Bullseye - Administrator Specialist Flashcards
How does a Theme differ from an Appearance?
A Theme is a predefined set of colors, text styles, etc. An Appearance is the currently displayed combination of ONE of those themes, plus a a header graphic and system name.
Is it possible for one group of users to see one color scheme and another group of users in the same instance to see a different color scheme?
No. The defined appearance will be what every user in the system sees.
How do you change the name of the system?
The system name can be changed under the Manage Appearance feature. Administration -> Appearance -> Manage Appearance
How does a Solution differ from an Application?
An Application is a collection of fields that is displayed to the end user as a form. Each Application contains unlimited records. A Solution is a collection of Applications.
What are the differences between the Production and Development application statuses? How are Retired and Archived Statuses different?
Production differs from Development in two ways: 1) No On-Demand license is used for an application in Development status, and 2) The Development status will cause a red “Development” bar to appear across each record in the Application.
Retired and Archived statuses in that while records in Archived Applications can still be seen and searched by end-users (Read Only), Retired Applications are essentially “offline” and invisible to end-users.
When would a Global Values List be used versus a Field-Specific Values List?
Global Values Lists are used for sets of values that do not change and will need to be referenced across more than one application (e.g., lists of countries, states, risk levels). Field Specific Values List are best used when given a list of values will not be re-used (e.g. Device types).
How are new folders (Quick Filters) added to the Navigation Menu for an Application?
Go to the Application Builder -> Applications -> <select>, and go to the Navigation Menu Section. Check the box next to the field you would like to filter records. Click Save, and a new Quick Filter folder will be added to that application’s menu.</select>
Can Applications be grouped into more than one Solution? If so, how?
Yes, from within Manage Applications, you can add an Application to as many Solutions as you like. From within Manage Solutions, select a solution and add however many Applications desired to that Solution.
How are Users/Groups List fields similar to Record Permissions fields? How do they differ?
Both fields pull from the established collection of users and groups that are defined within the Access Control feature. User/Groups Lists are used to identify users or groups that are associated with a given record. Record Permissions fields will actually grant access to each record to whoever is named in the Record Permissions field.
List the steps necessary to add an embedded tab set to the layout of an application
1.) Add a section to the layout
2.) Drag a Tab Set onto the layout and place it within the section
3.) Add as many tabs as you like to the tab set
4.) Place fields within each of the new tabs
Which type of field is used to create relationships between applications?
The Cross-Reference field
Why should caution be used when deleting fields?
When you delete a field, you also delete all data stored in that field for any records within the application. (Exception: Most system fields will retain their original values - tracking IDs, first published dates, etc.)
What is the significance of the key field in an application?
The key field will displayed as a hyperlink. The user can click the field from within search results or from within other records (via a cross reference field) to open the record.
How is a leveled application created? How does it differ from a non-leveled application?
A leveled application allows you to create a hierarchical structure so that you will end up with parent records and subsequent children (and grandchildren) records. In a application using the standard structure, all records are equal to each other.
To create a leveled application, open an application in Manage Applications and change the Structure to Leveled (Outline). Add levels on the General tab. Add fields to the layout via the Fields or Layout tabs.
What will happen if you have misspelled values in your import file and you attempt to import that file?
The misspelled values will be added to your existing values list. Be sure to be careful to review your data prior to import.
What will happen if you attempt to import records into an application and your import file is missing values for a required field in Archer?
The records missing the required data will not be imported. An error report which shows the first 100 errors on the Data Import Wizard will be generated that lists the rows that were not imported.
You can review the error report on the Administration -> Integration -> Review Job Queues Page.
Is it possible to have notifications sent out for each record included in a data import? If so, how?
Yes, there is a checkbox to enable Notifications in the Manage Data Import wizard.
Note: If you have not created a Subscription Notification Template for the Application that you are importing data into, NO Notifications will actually be sent.
When performing a data import to update existing records in Archer, how will Archer know which records to update?
You must specify a unique identifier prior to completing the import.
Can a data import create new fields for you? If so, How? If not, what are your options when faced with an import file that contains 22 columns and an application that contains 20 fields?
No, data import will only import data into fields that already exist. If you have more data columns than fields, you can either manually build the missing fields or opt to not import the extra data points.
