribe to a forum, you receive an email
each time a user posts a message within any of the topics of a forum.
l Subscribe to all posts in this Topic. When you subscribe to a topic, you receive an email each
time a reply is posted anywhere within the topic thread.
l Subscribe to this Post. When you subscribe to an individual post within a topic thread, you will
receive an email when any forum member replies to that post.

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Chapter 8: Customizing RSA Archer

Do any of the following tasks to customize your user experience:
l Personalize your user interface
l Set your user preferences
l View your logon history
l View your data import history
l View your bulk action history

Personalizing Your User Interface

You can personalize your user interface by selecting your preferred home dashboard. If you select
the Task-driven landing screen as your default dashboard, you can save charts and buttons to your
Favorites section.

Set up your home page

You can set either the task-driven landing screen or a preferred dashboard as your home page.
Administrators also can set your default home page based on your group or role.

Note: RSA recommends setting the task-driven landing screen as your default home page.

1. On the home page, next to the Home button, click Edit. .

2. Select either of the following:
l Use the Task-Driven Screen as your home (Recommended).
l Use a dashboard as your home:
a. Select a workspace.
b. Select a dashboard.
3. Click Save.

Add an action button to favorites

Action buttons are shortcuts to frequent actions, such as adding new records.

1. On the Task Driven Landing screen, hover over the Favorites section, and click when it
appears in the top right corner.
2. Click Add Button.

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3. Select the action you want.

4. Select an application or questionnaire.
5. Click Add.
6. Click Save.

Add a chart to favorites

You can add charts that you frequently view to Favorites.

1. On the Task Driven Landing page, hover over the favorites section and click when it
appears in the top right corner.
2. Click Add Chart.
3. Select a solution.
4. Select an application.
5. Select the chart you want.
6. Click Add.
7. Click Save.

Add or remove workspace buttons from the menu bar

1. From the menu bar, click the User menu and select Workspaces Display.
2. Do one of the following:
l To add a workspace, click the checkbox next to the workspace name.
l To remove a workspace, clear a checkbox next to the workspace name.
3. Click Save.

Reorder workspaces on the menu bar

1. From the menu bar, click .

2. Click .
3. Select a workspace and move it vertically up or down to a new location. Repeat this for as many
workspaces that you want to move.

4. When you have finished making your changes, click again.

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Managing Workspaces, Dashboards, and iViews

Use workspaces, dashboards, and iViews to quickly access up to date information when you need it.
You can click a Report iView window to open the list of records found by its associated search.
Selecting a record from the list opens the record for viewing or editing based on the permissions of
the user. Changes made to a record are reflected in the iView immediately after the changes are
saved.
If your administer has enabled caching, you can retain information from saved reports and then
manually refresh the cached report display updated results. You can adjust caching behavior for
individual Report iViews on the Save Report page.

Select workspaces to display

You can customize your workspace tab strip to show only the workspaces that you use.
1. From the menu bar, click the User menu, and select Workspace Display.
2. In the Select Workspaces section, do one or both of the following:
l To add a workspace, select each workspace that you want to display.
l To remove a workspace, clear the checkboxes of workspaces that you want to remove.

Note: Click the workspace to display the workspace description.

3. Click Save.

Update a dashboard display

You can configure personal dashboards only if you have been granted access by your RSA Archer
administrator.
1. From the menu bar, select the solution dashboard.
2. From the menu bar, click on the solution dashboard.
3. Click the Options drop-down on the page toolbar and do one of the following:
l To add a new dashboard to the workspace, select Add New Global Dashboard.
l To edit an existing dashboard, select Edit Global Dashboard Properties.
4. On the Manage Dashboards page, enter the name of the dashboard and a description for the
General section.
5. On the Manage Dashboards page, enter the name of the dashboard and a description that you
want in the General section.

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6. In the Layout Design section, chose your column layout.

7. Choose your column layout in the Layout Design section.
8. (Optional) Add documentation to your dashboard.
9. Click OK.
10. If you are adding a new dashboard to the workspace and want to update the iView content, do
the following:
a. Click the Options drop-down on the page toolbar and select Add iView Content.
b. On the iView Type Selection page, from the Name list, select the iViews to display in your
dashboard.
c. Click OK.
11. If you are editing an existing dashboard and want to update the iView content, do the following:
a. From the Options list in the page toolbar, select Add iView Content.
b. On the iView Type Selection page, from the Name list, select the iViews to display in your
dashboard.
c. Click OK.

Delete a dashboard from a workspace

The deletion removes the dashboard from the workspace but does not delete it from the dashboard
database. Global iViews associated with the dashboard are not deleted. You can only permanently
delete dashboards if you have been granted administrative permission.
1. From the menu bar, click on the solution dashboard.
2. Click the Options drop down on the page toolbar, click Edit Workspace Properties.
3. On the Manage Workspaces page, click the Dashboards tab.

4. Click to delete the dashboard.

5. Click Save.

Update an iView display

1. On the top right corner of an iView, click and select Edit Properties.
2. In the Options section, edit the iView display as needed and click OK.

Note: The list of available menu options depends on the type of iView that you are viewing and
the access rights assigned to you by your administrator.

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3. (Optional) To resize the iView, click, hold and drag the arrow in the bottom right corner of the
iView, and click Save Changes.
4. (Optional) To move the iView, click and hold the title bar of the iView and drag and drop the
iView to the new location, and click Save Changes.

