Engage 4.1.0: Notification enrichment, Navigating to the next request, and Questionnaire Comments configuration

We are pleased to announce the availability of Archer Engage Portal 4.1.0 with Engage Agent 3.1.0.

Archer Engage and Engage for Vendors Release 4.1.0 includes the following enhancements:

1. Notification Enrichment
2. Navigating to the next request
3. Questionnaire comments configuration

Notification Enrichment

Notification enrichment enables bringing the portal request URL back to Archer.  With this portal request URL, an Archer user can send Engage invitations from Archer with customized notifications. The portal URL in Archer can be captured in either a text field or an external links field.

Note: There are no Engage specific notifications added in Archer as part of this capability. This feature will only provide Engage request URL back to Archer. Customers can configure notifications in Archer as per their business needs for Engage related notifications.

Configuration

The configuration of the portal URL can be done either from the Engage configuration tab or with a custom object.

First, we will look at how to configure the portal URL from the Engage configuration tab. A new field, called the Portal Request URL was introduced in Archer version 6.14.0.1 under the field mapping section of the Engage tab. The text field or the external links field must be selected from the dropdown based on which field type is used to capture the portal request URL.

For configuring through a custom object, a new key "PortalRequestURLFieldId" should be added, and the value is the field ID of the text field or the external links field added to capture the portal request URL.

If the field ID mentioned in the custom object is incorrect, then the publish will be successful but the portal request URL will not be populated in the configured field. There will be a message in the "Publish Message" field with the reason for the failure along with the portal request URL.

With this release, the portal request URL will be available in Archer, making it easy to setup customized email invites and reminder notifications. Before this release, invite email notifications used to go through Engage. Setting up customized notifications can have duplicate email invite notifications sent to the Engage user. We have taken care of this by providing an option to enable/disable the default Engage notifications.

Customers who are happy with the default Engage notifications can continue using it without making any changes. If customized notifications are created and configured, there is an option provided to stop the default Engage notifications.

This can be done either through the Engage configuration tab or a custom object. There is a new checkbox "continue sending default Engage notifications" added in the field mappings section of the Engage configuration tab. This checkbox is checked by default and the notifications will be sent through Engage. When this checkbox is unchecked and saved, the default Engage notifications will be stopped.

When using the custom object, a new key "IsEngageNotificationRequired" should be added with either true or false as a value to enable or disable Engage notifications respectively. If this key-value pair is not mentioned, then the Engage notifications will be enabled by default.

Navigating to the next request

Engage users can now navigate to the next request using an option provided in the bottom-right corner as shown below:

The next request is fetched based on the due date of the request. On clicking the next request, a banner is displayed informing the user that the next request will be opening soon. The next request opens in about 5 seconds.

The Engage user also has the option to navigate to the next request after submitting a request. There is a new checkbox "on submit open next" that is shown on the confirmation popup after clicking the submit button. This checkbox is checked by default and on clicking submit on the confirmation popup, the Engage user is taken to the next request with the appropriate message on the banner. If the checkbox is unchecked and submit is clicked on the confirmation popup, then the Engage user is taken to the dashboard page.

Enable/Disable Questionnaire Comments

Questionnaire comments can now be configured to be displayed or not on the Engage portal. Archer users can now control this through the Engage configuration tab or with a custom object.In the Engage configuration tab, there is a new checkbox "Enable Comments" under the field mappings section which is checked by default. With this configuration, the comments will be shown on the portal. To hide the comments section, this checkbox must be unchecked.

When using a custom object, a new key "IsCommentsEnabled" must be added with the value true or false to show or hide the comments section on the portal respectively. When this key-value pair is not added, then the comments section will be shown by default in the portal.

Key Considerations

On-Prem Customers

• Engage Agent should be upgraded to version 3.1.0 to utilize the power of the above features.
• Navigating to the next request feature does not have any dependency on the Archer version.
• If the Engage configuration tab is used for configuration, Notification enrichment, and questionnaire comments configuration requires Archer version 6.14.0.1. If a custom object is used for configuration, then Archer version 6.12 P6 HF1 is required.

General

• The requests that are present on the portal before this release will have the option to navigate to the next request.
• If there is a single active request on the portal, then the "Next Request" option will not be shown on the bottom-right corner of the request. The confirmation popup after clicking submit will show the checkbox, and regardless of the state of the checkbox, the Engage user will be taken to the dashboard as there is no other active request to load.
• If there are multiple requests with the same due dates, then the request is loaded based on the request identifier. If both the due date and request identifier are the same, then the request is loaded based on the assessment ID.
• While configuring the portal request URL, if a wrong field ID is mentioned in the custom object or a wrong field is configured in the Engage configuration tab, then the publish will be successful with "Publish Message" field having the reason for failure with the portal request URL. 

Known Limitations/Behaviours

• Navigation to the previous request from the current request is not possible.
• The Okta email notification (the PIN email) and the email notification when a participant is invited from the portal or removed from a request, goes from Engage even when the Engage notification is stopped.
• The Engage user cannot stay on the same request after submitting a request. They will either be redirected to the next request or the dashboard.