What is the main reason for defining a default letterhead?
By defining a default letterhead you do not have to manually build a separate header/footer for each notification. If you default letterhead is generic enough and applicable for all emails sent for your company, you might define only that single letterhead and nothing else.
What is the difference between a letterhead and the body layout?
The letterhead is defined separately (Administration -> Notifications -> Manage Letterheads), is reusable for multiple notifications and can include colors, text, and images.
The body layout refers to the physical structure of a notification. The layout structure is sandwiched between the header and footer of the letterhead.
If the Read-Receipt functionality is enabled, does every notification request a receipt?
No, Within the notification configuration options, you are able to designate for each notification if you would like to request read receipts.
What frequency options are available for sending a Subscription Notification?
Instantly, Daily, Weekly, Monthly, Quarterly
If a Report Name is defined in the body content of a notification, will the full report be show in the email? If not, what will be shown?
A link to the report will be shown. Users much click the link and authenticate into the system in order to view the report.
If private fields are included in the body of notification, and the end user receiving the email does not have access to view those fields when in Archer, will the email display those Private Fields in the email?
This depends on how the notification template is configured. If the email is configured to be sent to a user in a User/Groups field or a user account is selected as a recipient in the notification template, then no private fields which the user cannot see will be included in the email.
However, if the user receives the email as a result of the user’s email address being specified in the notification template, or within a text field (with email masking) in a record, then yes, all private fields will be included.
Is it possible to include field data in the subject line of a notification?
Yes, simply click the name of the field you would like to pull the data from in the subject line as you build the notification.
Ex: [Field:Description]
Is it possible to send a notification to someone who does not have an Archer user account? If so, how?
Yes. If an application contains a field that houses an email address, the system can pull that email address from the field and send the notification to that address. In addition, a notification can be configured to send to an email address defined within the Notification template.
What is a rule?
A rule is a condition that the system evaluates. If the rule evaluates to True, an action may be triggered.
Ex: The “Status” field is set to “Approved”
What is an action?
An action is something you want the system to do when the associated rule(s) are deemed to be True.
Ex: Set the Expiration Date field to Required
How do rules and actions work together?
When you link a rule to an action, the system will evaluate the field(s) included in the rule and determine if the rule has been met. If the rule evaluates to True, then the system will perform the action(s) that have been linked to that rule.
Example: If the Status field is set to Approved, then change the Expiration Date field to now be required. The end user will not be able to save the record without entering a value into the Expiration Date field. If the Status field is anything other than Approved, the Expiration Date field is optional.
If a required field is included in a section that is not displayed due to a data-driven event, will the end user be able to save the record?
No. The end user will receive a message that the field is required. If that end user cannot see the field, he will be able to save the record. Care must be taken when configuring applications so that end users do not run into this scenario.
Can end users change the values in date fields that have been included in a data-driven event?
Yes. Think of the Set Date Field and Set Values List Data-Driven Event actions as suggestions for field values. If you do not want the users to change the suggested values, you should use calculated fields instead of Data-Driven Events.
Can a calculated field be selected to be the key field in an application?
Yes, if that calculated field is a text field, a numeric field, or a date field. Values list fields can be calculated, but they cannot be made key fields.
Can calculated fields reference other calculated fields?
Yes
What types of fields can be calculated
Text, Date, Numeric, Values List
When are calculated fields recalculated?
Depends on how it’s configured. Every time a record is saved, when the field used in calculation has changed, daily, or on-demand.
Roles can be granted to individual users, but that practice often leads to extensive maintenance. What other option(s) exist(s) to make access control easier on the administrator?
The recommended approach is to place your users into Groups based on job duties and then link those Groups to Roles.
When a person changes jobs within the organization, he can simply be shuffled into another group. He’ll lose the access granted by the first Group and will gain the access granted to the Second Group.
Can access roles grant users access to private fields in an application
No. Access roles only grant users the ability to see public fields within applications. Private field access is managed at the individual field level, and can only be assigned to users or groups.
When a new application is created, who can immediately see that application and its records?
Any individual who carries the “system administrator” access role and the person who created the new application. If the application’s creator has designated any additional individual Application Owners, those people can also see the data. No one else can see the application or it’s records.