Setting Your User Preferences

User preferences include user account settings, options to customize your work environment, and
access to your login history. You can set these preferences from your User menu.

Note: The options listed in the menu depend on the access privileges of your user account.

Update your user information

1. From the menu bar, click the User menu, and select User Profile.
2. In the Contact Information section, update the applicable information.
3. Click Save.
4. Click Save or Apply.
l Click Save to save and exit.
l Click Apply to apply the changes and continue working.

Set your language and locale

1. From the menu bar, click the User menu, and select User Profile.
2. In the Localization section, in the Locale field, click the drop-down menu and select the locale
language that best matches your language-specific and country-specific display, calculation, and
filter settings.
3. (Optional) To change your language, select Override Language in the Localization section and
then select the preferred language in the box that appears.
4. (Optional) To change your language, in the Localization section, select Manually select a
language and then select the preferred language.
5. Click Save.
6. Click Save or Apply.
l Click Save to save and exit.
l Click Apply to apply the changes and continue working.

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Changing Your Password

You can change your password when you are working in RSA Archer if you have update
permissions for your user account.
1. From the menu bar, click the User menu and select User Profile.
2. In the Password section, click Change Password.
3. In the Current Password field, enter your current password.
4. In the New Password field, enter your new password.
5. In the Retype Password field, type the new password again.
6. Click OK.
7. Click Save or Apply.
l Click Save to save and exit.
l Click Apply to apply the changes and continue working.
8. Click Save.

Managing Your Email Subscriptions

You can subscribe to email alerts so that you are notified of application-related events and activities.
For example, you might want to receive an email when a record is added or updated within a
specific application.

Note: RSA Archer administrators set up notification templates and grant permissions to them. If you
have access permissions to both the application and the notification template, you can subscribe to
receive email alerts from the application.

1. From the menu bar, click the User menu, and select Email Subscription.
2. Complete one or both of the following actions in the Email Subscriptions section:
l To subscribe to a notification, select the checkbox for that notification.
l To unsubscribe from a notification, clear the checkbox.
3. Select the email address, or addresses, you want to receive notifications from each of your
subscriptions:

a. In the Email field, click .

b. Double-click the Email field.
c. In the Selected list, associate one or more email addresses with the subscription.
d. Click OK.
4. Click Save or Apply.

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l Click Save to save and exit.

l Click Apply to apply the changes and continue working.
5. Click Save.

Managing Your Discussion Forum Preferences

You can manage which discussion forums you want to subscribe to, bookmark them, and stop
notifications.

Manage your discussion email subscriptions

1. From the menu bar, click the User menu, and select Discussion Forum Preferences.
2. In the Discussion Forum Email Subscriptions section, do one or more of the following:
l To view a discussion forum topic, select a discussion forum and then continue at the next step.
l To view a discussion forum topic, click that discussion forum and continue at the next step.

l To unsubscribe, click in the Actions column of the row of the forum.

l To unsubscribe, click in the Actions column of the row of the forum.

3. Select a discussion forum.
4. Click on a discussion forum.
5. Click the community to group or add a new forum community.

Note: To group or disable grouping of columns, click the down arrow on the column and select
your preferred grouping options.

6. (Optional) Click a community to view the forums and topics.

7. Click to leave the page.

8. Click to close the page.

9. Click to close the page.

Manage your discussion bookmarks

1. From the menu bar, click the User menu and select Discussion Forum Preferences.
2. (Optional) In the Discussion Forum Bookmarks section, do the following:
l To view a discussion forum topic, click that bookmark link.

l To delete a bookmark, click in the Actions column of the row of the bookmark.

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3. (Optional) In the Discussion Forum Bookmarks section, you can do the following:
l To view a discussion forum topic, click that bookmark link.

l To delete a bookmark, click in the Actions column of the row of the bookmark.
4. Click to close the page.

5. Click to close the page.

Viewing Your Data Import History

Data import history allows you to view all information that you have imported to or from
RSA Archer. To see imports from all users, see Reviewing Job Queues.

Note: When a file is imported, the file is available in the repository for 24 hours. After the 24 hours,
the RepositoryFileCleanupJobHandle job cleans up the files. The data needed to show the file name
will no longer be available for files older than 24 hours.

1. From the menu bar, click the User menu and select Data Import History.

2. (Optional) In the Actions column, click to view the reports for the data import history.

3. (Optional) In the Actions column, click to view the run details.

4. Click to close the page.

5. Click to close the page.

Reviewing Job Queues

Complete this task to view the Review Job Queues page which lists the current status of data
imports for RSA Archer.
1. Do one of the following to navigate to the Review Job Queues page:

As RSA Archer Administrator As End User

a. From the menu bar, click From the menu bar, click the User menu and select Data
Import History.
.
b. Under Integration, click
Review Job Queues.

2. Locate the data import that you want to view.

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3. Click to display the Run Detail dialog box for that data import.

Viewing Your Login History

Login History includes the following fields.
Your login history includes:

Column Description

Date Login date and time of the session.

Length Duration of the session, or, "Active" if the session is currently active.
Active

Session User Initiated: A session that you started by logging on to the system.
Type System Impersonated: A session that the system started by using your account to
perform an action, such as importing data.

View your login history

1. From the menu bar, click the User menu and select Login History.
2. Click to close the page.

3. Click to close the page.

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